Concepts and commercial governance

1. Overview & Business Value#

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

This page explains the fundamental concepts, mathematical models, and rules governing SmartERP Sales, CRM, and POS Operations.

{screenshot:concepts-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: sale_management, crm, point_of_sale, smarterp_payment_telebirr
• Security Groups:
  • Sales User (Technical ID: sales_team.group_sale_salesman)
  • Sales Administrator (Technical ID: sales_team.group_sale_manager)
  • POS User / Cashier (Technical ID: point_of_sale.group_pos_user)
• Master Data Dependencies: Customer partner registry, selling pricelists, product inventory balances, payment providers (Telebirr/CBE Birr), and POS terminal sessions.

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 Sales app icon.
4. From the top navigation bar, open Sales → Orders → Quotations / Orders; Point of Sale → Dashboard.

{screenshot:concepts-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:
   • Customer Name (Mandatory): Registered partner record with complete invoicing and delivery addresses
   • Product Lines (Mandatory): Saleable items with approved commercial pricelist rates and VAT classification
   • Payment Terms (Mandatory): Immediate settlement, milestone advance, or agreed commercial credit terms
   • Salesperson (Mandatory): Account executive responsible for the customer commercial relationship
3. Configure optional operational parameters and localized tags as required:
   • Analytic Account (Optional): Revenue center or project allocation for commercial tracking
   • Customer PO Reference (Optional): External purchase order number issued by the client
   • Shipping Policy (Optional): Deliver all products at once or allow partial dispatches
4. Click the Save icon in the control bar to commit the record.

{screenshot:concepts-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Quotation → Sent → Confirmed Sales Order → Delivery Done → Invoiced → Paid).
• Ledger & System Impact: Generates customer tax invoice, posts accounts receivable debit and sales revenue credit, and updates inventory valuation upon delivery.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:concepts-transaction-processing-state}

Pipeline Conversion & Opportunity Valuation#

SmartERP CRM calculates expected revenue using stage-weighted probability matrices:

$$\text{Expected Revenue} = \sum_{i=1}^{n} (\text{Planned Revenue}_i \times P_i)$$

Where $P_i$ is the empirical win probability assigned to pipeline stage $i$:

• New Lead: $10\%$
• Qualified Opportunity: $30\%$
• Proposal / Quotation Sent: $60\%$
• Contract Negotiation: $80\%$
• Won: $100\%$

Customer Credit Exposure and Ceilings#

To protect liquidity and prevent uncollectible debt, SmartERP enforces strict credit exposure limits:

[sales-credit-limit-governance]

Total Customer Credit Exposure ($E_c$) is computed dynamically:

$$E_c = \text{Aged Receivables (Unpaid Invoices)} + \text{Uninvoiced Confirmed Sales Orders} + \text{Current Draft Order}$$

Governance rules enforced:

1. Exposure Ceiling: If $E_c > \text{Credit Limit Ceiling}$, order confirmation is blocked.
2. Overdue Invoices: If any unpaid invoice is overdue past configured grace days (e.g. 30 days), order confirmation is blocked regardless of remaining credit ceiling.
3. Managerial Override: Only users in group Credit Controller or Finance Director can authorize a temporary ceiling waiver.

Ethiopian Fiscal Invoicing Engine#

SmartERP automatically calculates statutory commercial taxes:

$$\text{Invoice Total} = \text{Untaxed Subtotal} + \text{VAT (15\%)} - \text{WHT Deducted (2\%)}$$

Rules enforced:

• VAT Output (15%): Applied to standard taxable goods and services; credited to account 214100 VAT Output Payable.
• Withholding Tax Receivable (2%): For designated corporate or government clients acting as MOR withholding agents, SmartERP deducts 2% on payments over 10,000 ETB, debiting 114200 WHT Receivable from Customers.
• TIN Validation: Mandatory 10-digit numeric TIN for commercial transactions; invoices cannot be posted to enterprise accounts without a valid TIN.

POS Daily Session Reconciliation#

[sales-pos-session-lifecycle]

Retail and restaurant point of sale sessions require strict physical cash drawer accountability:

$$\Delta C = C_{\text{closing physical}} - (C_{\text{opening float}} + \sum \text{Cash Sales} - \sum \text{Cash Drops})$$

• If $\Delta C = 0$: Cash drawer perfectly balances.
• If $\Delta C > 0$: Cash surplus; booked to Cash Over Account.
• If $\Delta C < 0$: Cash shortage; flagged for cashier investigation and booked to Cash Short Account.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • CRM: Lead auto-assignment (crm.ir_cron_lead_assign): Runs hourly to allocate unassigned leads across sales teams
  • Sales: Expire overdue quotations (sale.ir_cron_expire_quotes): Runs nightly to mark stale quotes as cancelled
  • POS: Close abandoned register sessions (point_of_sale.ir_cron_session_cleanup): Runs nightly to alert managers of open cashier terminals
• Custom Print Templates & Reports:
  • Customer Sales Quotation / Pro-forma Invoice
  • Commercial Tax Invoice (Model 85 Compliant)
  • POS Cash Register Receipt with QR Validation
  • Customer Credit Limit & Receivables Aging Statement
• 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#

• Try the end-to-end tutorial: Quick start.
• Manage leads: Manage CRM pipeline stages and lead scoring.