New Company Onboarding — Eden Resources ERP

Audience: A newly-incorporated (or recently-formalized) company in Bangladesh — the books to date have lived in spreadsheets, paper registers, the owner's notebook, and WhatsApp threads. There is no prior accounting system to migrate from; this is greenfield setup.

Goal of this document: Walk a new client through the right sequence to stand up Eden ERP correctly the first time, without painting themselves into a corner. The order matters: get foundations wrong and every report afterwards is wrong.

Plain-English summary: The dangerous part isn't entering data — it's deciding what counts as Day 1. We'll define that day, freeze the past as "history" (kept on file but not in the system), seed the system with opening balances as of that day, and start operating. Excel becomes a one-shot input source, not an ongoing parallel system.

0. Your package, trial & seats (decide first)

Before any books are set up, your account is created on a subscription package. This is arranged with Eden — you don't configure billing inside the app — but it determines two things you'll feel immediately, so settle it up front.

0.1 Package = which modules you get

A package licenses a set of modules. The Core package covers Accounting, HR, Inventory, Admin and the Employee Portal — enough to run a services or trading business. The Manufacturing package adds Manufacturing (BOM / Manufacturing Orders / routings / QC) and Trade Finance (Letters of Credit / sales contracts) on top. Industry-specific switches (e.g. tv_broadcast for a broadcaster) are enabled per entity.

The sidebar only shows modules your package licenses. If a menu you expect is missing, it's a package question, not a setup mistake — a module outside your package answers "Module not licensed" rather than opening. Pick the package that matches what you actually do before Day 1, so you're not mid-onboarding when a needed module is dark.

0.2 User seats

Each package bundles a number of user seats (Core bundles 5: one company admin, three accounting users, one all-access user). When you reach §2.4 Add users, those bundled seats are already paid for. Extra users beyond the bundle are billed as add-on seats — a per-module user (limited modules, cheaper) or an all-access user. Staff who only need to see their own payslip/leave use a low-cost employee-portal seat instead of a full user seat. Plan your seat count alongside your role split (see §9) so you license what you'll actually use.

0.3 If you're on a trial

If Eden has put you on a trial, the system behaves exactly like a paid plan for the trial window. Do the full onboarding below as normal — your data is real and is retained. Just convert to a paid plan before the trial end date; if a trial lapses, access is paused (modules stop opening) until it's converted, but nothing you entered is lost.

1. Before You Touch the System (Week −1)

1.1 Pick your "Eden Day 1"

This is the date Eden becomes your books of record. Conventions:

Never start mid-month. VAT, salary, and bank reconciliation are all monthly cycles — splitting them across two systems creates ledger mismatches that take days to unwind.

1.2 Inventory what data you have

List the spreadsheets / registers / paperwork you currently use. Typical for a new BD garments-accessories company:

• A Cash Book in Excel (one row per transaction, daily)
• A Bank Book for each bank account
• A Sales Register — date, customer, amount, paid/pending
• A Purchase Register — same for vendors
• A handful of received bills in a folder
• An employee list — names, salaries, NID numbers, joining dates
• A stock register if you've been counting (often missing — you may need to do a physical count)
• Bank statements — past 3 months
• BIN/TIN/Trade License docs

This is your "raw material" for the import.

1.3 Do a physical stock count BEFORE Day 1

Critical for any business holding inventory. Without an accurate stock-count number, the inventory module starts wrong forever (and so does COGS).

• Pick a Saturday/Friday — non-working day or pre-opening
• Two-person count: one counts, one writes
• For each item: SKU, qty, condition, last-known unit cost
• Sign and date the count sheet
• File it — this is your audit-evidence for the opening inventory JE

1.4 Reconcile your bank balances

• Get the most recent bank statement for each account
• Match every line in your bank-book Excel against the statement
• The reconciled bank balance on the cut-over date is what you'll enter as Eden's opening cash
• Save the reconciliation worksheet — it's the audit support for the opening JE

1.5 List your open AR and AP

For each customer who owes you money as of Day 1:

• Customer name
• Invoice number / date / amount
• Days outstanding

Same for vendors you owe:

• Vendor name, bill number / date / amount

This becomes your bill-wise opening AR and AP — entered as individual records in Eden so that AR/AP Aging works from Day 1.

2. Eden Setup (Week 0, Day 1)

2.1 Create the Entity

Companies / Entities → New Entity

Settings to get right the first time:

Eden auto-provisions:

• 100+ default Chart of Accounts entries (BD-aware)
• A "Main Ledger" (you don't need to create more)
• 6 root account groups
• Document numbering sequences

2.2 Set Company Branding

Admin → Company Branding — fill once, prints on every document:

• Logo (PNG, ≤500×500px)
• Legal Name, Trading Name, Tagline
• BIN (11 digits) + TIN (12 digits)
• Head Office address, Factory address (if different — both print)
• Phone, email, website
• Optional signature image (auto-applied on payslips)

2.3 Set HR Policy (only if you have employees)

HR & Payroll → HR Policy (PF/Gratuity)

• Provident Fund Yes/No (default 10% / 10% if Yes)
• Gratuity Yes/No (1 month basic / year of service)
• Income tax FY start: July
• Working days/month: 26 (BD garments default)

2.4 Add users

Admin → User Management → Add User

• Owner: role = admin (sees everything)
• Accountant: role = admin
• Operations manager: role = user (can be restricted via Roles & Permissions later)
• Each employee that needs the self-service portal: role = user, then link them to an employee record under HR → Employees → Tax tab → Linked User ID

Don't share login credentials. Every user must have their own login — this is what makes the Audit Log meaningful.

Mind your seat count (see §0.2). The first users fill your package's bundled seats; users beyond that are add-on seats. Put staff who only need their own payslip/leave on an employee-portal seat (link them to an employee record as above) rather than a full user seat.

3. Master Data (Week 0, Days 2-3)

Use Admin → Bulk Import (CSV). The system supports CSV uploads for: Customers, Vendors, Items, Employees, Bank Accounts, Chart of Accounts (additions only).

3.1 Chart of Accounts — only add what's missing

Don't recreate everything. Eden ships with sensible defaults. Look through the list — if you have a specific account that doesn't exist (e.g. "Industrial AC payable", "Machine #3 depreciation"), add it under the right root.

Common additions for BD accessories manufacturers:

• Sub-accounts of 1010 Cash per branch (1011 Brac Bank Gulshan, 1012 EBL Motijheel, 1013 Cash USD)
• Sub-accounts of 1300 Inventory per warehouse (1310 RM Store, 1320 WIP Floor, 1330 FG Store)
• Sub-accounts of 1600 PPE per asset class (1610 Plant, 1620 Machinery, 1630 Building)
• VAT-receivable / VAT-payable per VAT rate (1450 VAT Refundable @ 15%, 2050 VAT Payable @ 15%)
• Customer-deposit liability (2070 Customer Advance)
• LC-margin asset (1480 LC Margin)
• Loan-payable per facility (2110 Brac Bank Term Loan, 2120 EBL OD)

3.2 Customers

CSV columns and what each one is for:

3.3 Vendors

Same pattern. Required for any vendor whose bill you'll book as VAT-creditable.

3.4 Items

Most-skipped step that comes back to bite people. Set up items now, not later.

For garments accessories manufacturer, three categories:

Raw materials:

sku,name,isProduct,isService,uom,defaultUnitCost,reorderPoint
RM-HDPE-001,HDPE Granules - Reliance Grade A,true,false,kg,105,500
RM-LDPE-001,LDPE Granules,true,false,kg,108,300
RM-MB-WHT,Master Batch White,true,false,kg,380,50
RM-INK-CMY,Flexo Ink CMYK Set,true,false,litre,680,20

Finished goods:

PB-EXP-5KG,Export Polybag 5kg load,true,false,pcs,2.5,5000
PB-PRINT-001,Printed Polybag Customer A logo,true,false,pcs,3.8,3000
ZIP-LK-A4,Zipper-Lock Pouch A4,true,false,pcs,8,2000

Services:

SVC-PRINT,Flexographic Printing - per 1000 pcs,false,true,1000pcs,800,
SVC-SLIT,Slitting Service - per kg,false,true,kg,12,

isProduct=true, isService=false — physical good with stock tracking isProduct=false, isService=true — labour/service item; no stock; appears on service invoices Both can be on an invoice — Eden treats them as line items either way.

3.5 Employees

The single most important record for HR module to work. Cannot be loaded incrementally — you must enter at least:

• First name, last name (English + Bangla optional)
• Joining date (gratuity depends on this!)
• Department, designation, grade, grade-step
• Salary structure (links to a pre-built BD-typical structure with Basic / HRA / Medical / Conveyance / PF / Gratuity components)
• Basic salary
• Bank: bank name, branch, account number, BEFTN routing — for salary disbursement

Optional but important:

• NID, TIN (TIN required if salary > taxable threshold)
• Personal phone, emergency contact
• Tax category (general / female-or-senior / disabled / freedom_fighter / parent_of_disabled — affects tax slab)

3.6 Bank accounts

For each account: name, link-to-CoA-account, routing number, account number, opening balance, currency.

Banks are also where Eden tracks LC margin accounts, OD facilities, FX accounts.

4. Opening Balances (Week 0, Day 4)

This is the moment you turn data into accounting reality. Get this wrong and the Trial Balance lies forever.

4.1 The Opening JE — overall structure

Create one large Journal Entry dated Eden Day 1 (e.g. 1 July 2026):

DR  All asset accounts at their Day-1 balance
CR  All liability accounts at their Day-1 balance
CR  Equity (Capital) — the balancing figure

4.2 Bill-wise opening AR

For each open customer invoice, instead of one summary AR debit:

1. Invoices → New Invoice
2. Pick the customer
3. Set date = original invoice date (NOT Day 1)
4. Set xref = original invoice number you used in Excel
5. Enter the original line items (or one summary line if you don't have details)
6. Set status = approved (NOT paid)
7. Eden auto-creates the JE: DR AR, CR Opening Equity (use a temporary "Opening Balance" income account if you prefer)

After all open invoices are loaded, sum of AR per customer = your Excel's outstanding-customer balance, and AR Aging works.

4.3 Bill-wise opening AP

Same pattern with Bills → New Bill for each unpaid vendor bill.

4.4 Opening Inventory

• Items already have openingQty and openingValue from §3.4
• For each warehouse × item with qty > 0, post an opening Stock Movement: movementType=stock_in, reference=OPENING, qty=<count>, unitCost=<rate>
• This creates one DR 1300 Inventory line per movement, balanced by a single big CR Opening Equity at the bottom — OR by configuring the movement to use an opening offset account

Eden's Inventory Summary report should equal your physical-count value × cost.

4.5 Opening Cash & Bank

• For each bank account: enter openingBalance in the bank account form
• Eden creates the JE: DR Bank, CR Opening Equity
• For physical cash on hand: similar entry against 1010 Cash

4.6 Opening Loans

For each existing loan: Loans → New Loan

• Loan number (your bank's reference)
• Principal disbursed, interest rate, tenure
• Disbursement date (real, in the past)
• First EMI date
• Eden auto-calculates EMI and amortization

Then post one opening JE: DR Bank (to recognise the cash already received in a prior period), CR Loan Payable. For loans where you've already paid some EMIs, the Loan record's totalPaid field stores cumulative principal repaid; the balance sheet shows only outstanding.

4.7 Opening Fixed Assets — use the Fixed Asset Register

Open Accounting → Fixed Asset Register. For every piece of plant, machinery, vehicle, computer, building, or furniture you own:

1. Click New Asset
2. Fill in: name, category (land / building / plant_machinery / vehicles / computers / furniture / office_equipment), acquisition date (real, can be past), acquisition cost, useful life, salvage value, funding source:
   • cash — when the company actually paid out cash for it (drains your cash balance)
   • loan — when funded by a bank loan (creates Loan Payable liability)
   • capital — when the founder contributed it as part of equity (most common for opening setup of legacy assets, since cash hasn't actually moved on Day 1)
3. Save → Eden auto-posts: DR 16xx Asset Account / CR Cash | Loan | Capital
4. After all assets are entered, click the green Run Depreciation button at the top → engine posts month-by-month depreciation JEs from each asset's acquisition date up to last month-end.

Worked example (1,500,000 BDT extruder bought 4 years ago, 10-year life):

On Save:
  DR  1620 Plant & Machinery     1,500,000
  CR  3010 Capital Account 1     1,500,000

After Run Depreciation:
  Each month for the past 48 months posts:
    DR  6090 Depreciation Expense       12,500
    CR  1690 Accumulated Depreciation   12,500
  Cumulative effect on balance sheet:
    Plant & Machinery (cost):          1,500,000
    less: Accumulated Depreciation       (600,000)
    Net Book Value:                       900,000

Why a dedicated module matters: Without per-asset records, "Depreciation Expense" in your P&L is a single number you trust the accountant to compute correctly each month. With Eden's register, every monthly depreciation JE has the asset code in its description, so any auditor can trace the BDT 12,500 charge straight back to the specific extruder.

Important: don't migrate fixed assets as a single lump opening JE. Use the register. Otherwise:

• Per-asset depreciation never recomputes
• You can't print a fixed-asset schedule for the auditor
• When you sell or scrap an asset, you have no per-item book-value to derecognize against

4.8 Opening Trial Balance check

After all opening JEs:

• Run Financial Reports → Trial Balance
• Total DR = Total CR (system enforces)
• Cross-check against your Excel summary:
  • Sum of bank balances per Eden = sum per your bank statements
  • AR total per Eden = sum of unpaid customer invoices in Excel
  • AP total per Eden = sum of unpaid vendor bills in Excel
  • Inventory value per Eden = your physical-count × cost
  • Capital = the balancing figure (this is what your owner has invested + retained earnings to date)

If these tie, the opening is locked. If not — fix before any Day-1 transaction.

5. Operational Modules (Week 0, Days 5-7)

Now make the operational modules ready for daily transactions.

5.1 Warehouses

Inventory → Warehouses: one per physical location (RM Store / WIP / FG / each customer-specific bonded warehouse).

5.2 Manufacturing setup (if applicable)

For each production line, set up:

• Work Centers (machine = work center; capture hourly cost = electricity + labour + machine depreciation)
• Routings — sequence of operations to make a finished good
• BOMs — recipe per finished good (raw material qty per output unit)

Once these exist, Manufacturing Orders capture real per-order cost.

5.3 Trade Finance setup (if you import on LC)

• Letters of Credit → New LC for each open LC with the bank
• Eden tracks LC stages (opened → shipment → payment → closed) and FX revaluation

5.4 HR-adjacent setup

• Shifts — even single-shift companies need at least one shift defined for attendance tracking
• Holiday Calendar — 30+ BD national holidays seeded by default; verify and add company-specific holidays
• Leave Types — 6 BD-standard types seeded (CL/SL/AL/ML/PL/LWP); adjust quotas if your policy differs
• Salary Structures — Eden ships 8 typical BD structures; verify the percentages match your salary slips

5.5 Approvals workflow (if multi-person org)

HR & Payroll → Approval Workflows — set who approves what:

• Leave > 3 days → manager
• Salary increment → owner
• Payroll posting > ৳1,00,000 → owner
• Bill payments > ৳50,000 → owner
• LC opening → finance director

5.6 Gate Pass & Weighbridge (if goods/vehicles cross a gate)

Inventory → Gate Passes and Inventory → Weighbridge & Scales — optional operational controls, no GL impact.

• Gate Pass documents anything entering/leaving the gate, classified by Direction (In/Out) × Return type (Returnable RGP / Non-Returnable NRGP) × Category. Link it to the Bill / Invoice / PO / Fixed Asset. Tick Bonded for export-oriented units (Bill of Entry, Bond Register, UD/UP, Container, LC). Returnable items are tracked until returned; overdue ones are flagged, and a Pending Returns register lists them.
• Weighbridge & Scales records truck weighments (two-weighment → Gross / Tare / Net) or small platform/floor-scale readings (single weight + package count, e.g. weighing material issued internally). Both can store a photo of the reading as proof.
• Print a Gate Pass slip / Weighment slip; pull date-ranged registers under Reports.

5.7 Procurement, banking & language

• Purchase Orders (Inventory → Purchase Orders) use a 2-step wizard (header → add items). An approved PO tracks Received and Billed as two independent badges — receive and bill in any order; the system blocks duplicates. A PO posts nothing to the GL (the bill it creates does, on approval).
• Bank Accounts: when you add one, its Cash Account picker lists only cash/bank GL accounts — pick the matching line so postings land correctly.
• Language: the 🌐 button in the top bar switches the entire UI between English and বাংলা for each user, any time.

5.8 Documents & Compliance Calendar (set up on day one)

Two registers under Admin — no GL impact, but the cheapest way to never miss a statutory deadline. Best done while you still have all the certificates on the desk during onboarding.

• Admin → Documents: upload every statutory paper — Trade Licence, VAT (Mushak 2.3) / TIN / RJSC registrations, Fire Licence, and the industry-specific ones (Bonded Warehouse / Factory / ERC-IRC for an export unit; BTRC downlink + transponder lease for a broadcaster). Set the Expiry date on each renewable licence; the list then sorts soonest-first and flags lapsed ones.
• Admin → Compliance Calendar: add the recurring filings/renewals — monthly VAT return (Mushak 9.1) and VDS deposit, quarterly items (e.g. Bond Utilization — Mushak 18.6 for export units), and the annual cycle (RJSC return + AGM, income-tax return, trade/fire/factory licence renewals). Set the Frequency; when you Mark Done the next occurrence is created automatically. Link each item to its governing Document so the renewal and the certificate sit together.
• Employee photos: while entering staff, attach a Photo and Specimen Signature on the Employee Personal tab (the phone camera works directly).

The demo entities ship pre-loaded with this register (10–12 documents + compliance items each) — copy that pattern for the real company.

5.9 Project & Budget Accounting (for contractors, developers & project-driven orgs)

Two licensed modules under Accounting for organisations that run jobs, contracts or departmental budgets — skip if you don't.

• Projects (project_accounting): create a project, then under it build a Cost-code structure (WBS, e.g. 03-300 Cast-in-place Concrete) and Budget lines by cost code × cost type (labour/material/equipment/subcontract/other). Day-to-day, tag Bills/POs/Subcontracts to a cost code to populate the Job Cost report (Budget / Committed / Actual / Forecast / Variance). For construction: record Change orders (variations adjust the revised contract value once approved), raise IPCs (interim payment certificates — gross less retention, mobilization recovery, AIT 6% + VDS at source → net payable), track WIP / % complete, and run the Schedule (WBS + Gantt + EVM) and Risks & Issues registers. Attach contracts/permits/drawings on the Documents tab.
• Budget Management (budget_management): create a budget version per fiscal year, gather departmental requisitions + lines, then consolidate. Route the version through the 4-stage approval (Finance → Compliance → Management → CEO); only a fully-approved version becomes active. Mid-year changes go through an RBRF (re-budget request). Actuals refresh from the GL by account, the variance dashboard shows budget-vs-actual with 80%/overspend alerts, and POST /api/budget-enforcement lets PR/PO/expense flows check spend against the remaining budget.

Both modules are licensed add-ons — the operator enables them per entity under /platform → Subscriptions. A full acceptance-test script lives in docs/UAT_PROJECT_BUDGET_ACCOUNTING.md.

5.4 CRM & Sales / Distribution (crm)

If you sell to customers (most businesses do), enable the CRM module (operator: /platform → Subscriptions). Recommended setup order:

1. Items + Customers — already loaded in Master Data (§3).
2. Pricing (CRM → Pricing) — create a default price list; optionally per-customer lists with discounts/slabs, assigned to specific customers. These auto-fill quote/order lines.
3. Credit (CRM → Credit) — set each major customer's limit / terms; confirming an over-limit or on-hold order is then blocked.
4. Pipeline — define your deal stages and start logging leads → deals → quote → sales order → invoice (the order's → Invoice creates a draft AR invoice you approve in Accounting).
5. Field force (optional, FMCG) — build Dealers, Territory → Route → Beat, assign Sales Reps, and have reps do GPS check-in/out visits; set Commission plans (flat or tiered) that accrue on won deals and paid invoices.

Acceptance scripts: docs/UAT_CRM.md and docs/UAT_SALES_DISTRIBUTION.md.

5.5 AI assistant & Open Platform (optional)

• AI (Admin → AI Providers): add an AI provider key for the CRM copilot + Ask AI (RAG). Choose BYO (your key) or Managed (Eden's pool, metered to credits). Semantic search needs an embeddings key — see docs/AI_SEMANTIC_RAG.md. Email sending uses your own SMTP (Admin → Email / SMTP).
• Tax mode (Admin → Tax Rates): leave BD VAT (default) for Bangladeshi entities. Switch an entity to the international engine only if it bills foreign customers; then set each customer's country/region/B2B/VAT-id tax profile on the same page.
• Migration Studio / Export (Admin): import from QuickBooks/Xero/Zoho/Tally/HubSpot/Salesforce with column mapping; export everything anytime (no lock-in).

6. First Month Live (Month 1)

6.1 Daily routine

1. Cash Book / Bank Book entries → enter as Receipts (in) or Petty Cash / Bills (out)
2. Sales → Invoices module → mark approved when sent → mark paid when payment arrives
3. Purchases → Bills module → approve → pay
4. Stock-in from vendor → Stock Movements (linked to PO or bill)
5. Stock-out to customer → Delivery Challan → invoice
6. Production → Manufacturing Order → consume RM → record output → close MO

6.2 Weekly routine

• Reconcile petty cash counter against Petty Cash module
• Run AR Aging — chase 30+ days
• Run AP Aging — confirm payment schedule for upcoming dues
• Check Notifications — LC expiries, low-stock, overdue invoices

6.3 Monthly routine (calendar end)

• Run all attendance for the month (manual or biometric CSV import)
• Approve all leave applications for the month
• Run Payroll → Calculate → Approve → Post to GL → Pay via BEFTN
• File Mushak 6.3 (VAT return) using Eden's VAT Register
• Bank Reconciliation → import bank CSV → match → flag mismatches
• Loan EMI payments → Loan Management → for each active loan, click each due-this-month installment → Pay. Auto-posts: DR Loan Payable + DR Interest Expense / CR Cash. Skip this and your Loan Payable balance drifts away from what the bank says you owe.
• Fixed Asset Register → Run Depreciation — accrues last month's depreciation across all active assets in one click (idempotent — won't double-post)
• Run Financial Reports for the month: Trial Balance, P&L, Balance Sheet, Cash Flow
• Run the Audit Sanity Checklist (§6.5) before locking the month
• Lock the closed month under Closing & FY to prevent backdated entries

6.4 Quarterly / Yearly

Quarterly:

• Review AR Aging — write off bad debts via formal JE: DR Bad Debt Expense / CR Accounts Receivable
• Run the Audit Sanity Checklist (see §6.5) before closing the quarter
• Reconcile Loan Register vs Loan Payable GL — should match to the rupee

Annually (June 30 — fiscal year-end):

• Run Closing & FY → Year End. This auto-posts the closing entries that move all P&L into Retained Earnings:

  DR  4xxx All Income accounts             <YTD balance>
  CR  5xxx COGS                            <YTD balance>
  CR  6xxx All Expense accounts            <YTD balance>
  CR  3100 Retained Earnings               <net profit (or DR if loss)>
  

  What this does: zeros out every income/expense account so they start fresh on July 1. The cumulative effect of all P&L moves into Retained Earnings — your equity reflects accumulated profits-to-date.

• If you skip this step, your "Operating Expenses" line in next year's P&L will include this year's depreciation PLUS last year's PLUS the year before, etc. By Year 3 your Net Income looks like a catastrophic loss when actually you're profitable. Audit will fail.

• Print Form 108 per employee (annual income tax, salary cert)

• Payroll tax slab refresh under Tax Brackets (NBR publishes new slabs each FY)

• Refresh depreciation policy if asset useful lives have changed

• Take a backup snapshot of the database (your accountant should request this)

6.5 Audit Sanity Checklist (the "is my system telling the truth?" test)

Run this monthly for the first 6 months, quarterly thereafter. Every line should match — if not, investigate before period-close.

The most common red flags:

• Negative cash → missing capital injection JE, or unrecorded loan disbursement, or duplicate vendor payment posted by mistake
• Loan GL drifting from register → monthly EMI payments not being posted (use Loan Management → click installment → Pay)
• Fewer receipts than paid invoices → finance team marking invoices "paid" without recording the receipt — train them out of this habit
• FA Register doesn't tie to GL → "Run Depreciation" button not clicked at month-end, OR an asset was deleted from the register without offsetting JE
• Balance Sheet won't balance → contra-asset account misclassified, OR closing entries not posted at year-end

Senior accountant tip: print this checklist and tape it to your monitor. Run it on the first business day of every new month. 10 minutes of checking saves a 10-day audit fire-drill at year-end.

7. Common Greenfield Pitfalls

8. The "Trust Build" — First 90 Days

In the first three months, the goal is proving the system tells the truth.

After 90 days of clean closes, the team trusts the system. Excel becomes archive-only.

9. Recommended User Roles & Workflows

9.1 Suggested role split for a 20-50 person accessories manufacturer

9.2 Suggested approval thresholds (configure under Approval Workflows)

10. Migration Cheat Sheet (TL;DR)

WEEK -1
- Pick Day 1 (1st of next month or quarter)
- Reconcile all bank accounts
- Physical stock count
- List open AR, open AP per customer/vendor
- Save Tally/Excel "before" PDFs

WEEK 0 — DAY 1
- Create Entity (BIN, TIN, FY July, base currency BDT)
- Set Branding
- Set HR Policy (PF, Gratuity)

WEEK 0 — DAY 2-3
- Bulk-import Customers
- Bulk-import Vendors
- Bulk-import Items (with opening qty + cost)
- Bulk-import Employees
- Add Bank Accounts with opening balances

WEEK 0 — DAY 4
- Post one big Opening JE (Cash, Bank, current liabilities, Capital)
- Bill-wise enter every open AR invoice
- Bill-wise enter every open AP bill
- Post opening Stock Movements per warehouse × item
- Fixed Asset Register: enter every asset (real acquisition dates), then Run Depreciation
- Verify Trial Balance ties to your Excel summary

WEEK 0 — DAY 5-7
- Set up Warehouses, Work Centers, Routings, BOMs
- Set up open Letters of Credit
- Configure Shifts, Holidays, Leave Types
- Configure Approval Workflows
- Issue per-user logins

MONTH 1
- Daily transactions in Eden
- End of month: payroll, VAT return, bank rec, **Loan EMI payments**, **Run Depreciation**
- Run the Audit Sanity Checklist (§6.5) — every line should match
- Lock the month

MONTH 2-3
- Continue. Validate. Build trust.
- Quarterly: review aging, write off bad debts, re-run sanity checklist

MONTH 4+
- System of record. Archive the Excel.

JUNE 30 (every year)
- Closing & FY → Year End — auto-posts the closing entries
  (DR all Income / CR all COGS+Expenses / CR-or-DR Retained Earnings for net P&L)
- Print Form 108 per employee
- Refresh tax brackets if NBR published new slabs
- Database snapshot for the auditor

Document version 1.1 — for use with Eden Resources ERP Accounting Module. Last revised: 2026-05-20 (added Gate Pass / Weighbridge, 2-step PO with independent Received/Billed, bilingual UI).