Implementation Guide

This guide walks a company through adopting Warka from nothing to a live, daily driver. It is written for the person leading the rollout (an operations lead, finance manager, IT administrator, or an implementation partner). No prior Frappe or ERPNext knowledge is assumed.

Warka is company-agnostic. The same software runs any business; adopting it is a matter of configuration, not custom development. A typical rollout takes a few days to a few weeks depending on how much historical data you migrate and how many people you train.

The big picture

Implementation has seven stages. Each builds on the previous one.

1. Provision: get Warka running on a server for your company.
2. Company setup: set your legal identity, currency, and chart of accounts.
3. Users and roles: create accounts and decide who can do what.
4. Master data: load the reference data your modules depend on.
5. Module configuration: tailor each module you plan to use.
6. Data migration: bring in opening balances and existing records.
7. Go-live: train users, cut over, and start operating.

Provision -> Company setup -> Users & roles -> Master data
                                                    |
                              Go-live <- Migration <- Module config

Stage 1: Provision

You do not install anything on user machines. Warka runs on one server and everyone uses it through a web browser.

There are two ways to get there:

• Managed by Cyber-Zeb. Cyber-Zeb provisions a server, deploys Warka, and hands you a URL and an administrator login. You skip to Stage 2.
• Self-hosted. Your IT team deploys Warka on a server you control. See Installation and Deployment for the full process. In short: one Ubuntu server, the automated deploy kit, and a few values in a configuration file (your company name, country, currency, time zone, and an administrator password). The deploy sets up the database, the application, automatic HTTPS, and runs the one-time company setup for you.

Either way, when Stage 1 is done you have:

• A URL to reach Warka (a real https:// address, even without a domain name).
• An Administrator login and password.

The company name, country, currency, and time zone are chosen at provisioning time from a single configuration file. This is what makes the same product work for any company. See Configuration and Customization.

Stage 2: Company setup

When Warka is first deployed it automatically creates your Company record, a standard chart of accounts, a fiscal year, and the baseline reference data every module needs (units of measure, item groups, price lists, party groups, a holiday list, a default salary structure, and more). You do not have to build these by hand.

Your job at this stage is to review and adjust:

1. Log in at your Warka URL with the Administrator account.
2. Confirm company details. The company name, currency, and country come from provisioning. If anything is wrong, fix it now, before you post any transactions.
3. Review the chart of accounts. Warka installs a standard chart. Most companies keep it and only add a handful of accounts specific to their business. Accounting-heavy businesses should have their accountant review it.
4. Set the fiscal year if your financial year does not run January to December. A fiscal year covering today already exists; add or adjust as needed so it matches your books.
5. Add your logo and brand details. Your logo and website appear on the public careers page and on printed documents.

You do not need to complete every accounting decision on day one, but the company identity (name, currency, fiscal year) should be correct before you go live, because it is baked into every transaction.

Stage 3: Users and roles

Create accounts

Self-service sign-up is intentionally disabled. Administrators create accounts, which keeps access controlled.

1. Go to Administration (visible to System Managers).
2. Create a user for each person: name, email, and a starting password.
3. Assign them one or more roles (below). The email is their login.
4. New users receive a welcome email if outbound email is configured.

Understand roles

Warka uses role-based access control. A person only sees and can only act on the modules their roles allow. Roles come in two tiers in several modules: a day-to-day operator role and a manager role that can approve and post.

The split between operator and manager roles enforces segregation of duties: for example, a junior HR clerk (HR User) can record a leave request, but only an HR Manager can approve payroll. Assign the minimum roles each person needs. See Security and RBAC for the complete mapping.

A practical starting point

• Give department heads the manager role for their module.
• Give clerks and coordinators the user role for their module.
• Give one or two trusted administrators System Manager.
• Give everyone else Employee for self-service.

Stage 4: Master data

Master data is the reference information transactions point at. Warka seeds sensible defaults so nothing is blocked out of the box, but you will replace the placeholders with your real data.

Load these before you start transacting in each module:

Two things worth knowing:

• Warka creates missing pieces automatically. If you invoice a customer who is not yet on file, or sell an item that does not exist yet, Warka creates the record for you so work is never blocked. You can enrich those records later.
• The self-healing defaults keep working data present. Core reference data (units, item groups, price lists, party groups, a holiday list, a default salary structure, bank and expense accounts) is re-checked and repaired every time the system is updated, so a missing default never dead-ends a form.

Stage 5: Module configuration

Turn on and tailor the modules you will actually use. You do not have to adopt everything at once; many companies start with HR and Payroll or Finance and add modules later.

HR and Payroll

1. Create your departments and designations.
2. Define leave types (annual, sick, and so on) and allocate balances.
3. Set up shift types if you track attendance by shift.
4. Confirm the holiday list for the year.
5. Build salary components (basic, allowances, deductions) and one or more salary structures, then assign a structure to each employee.
6. Configure expense claim types and their accounts.

Once employees have a salary structure assigned, you can run payroll. Payroll for a large workforce runs in the background and shows a live progress bar.

Finance

1. Review the chart of accounts and add company-specific accounts.
2. Set tax rates and tax accounts.
3. Confirm bank and cash accounts and set a default bank account.
4. Define payment modes (cash, bank transfer, and so on).

You can now raise invoices, record payments, post journal entries, and pull live financial statements.

Sales, CRM, Procurement, Inventory, Projects

Each module works immediately with the seeded defaults. Configure as needed: customer and supplier groups, territories, price lists, warehouses, and item catalogs. Because modules share the same records, a sale, a purchase, and the resulting stock and ledger movements all stay in sync.

Careers page

Warka includes a public careers site at /careers on your Warka URL. It belongs to your company, not to Warka: it shows your company name, logo, and copy.

1. In HR, the Recruitment section, edit the careers page copy (headline, tagline, and an "about working here" section).
2. Create Job Openings and toggle Publish to careers site.
3. Published roles appear at /careers; candidates apply online and land automatically in HR, Recruitment, Job Applicants.

See Careers and Recruitment.

Stage 6: Data migration

Bring your history into Warka so reports are meaningful from day one.

• Opening balances. Enter opening account balances (via journal entries or the opening balance tools) so the balance sheet is correct as of your cutover date. Have your accountant do or review this.
• Master records. Import employees, customers, suppliers, and items. Small volumes can be entered by hand; larger volumes can be imported in bulk.
• Open items. Enter unpaid customer invoices and unpaid supplier bills as of the cutover date so aging and cash flow are accurate.

Decide a cutover date. Everything before it is history (loaded as opening balances and open items); everything on or after it is transacted live in Warka.

Stage 7: Go-live

1. Train users on their modules. Use the User Guide. Train by role: HR staff on HR, finance staff on Finance, and so on.
2. Run a pilot. Have each team process a few real transactions end to end and confirm the results (an invoice that posts to the ledger, a payroll run that produces correct slips, a purchase that updates stock).
3. Complete the go-live checklist below.
4. Cut over. From the cutover date, all new work happens in Warka.
5. Support the first cycle. Keep a fast feedback channel open through the first month-end and the first payroll run.

Go-live checklist

• Company name, currency, country, and fiscal year are correct.
• Chart of accounts reviewed by your accountant.
• Opening balances entered and the balance sheet ties out.
• Users created and assigned the minimum roles they need.
• Administrator password changed from the provisioning default.
• Self-service sign-up confirmed disabled.
• Salary structures assigned; a test payroll run reviewed.
• Tax rates, bank and cash accounts, and payment modes configured.
• Careers page copy set and at least one job opening published (if hiring).
• Backups confirmed running (see Operations).
• HTTPS working (the browser shows a valid padlock).
• Each team has processed a successful end-to-end pilot transaction.

After go-live

• Month-end. Reconcile bank accounts, review the profit and loss and balance sheet, and close the period.
• Add modules. Bring on modules you deferred (for example, start with HR and Finance, then add Sales, Procurement, and Inventory).
• Refine roles. Tighten or loosen access as you learn how teams work.
• Keep current. Apply updates on a schedule; each update preserves your data and re-checks the operational defaults. See Operations.

Where to go next

• Configuring Warka for your specifics: Configuration and Customization
• Who can do what: Security and RBAC
• Teaching your team: User Guide
• Running the system day to day: Operations