Best Practices
Best practices guide to use Sarah efficiently and securely
Last updated: 2025-01-26
This guide compiles best practices to use Sarah efficiently, securely, and productively. Follow these recommendations to maximize the value of your management system.
Organization and Structure
1. Consistent Nomenclature
Products:
- Use unique and consistent barcodes
- Descriptive and clear names
- Well-defined categories
Customers:
- Complete and updated data
- Unique identifiers (ID, Tax ID)
- Verified contact information
Sales:
- Clear references
- Descriptive notes when necessary
- Organization by dates
2. Categorization
Products:
- Organize by logical categories
- Use subcategories when necessary
- Facilitates searches and reports
Customers:
- Segment by type (wholesale, retail)
- Group by location if applicable
- Use tags for classification
3. Regular Maintenance
Inventory:
- Perform periodic physical counts
- Adjust discrepancies immediately
- Maintain optimal stock levels
Data:
- Clean duplicate data
- Update obsolete information
- Archive historical data
Security
1. User Management
Permissions:
- Assign appropriate roles
- Principle of least privilege
- Review permissions regularly
Access:
- Deactivate users who no longer need access
- Change passwords periodically
- Use two-factor authentication if available
2. Tokens and Keys
Integration Keys:
- Don't share tokens publicly
- Regenerate tokens if you suspect compromise
- Rotate tokens periodically
Scanner Tokens:
- Use only in trusted applications
- Revoke unused tokens
- Monitor anomalous usage
3. Sensitive Data
Financial Information:
- Protect billing data
- Limit access to sensitive information
- Encrypt data when possible
Customer Data:
- Comply with privacy regulations
- Don't share data without authorization
- Implement retention policies
Inventory
1. Stock Management
Minimum Levels:
- Configure low stock alerts
- Review levels regularly
- Automate replenishment when possible
Movements:
- Record all movements
- Use descriptive reasons
- Document adjustments
Warehouses:
- Organize by physical location
- Keep warehouses separate if applicable
- Perform transfers when necessary
2. Products
Complete Information:
- Updated prices
- Quality photos
- Detailed descriptions
- Unique barcodes
Update:
- Update prices regularly
- Keep stock updated
- Review disabled products
3. Bulk Import
Preparation:
- Validate data before importing
- Use standard formats
- Test with small samples
Process:
- Make backups before importing
- Verify results after
- Correct errors immediately
Sales and Billing
1. Sales Process
POS:
- Select customer when possible
- Verify prices before confirming
- Use appropriate payment methods
Validation:
- Verify stock before selling
- Confirm customer data
- Review totals before finalizing
2. Billing
Receipts:
- Issue receipts immediately
- Verify data before issuing
- Cancel receipts when necessary
AFIP/ARCA:
- Keep certificates updated
- Verify configuration regularly
- Monitor billing limits
3. Returns
Process:
- Document return reasons
- Verify returned products
- Update stock correctly
Reports and Analysis
1. Regular Reports
Frequency:
- Sales: Daily/Weekly
- Inventory: Weekly/Monthly
- Financial: Monthly
Analysis:
- Identify trends
- Compare periods
- Make data-driven decisions
2. Key Metrics
Sales:
- Total sales
- Best-selling products
- Most important customers
Inventory:
- Stock turnover
- Products with low movement
- Stock levels
Financial:
- Income vs expenses
- Profit margin
- Cash flow
3. Dashboard
Customization:
- Configure relevant metrics
- Organize by importance
- Review regularly
Integrations
1. Webhooks
Configuration:
- Always use HTTPS
- Implement HMAC signatures
- Validate idempotency
Monitoring:
- Review logs regularly
- Monitor errors
- Adjust as needed
2. Public APIs
Scanner:
- Protect tokens
- Implement rate limiting
- Monitor usage
Integrations:
- Test before production
- Document configurations
- Keep updated
3. Automation
Workflows:
- Start simple
- Test incrementally
- Optimize as needed
Maintenance:
- Review workflows regularly
- Update when processes change
- Deactivate obsolete workflows
Performance
1. Optimization
Queries:
- Use appropriate filters
- Limit results when possible
- Avoid unnecessary queries
Cache:
- Cache frequent data
- Invalidate cache when necessary
- Use cache for reports
2. Data
Cleaning:
- Archive old data
- Remove duplicate data
- Optimize data structure
Backups:
- Make backups regularly
- Verify backup integrity
- Test restoration
Communication
1. Customers
WhatsApp:
- Respond quickly
- Use professional language
- Personalize messages
Email:
- Send invoices automatically
- Notify important changes
- Maintain clear communication
2. Team
Collaboration:
- Share relevant information
- Document processes
- Train team
Permissions:
- Assign appropriate roles
- Review access regularly
- Limit as needed
Troubleshooting
1. Common Problems
Incorrect stock:
- Verify movements
- Review transfers
- Adjust discrepancies
Incorrect prices:
- Verify price lists
- Review active promotions
- Update base prices
Billing:
- Verify certificates
- Review AFIP configuration
- Contact support if necessary
2. Prevention
Monitoring:
- Review logs regularly
- Configure alerts
- Respond quickly to problems
Maintenance:
- Update system regularly
- Review configurations
- Optimize as needed
Additional Resources
- Security - Security guide
- Automation - Automate processes
- Multi-Company - Manage multiple companies
- Subscriptions - Manage plans
Support
If you need help:
- Review this guide and documentation
- Search knowledge base
- Contact support with specific details
Conclusion
By following these best practices, you can:
- ✅ Maximize your business efficiency
- ✅ Reduce errors and problems
- ✅ Improve your data security
- ✅ Optimize processes and workflows
- ✅ Make data-driven decisions
Remember these are general guidelines. Adapt practices to your business's specific needs.