SIMplify EDMS › Getting Started
Management Manual · v0.3.1
Caelus Tech Africa

SIMplify EDMS
Management Manual

Electronic Dealer Management System — your complete guide to setting up and managing SIM card inventory, teams, sales, and reconciliation.

🌐 ke.simplify-edms.com
Login Screen
⚠ Important Notes
  • Click Install App to create a shortcut on your home screen
  • Keep the app updated — click Update whenever you see a prompt

Setup Checklist

Setup Checklist
1

Storage Locations

Create Recon store & HQ office

2

Create Teams

Add teams and assign roles

3

Adding Staff

Create staff and assign to teams

4

Upload Picklist

Import PDF picklists to storage

5

Custom Settings

Configure sales & reconciliation

6

Reports

Sales data, team & rep reports

7

Sale Reconciliation

Upload & view reconciled data

Starting Point Dashboard

Starting Point Dashboard
Dashboard Layout Split into Dealer Operations Setup (Staff, Teams, Storage Sites, SIM Card Solution Products) and Platform Settings (Sales & Reconciliation, Inventory, User Settings, Subscription Information).
1

Storage Locations

Create physical storage sites where SIM card inventory will be held.

Add Storage Locations
1
Navigate to Storage SitesFrom Dealer Operations Setup, click the Storage Sites tile.
2
Click "Add New Storage Location"Button is in the top-right corner of the Storage Sites page.
3
Fill in Name & DescriptionEnter a clear name (e.g. "HQ Office" or "Recon Store") and a short description.
4
Click AddThe new site appears in the list. Repeat for each location needed.
TipYou need at least two locations: a Recon Store (for old picklists) and an HQ Store (for the current active picklist).
2

Create Teams

Set up sales teams before assigning staff and inventory.

Adding Team
1
Go to TeamsClick the Teams tile in Dealer Operations Setup.
2
Click "Add New Team"Enter the team name, description, and select the type: Shop/Dispatch Point or Administrative Team.
3
Click AddThe new team appears in Team Records. Repeat for each team required.
Team TypesShop/Dispatch Point — field sales teams that sell and manage SIM card stock.
Administrative Team — back-office or coordination teams.
3

Adding Staff

Create staff members, assign roles, and link them to their sales team.

Adding Staff
1
Go to StaffClick the Staff tile in Dealer Operations Setup.
2
Click "Add New Staff"Enter the staff member's Name and Mobile Number (+254 prefix). Note: mobile numbers must be unique across all staff members.
3
Assign RolesSelect one or more roles from the list (see role options below).
4
Assign to TeamSelect the staff member's sales team and click Add.

Available Role Combinations

Team Leader Team Leader + Sales Rep Sales Rep Supervisor (create BAs) SSO Supervisor (create & manage SSOs) Super User All of the above
Role CombinationsA team leader can hold multiple roles simultaneously — for example, acting as both a Team Leader and a Sales Rep, while also having supervisor privileges to create BAs and SSOs.
4

Upload Picklist

Import SIM card picklist PDFs and assign them to the correct storage location.

Upload Picklist Module
1
Navigate to SIM Coordinator ModuleClick Upload SIM Card Pick List.
2
Drag & Drop or Choose PDFUpload your picklist PDF (max 10MB).
3
Click "Start Upload & Processing"Wait for the system to validate and parse the picklist data.
Picklist Before and After
4
Select Storage PointAfter processing, choose the storage location — Recon Store for old picklists, HQ Store for the current one.
5
Click "Complete Pick List Import"Confirm the assignment to finalise. A success message will appear.
Picklist Assignment RulesOld picklists → Recon Store   |   Current picklist → HQ Store
5

Inventory Check

View total available stock levels across all locations and teams.

Inventory Check
How to AccessClick Company SIM Card Inventory Status in the SIM Coordinator Module. Shows a live table by Storage Location, Type, Product Name, Status, and Quantity.

Location Types

  • Physical Location (Warehouse)
  • Team Storage
  • Individual Sales Person

Stock Statuses

  • WAREHOUSE STOCK
  • TEAM STOCK
  • SALES REP STOCK
  • FROZEN (pending team acceptance)
6

Issuing Lines (Batch)

Issue SIM card batches from warehouse stock to a sales team.

Issuing Lines Batch
1
Go to "Issue SIM Cards (Lines) to Team"Available in the SIM Coordinator Module.
2
Select the Target TeamChoose from the dropdown.
3
Search by Last 5–6 Digits of Batch SerialUse "Search by last digits of first item in batch" and enter the digits (e.g. 1830). Select the matching batch result.
4
Click "Preview Issue"Review the Stock Issue Preview — confirm Team, Product, Size, and Serial Number range.
5
Click "Confirm and Issue Stock"Batch transfers and appears as FROZEN in inventory until the team accepts.
7

Inventory Movement

Track, verify, and cancel SIM card stock transfer requests.

Inventory Movement

Movement Summary

  • Total Movements count
  • Accepted transfers
  • Pending transfers
  • Rejected transfers

Filter Options

  • Transfer Type & Direction
  • Status (All / Accepted / Pending / Rejected)
  • From / To Location
  • Date range
  • Reference search
Row ActionsEye icon → view and verify batch serial numbers  |  Red ✕ → cancel a pending stock issue  |  Export CSV → download all movement records
8

Inventory Status After Issuing

Understand how stock status changes once lines are issued to a team.

Inventory Status Frozen
Key BehaviourAfter issuing, Team Storage shows as FROZEN. The stock remains frozen — deducted from the warehouse but not yet usable — until the team leader accepts the transfer in the mobile app.
→
Before IssueWarehouse shows full count (e.g. 4,000). Team Stock shows existing balance (e.g. 189).
→
After Issue — Pending AcceptanceWarehouse drops by batch size (e.g. 3,900). A new FROZEN row (100 units) appears for the team.
✓
After Team AcceptsFROZEN row converts to TEAM STOCK. Lines are now distributable to Sales Reps.
9

Trace a Line by Serial Number

Look up the full movement history, sale status, and batch details of any individual SIM card.

Find a Line by Searching
1
Click "Trace SIM Card by Serial Number"Found in the SIM Coordinator Module.
2
Enter the Full Serial NumberType all digits exactly (e.g. 89254021344217131311). Partial entries will not return results.
3
Click SearchResults show Item Information, full Movement History, Sale Information, and Batch Details.
What You Can SeeInitial & latest storage location · Inventory status (SOLD, ACTIVE, etc.) · Movement history with timestamps & submitters · Sale date, time & sales rep mobile · Batch start and end serial numbers
10

Reports

Access a range of sales and performance reports to monitor dealer operations.

Reports Dashboard

Available Reports

  • Raw SIM Card Sales Data
  • Sales Trend by Team per Day
  • Realtime Overview (Today)
  • Sales Rep Performance
  • Team Performance

Definitions

  • Raw — all lines activated (pending or reconciled)
  • Trend — daily sales per team
  • Realtime — live sales view for today
  • Sales Rep — performance over a defined period
  • Team — team totals over a defined period
11

Sale Reconciliation

Upload line connection reports to reconcile sold SIM cards against system records.

Upload Line Connection Report
1
Go to SIM Card Sales Data ReconciliationIn the SIM Coordinator Module.
2
Select Report TypeChoose Line Connection Report (or Daily Lines Activations / Monthly Activation Report as applicable).
3
Choose & Upload the FileClick Choose File, select your .xlsx report file, then click Upload & Process Report.
Successful Upload
Upload Progress StagesA successful upload passes 6 sequential stages: Upload → Validate → Import → Process → Reconcile → Complete. The Past Reconciliation Reports table will show status SUCCESSFUL with Download and View options.
Reconciliation Results
Reading Reconciliation ResultsFilter by date range, product, status, team, sales rep, or serial number. Each row shows: Sale Date, Time, Product, Serial Number, Status (Pending / Cancelled / Reconciled), Sales Rep, and Team.
12

Raw SIM Card Sales Data

View and export all sales records with full filtering options.

Raw SIM Card Sales Data
Access & ExportNavigate to Raw SIM Card Sales Data in the SIM Coordinator Module. Filter by date, product, status, team, sales rep, or serial number. Click Export to Excel to download all records, or View Monthly Rep Summary for an aggregated view by sales rep.
13

Key Platform Settings

Configure platform behaviour via the four settings tiles.

Key Settings

Settings Tiles

  • Sales & Reconciliation Settings
  • Inventory Settings
  • User Settings
  • Subscription Information

Key Toggles (Sales & Recon)

  • Allow Selling of Team Level Inventory
  • Restrict Sales Rep to Assigned Stock
  • Enable Sales Cancellation
  • Automatically Reconcile SSO Stock
  • Enable Sales Rep Supervisor Features
  • Enable SSO Supervisor Features
14

Sales & Reconciliation Settings

Detailed breakdown of all Sales & Reconciliation configuration options.

Sales and Reconciliation Settings

Approved Sales Inventory Location

  • ✓ Allow Selling of Team Level Inventory
  • ✕ Allow Selling of Organisation Level Inventory (not enabled)
  • ✓ Restrict Sales Rep sales to Assigned Stock
  • ✕ Notify Coordinator of Sales from Invalid Location (not enabled)

Sales Control Settings

  • Enable Sales Cancellation — allows BAs to cancel spoilt lines
  • Automatically Reconcile SSO Stock — ensures all SSO sales are reconciled

Sales Team Management

  • Enable Sales Rep Supervisor Features — allows Team Leaders to create BAs
  • Enable SSO Supervisor Features — allows Team Leaders to create and manage SSOs