International ERP platform — IFRS & OHADA standards natively integrated
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The Vukacore getting-started guide

Module by module, step by step: learn to use the platform the way an accountant, a sales rep, or an HR manager would from the inside.

Quick Start

The recommended path from creating your workspace to a fully operational team.

1. Create your workspace

Head to the free trial, choose your country, your industry (NAEMA nomenclature), and the modules you want. Vukacore automatically creates your dedicated subdomain (your-company.vukacore.com) with your sector's modules pre-activated.

Working with a firm, an IT service company, or a Vukacore partner consultant? They can create this workspace for you: you'll receive your login credentials directly, without going through this form.

2. Log in

From any page on the site, click Log In, enter your company identifier to reach your-company.vukacore.com, then sign in with the administrator account created at sign-up.

3. Configure your company

In Settings, fill in the General & Industry tab (company name, NAEMA sector), activate your modules in Modules & Pricing, then register your branches/subsidiaries in Branches & Subsidiaries if you operate across multiple sites.

4. Hire your team and grant access

Add each team member in Recruitment & Staff, then activate their software access in My Profile > Software Access. An HR record can't log in until this access is explicitly granted.

5. Set up accounting

Check your Chart of Accounts in Accounting (IFRS & OHADA), then adjust your VAT rate if needed in Tax & Legal — this rate will be applied automatically to all your invoices.

6. Use your industry modules day to day

Continue below, module by module — each section explains the menu path, the available actions, and the business rules to know before you start.

Core Suite

Accounting (IFRS & OHADA)

Main menu > Accounting (IFRS & OHADA)

Vukacore's accounting core: journal entries, general trial balance, detailed financial statements, and chart of accounts, SYSCOHADA-compliant in the OHADA zone and IFRS internationally.

What you can do here
  1. Chart of Accounts tab: check or complete your list of accounts (Chart of Accounts button > account number and label).
  2. Journal & Entries tab: click Enter an Entry, choose the journal, the site concerned, the date and description, then add your debit/credit lines.
  3. Save first as a Draft to check your entry, then post it for good (Post button on the line, with confirmation).
  4. Check the Trial Balance tab for account balances, and Detailed Financial Statements for the balance sheet and income statement, calculated in real time.
Good to know: an entry only counts in the trial balance and financial statements once posted — and posting is irreversible (OHADA accounting immutability). The system blocks any entry where total debits don't match total credits.

SYSCOHADA Closing

Main menu > SYSCOHADA Closing

Annual financial analysis and fiscal year-end closing: balance sheet, income statement (SIG), cash flow statement, and tax return (DSF).

What you can do here
  1. Dashboard & Audit tab: review the compliance checklist (entry balance, balance sheet balance, immutability status) before any closing.
  2. Browse the Balance Sheet, Income Statement (SIG), and Cash Flow (TFT) tabs to analyze your fiscal year, filtered by site or in consolidated view.
  3. When everything is ready and no entries remain in draft, switch to Consolidated view then click Close the Company (Generate Opening Balances), check the certification box, and confirm.
Good to know: closing is only possible in consolidated view (not branch by branch) and is blocked while draft entries remain — post them in Accounting first. Once closed, the fiscal year becomes permanently read-only and opening balances are generated automatically for each site.

Sales & Invoicing

Main menu > Sales & Invoicing

Issue customer invoices, track their status, and let accounting update automatically.

What you can do here
  1. Click New Invoice, choose the customer (from the CRM Directory) and the issue date — the invoice is created as a draft and automatically numbered.
  2. Open the invoice and use Bill a product / service to add lines from your item catalog (quantity, price pulled in automatically).
  3. Once complete, click Post the invoice (confirmation required) — this action is final.
  4. Generate the PDF of the posted invoice to send to your customer.
Good to know: posting an invoice automatically triggers an accounting entry (Sales journal) and, for physical item lines, a stock outflow. Service lines with no catalog item (e.g. tuition fees) never touch inventory.

Purchases & Expenses

Main menu > Purchases & Expenses

Record supplier purchase orders and receive your stock inflows.

What you can do here
  1. Click New Purchase Order, select the supplier and the purchase/order date.
  2. On the draft order, use Stock Receipt to add items received (incoming quantity, unit purchase price, pre-filled from the catalog and editable).
  3. Click Post the Purchase (confirmation required) once the order is complete.
Good to know: posting a purchase automatically increases stock, updates the item's purchase cost, and posts the corresponding accounting entry (Purchases journal). As with sales, this posting is final.

Catalog & Inventory

Main menu > Catalog & Inventory

Your catalog of items and services, with real-time stock quantity tracking.

What you can do here
  1. Click New Item and choose the type: Physical Good (with stock) or Service (no stock), then enter the description, purchase cost, and selling price.
  2. If a discrepancy is found during a physical count, use the Inventory button on the item: compare the theoretical stock to the counted physical stock and provide a reason for the adjustment.
Good to know: an item's stock updates automatically through the Sales and Purchases modules — you only need to step in manually here in case of an inventory discrepancy. An inventory adjustment also posts an accounting entry.

Payroll & HR

Main menu > Payroll & Payslips

The staff register and payslip generation, restricted to Admin/HR roles.

What you can do here
  1. On each employee, click Contract to enter the contract type, hire date, position, gross base salary, and social security number.
  2. Once the contract is set, open Payslip to view and print/export the month's payslip.
  3. Click Accounting to post the month's payroll to accounting (button visible only if the salary is set and not already posted this month).
Good to know: a contract with a base salary is required before generating a payslip. Posting payroll can only happen once per employee per month, and automatically applies the rates set in Social Rate Scales.

CRM Directory

Main menu > CRM Directory

The central directory of your customers and suppliers, used by the Sales and Purchases modules.

What you can do here
  1. Click New Contact, choose the type (Customer, Supplier, or Both), and enter name, email, phone, tax ID (NIU), and RCCM number.
  2. Check the All Contacts, Customers, and Suppliers tabs to see, for each contact, the revenue generated or purchase volume made.
Good to know: always create your customers and suppliers here before invoicing or purchasing — Sales and Purchases pull directly from this directory. The displayed revenue and purchase volume are recalculated automatically from posted invoices and purchase orders.

Free Modules

Recruitment & Staff

Main menu > Recruitment & Staff

A new team member's official entry into Vukacore, even before they have software access.

What you can do here
  1. Click New Hire and enter full name, work email, role/function, and, if you're a headquarters admin, their assigned branch.
  2. If the record is created by an admin, it's automatically approved; otherwise, an admin must validate it via the approval button.
Good to know: hiring someone here does not automatically grant them software access. System access is activated separately in My Profile > Software Access.

Social Rate Scales

Main menu > Social Rate Scales

The social rates (minimum wage, social security contributions) used automatically by payroll calculations.

What you can do here
  1. Click Adjust Rate Scales to set the legal minimum wage, the contribution cap, and social security rates (employee and employer share).
  2. Archive your reference texts (law/decree) via Archive a Source to keep a record of your legal sources.
Good to know: these rates apply only to future payroll calculations — payslips already generated are not recalculated retroactively.

Tax & Legal

Main menu > Tax & Legal

The VAT and corporate tax rates applied automatically throughout Vukacore.

What you can do here
  1. Tax Rates & Sources tab: click Adjust Tax Rates to set your VAT rate and corporate tax rate.
  2. VAT Liability button: if your company doesn't collect VAT (small-business exemption, revenue threshold depending on your country...), switch to non-liable — no VAT will be applied anywhere anymore.
  3. Industry Regulations (NAEMA) tab: archive the sector-specific obligations for your industry.
Good to know: the VAT rate set here is the one used automatically to calculate all your Sales and Purchase invoices, POS receipts, and E-commerce orders — unless you're declared non-liable, in which case no VAT is ever applied, whatever rate is entered. Check your status as a priority right after creating your workspace.

Primary Sector

Plots & Geolocation

Main menu > Plots & Geoloc.

Tracking your farming operations: a digital land registry of your plots and a harvest log.

What you can do here
  1. Click Plot to record a new plot: name, area (ha), zone, and main crop (corn, soybean, cocoa, oil palm...).
  2. Click Revenue to log a harvest: choose the plot, the date, the tonnage, and the amount received in FCFA.
  3. Track Total Area farmed and Revenue by Crop (grouped by crop type) at the top of the page.
Good to know: this module is a field tracking log — harvest revenue recorded here does not automatically create an invoice. To bill a customer for a harvest sale, go through the Sales & Invoicing module.

Secondary Sector

Construction & Sites

Main menu > Construction & Sites

Budget management for your job sites: allocated budget, actual costs charged, and progress.

What you can do here
  1. Click Initialize to create a site: reference, name, location, allocated budget, and starting status.
  2. As work progresses, click Log Cost: choose the site, update the progress percentage, then describe the expense and its amount.
  3. Track at a glance the Allocated Budget, Actual Costs, and Gross Margin of all your active sites.
Good to know: the "Log Cost" form updates both the site's progress and the amount spent. If you leave the amount at 0, only the progress is updated — no expense line is recorded.

Tertiary Sector

Cash Register (POS)

Main menu > Cash Register (POS)

The quick checkout screen for counter sales: catalog on the left, current ticket on the right.

What you can do here
  1. Search for and click a catalog item to add it to the ticket; adjust quantities with the +/− buttons.
  2. Optional: link the sale to a customer from the CRM Directory (by default, the sale is attributed to an anonymous "Counter Customer").
  3. Check the subtotal (excl. tax), VAT, and total (incl. tax) shown live, then click CHECKOUT.
Good to know: checkout automatically generates an invoice, deducts stock, and posts the accounting entry (cash) — with no accounting knowledge required from the cashier.

E-commerce Store

Main menu > E-commerce

Your online storefront dashboard: web orders and catalog visibility.

What you can do here
  1. Digital Catalog tab: switch each item to Published so it appears on your storefront, or Offline to remove it.
  2. Click Open my Web Storefront to see your public store the way your customers see it.
  3. Web Performance tab: track orders received and your web revenue, with PDF export per order.
Good to know: only items of type Goods/Product, published and in stock, appear on the public storefront. Every web order automatically generates an invoice, deducts stock, and posts the corresponding accounting entry.

Training Center & Enrollment

Main menu > Training Center

For short-course and long-program training providers: course catalog, scheduled sessions, and learner tracking.

What you can do here
  1. Catalog tab: create your courses (title, type — short course/long program, duration, price, prerequisites, learning objectives).
  2. Sessions tab: schedule a session for a course (dates, room, instructor, capacity).
  3. Learners tab: register your learners (auto-generated ID, contact details, guardian if a minor).
  4. Open a session to: enroll learners and collect their fees, log attendance per session, enter evaluations, and generate completion certificates.
Good to know: training fees are VAT-exempt. Billing a session generates a draft invoice which must then be posted in Sales & Invoicing to become final.

School / Educational Institution

Main menu > School / Institution

For primary and general secondary schools: classes, grades and term report cards, school life, and installment-based tuition fees.

What you can do here
  1. Classes tab: create your classes (name, level, school year, homeroom teacher, seats), then open a class to configure it.
  2. Within a class: Subjects tab to define subjects and their coefficients; Grades & Report Cards tab to enter term evaluations and print report cards; Attendance tab for daily roll call.
  3. Student Register tab: enroll your students and filter the register by class, gender, age group, or status.
  4. Financial Statements tab: track tuition fees billed, collected, and overdue, both overall and per student.
  5. Settings tab: set the grace period before a late-payment alert and your reusable installment-schedule templates from year to year.
Good to know: the school year is structured into 3 fixed terms. A fee installment is flagged "overdue" only past the grace period set in Settings — configure it before relying on the alerts.

Technical and Vocational Education

Main menu > Technical & Vocational Ed.

For technical and vocational high schools: tracks, competency framework, and internships, in addition to classes/grades/fees.

What you can do here
  1. Tracks tab: create your technical tracks (name, target diploma, duration), then open one to create its classes and its Competency Framework.
  2. Within a class: the Subjects/Grades/Attendance tabs work as in School/Educational Institution; the Competencies tab lets you assess each student (Not acquired / In progress / Acquired) against the competencies in their track's framework.
  3. Internships tab: record work-placement internships (company, supervisor, dates), then track their status and grade the submitted internship report (out of 20).
  4. Student Register, Financial Statements, and Settings tabs: same usage as School/Educational Institution (with an added filter by track).
Good to know: define the competency framework at the track level first before you can assess students — a class's Competencies tab stays empty until a framework exists for its track.

Higher Education

Main menu > Higher Education

For institutes and universities: programs, credit-based courses (ECTS), transcripts, and end-of-study theses/internships.

What you can do here
  1. Programs tab: create your programs (name, target diploma — Bachelor's/Associate's/Master's, duration), then open one to create its cohorts (classes).
  2. Within a cohort: Courses tab to define course units and their ECTS credits; Grades & Transcript tab to enter grades per semester — the transcript automatically calculates the weighted average and credits earned (a course counts as passed if the average is ≥ 10/20).
  3. Theses & Internships tab: track final-year theses (supervisor, committee, defense, grade) and end-of-study internships (company, supervisor, report).
  4. Student Register, Financial Statements, and Settings tabs: same usage as School/Educational Institution (with an added filter by program).
Good to know: the year is structured into 2 semesters (not 3 terms). A course only counts toward a student's earned credits if their average in that course reaches 10/20.

Oversight & Administration

Dashboard

Main menu > Dashboard

Your ERP home page: company identity, headcount by department, and quick access to all your modules.

What you can do here
  1. Check your company profile and headcount breakdown (Management, Finance, Sales, Operations).
  2. Click any module card to go there directly — this is the main entry point for the whole platform.
Good to know: if you're a headquarters administrator, a summary of your subscription/billing also appears here, with shortcuts to Settings and Subscription.

360° Overview

Main menu > 360° Overview

The consolidated view of all your sites (headquarters + branches/subsidiaries), restricted to global administrators.

What you can do here
  1. Check the 4 global indicators: Total Revenue, Total Purchase Volume, Inventory Value, and Total Headcount.
  2. Browse each site's card to see its headcount, revenue, and own expenses.
  3. Click Open the Report (A4) for a site to get a printable report with headcount and financial indicators.
Good to know: this module is read-only — it's your multi-branch oversight tool, meant for regular review rather than day-to-day action.

Subscription & Invoices

Main menu > Subscription & Invoices

The detail of your Vukacore billing: the makeup of your monthly subscription and your SaaS invoice history.

What you can do here
  1. Review your invoice breakdown (core platform, users, subscribed modules) with the excl./VAT/incl. tax detail.
  2. Check your invoice history (period, due date, Due/Paid status) and download them as PDF.
Good to know: this module is restricted to the Admin role and does not include online payment — refer to the listed payment methods (Mobile Money, bank transfer, card) to pay your invoices.

Account Settings

Main menu > Settings

Your tenant's configuration center: company identity, subscribed modules, and multi-branch structure.

What you can do here
  1. General & Industry (NAEMA) tab: enter the company name, headquarters country, and your NAEMA industry sector(s).
  2. Modules & Pricing tab (global admin only): activate or deactivate your Core Suite modules and your à la carte Industry Modules, with a live monthly cost estimate.
  3. Branches & Subsidiaries tab: click Register a Site to add a new branch (same country) or subsidiary (abroad).
Good to know: changing your NAEMA sector automatically reactivates the modules tied to your new sector, without ever deactivating a module already subscribed. Managing paid modules is restricted to the headquarters administrator, not branch admins.

My Profile & Access

Main menu > My Profile

Your personal information, and — if you're an administrator — managing your team's software access.

What you can do here
  1. My Profile tab: change your name, login email, or password.
  2. Software Access tab (admin only): click Create Access, choose an approved HR record awaiting access, and set their first-login password.
  3. From the same list, revoke a team member's access if needed (their HR record is kept, only software access is cut).
Good to know: this is where — and only where — a team member hired in "Recruitment & Staff" actually gets login access to the ERP. An administrator can never revoke their own access.

Other Modules

These modules are available on the platform; their detailed getting-started guide is in preparation.

Courrier & Correspondance

Édition du courrier officiel avec circuit de validation hiérarchique tracable et documents sécurisés.

Messagerie

Messagerie instantanée entre collègues (Siège, agences, succursales) et contact direct avec l'Assistance Vukacore.

Webmail

Consultez et envoyez vos emails depuis une vraie boîte de réception, si une adresse professionnelle vous a été configurée.

Rapports Ventes & Stocks

Chiffre d'affaires global et détaillé, bilan journalier, états par caissier et par client, mouvements de stock.

Gestion de Projets

Pilotage transversal de projets : phases, tâches, équipe, budget et rentabilité — commercial ou associatif/ONG.

Logistique & Tournées

Planification des tournées de livraison et suivi des expéditions.

GPAO (Production)

Ordres de fabrication, gammes de production et suivi de rendement industriel.

Maintenance (GMAO)

Planification des interventions et suivi de l'état des équipements.

Récoltes & Campagnes

Suivi des campagnes agricoles, rendements et récoltes par parcelle.

Équipements & Engins

Gestion du parc d'engins et matériels : disponibilité et affectation.

PMS Hôtellerie

Gestion des réservations, chambres et facturation hôtelière.

Core Banking (EMF)

Comptes membres, dépôts et crédits pour établissements de microfinance.

Facturation Récurrente

Abonnements clients et facturation automatique périodique.

A question about a specific module?

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