Quick start

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Quick start within SmartERP.

This walkthrough guides you through a complete procurement and receiving cycle in 15 minutes.

{screenshot:quick-start-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: purchase, stock, smarterp_store_voucher, purchase_requisition
• Security Groups:
  • Purchase User (Technical ID: purchase.group_purchase_user)
  • Purchase Administrator (Technical ID: purchase.group_purchase_manager)
  • Inventory User / Storekeeper (Technical ID: stock.group_stock_user)
• Master Data Dependencies: Product masters, units of measure, approved supplier catalog, warehouse storage locations, and procurement budget lines.

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 Purchase app icon.
4. From the top navigation bar, open Purchase → Orders → Purchase Orders / Requisitions; Inventory → Operations.

{screenshot:quick-start-app-switcher-navigation}

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:
   • Vendor / Supplier (Mandatory): Approved vendor profile with verified commercial license and TIN
   • Order Lines & Products (Mandatory): Specified items with precise quantities, units of measure, and unit costs
   • Delivery Destination (Mandatory): Physical store or warehouse receiving location
   • Fiscal Position & Taxes (Mandatory): Statutory 15% VAT and applicable withholding tax terms
3. Configure optional operational parameters and localized tags as required:
   • Requisition Reference (Optional): Link to approved departmental purchase requisition
   • Payment Terms (Optional): Contractual settlement schedule (Net 30, Advance, LC)
   • Incoterm & Port (Optional): Shipping terms for import consignments (FOB Djibouti, CIF Bole)
4. Click the Save icon in the control bar to commit the record.

{screenshot:quick-start-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Draft RFQ → Sent → Confirmed Order → Received (GRN) → Billed → Locked).
• Ledger & System Impact: GRN validation posts stock valuation entries; vendor bill confirmation posts accounts payable and statutory withholding tax liabilities.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:quick-start-transaction-processing-state}

Prerequisites#

Before starting, ensure you have:

• User assigned to Purchase / User and Inventory / User groups.
• A vendor configured with Ethiopian TIN in res.partner.
• A storable product configured with Automated Inventory Valuation (AVCO or FIFO).

Step 1: Create a Purchase Order#

1. Open Purchase → Orders → Requests for Quotation and click New.
2. In Vendor, select National Office Supplies PLC.
3. In Products, add:
   • Heavy-Duty Steel Filing Cabinet: Quantity 10, Unit Price 12,500.00 ETB.
   • Tax: 15% VAT.
4. Click Confirm Order. The document advances from RFQ to Purchase Order.

Step 2: Perform Receiving and Issue Model 19 GRN#

1. Click the smart button Receipt in the top-right corner of the purchase order.
2. The stock.picking form opens in state Ready.
3. In Detailed Operations, verify physical counts:
   • Done: 10.0.
   • Storage Location: WH/Stock/Aisle-01/Bin-B.
4. Click Validate. SmartERP prints the official Model 19 (Goods Receiving Note / GRN).

Step 3: Register Vendor Bill and Check 3-Way Match#

1. Return to the Purchase Order and click Create Bill.
2. SmartERP auto-populates the vendor invoice with lines matching the validated GRN receipt.
3. Verify that the 3-Way Match badge displays Passed.
4. Click Post. The system debits Stock Interim Received and credits Accounts Payable.

Step 4: Verify Inventory Valuation Layer#

1. Open Inventory → Reporting → Valuation.
2. Locate Heavy-Duty Steel Filing Cabinet.
3. Verify the newly posted layer:
   • Quantity: +10.
   • Unit Cost: 12,500.00 ETB.
   • Total Value: 125,000.00 ETB.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Procurement: Run scheduler (reordering rules) (stock.ir_cron_run_procurement): Runs daily to generate RFQs for inventory items below safety stock
  • Stock: Expired lot quarantine trigger (stock.ir_cron_quarantine_expired): Runs daily to isolate batches past shelf life
  • Purchase: Check supplier delivery deadlines (purchase.ir_cron_check_deadlines): Runs daily to send automated expediting notices to suppliers
• Custom Print Templates & Reports:
  • Purchase Order Confirmation (Commercial Contract)
  • Ethiopian Goods Receiving Note (GRN / Model 19)
  • Store Issue Voucher (SIV / Model 20)
  • Vendor Bid Evaluation & Comparison Matrix
• 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#

Next#

• Set up procurement plans: Create annual procurement plan.
• Create a sealed-bid tender: Create and publish sealed-bid tender.