Administration Panel & Business Operations Manual

This document provides a comprehensive operational and technical manual for the administrative back-office of Eniceberny Bakery and Culinary Hub. It details every screen, table, filter, modal, form input, and button action across all administrative modules.

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🧭 1. Executive Operations Dashboard (/admin/dashboard)

The dashboard connects directly to live database records without mock or synthetic figures, providing real-time visibility into daily trade.

graph LR
    subgraph Operational Metrics
        A[Today's Revenue]
        B[Gross Total Revenue]
        C[Pending Kitchen Dispatch]
        D[Active Catering Leads]
    end
    subgraph Channel Split
        E[Online Storefront Channel]
        F[POS Counter Channel]
    end
    subgraph Action Queues
        G[Live Incoming Orders Ledger]
        H[Low-Stock Inventory Alerts <= 5 units]
        I[Top-Selling Delicacies]
    end

1.1 Key Metrics Tracked

• Today's Revenue Card: Sum of all settled orders recorded today (created_at = today() and payment_status = 'paid').
• Total Gross Revenue Card: Cumulative revenue settled across all channels since inception.
• Pending Kitchen Dispatch Card: Count of orders in pending, confirmed, or preparing status requiring kitchen action.
• Active Catering Leads Card: Count of unquoted inquiries (catering_inquiries.status = 'pending').
• Channel Performance Cards:
  • Online Storefront: Gross sales and order volume originating from the website (source = 'web').
  • In-Store POS: Gross sales and order volume originating from counter registers (source = 'pos').
• Low Stock Inventory Alert: Displays an urgent alert banner when any catalog product drops to $\le 5$ units in stock.

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📋 2. Order Management & Kitchen Queue (/admin/orders)

The order subsystem governs order lifecycle progression from initial placement to doorstep handoff.

stateDiagram-v2
    [*] --> Pending: Online Order Placed
    Pending --> Confirmed: Payment Verified / COD Approved
    Confirmed --> Preparing: Kitchen Begins Baking / Cooking
    Preparing --> ReadyForPickup: Food Boxed & Placed on Warm Counter
    ReadyForPickup --> OutForDelivery: Rider Collects Package
    ReadyForPickup --> Completed: Customer Collects in Person
    OutForDelivery --> Completed: Rider Delivers Package
    Pending --> Cancelled: Payment Timeout / Void
    Confirmed --> Cancelled: Customer Cancellation / Stockout

2.1 Order Index Filters & Search Bar

• Search Bar: Instant lookup by Order Number (e.g. EB-20260927-1402), customer name, or phone number.
• Status Filter: Dropdown filter for All Statuses, Pending, Confirmed, Preparing, Ready for Pickup, Out for Delivery, Completed, Cancelled.
• Payment Status Filter: Filter by Paid, Pending, or Refunded.
• Channel Filter: Filter by Web Storefront vs POS Counter.
• Date Range Pickers: Filter orders within specific calendar dates.

2.2 Order Detail Screen (/admin/orders/{id})

• Customer Information Card: Displays name, phone number (with instant WhatsApp link), email, delivery address, landmark, and GhanaPostGPS address (AK-039-2311).
• Order Items Table: Lists delicacies, portion variants, unit price, quantity, line total, and custom preparation notes (e.g. "Nut-free").
• Financial Breakdown Card: Subtotal, delivery fee, promotional discount applied, VAT/taxes, and final total.
• Interactive Action Buttons:
  • Button: "Update Order Status": Opens status progression modal. Select new status (confirmed, preparing, ready_for_pickup, out_for_delivery, completed, cancelled) and enter optional staff audit notes.
  • Button: "Print Thermal Receipt": Launches the 80mm ESC/POS thermal receipt pop-up.
  • Button: "Print Kitchen Docket": Generates a simplified, high-contrast kitchen ticket showing only order number, table/pickup info, dishes, portion sizes, and chef notes.
  • Button: "Download PDF Invoice": Generates official branded A4 tax invoice via DomPDF with embedded verification QR code.
  • Button: "Verify with Gateway": Directly queries Paystack's REST API /transaction/verify/:reference to reconcile payments if the customer's network dropped before redirecting.
  • Button: "Cancel Order": Safely voids the order, records cancellation reason, and restores inventory to stock.

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🍽️ 3. Catalog & Products Management (/admin/products)

Governs all menu delicacies, pricing, recipes, portion variants, and photography.

3.1 Product Listing Table

• Displays product thumbnail, name, SKU code, primary category, base price, sale price, inventory count, and status badges.
• Quick Action: "Toggle Status": One-tap toggle to immediately mark an item available or unavailable on the live website.

3.2 Product Creation & Edit Form (/admin/products/create)

• Core Attributes:
  • Product Name: Commercial title (e.g. Party Jollof Rice & Roasted Chicken Platter).
  • Slug: Auto-generated URL-safe identifier (e.g. party-jollof-rice-roasted-chicken).
  • Category: Select primary culinary department (Pastries, Continental, Ghanaian Cuisine, Celebration Cakes, Drinks).
  • SKU: Internal stock keeping unit (e.g. CONT-JOL-001).
  • Base Price (GH₵): Standard selling price.
  • Sale Price (GH₵): Optional promotional discounted price.
  • Short Description: 1-2 sentence summary displayed on menu cards.
  • Full Description: Rich culinary description, ingredients, and allergen advice.
• Photography & Image Gallery:
  • Primary Image Upload: File picker supporting JPG, PNG, WEBP (up to 5MB) with instant client-side preview.
  • Gallery Images: Multi-image uploader for cake angles and buffet presentations.
• Portion & Size Variant Builder:
  • Add multiple variations with separate prices and stock quantities (e.g. 6-inch Cake @ GH₵ 280, 8-inch Cake @ GH₵ 400, 10-inch Cake @ GH₵ 580).
• Customizable Options Builder:
  • Add custom customer inputs: text inscriptions (e.g. "Cake Inscription Text"), select dropdowns (e.g. "Frosting Flavor"), or radio buttons.
• Visibility & Promotion Flags:
  • Checkbox: Is Available (controls public visibility).
  • Checkbox: Is Featured (displays in homepage chef highlights).
  • Checkbox: Is Bestseller (adds gold bestseller badge).
• Button: "Save Product": Persists the product and its variants atomically within a database transaction.

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📂 4. Category Management (/admin/categories)

• Table View: Lists categories with thumbnail, name, slug, sort order, and active product count.
• Button: "Create Category": Modal capturing category name, slug, description, image, and numeric sort order.
• Drag-and-Drop / Numeric Sort: Controls the order in which categories appear in the storefront navigation bar and POS terminal tabs.

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📦 5. Inventory Control & Movements (/admin/inventory)

Provides a comprehensive real-time audit ledger of all ingredient and baked good inventory movements.

5.1 Low-Stock Monitoring

• Products with stock levels $\le 5$ units are automatically highlighted in bold amber warnings.

5.2 Stock Movements Audit Log

Every change in stock is logged in the inventory_movements table with:

• Timestamp: Exact date and time of movement.
• Product & SKU: Affected item.
• Movement Type:
  • pos_sale: Deducted automatically upon counter sale completion.
  • web_sale: Deducted automatically upon online checkout.
  • restock: Fresh morning bakehouse batch added.
  • waste_spoilage: Expired, damaged, or dropped items discarded.
  • adjustment: Inventory count reconciliation.
• Quantity Delta: Numeric change (e.g. -2 or +24).
• Previous Stock $\rightarrow$ New Stock: Stock transition snapshot.
• Operator: Name of the staff member or cashier who authorized the change.

5.3 Stock Adjustment Modal

• Button: "Adjust Inventory":
  1. Select target product.
  2. Select movement reason (restock, waste_spoilage, adjustment).
  3. Enter quantity change.
  4. Enter mandatory explanation note (e.g. "Morning oven batch - 30 meat pies baked").
  5. Click "Apply Adjustment".

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🏷️ 6. Promotions & Coupon Codes (/admin/promotions)

• Table View: Code, discount type (percentage vs fixed_amount), discount value, minimum order spend, total redemptions, redemption limit, start date, expiration date, and status.
• Button: "Create Coupon":
  • Coupon Code: Unique alphanumeric string (e.g. WELCOME10 or ENICEVIP).
  • Discount Type: Percentage off (e.g. 10%) or Fixed Cedis off (e.g. GH₵ 20.00).
  • Minimum Order Spend: Minimum cart subtotal required to activate coupon.
  • Maximum Uses: Overall cap or per-customer limit.
  • Active Toggle: Enable or disable promotional code instantly.

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💳 7. Payment Transactions Ledger (/admin/payments)

The centralized multi-channel financial ledger displaying every settlement across the enterprise.

• Ledger Columns: Order Number, Customer Name, Payment Gateway (cash, momo, card, paystack), External Transaction Reference, Amount (GH₵), Settlement Status (success, pending, failed), and Settlement Timestamp.
• Filter Controls: Filter by gateway, status, or date range.
• Button: "Inspect Gateway Response": Opens a technical modal revealing raw JSON payloads from Paystack and telecom aggregators for audit verification.

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👑 8. Catering Proposals & Quotation Engine (/admin/quotes)

Powers high-value corporate banquets, weddings, and executive event catering.

graph TD
    A[Patron Inquiry /catering] --> B[Admin Inquiries Queue /admin/catering]
    B --> C[Button: Draft Quote /admin/quotes/create]
    C --> D[Add Itemized Banquet Lines]
    D --> E[Button: Save & Send Quote]
    E --> F[Client Reviews Proposal QT-XXXX]
    F --> G[Client Approves & Pays 50% Milestone Deposit]
    G --> H[Button: Convert to Official Order]
    H --> I[Order Enters Kitchen Preparation Queue]

8.1 Quote Creation (/admin/quotes/create)

• Customer & Event Information: Client name, phone, email, event category (Wedding, Corporate, Birthday), target event date, venue location, and expected headcount.
• Dynamic Line Item Builder:
  • Add unlimited customized lines (e.g. "Jollof & Grilled Chicken Buffet Buffet Station for 150 guests @ GH₵ 85/head").
  • Quantity, unit price, and auto-computed line totals.
• Tax & Discount Controls:
  • Apply custom promotional discounts.
  • Configure applicable VAT/levies.
• Terms & Notes: Payment schedule terms (50% deposit, 50% final balance), staffing notes, and dietary clauses.
• Button: "Save Quotation": Generates a unique proposal number (e.g. QT-260927-4F9A).

8.2 Quote Actions

• Button: "Print Formal Proposal" (/admin/quotes/{id}/print): Generates a luxury branded quotation document suitable for corporate procurement boards.
• Button: "Update Status": Set status to draft, sent, accepted, rejected, or expired.
• Button: "Convert to Official Order": Once the 50% deposit is secured, clicking this button atomically converts the proposal into an official order (order_type: catering, source: catering_quote), copies all line items, and directs the operator straight to the fulfillment queue.

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🎨 9. Content Management System (CMS) (/admin/cms)

Provides zero-code marketing control over the public storefront across six dedicated tabs:

1. Tab 1: Homepage Sections (/admin/cms?tab=sections):
   • Reorder and toggle the 15 distinct sections of the homepage (Hero Banner, Highlights, Story, Menu Carousel, Banquet Specials, Reviews, FAQ, etc.).
   • Enable or disable seasonal sections with a single switch.
2. Tab 2: Custom Pages (/admin/cms?tab=pages):
   • Create, edit, and publish bespoke editorial pages (About Us, Terms of Service, Privacy Policy, Delivery Policies) with rich HTML formatting and SEO meta tags.
3. Tab 3: Hero Banners (/admin/cms?tab=banners):
   • Manage rotating promotional slides with headline text, supporting subtitles, Call to Action (CTA) button labels, target URLs, and background banner art.
4. Tab 4: Testimonials (/admin/cms?tab=testimonials):
   • Publish verified customer reviews with guest names, corporate affiliations, star ratings (1 to 5), and review text.
5. Tab 5: Gallery Lightbox (/admin/cms?tab=gallery):
   • Upload high-resolution photographs of wedding cakes, event setups, and fresh pastries for the interactive storefront lightbox grid.
6. Tab 6: Frequently Asked Questions (/admin/cms?tab=faqs):
   • Manage categorized FAQ accordions for Ordering, Delivery, Payments, and Catering inquiries.

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🖼️ 10. Digital Media Asset Library (/admin/media)

• Centralized storage repository for all digital assets across the platform.
• Button: "Upload Media Asset": Drag and drop photos with automated MIME-type validation (jpeg, png, webp, svg).
• Button: "Copy Asset URL": Copies the CDN/public URL to clipboard for use in CMS pages or social posts.
• Button: "Delete Asset": Safely deletes unreferenced media files.

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📊 11. Financial Reports & Analytics (/admin/reports)

• Analytical Overview: Gross revenue, total order count, Average Order Value (AOV), and Mobile Money share percentage.
• Date & Dimension Filters: Filter by start date, end date, sales channel (web vs pos), payment method (cash, momo, card), and payment status.
• Top 10 Bestselling Products: Quantity and revenue breakdown for kitchen prep planning.
• Daily Revenue Timeline: Visual chart tracking 14-day or custom-window sales trajectories.
• Button: "Export CSV": Streams an instantaneous UTF-8 BOM CSV spreadsheet containing full order breakdowns ready for Microsoft Excel or QuickBooks.

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📣 12. Customer Broadcasts (/admin/broadcast)

• Compose marketing and operational announcements sent to registered patrons.
• Target Audience Selector: Choose between All Customers, Active Buyers (Last 30 Days), or Registered Accounts.
• Composer: Email subject line, rich message body, and optional banner image.
• Button: "Send Email Broadcast": Dispatches queued emails via Laravel's mail worker.

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👥 13. User Accounts & Staff Administration (/admin/users)

• Roster of all administrative and staff profiles.
• Button: "Create Staff Member": Assign name, work email, phone, and role (super_admin, admin, manager, cashier, kitchen_staff, order_manager, content_manager).
• Button: "Toggle Active Status": Instantly grants or revokes system access.
• Button: "Reset Password": Securely updates staff credentials with audit logging.

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⚙️ 14. Modular Settings Console (/admin/settings)

Structured into 8 self-contained single-action cards to eliminate DOM form nesting:

1. Card 1: Brand Identity & Dynamic Logo: Site title, slogan, and brand logo uploader (POST /admin/settings/logo).
2. Card 2: Production Hub & Store Address: Physical address, landmark descriptions, and Google Maps embed code.
3. Card 3: Direct Contacts & Desks: Official phone lines, support email, and WhatsApp desk number.
4. Card 4: Social Media Channels: Links to Instagram, Facebook, TikTok, and X.
5. Card 5: Fulfillment Controls & Logistics: Flat delivery fee (GH₵ 15.00), minimum order spend, free delivery thresholds, and pickup times.
6. Card 6: Financials, Currency & Tax Parameters: Currency symbol (GH₵), ISO currency code (GHS), VAT rate, and receipt footer notes.
7. Card 7: Payment API Gateways: Paystack Public Key, Paystack Secret Key, and Mobile Money merchant codes.
8. Card 8: Automated Customer Notifications: Email switches, receipt message templates, and the "Purge Application Cache" button.

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🔒 15. Immutable Audit Trail (/admin/audit-logs)

• Records all significant state mutations across the system.
• Captured Data: Event name, Operator user, Target model entity, Timestamp, Client IP address, and User-Agent.
• Redaction Protocol: Sensitive attributes (password, token, secret, card, api_key) are masked with [REDACTED].
• Button: "Inspect State": Launches modal displaying side-by-side JSON diffs of before and after state snapshots.

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For counter register workflows, consult the POS Operations Guide. For financial accounting details, refer to the Accounts and Ledgers Guide.