Roles and permissions · SmartERP Documentation

Access control matrix and segregation of duties for Sales Representatives, Sales Managers, POS Cashiers, and Credit Officers.

1. Overview & Business Value#

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

This reference document defines user permissions in SmartERP Commercial Operations.

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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#

Log into your SmartERP instance at https://smarterp.et/odoo.
Open the main App Switcher (grid icon in the top-left corner).
Select the Sales app icon.
From the top navigation bar, open Sales → Orders → Quotations / Orders; Point of Sale → Dashboard.

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Step 2: Creating and Parameterizing Records#

Click the New button in the top-left control panel.
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
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
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 (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.

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Permission Matrix#

Role	Lead Edit	Quote Create	SO Confirm	Override Credit	POS Session	Invoice Post
Sales Representative	Yes	Yes	Within Limit	No	No	No
Sales Manager	Yes	Yes	Yes	Request	No	No
Credit Officer	View	View	View	Yes	No	View
Finance Director	View	View	Yes	Yes	No	Yes
POS Cashier	No	No	No	No	Yes	Auto-Post
POS Manager	No	No	No	No	Manage All	Yes

Segregation of Duties (SoD)#

A sales representative who creates a quotation cannot approve a credit limit override on that same customer account.
A POS cashier cannot modify closed session journal entries once the Z-Report has been signed off.

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#

Error Symptom / Exception	Probable Root Cause	Corrective Action / Resolution
`Credit Limit Blocked: Customer balance exceeds ceiling`	Outstanding customer debt plus current order exceeds approved credit limit.	Obtain credit committee exception approval or collect an advance cash payment.
`Validation Error: Tax definition missing on product line`	Product item lacks default statutory 15% VAT mapping.	Update the product master accounting tab with standard statutory VAT rates.
`POS Session Error: Cash register mismatch upon closure`	Physical cash count does not reconcile with POS recorded register balance.	Document discrepancy explanation in the closing wizard and submit for manager review.
`Payment Gateway Error: Telebirr timeout`	Network timeout or invalid API bridge credentials.	Verify merchant credentials in Invoicing → Configuration → Payment Providers and retry transaction query.

Next#

Configuration: Sales, CRM and POS configuration reference.