README

👁 License: GPL v3
👁 PHP
👁 MySQL

👁 Image

NotrinosERP is an open-source, web-based Enterprise Resource Planning (ERP) system written in PHP and MySQL. Version 1.0 adds a full CRM, HRM/Payroll, and multi-level Approval Workflow module — everything a small-to-medium business needs in a single, self-hosted application.

Demo	demo.notrinos.com/erp1.0
Forum	forums.notrinos.com
Wiki / Docs	support.notrinos.com/1.0
License	GNU GPL v3 or later

👁 Entry screen
👁 Dashboard

Table of Contents

1. Features
2. Requirements
3. Installation
4. Configuration
5. Modules Overview
6. Optional Modules
7. Debugging
8. Security
9. Contributing

Features

• Multi-company — manage multiple companies from a single installation
• Multi-currency — full foreign currency support with exchange rate management
• Multi-language — i18n/l10n via .po/.mo gettext files
• Multi-user — role-based access control with granular per-module permissions
• Extensible — hook/extension system; add functionality without patching core files
• PHP 5.6 – 8.4 compatible — runs on modern and legacy server stacks
• Composer support — installable as a Composer project

Requirements

Component	Minimum
Web server	Apache, Nginx, or IIS with mod_rewrite or equivalent
PHP	5.6 – 8.4 (InnoDB PDO extension required)
Database	MySQL 4.1+ or any MariaDB version (InnoDB engine enabled)
Browser	Any modern browser with HTML5 support

Optional PHP extensions: gd (chart/graph reports), mbstring (UTF-8 handling), openssl (TLS mail)

Installation

Manual

1. Download the latest snapshot and unzip it.
2. Copy the entire contents into your web server document root (e.g. public_html/, www/, htdocs/).
3. Open your site in a browser: https://yourdomain.com (or https://yourdomain.com/NotrinosERP for a subdirectory).
4. Follow the on-screen installation wizard.
5. After successful installation, delete the install/ folder — it is a security risk to leave it in place.

Via Composer

composer create-project notrinos/notrinos-erp:dev-main my-erp-folder

Configuration

Core settings are split across two files:

File	Purpose
config.default.php	Shipped defaults — do not edit directly
config.php	Your local overrides — committed or excluded per your workflow
config_db.php	Database connection(s) — never commit real credentials

Key variables in config.default.php (override in config.php):

$debug = 0; // 1 = show SQL on DB errors
$show_sql = 0; // 1 = dump all SQL to page footer
$go_debug = 0; // 1 = basic debug; 2 = backtrace on failure

Multi-company database connections are defined as the $db_connections array in config_db.php.

Modules Overview

NotrinosERP 1.0 ships the following built-in application modules:

Sales (Customers)

Complete agreement-to-cash cycle with advanced pricing, discounting, commission, credit control, and returns management:

Transactions

• Sales Agreements & Contracts — blanket orders, framework agreements, and contracts with Draft → Confirmed → Active lifecycle; inline line-item editor; "Create Sales Order" from active agreements
• Sales Quotations — create and send price quotes with validity dates; quote templates for one-click quoting (required + optional/upsell products); mark won/lost with CRM pipeline integration
• Sales Orders — full order entry with configurable sales types, price lists, and multi-currency support
• Direct Deliveries & Invoices — shortcut paths bypassing the full quote→order→delivery→invoice flow
• Template Deliveries & Invoices — create from recurring invoice templates; batch-generate recurrent invoices
• Prepaid Orders — invoice against prepaid sales orders
• Returns (RMA) — customer-facing Return Material Authorization with reason tracking, authorization workflow, and downstream actions: WH Return, Credit Note, or Replacement Order
• Customer Payments & Credit Notes — freehand credits, invoice-linked credits, payment entry with multi-currency
• Payment/Credit Allocation — allocate customer payments and credit notes against outstanding invoices

Pricing, Discounts & Commissions

• Sales Pricelists — multiple price lists per currency with effective dates
• Discount Programs — rule-based discount engine supporting percentage, fixed-amount, quantity-tier, and buy-X-get-Y rewards; coupon generation with validity windows; stackable promotions
• Commission Plans — multi-tier commission structures (flat, tiered, quota-based); configurable calculation base (revenue, margin, quantity); period-based resets; sales person assignment
• Sales Types — configurable transaction categories with price and tax factors

Credit Control

• Credit Control Dashboard — at-risk customer identification; manual/automatic credit holds with configurable scope (orders, deliveries, invoices); hold release with audit trail
• Credit Reviews — record credit limit changes and risk score adjustments; batch risk evaluation
• Credit Status Setup — define credit status levels with reason codes

Inquiries & Reports

• Sales Dashboard — KPI overview: revenue, orders, conversion rate, receivables, pipeline; period comparison with trend indicators; date-range filtering
• Transaction Inquiries — quotation, order, agreement, RMA, and customer transaction histories; outstanding order/delivery views for dispatch planning
• Analytics — Sales Performance, Margin Analysis, Discount Effectiveness reports
• Commission Inquiry — track earned commissions and payouts per sales person

Maintenance

• Customers & Branches | Sales Groups | Sales People | Sales Areas
• Quotation Templates | Sales Pricelists | Sales Types
• Commission Plans | Discount Programs | Credit Status | Credit Control

Purchases (Suppliers)

Complete purchase-to-pay cycle with sourcing workflow, vendor management, matching controls, and procurement planning:

Transactions

• Purchase Requisitions — formalize internal demand with requester, department, required-by dates, and estimated pricing; inline line-item editor
• Request for Quotation (RFQ) — issue competitive RFQs to suppliers with deadline/validity date controls; RFQ comparison matrix for side-by-side vendor response evaluation
• Purchase Agreements — blanket agreements and framework contracts with configurable buyer, delivery location, and payment terms; Draft → Confirmed → Active lifecycle
• Purchase Orders — full PO entry; outstanding PO maintenance with search; direct GRN/Invoice shortcuts
• Goods Received Notes (GRN) — receive items against POs or standalone; PO receive items workflow
• Supplier Invoices & Credit Notes — direct entry or PO-linked; fixed asset purchase support
• Supplier Payments & Allocation — multi-currency payments; allocation of payments and credit notes

Sourcing & Vendor Management

• Vendor Evaluation — configurable evaluation criteria with scoring methods (manual, calculated, formula); weighted scorecards with 0–100 scoring; evaluator assignment; period-based assessments
• Vendor Scorecard — aggregate performance view per vendor across evaluation periods
• Vendor Pricelists — maintain and compare supplier pricing across items and dates
• Purchase Order Templates — pre-define PO lines for frequently ordered items with default quantities and preferred suppliers

Matching & Bill Control

• 3-Way / 2-Way Matching — PO → GRN → Invoice matching with configurable tolerances (percentage or fixed amount) per matching type (price, quantity, total variance)
• Matching Actions — warn, block, or require approval when tolerances are exceeded
• Matching Exceptions — central exception dashboard to review, approve, reject, or resolve matching variances with core approval workflow integration

Procurement Planning

• Procurement Plan — auto-generate replenishment suggestions (auto-reorder, demand-based, or manual); approve line-by-line; batch create POs from approved plan
• Reorder Rules — per-item replenishment rules with min/max levels, reorder quantities, preferred suppliers, lead times, and auto-create RFQ/PO flags

Inquiries & Reports

• Purchase Dashboard — spend overview, vendor performance, price variance analysis
• Transaction Inquiries — requisition, RFQ, agreement, PO, and supplier transaction histories
• Analytics — Purchase Spend Analysis, Vendor Performance, Purchase Price Variance reports

Maintenance

• Suppliers | Vendor Evaluations | Vendor Evaluation Criteria | Vendor Pricelists
• Purchase Order Templates | Purchase Matching Configuration | Reorder Rules

Inventory

Comprehensive inventory management with full warehouse management system (WMS), advanced item tracking, and pricing/costing engines:

Transactions

• Inventory Location Transfers — move stock between locations with full audit trail
• Inventory Adjustments — quantity and value adjustments with reason codes

Warehouse Management (WMS)

• Warehouse Dashboard — real-time visibility of stock levels, movements, and warehouse KPIs
• Warehouse Locations — hierarchical location structure with zones, aisles, racks, and bins
• Storage Categories — capacity-aware storage classification with attribute-based bin assignment rules
• Putaway Rules Engine — configurable putaway strategies by item, category, or storage type with sequence ordering; "Test Putaway" preview tool for bin assignment validation
• Removal Strategies — FEFO, FIFO, LIFO, and custom removal rule configuration per storage category
• Receipt Operations — guided receiving workflows with quality check gates
• Dispatch Operations — outbound processing with shipment consolidation
• Transfer Orders — warehouse-to-warehouse transfer planning and execution
• Routes & Rules — configurable walking paths and routing logic for optimized pick paths
• Wave/Batch Picking — create, release, start, complete, and cancel picking waves; pick lists sorted by walking path; per-line confirmation with short-pick handling and alternate bin suggestions — 30%+ productivity improvement
• Packing Stations — structured pack operations with container tracking and shipment verification
• Shipping — carrier integration, label generation, and shipment tracking
• Cycle Counting — rolling count plans (ABC-class based, by location, or blind); count sessions with variance review; replace annual physical counts with continuous verification
• Replenishment Engine — demand-driven bin replenishment with min/max triggers
• Material Requests — formalize internal demand for non-sales stock consumption
• Scrap Entry — record and track scrap/waste with reason codes
• Return Orders — structured return processing with condition assessment and disposition routing
• Cross-Dock / Drop-Ship — monitor cross-dock candidates from pending SO lines; create drop-ship POs linked to sales orders; item eligibility and location configuration
• Consignment & VMI — receive, consume, and return vendor-owned stock; VMI min/max level configuration with alerts and stock level export
• ABC Classification — item ranking by value, velocity, or quantity with dynamic class thresholds
• Mobile Scanner — web-based barcode scanning for receive, putaway, pick, count, transfer, and ship operations; serial number lookup

Advanced Item Management

• Serial Number Tracking — full lifecycle tracking with serial inquiry and lifecycle audit; customer equipment register for installed-base management
• Batch/Lot Management — batch number assignment, inquiry, and lifecycle traceability
• Expiry Date Tracking — expiry dashboard with FEFO picking support and shelf-life monitoring
• Quality Inspection — configurable quality parameters per item; inspection entry with pass/fail disposition; link to batches and serials
• Warranty Management — warranty claim entry, tracking, and resolution; warranty provision settings and financial provisioning inquiry
• Recall Campaigns — manage product recalls with batch/serial targeting and status tracking
• Full Lifecycle Traceability — serial and batch lifecycle views with forward/backward trace
• Regulatory Compliance — compliance rule configuration for pharma, food, and regulated industries (e.g. GS1, FDA 21 CFR Part 11 readiness)
• Barcode/QR/RFID Labels — label generation and printing with configurable formats

Pricing and Costs

• Sales Pricing — manage selling prices by item, customer group, or currency
• Purchasing Pricing — manage purchase costs by item and supplier
• Standard Costs — update and maintain standard costing with variance tracking

Inquiries & Reports

• Stock Movements & Status — real-time quantity-on-hand, available-to-promise, and movement history
• Serial & Batch Inquiries — search by serial/batch number with full chain of custody
• Expiry Dashboard — visual expiry status with date-range filtering
• Warranty Provision Inquiry — track warranty exposure and provision balances
• Inventory Reports — valuation, stock status, and analytical reports

Maintenance

• Items | Foreign Item Codes | Sales Kits | Item Categories
• Inventory Locations | Units of Measure | Reorder Levels
• Serial Numbers | Batch/Lot Numbers | Quality Parameters
• Tracking Settings | Barcode Labels | Provision Settings | Regulatory Compliance

General Ledger

Complete double-entry accounting with multi-currency support, budgeting, accruals, and full financial reporting:

Transactions

• Payments — record outgoing payments with multi-account allocation
• Deposits — record incoming deposits linked to bank accounts
• Bank Account Transfers — transfer funds between bank accounts with currency handling
• Journal Entry — general purpose journal vouchers with multi-line debit/credit entries; quick entry templates for recurring journal patterns
• Budget Entry — define fiscal year budgets per GL account with period-level detail
• Revenue / Cost Accruals — schedule and post accrual entries for revenue and expense recognition across periods
• Bank Account Reconciliation — reconcile bank statements against GL transactions with starting/ending balance verification

Currency Management

• Currencies & Exchange Rates — define currencies with ISO codes, symbols, and decimal places; maintain exchange rate history
• Revaluation of Currency Accounts — process currency revaluation for bank and GL accounts, generating automatic journal entries for unrealized gains/losses

Inquiries & Reports

• Journal Inquiry — search and review all journal entries with drill-down to source transactions
• GL Account Inquiry — view transaction history for any GL account with running balance
• Bank Account Inquiry — view all transactions affecting a bank account with current balance
• Tax Inquiry — review tax collected/paid with transaction-level detail
• Trial Balance — period-end trial balance with drill-down to account transactions
• Balance Sheet Drilldown — interactive balance sheet with account-level drill-down
• Profit and Loss Drilldown — interactive P&L with period comparison and drill-down
• Banking Reports — bank statement, reconciliation, and transaction reports
• General Ledger Reports — chart of accounts, journal reports, and GL analytics

Maintenance

• GL Accounts | GL Account Groups | GL Account Classes
• Bank Accounts | Quick Entries | Account Tags
• Currencies | Exchange Rates | Close Period | Revaluation

Manufacturing

Complete production management from BOM definition through work order lifecycle:

Transactions

• Work Order Entry — create production orders with configurable types (standard, advanced); specify required quantity, start date, and delivery location
• Outstanding Work Orders — search and manage open work orders with status filtering
• Work Order Release — release approved work orders to the production floor; validates BOM components and work centre availability
• Issue Items to Work Order — record material issues against work orders with serial/batch tracking support for component traceability
• Add Finished Products — receive completed goods into inventory with optional QC acceptance
• Work Order Costs — review actual vs. standard costs per work order with material, labour, and overhead breakdowns

Inquiries & Reports

• Costed Bill of Materials Inquiry — view BOM structure with rolled-up material, labour, and overhead costs
• Where-Used Inquiry — trace where a component item is used across all BOMs and work orders
• Work Order Inquiry — search and view work orders by status, date range, item, or location
• Manufacturing Reports — work order status, production variance, and BOM reports

Maintenance

• Bills of Material — define multi-level BOMs with component quantities, work centres, and locations; supports manufactured items and sales kits
• Work Centres — define production centres with capacity and cost rate configuration

Fixed Assets

Complete asset lifecycle management from acquisition through disposal with depreciation processing:

Transactions

• Fixed Assets Purchase — acquire assets via supplier invoice with automatic asset register creation
• Fixed Assets Location Transfers — move assets between locations while maintaining cost centre history
• Fixed Assets Disposal — write off or dispose of assets with gain/loss calculation
• Fixed Assets Sale — sell assets via sales invoice with automatic disposal and gain/loss posting
• Process Depreciation — run periodic depreciation (straight-line or diminishing balance) per asset class; generates GL journal entries automatically

Inquiries & Reports

• Fixed Assets Movements — view asset transaction history with acquisition, transfer, depreciation, and disposal events
• Fixed Assets Inquiry — detailed asset register view with current book value, accumulated depreciation, and net book value
• Fixed Assets Reports — depreciation schedule, asset register, and disposal reports

Maintenance

• Fixed Assets — manage asset master records (capitalization date, cost, salvage value, depreciation method, useful life)
• Fixed Assets Locations — define physical locations for asset tracking
• Fixed Assets Categories — classify assets by type for default depreciation settings
• Fixed Assets Classes — define depreciation parameters: method (straight-line / declining balance), rate, and GL accounts for cost, accumulated depreciation, and depreciation expense

Dimensions (optional)

Project and cost-centre tagging system for cross-module transaction analysis. Enabled via Company Setup → use_dimension.

Transactions

• Dimension Entry — create dimensions (projects, cost centres, departments, campaigns) with reference, name, dates, and tags
• Outstanding Dimensions — view and close active dimensions

Inquiries & Reports

• Dimension Inquiry — search dimensions by reference, name, date range, or tag; view all transactions linked to a dimension
• Dimension Reports — dimension-level profitability and cost analysis reports

Maintenance

• Dimension Tags — tag dimensions for categorization and filtering

Dimensions can be tagged on transactions across Sales, Purchasing, Inventory, GL, and Manufacturing modules for consolidated reporting.

Optional Modules

CRM — Customer Relationship Management

Enable via Company Setup → Optional Modules → CRM.

Area	Features
Transactions	New Lead, New Opportunity, Schedule Activity, Convert Lead, New Campaign, New Contract, New Appointment, Bulk Operations
Reports & Inquiry	Pipeline View, Lead Inquiry, Activity Inquiry, Campaign Inquiry, Pipeline Analysis, Win/Loss Report, Expected Revenue, Forecast Report, Lead Source Report, Team Performance
Maintenance	Manage Leads/Opportunities/Campaigns/Contracts/Appointments, Sales Teams, Lead Sources, Pipeline Stages, Lost Reasons, Activity Types, Activity Plans, Appointment Types

Highlights:

• Unified Lead + Opportunity model (single table, is_opportunity flag)
• Configurable Kanban-style pipeline stages with probability
• Activity chaining — suggest or auto-trigger a next activity on completion
• Activity plans (pre-configured multi-step sequences)
• Campaign management with email sequences; ROI tracking
• Contract management with renewal alerts
• Self-service appointment scheduling
• Rule-based lead auto-assignment to sales teams
• Communication log survives Lead → Customer conversion
• Predictive lead scoring configuration

HRM — Human Resources & Payroll

Enable via Company Setup → Optional Modules → HR.

Area	Features
Transactions	Attendance Entry, Attendance Sheet, Leave Request/Approval, Overtime Request/Approval, Salary Revision, Employee Transfer, Payslip Entry, Payroll Processing, Payroll Approval, Payment Advice, Payment Batch, Loan Request/Repayment, Employee Separation
Reports & Inquiry	Attendance Report, Leave Balance, Payslip History, Payroll Summary, Employee Directory, Employee History, Department Costs, Loan Outstanding, Employee Transactions
Maintenance	Employees, Departments, Job Classifications, Positions, Pay Grades, Overtime Types, Leave Types & Policies, Deduction Codes, Attendance Deduction Rules, Work Shifts, Working Days, Holiday Calendar, End-of-Service Tiers, Pay Elements, Salary Structure, Tax Brackets, Statutory Deductions, Loan Types, Import/Export Employees

Highlights:

• Complete attendance-to-payslip-to-GL payroll flow
• Configurable pay elements (fixed, percentage, formula)
• Country-agnostic salary structure with versioning
• Leave accrual, balance, and workflow
• Overtime request with approval chain
• Payroll batch processing and bank payment advice (WPS-compatible output)
• Employee loan management
• End-of-service (gratuity) calculation tiers
• Hook system for country-specific statutory deductions (e.g. GOSI, EPF)
• Translations extraction tool: php hrm/tools/extract_translations.php

Approval Workflow System

A universal, multi-level approval workflow available for any transaction type.

• User-defined multi-level approval chains with role-based routing
• Value-based automatic approval thresholds
• Complete audit trail of all approval actions, edits, and comments
• Transaction number reserved at draft creation (no separate draft numbering)
• Approval dashboard across all modules
• HRM approvals (leave, overtime, payroll) run through the unified engine

Debugging

Set these in config.php (or toggle via Company Setup → System Preferences):

$debug = 1; // Show SQL on DB errors
$show_sql = 1; // Dump all queries to page footer
$go_debug = 2; // Show backtrace on failure

Security

• Always delete the install/ folder after installation.
• Never commit config_db.php with real credentials — add it to .gitignore.
• Pages are protected by check_page_security() using numeric access-level constants.
• CSRF protection is applied centrally via includes/.
• To report a vulnerability, see SECURITY.md or email support@notrinos.com.

Contributing

1. Fork the repository and create a feature branch.
2. Follow existing code conventions (procedural style, full descriptive names, docblock comments on new functions).
3. Test against PHP 5.6 and PHP 8.x.
4. Submit a pull request with a clear description of the change.

Bug reports and feature requests: forums.notrinos.com/forums/bugs-problems