BvLogic ERP — User Manual

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1. What this system is

BvLogic ERP runs the whole academy in one place: enquiries, admissions, students, batches, fees, attendance, online classes, exams, staff, payroll and reporting. It replaces working across separate registers, spreadsheets and WhatsApp threads.

It is a large system — over 200 screens. Most people only ever need the six or seven that belong to their job. This manual is organised so you can read only your section and still know what exists elsewhere.

2. Getting in

The two ways to use the system

Signing in

1. Go to https://codexla.com and enter your own email and password.
2. If two-factor is switched on for you, a code is emailed — enter it to continue.
3. You land on the dashboard for your role.

Signing in with a QR code

Nobody has to be told a password out loud or by message. An administrator issues a QR code and the person scans it with their phone's own Camera app — nothing to install first, and it works on Android and iPhone alike. They are signed in, and the system immediately asks them to choose their own password. After that they can sign in either way.

• One person: System → Users & Roles → the QR button on their row → issue. The code is shown once only, so print it there and then.
• A whole batch of students: Academics → Batches → the QR button on the batch row. That produces a printable sheet, one card per student.
• Revoking: the same screen has "Revoke all". A lost card stops working the moment you press it.
• Scanning from inside the app: the sign-in screen also has "Sign in with a QR code" if the camera is easier than typing.

An account with two-factor switched on will not accept a QR code and asks for the email and password instead. That is deliberate: a code on paper is not a second factor.

Creating accounts and resetting passwords

Only the Super Admin role can create accounts or reset passwords. Not even the CEO role can — that separation is deliberate, since whoever can create users can create an account with any level of access. Both live at System → Users & Roles.

• New account: fill the form on that page — name, email, a temporary password, and tick every role that applies.
• Reset a password: open the pencil button on that person's row and fill in "Reset password". Leave it blank and the existing password is untouched.
• Give one person extra access without changing their role: the shield button on their row.

3. Roles — who sees what

What you can see and do is decided by your role. The sidebar hides anything your role cannot use, so two people looking at the same system will genuinely see different menus. That is intended, not a fault.

4. Everything it can do — the full map

This is the complete sidebar. If something below is missing from your screen, your role does not have it.

Overview

Academics

CRM & Sales

HR & Payroll

Finance

Projects

System

5. Students

Registering a new student

1. Go to Academics → Students → Register Student.
2. Fill in the student's details. A registration number is generated automatically.
3. Assign the course on the same screen. Pick Course, then Batch, then enter the fee and any discount. The payable amount updates as you type.
4. Save. The student is registered and enrolled in one step, and appears in Fee Collection immediately.

Leaving the course section blank is also fine — it registers the student without enrolling them. You can enroll them later from Batches → Enroll.

The student profile

Open any student to see, in one place: personal details, enrolled courses, full payment history, attendance, documents, certificates and lifecycle stage. From here you can also print a registration slip or a fee receipt.

Documents

Upload CNIC, qualifications or photographs on the student's profile. Accepted formats are JPG, PNG and PDF.

Transferring a student

Use Batches → the enrollment → Transfer to move a student to a different batch or course. Payment history is preserved. The fee is only recalculated if the course itself changes.

6. Courses, Batches, Rooms and Timetable

Courses

The catalogue: title, code, duration, standard fee and — where applicable — the PSDF VSS code. Editing a course fee does not change students already enrolled at the old price.

Batches

A batch is one running group of a course: its own code, start date, timing, mode (physical, online or hybrid), capacity and assigned teacher. Batch status moves through Upcoming → Active → Completed (or Cancelled).

Rooms and Timetable

Rooms can be booked per batch and the system refuses double bookings. The Timetable screen shows the weekly schedule.

7. Fees & Money

Recording a payment

1. Go to Academics → Fee Collection and search by name, registration number or phone.
2. Open the student's enrollment and choose to record a payment.
3. Enter amount, method, date and reference. Attach the receipt image if you have one.
4. Save. The balance, the fee status and the income ledger all update together.

Installment plans

Split a fee into 1–24 installments with your chosen interval. The system generates the due dates and can chase them automatically.

Receipts

Print a fee slip or a registration slip as PDF from Fee Collection, the installment history, or the student's profile. Both carry your academy letterhead from Company Settings.

Scholarships and refunds

Scholarships reduce the payable fee and are recorded against the enrollment. Refunds follow request → approval → disbursement, and correctly reduce the amount the student is recorded as having paid.

Payment proofs uploaded by students

Students can upload a bank challan or transfer screenshot themselves. It lands in Academics → Payment Proofs for the accounts team.

1. Open Payment Proofs. Anything awaiting checking is listed with the amount claimed.
2. Click View to see the uploaded receipt.
3. Verify to accept it, or Reject with a reason.

Overdue fees and late fees

Fee Collection → Overdue lists everyone past a due date. The late fee amount and reminder timing are set in System → Fee & Recovery Policy — no developer needed.

8. Attendance

Marking a class (office / teacher, on a computer)

1. Go to Academics → Attendance and choose the batch.
2. Set the date if it is not today.
3. Mark each student Present, Absent, Late or Leave.
4. Save.

Marking by QR code (phone)

Two ways, both in the mobile app — see section 17:

• Teacher shows a class QR and students scan it. The code refreshes every 30 seconds so a screenshot cannot be reused.
• Teacher scans each student's personal QR from their phone.

Attendance from joining an online class

When a student clicks Join on an online class, attendance is recorded automatically and they are taken into the meeting.

• It only counts around the scheduled class time — from 30 minutes before, until an hour after it ends.
• Opening the link days later still lets them in, but does not mark them present.
• It never overwrites a mark a teacher has already made. Your record always wins.

Viewing attendance

Per batch: Attendance → Report. Across the academy, with filters and Excel export: Report Center → Attendance.

9. Online Classes (LMS)

Scheduling a class

1. Go to Academics → LMS / Online Classes.
2. Choose the batch, give the class a title, pick the platform and set date, time and duration.
3. Save. For Zoom, the meeting is created and the join link is filled in automatically.

If a class is saved without a link for any reason, the screen warns you at the time. It no longer fails silently.

Cancelling a class

Cancelling deletes the online meeting and removes the Join button from students' screens.

Materials, assignments and recordings

• Materials — upload slides, notes or a course outline against a class; students see them on the batch page.
• Assignments — set with a deadline; students submit files; you grade and give feedback in the same place.
• Recordings — add the recording link after the class and students can watch it back.

Exams and gradebook

Under Academics → Exams & Gradebook. Exams are categorised as quiz, test or exam, and are either written (you enter marks) or online multiple-choice (marked automatically).

Announcements and discussion

Announcements go to the whole academy or one batch, and reach students in the portal and on their phones. Each batch also has a question-and-answer discussion board.

10. Student Leave

Students apply for leave from their portal. Requests come to the batch's teacher.

1. Go to Academics → Student Leave. The count of requests awaiting you is shown at the top.
2. Read the reason and open the attachment if one was provided — for example a medical certificate.
3. Approve or Reject, adding a note if useful.

Teachers see only their own batches' requests. Operations and admin staff see all of them.

11. Leads & Admissions

Enquiries

Every walk-in, call or online enquiry is a lead: source, interest, status and full follow-up history.

Follow-ups

CRM → Follow-Up Remainders splits your leads into Overdue, Due Today and Upcoming so nothing is forgotten.

Turning a lead into a student

Open the lead and choose Register as Student. The registration form opens pre-filled and the lead is marked converted and linked automatically when you save.

Online admissions and visitors

Applications from the public form arrive under CRM → Online Admissions. Walk-in visitors who are not students or staff are logged under Outsiders.

12. HR & Payroll

• Employees — records, contracts and salary structure including house rent, medical and transport allowances.
• Staff attendance — staff clock in and out from the mobile app; hours accumulate for the month.
• Leave Management — staff leave requests. Student leave is a separate screen.
• Payroll — monthly runs producing payslips with allowances, hours worked, commission, bonus and deductions.
• KPI System — templates, monthly grading and bonus recommendations.

Staff see their own attendance, leave, payslips and KPI under Overview → My Workspace.

Every person's own working hours

Two fields on each employee decide what payroll expects of them, and they exist because the academy runs full-timers alongside part-timers:

• Contracted hours per day — 9 for full time, 4 or 6 for a part-timer.
• Working days of the week — tick the days that person actually works. Monday to Saturday by default; tick Sunday for staff who work it; a part-timer might be Monday, Wednesday and Friday only.

The holiday calendar and declaring a day on or off

Payroll → Holiday Calendar. Payroll reads this, so it must be filled in before a month is processed.

• Holidays — a paid holiday reduces the hours staff are expected to work, so nobody is docked for a day the academy was closed. One click adds the six fixed national holidays for a year.
• Eid, Ashura and the other Islamic dates are never added automatically. They move with the moon and are announced each year, and a guessed date would go straight into somebody's salary. Add them yourself once they are announced.
• Declare a day on or off — any single date, for one person or for the whole academy. "This Sunday is on" is one entry. A declaration for one person beats an academy-wide one, and both beat a gazetted holiday, because sometimes the academy works through one.

Paid leave

Twelve paid days a year, held as an annual pot rather than one day a month — take nothing in January and all twelve are still there in June. A day is spent in that person's own hours, so one day off costs a four-hour part-timer four hours of the pot, not nine. What is left is shown on the payslip.

Commission, bonus and one-off deductions

Payroll → Commission & Bonus. Entries are recorded against the day they were earned, not lumped into a month, and are swept into that month's payslip when payroll runs.

• Choose the person, the type (commission, bonus or deduction), the date, the amount and a note.
• The totals at the top show what is outstanding — recorded but not yet paid.
• An entry can be deleted while outstanding. Once it is on a payslip it is locked, because removing it would leave the payslip and the record disagreeing. Record a correcting entry instead.
• Fill in sales commission generates one entry per enrolment, on the day it happened, at the percentage set in Settings. Safe to run twice — it never duplicates.
• The payslip itemises every line, so anyone can check the figure themselves.

Running payroll

1. Make sure every employee has a salary structure, contracted hours and a weekly pattern.
2. Put that month's holidays and any on/off declarations on the calendar.
3. Record the month's commission, bonus and deductions.
4. Run payroll for the month and compare the payslips against your own sheet before paying anybody.

A month can only be run once. If something was wrong, delete the run and do it again: commission and bonus entries return to outstanding automatically, so nothing is lost or paid twice.

13. Expenses & Finance

Recording spending

Finance → Expenses. Vendor name, vendor contact and payment method are required — this is a deliberate control so that spending can always be traced.

Large expenses need CEO approval above a threshold set in Settings, and management is notified when one is submitted.

Income and P&L

Finance → Income & Finance shows the income ledger and profit and loss. Fee payments post here automatically when recorded.

14. Projects, Placement & Certificates

• Projects — student projects with milestones and budget.
• Placement — where students were placed, with employer and salary.
• Internship Certificates — issued as PDF and verifiable by anyone at /verify/<code>.
• Completion Requests — approving one marks the course completed and closes the enrollment properly.

15. Report Center

Finance → Report Center holds around thirty reports. Every one has Daily / Weekly / Monthly / Yearly / specific-month / custom-range filters, and nearly all export to Excel.

16. Reconciliation & asking questions

Finance → Reconciliation checks the money automatically and lets you ask questions in plain language.

The health checks

Each run verifies that recorded payments match the ledger, that balances are arithmetically correct, that fee status labels match reality, that every payment reached the income accounts, and it flags possible duplicate payments. It runs daily and shows anything at risk.

Student lookup

Search by name, phone, registration number, CNIC or email to get that student's full financial position instantly.

Ask a question

Type questions such as “how much has Hammad Khan paid in total” or “which teacher has the most students”. The figures always come from the database — the assistant explains them, it never invents them.

17. The mobile app

It is the same system, sized for a phone. Full step-by-step instructions with a QR code to scan are on the install page — Get the Mobile App in the sidebar, which anyone can open without signing in.

Android

1. Open https://codexla.com in Chrome and sign in.
2. Menu (⋮) → Install app, or Add to Home screen.

iPhone and iPad — the order matters

1. Open the address in Safari. This does not work in Chrome on iPhone.
2. Share button → Add to Home Screen → Add.
3. Close Safari, open the new BvLogic icon, and sign in there.

There is no separate download for iPhone and nothing to wait for — the install page is how iPhone users get it, and it is the same app Android users install.

What you get, by role

Notifications can be pushed to your phone for announcements and alerts — allow notifications when asked.

18. Student & Parent portals

Students can

• See courses, progress and remaining days
• See attendance — present, absent, late and leave
• Join online classes (which marks their attendance), and watch recordings
• Download materials and submit assignments
• Take online exams and see results
• See fees, payment history and upload a payment receipt
• Apply for leave and track the decision
• Read announcements, use the discussion board, download certificates, give feedback

Parents can

See their own child's fees, attendance and exam results, read-only.

19. Step-by-step workflows

A walk-in enrolls today

1. Log the enquiry under Leads (skip if they enroll immediately).
2. Students → Register Student — fill details, choose course, batch and fee, save.
3. Fee Collection — search the student, record the payment received.
4. Print the fee slip and hand it over.

Running an online class

1. LMS — schedule the class on Zoom; the link is created for you.
2. Upload the material for the session.
3. Students click Join at class time; their attendance is recorded automatically.
4. After the class, add the recording link and set an assignment if needed.

A student says they already paid

1. Ask them to upload the receipt from their portal, or take it at the counter.
2. Payment Proofs — open it, check the receipt against the bank.
3. Verify to record the payment, or reject with the reason.

Month end

1. Report Center → Fee Collection — what came in.
2. Fee Recovery — what is still outstanding and how old.
3. Daily Cash Flow and Financial — cash and P&L.
4. Reconciliation — confirm no money is unaccounted for.
5. Payroll — run payroll and issue payslips.

20. Before you report something as missing

Most “this is missing” reports have turned out to be one of the four things below. Please check them before raising it.

1. Are you on your own login? A shared admin account shows a different menu from yours. Sign in as yourself.
2. Does your role include it? Check section 3 and 4. The sidebar hides what your role cannot use.
3. Is it empty rather than absent? Many screens look missing when no data has been entered yet — timetable, materials, assignments, announcements and exams all start empty. An empty screen is not a broken screen.
4. Is it under a different name? See the table below.

If it is still genuinely missing, report it with: your role, the screen you were on, what you expected, and what happened instead. That is usually enough to resolve it same-day.

21. Known limits right now