BISMALLAH — Kistet Finance & Accounting INSHA'ALLAH

This guide covers financial operations for Kistet Engineering & Trading in DOBiz SmartERP.

Finance Workflow

Quotation → Sales Order → Sales Invoice → Payment Received
                          ↓
Material Request → Purchase Order → Purchase Invoice → Payment Made

Key Financial Concepts

Chart of Accounts

The system uses a standard Chart of Accounts customized for Kistet: - Assets — Bank accounts, receivables, equipment - Liabilities — Payables, taxes - Income — Project revenue, equipment sales, services - Expenses — Project costs, operating expenses

Fiscal Year

• Ethiopia follows July 7 - July 6 fiscal year
• The system is configured for Ethiopian fiscal year

Sales Invoicing

Creating a Sales Invoice

1. Go to DOBiz SmartERP > Accounting > Sales Invoice
2. Click + Add Sales Invoice
3. You can either:
4. Create from a Sales Order (recommended)
5. Create directly
6. If from Sales Order:
7. Click Create > Sales Invoice
8. Items and quantities are pre-filled
9. Verify:
10. Customer — The client
11. Items — Products/services billed
12. Quantity and Rate — Verify pricing
13. Taxes — VAT 15% applies
14. Click Save > Submit

Sales Invoice Status

Progress Billing

For long-term dam projects, you can bill in phases: 1. Create separate Sales Invoices for each milestone 2. Link each invoice to the same Sales Order 3. Track total billed vs. total order value

Purchase Invoicing

Creating a Purchase Invoice

1. Go to DOBiz SmartERP > Accounting > Purchase Invoice
2. Click + Add Purchase Invoice
3. Create from Purchase Order (recommended)
4. Verify items, quantities, and prices
5. Enter additional costs:
6. Import Duties — For imported goods
7. Shipping & Insurance
8. Customs Clearing Charges
9. Bank Charges (for L/C transactions)
10. Enter Taxes:
11. VAT 15%
12. Withholding Tax (2% for goods, 2% for services)
13. Click Save > Submit

Payment Processing

Recording a Payment Received

1. From the Sales Invoice, click Create > Payment
2. Verify amount
3. Select Payment Type:
4. Cheque — Enter cheque number and date
5. Bank Transfer — Enter reference number
6. Cash — For small amounts
7. Select Bank Account — Where the money is deposited
8. Click Save > Submit

Recording a Payment Made

1. From the Purchase Invoice, click Create > Payment
2. Verify amount
3. Select Payment Type — Wire Transfer, L/C, etc.
4. Select Bank Account — From which account
5. Click Save > Submit

Expense Claims

Submitting an Expense Claim

1. Go to DOBiz SmartERP > HR > Expense Claim
2. Click + Add Expense Claim
3. Select Employee (your name)
4. Select Project (if project-related expense)
5. Add expense items:
6. Date
7. Expense Category — Travel, Accommodation, Meals, Supplies
8. Amount
9. Description
10. Attach Receipt — Photo/scanned receipt
11. Click Save > Submit

Expense Approval Workflow

1. Employee submits expense claim
2. Manager reviews and approves/rejects
3. Finance processes payment
4. Status updates to Paid

Currency Management

Kistet deals with both ETB and USD:

Handling Foreign Currency

1. When creating a Purchase Order in USD:
2. Set Currency to USD
3. Enter the Exchange Rate
4. The system calculates ETB equivalent
5. When paying:
6. Bank provides the exchange rate
7. Exchange Gain/Loss is auto-calculated

Key Exchange Rate Considerations

• Check current exchange rate before submitting
• Rate from National Bank of Ethiopia + bank margin
• Record the actual bank rate used for the transaction

Financial Reports

Key Reports

1. Go to DOBiz SmartERP > Accounting > Reports

Generating a Report

1. Select the report
2. Set date range
3. Set filters (company, project, etc.)
4. Click Show
5. Export to Excel or PDF

Year-End Closing

Steps

1. Ensure all invoices are posted
2. Reconcile all bank accounts
3. Verify all payments are recorded
4. Run Trial Balance
5. Run Profit & Loss
6. Run Balance Sheet
7. Close the fiscal year (admin function)

Finance Tips

• Submit invoices promptly — Don't delay billing
• Attach supporting documents — To all transactions
• Reconcile accounts monthly — Don't wait for year-end
• Track project costs — Use cost centers and project budgeting
• Keep receipts — For all expense claims and purchases
• Know tax deadlines — VAT returns, withholding tax, income tax