Documentation

Everything you need to get your business running on Oceanz ERP.

Create your workspace

1. Click Start free trial and choose a plan.
2. Enter your company name, country and currency, then create the first account — this person becomes the Owner.
3. You land in Company settings with your trial already running.

Set up your company

In Settings → Company & documents:

• Upload your logo (a version for light and for dark backgrounds) and your signature.
• Set your brand and accent colours — they're used on the sidebar and every printed document.
• Add your TPIN, VAT rate and bank details so they print on quotations and invoices.
• Choose document numbering: a prefix (e.g. INV) or none, and the number of digits (4 → 0320).
• Write default quotation and invoice terms, one per line — e.g. 60% deposit before commencement.

Invite your team

Go to Settings → Users → Add user, enter their email and a temporary password, and pick a role. They sign in at the login page and can change their password under My profile.

Quotations

1. New → Quotation, choose the customer and add a heading and overview of the work.
2. Add lines from your product list or type custom items. To show text instead of a price, set the price to 0 and type FREE or Included.
3. Save, then Print / PDF to send it. Click Mark as sent.
4. When the customer replies, mark it Accepted and click Convert to invoice.

Invoices & payments

• Draft invoices can be edited. Issuing an invoice locks it, deducts stock and creates the customer link — this needs the Issue & cancel invoices permission.
• Share the customer link by WhatsApp or email from the invoice page. If online payments are on, the customer can pay immediately.
• Cash, bank transfer and cheque payments are recorded with Record payment. Part-payments are supported.
• Invoices past their due date are marked Overdue automatically and appear in the receivables aging report.

Inventory & purchasing

• Products can track stock; services don't. Set a reorder level to get low-stock alerts.
• Purchase orders go Draft → Ordered → Received. Receiving adds the stock and updates the cost price.
• Use Adjust stock on a product for counts, damages or write-offs — every change is in the stock ledger.

HR & payroll

• Add employees with salary, allowances and annual leave days.
• Leave requests count working days only and check the annual-leave balance.
• Payroll: Generate a month (HR) → Approve (manager) → Mark as paid (accountant). Paid payroll is posted to expenses.

Roles & permissions

Every role has a priority level. You can only manage users and roles ranked below you, and you can't give anyone a permission you don't have.

• Owner (100) — everything, including billing and roles. Can't be restricted.
• Administrator (90) — everything except paying the subscription.
• General Manager (70) — operations and approvals across modules.
• Accountant (60) — sales, payments, expenses, reports, paying payroll.
• HR Officer (50), Sales Officer (40), Storekeeper (40), Viewer (10).

Create your own in Settings → Roles & permissions — tick permissions module by module, or copy an existing role.

Online payments (PayChangu)

1. Open a business account at paychangu.com.
2. Copy your public and secret keys into Settings → Online payments and switch it on.
3. In the PayChangu dashboard set the webhook URL shown on that page and paste the webhook secret.
4. Issue an invoice and open its customer link to try a payment (use test keys first).

Money goes directly to your PayChangu account. Oceanz ERP only records the payment after confirming it with PayChangu.

Plan & billing

Owners manage the subscription in Settings → Plan & billing: compare usage against plan limits, switch plans and pay monthly or yearly with Airtel Money, TNM Mpamba or card. If a trial or subscription ends, the workspace becomes read-only — nothing is deleted — until it's renewed.