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Documentation Index

Fetch the complete documentation index at: https://ombamanual.ombaerp.com/llms.txt

Use this file to discover all available pages before exploring further.

Before your team starts processing transactions, you need to configure OMBA to reflect your business. This page walks through every major setup area under the Administration menu. The settings you enter here appear across the entire system — on receipts, financial reports, purchase orders, payroll calculations, and more. It is worth taking the time to complete them accurately before going live rather than correcting them after transactions have been posted.
Work through the setup areas roughly in the order they appear below. Some later items depend on earlier ones — for example, you cannot add products until you have created at least one category and one item type, and pricing requires both locations and currencies to exist first.
Administration → Global Parameters SetupGlobal Parameters is the first page you should complete. It holds your company identity and controls key system-wide behaviours.
FieldWhat it does
Company NameAppears on receipts, reports, and document headers.
AddressPrinted on receipts and invoices.
Tel / Email / WebsiteContact details for customer-facing documents.
VAT NoYour registered VAT number, printed on tax invoices.
LogoUpload a PNG image. It appears on receipts and reports.
POS Receipt Header / FooterCustom text printed at the top and bottom of every POS receipt.
Enforce txn PostingWhen enabled, transactions must be explicitly posted before they update the general ledger. Recommended for businesses with an approval workflow.
Allow DeleteControls whether posted transactions can be deleted. Disable this in production to protect audit trails.
Post Station JournalsAutomatically posts journals from POS stations to the GL.
Use order monitorEnables the restaurant order monitoring screen.
Sell To NegativeAllows sales when stock falls below zero. Useful during initial data migration; disable for normal operations.
Start Time / End Time / PercentageDefines the service charge window and rate for hospitality businesses.
Standard Monthly HoursThe contracted monthly hours used by payroll calculations.
Overtime LimitHours threshold beyond which the overtime rate applies.
Night / Weekend / Holiday Shift MultipliersPay rate multipliers for non-standard shifts (e.g. 1.5 for night shift).
Click Save to apply changes. Most settings take effect immediately — no restart is needed.
Administration → Fiscal Year SetupOMBA requires at least one open fiscal year before you can post any financial transactions. Each fiscal year defines an accounting period that the Finance, Payroll, and Reporting modules use to date and categorise transactions.To create a fiscal year:
  1. Click Add New.
  2. Set the Start Date — the first day of your financial year (e.g. 01 January or 01 April, depending on your jurisdiction).
  3. Select the number of Periods: 1 (annual), 4 (quarterly), 6 (bi-monthly), or 12 (monthly). Most businesses use 12 monthly periods.
  4. Click Save.
OMBA automatically calculates the end date and generates the individual period records.The existing fiscal years list shows each year’s code, start date, end date, and status. From this list you can:
  • Open a year to make it the active posting period.
  • Close a year when it is complete. Closing asks for confirmation and prevents further posting into that period.
Closing a fiscal year is irreversible. Confirm that all transactions for the period have been posted and reconciled before closing. If you close a year in error, contact Remodel IT Consult support.
Administration → Location Setup and Administration → Depot SetupLocations represent the physical places in your business where stock is held or sales occur. Depots are storage units that sit within a location. Together they control how OMBA routes stock movements, sales, and purchases.Location types:
TypeUse for
STORAGEWarehouses and back-of-house storage areas.
RETAILShops and showrooms where sales occur.
EATRYRestaurant floors and dining areas.
KITCHENFood preparation areas in hospitality businesses.
FUEL OUTLETForecourt or fuel dispensing outlets.
Each location requires a Name and a Prefix (up to two characters). The prefix is appended to transaction reference numbers generated at that location, which makes it easy to identify where a transaction originated.To add a depot, select Depot Setup, click Add New, enter the depot name, and select the parent location from the dropdown. A single location can have multiple depots — for example, a STORAGE location might have a “Dry Goods Depot” and a “Cold Store Depot”.
Administration → Category Setup, Administration → Products Setup, and Administration → Barcodes

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Categories

Categories group your products for reporting and filtering purposes. Go to Category Setup and add a category name for each product group you need (for example, “Beverages”, “Electronics”, “Raw Materials”).

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Item types

Item types control how a product behaves in the system. They are pre-configured by Remodel IT Consult for your industry. You assign an item type to each product when you create it.

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Products

Each product record contains:
  • Code — a short reference code for the item.
  • Name and Description — appear on receipts, purchase orders, and reports.
  • G.L Account — the general ledger inventory account this product posts to.
  • Item Type and Category — classification fields.
  • UoM — unit of measure (up to three characters, e.g. “KG”, “PCS”, “LTR”).
  • Stock Item — tick this for products that are physically tracked in inventory. Untick for services and non-stock items.
  • VATable — tick if the product attracts VAT at the point of sale.
  • Service Point — for hospitality, the location (kitchen, bar, etc.) where orders for this product are sent.
From the product list you can also access:
  • Price tag icon — set the selling price for this product.
  • Components buildup icon — define the sub-components that make up a composite or prepared product.
  • Barcode icon — link one or more barcodes to the product for scanner-based sales.
  • Reorder Levels — set the minimum stock quantity per location that triggers a reorder alert.
  • Accompaniments — for restaurant products, define the categories of sides or add-ons available and the minimum/maximum number the customer must select.
You can import products in bulk using the Import button, which accepts a formatted Excel (.xlsx) file.

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Barcodes

Go to Administration → Barcodes to manage barcode codes independently of the product setup. Each barcode record stores the raw barcode string. You can also assign barcodes directly from the product list using the barcode icon.
Administration → Client Setup and Administration → Suppliers Setup

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Clients

Client records represent your customers — businesses or individuals you invoice for goods and services. Each client record holds:
  • Code (up to 3 characters), Name, and Address.
  • G.L Account — the receivables account this client posts to.
  • Destination — the delivery area or region associated with this client.
  • Contact Person, Tel 1, Tel 2, and Email.
  • Credit settings — Credit Days (the payment term), Credit Limit (maximum outstanding balance), and Interest Rate (charged on overdue balances).
  • Dealer Configuration — for distributor and dealer relationships, set the margin type (NONE, FIXED, or PROFIT SPLIT), dealer margin percentage, dealer loan account, and loan repayment rate.

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Suppliers

Supplier records represent the vendors you purchase from. Each supplier record holds:
  • Name, G.L Account, and Address.
  • Contact Person, Tel 1, Tel 2, and Email.
  • TIN — the supplier’s tax identification number, used on purchase documentation.
  • VAT — the supplier’s VAT registration number.
Administration → Payment Type SetupPayment types define the methods your business accepts when customers pay. Common examples include “Cash”, “Mobile Money”, “Card”, “Cheque”, and “Credit”. You can create as many as your business needs.Each payment type only requires a name. The name you enter here appears in the payment selection screen during POS sales and on receipts.
Payment types feed directly into the POS sales screen and financial reconciliation reports. Create a separate payment type for each distinct tender method you want to track independently — for example, separate types for “Visa Card” and “MasterCard” if you need card-type reporting.
Administration → Price Components Setup, Administration → Price Build Up, and Administration → PricingOMBA supports a layered pricing system that is particularly suited to fuel distribution and commodity-based businesses, but can also be used for any business with location-based or cost-component-based pricing.

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Price components

Price components are the named cost elements that make up a product’s price. Each component has a name, a G.L account to post to, an item type, and a collector (who receives that portion of the price — for example, Supplier, CEPS, NPA/BOST, OMC, or Dealer). Go to Price Components Setup to create your component definitions.

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Price build-up

Price build-up assembles a product’s cost from its components. To create a build:
  1. Click New Build.
  2. For each component, select the component name, the currency, and enter the amount per unit (e.g. per litre). Click Add To List.
  3. If applicable, enter the cell site amount (for telecom/energy billing scenarios).
  4. Set an Effective Date and click Save Pricing. The build becomes active from that date.
The previous builds list lets you load and review any historical pricing build.

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Pricing (location-based selling prices)

The Pricing page sets the actual selling price of a product per location and per currency. Select or create a pricing record, then add lines specifying the location(s), currency, and amount. Set an effective date and save.For client-specific pricing, use the Client Prices page to set custom prices per client.
Administration → Sales Taxes & Levies and Administration → Tax TablesOMBA maintains two separate tax configuration areas:

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Sales taxes and levies (VAT setup)

Go to Sales Taxes & Levies to configure the sales tax rates applied to VATable products at the point of sale. Each record stores:
  • VAT % — the primary value added tax rate.
  • NHIL — National Health Insurance Levy.
  • GETFUND — Ghana Education Trust Fund levy.
  • COVID LEVY — COVID-19 health recovery levy.
  • Tourism Levy — for hospitality businesses.
  • Effective Date — the date from which this rate set applies. OMBA uses the most recent effective record for each transaction date, which means you can schedule future rate changes in advance.
  • Tax Inclusive Pricing — when ticked, prices entered in the system are treated as already including all taxes (tax-inclusive). When unticked, taxes are calculated and added on top of the base price.

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Tax tables (payroll income tax)

Go to Tax Tables to configure the progressive tax bands used by the payroll module to calculate income tax deductions. Each tax table has a name, a tax type (YEARLY or MONTHLY), and three sub-tables:
  • Income Tax Table — tax bands by income level, with the applicable rate and fixed amount per band.
  • Over Time Tax Table — tax rates applied to overtime earnings, defined as a rate and a percentage of basic pay.
  • Bonus Tax Table — tax rates applied to bonus payments, defined as a rate and a percentage of annual earnings.
You can maintain multiple tax tables (for example, if different employee grades or employment types are taxed under different rules) and navigate between saved versions using the first/previous/next/last controls.
Administration → Currency SetupIf your business transacts in more than one currency, add each currency here. Each currency record requires:
  • Name — the full currency name (e.g. “US Dollar”).
  • Symbol — the currency code or symbol (e.g. “USD” or ”$”).
  • Exchange Rate — the rate relative to your base currency. Update this whenever exchange rates change.
Currencies appear in the pricing and price build-up screens, allowing you to record component costs and selling prices in multiple currencies with automatic conversion to the base currency for reporting.
If you operate solely in one currency, you still need to create that currency record and set its exchange rate to 1.
Administration → Department SetupDepartments represent the organisational units in your business (for example, “Finance”, “Operations”, “Sales”, “IT”). They are used primarily by the HR and Payroll modules to categorise employees and organise payroll runs and reports by business unit.To add a department, click Add New, enter the department name, and save. There is no hierarchy — departments are a flat list. You assign employees to departments from the HR employee records.

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Additional setup areas

The following setup pages are relevant for specific business types or modules. They follow the same add/search/save pattern as the areas above.

Dining tables

Administration → Tables — Create the dining table plan for restaurant operations. Each table has a name/number and is available in the POS waiter screen for table assignment.

Waiters

Administration → Waiters — Register the names of your service staff. Waiters are selected at the POS to track which staff member took each order.

Trucks and drivers

Administration → Trucks and Administration → Drivers — Register your delivery vehicles and drivers for the Fleet Management and distribution modules.

Promos

Administration → Promos — Configure promotional pricing rules and discount schemes that apply automatically at the point of sale.