# CoreERP — Go-Live Training Plan
**Organisation:** TAN General Supply Limited  
**System:** CoreERP  
**Version:** Phase 21 (July 2026)  
**Prepared by:** Finance / IT Team

---

## Table of Contents

1. [Training Schedule](#1-training-schedule)
2. [Training Groups and Participants](#2-training-groups-and-participants)
3. [Demo Scenarios](#3-demo-scenarios)
4. [User Acceptance Testing Checklist](#4-user-acceptance-testing-checklist)
5. [Sign-Off Section](#5-sign-off-section)

---

## 1. Training Schedule

### Overview

Training is delivered in 6 sessions across 2 weeks. Each session targets a specific user group with scenarios relevant to their daily work.

| Session | Group | Duration | Format | Suggested Timing |
|---------|-------|----------|--------|-----------------|
| **Session 1** | Sales Team (Salesmen, Sales Supervisor) | 3 hours | Hands-on demo + practice | Day 1 Morning |
| **Session 2** | Sales Management (Sales Manager, Director) | 2 hours | Overview + scenario walk-through | Day 1 Afternoon |
| **Session 3** | Procurement Team (Procurement Officers, Manager) | 3 hours | Hands-on demo + practice | Day 2 Morning |
| **Session 4** | Warehouse Team (Store Manager, Stores Officers, Warehouse Staff) | 3 hours | Hands-on demo + practice | Day 2 Afternoon |
| **Session 5** | Finance and Accounting Team | 4 hours | Hands-on demo + full accounting cycle | Day 3 |
| **Session 6** | Management and Audit (Director, Finance Manager, Auditor) | 2 hours | Reports demo + controls review | Day 4 Morning |

**Post-Training:**
- 1 week "hypercare" period where the system is live with trainer support available on request.
- Week 2: independent operation with daily check-in call.

---

## 2. Training Groups and Participants

### Group 1: Sales Team
**Participants:** All Salesmen, Sales Supervisors  
**Trainer:** Sales Manager or ERP Trainer  
**Materials Needed:** SALES_WORKFLOW_GUIDE.md, COREERP_USER_MANUAL.md

**Topics to Cover:**
- Logging in and navigating the system.
- Creating and submitting Quotations.
- Creating Sales Orders.
- Checking customer balances and credit limits.
- Reading a Customer Statement.
- Viewing own sales performance (Salesman Profit Report).

**Practice Tasks (each participant completes on training system):**
1. Create a Quotation for a sample customer with 3 items.
2. Convert the Quotation to a Sales Order.
3. Look up the customer's current balance.
4. Find the Customer Statement and identify the oldest outstanding invoice.

---

### Group 2: Sales Management
**Participants:** Sales Manager, Sales Supervisor (senior), Director  
**Trainer:** ERP Trainer  
**Materials Needed:** SALES_WORKFLOW_GUIDE.md, ROLE_BASED_QUICK_GUIDES.md

**Topics to Cover:**
- Approving Sales Orders.
- Approving Dispatches and Gate Passes.
- Reviewing Customer Aging.
- Sales Analytics reports.
- Salesman performance monitoring.

---

### Group 3: Procurement Team
**Participants:** Procurement Officers, Procurement Manager  
**Trainer:** ERP Trainer  
**Materials Needed:** PURCHASE_WORKFLOW_GUIDE.md

**Topics to Cover:**
- Creating Purchase Requests.
- Creating Purchase Orders.
- Processing GRNs (quantities and serial numbers).
- Reading Supplier Statements.
- Checking Reorder Alerts.

**Practice Tasks:**
1. Create a Purchase Request for 5 items.
2. Convert the PR to a Purchase Order for a sample supplier.
3. Create a GRN for a received shipment (include serial numbers for 2 items).
4. Look up the Supplier Statement and identify unpaid invoices.

---

### Group 4: Warehouse Team
**Participants:** Store Manager, Stores Officers, Warehouse Staff  
**Trainer:** ERP Trainer  
**Materials Needed:** WAREHOUSE_INVENTORY_GUIDE.md

**Topics to Cover:**
- Receiving stock via GRN (including serial number entry).
- Approving and posting GRNs.
- Processing Dispatches.
- Releasing Gate Passes.
- Completing Delivery Notes.
- Running Reorder Alerts and Stock Movement reports.
- Stock Adjustments (when needed and how to document).

**Practice Tasks:**
1. Receive a sample GRN with 3 items (one serialized).
2. Approve and post the GRN. Verify stock increased.
3. Process a sample Dispatch.
4. Release the Gate Pass. Verify stock decreased.
5. Check the Reorder Alert report.

---

### Group 5: Finance and Accounting Team
**Participants:** Finance Manager, Accountant  
**Trainer:** ERP Trainer  
**Materials Needed:** FINANCE_ACCOUNTING_GUIDE.md, DAILY_MONTHLY_CHECKLISTS.md

**Topics to Cover:**
- Full accounting cycle (invoice → receipt → supplier invoice → payment → expense).
- Understanding GL Auto-Posting.
- Running the GL Backfill Tool.
- General Ledger navigation.
- Trial Balance.
- Profit & Loss.
- Balance Sheet.
- Multi-currency receipts.
- Month-end closing procedure.

**Practice Tasks:**
1. Post a Tax Invoice and verify GL journal was created.
2. Post a Customer Receipt and verify customer balance decreased.
3. Post a Supplier Invoice and a Supplier Payment.
4. Run the Trial Balance — confirm it balances.
5. Run the Profit & Loss for the training period.
6. Run the Balance Sheet and confirm it balances.
7. Run the GL Backfill tool preview for a selected period.

---

### Group 6: Management and Audit
**Participants:** Director, Finance Manager, Auditor  
**Trainer:** ERP Trainer  
**Materials Needed:** AUDIT_AND_INTERNAL_CONTROL_GUIDE.md, ROLE_BASED_QUICK_GUIDES.md

**Topics to Cover:**
- Dashboard overview and executive metrics.
- Financial Statements overview.
- Management Analytics reports.
- Audit Log review.
- Permission review procedure.
- Backup verification procedure.
- Internal audit checklist walkthrough.

---

## 3. Demo Scenarios

### Demo Scenario 1: Full Sales Flow

**Characters:** Salesman creates order → Sales Manager approves → Warehouse releases → Finance posts invoice → Finance posts receipt.

**Steps to Demonstrate:**
1. Create Customer: "Demo Company Ltd"
2. Create Quotation with 2 items (Item A: 10 units, Item B: 5 units).
3. Convert Quotation → Sales Order.
4. Sales Manager approves Sales Order.
5. Create Dispatch from Sales Order.
6. Sales Manager approves Dispatch.
7. Create Gate Pass from Dispatch.
8. Warehouse Staff: Release Gate Pass. Verify stock decreases.
9. Create Delivery Note. Mark as Delivered.
10. Create Tax Invoice. Approve. Post. Verify customer balance increases and GL journal appears.
11. Create Customer Receipt. Approve. Post. Verify customer balance decreases.
12. **Expected Result:** Customer balance = 0 (if receipt equals invoice amount).

---

### Demo Scenario 2: Full Purchase Flow

**Steps to Demonstrate:**
1. Create Purchase Request for 20 units of Item C.
2. Procurement Manager approves PR.
3. Convert PR → Purchase Order for Supplier "Demo Supplier Ltd".
4. Procurement Manager approves PO.
5. Goods arrive: Create GRN for 20 units received. Enter supplier delivery note number.
6. Store Manager approves GRN.
7. Store Manager posts GRN. Verify stock increases by 20 units.
8. Create Supplier Invoice matching the GRN.
9. Finance Manager posts Supplier Invoice. Verify supplier balance increases.
10. Create Supplier Payment. Approve. Post. Verify supplier balance decreases.
11. **Expected Result:** Supplier balance reduced by the payment amount.

---

### Demo Scenario 3: Serialized Item Flow

**Steps to Demonstrate:**
1. Use an item flagged as "Is Serialized = Yes" (e.g., "Laptop Model X").
2. Create a GRN for 3 units.
3. Enter serial numbers: `SN-001`, `SN-002`, `SN-003`.
4. Post the GRN. Check Serial Number Report — 3 units "In Stock".
5. Create a Sales Order for 2 units of Laptop Model X.
6. Go through Dispatch → Gate Pass.
7. At Gate Pass release, select serials `SN-001` and `SN-002` for release.
8. Release Gate Pass. Check Serial Number Report — SN-001 and SN-002 are now "Sold/Released". SN-003 is still "In Stock".
9. **Expected Result:** Serial report reflects correct statuses.

---

### Demo Scenario 4: Expense Flow

**Steps to Demonstrate:**
1. Create an Expense Category: "Office Supplies".
2. Create an Expense: Amount 50,000 TZS, Payment Method Cash, Category "Office Supplies".
3. Approve the Expense.
4. Post the Expense.
5. Navigate to General Ledger → Account 6000 Operating Expenses.
6. Verify the expense appears as a debit entry.
7. Run Expense Register — confirm the expense appears.
8. **Expected Result:** GL shows DR Operating Expenses, CR Cash.

---

### Demo Scenario 5: Multi-Currency Invoice and Receipt

**Steps to Demonstrate:**
1. Create Tax Invoice for "Export Customer" in USD.
   - Amount: USD 1,000. Exchange Rate: 2,600. Base Amount TZS: 2,600,000.
2. Post the invoice. Verify customer balance in TZS = 2,600,000.
3. Create Customer Receipt: USD 1,000. Exchange Rate: 2,620 (rate changed).
   - Base Amount TZS = 2,620,000.
4. Post the Receipt. Verify customer balance decreases by 2,620,000 TZS.
5. Note: There is a TZS 20,000 FX difference (invoice was at 2,600; receipt at 2,620).
6. Discuss how FX differences are handled in balance reporting.
7. **Expected Result:** Customer balance after receipt = (-20,000) TZS — slight overpayment due to FX. Finance should note and monitor.

---

### Demo Scenario 6: GL Auto-Posting

**Steps to Demonstrate:**
1. Post a Tax Invoice.
2. Navigate to Tax Invoice → Show page.
3. Find the "GL Journal" section at the bottom.
4. Verify the Journal Voucher was created automatically.
5. Click on the Journal Voucher to see the debit and credit lines.
6. Navigate to General Ledger → Account 1100 Accounts Receivable.
7. Confirm the invoice amount appears as a debit on the invoice date.
8. **Expected Result:** GL journal exists and is marked `is_auto_generated`.

---

### Demo Scenario 7: Profit & Loss and Balance Sheet

**Steps to Demonstrate:**
1. Navigate to Financial Statements → Profit & Loss.
2. Set date range = current month.
3. Review Income section — amounts from posted Tax Invoices.
4. Review Expense section — amounts from posted Expenses and Supplier Invoices (COGS).
5. Note Net Profit or Loss.
6. Navigate to Financial Statements → Balance Sheet.
7. Set As of Date = today.
8. Review Assets (Accounts Receivable, Inventory, Cash).
9. Review Liabilities (Accounts Payable).
10. Review Equity + Current Period Profit/Loss.
11. Confirm "Balanced" badge is green.
12. **Expected Result:** Balance Sheet balances. P&L reflects current period activity.

---

## 4. User Acceptance Testing Checklist

After training, each user group completes this checklist on the live (or staging) system before go-live sign-off.

### Sales UAT

- [ ] Can log in with own credentials.
- [ ] Can create a Quotation with multiple items.
- [ ] Can convert a Quotation to a Sales Order.
- [ ] Can view own customers only (not other salesmen's customers).
- [ ] Can view Customer Statement.
- [ ] Cannot post a Tax Invoice (permission check).
- [ ] Can view Salesman Profit Report for own sales.

### Procurement UAT

- [ ] Can create a Purchase Request.
- [ ] Can view the approval status of a Purchase Request.
- [ ] Can create a Purchase Order from an approved PR.
- [ ] Can create a GRN with serial numbers.
- [ ] Can view the Supplier Statement.
- [ ] Cannot post a Supplier Invoice (Procurement Officer only creates, Finance posts).

### Warehouse UAT

- [ ] Can create a GRN.
- [ ] Can approve and post a GRN — verify stock increases.
- [ ] Can process a Dispatch.
- [ ] Can release a Gate Pass — verify stock decreases.
- [ ] Can complete a Delivery Note.
- [ ] Can view Reorder Alerts and Stock Movement Report.
- [ ] Can view Serial Number Report.
- [ ] Cannot delete or reverse a posted GRN.

### Finance UAT

- [ ] Can post a Tax Invoice — verify customer balance increases.
- [ ] Can post a Customer Receipt — verify customer balance decreases.
- [ ] Can post a Supplier Invoice — verify supplier balance increases.
- [ ] Can post a Supplier Payment — verify supplier balance decreases.
- [ ] Can post an Expense.
- [ ] Can run GL Backfill preview.
- [ ] Can view and run Trial Balance.
- [ ] Can run Profit & Loss.
- [ ] Can run Balance Sheet.
- [ ] Can run all Accounting Reports.

### Management / Audit UAT

- [ ] Can view Dashboard with full metrics.
- [ ] Can view P&L and Balance Sheet (read-only).
- [ ] Can view Audit Logs.
- [ ] Cannot create or post any document (Auditor role only).
- [ ] Can review all reports across all modules.

---

## 5. Sign-Off Section

### Training Completion Sign-Off

| Group | Trainer | Date Completed | Training Manager Sign-Off |
|-------|---------|---------------|--------------------------|
| Sales Team | | | |
| Sales Management | | | |
| Procurement Team | | | |
| Warehouse Team | | | |
| Finance Team | | | |
| Management / Audit | | | |

---

### User Acceptance Testing Sign-Off

| Role | User Name | UAT Completed | Issues Found | Sign-Off |
|------|-----------|--------------|-------------|---------|
| Finance Manager | | | | |
| Accountant | | | | |
| Sales Manager | | | | |
| Salesman (1) | | | | |
| Salesman (2) | | | | |
| Procurement Manager | | | | |
| Store Manager | | | | |
| Auditor | | | | |
| Director | | | | |

---

### System Go-Live Approval

| | Name | Title | Date | Signature |
|-|------|-------|------|-----------|
| **Finance Manager** | | | | |
| **Director** | | | | |
| **IT / System Administrator** | | | | |

**Go-Live Date (agreed):** ____________________________

**Notes / Outstanding Issues at Go-Live:**

```
1. 
2. 
3. 
```

---

*Once all sign-offs are obtained and outstanding issues resolved, the system may be declared fully live. Archive this document with the project records.*