Setup Controlled Forms
"Controlled forms are standardized documents within an organization that are tracked, version-controlled, and officially approved for use. Their primary purpose is to ensure consistency, maintain data integrity, and enforce compliance with regulatory and quality management standards across business operations."
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Identify the forms that require strict control, such as Invoices, Official Receipts, and Delivery Receipts.
Setup the starting number and prefix for each form series to ensure chronological tracking.
Determine which roles (e.g., Cashier, Sales) are authorized to issue specific controlled forms.
One-Time Use Policy
To ensure absolute data integrity and prevent document duplication or fraud, once a specific form number within a series is used, it cannot be reused again. The system permanently locks the number to that specific transaction.
Error Prevention
Phecom ERP acts as a systemic gatekeeper. Transactions are blocked from continuing if the forms being used are not properly recorded and active within your established controlled series list.
Forms Inputted in Phecom ERP
Compliance & Auditing
In Phecom ERP, every issued controlled form is tied to a specific user and timestamp. This creates an unalterable audit trail that satisfies both internal control protocols and government regulatory requirements.