Getting Started Guide
Initial Setup for Buyer Organizations
1. Overview
This guide explains the steps a new organization should follow after registering on Tatva ERP. When a company registers for the first time, the registering user automatically becomes the Organization Admin. The Admin is responsible for configuring the system before procurement and accounting operations begin.
A proper initial setup ensures:
- Structured procurement workflows
- Accurate inventory tracking
- Clean financial records
- Controlled user access
- Audit-ready operations
2. Register as a Buyer Organization
- Visit the Tatva ERP registration page.
- Select Register as Buyer.
- Enter: Full Name, Email Address, Password, Company Name, Phone Number.
- Submit registration.
After successful registration:
- Your company profile is created.
- You are automatically assigned the role of Organization Admin.
- You are redirected to the Buyer Dashboard.
You now have full administrative access to configure your organization.
3. Understand Your Role as Organization Admin
As the first registered user, you are responsible for setting up:
- Categories & Subcategories
- Units of Measure
- Product Master
- Vendor Contacts
- Organization Users
- Sites (if applicable)
- Bank Accounts (for accounting)
These configurations form the structural foundation of your procurement and accounting system.
4. Configure Master Data (Recommended Order)
It is recommended to complete setup in the following sequence:
4.1 Create Categories & Subcategories
Navigate to: Inventory / Categories
Actions:
- Create main categories (e.g., Cement, Steel, Electrical).
- Add subcategories under each main category.
Why this matters: Categories structure your procurement data and enable organized product selection, category-wise reporting, and spend analysis.
4.2 Define Units of Measure
Navigate to: Inventory / Units
Add units such as: kg, ton, bag, piece, meter, litre.
Why this matters: Units ensure quantity consistency across Material Requests, Purchase Orders, Inventory, and GRNs. This prevents measurement errors and mismatched quantities.
4.3 Create Product Master
Navigate to: Inventory / Products
Each product must include: Product Name, Category, Subcategory, Unit of Measure, Description, and Image (Mandatory).
Important: Product Image is Required. Uploading a product image is mandatory during product creation. The system will not allow a product to be saved without an image.
Why the Image Requirement Matters: Product images help clearly identify materials, prevent ordering mistakes, assist site engineers during delivery verification, improve inventory accuracy, and enhance documentation and reporting.
The Product Master is the foundation of your procurement workflow. All Material Requests, RFQs, Purchase Orders, GRNs, and inventory entries depend on standardized product data. Ensuring complete and accurate product information — including images — significantly reduces operational errors.
4.4 Add Vendor Contacts
Navigate to: Registrations / Vendor Contacts
Add: Vendor Company Name, Contact Person, Email Address, Phone Number, Address (optional), GST details (if applicable).
Why this matters: Vendor contacts are required to send RFQs, create Purchase Orders, maintain vendor ledgers, and track outstanding balances. Each vendor contact is linked to procurement and accounting records.
4.5 Add Organization Users
Navigate to: Registrations / User Management
Invite Team Members: Enter name and email, assign role (Procurement, Site Engineer, Project Manager, Accounts), send invite.
The invited user will: (1) Receive an email invitation, (2) Click a secure invite link, (3) Set their password, (4) Gain access based on their assigned role.
Why this matters: This ensures role-based access control, clear accountability, and controlled approval hierarchy.
4.6 Add Sites
Navigate to: Registrations / Sites
Add: Site Name, Address, Assign Site Engineer.
Why this matters: Sites are required for site-level Material Requests, Allotment Notes, Site GRNs, and site inventory tracking. This enables material accountability at each project location.
4.7 Configure Bank Accounts (Accounting Setup)
Navigate to: Registrations / Bank Accounts
Add: Bank Account Name, Bank Name, Account Number (optional), Opening Balance.
Why this matters: Bank accounts are required to record NEFT payments, track payment history, maintain real-time bank balances, and support ledger reconciliation. This prepares your system for accurate financial recording.
5. Optional: Set Opening Balances for Vendors
If your organization has existing outstanding balances before starting on Tatva ERP:
- Open the Vendor Ledger
- Set the Opening Balance
This ensures financial records start accurately from day one.
6. Final Setup Checklist
Before beginning live procurement operations, confirm:
- Categories created
- Units defined
- Products added (with mandatory images)
- Vendor contacts added
- Users invited and roles assigned
- Sites configured (if applicable)
- Bank accounts added
- Opening balances set (if required)
Once completed, your organization is ready to begin: Creating Material Requests, Sending RFQs, Generating Purchase Orders, Managing deliveries and GRNs, Uploading invoices, Recording payments, Tracking vendor ledgers.
7. Recommended First System Test
To validate your setup:
- Create a sample Material Request.
- Send RFQ to a test vendor.
- Submit a sample quote.
- Generate and approve a Purchase Order.
- Record a sample delivery.
- Upload a test invoice.
- Record a test NEFT payment.
This ensures all modules are properly configured and operational.
8. You Are Now Ready
After completing the initial setup, Tatva ERP becomes your centralized platform for:
- Structured procurement
- Site-level accountability
- Financial visibility
- Vendor reconciliation
- Audit-ready documentation
Your organization is now fully configured to operate in a controlled, transparent procurement and accounting environment.