System Setup & Configuration

1Database Setup

# Create PostgreSQL database
createdb cnperp_erp

# Set environment variables (Windows PowerShell)
$env:DATABASE_URL="postgresql://username:password@localhost:5432/cnperp_erp"

# Run migrations
python -m alembic upgrade head

# Seed initial data
python scripts/seed_initial_data.py
            

2Create Super Administrator

# Run the create superadmin script
python create_superadmin.py

# Follow prompts:
Username: admin
Full Name: System Administrator
Email: admin@company.com
Password: [secure password]
            

3Start the Application

# Activate virtual environment
.\.venv\Scripts\Activate.ps1

# Start FastAPI server
uvicorn app.main:app --reload --host 0.0.0.0 --port 8010

# Access: http://localhost:8010
            

Create and configure branches for multi-location operations:

1. Navigate to: Setup ? Branches
2. Click: "Add Branch"
3. Enter Details:
   • Branch Code: HO
   • Branch Name: Head Office
   • Address: Plot 123, Main Road, Gaborone
   • Phone: +267 123 4567
   • Manager: Select user
4. Configure Settings:
   • Default Currency: BWP
   • Allow Sales: ? Yes
   • Has Warehouse: ? Yes
   • Has POS: ? Yes

Create users and assign roles:

Role	Permissions	Use Case
Super Administrator	Full system access	IT/System owner
Administrator	All except system settings	General management
Accountant	Financial transactions & reports	Finance team
Sales Person	Sales, customers, quotations	Sales team
Cashier	POS & cash sales only	Front desk staff

Accounting Codes & Chart of Accounts

Account code format: XXX-XXX-XX

Range	Type	Examples
100-199	Assets	100-001 Cash, 110-001 Receivables, 120-001 Inventory
200-299	Liabilities	200-001 Payables, 210-001 VAT Payable, 220-001 Loans
300-399	Equity	300-001 Share Capital, 310-001 Retained Earnings
400-499	Revenue	400-001 Sales Revenue, 400-050 Interest Income
500-599	Expenses	500-001 COGS, 500-100 Salaries, 500-200 Rent

Customer Sub-Accounts (110-CXXX):

• 110-C001 = ABC Company Ltd
• 110-C002 = XYZ Enterprises
• Tracks individual customer balances

Supplier Sub-Accounts (200-SXXX):

• 200-S001 = ABC Furniture Ltd
• 200-S002 = XYZ Suppliers
• Tracks individual supplier balances

Account	Code	Rate	Usage
VAT Output	210-001	14%	Sales transactions
VAT Input	210-002	14%	Purchase transactions
VAT Payable	210-003	-	Net VAT owed to authorities

Banking & Reconciliation

Steps to create a bank account:

1. Navigate to: Banking ? Bank Accounts
2. Click: "Add Bank Account"
3. Enter bank details:
   • Bank Name: Standard Bank Botswana
   • Account Number: 1234567890
   • Account Type: Checking
   • Currency: BWP
   • GL Account: 100-010 (Bank - Standard Bank)

Reconciliation Process:

Inventory Management

Creating a Product:

Field	Example	Description
Product Code	PROD-001	Unique identifier (auto or manual)
Product Name	Office Chair - Executive	Descriptive name
Category	Office Furniture	Product classification
UOM	Each (EA)	Unit of measure
Cost Price	P 450.00	Purchase/production cost
Selling Price	P 750.00	Sales price
VAT Category	Standard (14%)	Tax classification

Stock Transactions:

• Stock In (Receiving): From purchase orders, adjustments, or transfers
• Stock Out (Issuing): From sales orders, production, or adjustments
• Stock Transfer: Between branches or locations
• Stock Adjustment: Physical count variances, damage, or loss

Common UOM Examples:

Sales & Invoicing

Invoice Workflow:

Quotation ? Sales Order ? Dispatch ? Invoice ? Receipt ? Close
   (Optional)    (Optional)   (Required)  (Required) (Required)
            

Invoice Components:

• Header: Customer, date, terms, reference
• Line Items: Products, quantities, prices, VAT
• Totals: Subtotal, VAT, discounts, total
• Footer: Payment terms, bank details, notes

Processing a Cash Sale:

1. Select Products	Scan barcode or select from list
2. Enter Quantity	Use keypad or quick buttons
3. Review Total	System calculates subtotal + VAT
4. Amount Tendered	Enter cash received from customer
5. Change Calculation	System auto-calculates change due
6. Process Payment	Creates invoice, updates stock, prints receipt

When to Use Credit Notes:

• Customer returns damaged/faulty goods
• Product price adjustment
• Wrong items delivered
• Quantity discrepancy

Refund Methods:

Method	When to Use	Process
Cash Refund	Cash purchases	Immediate cash payment to customer
Bank Transfer	Card/bank payments	Transfer to customer's account
Credit to Account	Account customers	Reduces customer balance
Store Credit	Non-refundable	Credit for future purchases

Purchasing & Procurement

Supplier Information Required:

Purchase Order Lifecycle:

Draft ? Pending Approval ? Approved ? Sent ? Acknowledged
  ?           ?              ?         ?         ?
Cancelled  Rejected    Partially    Fully    Invoiced ? Paid ? Closed
                        Received   Received
            

Quality Inspection Checklist:

• Check quantities match PO
• Inspect physical condition
• Verify specifications/model
• Check expiry dates (if applicable)
• Note any damage or defects
• Take photos of damaged items
• Get manager approval for rejections
• Document all findings in GRN

Reports & Analytics

IFRS-Compliant Financial Statements:

Report	Standard	Purpose
Balance Sheet	IAS 1	Statement of financial position (assets, liabilities, equity)
Income Statement	IAS 1	Profit & loss (revenue, expenses, net income)
Cash Flow Statement	IAS 7	Operating, investing, financing cash flows
Trial Balance	-	Verify debits equal credits
Aged Receivables	IFRS 9	Customer aging analysis

Available Sales Reports:

• Sales Summary: Daily/weekly/monthly revenue analysis
• Sales by Customer: Top customers, revenue contribution
• Sales by Product: Best sellers, slow-moving items
• Salesperson Performance: Individual sales targets vs. achievement
• Sales Trend Analysis: Growth patterns, seasonality

Key Performance Indicators (KPIs):

System Settings & Configuration

Essential Company Details:

Company Name	Your Company Name (Pty) Ltd
Registration Number	BW-12345678
Tax Number	T12345678
VAT Number	VAT-12345678
Physical Address	Plot 123, Main Road, Gaborone, Botswana
Contact	+267 123 4567 | info@company.com

Base Currency Configuration:

• Currency Code: BWP
• Currency Symbol: P
• Symbol Position: Before amount (P 1,234.56)
• Decimal Places: 2
• Thousand Separator: Comma (,)
• Decimal Separator: Period (.)

VAT Configuration:

• VAT Registered: Yes
• VAT Number: VAT-12345678
• Standard Rate: 14%
• Filing Period: Monthly
• Calculation Method: Tax Exclusive

10 Customization Sections:

1. General Settings: Logo, paper size, template style
2. Header Customization: Colors, borders, fonts
3. Company Information: What to display, styling
4. Invoice Title: Text, size, color, alignment
5. Customer Section: Layout, fields, styling
6. Items Table: Columns, colors, borders
7. Totals Section: Position, format, background
8. Footer: Payment terms, bank details, T&Cs
9. Layout & Spacing: Margins, padding, line height
10. Color Schemes: Pre-defined or custom themes