Frequently Asked Questions
DraftQuick answers to the most common user questions.
Goal
Answer the most common questions ICONK OS users have, with short answers and links to detailed guides.
Who This Guide Is For
All ICONK OS users looking for quick answers to common questions.
Getting Started
What is ICONK OS?
ICONK OS is a business operating system that helps companies manage accounting, inventory, sales, point of sale, HR, and more — all in one place.
How do I sign in?
Go to the login page, enter your email and password, and click Sign In. If you belong to multiple companies, select the one you want to work in.
I was invited to join a company. What do I do?
Click the invitation link in your email, set your password, and you will be signed in to that company's workspace.
See: Account and Company Setup Guide
How do I create a company?
After registering, you will be guided to create your company. Enter the company name, choose a business type, and select which modules to activate.
See: Account and Company Setup Guide
Modules and Access
Why can't I see a module?
Your role may not include permission for that module, or the module may not be activated for your company. Contact your administrator.
See: Roles and Permissions Guide, Modules and Billing Guide
What modules are available?
Core modules include Accounting, Inventory, Sales, Purchasing, Point of Sale, Food & Beverage, Marina, CRM, HR, Media Library, Connect, and Workspace. Some modules are "Coming Soon" and not yet available.
See: Modules and Billing Guide
Can I activate a "Coming Soon" module?
No. Coming Soon modules (Service, Hotel, Travel, Fuel Station, Website) are not yet functional. They will be available in a future update.
See: Modules and Billing Guide
How do I switch between companies?
Use the company selector in the sidebar or top navigation to choose the company you want to work in.
See: Account and Company Setup Guide
Roles and Permissions
What is the difference between Owner and Admin?
The Owner has all permissions and can delete the company. Admin has broad permissions for day-to-day management but cannot delete the company or change the Owner.
See: Roles and Permissions Guide
How do I give someone access to a module?
Assign them a role that includes permission for that module. Go to Company → Users and edit their role.
See: Roles and Permissions Guide
Can I create a custom role?
Yes. Go to Company → Roles & Permissions and create a new role with the permissions you need.
See: Roles and Permissions Guide
Accounting and Invoicing
How do I create an invoice?
Go to Invoices → Create Invoice, fill in the customer, items, and dates, and save. The invoice starts as a draft.
See: Invoicing Guide
Can I edit a sent invoice?
No. Once an invoice is sent, it cannot be edited. You may need to cancel it and create a new one.
See: Invoicing Guide
What happens when a customer overpays?
For linked customer invoices, the excess can create a reusable customer credit balance while retaining an [OVERPAYMENT] note on the payment audit trail.
See: Expenses and Payments Guide
How do I record a payment?
Go to Payments → Record Payment, select the invoice or expense, enter the amount and method, and save.
See: Expenses and Payments Guide
Can I void a payment?
Yes. Go to Payments, find the payment, and click Void. This reverses the accounting entry and may change the invoice or expense status.
See: Expenses and Payments Guide
Inventory
How do I add a product?
Go to Inventory → Products → Add Product, fill in the details (name, SKU, price, category), and save.
See: Inventory Guide
My stock count is wrong. How do I fix it?
Go to Inventory → Adjustments, create a stock adjustment with the correct quantity, and add notes explaining the reason.
See: Inventory Guide
Does stock update automatically when I make a sale?
Yes. When you process a sale through POS or invoicing, stock is automatically deducted from the warehouse.
See: Inventory Guide
Point of Sale
How do I start using the POS?
First, open a POS session (Point of Sale → Sessions → Open Session). Then go to the Terminal to process sales.
See: Point of Sale Guide
How do I switch cashiers at the POS?
Click Switch Cashier on the terminal and enter the cashier's PIN.
See: Point of Sale Guide
Can I void a sale?
If you have void permission, yes. Go to Sales History, find the sale, and click Void. Enter a reason and confirm.
See: Point of Sale Guide
What if the closing cash does not match?
Enter the actual closing cash amount and note the difference in the session notes. Report significant discrepancies to your manager.
See: Point of Sale Guide
Account and Settings
How do I update my profile?
Click your name or avatar in the top-right corner and select Profile, or go to Settings.
How do I invite a team member?
Go to Company → Users, click Invite User, enter their email and role, and send the invitation.
See: Account and Company Setup Guide
How do I change my password?
Go to Settings → Profile (or similar) and update your password. You will need to enter your current password.
Troubleshooting
I forgot my password. What do I do?
Click Forgot Password on the login page and follow the email instructions.
I see "Access Denied." What does that mean?
Your role does not include permission for the page you are trying to access. Contact your administrator.
See: Troubleshooting Guide, Roles and Permissions Guide
A module disappeared from my sidebar. Why?
Your role may have changed, the module may have been deactivated, or it may be a browser cache issue. Try refreshing the page.
Known Limitations
- This FAQ covers the most common questions. For detailed workflows, refer to the specific module guides.
- Some answers may change as features are improved. Check the relevant guide for the most current information.
How to Get Help
If your question is not answered here:
- Check the Troubleshooting Guide for common issues.
- Review the relevant module guide for detailed instructions.
- Contact your company administrator for role, permission, or module activation issues.