Quick Start: 15-Minute Coffee Origination to Contract

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Quick Start: 15-Minute Coffee Origination to Contract within SmartERP.

Rapid walkthrough of logging red cherry intake, recording hulling yield loss, entering cupping scores, and creating an export sales order.

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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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Objective & Prerequisites#

This guide demonstrates an end-to-end coffee export transaction in 15 minutes:

1. Log raw red cherry intake at a washing station.
2. Execute a dry hulling processing order and record yield loss.
3. Record ECX specialty cupping scores (Q1 grade).
4. Create an international sales contract with differential pricing.

Prerequisites: Access to Inventory, Manufacturing (MRP), and Coffee Export modules.

Step 1: Record Cherry Intake at Washing Station (3 Minutes)#

1. Open Coffee Export > Origination > Cherry Intake.
2. Click New and record station intake:
   • Station: Guji Shakiso Washing Station #02.
   • Farmer Group / Outgrower: Benti Nenka Outgrower Cooperative.
   • Harvest Type: Ripe Red Cherry (Grade A).
   • Gross Weight: 10,000 kg.
   • Moisture Content: 65.0% (Fresh Pick).
3. Click Confirm Receipt & Issue Scale Ticket.

Step 2: Dry Hulling & MRP Yield Loss (4 Minutes)#

1. In Coffee Export > Processing > Manufacturing Orders, click New.
2. Select Finished Product: Export Clean Green Coffee (Guji Grade 1).
3. Input Raw Material Component: Dried Cherry / Parchment (10,000 kg).
4. Click Start Hulling & Grading Operation:
   • The hulling mill removes outer parchment husks and silverskin.
   • Screen sorters grade bean sizes (Screen 14–17).
   • Optical color sorters eliminate black and sour defective beans.
5. Record Yield Results:
   • Export Clean Green Coffee: 1,800 kg (Standard 18% clean yield ratio).
   • Husks / Coffee Byproduct: 8,050 kg (Sold locally as cascara/fertilizer).
   • Debris & Sorting Loss: 150 kg.
6. Click Produce & Post Model 19 GRN.

Step 3: Record Cupping Evaluation & Q-Grade (4 Minutes)#

1. Navigate to Coffee Export > Quality & Cupping > Evaluations.
2. Select the produced lot: LOT-GUJI-2026-081.
3. Enter standardized SCA / ECX cupping scores:
   • Fragrance / Aroma: 8.75 | Flavor: 8.75
   • Aftertaste: 8.50 | Acidity: 8.75 (Bright, citric)
   • Body: 8.50 | Uniformity: 10.0 | Clean Cup: 10.0
   • Overall Impression: 8.75
4. The system auto-sums total cupping score: 88.50 Points.
5. The lot achieves Specialty Grade 1 (Q1) certification.

Step 4: Create International Sales Order (4 Minutes)#

1. In Coffee Export > Sales > Export Contracts, click New.
2. Select Buyer: Blue Bottle Coffee (Oakland, USA).
3. Configure Contract Lines:
   • Product: Ethiopian Guji Q1 Specialty Green Coffee.
   • Quantity: 320 Bags (19,200 kg / One 20ft FCL).
   • Price Basis: NY 'C' Market Base + Differential (+145 c/lb).
   • Contracted Unit Price: $4.25 USD / lb ($9,370.00 USD / MT).
   • Payment Terms: 100% Irrevocable LC at Sight.
   • Incoterm: FOB Djibouti Port.
4. Click Confirm Export Sales Contract.

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#