User Manual

A complete guide to registering, licensing, and operating every module of KoroERP.

1. Getting Started

1.1 Registration

Visit the Tenant Portal and create your account. You will need:

  • Full name and email address
  • Company name
  • Industry / field (this helps us recommend the right modules)
  • Phone number (optional, required for MPESA payments)

After submitting, check your email for a verification link. Click it to activate your account. You can then log in and begin configuring your workspace.

1.2 Selecting Modules

Based on your industry, we recommend a set of modules. You can accept the recommendation or customize your selection. Core modules — Auth, Notifications, Documents, Lookups — are always included at no cost. Modules can be added or removed at any time from Portal → Modules; changes take effect on the next billing cycle.

1.3 Purchasing a License

Choose your payment method:

  • MPESA — Enter your Safaricom number in international format (2547XXXXXXXX); an STK Push will be sent. Confirm on your phone within 60 seconds.
  • PayPal — Redirects you to PayPal for secure checkout.
  • Skrill — Redirects to Skrill quick checkout.

On successful payment you receive a confirmation email and your license is immediately available in Portal → Licenses.

1.4 Downloading & Installing the License

  1. Go to Portal → Licenses
  2. Click Download on your active license
  3. A .lic file will be downloaded to your computer
  4. In your ERP admin panel, go to Settings → License
  5. Click Upload License and select the .lic file
  6. The system verifies the RSA-2048 signature and activates your purchased modules
  7. A green License Active badge confirms success. Each module tile in the sidebar becomes clickable.

Licenses are tied to your domain. If you migrate to a new server, re-download the license from the portal — re-upload is free and instant.

1.5 First-Day Checklist

After your license is active, complete this checklist to reduce setup errors later:

  1. Set your company profile (name, logo, address, tax info) in Settings → General.
  2. Configure your default currency, fiscal year, and timezone before creating transactions.
  3. Invite key users and assign roles in Settings → Users & Roles.
  4. Enable security controls such as MFA for all admin accounts.
  5. Import master data (customers, suppliers, products, employees) using CSV templates.
  6. Connect communication channels (SMTP, SMS, WhatsApp if available) under integrations.
  7. Run a small end-to-end test: create a record, approve it, and generate a report.

2. Module Guides

2.1 HRM — Human Resources

Manage the complete employee lifecycle from onboarding to payroll.

  • Employees: Create and maintain profiles with personal, employment, and contract details. Attach documents (contracts, IDs, certificates).
  • Departments & Positions: Define your org chart; assign reporting lines.
  • Attendance: Clock in/out via web or mobile; auto-generate monthly attendance reports. Supports shift scheduling.
  • Leave Management: Configure leave types and accrual rules. Employees apply; managers approve or reject with comments.
  • Payroll: Define allowances, deductions, and PAYE tax tables. Generate payslips as PDF; export NSSF/NHIF statutory reports.
  • Performance: Set goals, conduct appraisals, and track ratings over time.

2.2 CRM — Customer Relationship Management

Track every interaction from first contact to closed deal.

  • Contacts & Companies: Centralized customer database with full contact history.
  • Leads & Opportunities: Capture leads from web forms or manual entry; convert to opportunities and assign owners.
  • Pipeline View: Drag-and-drop Kanban board showing deal stages (Prospect → Qualified → Proposal → Negotiation → Won/Lost).
  • Activities: Schedule calls, meetings, and follow-ups linked to any record.
  • Campaigns: Create email campaigns; track open/click rates.
  • Reports: Win/loss analysis, sales rep performance, pipeline velocity.

2.3 Accounting & Finance

Full double-entry bookkeeping compliant with IFRS and local tax regulations.

  • Chart of Accounts: Fully customizable; supports multi-currency.
  • Journal Entries: Manual and automatic (from invoices, payments, payroll).
  • Invoicing: Create branded invoices and credit notes; send by email or print.
  • Expense Claims: Employees submit; finance team approves and reimburses.
  • Bank Reconciliation: Import OFX/CSV bank statements; auto-match transactions.
  • Reports: Profit & Loss, Balance Sheet, Trial Balance, Cash Flow, Aging AR/AP.
  • Tax: Configure VAT/GST rates; generate VAT3 returns.

2.4 Sales

  • Products & Pricing: Product catalog with tiered and customer-specific pricing lists.
  • Quotations: Generate PDF quotations from templates; track validity and revisions.
  • Sales Orders: Convert quotations to orders with one click; trigger fulfillment and invoicing.
  • Revenue Reports: Daily/monthly sales summaries; top products and top customers.

2.5 Supply Chain (SCM)

  • Inventory: Real-time stock levels across multiple warehouses; low-stock alerts.
  • Purchase Orders: Create POs, receive goods (GRN), auto-update stock and payables.
  • Suppliers: Supplier profiles, price lists, and performance ratings.
  • Warehouse Operations: Internal transfers, stock adjustments, cycle counts.
  • Batch & Serial Tracking: Full traceability for regulated goods.

2.6 Point of Sale (POS)

  • Fast touch-optimized POS terminal — works offline and syncs when connectivity is restored.
  • Product search by name or barcode; supports USB and Bluetooth scanners.
  • Payment methods: Cash, Card, MPESA, split payments.
  • Receipt printing to thermal printers; email receipts.
  • Daily Z-report and cashier shift reconciliation.

2.7 E-Commerce

  • Publish a branded online storefront linked directly to your ERP inventory.
  • Product pages with images, variants (size/color), and stock status.
  • Shopping cart, guest checkout, and registered customer accounts.
  • Payment: MPESA, PayPal, Stripe, bank transfer.
  • Order management and fulfillment tracked in real time.

2.8 Manufacturing

  • Bill of Materials (BOM): Define multi-level BOMs with components and quantities.
  • Work Orders: Schedule production runs; assign to work centers.
  • Production Planning: Capacity planning board; MRP suggestions.
  • Quality Control: Define inspection checkpoints; record pass/fail; quarantine non-conforming stock.
  • Costing: Standard and actual cost tracking per production run.

2.9 AI Studio

  • Train supervised ML models on your ERP data (sales forecasting, churn prediction, demand planning).
  • Upload custom CSV/JSON datasets or connect to any ERP entity.
  • Framework support: scikit-learn, PyTorch, HuggingFace Transformers.
  • Model versioning and evaluation metrics dashboard (accuracy, F1, RMSE).
  • Deploy models as internal prediction endpoints callable from workflows and reports.

2.10 Service Desk

  • Omni-channel ticket intake: email, web form, and customer portal.
  • SLA policies with auto-escalation on breach.
  • Agent queue with priority sorting; internal notes and public replies.
  • Knowledge base integration — suggest articles to customers before they submit tickets.
  • Customer satisfaction (CSAT) survey sent on ticket closure.

2.11 Balanced Scorecard (BSC)

  • Define strategic objectives across the four BSC perspectives: Financial, Customer, Internal Process, Learning & Growth.
  • Create KPIs with targets, units, and frequency (monthly, quarterly).
  • Link KPIs to responsible departments and owners.
  • Dashboard with traffic-light status (red / amber / green) and trend sparklines.
  • Export strategy maps and performance reports to PDF.

2.12 Project Management

  • Create projects with milestones, tasks, and sub-tasks; assign to team members.
  • Gantt chart view and Kanban board view.
  • Time logging against tasks; billable hours export for invoicing.
  • Budget tracking — planned vs. actual cost.
  • Project health reports and stakeholder dashboards.

2.13 Logistics

  • Route planning and optimization for delivery fleets.
  • Vehicle and driver management; maintenance schedules.
  • Real-time shipment tracking with GPS integration.
  • Delivery confirmation and proof-of-delivery (POD) capture on mobile.

2.14 Healthcare

  • Patient registration and electronic health records (EHR).
  • Appointment scheduling; doctor and room management.
  • Clinical notes, diagnoses (ICD-10 coded), and prescriptions.
  • Lab test ordering and results management.
  • NHIF and private insurance billing integration.

2.15 Hotel

  • Room inventory and availability calendar.
  • Front-desk check-in / check-out with folio management.
  • Online booking widget embeddable on your website.
  • Housekeeping task assignment and status tracking.
  • Restaurant POS integration and in-room dining orders.

2.16 Agriculture

  • Farm and plot management; crop planning by season.
  • Input tracking: seeds, fertilizers, pesticides per plot.
  • Harvest recording and yield analysis.
  • Livestock management: animal profiles, health records, breeding cycles.
  • Integration with weather APIs for field-condition alerts.

2.17 Construction

  • Project and site management with phases and milestones.
  • Bill of Quantities (BoQ) and cost estimation.
  • Material requisition and procurement from site.
  • Labour allocation and daily site progress logs.
  • Progress billing (interim payment certificates).

2.18 Wellness

  • Member registration and package subscriptions (gym, spa, classes).
  • Class scheduling and instructor assignment.
  • Attendance check-in via QR code or biometric reader.
  • Membership renewal reminders and automated billing.

2.19 LMS — Learning Management System

  • Create online courses with video lessons, quizzes, and downloadable resources.
  • Enroll employees or external learners; track completion progress.
  • Certificates auto-generated on course completion.
  • Compliance training with mandatory re-enrollment schedules.

2.20 NGO / Non-Profit

  • Donor management and donation tracking (cash, M-Pesa, bank transfer).
  • Grant management: applications, budgets, reporting periods.
  • Beneficiary registration and programme enrolment.
  • Impact reporting with narrative and quantitative indicators.

2.21 EAM — Enterprise Asset Management

  • Asset register with location, condition, and depreciation tracking.
  • Preventive maintenance schedules and work order generation.
  • Breakdown (corrective) maintenance request and closure workflow.
  • Spare parts inventory linked to the SCM module.
  • MTBF and OEE reports.

2.22 Compliance

  • Policy document library with version control and acknowledgement tracking.
  • Risk register: identify, assess, and mitigate operational risks.
  • Compliance calendar with regulatory deadlines and alerts.
  • Audit management: plan, conduct, and report on internal audits.

2.23 CLM — Contract Lifecycle Management

  • Contract drafting with clause library and template engine.
  • Negotiation workflow with tracked redlines and comment threads.
  • E-signature integration for final execution.
  • Contract repository with full-text search; expiry reminders.
  • Obligation tracking and milestone alerts.

2.24 Analytics

  • Cross-module data warehouse refreshed nightly (real-time on Pro plans).
  • Drag-and-drop report builder — no SQL required.
  • Pre-built executive dashboards for Revenue, Operations, and HR.
  • Schedule reports as PDF/Excel email digests.
  • Embed live charts on public pages via iframe.

2.25 Chat

  • Real-time internal messaging: direct messages, group channels, and threads.
  • Link any ERP record (invoice, ticket, task) directly into a message.
  • File sharing and search across message history.
  • Online / away / do-not-disturb presence indicators.

3. Administration

3.1 User Management

Go to Settings → Users to invite team members. Enter their email address and select one or more roles. An invitation email is sent automatically. Pending invitations can be resent or cancelled.

3.2 Role-Based Access Control (RBAC)

Every module ships with default roles (Viewer, Editor, Manager, Admin). Custom roles can be created and assigned fine-grained permissions per resource action (Create / Read / Update / Delete). Roles are assigned per-module, so a Sales Agent can access Sales without seeing HRM or Accounting.

3.3 Backups

# Full database backup (Docker deployment)
docker exec postgres pg_dumpall -U postgres > backup_$(date +%Y%m%d).sql

# Restore
docker exec -i postgres psql -U postgres < backup_YYYYMMDD.sql

# Automated daily backup via crontab
0 2 * * * docker exec postgres pg_dumpall -U postgres | gzip > /backups/koro_$(date +\%Y\%m\%d).sql.gz

Keep at least 7 daily and 4 weekly backups stored offsite. For cloud deployments, enable automated snapshots in your cloud provider console.

3.4 Updating KoroERP

# Pull latest images
docker compose pull

# Apply database migrations and restart
docker compose up -d --force-recreate

Always back up before updating. Review the changelog in the portal for breaking changes. Migrations are applied automatically on container startup.

3.5 Audit & Activity Logs

KoroERP records key user actions (login, create, update, approve, delete) for security and compliance. Use Settings → Audit Logs to filter by module, user, action, and date range.

  • Use audit filters when investigating data changes or unauthorized access.
  • Export logs for internal audit and external regulatory requests.
  • Restrict audit-log access to Admin and Compliance roles only.

3.6 Integrations & API Keys

Integrations are managed from Settings → Integrations. You can connect payment gateways, messaging channels, and external apps.

  • Create API keys per integration and store them in a secure vault.
  • Rotate API keys periodically and immediately after team member offboarding.
  • Use test/sandbox credentials first before switching to production keys.
  • Apply IP allowlists and least-privilege scopes where supported.

4. Frequently Asked Questions

Can I try KoroERP before buying?

Yes. Sign up for a free 30-day trial on eligible plans — no credit card required. Core modules are available immediately; you can test any premium module during the trial period.

How many users are included?

Seat limits depend on your plan: Micro (2), Starter (10), Growth (25), Enterprise (unlimited). You can purchase extra seats on active non-Enterprise licenses from Portal → Billing.

Is my data secure?

All data is encrypted in transit (TLS 1.3) and at rest (AES-256). Passwords are hashed with bcrypt. For on-premise deployments your data never leaves your infrastructure.

Can I import data from my existing system?

Yes. Each module provides CSV import templates. For large migrations, contact our onboarding team for assisted data migration.

What happens if my license expires?

Expired licenses lose module access when the billing period ends. Renew or purchase a new active license from the tenant portal to restore access.

Do you support multi-company or multi-branch?

Yes. Enterprise plans support multiple tenants / companies under one account with separate data isolation. Branch management is available within a single tenant for shared-database multi-site setups.

5. Troubleshooting

License upload fails

  • Ensure the .lic file was not renamed or modified after downloading.
  • Check that your server's system date/time is accurate (NTP sync recommended).
  • Verify the domain in the license matches your ERP installation URL.
  • Re-download a fresh copy from Portal → Licenses and try again.

Module not visible after license activation

  • Log out and log back in — permissions are refreshed on session start.
  • Check Settings → License to confirm the module is listed as active.
  • If the module requires a database migration, click the Run Migration banner prompt that appears.

MPESA STK Push not received

  • Confirm you entered the correct Safaricom number (2547XXXXXXXX).
  • Ensure your phone is on a Safaricom line with a stable signal.
  • The push expires after 60 seconds — return to the portal and retry the payment.
  • Check if your phone has pending SIM Toolkit prompts and clear them before retrying.

Forgot admin password

Use the password reset flow from the login screen. For on-premise deployments where email is not configured, run:

docker exec -it koro-auth ./koro-auth reset-password --email admin@yourdomain.com

Email notifications are not being sent

  • Verify SMTP host, port, username, and password in your environment configuration.
  • Check firewall rules for outbound SMTP ports (usually 465 or 587).
  • Send a test email from Settings → Integrations → Email.
  • For on-premise, confirm server DNS records (SPF/DKIM) if provider rejects delivery.

Reports or dashboards show stale data

  • Refresh the page and confirm your date range and filters are correct.
  • Check if nightly analytics sync completed successfully in system jobs.
  • For real-time dashboards, confirm background workers are running.

Performance is slow

  • KoroERP requires at least 4 GB RAM and 2 vCPUs for production.
  • Enable Redis caching in config/app.env (CACHE_DRIVER=redis).
  • Run VACUUM ANALYZE on PostgreSQL if the database has been running for several months without maintenance.
  • Review slow query logs and add indexes where needed; contact support if unsure.

Need more help?

Email support@koroworks.com or open a ticket in your tenant portal. You can also browse FAQs and technical docs at docs.koro.dev. Enterprise customers have a dedicated support channel with guaranteed response times.