System Administrator Guide

Platform configuration, Multi-DB management, RBAC access control, scheduled background actions, and system health monitoring.

System Administrators maintain the technical reliability, security posture, performance, and multi-tenant environment of SmartERP 19.

System Settings & Configuration Console

System Administration Topology#

SmartERP 19 runs as an enterprise application on Ubuntu Linux with PostgreSQL and Nginx reverse proxying:

Architecture Layer	Component	Ports / Interface	Operational Purpose
Reverse Proxy	Nginx with TLS 1.3	80, 443 (`smarterp.et`)	SSL termination, HTTP/2, gzip compression, rate limiting.
Application Server	Odoo 19 Community Core	8295 (dev), 8291 (candidate)	Python gevent worker pool, XML-RPC services, REST APIs.
Database Server	PostgreSQL 16 Enterprise	5432 (`m19_pg`)	ACID transactions, automated WAL archiving, pg_dump backups.
Scheduled Tasks	`ir.cron` Engine	Internal Worker Thread	SLA escalations, currency exchange sync, payroll auto-actions.

General Configuration Console

Multi-Database Management & Disaster Recovery#

SmartERP 19 features multi-database segregation for staging, development, and production tenants:

Multi-Database Selector Console

Automated Backup Script SOP#

Platform administrators execute daily automated database backups using the following standard procedure:

#!/usr/bin/env bash
# /opt/smarterp/scripts/backup_production.sh
set -euo pipefail

BACKUP_DIR="/var/backups/smarterp"
TIMESTAMP=$(date +"%Y%m%d_%H%M%S")
DB_NAME="dev"
BACKUP_FILE="${BACKUP_DIR}/${DB_NAME}_${TIMESTAMP}.zip"

mkdir -p "${BACKUP_DIR}"

# Execute authenticated backup via curl to Odoo database manager
curl -s -X POST \
  -F "master_pwd=${SUPER_ADMIN_PASSWORD}" \
  -F "name=${DB_NAME}" \
  -F "backup_format=zip" \
  -o "${BACKUP_FILE}" \
  http://127.0.0.1:8295/web/database/backup

# Retain last 14 daily archives; prune older snapshots
find "${BACKUP_DIR}" -name "*.zip" -mtime +14 -delete

Scheduled Actions (`ir.cron`) Health Monitoring#

SmartERP 19 relies on automated cron jobs to maintain SLA compliance and transaction consistency. Administrators monitor these via Settings -> Technical -> Automation -> Scheduled Actions:

Cron Technical Name	Interval	Target Module	What It Does
`ir_cron_blocker_escalation`	Every 4 Hours	`smarterp_project_agile`	Scans for unresolved task blockers; fires escalation emails to CTO.
`ir_cron_timesheet_period_lock`	Monthly (Day 1)	`smart_enterprise_timesheet`	Locks previous month timesheets to freeze payroll and billing data.
`ir_cron_sync_attendance`	Every 15 Mins	`hr.attendance`	Pulls biometric punch logs from networked turnstile gateways.
`ir_cron_wht_declaration_check`	Monthly (Day 25)	`wht_at_payment`	Audits unposted vendor bills for missing MoR withholding tax lines.

Role-Based Access Control (RBAC) Governance#

SmartERP 19 enforces strict role segregation. When provisioning new users in Settings -> Users & Companies -> Users:

Assign the user strictly to their business role profile (smarterp.rbac.role).
Never grant Administration / Settings to non-IT personnel.
Enforce Two-Factor Authentication (2FA) for all accounts with financial posting or approval authority.
Verify that no single user holds both Accounting / Accountant and Purchase / Manager to prevent procurement-to-payment collusion.