ERPNext in South Sudan: SSRA-Ready ERP for Businesses and NGOs

Inventory gets complicated when stock is held in Juba warehouses, field stores and project sites across several states, often hundreds of kilometres apart and hard to reach in the rainy season. ERPNext records every stock movement in one system, so authorized users can see quantities, values and transfers across all locations in real time and plan replenishment before roads close.

Most goods are imported, by road from Uganda and Kenya through Nimule or by air into Juba. Landed cost vouchers add customs duty, freight, clearing and insurance to the goods received, giving a true cost per item even when suppliers invoice in US dollars. Batch and expiry tracking supports medicines, nutrition and food supplies, serial numbers track vehicles, generators and solar equipment, and donated or in-kind stock can be received and issued against the right project.

• Multiple warehouses & field stores
• Stock receipts
• Stock transfers
• Stock issues to projects
• Batches & expiry dates
• Serial numbers
• Landed cost vouchers
• Donated & in-kind stock
• Reorder levels
• Stock valuation
• Inventory reports

South Sudan’s manufacturing sector is growing, from water bottling, beverages and bakeries to furniture, building blocks, printing and agro-processing of sorghum, sesame and other crops. These producers need clear visibility across raw materials, production and costs. In ERPNext, a Bill of Materials (BOM) defines the materials and operations for each product and drives material requirements planning, work orders and job cards.

Because production is linked to inventory, purchasing, sales and accounting, you can see the actual cost of each batch, including imported inputs bought in US dollars, and update selling prices quickly when exchange rates move. Quality inspections can be recorded at goods receipt and during production to support product standards and customer requirements.

• Bills of Materials
• Work Orders
• Production planning
• Material requests
• Stock entries
• Workstations
• Operations
• Job Cards
• Quality inspections
• Batch costing
• Subcontracting workflows
• Manufacturing reports

Distributors in South Sudan supply consumer goods, construction materials, fuel and lubricants, medical and humanitarian supplies from Juba to customers and partners across the country. A typical workflow covers buying from suppliers in the region, receiving goods, taking customer orders, planning long-distance deliveries, invoicing and collecting payment, and ERPNext connects every step.

Sales teams create quotations and sales orders in SSP or US dollars using customer-specific price lists and credit limits, and can update prices quickly when the exchange rate moves. Warehouse teams pick, pack and dispatch against delivery notes. Finance teams match cash, bank and mobile money receipts to customer accounts and follow up using debtors age analysis, while management reviews margins, stock turns and receivables from one set of data.

• Consumer goods (FMCG)
• Construction materials
• Fuel & lubricants
• Medical supplies
• Humanitarian & relief supplies
• Industrial equipment
• Electronics
• Spare parts

Winning business in South Sudan often means responding to tenders and requests for quotation from UN agencies, NGOs, oil companies and government, alongside walk-in, phone and WhatsApp enquiries. ERPNext CRM captures every lead, opportunity and tender in one place, so your sales team meets deadlines and management can see the full pipeline.

Quotations can be issued in US dollars or South Sudanese pounds and converted into sales orders and invoices without retyping. Because CRM is part of the same system as stock and accounts, sales staff can check availability and a customer’s outstanding balance before committing to a deal, and sales reports show performance by salesperson, customer and product.

• Leads
• Opportunities
• Tenders & RFQs
• Customers
• Sales activities
• Quotations in USD or SSP
• Sales orders
• Sales invoices
• Credit limits
• Sales reports

ERPNext HR and Payroll brings employee records, attendance, leave, expense claims and payroll into one system for South Sudanese organizations, including NGOs with national and international staff across several duty stations. Salary structures can be set up for SSRA PAYE and NSIF contributions, so payslips, payroll journals and statutory reports all come from the same data, and staff costs can be charged to the right grant or project.

South Sudan payroll rules configured in ERPNext

• PAYE: the Financial Act 2024/2025 bands, with monthly income up to SSP 20,000 exempt and rates of 5% to 20% above that, remitted to SSRA by the 15th of the following month.
• NSIF social insurance: under the National Social Insurance Fund Act, 2023 and Ministry of Labour Circular No. 5/2026, employers, including private companies, NGOs, UN agencies and diplomatic missions for their South Sudanese staff, must remit employee and employer contributions directly to the NSIF. Registration started on 1 October 2026 with a three-month grace period. Contributions are commonly cited as 8% from the employee and 17% from the employer of gross salary, but the rates and implementation are still being clarified, so ERPNext keeps them configurable.
• SSP and US dollar salaries: staff can be paid in either currency, with PAYE calculated in SSP at the rate you set, alongside allowances such as hardship, housing, transport and rest and recuperation.

Leave, working hours and end-of-service benefits can be configured in line with the Labour Act, 2017 and your own HR policies. When a new Financial Act or NSIF instruction changes the rules, we update the salary components once and every payroll run picks up the new values.

• Employee records
• Departments, projects & duty stations
• Designations
• Leave (Labour Act, 2017)
• Attendance & timesheets
• Expense claims & per diems
• Employee onboarding
• Performance management
• Payroll in SSP or USD
• PAYE & NSIF deductions
• Allowances & end-of-service benefits