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User guide › Setting up the ERP, step by step

Setting up the ERP, step by step

For companies on General business ERP (ERP Starter, Business or Enterprise). Work through it in this order; most companies are running within two weeks. We help for free: +254 727 177 155.

Week 1: the company and its money

  1. Staff, roles & branches: add each branch and warehouse, then invite staff with their roles and branches. A branch manager sees only their branch's figures.
  2. Accounting & ledger: check the chart of accounts, set VAT if you are registered, and connect M-Pesa and your bank for matching (section 8). Connect KRA eTIMS if you need it.
  3. Customer accounts: import customers from Excel with what each one owes, and set credit limits.
  4. Procurement & payables: add suppliers, then enter what you owe each of them.

Week 2: stock, buying and people

  1. Inventory & warehouses: import products, then record opening stock in each warehouse. Use transfers to move stock between them.
  2. Procurement: save each supplier's price list. Staff send purchase requests; a buyer approves them, and Order all together puts every branch's requests on one order.
  3. HR & payroll: create an employee file for each person (pay, bank or M-Pesa, KRA PIN, NSSF and SHA numbers). Check the payroll rules (PAYE, NSSF, SHA, Housing Levy) with your accountant before the first payroll.
  4. Approvals: choose what needs a manager's approval: big discounts, stock adjustments, large payments.

Every month

  1. Run payroll in HR & payroll, check it, then send payslips and the remittance list.
  2. Match M-Pesa and bank statements in Finance office.
  3. Open Reports & analytics: profit and loss, balance sheet, cash flow, VAT summary, and Business health for what needs attention.
  4. Give your accountant their own login (Accountant role): they see the books and reports, nothing else.

When you grow

  • More branches or warehouses: ERP Business (10) or ERP Enterprise (no limit).
  • Several companies under one owner: create each company, then Settings > Your companies to sell between them and see consolidated statements (ERP Business and above).
  • A counter or factory shop: switch on Point of sale in the workspace home.

← Quick start by type of business · All topics · Wholesale, distribution and manufacturing →

Download the whole guide (PDF)

Need help? Call or WhatsApp the BlueDuka team on +254 727 177 155.