Understanding the Reseller module before you begin
What is the Reseller Module?
The Datana ERP Reseller Module is a purpose-built operations platform for businesses
that act as agents or resellers for financial services — such as Mobile Money (MoMo),
electricity token (ECG prepaid) sales, airtime, and any other commission-based or
margin-based service.
It handles everything from recording individual transactions to managing cash float
across multiple branches, tracking account balances in real time, and generating
daily closing statements and scheduled email reports.
User Roles & Access Levels
Role
What They Can Do
What They Cannot Do
Admin
Everything — configure transaction types, rates, load float, transfer between branches, view all branches, delete records, access all reports
—
Branch Agent / Staff
Record transactions for their assigned branch, view their own branch balances and ledger, print daily closing statement
Cannot load float, transfer assets, change settings, or see other branches' data
ℹ How Branch Scoping Works
Each user is assigned to a branch via their profile (shop field).
The system automatically filters all data to show only that user's branch.
Admins see all data company-wide and can use the branch filter dropdown to drill in.
Key Concepts
Term
Meaning
Transaction Type
A configurable service category (e.g. MoMo Cash In, ECG Prepaid). Controls which fields appear in the form and how income is calculated.
Float
The cash or e-money held at a branch used to service customers. Must be loaded by admin before agents can operate.
Float Load
Admin action to top up a branch's float from the company pool — moves funds from one ledger account to another.
Branch Transfer
Admin action to move float or assets from one branch to another (e.g. redistribute excess cash).
Commission
Fee earned on MoMo-style transactions (percentage or flat rate on volume).
Margin
Profit earned on ECG-style transactions (selling price minus cost price).
Ledger Account
A company-wide chart-of-accounts entry (e.g. "Cash on Hand", "MoMo Float"). Balances are tracked company-wide but also sliced per branch.
Branch Balance
The sum of all debits minus credits for a specific account, filtered to a specific branch's ledger entries.
Chapter 2
Initial Setup
Admin-only — complete these steps once before agents begin operations
Step 1 — Configure Branches
Each physical location or agent outlet must be created as a Branch (Store) in the system.
Navigate to: Settings → Stores / Branches → Add Branch
1
In the top navigation, click Settings (gear icon).
2
Click Stores / Branches from the settings menu.
3
Click the + Add Branch button.
4
Fill in the Branch Name, Location, and Contact fields. Click Save.
5
Repeat for every branch. Each branch will have its own separate float balance tracked independently.
Step 2 — Set Up Ledger Accounts
Ledger accounts are used to track money flows. You need at minimum the accounts below. If they already exist in your chart of accounts, skip to Step 3.
Navigate to: Accounting → Chart of Accounts → Add Account
Account Name (suggested)
Account Type
Purpose
Cash on Hand
Asset
Physical cash held at branches
MoMo Float
Asset
Mobile money e-float available for transactions
ECG Float
Asset
ECG/prepaid credit purchased for resale
Company Pool / Bank
Asset
Company's main funds (source when loading float)
MoMo Commission Income
Revenue
Commissions earned from MoMo transactions
ECG Margin Income
Revenue
Margins earned from ECG sales
✓ Tip
Account names are suggestions — use whatever naming convention matches your business.
What matters is that you assign the right Account Type (Asset, Revenue, etc.)
so balances compute correctly.
Step 3 — Create Transaction Types Admin Only
Transaction Types define the services your business offers. Each type gets its own tab
in the transaction entry form. This is the most important setup step.
Navigate to: Other Transactions → Transaction Types button in the top bar
1
On the Transactions page, click Transaction Types in the top-right header.
2
Click + Add Transaction Type.
3
Fill in the form fields:
Field
What to Enter
Example
Name
The service name shown on the tab
MoMo Cash In
Icon
A Remix Icon class for the tab icon
ri-money-dollar-circle-line
Badge Colour
Colour theme for this service
green
Has Commission
Tick this for MoMo-style (fee on top of volume)
✓ for MoMo
Has Cost Price
Tick this for ECG-style (buy price + sell price = margin)
✓ for ECG
Default Debit Account
Account that increases when this transaction is recorded
Cash on Hand
Default Credit Account
Account that decreases (for MoMo: float out; for ECG: cost account)
MoMo Float
Default Commission Account
(MoMo only) Revenue account for commission earned
MoMo Commission Income
Default Margin Account
(ECG only) Revenue account for margin earned
ECG Margin Income
⚠ Important
Always set the Default Debit and Default Credit accounts.
These drive the live account balance cards on the main transactions page.
Without them, balances will not appear.
4
Click Save Type. The new tab will appear immediately in the transaction form.
5
Repeat for each service (e.g. MoMo Cash Out, ECG Prepaid, Airtime).
Step 4 — Configure Commission Rates Admin Only
Rate bands allow the system to auto-calculate MoMo commissions based on transaction amount.
If you skip this step, agents must enter commission manually.
Navigate to: Other Transactions → Rates button in the top bar
1
Click Rates in the header.
2
Select the Transaction Type (e.g. MoMo Cash In) from the dropdown.
3
Enter Min Amount and Max Amount for the band (leave Max blank for "and above").
4
Select Rate Type: Flat (fixed GH₵ amount) or Percent (% of transaction). Enter the Rate Value.
5
Click Add Band. Add as many bands as your fee schedule requires.
Each agent must have their user account linked to a branch. This controls what data they see and which branch their transactions are posted to.
Navigate to: Settings → Users → Edit User → Default Store / Branch
1
Go to Settings → Users.
2
Click the Edit (pencil) icon next to the agent's name.
3
In the Default Store / Branch dropdown, select the branch this agent operates from.
4
Click Save. The agent will now only see their own branch data.
⚠ Note
If a user has no branch assigned, their transactions will not be scoped to a branch and
admin may see them under "all branches" but the user won't be branch-filtered.
Always assign a branch before the agent begins transacting.
Setup Completion Check
Before going live, confirm all items below are done:
At least one Transaction Type created with default accounts assigned
Commission rate bands configured (or acknowledged as manual entry)
All agent user accounts linked to their respective branches
Initial float loaded to each branch (see Chapter 5)
✓ You're Ready
Once all items are checked, your agents can log in and start recording transactions immediately.
The system will automatically post double-entry ledger entries and track balances per branch.
Chapter 3
Recording Transactions
Daily operations — available to all users for their assigned branch
Navigating to Transactions All Users
Navigate to: Operations → Other Transactions or direct URL: /reseller/transactions
The Transactions page is the main daily workspace. It shows:
Left panel — the transaction entry form with tabs for each service type
Right panel — today's transaction history for your branch
Top summary cards — total volume and income per service type for the selected date
Account balance cards — live balances for all configured accounts (your branch)
Recording a Transaction All Users
1
Select the service tab — click the tab at the top of the form matching the transaction type (e.g. "MoMo Cash In"). The form fields will update automatically.
2
Enter the Amount — type the transaction amount in GH₵. If rate bands are configured, the commission will be auto-calculated and shown with a green auto badge.
3
Commission / Cost Price — for MoMo types, the commission field auto-fills (editable if needed). For ECG types, enter the cost price you paid; margin is calculated automatically.
4
Customer details — enter the customer name, contact number, and reference/transaction ID (all optional but recommended for audit trail).
5
Verify accounts — the debit and credit accounts pre-fill from your type configuration. You can change them per transaction if needed.
6
Review the ledger preview — a small preview below the form shows exactly which accounts will be debited and credited. Confirm these are correct.
7
Click Record Transaction. The transaction is posted, the ledger is updated, and the entry appears immediately in the history panel on the right.
ℹ Ledger Posting
Every transaction automatically creates double-entry ledger entries stamped with your branch ID.
Account balances update in real time — check the balance cards at the top of the page after each transaction.
Transaction Type Details
MoMo Cash In (Commission Type)
Customer deposits cash; you credit their mobile wallet. You earn a commission fee.
Field
What to Enter
Amount
The GH₵ amount the customer is depositing
Commission
Auto-calculated from rate band, or enter manually
Debit Account
Cash on Hand (cash received from customer)
Credit Account
MoMo Float (e-float sent to customer's wallet)
Commission Account
MoMo Commission Income (revenue earned)
MoMo Cash Out (Commission Type)
Customer withdraws cash from their wallet; you pay them physical cash.
Field
What to Enter
Amount
The GH₵ amount the customer is withdrawing
Commission
Fee charged to customer (auto or manual)
Debit Account
MoMo Float (e-float received into your wallet)
Credit Account
Cash on Hand (cash paid out to customer)
ECG Prepaid (Margin Type)
You purchase electricity units at cost and sell to customers at a higher price. Profit is the margin.
Field
What to Enter
Amount
Selling price charged to the customer
Cost Price
What you paid ECG for the units
Margin (auto)
Calculated as Amount − Cost Price
Units / Token
The token/PIN number given to the customer
Debit Account
Cash on Hand (cash received from customer)
Credit Account
ECG Float (prepaid credit used)
Deleting a Transaction Admin Only
Transactions can only be deleted by admins. This also removes the associated ledger entries.
1
In the transaction history table (right panel), locate the transaction.
2
Click the red trash icon at the right of the row.
3
Confirm the deletion prompt. The transaction and its ledger entries are permanently removed.
⚠ Warning
Deleting a transaction reverses its ledger impact. Account balances will update immediately.
This action cannot be undone — only delete transactions that were recorded in error.
Filtering by Date
The transaction page defaults to today's date. To view a previous day:
click the date picker in the top bar, select the date, and the page reloads
showing all transactions and summaries for that day.
Filtering by Branch (Admin)
Admins see all branches by default. To drill into a specific branch:
use the Filter Branch dropdown in the Account Balances section.
This reloads the page scoped to that branch's transactions and balances.
Chapter 4
Account Balances & Ledger
Monitoring live account positions at branch and company level
Reading Account Balances All Users
Below the daily summary cards on the Transactions page, a row of Account Balance cards
shows the current balance of every account linked to your reseller transaction types.
Non-admin users always see their branch's balance only. Admins see the company-wide total by default, with a branch dropdown to filter to any specific branch.
Account Ledger View All Users
The Account Ledger shows a full audit trail of every debit and credit posted to reseller accounts.
Navigate to: Other Transactions → Account Ledger button in the header
Features
Balance cards at the top — current closing balance for every reseller account
Filter by Account — select one specific account to see only its entries
Filter by Branch (admin only) — drill into a specific branch's activity
Filter by Date Range — set From and To dates to see a period's entries
500-entry limit — the most recent 500 entries are shown; use date filters to narrow down
Reading the Ledger Table
Column
Meaning
Date
When the entry was posted (UTC)
Account
Which ledger account was affected
Branch
Which branch generated this entry (purple pill)
Type
Transaction type that triggered this entry (e.g. "MoMo Cash In", "Float Load", "Branch Transfer")
Reference
Transaction reference number for cross-referencing
Debit (green)
Amount added to the account
Credit (red)
Amount removed from the account
Running Balance
Company-wide cumulative balance after this entry
✓ Tip — Reconciling a Branch
To reconcile a specific branch: go to Account Ledger, set the Branch filter to that branch,
set the date range to the period, and filter by account (e.g. "Cash on Hand").
The entries show every transaction that touched that account at that branch.
Chapter 5
Float Management
Admin only — loading float to branches and transferring assets between branches
Loading Float to a Branch Admin Only
Before agents can operate, their branch must have adequate float (cash or e-float).
A Float Load records the movement of funds from the company pool to a specific branch.
Navigate to: Other Transactions → Float Loads button in the header
Page Layout
Branch Balances snapshot — top of the page shows current balances for every branch across all reseller accounts, so you know who needs loading before you act
Record Float Load form — left panel
Float Load History — right panel listing all loads with amounts and dates
How to Load Float
1
Review Branch Balances at the top of the page to identify which branches need topping up.
2
In the form, select the Branch (destination) — the branch that will receive the float.
3
Enter the Amount in GH₵ to load.
4
Select the Source Account — where the money comes from (e.g. "Company Bank Account" or "Head Office Cash"). This account's balance will decrease.
5
Select the Destination Account — the float account that will increase at the branch (e.g. "MoMo Float" or "Cash on Hand").
6
Optionally enter a Reference No. (e.g. bank transaction ID) and a Note describing the load.
7
Click Record Float Load. The system posts two ledger entries:
— Credit the Source Account (company pool decreases)
— Debit the Destination Account at the branch level (branch float increases)
ℹ What Happens in the Ledger
After recording a float load, go to Account Ledger and filter by the destination account + branch.
You will see a new "Float Load" entry that increases the branch balance.
The branch agent will immediately see the higher balance on their transactions page.
Deleting a Float Load
Click the red trash icon in the Float Load History table. This removes both the load record and its two ledger entries. Branch balance returns to its previous level.
Transferring Between Branches Admin Only
When one branch has excess float and another is running low, use Branch Transfer to
redistribute assets without any cash physically moving through head office.
Navigate to: Other Transactions → Transfers button in the header
Page Layout
Branch Balances snapshot — see all branch balances side by side before deciding how to redistribute
Record Transfer form — left panel with from/to branch selector
Transfer History — right panel with all past transfers
How to Transfer
1
Review the Branch Balances snapshot to identify the surplus branch (From) and the deficit branch (To).
2
In the From Branch dropdown, select the branch sending float.
3
In the To Branch dropdown, select the branch receiving float.
4
Select the Account being transferred (e.g. "MoMo Float" or "Cash on Hand").
5
Enter the Amount to transfer.
6
Add a Reference and Note if needed. Click Record Transfer.
The system posts two ledger entries on the same account:
Entry
Account
Branch
Effect
Credit
Selected account
From Branch
From branch balance decreases
Debit
Selected account
To Branch
To branch balance increases
⚠ Prevent Overdraft
Always check the From Branch balance before transferring.
If you transfer more than the branch holds, the balance will go negative.
The system does not prevent overdrafts — it is your responsibility to verify.
✓ Scenario Example
Branch A (Accra) has GH₵ 8,000 MoMo Float but very few customers today.
Branch B (Tema) has only GH₵ 500 and is turning customers away.
Admin records a transfer of GH₵ 3,000 MoMo Float from Branch A → Branch B.
After the transfer: Branch A = GH₵ 5,000, Branch B = GH₵ 3,500.
Chapter 6
Closing Statement & Reports
End-of-day reconciliation and scheduled business reports
Daily Closing Statement All Users
The Closing Statement is a printable end-of-day document that summarises all activity,
shows account closing balances, and provides a reconciliation box for sign-off.
Click: Closing Statement button (purple) in the top-right header of the Transactions page
Or via Shift Report button for the same document
ℹ Date Selection
The Closing Statement opens for the date currently selected in the date picker.
To generate yesterday's statement: first change the date picker on the Transactions page to yesterday, then click Closing Statement.
Document Sections
#
Section
Contents
①
Activity Summary
Summary cards for each service type (volume, income), plus float loaded and transfers for the day, plus total income
②
Account Closing Balances
Balance cards showing the end-of-day balance for every reseller account at the branch (or company-wide for admin)
③
Closing Reconciliation Box
Structured breakdown: each service's volume and income, float loaded (+), transfers (noted), and total income for the day. This is the formal sign-off section.
④
Float Loads
Itemised list of all float loads received during the day (only if loads exist)
⑤
Branch Transfers
Itemised list of all transfers during the day (only if transfers exist)
⑥
Transaction Log
Full record of every transaction: time, type, amount, cost, income earned, customer, reference, agent
Printing / Saving as PDF
1
Click the Print / Save PDF button at the top of the Closing Statement page.
2
Your browser's print dialog will open. Select your printer, or choose Save as PDF as the destination.
3
Click Print / Save. The document is formatted for A4 paper with print-optimised styling.
✓ End-of-Day Workflow
1. Agent records all transactions for the day
2. Agent opens the Closing Statement, reviews the reconciliation box
3. Agent prints and hands the signed copy to their supervisor
4. Admin verifies the figures against the Account Ledger
5. Admin confirms float levels for the next day; loads or transfers if needed
Scheduled Business Report Admin Only
The Scheduled Report is a comprehensive email report sent automatically on a defined schedule
(daily, weekly, or monthly). It is far more detailed than the Closing Statement and is intended
for management review.
Navigate to: Tools → Scheduled Reports → Add Schedule
Setting Up the Reseller Scheduled Report
1
Go to Tools → Scheduled Reports.
2
Click + Add Schedule.
3
In Report Type, select Reseller Business Report.
4
Set the Frequency: Daily (sends yesterday's report each morning), Weekly (Monday summary), or Monthly.
5
Set the Send Time (e.g. 07:00 AM so management sees it at the start of each day).
6
Enter the Recipient Email address(es).
7
Optionally select a specific Branch if you want the report scoped to one branch (leave blank for all branches).
8
Click Save Schedule.
What the Scheduled Report Contains
Section
Description
Executive Summary
Total volume, cost of sales, gross income, net margin %, transaction count, average transaction value, commission income, margin income
Service Line Performance
Per-transaction-type: count, volume, cost, income, income %, type label (commission/margin)
Branch Performance
Per-branch: transactions, volume, cost, income, margin %, income share % — only shown for multi-branch
Account Closing Balances
Per-account balance table with columns for each branch plus company total, as at the end of the report period
Float Loads
All float loads during the period: date, branch, amount, source/destination accounts
Branch Transfers
All inter-branch transfers during the period with full details
Daily Closing Statement
Day-by-day table: volume, income earned, float loaded, transfers, net position — plus period totals
Daily Trend
Per-day volume and income for the period (for multi-day reports)
Agent / Staff Performance
Per-agent: transaction count, volume handled, income earned, margin %, income share
Top Customers
Top 10 customers by volume with contact details
Hourly Activity
Transaction distribution by hour of day with visual bar chart
✓ WhatsApp Summary
The scheduled report also sends a WhatsApp-formatted text summary to configured numbers,
including total volume, gross income, top service, top branch, commission and margin breakdown,
and a count of float loads and transfers.
Chapter 7
Quick Reference
Page directory, setup checklist, and frequently asked questions
Page Directory
Page
URL
Access
Transactions (main workspace)
/reseller/transactions
All Users
Account Ledger
/reseller/account-ledger
All Users
Daily Closing Statement
/reseller/shift-report?date=YYYY-MM-DD
All Users
Float Loads
/reseller/float-loads
Admin Only
Branch Transfers
/reseller/transfers
Admin Only
Transaction Type Settings
/reseller/type-settings
Admin Only
Commission Rate Bands
/reseller/rate-settings
Admin Only
Scheduled Reports
/scheduled-reports
Admin Only
New Reseller Business — Full Setup Checklist
Create all branches in Settings → Stores / Branches
Create ledger accounts: Cash on Hand, MoMo Float, ECG Float, Company Pool
Create ledger accounts: MoMo Commission Income, ECG Margin Income
Create Transaction Type: MoMo Cash In (commission, default accounts set)
Create Transaction Type: MoMo Cash Out (commission, default accounts set)
Configure commission rate bands for MoMo Cash In and Cash Out
Create user accounts for all agents
Assign each agent to their branch via Settings → Users → Edit
Load initial float to each branch via Float Loads page
Set up Reseller Business Report in Scheduled Reports (daily, 7am)
Print and distribute this manual to all branch managers and agents
Do a test transaction on each type and verify ledger entries are correct
Confirm account balance cards appear on the Transactions page
Frequently Asked Questions
Q: Account balance cards don't appear on the Transactions page
A: Go to Transaction Types and edit each type. Make sure both Default Debit Account and Default Credit Account are selected and saved. Balances appear only after default accounts are linked to at least one transaction type.
Q: An agent can see another branch's data
A: Check the agent's profile (Settings → Users → Edit). The Default Store / Branch field must be set to a specific branch. If blank, the system cannot scope their view.
Q: Commission is not being auto-calculated
A: Rate bands must be configured for that transaction type. Go to Rates and add bands for the relevant type. Ensure the min/max amount ranges cover the transaction amounts being entered.
Q: A branch balance shows negative
A: The branch has processed more transactions than it has float. Load float immediately via Float Loads. Investigate whether a large transaction was recorded in error.
Q: The Scheduled Report email is not arriving
A: Check that the Brevo API key is configured in settings and that the recipient email is correct. Also verify the scheduled time — reports send in UTC, so adjust for your local timezone.
Q: How do I see all transactions across all branches for a day?
A: Log in as admin. Go to Transactions, make sure no branch filter is selected (the dropdown shows "All branches"). You will see all branches' transactions and the company-wide account balances.
Q: Can I add custom transaction types beyond MoMo and ECG?
A: Yes. Go to Transaction Types → Add Transaction Type. Name it anything (e.g. "Airtime", "Insurance Premium", "Water Bills"). Configure whether it earns commission (fixed fee) or margin (buy/sell). Assign the appropriate ledger accounts.
Use your browser's Print dialog → Destination: Save as PDF → Paper: A4