ECX Specialty Cupping, Defect Counts & Q-Grading

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for ECX Specialty Cupping, Defect Counts & Q-Grading within SmartERP.

Execute sensory cupping protocols, record physical defect counts, and classify green coffee into Specialty Grades (Q1, Q2) or Commercial.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_commodity_export, smarterp_agri_traceability
• Security Groups:
  • Export Logistics Officer (Technical ID: smarterp_export.group_export_user)
  • Coffee Quality Lab Grader (Q-Grader) (Technical ID: smarterp_export.group_export_qa)
  • Export Commercial Director (Technical ID: smarterp_export.group_export_manager)
• Master Data Dependencies: Coffee origination zones (Yirgacheffe, Sidama, Guji, Jimma, Harar), ECX contracts, washing stations, export container lots, and NBE 50/50 FX retention accounts.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Coffee Export app icon.
4. From the top navigation bar, open Coffee Export → Origination → Lots / Grading / Contracts / Shipping Documents.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Export Contract Reference (Mandatory): Registered international sales contract number approved by ECTA
   • Origin & Washing Station (Mandatory): Traceable regional washing or hulling station
   • Grade & Screen Size (Mandatory): Specialty Grade 1/2 or Commercial Grade classification with moisture %
   • Contract Quantity (Metric Tons) (Mandatory): Volume in standard 60 kg export jute bags
3. Configure optional operational parameters and localized tags as required:
   • Cupping Score & Sensory Profile (Optional): Certified Q-grader sensory score (acidity, body, floral notes)
   • Port of Loading & Discharge (Optional): Inland dry port (Modjo) to discharge port (Djibouti/Rotterdam)
   • NBE FX Retention Account (Optional): Designated commercial bank foreign exchange account
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Origination Batch → Cupping & Grading → Contract Confirmed → Processing / Bagging → Customs Cleared → Shipped).
• Ledger & System Impact: Shipment confirmation recognizes export revenue in foreign currency (USD/EUR), debits export receivables, and computes statutory 50/50 NBE foreign exchange retention entries.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

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Physical Defect Evaluation (350g Sample)#

Prior to roasting, cuppers evaluate a representative 350-gram sample of green coffee:

• Primary Defects (Severe): Full black, full sour, dried cherry pod, fungus/mold, foreign matter. (Specialty coffee permits 0 Primary Defects).
• Secondary Defects: Partial black, partial sour, broken/chipped bean, insect damage, immature bean.
• Moisture & Water Activity ($a_w$): Target moisture $10.5\% - 11.5\%$, water activity $< 0.70\, a_w$ to ensure mold-free maritime transit.

Standardized Sensory Cupping Protocol#

Cupping follows the standardized SCA and ECX 100-point protocol:

1. Roast 100g sample to light-medium roast (Agtron 58–63); grind within 15 minutes.
2. Infuse with 93°C pure water at 8.25g coffee per 150ml water across 5 cups.
3. Score 10 sensory attributes on a 0–10 scale:
   • Fragrance/Aroma, Flavor, Aftertaste, Acidity, Body, Balance, Uniformity, Clean Cup, Sweetness, Overall Impression.

$$\text{Total Score} = \sum_{i=1}^{10} \text{Attribute Scores} - \text{Taint / Defect Penalties}$$

Statutory ECX / ECTA Grade Classification#

• Specialty Grade 1 (Q1): Score $\ge 85.00$ points (Zero primary defects).
• Specialty Grade 2 (Q2): Score $80.00 – 84.99$ points (Max 3 secondary defects).
• Commercial Grade 3 to 9 (UG): Score $< 80.00$ points (Sold as standard commercial grade).

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Export: Track NBE 50/50 FX retention account expiration (smarterp_export.ir_cron_fx_retention): Runs weekly to monitor statutory 30-day conversion windows
  • Traceability: Monitor container transit milestones (smarterp_export.ir_cron_container_tracking): Runs daily to update Modjo dry port to Djibouti customs handoffs
• Custom Print Templates & Reports:
  • ECTA Coffee Quality & Traceability Inspection Dossier
  • Export Commercial Invoice, Packing List & Certificate of Origin
  • Bole Cargo / Modjo Dry Port Multimodal Shipping Manifest
  • NBE Foreign Exchange Retention & Commercial Bank Allocation Slip
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#