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 commercial cycle in 15 minutes.

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

Prerequisites#

Before starting, ensure you have:

• User assigned to Sales / User and Inventory / User groups.
• A storable product with on-hand stock and standard selling price.
• A customer partner with a verified 10-digit Ethiopian TIN.

Step 1: Create and Qualify a Lead#

1. Open CRM → Pipeline and click New.
2. Enter opportunity details:
   • Organization / Contact: Bole Commercial Bank S.C.
   • Opportunity: 50 Workstation Furniture Sets.
   • Expected Revenue: 450,000.00 ETB.
3. Drag the opportunity card from New to Qualified.

Step 2: Generate Quotation#

1. Inside the qualified opportunity, click New Quotation.
2. The sales order form opens with customer details pre-filled.
3. In Order Lines, add:
   • Executive Office Workstation Desk: Quantity 50, Unit Price 9,000.00 ETB.
   • Tax: 15% VAT.
4. Click Send by Email to generate the branded quotation PDF and email it to the customer.

Step 3: Confirm Sales Order and Check Credit Limit#

1. When the client approves the proposal, click Confirm.
2. SmartERP runs an automated credit limit check:
   • Verified that customer exposure is within approved ceiling.
   • The document advances from Quotation to Sales Order.
   • An outbound delivery picking (stock.picking) is automatically created and stock is reserved.

Step 4: Deliver Products and Issue Fiscal VAT Invoice#

1. Click the Delivery smart button in the top right.
2. Verify picked serial numbers and click Validate to execute delivery.
3. Return to the Sales Order and click Create Invoice.
4. Select Regular Invoice and click Create and View Invoice.
5. Verify the 15% VAT output line and customer TIN.
6. Click Confirm. The official legal Ethiopian VAT invoice is generated with legal Form 3.10 numbering.

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#

• Manage pipeline stages: Manage CRM pipeline stages and lead scoring.
• Configure customer dossiers: Configure customer master dossier.