Step-by-Step Guides

This section provides detailed, step-by-step instructions for the most common tasks in ALPHA.

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Creating a Batch

Who does this: Stock Manager

Time required: 5-10 minutes

Steps

1. Navigate to Stock > Batches
2. Click Create New Batch
3. Enter a batch description (e.g., “Samsung phones batch Q2 2025”)
4. Select the Supplier from dropdown
5. Select the Warehouse where items will be stored
6. For each product model in the batch:
   • Click Add Model
   • Select Model (e.g., Samsung S23 Ultra)
   • Enter Quantity (number of units)
   • Enter Buying Price (cost from supplier)
   • Enter Retail Price (selling price to customers)
7. Upload supporting documents:
   • Invoice from supplier
   • Delivery note or packing slip
   • Any other relevant documentation
8. Click Submit for Approval

Caution

Supporting documents are required. Batches without complete documentation will be rejected.

After Submission

• Batch enters Pending status
• Operations Manager reviews documents
• Status changes to Approved or Rejected
• Once approved, you can assign stock to agents

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Assigning Stock to Agents

Who does this: Operations Manager (automatic after batch approval)

Time required: Automatic process

Overview

When a batch is approved, the system automatically:

1. Assigns individual units to agents randomly
2. Generates unique serial numbers for each unit
3. Notifies agents of newly available inventory

What Happens

Each unit receives a permanent serial number used for tracking through the entire sales lifecycle. Agents can then begin selling assigned inventory.

Note

Serial numbers are unique identifiers. Keep them for records and commission tracking.

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Adding a Supplier

Who does this: Stock Manager

Time required: 2-3 minutes

Steps

1. Navigate to Stock > Supplies
2. Click Add New Supplier
3. Enter Supplier Name (e.g., “Samsung Zimbabwe Ltd”)
4. Enter Phone Number (supplier contact)
5. Enter Email Address
6. Enter Address (supplier location)
7. Click Save

Tip

Keep supplier contact information current for efficient communication and procurement.

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Adding a Branch

Who does this: System Administrator

Time required: 2-3 minutes

Steps

1. Navigate to Admin > Branches
2. Click Add New Branch
3. Enter Branch Name (e.g., “Gweru”)
4. Enter Branch Code (e.g., “GW”) — must be unique
5. Select Parent Branch if this is a sub-branch (leave blank for main branch)
6. Click Save

Branch Hierarchy Example

Main Branch (HQ)
├── Gweru Branch (GW)
├── Kariba Branch (KB)
└── Harare North Branch (HN)

Tip

Use consistent, short codes for easy identification in system-wide operations.

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Creating a User Account

Who does this: System Administrator

Time required: 3-5 minutes

Steps

1. Navigate to Admin > Users
2. Click Add New User
3. Enter Full Name
4. Enter Email Address (unique — cannot be reused)
5. Enter Phone Number
6. Enter Username (for login)
7. Select Role:
   • Admin (full system access)
   • Agent (field sales only)
   • User (back-office access based on permissions)
8. Select Branch(es) user will work in
9. Click Send Activation Email or set initial password
10. Click Save

Assigning Permissions

For User role accounts:

1. Click user name to edit
2. Click Edit Permissions
3. Check boxes for modules/features user should access
4. Click Save

Caution

Only System Admins can create accounts and assign permissions. Use principle of least privilege — grant only necessary access.

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Submitting a Client Application (Agent)

Who does this: Field Agent

Time required: 5-10 minutes

Steps

1. Open WhatsApp
2. Message the ALPHA chatbot number
3. Select Create Application from main menu
4. Select Branch customer is from
5. Select Partner Bank (e.g., ZB Bank)
6. Select Currency (USD, ZWL, etc.)
7. View available products with pricing and terms
8. Select Product and Installment term
9. Provide customer information:
   • Full name
   • National ID number
   • Phone number
   • Employer name
   • Monthly income
   • Residential address
10. Submit application
11. Save the application reference number provided

Ensure all customer information is accurate. Errors may cause application rejection.

Checking Status

Send the application reference number to the chatbot anytime to check status.

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Processing Loan Applications (Sales Officer)

Who does this: Sales Officer

Time required: 5-15 minutes per application

Steps

1. Navigate to Loan > Approval Queue
2. Click on a pending application
3. Review customer details:
   • Verify name and ID match submitted documents
   • Confirm employer and income information
   • Check residential address
4. Verify supporting documents:
   • Copy of national ID
   • Proof of employment
   • Proof of residence (optional)
5. Make decision:
   • Approve — Application moves to Disbursement Queue
   • Reject — Agent is notified to resubmit with corrections
6. Add notes if rejecting (e.g., “Missing employment letter”)
7. Click Submit

Caution

Applications cannot proceed to disbursement without complete and verified documentation. Request missing documents from agents promptly.

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Configuring Pricing Lists

Who does this: Sales Officer

Time required: 10-20 minutes

Steps

1. Navigate to Loan > Pricing List
2. Select Partner (e.g., ZB Bank)
3. Select Currency (e.g., USD)
4. Click Download Template
5. Open the spreadsheet and fill in:
   • Model name/code
   • Loan amount for each model
   • Any partner-specific pricing
6. Upload completed template back to system
7. System validates entries
8. Click Confirm to activate pricing

Why This Matters

Pricing must be configured for each partner-currency combination before customers can apply for loans through that partner. Without pricing, products won’t appear in the chatbot.

Tip

Review pricing regularly to ensure it reflects current terms, commissions, and product availability.

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Adding a Product Category

Who does this: Stock Manager

Time required: 1-2 minutes

Steps

1. Navigate to Stock > Category
2. Click Add New Category
3. Enter Category description (e.g., “Mobile Phones”, “Furniture”, “Electronics”)
4. Click Create

Note

Categories help organize inventory and are used when creating batches and configuring products.

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Adding a Manufacturer

Who does this: Stock Manager

Time required: 1-2 minutes

Steps

1. Navigate to Stock > Manufacturer
2. Click Add New Manufacturer
3. Enter Manufacturer description (e.g., “Samsung”, “Apple”, “Huawei”)
4. Click Create

Example

If category is “Mobile Phones”, manufacturers might be:

• Samsung
• Apple
• Huawei
• Oppo

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Adding a Product Model

Who does this: Stock Manager

Time required: 2-3 minutes

Steps

1. Navigate to Stock > Model
2. Click Add New Model
3. Enter Model description (e.g., “Samsung S23 Ultra”)
4. Select Manufacturer (inherited category)
5. Category is auto-filled based on manufacturer
6. Click Create

Example

• Manufacturer: Samsung
• Model: Samsung S23 Ultra
• Category: Mobile Phones (auto-filled)

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Adding a Warehouse

Who does this: Stock Manager

Time required: 2-3 minutes

Steps

1. Navigate to Stock > Warehouse
2. Click Add New Warehouse
3. Enter Warehouse Shortcode (e.g., “HQ”, “GW”, “KB”)
4. Enter Description (e.g., “Main Harare Warehouse”)
5. Enter Location (e.g., “Harare CBD”)
6. Select Type (Primary, Secondary, etc.)
7. Click Create

Tip

Use unique shortcodes for easy identification in batch creation and inventory tracking.