Implementation Guide

A step-by-step reference for implementing Truebooks ERP — from initial system configuration through full Logistics-CRM operations. Follow Phase 1 before starting Phase 2.

1

Phase 1 — System Setup & Master Data

Complete all steps below in sequence before moving to Phase 2. Each section builds on the previous one.

Note: Always save each record after creation and verify data before proceeding to the next step. Use the Reports section to cross-check master data at any point.

1

Company & Branch Creation

The Company Profile is the foundation of the ERP. Branches represent your operational locations and inherit company-level settings.

Step 1.1 — Create Company Profile: Navigate to System Settings > Company Profiles. Enter the legal company name, address, contact details, base currency, and financial year start date. Attach the company logo if available.

Step 1.2 — Create Branches: Navigate to System Settings > Branches. Create at least one branch linked to the company. Enter branch name, address, and assign a branch manager.

Tip: You must seed Location data (Country, State, City) before the Company Profile form can be completed. See Step 2.

2

Seed Geolocation, Chart of Accounts & Port Master

These are foundational reference datasets that need to be seeded before most other masters can be configured.

Step 2.1 — Geolocation: Navigate to System Settings > Location Management. Add Countries, States/Provinces, Cities, and Postal Codes in that order (each level depends on the one above).

Step 2.2 — Chart of Accounts: Navigate to Accounts & Finance > General Ledger > GL Setup > Chart of Accounts. Import or manually create the account hierarchy (Assets, Liabilities, Equity, Revenue, Expenses). Assign account codes and account types consistently.

Step 2.3 — Port Master: Navigate to Logistics > CRM & Sales > Master Data > Ports. Add all relevant seaports, airports, and inland container depots (ICDs) used in your shipments.

3

Review & Modify Seeded Data

The system seeds default records during initial setup. Review each seeded dataset and customise it to match your organisation's requirements before live data entry begins.

Chart of Accounts: Verify account names, codes, and types. Remove any accounts not relevant to your business. Add industry-specific accounts if required.

Tax Codes & Groups: Navigate to System Settings > Tax Setup. Verify rates and codes match local tax regulations.

Currency Settings: Navigate to System Settings > Currency. Confirm the base currency and add any additional transaction currencies with current exchange rates.

Voucher Numbering: Navigate to Accounts & Finance > General Ledger > GL Setup > Voucher Number Setup. Set prefixes and sequences for all voucher types (JV, Receipt, Payment, Sales Invoice, etc.).

Important: Do not modify seeded GL account codes once transactions have been posted against them.

4

Create Employees & Supporting HR Masters

Set up HR supporting masters first, then create employee records. These records are used throughout the system for assigning ownership of jobs, approvals, and reporting.

Step 4.1 — Departments: Navigate to System Settings > Departments. Create all functional departments (Operations, Finance, Sales, etc.).

Step 4.2 — Designations: Navigate to HR Core > Designations. Add job titles (Manager, Executive, Coordinator, etc.).

Step 4.3 — Allowance Types: Navigate to HR Core > Allowance Types. Define any allowance categories used in payroll or billing (Housing, Transport, Medical, etc.).

Step 4.4 — Employee Directory: Navigate to HR Core > Employee Directory. Create employee profiles, assigning each to a branch, department, and designation. Upload required documents (passport, visa, Emirates ID, etc.) where applicable.

5

Create All Logistics-CRM Master Data

Navigate to Logistics > CRM & Sales > Master Data and create all the supporting masters listed below. These are required before job transactions can be raised.

Parties & Trade

Customers — shipping lines, importers, exporters

Agents & Co-loaders — overseas and local agents

Carriers / Shipping Lines

Vessels

Airlines (for air freight)

Logistics Reference Data

Ports — origin and destination ports

Commodity Types

Container Types & Sizes

Trade Lanes / Routes

Charge Codes / Service Codes

Shipment Types & Modes (FCL, LCL, Air, Road)

Tip: Verify that all master records are active and have the correct codes before creating any job transactions. Run the relevant master data reports to confirm completeness.

Phase 1 Complete! Once all steps above are finished and data is verified, proceed to Phase 2 — Logistics-CRM Operations.

Implementation Checklist Summary

Phase 1 — Setup & Masters

Company Profile & Branches created

Geolocation, Chart of Accounts & Port Master seeded

Seeded data reviewed & customised

Employees & HR masters created

All Logistics-CRM master data created

Phase 2 — Operations

5+ Job Enquiries created, printed & verified

5+ Job Estimations created, printed & verified

5+ Job Quotations created, printed & verified

5+ Job Sheets created, printed & verified

5+ Job Manifests created, printed & verified