AgriChain ERP
Complete Staff Guide
Full step-by-step instructions for every module and every section — from your first login to running the monthly call over.
🔑 First Login & Account Setup
Every new staff member gets a temporary password. Complete these steps on your very first login.
Go to app.bmvtunde.com. Use Chrome, Edge, or Firefox — not Internet Explorer.
Your email is the one registered with HR. Your temporary password was sent to you or given by the admin.
Email → amaka.okafor@bmvtunde.com | Password → Temp@1234At least 8 characters. Include a capital letter, a number, and a symbol.
Good example: BMVAmaka2026!Click your initials (top-right) → Profile Settings. Add a photo and confirm your phone number.
🗂️ Layout & Navigation
| Area | Location | Purpose |
|---|---|---|
| Sidebar | Left panel, always visible | Navigation — only shows modules you have access to. Items with › have sub-menus. |
| Top Bar | Horizontal bar at top | Search bar, notifications, dark mode, your profile initials. |
| Main Area | Centre-right of screen | The page you are on — dashboards, forms, tables, reports. |
Buttons you will see everywhere
| Button | What it does |
|---|---|
| + New / + Create | Opens a form to add a new record |
| ✏️ Edit | Opens a record to make changes |
| 👁 View | Opens a record in read-only mode |
| Save Draft | Saves without finalising — can be edited later |
| Submit / Post | Finalises the record — some cannot be undone |
| Export | Downloads data to Excel or PDF |
📊 Dashboards
Each module has its own dashboard summarising key numbers at a glance.
| Dashboard | Path | What It Shows |
|---|---|---|
| Finance Dashboard | Sidebar → Finance Dashboard | Revenue vs expenses, unpaid invoices, cash position, expense claims pending, quick action buttons |
| Procurement Overview | Sidebar → Purchase Orders → Overview | Open POs by status, total committed spend, GRNs pending this week |
| Warehouse Overview | Sidebar → Inventory Overview | Total stock by commodity, lots below reorder point, recent GRNs |
| HRM Overview | Sidebar → HRM Overview | Headcount, leave requests pending, payroll status, new joiners this month |
| Sales Overview | Sidebar → Sales Overview | Open orders, revenue this month, overdue receivables |
💰 Finance & Accounts
Chart of Accounts (CoA)
The Chart of Accounts is the master list of all GL accounts used to record transactions. Every journal entry, invoice, and payment is coded to an account from this list.
Viewing Accounts
The list shows all accounts grouped by type: Assets, Liabilities, Equity, Revenue, and Expenses. Use the search bar to find a specific account by name or code. Click any account to see its full details including its current balance.
Adding a New Account
Use your company's coding convention. Typically: 1xxx = Assets, 2xxx = Liabilities, 3xxx = Equity, 4xxx = Revenue, 5xxx = Expenses.
Example: 5110 for Office Running ExpensesType = Expense. Sub-type = Operating Expense. This determines where it appears on the P&L.
For migration from another system, enter the opening balance as at the go-live date.
Journal Entries
Journal entries record any financial transaction directly to GL accounts. Used for depreciation, provisions, corrections, accruals, and adjustments.
Click Add Line → select account → enter amount in Debit column → leave Credit empty.
Account → Depreciation Expense (5200) | Debit → ₦150,000Same account picker — credit the contra account.
Account → Accumulated Depreciation — Vehicles (1520) | Credit → ₦150,000Green tick = Debits equal Credits. Red = imbalance — check your figures.
Save Draft for supervisor review. Once confirmed, click Post. Posted entries cannot be edited.
Recurring Journals
For entries that repeat every month (e.g., rent, depreciation), set up a Recurring Journal once. The system generates it automatically on the schedule you specify — daily, weekly, or monthly.
Reversing an Entry
If a posted entry is wrong, open it and click Create Reversal. The system generates a new entry with debits and credits swapped — this cancels the original without deleting it from the audit trail.
General Ledger
The General Ledger shows every transaction posted to each account. Use it to trace exactly where a balance came from.
| Filter | How to Use |
|---|---|
| Date Range | Set From and To dates to see transactions in a specific period |
| Account | Select a specific GL account to see only its history |
| Branch | Filter to one branch for a multi-location view |
Each row shows: Date, Journal Reference, Description, Debit, Credit, and Running Balance. Click any reference to open the original source document.
Fiscal Periods
Fiscal periods define the accounting year and its monthly periods. The system requires an open fiscal period to post any transaction.
| Action | When to Do It |
|---|---|
| Open a new period | At the start of each month — click New Period, select the month and year, set status to Open |
| Close a period | After month-end reconciliation is complete — change status to Closed. No further entries can be posted to a closed period. |
| Lock a period | After audit sign-off — Locked periods cannot be reopened without admin override |
Invoices (Accounts Receivable)
AR Invoices record money owed to BMV by customers. The workflow is: Draft → Sent → Partially Paid → Paid.
Creating a Sales Invoice
This is the first and most important step — it changes what appears in the line items section.
| Purpose | Use When |
|---|---|
| Services | Billing for freight, clearing, consulting, documentation fees |
| Commodities | Billing for cocoa, cashew, sesame, or other physical goods |
| Both | Invoice includes both commodity and service charges |
| Others | Anything else — you type a custom description per line |
Search by company name or customer code. Billing address fills automatically.
Search → "Touton" → Select → Touton SA Nigeria BranchClick Add Line. For Commodity purpose: select from the catalog dropdown — unit and price auto-fill from the commodity record. Enter quantity.
Commodity → Cocoa Beans FAQ Grade → auto-fills MT, ₦1,850,000/MT → Qty → 50 → Line Total → ₦92,500,000Check: Subtotal, VAT (7.5% auto-calculated), and Invoice Total. Save Draft for review or Submit to finalise.
Recording a Payment Against an Invoice
Open the invoice → click Record Payment. Enter the amount received, payment date, bank account the money came into, and reference (e.g., bank transfer reference). The invoice status updates to Partially Paid or Paid automatically.
Collections & Dunning
This section shows all overdue invoices grouped by customer. Use it to send reminder notices. Click Send Reminder on any overdue invoice to email the customer a payment reminder directly from the system.
Recurring Invoices
For invoices raised on a regular schedule (monthly retainer fees, storage charges), set up a Recurring Invoice template. The system generates and sends it automatically on the schedule you configure.
AP Invoices (Accounts Payable)
AP Invoices record money owed by BMV to suppliers and vendors. They must be posted before payment can be processed.
Their registered bank accounts load automatically for payment selection later.
Select the PO number — line items pre-fill. This enables 3-way matching (PO → GRN → AP Invoice).
Link PO → PO-2026-0047Every figure must match the paper/PDF invoice from the supplier. Any discrepancy must be resolved before posting.
Choose which of the supplier's registered bank accounts to pay into.
Creates a payable in the accounts. Appears in AP Aging until paid.
Cash & Bank Accounts
This section manages BMV's own bank accounts (NGN, USD, EUR, GBP). It is different from supplier/vendor bank accounts which are in the supplier/vendor profile.
Adding a Company Bank Account
Select the Cash/Bank GL account this maps to in the CoA (e.g., "Cash at Bank — Zenith NGN").
The balance on the date the account was added to the ERP.
Importing a Bank Statement
Go to Cash & Bank → Import Statement. Download your bank statement as a CSV file from your online banking. Upload it here — the system matches each line to existing transactions automatically.
Bank Reconciliation
Unticked items are outstanding (unpresented cheques, uncleared deposits).
If not zero, a transaction exists in one place but not the other. Common causes: bank charges not yet recorded in ERP, or a transfer entered twice.
Fixed Assets
Fixed assets are long-term assets (vehicles, machinery, computers, buildings) that are depreciated over time rather than expensed immediately.
Adding a Fixed Asset
Method: Straight Line (equal amount each year) or Reducing Balance (percentage of remaining value).
Method → Straight Line | Useful Life → 5 years | Annual Depreciation → ₦5,700,000Asset Account (e.g., Motor Vehicles — 1510) and Depreciation Expense account (5200).
The system generates depreciation journals automatically at month-end when you run Post Monthly Depreciation.
Service Catalog
The Service Catalog stores reusable service items. When you pick a service on an invoice, the rate, VAT code, and GL account fill in automatically — saving time and reducing errors.
Income Account (for when you charge customers) and Expense Account (for when you pay vendors for this service).
Tax Codes
Tax codes define the tax rates used on invoices and purchase orders. BMV uses two main tax codes:
| Code | Name | Rate | Applied To |
|---|---|---|---|
| VAT-7.5 | Standard VAT | 7.5% | All taxable sales and purchases in Nigeria |
| WHT-5 | Withholding Tax — Goods | 5% | Commodity purchase payments to suppliers |
| WHT-10 | Withholding Tax — Services | 10% | Service vendor payments above ₦10,000 |
| ZERO | Zero-rated | 0% | Export sales (international transactions) |
To add a new tax code, click Add Tax Code, enter the name, rate, and link it to the appropriate Tax Payable/Receivable GL account.
NRS Filings
Nigeria Revenue Service tax filings — VAT and Withholding Tax returns, calculated from actual transaction data rather than entered by hand.
Select the filing period. The system calculates VAT as Output VAT minus Input VAT, and Withholding Tax from actual supplier payments made in that period.
Once submitted to NRS, mark the filing as filed and record the filing reference.
Log the amount remitted and payment reference. Partial remittances update the outstanding balance; the filing is marked paid once fully settled.
Budget & Control
Creating a Budget
For each expense account, enter how much you expect to spend each month. Revenue accounts have revenue targets.
Variance Analysis
The Variance Analysis report compares actual spending against budget. Green = under budget. Red = over budget. Columns show: Budget, Actual, Variance (₦), and Variance (%). Use this for monthly management reporting.
Financial Reports
All reports share a purple navigation banner at the top so you can jump between them without going back to the sidebar.
| Report | Filters | Use Case |
|---|---|---|
| Trial Balance | Date range | Month-end check that all debits equal credits. Download and share with auditors. |
| Profit & Loss | From / To date | Shows Revenue, COGS, Gross Profit, Operating Expenses, Net Profit. Export to Excel for management pack. |
| Balance Sheet | As at date | Assets = Liabilities + Equity. Balance check shows ✓ Balanced or the difference amount if not balanced. |
| Cash Flow | From / To date | Operating, Investing, and Financing activities. Waterfall summary shows closing cash balance. |
| AR Aging | As at date | Customer balances by 0–30, 31–60, 61–90, 90+ days overdue. Use for collections chasing. |
| AP Aging | As at date | Supplier balances by overdue bucket. Helps prioritise who to pay first. |
| VAT/WHT Report | Month (year-month) | Output VAT from sales, Input VAT on purchases, Net payable to FIRS. Use to complete your FIRS VAT return by the 21st of the following month. |
Call Over
The Call Over aggregates every financial transaction across the entire ERP for a selected period into one chronological list. Used for daily or weekly finance reviews.
Toggle off any sources you are not reviewing this session. Available sources: GL Journals, POs, AP Invoices, Sales Invoices, Payments, Payroll, Expense Claims, Cash Advances, Fixed Assets, Stock Adjustments.
Compare each row to the physical document. Tick ✓ when verified. The header count shows your progress (e.g., 14 / 47 verified).
Enter a label and notes. This creates a permanent audit record.
Label → June 2026 Week 1 Call Over | Notes → All PO payments verified. 3 journals pending MD approval.Download as CSV (for Excel review) or PDF (for filing).
🛒 Procurement
Suppliers
Suppliers are farmers and commodity traders who bring physical goods. Every supplier must be in the system before a Purchase Order can be raised.
Supplier Categories (Threshold)
| Category | Meaning | Example |
|---|---|---|
| A — Strategic | Key, high-volume, trusted supplier. Priority payments. | Aggregator supplying 500+ MT/year |
| B — Preferred | Regular supplier with good track record | Cooperative society, 50–500 MT/year |
| C — Approved | Approved but used occasionally | Small farmer, <50 MT/year |
Adding a Supplier
The person responsible for this account — may be the supplier or their agent.
First → Emmanuel | Last → Obi | Phone → 0805 234 5678 | Position → OwnerEnter NIN and BVN. Required for high-value payment processing.
Click + Add Bank Account. Add every account this supplier may want to receive payment into. Set the ★ Primary account — it auto-selects on payment forms.
Bank → First Bank | No → 3089451234 | Name → Emmanuel Chibueze Obi | ★ Set PrimaryTick all commodities this supplier provides (Cocoa Beans, Cashew Nuts, etc.).
Vendors
Vendors are registered companies that provide services or bulk commodity supply (freight companies, clearing agents, equipment suppliers, LBA companies).
Adding a Vendor
Add all bank accounts and set the Primary.
Linking a Vendor to a Supplier
Some LBA companies are linked to specific farmers. Go to the Vendor profile → Link Supplier → search and select the supplier. This allows a Purchase Order to be raised against "Both" (paying the LBA for services and the supplier for goods on the same PO).
Purchase Orders
Supplier (for farmers), Vendor (for service companies), or Both (linked supplier–vendor pair).
Bank accounts load automatically in the payment section.
Select Supplier → Pa Emmanuel Obi (SUP-00041)Appears after party is selected. Choose: Commodity, Services, Both, or Others.
Click Add Commodity or Add Service. Select from the catalog — unit and price auto-fill.
Commodity → Cocoa Beans FAQ Grade → auto-fills: MT, ₦1,800,000/MT → Qty → 10 MT → Total → ₦18,000,000Choose which of the supplier's bank accounts to pay into.
Approving a Purchase Order
Open the submitted PO → click Approve. Only users with the approve permission can do this. The PO status changes to Approved and procurement is notified to proceed with the purchase.
Goods Receipt Note (GRN) & Delivery Intake Sheet (DIS)
GRN — When Commodity Arrives
Creates a Stock Lot automatically. Commodity is now in inventory.
DIS — Delivery Intake Sheet
The DIS is used when goods arrive without a formal PO (e.g., spot purchases). It records the same information as a GRN but creates the PO after the fact. Use New DIS in the same menu.
Procurement Contracts
Use contracts to lock in supply agreements — price per MT, total tonnage, delivery schedule, and payment terms for the season.
Select the supplier, commodity, agreed price per unit, total contracted quantity, and contract validity period.
Supplier → Benue Cocoa Cooperative | Commodity → Cocoa Beans | Price → ₦1,750,000/MT | Quantity → 200 MT | Valid → Jul–Dec 2026When creating POs under this contract, select the contract — the price auto-fills and the system tracks how much of the contracted quantity has been fulfilled.
🏭 Warehouse
Commodity Catalogue
The Commodity Catalogue is the master list of every item the company handles. Each record has four linked sections:
Adding a Commodity (All 4 Sections)
Tick the checkbox to show sales fields.
Selling Price → ₦1,850,000/MT | Sales GL Account → Local Sales — Cocoa Beans (4110) | Sales VAT → VAT-7.5 | Description → FAQ Grade Cocoa BeansStock Management
Every time a GRN is posted, a Stock Lot is created. A lot represents one physical delivery — tied to a specific supplier, date, quality result, and weight.
| Column | Meaning |
|---|---|
| Lot Number | Auto-generated unique ID for this delivery (e.g., LOT-2026-0234) |
| Commodity | What was received |
| Quantity | Net weight in MT |
| Status | Available, Quarantined (QC hold), Shipped, or Sold |
| Location | Warehouse and bin location |
Stock Transfers
Use transfers to move stock between warehouses, bins, or locations within the system. Always post the transfer — a draft transfer does not update stock positions.
Stock Count
A physical count of actual inventory compared to ERP records. Create a count sheet, do the physical count, enter the results, and post any adjustments. Differences are posted as a Stock Adjustment journal.
Quality Control
QC Parameters
Go to Tests & Parameters to set up what your QC lab tests for each commodity — moisture, foreign matter, defective %, FFA, etc. These are compared against the commodity's registered thresholds on every GRN.
Recording a QC Test Result
If all results are within thresholds → Lot status changes to Available. If any threshold is exceeded → Lot is Quarantined.
QC Certificates
Go to Certificates to generate a Quality Certificate for any approved lot. Certificates are required for export documentation.
🛍️ Sales & CRM
Customers
Adding a Customer
Contact person, email, phone, and billing address.
Payment terms (Net 30, Net 60, etc.) and credit limit. Invoices overdue beyond the terms are flagged in AR Aging.
Tick the commodities this customer regularly purchases.
Sales Orders
A Sales Order is raised when a customer places an order. It locks in the price and quantity before the invoice is issued.
Click Confirm. Warehouse is notified to prepare the shipment.
Once goods are shipped, open the order and click Create Invoice. The invoice pre-fills from the order details.
Sales Contracts
Formalise long-term supply agreements with buyers. A contract specifies commodity, total tonnage, price per unit, delivery schedule, and export terms (FOB, CIF, etc.). Sales Orders created under a contract automatically reference it.
🚢 Export & Logistics
Shipments & Containers
A Shipment records the movement of goods from the warehouse to the customer — locally or for export.
Link to the Sales Order or Contract. Select the stock lots being shipped. Enter the vessel name, voyage number, and Port of Loading.
Vessel → MV SEALINK 3 | Voyage → SL-2026-047 | Port → Apapa, LagosClick Add Container. Enter the container number and assign stock lots to it.
Container → MSCU1234567 | Lots → LOT-2026-0234 (18.4 MT) + LOT-2026-0235 (19.1 MT)After loading at the port, update the actual net weight per container.
Mark the shipment as Shipped. Stock lots are deducted from inventory.
Export Documents
| Document | Purpose |
|---|---|
| Bill of Lading (BL) | Issued by the shipping line — proof of shipment and ownership transfer |
| Certificate of Origin | Confirms the goods are of Nigerian origin (required by most buyers) |
| Phytosanitary Certificate | NAQS certificate confirming the commodity is free of pests |
| Quality Certificate | Generated from the QC module test results — confirms grade and analysis |
| Fumigation Certificate | Confirms bags/containers were fumigated before loading |
| Export Invoice | The commercial invoice for customs clearance |
Upload scanned copies of physical documents to the shipment record by clicking Upload Document. Buyers can be given a document link for easy retrieval.
NXP Forms
The Nigerian Export Proceeds form — required by the CBN to track that foreign export earnings are repatriated back into Nigeria within the regulatory window.
Link it to the export contract, and enter the bank, commodity, quantity, FOB value, currency, and destination country.
As the buyer pays, record each repatriation against the form. Partial payments update the outstanding balance; the form is marked fully repatriated once the full amount is received.
👥 Human Resources
Employees
Adding an Employee
Department, Branch, Job Title, Grade Level, Employment Type (Permanent/Contract/Intern), Hire Date.
Reports To — set the employee's direct manager. This controls who their leave requests go to.
Department → Finance | Title → Accounts Officer | Grade → GL 08 | Reports To → Ibrahim Musa (Finance Manager)Work email, personal phone, home address, state of origin, and next of kin.
A temporary password is generated and should be given to the employee.
Editing an Employee
Open any employee → click Edit. All fields are editable. Key changes to make promptly: salary changes before the next payroll run, manager changes for leave routing, bank account changes for payroll.
Payroll
The system calculates for every active employee: Gross Pay (Basic + Allowances), PAYE Tax (PITA-based), Pension (8% employee, 10% employer), and Net Pay. Check for any errors — new starters, leavers, or salary changes should be reflected.
Click any employee row to add: Bonus, Allowance, Loan Deduction, Advance Recovery, Overtime Pay.
Ibrahim Musa → Add Adjustment → Type: Performance Bonus → Amount: ₦50,000Click Approve. Posts the payroll journal (Debit: Salaries Expense, Credit: Accrued Payroll). Employees can now see their payslips.
Export → Bank Transfer List. Submit this Excel file to the bank for bulk salary payment processing.
Leave Management
Setting Up Leave Types
Before staff can apply for leave, set up the leave types your company offers. Click Add Leave Type and specify: name, maximum days per year, whether carry-over is allowed, and which roles it applies to.
Annual Leave → 21 working days/year | Sick Leave → 12 days/year (requires medical certificate after 3 days)
Maternity Leave → 12 weeks | Paternity Leave → 5 days | Compassionate Leave → 3 days
Approving or Rejecting Leave Requests
Check the employee's remaining leave balance, dates requested, and reason.
Click Approve if the absence is manageable. Click Reject and enter the reason if not — the employee is notified with your reason.
Organogram
The Organogram is the visual company hierarchy chart. It is built automatically from the Reports To field on each employee profile.
| Task | How to Do It |
|---|---|
| View full hierarchy | Open Organogram — the tree starts from employees with no manager (CEO/MD level) |
| Collapse a department branch | Click the − button on any card to hide its sub-tree |
| Find an employee | Switch to List View (top right) → type in the search box |
| See employee details | Click any card → details panel opens on the right with email, phone, manager, hire date |
| Update a reporting line | Go to Employees → edit the employee → change Reports To → save. Chart updates instantly. |
ESG Module
ESG (Environmental, Social & Governance) tracks BMV's sustainability metrics for regulatory, investor, and ESG reporting requirements.
Adding a Metric Record
Change status to Verified once data is confirmed. Verified metrics display differently on the dashboard.
Creating an ESG Initiative
Initiatives track ESG projects (e.g., "Plant 1,000 trees in Ikom"). Click New Initiative, set the pillar, title, owner (employee), start and target completion dates, and click Create. Update the progress % as work continues.
👤 Employee Self-Service
Applying for Leave
Working days are calculated automatically — weekends and public holidays are excluded.
Start → 16/06/2026 | End → 20/06/2026 → 5 working daysThe system routes it to your line manager automatically. You will see a confirmation message telling you who received it.
Confirmation: "Your request has been sent to Ibrahim Musa for approval."Track your request under My Leave — status shows Pending, Approved, or Rejected (with reason).
Expense Claims
Use when you paid out-of-pocket for a company expense and need reimbursement.
Click Add Item for each expense. Attach a receipt photo or scan.
Category → Transport | Item → Fuel 50L @ ₦1,100 | Amount → ₦55,000 | Attach receipt ✓ Category → Meals | Item → Lunch and dinner × 2 days | Amount → ₦18,000 | Attach receipt ✓Routes to your line manager. Once approved, finance processes reimbursement to your registered bank account.
Cash Advances
A cash advance is company money given to you before an activity. You must account for it with receipts on return.
Manager approves, then finance releases the funds. You receive a notification.
Go back to the advance record → click Retire → attach all receipts and enter amounts spent. Any unspent balance must be returned to finance in cash alongside the receipts.
Payslips
All your payslips are stored here from the day you joined. Click any month to see the full breakdown: Basic Salary, Housing Allowance, Transport Allowance, Gross Pay, PAYE Tax, Pension (Employee), Net Pay. Click Download PDF to save a copy for personal records or bank applications.
📥 Data Import
Use the import wizard to load large amounts of data from Excel — suppliers, customers, employees, accounts, and more.
Click the type you need, then click Download Template. The template opens in Excel with sample data in row 2 and a Notes tab explaining every column. Do not rename or delete any column.
Delete the sample rows and enter real data. Save as .xlsx.
Drag and drop into the upload box or click Browse.
Results show how many records were created successfully and which rows had errors with the reason. Correct errors in your Excel and re-import the failed rows.
| Import Type | What It Creates | Special Behaviour |
|---|---|---|
| Chart of Accounts | GL accounts | Skips duplicates (same code) |
| Suppliers | Supplier records with bank details | — |
| Vendors | Vendor/LBA records | — |
| Customers | Customer profiles | — |
| Bank Accounts | Company bank accounts | — |
| Purchase Orders | POs with line items | Rows with same Vendor + Date + Total are grouped into one PO. If quantity_billed > 0, a draft AP Invoice is auto-created and linked. |
| Journal Entries | Posted journal entries | Validates that each entry balances (Dr = Cr) |
| Employees | Employee profiles | Does not create user accounts — do that manually |
| Departments | Department master data | — |
| Leave Types | Leave type configuration | — |
🏢 Operations
Cross-module oversight, branch and department structure, and internal office procurement.
Operations Dashboard
A single view pulling together what needs attention across Procurement, Warehouse, Sales, Export, Quality, and Finance — pending approvals, low stock, failed quality tests, and overdue invoices, without needing to open each module separately.
Branches
BMV operates across multiple locations. Each branch has its own data — transactions, stock, employees. When adding a branch, set the name, code, state, city, and whether it is the Head Office.
Departments & Designations
Departments group employees by function (Finance, Warehouse, Export, etc.). Designations are job titles within a department (Accounts Officer, Warehouse Supervisor). Set these up before adding employees, since both fields appear on the employee form.
Office Procurement
Internal purchase requests — office supplies, equipment, services — separate from the main commodity Procurement module.
Click New Request. Enter the item description, type, quantity, and estimated cost. Add a justification if the cost is significant.
A validator reviews the request for reasonableness before it moves to approval — a sense check on the details, not a financial sign-off.
Finance reviews and approves the final amount, which can differ from the originally requested estimate.
Once approved, funds are released and the disbursement reference is recorded against the request.
📋 Compliance
Licenses, country-specific regulations, and a calendar of upcoming compliance obligations.
Licenses
Track every operating license and permit — type, issuing authority, country, commodity it covers, and expiry date. The Compliance Dashboard flags anything expiring within 60 days.
Country Regulations
A reference library of export/import regulations by destination country and commodity — search or filter by country, regulation type, or keyword before finalizing a shipment to a new market.
Compliance Calendar
A month view of upcoming filing deadlines, license renewals, and other compliance obligations. Each event has a priority level and can be assigned to a specific person; mark it complete once handled.
🌿 Sustainability
Certifications, farm-level traceability, and carbon tracking for export commodities.
Certifications
Record sustainability and quality certifications (organic, fair trade, deforestation-free, etc.) with their issuing body and validity period, linked to the commodities or farms they cover.
Farm Traceability
Link purchased stock back to the originating farm — location, farmer, and plot details — supporting deforestation-free and origin-verification requirements from export markets.
Carbon Tracking
Log carbon-related entries against shipments or operations for sustainability reporting purposes.
🎧 Customer Support
Support Tickets
Log and track customer inquiries and issues. Open a ticket with a subject, category, and priority; replies are threaded on the ticket so the full conversation stays in one place. Change status as the issue progresses and close it once resolved.
📖 Glossary
| Term | Plain English Meaning |
|---|---|
| GRN | Goods Receipt Note — created when commodity physically arrives and is weighed at the warehouse |
| DIS | Delivery Intake Sheet — same as GRN but used for spot purchases without a prior PO |
| PO | Purchase Order — formal commitment to buy goods or services before delivery, at an agreed price |
| AP Invoice | Accounts Payable Invoice — records money BMV owes to a supplier or vendor |
| AR Invoice | Accounts Receivable Invoice — records money a customer owes to BMV |
| 3-Way Match | Checking PO, GRN, and AP Invoice all agree on quantity and price before authorising payment |
| Journal Entry | A direct debit and credit to GL accounts for transactions not captured elsewhere |
| GL Account | General Ledger Account — a specific bucket in the accounting system (e.g., "Salaries Expense", "Cash at Bank") |
| CoA | Chart of Accounts — the master list of all GL accounts |
| Call Over | A review of all financial transactions for a period — used in finance meetings |
| WHT | Withholding Tax — deducted from supplier payments and sent directly to FIRS (5% goods, 10% services) |
| VAT | Value Added Tax — 7.5% in Nigeria, charged on most sales and recoverable on most purchases |
| FIRS | Federal Inland Revenue Service — the Nigerian tax authority. VAT returns due by 21st of each month. |
| PAYE | Pay As You Earn — income tax deducted from employee salaries each month |
| LBA | Local Buying Agent — a company or individual that purchases commodity in the field on BMV's behalf |
| WAC | Weighted Average Costing — inventory valuation method averaging cost across all lots |
| FOB | Free On Board — export term where ownership transfers when goods are loaded onto the vessel |
| CIF | Cost, Insurance, Freight — export term where seller pays for transport and insurance to the destination port |
| FAQ Grade | Fair Average Quality — a common cocoa grading standard |
| Organogram | The visual org chart showing who reports to whom in the company |
| ESG | Environmental, Social & Governance — sustainability and ethics reporting framework |
| Draft | Saved but not finalised — can be edited and deleted |
| Posted / Confirmed | Finalised — affects the books. Usually cannot be deleted, only reversed. |
| Recurring | A transaction set up to repeat automatically on a schedule (monthly, weekly) |
| Reconciliation | Matching ERP records to the actual bank statement to find differences |