Troubleshooting guide

1. Overview & Business Value#

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

This guide provides troubleshooting solutions for common supply chain operational issues.

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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.

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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:
   • 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.

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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.

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Issue 1: 3-Way Match Exception Blocks Vendor Bill#

• Symptom: Vendor bill cannot be posted; red warning banner indicates price variance.
• Root Cause: Invoiced unit price differs from the Purchase Order price beyond configured tolerance.
• Remediation:
  1. Inspect the PO lines and verify if an amended PO was approved.
  2. If the price increase is legitimate, obtain managerial approval on the Purchase Order amendment.
  3. If the supplier overbilled, request an updated commercial invoice matching the original PO.

Issue 2: Negative Stock Warning Upon SIV Validation#

• Symptom: Validation fails with error: Cannot issue quantity from location WH/Stock: insufficient inventory.
• Root Cause: A preceding Model 19 GRN was not validated, or goods were placed in a different physical bin.
• Remediation:
  1. Open Inventory → Reporting → Stock Moves and trace the product's recent movements.
  2. Verify if a pending receipt picking is sitting in state Ready. Validate the receipt before issuing stock.

Issue 3: Tender Deadline Passed but Commercial Offers Remain Locked#

• Symptom: Evaluator cannot view commercial bid prices after submission deadline.
• Root Cause: Technical evaluation ceremony was not formally finalized, or qualified score threshold was not achieved.
• Remediation:
  1. Ensure all committee members have submitted their scores.
  2. Finalize the technical evaluation sheet. SmartERP unseals commercial offers only after technical qualification is confirmed.

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#

• Technical architecture: Technical architecture.