ERPLY Vers.3.0 User Guide

Erply vers. 3.
0 User Guide
2010
Helpdesk 9/7/2010
Contents
1 GENERAL ............................................................................................................................................. 6 1.1 STARTING AND ENDING WORK .............................................................................................................. 6 1.1.1 Getting started ............................................................................................................................ 6 2 SETTINGS ........................................................................................................................................... 13 2.1 SALES TEAM ........................................................................................................................................ 13 2.2 CONFIGURATION ................................................................................................................................. 14 2.3 CUSTOMER REGISTRY SETTINGS ........................................................................................................ 18 2.3.1 Address types ........................................................................................................................... 18 2.3.2 Job titles .................................................................................................................................... 18 2.3.3 Organisation types ................................................................................................................... 18 2.3.4 Customer groups ..................................................................................................................... 19 2.3.5 Customer contract types ......................................................................................................... 21 2.3.6 Types of customer notes ........................................................................................................ 21 2.3.7 Banks ......................................................................................................................................... 21 2.3.8 Countries ................................................................................................................................... 22 2.3.9 Activities .................................................................................................................................... 23 2.4 INVOICE SETTINGS .............................................................................................................................. 23 2.4.1 Billing scheduling options ....................................................................................................... 23 2.4.2 Billing period options ............................................................................................................... 24 2.4.3 Prepayment percents .............................................................................................................. 24 2.4.4 VAT/Tax Rates ......................................................................................................................... 24 2.4.5 Payment types.......................................................................................................................... 25 2.4.6 Invoice payment methods....................................................................................................... 25 2.4.7 Transaction types with sales invoices .................................................................................. 26 2.4.8 Delivery conditions .................................................................................................................. 27 2.4.9 Transport types ........................................................................................................................ 27 2.4.10 Currencies ................................................................................................................................. 28 2.5 INVENTORY SETTINGS ......................................................................................................................... 29 2.5.1 Supplier groups ........................................................................................................................ 29 2.5.2 Location in warehouse ........................................................................................................... 30 2.5.3 Types of amortization acts ..................................................................................................... 30 2.5.4 States of purchase invoices ................................................................................................... 30 2.5.5 Product and service units ....................................................................................................... 31 2.5.6 Product packages types ......................................................................................................... 31 2.5.7 Product priority groups ............................................................................................................ 32 2.5.8 Types of files connected with the product ............................................................................ 32 2.6 DOCUMENT SETTINGS ......................................................................................................................... 33 2.6.1 Document series ...................................................................................................................... 33 2.6.2 Types of documents ................................................................................................................ 33 2.6.3 Statuses of document ............................................................................................................. 33 2.6.4 E-mail accounts........................................................................................................................ 33 2.7 USERS ................................................................................................................................................. 34 2.7.1 Users ......................................................................................................................................... 34 2.7.2 Usergroups ............................................................................................................................... 35 2.7.3 Logins ........................................................................................................................................ 37
2.7.4 Activity log ................................................................................................................................. 37 2.8 OTHER SETTINGS ................................................................................................................................ 37 2.8.1 Report categories .................................................................................................................... 37 2.8.2 Types of projects...................................................................................................................... 37 2.8.3 Projects statuses...................................................................................................................... 38 2.8.4 Resources ................................................................................................................................. 38 2.8.5 Task durations .......................................................................................................................... 38 2.8.6 Task types................................................................................................................................. 39 2.8.7 Task statuses ........................................................................................................................... 39 3 CUSTOMERS ...................................................................................................................................... 40 3.1 CUSTOMER SETTINGS ......................................................................................................................... 40 3.1.1 Address types ........................................................................................................................... 40 3.1.2 Job titles .................................................................................................................................... 40 3.1.3 Organisation types ................................................................................................................... 41 3.1.4 Customer groups ..................................................................................................................... 41 3.1.5 Customer contract types ......................................................................................................... 42 3.1.6 Types of customer notes ........................................................................................................ 42 3.1.7 Banks ......................................................................................................................................... 43 3.1.8 Countries ................................................................................................................................... 43 3.1.9 Activities .................................................................................................................................... 44 3.2 CREATING A NEW CUSTOMER ............................................................................................................. 47 3.2.1 Adding an organisation ........................................................................................................... 47 3.2.2 To create person ...................................................................................................................... 49 3.3 TRANSACTIONS WITH CLIENTS ............................................................................................................ 51 3.3.1 Credit check .............................................................................................................................. 51 3.3.2 Statement .................................................................................................................................. 52 3.3.3 Create invoice .......................................................................................................................... 52 3.3.4 Create an offer ......................................................................................................................... 54 3.3.5 Upload a document ................................................................................................................. 54 3.3.6 Add a task ................................................................................................................................. 55 3.3.7 Print customer card ................................................................................................................. 57 3.3.8 Discounts .................................................................................................................................. 57 3.3.9 Customer contracts ................................................................................................................. 58 3.3.10 Payments .................................................................................................................................. 58 3.3.11 Projects ..................................................................................................................................... 58 4 PRODUCT DESCRIPTIONS IN CLOTHING AND OTHER RETAIL BUSINESSES .................... 62 4.1 SETTINGS ............................................................................................................................................ 62 4.2 DESCRIPTION OF A PRODUCT ............................................................................................................. 64 4.2.1 Creating new products with the purchase invoice .............................................................. 69 5 6 7 8 OFFERS. SALES DOCUMENT TYPES AND ASSOCIATION WITH THE PROGRAM ............... 70 PREPAYMENT AND BILLING .......................................................................................................... 72 PREPAYMENT INVOICE FOR AN UNSPECIFIED PRODUCT OFFER ....................................... 75 CREDIT LIMIT, SELLING AND DISABLING CREDIT .................................................................... 78 8.1 CREATING PERSON ............................................................................................................................. 78
8.2 8.3 8.4 9
CREDIT LIMIT ....................................................................................................................................... 79 CONTROL OF THE CREDIT LIMIT .......................................................................................................... 79 CREDIT DISABLED ............................................................................................................................... 80
INVENTORY, USERS AND SELLING WITH DIFFERENT PRICELISTS...................................... 81 9.1 9.2 9.3 9.4 9.5 PRODUCT AND ITS SALES PRICE ......................................................................................................... 81 PRICELIST............................................................................................................................................ 83 INVENTORY .......................................................................................................................................... 85 STORAGE PER USER ........................................................................................................................... 85 POINT OF SALE WAREHOUSE .............................................................................................................. 86 PAYMENTS ..................................................................................................................................... 87 ENTERING PAYMENTS MANUALLY ....................................................................................................... 87 IMPORT PAYMENTS.............................................................................................................................. 89 PAYMENT ASSOCIATION WITH INVOICES ............................................................................................. 89 SALES TEAM, USERS, TASKS, CALENDAR AND SERVICES .............................................. 90
10 10.1 10.2 10.3 11
11.1 SETUP AND USE .................................................................................................................................. 91 11.1.1 Job titles .................................................................................................................................... 91 11.1.2 Employees ................................................................................................................................ 91 11.1.3 Usergroups ............................................................................................................................... 93 11.2 USERS ................................................................................................................................................. 95 11.3 TASK SETTINGS ................................................................................................................................... 96 11.3.1 Task durations .......................................................................................................................... 96 11.3.2 Task types................................................................................................................................. 96 11.3.3 Task statuses ........................................................................................................................... 97 11.3.4 Resources ................................................................................................................................. 97 11.4 PROJECT SETTINGS ............................................................................................................................ 97 11.4.1 Types of projects...................................................................................................................... 97 11.4.2 Statuses of projects ................................................................................................................. 97 11.5 TASKS.................................................................................................................................................. 98 11.6 EXECUTOR CALENDAR ........................................................................................................................ 99 11.7 RESOURCE CALENDAR ...................................................................................................................... 100 11.8 PROJECTS ......................................................................................................................................... 100 11.9 PRODUCT .......................................................................................................................................... 101 11.10 SERVICE ........................................................................................................................................ 101 12 12.1 12.2 12.3 12.4 12.5 13 13.1 13.2 13.3 WORK ORDERS, TASKS, CALENDAR AND SERVICE: VEHICLE SERVICE ..................... 102 SERVICE ............................................................................................................................................ 102 PRODUCT .......................................................................................................................................... 102 VEHICLES .......................................................................................................................................... 102 NEW WORK ORDER ........................................................................................................................... 103 DRAWING UP AN INVOICE FROM WORK ORDER ................................................................................. 106 BUNDLES, COMPONENTS AND SMALL-SCALE PRODUCTION THROUGH RECIPES .. 108 PRODUCTS AS COMPONENTS OF A BUNDLE ..................................................................................... 108 INTO THE WAREHOUSE WITH A PURCHASE INVOICE ......................................................................... 109 COVER PAPER AS A PRODUCT .......................................................................................................... 109
13.4 13.5 14
BUNDLE ............................................................................................................................................. 109 RECIPE .............................................................................................................................................. 110 TOUCHSCREEN IN POINT OF SALE........................................................................................ 111
14.1 START THE DAY ................................................................................................................................. 111 14.2 SALES ................................................................................................................................................ 113 14.2.1 Discounts ................................................................................................................................ 117 14.2.2 Payment .................................................................................................................................. 118 14.3 PRODUCT EXCHANGE........................................................................................................................ 127 14.4 COMPOSE CREDIT INVOICE ............................................................................................................... 127 14.5 SWITCH USER .................................................................................................................................... 128 14.6 CASH IN ............................................................................................................................................. 129 14.7 CASH OUT ......................................................................................................................................... 130 14.8 CLOSING POS .................................................................................................................................. 131 14.9 END THE DAY .................................................................................................................................... 131 14.10 POINT OF SALE AND PAYMENT REPORT ........................................................................................ 133 15 16 IMPORT CUSTOMERS FORM CSV/TXT .................................................................................. 134 IMPORT PRODUCTS FROM CSV/TXT ..................................................................................... 136
1 General
1.1 Starting and ending work
1.1.1 Getting started
To start using Erply go to the website http://www.erply.net/4315, where 4315 is replaced by your companys Erply code. This is a secure method of entry and the program wont give an error message for certification. It is advisable to use the Mozilla Firefox (3.6 or v4beta) or Google Chrome web browser. Internet Explorer (newer version than 6) is also suitable but not advisable.
1.1.1.1 Signing in
A login screen will open:
If the inserted username or password is wrong, a message will appear:
1.1.1.1.1 By default on the screen

If the login is successful, this will open:
On the left there is a list of customers. Here you can quickly search for any invoice or activity. Also, you can quickly add a new one. The main page is updated once a day. Click the refresh icon and you can update the page when you want. On the screen youll see important information for managing the company, such as: 1) What are you currently working on? 2) Sales by month 3) Sales by sales manager, last month 4) Last 10 confirmed invoices 5) Last 10 offers 6) Last 10 payments 7) Today's tasks 8) Employees' birthdays 9) Customers' birthdays 10) Payments by month
11) Invoices due today 12) Top 10 debtors 13) Last 10 unconfirmed invoices 14) Last 10 documents 15) Next 10 unpaid purchase invoices
The yellow box tells you to set your time zone. You can set it by clicking the yellow box or going to Settings -> Configuration. For example:
Select the time zone city, date format and number format. Save.
1.1.1.1.2 User
The display shows the user who is logged in and the date:
1.1.1.1.3 Time and the choice of languages

On the right there are the language options and the time:
To select the appropriate language click on the corresponding button: est - Estonian eng - English
rus - Russian fin - Finnish etc. NB! If you choose a language which is not the default language, you should have the product names also inserted in that chosen language
1.1.1.1.4 Change password

If you suspect that your password is known to other users, you can change it by clicking on the Change Password button. On the screen youll see:
Write the new password, repeat it and click Change password. A message will appear: Password changed
1.1.1.1.5 Button menu on top

What is on the menu depends on the Erply licence you have. For example, this account has all the features:
1.1.1.1.6 Log out

The program does not log you out if you close the browser. To lock access for others you need to click Log out. Then it will display the Log in screen again.
1.1.1.1.7 Function buttons

The program has a lot of function buttons. Their meaning will be shown when hovering over them with the mouse pointer but knowing them will make using the program easier.
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a) The search window with the search command, write part of the name and click the magnifying glass.
b) Add button. May also be only +
d) Print button. May only be a picture of a printer:
e) Send by e-mail button:
Must be activated! Otherwise, this message is displayed:
f) Choosing more options, different options for different parts of the software
g) Filter button for sorting:
h) PDF button to save the document in .pdf format:
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i) Change entry button
j) To view
k) Product selection button
l) Service selection button
m) To change the row or record order
n) To insert a date or to open the calendar
o) To save and confirm the corresponding text
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2 Settings
To be able to use Erply, it is necessary to set some parameters under Settings. Click Settings. The screen:
On the left there are activities you can choose.
2.1 Sales team

By default you will see the Sales team. For example:
First, you need to specify your company.
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For that click Add company. This will open:
Fill in all the boxes (bank, bank account number, email, phone number), this information will be displayed on all the invoices. To insert a new employee click Add person:
Fill in and save.
2.2 Configuration
Here are the most general Erply parameters:
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Choose one of the corresponding options in the following fields. 1. Stock products 1.1. can always be sold (selling with negative inventory is allowed) 1.2. cannot be sold if the product is out of stock 2. Reference number on invoices: 2.1. invoice-based 2.2. customer- based (auto-generated) 2.3. customer-based (manually specified) 3. Two codes may be designated to products. Show on invoices: 3.1. companys own code 3.2. UPC code number Leaving it empty means the product code will not be printed on invoices! 4. On the invoices made from accounting orders, use: 4.1. always todays date 4.2. initial date of the period, in the case the invoice is made in advance 5. Compose sales reports: 5.1. according to warehouse turnover (invoice-waybills and waybills)
5.2. according to sales documents (invoice-waybills and invoices) 6. Rounding of sales invoice totals 6.1. round to 0.05 6.2. round to 0.10 6.3. round to 1.00 6.4. do not round It cannot be changed during the selling. Will be set beforehand and will stay like that. 7. Language by default:
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7.1. EST 7.2. ENG 7.3. RUS 7.4. FIN If youd like to use the program in different languages, it is necessary to insert products/service names in different languages also. For example, in case of English and Russian fill in Name ENG and Name RUS fields. Main language should be chosen as the default language. 8. The default customer when making a sale from point of sale (typically Regular customer). It is advisable but not mandatory! 9. The default text used when sending an invoice by e-mail Choose the document type, language and write the text. Tick the right parameter: 10. 11. 12. 13. 14. 15. 16. 17. 18. Allow to enter final prices (with VAT/tax included) on sales invoices Add delivery expenses to purchase invoices Take into account the product weight on purchase and sales invoices Use foreign transaction statistics Show prices in Estonian crowns on foreign currency invoice form Use m -> pcs calculator on invoices Print blanks for recipients name and signature on invoices Display information about product movement on orders and purchase invoices Require starting and ending the day in the point of sale If the turnover is small and cash is not taken to bank it is advisable to not activate this parameter. 19. Products identified by their barcode will be instantly added to the bill 20. Enable automatic printing in point of sale (Firefox plugin needed) 21. Touchscreen-pos
You can upload images in GIF or JPG format, to show them on the printed invoice: a) company logo on the invoice and receipt b) signature mark The program doesnt give an error message for images in other formats, the image will just not be printed!
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This data must be saved.
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2.3 Customer registry settings

2.3.1 Address types
To create a new one, click Add.
Specify all possible address types that are in use. Tick the address which will be printed on the invoice. Save.
2.3.2
Job titles
Specify all the different job titles.
To create a new one, click Add
Save.
2.3.3
Organisation types
Specify all the different organisation types.
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Save.
2.3.4
Customer groups
To classify your clients, create costumer groups based on your needs. For example:
To create a new group for the same level, click Add. A new group will have the name New Category.
Right-clicking will open the selection:
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Add option allows you to create a subcategory.
Rename option allows you to change the name, overwriting the default name New Category.
Edit option allows you to change other data besides the name. Delete option allows you to delete a created category. It will disappear without confirmation.
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2.3.5
Customer contract types
Save.
2.3.6
Types of customer notes
To create a new one, click Add. A right-click on top of the existing types will open the selection
:
Add option lets you create a new category or subcategory. Rename option allows changing the name. Edit option allows to change all the information. Delete option deletes the subcategory.
2.3.7
Banks 21
Save.
2.3.8
Countries
By default there are already some countries created:
To add a new one, click Add.
Save.
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2.3.9
Activities
Activities created by default. To create a new one, click Add
Fill in names in different languages and save.
2.4 Invoice settings

2.4.1 Billing scheduling options
Opening this will show by default billing scheduling options:
You cannot add new billing scheduling options because the program gives these itself.
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2.4.2
Billing period options
By default shows the billing period options:
To create a new one, click Add. Fill in and save.
2.4.3
Prepayment percents
By default shows prepayment percents:
To create a new prepayment percentage, click Add.
Fill in and save.
2.4.4
VAT/Tax Rates
NB! You cant delete already existing VAT/Tax rates, you can only add new ones!
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Fill in and save.
2.4.5
Payment types
By default shows payment types:
To create a new one, click Add. Fill in and save:
2.4.6
Invoice payment methods
By default shows invoice payment methods:
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To create a new one, click Add. Fill in and save. Though adding a new method is allowed, please consult the Erply Helpdesk because payment methods are tied with the point of sale operation and have to be considered in the development of the program.
2.4.7
Transaction types with sales invoices
Has to be fixed on invoice-waybills if necessary. By default shows marked transactions types with sales invoices:
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Fill in and save:
The number in parenthesis is the Intrastat code which is used in settlements with foreign countries. Mandatory for some companies!
2.4.8
Delivery conditions
Has to be fixed on invoice-waybills if necessary. By default shows settled delivery conditions:
2.4.9
Transport types
Has to be fixed on invoice-waybills if necessary.
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2.4.10 Currencies
Has to be set when creating invoices if necessary. By default shows created currencies:
To create a new one, click Add. Base currency has to be always 1 and other currencies have to correspond with the base currency. If you ignore this, the program will not add up sales and your sales reports will be 0. Fill in and save.
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2.5 Inventory settings

2.5.1 Supplier groups
Is used for creating suppliers by filling in the Group field. By default opens already set supplier groups:
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2.5.2
Location in warehouse
Empty by default. To create a new one, click Add. Add a name and save.
You can add this warehouse location on the product page to make inventory taking easier.
2.5.3
Types of amortization acts
This is set when doing amortization tasks. Necessary for reports. Valimisel avaneb vaade vaikimisi mratud mahakandmisaktide liikidega: By default opens already set amortization act types:
2.5.4
States of purchase invoices
By default opens already set purchase invoice states:
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Fill in and save:
2.5.5
Product and service units
This is used when selling products and services. By default opens already set product and service units:
2.5.6
Product packages types
This is used to specify package types. By default opens already set product package types:
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2.5.7
Product priority groups
This is used to fill out the corresponding field when specifying a product. It is connected with reports. By default shows already set product priority groups:
2.5.8
Types of files connected with the product
This is used for adding Products -> Connected products and choosing the type. By default opens already set types of files connected with the product:
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2.6 Document settings

2.6.1 Document series
By default will open already set document series tree, which should have all the necessary series specified:
2.6.2
Types of documents
By default will open already set document types tree, which should have all the necessary types specified:
2.6.3
Statuses of document
By default will open already set document statuses, which should have all the necessary statuses specified:
2.6.4
E-mail accounts
Empty by default To create a new one, click Add. Fill in the necessary fields and save:
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2.7 Users
2.7.1 Users
These are the programs users, who can log in to Erply with a username and a password to use it. By default will open already specified users:
Assign a username, password, usergroup (gives certain rights) and a maximum allowed sales discount for every user. In the Person field choose the previously specified User.
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If it is a salesperson who uses a swipe card, please insert the card number in the User swipe card code field. Also you can tick the boxes to which warehouse tasks the employee has access. Save
2.7.2
Usergroups
This is used to give certain rights for users by assigning them a usergroup. By default opens already specified usergroups:
To add a new one, click Add.
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Tick the small boxes for the parts of the program that a user in this group can access. The big boxes are divided: a) View b) Edit c) Delete
In those boxes you can mark if a user can view, edit or delete: a) Data added by themselves b) All data. Fill in and save.
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2.7.3
Logins
Opens by default:
You can see every log in, from which IP-address it has been made, what time and which user and
does the user knew its password. You can see logins by date and time, from which IP-address it has been made, by which user and was the password correct.
2.7.4
Activity log
Opens by default:
2.8 Other settings

2.8.1 Report categories
Empty by default. Is used when managing an online store. To create a new one, click Add:
Fill in and save.
2.8.2
Types of projects
For example:
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2.8.3
Projects statuses
For example:
2.8.4
Resources
For example:
2.8.5
Task durations
When creating a new task duration, you will see this:
Write the name in different languages and the duration in minutes. Save.
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2.8.6
Task types
When creating a new type, you will see this:
Insert the text in different languages. Tick the box Display in calendar if the task has to be seen in the Calendar module. You can also import events from Outlook by ticking the right box.
2.8.7
Task statuses
When creating a new task status, you will see this:
Insert the text in different languages. Save.
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3 Customers
To sell products or services you have to define the customer. First, to create new clients, you will have to set some parameters under settings and then specify the customer.
3.1 Customer settings

You have to specify some information under settings to be able to fill in the fields when creating a customer. Go to Settings -> Customer registry settings:
3.1.1
Address types
Specify all possible addresses that are used. Tick the address that will be printed on the invoice. Save.
3.1.2
Job titles
Specify all the different job titles of your employees here.
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Save.
3.1.3
Organisation types
Specify all possible organisation types.
Save.
3.1.4
Customer groups
You can classify your customers by creating customer groups. For example:
To create a new group at the same level click Add. A new group named New Category is created. Right-clicking on it gives you different options:
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Add allows you to create a subcategory. Rename option allows you to change the name, overwriting the default name New Category . Edit option allows you to change other data besides the name. Delete option allows you to delete a created category.
3.1.5
Customer contract types
To create a new one, click Add. Save.
3.1.6
Types of customer notes
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Right-clicking on it gives you different options:
Add option allows you to create a subcategory. Rename option allows you to change the name, overwriting the default name New Category. Edit option allows you to change other data besides the name. Delete option allows you to delete a created category. It will disappear without confirmation.
3.1.7
Banks
Save.
3.1.8
Countries
These countries are added by default:
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Save.
3.1.9
Activities
These activities are added by default. To create a new one, click Add.
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Fill in and save. Usually there are too many clients to write them down manually. Erply offers you the opportunity to import your customers. Click on the ERPLY logo in the program and you will see the main choices.
You will see on the screen the option:
Clicking on it will open:
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By clicking Import you can choose between suppliers and customers.

Clicking the arrow at the end of the column will give you the field options. Erply does the first customer import. You only need to send the file. The columns have to match the requirements.
3.2 Creating a new customer

To create a new customer manually, click Customer.
Here you can add a company or a person. The cross enables to delete a customer.
3.2.1
Adding an organisation
Click Add organisation.
You must fill in the boxes with the red frame: a) Name b) Form of entrepreneurship, choose a predefined option.
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c) Customer group, replace the default Private Customer by choosing a predefined group. If you wanted to add a person instead of an organisation, click Change to a person and you will see the Add a person table (see below). This can only be done before saving the information. It is advisable to fill in as many boxes you can for the reports and statistics to be correct.
NB! Credit sales are allowed by default because the default value of 0 does not set any restrictions. Set a definite limit to restrict unlimited credit sales, set the value as 1 for no credit sales. Credit disabled is a general parameter to prohibit all sales, it is not for credit sales only. If you wish to enable for the client to use a preset price list, please choose the appropriate list from the field.
You can insert several addresses and contacts for organisations. Save. By clicking the cross behind an address or a contact
you can delete the information you have inserted.
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The program asks for a confirmation:
Choose OK to delete or Cancel to keep the entry.
At the end of a new entry line the save button will be shown:
It will save that line. If you click to save the whole table it will not save the new line!
This button, shown after a new contact line,
allows you to add a person to the database by using already entered data.
3.2.2
To create person
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You must fill in the boxes with the red frame: a) First name b) Last name c) Customer group, replace the default Private Customer by choosing a predefined group. It is advisable to fill in as many boxes you can for the reports and statistics to be correct. NB! Credit sales are allowed by default because the default value of 0 does not set any restrictions. Set a definite limit to restrict unlimited credit sales, set the value as 1 for no credit sales. Credit disabled is a general parameter to prohibit all sales, it is not for credit sales only. If you wish to enable for the client to use a preset price list, please choose the appropriate list from the field.
You can insert several addresses and contacts. Save.
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3.3 Transactions with clients

Get additional options by clicking the More... button:
3.3.1
Credit check
Click Credit check to get an overview of the clients debt reports. In case of a new client without any reports you will see this message:
If the client does have debts, a report will be shown:
Click on the right invoice-waybill number to open the document. You can write in the Comments box if necessary and click save comments to save the text.
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3.3.2
Statement
You can see invoices for a chosen period:
3.3.3
Create invoice
Create a new invoice-waybill for the client. That is the default type. You can change the type. To choose the right one, read chapter 5 - Sales document types and association with the program.
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If necessary, change the warehouse. Write the full name or part of it in the product/service line or click this button:
for product selection. This button:
for service selection.
Choose the right service or product and click on it. Insert the Amount in full or in fractions with two numbers after the comma. If the user has permission, they can change the price. The program gives a new line for a new product or service automatically. Product/service lines have buttons:
which allow you to change the line order. This button:
inserts a new line. And this button:
deletes the line but only when the user has the permission. Save and authorise.
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3.3.4
Create an offer
You can use an offer when you dont need product flow or to make a profit. Products will also not be reserved. You can add products to the offer as a free text without specifying them first. In that case you cant create a different document (e.g. invoice-waybill) from the offer. Authorise the offer after getting a confirmation from the customer. You can create an invoice-waybill from an offer by clicking the button More.
3.3.5
Upload a document
The client will be set by default when adding a document through the customer page. In addition, the document will have a Registration number, date and a person responsible by default. Change the document type and status because the program automatically chooses the first option.
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It is advisable to fill in all the rest of the boxes and add a file. Save.
3.3.6
Add a task
The customer is set by default when adding a task through customer activity. Starting date and time, Creator and Assigned to are set by default. Change them if necessary. You must fill in the boxes with the red frame: a) Type b) Starting date and time c) Creator d) Assigned to To choose a Type you need to specify Task types previously. Go to Settings->Other settings Creating a new one:
Insert the text in different languages. If the task has to be seen in the Calendar module, tick Display in calendar.
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Tick the box to import this task from Outlook. It is advisable to fill all fields under tasks. To fix the duration you have to specify it under the settings first. Go to Settings-> Other settings-> Task durations Task durations. Creating a new one:
Insert the text in different languages and duration in minutes. Save. NB! Durations are not connected one-to-one to the starting and ending time. Task statuses have to be specified under settings first. Go to Settings->Other settings->Task statuses Creating a new one:
Insert the text in different languages. Save. Resources have to be specified under settings first. Go to Settings->Other settings->Resources
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When creating a task it is important to fully describe the nature of the task with all its details under Content and Notes. Save Task.
3.3.7
Print customer card
Opens the print view:
3.3.8
Discounts
Choose the right Product group and insert the Discount percentage. Save. NB! Create a (main) product group with all the products and then start grouping them together to easily select a discount for all products.
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3.3.9
Customer contracts
Fill in all the boxes with the red frame. Save.
3.3.10 Payments
If the bill has been paid but an invoice has not been marked as received in the payment file imported from the bank, a payment file must be created. To do that, find the right Invoice, mark the payment Type, enter the Date and Sum.
Save.
3.3.11 Projects
Projects is used to gather all tasks into one Projects folder. Before adding a project settings must be made. Go to Settings-> Other settings-> Types of projects and specify:
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1) Types of projects:
2) Statuses of projects:
Specify the project:
The most important are the Name and Notes. Choose a Type and State for the project. Mark the active period. Save.
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You can also mark with flags the customers who are visible on the main page. Click Customers to do that. A list of customers is shown on the left. Click on a customer name. Right-click on the name and choose Set flag. A flag will appear next to the name.
On the left menu you will see the clients you have flagged:
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You can remove flags the same way. Click Customers. A list of customers is shown on the left. Click on a customers name. Right-click on the name and choose Remove flag. The flag will disappear. You can mark customers with different colours and change them but you cannot remove the colour later. Right-click on a customers name and open the selection:
Click the colour you want and it will appear next to customers name. Clicking on another colour will change it to the new one. You can decide what the colours mean!
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4 Product descriptions in clothing and other retail businesses

Products for sale are usually equipped with labels. For example, clothes have labels with a lot of information:
1. 2. 3. 4. 5. 6. 7. 8. 9.
Model name. E.g. Shirt ZOLA3 Manufacturer number for their own. E.g. Code: 153245 Model number. E.g. M09043 Fabric code. E.g.123649 Colour code. E.g.10- black Makings component. E.g. 95VI 5EA (95% viscose and 5% elastin) Size. E.g. S (may contain also height: R-regular, L-long, etc.) Barcode: The barcode identifies the manufacturer and specific product so the point of sale register systems can automatically look up the price. Maker: Made in .... E.g. Turkey
It is adviseable to specify as much information as possible on the product sheet. To do this, go to Inventroy-> Settings:
4.1 Settings
a) Brands:
b) Product series:
To create a new category at the same level click Add. A new category is created, a right-click on it gives you the options:
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Options: Add option allows you to create a subcategory. Rename option allows you to change the name, overwriting the default name New Category . Edit option allows you to change other data besides the name. Delete option allows you to delete a created category. It will disappear without confirmation.
c) Product groups
The first group should be All items. It would be easier in this case to add discounts to all the items or for a price list (e.g. all items are -10%). Other groups depend on the retail business type (what kind of clothes are sold). Create subgroups smartly so it will be easier to find the right information from reports.
Right click:
The list of options opens: Add option allows you to create a subcategory:
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Rename option allows you to change the name, overwriting the default name New Category . Edit option allows you to change other data besides the name:
Delete option allows you to delete a created category. It will disappear without confirmation.
4.2 Description of a product

Retail businesses have too many products to insert by hand. Click on Erply logo to import all of your products.
Click: This will open:
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Clicking on the arrows at the end of the column opens a selection of fields. Fields should be in the same order in the original file. E.g. List saved as Unicode Text file:
You need to fill in some information, as in:
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A warehouse, creator of warehouse acts and the date of warehouse acts should be set if you want to import the amounts that are in stock. If the file has a header row, tick the appropriate box.
The command Import products starts the import. If import is done, a message will be shown:
Erply offers to do the first import. When products are imported, a product table opens under the Inventory button and all the products are shown by default:
Products that have been specified earlier can be found with the Filter:
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Product. Products can be filtered by their specifications: Product code or barcode Name Product group Series Brand Priority group VAT/tax Warehouse Only active items Only inactive items
User can select how many results per page are shown. 20 results per page is set by default, can be changed. The command show will find the products according to specifications:
Command Clear empties out the fields. A click on an items code opens the product sheet:
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Code - a unique number code (may contain letters too). E.g. model number. UPC-code 8 or 13-figure number from a products label which is up to EAN standards. If an Erply user wishes to generate their own barcodes, it may be possible on agreement. In that case, the program has a numbered base code, number 20 is added as the identifier in the beginning, a control number is added at the end and zeroes are added to make up a 13-digit code. Type Set as Product by default. It can also be a bundle (if the product consists of other specified and stocked products or components, e.g. recipes in the food industry). Name ENG the name of the product. It could include model, material and colour information for retail or the size of the product in the food industry (e.g. 50g of chocolate). Active Selecting products for an invoice will only show active products if the setting is switched on in the database. Add an exclamation mark ! at the end of the search phrase to find inactive products. For example:
Product group Selected from previously specified groups under Inventory-> Settings. Product groups are important for filtering and reports. Series Size parameter of a product in retail (clothes). For example, may contain height or bra sizes. Brand- Is the combination of a name, word, symbol, picture and design a combination that identifies the products from others like it. Sales price + VAT The final price of the product including tax. Net sales price The price of the product without the tax added to it. Purchase price and warehouse price Will show up later. Take products in stock with purchase invoices to get the purchase price. Warehouse price is the purchase price with added transport cost. It is advisable to insert a Supplier to make ordering easier through the program. After saving you can add more information at the end of the sheet:
The button Packs allows you to add information about packet types. For example:
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The button Recipe allows you to add components that make up bundle products (for food industry):
The button Connected files allows you to add an existing document, e.g. manuals or licences.
The button Pictures allows you to add a picture for the product, very useful for an online store.
4.2.1
Creating new products with the purchase invoice
User writes a new product name (or code/barcode) in the purchase line and SAVES the purchase invoice. A floppy disk icon will appear next to the name.
Clicking on it will open a quick Add a product form. User can Save it at once or add the product code, sales price and supplier to it.
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Saving the new product will add it to the product database and close the form NB! If After saving the new products you have to save the purchase invoice again!
5 Offers. Sales document types and association with the program

If you open Offers and click Type, a list will open:
Some documents are only informative, some reserve products, some reduce product quantities and some generate turnover. Which type to choose may pose a problem for a new user, so heres a helpful guide: 1) Invoice-waybill: In case of a transfer sale to a company, item(s) will be deducted from the stock. 2) Cash invoice: In case of a cash payment sale, item(s) also deducted from the stock. 3) Waybill: For if you send products out from the warehouse; no need to be counted as turnover. Turnover depends on accounting. You can choose under the general configurations the way the program creates sales reports. If it is 1) according to sales documents or 2) according to the warehouse turnover. NB! You need to create an invoice on the basis of the waybill later. Tick several waybills to send as one invoice. Click More and select: Create invoice from selected waybills.
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4)
5)
6) 7) 8) 9)
10)
Prepayment invoice: In the case where there is no turnover and no product/service flow. Allows you to get a prepayment from the customer for the ordered goods. The prepayment will be taken off from the final payment amount later. Offer: Offer does not reserve items or generate turnover and deduct from the stock. Products can be added to the offer as a free text. It is advisable to authorise the offer after getting a confirmation from the customer. You can create an invoice-waybill from an offer (click More). Invoice: Sales to other countries. Deducts from stock and generates turnover. Reservation: In the case where document authorisation has to reserve a product in the stock for the customer. After authorising you can create an invoice, click More. Credit invoice: In case a document is needed to return the product to the warehouse, cancel customers obligation to pay and annul the turnover. Order: Use this when the item has to be reserved in the stock after document authorisation. You can create a purchase order from it that can be opened from Purchase invoices edit, authorise and send to the supplier. An invoice: For when you send out the products with a waybill but an invoice is not created yet. Generates turnover if the value of Create sales reports is set to according to sales documents (invoice-waybills and invoices) under the general configuration.
NB! It is wrong to just change the document type and save it as another type of sales document. It creates a document with a wrong number and can coincide with an already existing document number. Use the options under More to change documents.
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6 Prepayment and billing

If part of the sum is wanted in advance from the customer, it is necessary to create a prepayment before. Later on an invoice-waybill will be created from it. 1. Create a prepayment. Go to Offers. Click Add and choose the type as Prepayment invoice. Insert at least the customer, warehouse and the prepayment sum or amount in percentages. Add products with amounts. For example:
NB! You cannot enter the prepayment sum in the Prepayment sum field. The box only shows the preset Advance-payment value. 2. If the payment has been made but a payment invoice has not been noted in the imported income file, find the invoice yourself and create a payment invoice.
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Click More and select Insert payment: Save. As a result the debt is reduced by the prepayment under Invoices. Going back to the invoices
list, the debt will be shown as 50%.
3. If the prepayment has been received and items will be sent out with an invoice for the remaining sum, click More (on the prepayment invoice line) and select Invoice. Invoice-waybill opens:
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Save and authorise. As a result the product will be shipped from the warehouse and the prepayment sum is taken off from the total. Going back to the Invoices list you will see the Invoice-waybill number on the Prepayment invoice row:
4. Reports show information about payments. Go to Reports-> Sales and payments. Choose the customer and date:
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7 Prepayment invoice for an unspecified product offer

Start off with creating an offer. A prepayment invoice and an invoice-waybill will be created later from it. Necessary tasks: 1. Create an offer, dont specify the product but add it as a free text. For example:
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Save and authorise when offer is confirmed. 2. Create a prepayment with a 50% advance-payment from the offer. Save and authorise.
3. Customer pays in cash or by card according to the prepayment. Insert payment:
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4. If the product is ready and sent to the shop for the client to come pick it up, open the prepayment invoice again and do a product change by adding the right product on a new row and deleting the previous free text product. The sum needs to stay the same!
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5. Create an Invoice-waybill from it for the client:
You cant: 1. Change the customer the prepayment and invoice-waybill have to be for the same customer. 2. Document number needs to stay the same from the start to the end (prepayment ->invoicewaybill), has to be the same document. Do NOT copy or create a new one from the start. 3. Make a prepayment invoice by clicking the button More, dont change the document type.
8 Credit limit, selling and disabling credit

8.1 Creating person
When adding a new customer the credit limit is set to 0 by default which means you can sell credit for this customer.
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8.2 Credit limit

Setting a credit limit, even for only $1, will make the program check it and will show you a message after saving the invoice-waybill:
Do not ignore that message.
8.3 Control of the credit limit

Next time when you create an invoice and select the customer you will get a message:
Do not ignore this message either.
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8.4 Credit disabled

If you want to stop selling for a particular customer, you have to disable credit. Find the customers card. Tick the box Credit disabled. It will include both sales from the point of sale and creating invoices. When trying to sell to this client the message Credit disabled for this customer is shown. Payment deadline is 14 days by default. It can be changed and in that case the invoice payment deadline will also change. The payment deadline can be set every time when creating an invoice. The customer deadline set as 0 has a 14 day deadline value by default. Set the deadline value as 1 to have 0 days for payment (payment has to be made on the same day), the credit limit cannot be 0 at the same time. When selling from the point of sale you can see blocked customers but you cant select them. You can distinguish them by the blue (credit disabled):
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Writing the name yourself allows you to sell to a client with disabled credit:
9 Inventory, users and selling with different pricelists

9.1 Product and its sales price
Products are added under Inventory. Products are assigned a net price and sales price + VAT :
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Invoice sales and sales in the point of sale without a pricelist price.
If a product does not have a pricelist price, it will be sold in the point of sale with the sales price minus VAT:
With an invoice-waybill the product will be sold with its price by default, even if you dont choose a pricelist and select the warehouse only:
If the product price is 0 and you insert the new price yourself, the discount value will not consider the new price, presuming that the total price was inserted. Inserting a discount works for prices taken from the product card or from a pricelist.
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9.2 Pricelist
Under Inventory-> Price lists you can specify price lists and add a price according to it for a product or service:
Insert pricelist name in the Name field. Choose one of these values for the In case a customer discount is defined field: a) always use customer discounts b) always use a price list (select this if discounts are not used) c) select the biggest discount Select the period of validity using the boxes Start and End. Tick Active' to apply the pricelist.
You can design prices under 1) Products with special prices You can insert products one by one by clicking the button Add a product. If you want to add many products, use add all products from the group and select the right group. Click Add. Product list is shown:
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Insert either New price or New price + VAT. Program shows the difference with the previous price in the Discount % field. With a minus if the price is higher. With a plus if the price is lower.
Save.
2) Discounts to product groups
Select the appropriate group from Add a product group field and click the button Add. A product list opens with a discount field. Insert your discount. For example:
The % can be with a minus as well. Save.
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9.3 Inventory
Different warehouses are specified under Inventory->Warehouses. For example:
You can change the warehouses order with the arrows. The first choice should be the default warehouse because the same order is shown in the point of sale. Add names and addresses in different languages when changing/creating warehouses. Warehouse is assigned a price list.
9.4 Storage per user

If the company has several branches, it is advisable to set the warehouse according to the user. It can be done through Settings-> Users. Open a user and tick the warehouses this user can manage:
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If a user can manage only one warehouse it is not necessary to select a warehouse every time. Invoice-waybills will now use the corresponding warehouse pricelist:
9.5 Point of sale warehouse

If the company uses a points of sale in different locations, it is necessary to set each point of sale a warehouse:
The point of sale name, address and phone number will be printed on the receipt. If you dont insert the address, the program will add it from the company card (Settings-> Sales team-> Company). Tick Print salespersons name on receipt to print it on the receipt. The point of sale will use the selected warehouses price list.
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10 Payments
10.1 Entering payments manually
By clicking Payments you will see:
Click Add to create a new one.
If you create a payment through an invoice, all fields are filled out already. Here you have to insert the Customer, Invoice and the Sum. Save. Invoice will be marked as paid. Open it by clicking on the payment list.
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Click Receipt to see and print the receipt:
Print view opens the payments report:
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10.2 Import payments

The easiest way is to save the payment file taken from the Internet bank in cvs-format onto your computer. Click Import and you will see:
If the rows are as required, find the file by clicking Choose file and then click the button Import. Payments will be imported. The program will notify how many payments were found.
10.3 Payment association with invoices

After that, go to Payment association with invoices:
Do the first association without applying a filter. If you find associations, tick the row. Click Associate. If all payments cannot be associated, select the value for the Apply a more strict filter as: a) reference number b) invoice number, customers name/reg. Code and exact sum c) invoice number and customers name/reg. code d) invoice number
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e) customers name/reg. code The first filter (a) is the most exact and the last (e) is the least exact. It is advised to tick the box for Allow invoices to be associated with earlier payments. Click Associate. A list will appear on the screen. Tick the appropriate rows that can be associated and click Associate. Do this for all the filters, if needed. You will still see rows under payments that cannot be associated. If the client has overpaid or paid twice, association cannot be done, a repayment has to be made for the client and the wrong payment deleted. A new and right payment should be created manually, if needed. For a smaller payment, the clients debt remains. The payment can be made into a prepayment if the customer will keep getting invoices. Open the payment in the Payment module, fill in the customer field and then the customer will be associated with the payment. When you create a new invoice for the customer, go to the Payment module, find the payment and choose the right invoice from the selection to associate it with. The program has a feature for a larger prepayment it will be split and only the exact sum will be associated with the invoice. If automatic splitting doesnt work, remove the invoice association (choose the blank for the field), save and try associating with the invoice again. The surplus will show up as a separate payment, where the customer field is filled but the invoice filed is empty.
11 Sales team, users, tasks, calendar and services

Maintenance planning over the Internet! Erplys business software includes equipment maintenance and management module which helps users: Manage sold or rented equipment Determine planned works Get an overview of installed spare parts and their warranty periods Issue invoices based on inventory registrations and work orders.
Equipment maintenance and management module enables to handle the whole life span of the equipment from its selling to maintenance and tracking the guarantee times of replacement parts. Equipment history, work orders and invoices available at once! An overview of orders, done jobs (receiving reports) and rendered invoices are always available and can be reproduced at any time. Your customers can have the whole maintenance history made available with the corresponding documentation as a PDF file at any time.
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11.1 Setup and use

11.1.1 Job titles
Inset sales team job titles under Settings->Customer registry settings->Job titles:
To create a new one, click Add and fill in the names in different languages:
Save and go back.
11.1.2 Employees
Add employees who dont have to use the main system themselves but can, and all employees whose jobs are organised through it. Go to Settings-> Sales team and add Employees:
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For example:
Those who have a value in the user column are also the program users. A new employee has the Add button in the User column. Click it to create a program user:
Click on an existing username to change information. It can also be done under Settings-> Users-> User groups.
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11.1.3 Usergroups To create system users you need to create usergroups before. To do this, go to: Settings-> Users-> Usergroups:
To create new one, click Add.
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Tick the small boxes if the user in that usergroup has to access that part of the program Big boxes are divided: a) view
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b) edit c) delete In these boxes you can choose whether the user can view, edit or delete information which is: a) added by themselves or b) all information. Determine values and save.
11.2 Users
After that, insert users. Go to Settings-> Users-> Users:
Insert a username, password, usergroup and maximum allowed sales discount for every user. Choose a previously specified employee for the Person field. If the salesperson works with swipe card you need to insert the User swipe card code in the right field. If the work place is equipped with a swipe card reader, swipe the card here to get the code in the field. If a user needs to manage only one warehouse, tick the right box.
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Save.
11.3 Task settings

You can set up tasks for your workers. To use this function you need to configure that part of the program. You should set:
11.3.1 Task durations

Creating a new one opens:
Insert the text in different languages and duration time in minutes. Save.
11.3.2 Task types

Insert the text in different languages. Tick the box Display in calendar if the task has to be shown in the Calendar module. You can import this activity from Outlook, tick the right box.
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11.3.3 Task statuses

Insert the text in different languages. Save.
11.3.4 Resources
Tasks may be connected with using different resources. Configure this under Settings-> Resources. For example:
11.4 Project settings

Tasks may be connected with different projects. Before adding projects you have to specify under Settings:
11.4.1 Types of projects

For example:
11.4.2 Statuses of projects

For example:
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11.5 Tasks
To insert new task you can do it through the button Tasks or through a certain customer or employee. Clicking button Tasks opens:
Insert the name of the task into the Content box. Choose a right previously specified type into Type box. Insert a Starting date and time. It is recommended to also insert the task Ending date, time and duration. Find the right Customer, Sales project and Contact person. The Creator field is automatically filled by the program. Select the employee who the task is addressed to in the Assigned to field. The default State is Pending. You can change it. If you have to use a Resource, select the right one.
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Choose a Service if the task is related to one (repair works for example). Add a Supplier if needed. Save.
11.6 Executor calendar

This activity will be shown in the executor calendar:
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11.7 Resource calendar

This activity will be shown in the resource calendar:
11.8 Projects
As this activity is related to a specific project, it is shown under a chosen project also
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11.9 Product
Previously specified product, specified under Inventory. For example:
11.10 Service
Previously specified service, specified under Inventory-> Services. For example:
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12 Work orders, Tasks, Calendar and Service: Vehicle Service

ERPLY software includes a work order module, which allows users to: Manage sold and hired vehicles Determine planned works Get an overview of installed spare parts and their warranty periods Issue invoices based on inventory registrations and work orders.
In vehicle work orders you can see data from the start when the car was bought, keep an eye on the warranty periods etc. Vehicles history, work orders and invoices are all available!
12.1 Service
A previously specified service (under Inventory-> Service-> Add). For example:
12.2 Product
A previously specified product (under Inventory-> Add). For example:
12.3 Vehicles
Before servicing the vehicle, you have to specify it first.
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Go to Work orders -> Vehicles -> Add: Fill in necessary fields, such as: Owner a persons or companys name (mandatory!) Licence plate the registered number of the car. VIN code Make Model Version Sales date Start of warranty End of warranty Year of manufacture Mileage For example:
12.4 New work order

To create a new work order, go to Work orders -> Add. A table opens:
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Fill in all essential fields you need, for example: Find the previously specified Vehicle. The field Customer is filled automatically. Insert a Contact phone and a Contact person. Fill in Components on work done and Components on work left undone if necessary. Enter the Date & time of booking and select who it was Booked by. Select from previously specified employees the employee it was Received by. It is suggested to insert the Vehicle mileage. The program will store it. For example:
If the date and time of receiving the vehicle is today, click on it. Then the work order will be active. When you dont tick the box and the vehicle will come some other day, the work order will get a red dot in front of its name in the list:
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Save the work order to get its order number and invoice-waybill. For example:
Also now you can enter problems or issues reported by the customer, for example:
Click add under scheduled repairs. Calendar opens. Pick the right date, time and person:
Click Add event and a window will open:
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Fill in, save and close. Now you can see the scheduled repairs in the Calendar.
After that you can insert what type of spare parts you have been using, the amount, discounts etc:
12.5 Drawing up an invoice from work order

To end this work order click Create invoice.
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You can change and add to it if needed:
Save and authorize.
Additional information will appear at the top of the invoice, telling which work order the invoice is related to.
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13 Bundles, components and small-scale production through recipes

The Erply program allows you to oversee small-scale production and food service. For that you have to configure the following settings:
13.1 Products as components of a bundle

Specify under Inventory the components or parts of a bundle. For example:
If components are separately not sold, it is not necessary to set the price.
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13.2 Into the warehouse with a purchase invoice

Get components into the warehouse with a purchase invoice to get them a purchase price.
13.3 Cover paper as a product

If the bundle has a cover paper, specify that also. For example:
If there are beverage containers, you should specify those as well.
13.4 Bundle
Specify a bundle and add a sales price. For example:
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NB! Choose Bundle for the Type field. Save.
13.5 Recipe
Continue by clicking Recipe, additional boxes are opened:
Insert part of the product name in the Add a component field. A list opens. Choose the right component by clicking on it. Insert in the Amount field how much of that component is included in the bundle based on the products unit of measure. A bundle itself cannot be a part of a recipe. For example:
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14 Touchscreen in Point Of Sale

Touchscreen only works when the configuration has been made:
If you havent configured opening and closing the days, start from point 1.2 of the manual. Otherwise, from the beginning.
14.1 Start the day

If In POS, days must be opened and closed is configured, opening the point of sales shows:
Choose in the Point of sale field the point of sale warehouse from products are sold. It is the first warehouse in the list by default. Inset the sum that is in the cash drawer into the Cash in till field. Program reads values without commas as a whole amount. For example: 1000 responds to 1000. You need to fill this box or the program will show this message:
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Insert the sum and click Start the day. Program asks:
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Click Start the day when you have insert the right sum of money. Click Back when you need to correct the sum. By clicking the button Start the day the entered sum will be reflected in the POS and payment reports. Choose Reports-> POS and payments. Pick the right warehouse, date or period. You can also select a sales manager.
To the get report click Show report.
14.2 Sales
After saving the sum, the sales window opens:
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Select from the top right the correct warehouse from where products are sold and the currency. The first warehouse and currency on the list are selected by default.
Even though you can sell goods and can enter the total sum you cannot save before selecting a customer. The program will show an error message:
Customer is not set.

Click Select customer.
Select the right customer and click on their name. You can move up or down the list with the arrows. Click the cross to close the window. Button Add a customer is not active and needs a connection between the POS and a keyboard.
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If you are selling to customer who does not have a loyalty card, it is advisable to select Regular Customer as the customer (has been entered previously). You can set Regular Customer as a default customer under Settings.
With this information for example:
Click Select customer to change the customer, When the selected customer has different discounts, the system will change already entered prices. To select a product or service you have following possibilities: 1) Read product UPC code with scanner 2) Press the right quick selection button For example:
The product must have a tick on its product card:
3) Write half of the name using a normal keyboard. If a product with that name exists, a list of products will open. Select the right one by clicking on it.
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4) Press Select product or Select service. You can move through the list with the help of the arrows. Select the right one by clicking on the line or product name.
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Selected product or service will appear on the invoice line. By default the amount is 1. By clicking + 1 more is added. By clicking 1 will be subtracted
By clicking
the line will be deleted.
You can insert up to a 5-digit number into the Amount field. Longer quantities can be counted but cannot be displayed.
14.2.1 Discounts 14.2.1.1 Product discounts

Write the discount percentage into the discount box, for example:
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14.2.1.2 Sales discounts

The percentage value entered into the General discount field will apply for every product line. For example:
14.2.2 Payment
Click Payment and print after all the purchases are selected. A table opens:
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If you need to add some more products, click Cancel.
14.2.2.1 Payment in cash

Click the button Cash. Insert the sum either with: a) Normal keyboard b) Number buttons Button Clear deletes the last number of the sum. Button Delete deletes the entered sum.
When a customer: a) Pays in cash the correct amount, enter the correct sum. b) Pays more than the total amount, enter the paid amount and the amount to be given back is shown in the Change field. c) Pays half of the sum in cash and the other half by another payment method, enter the amounts into the right boxes (By card or By gift card). Click Confirm to end the transaction and print a receipt.
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14.2.2.2 Payment by card

How payments by card are handled depends on your settings in Inventory-> Point of sales/POS:
With a standalone payment terminal you need to use a detached payment terminal and enter the correct sum. In the POS you only need to end the transaction by clicking Card. By using Merchant warehouse (only in the US) the card payment will go directly through ERPLY. 1. With a standalone payment terminal: Click Card. The right sum will appear in the By card field.
To end the transaction click Confirm. A new window opens (an error message at first). The window closes. A receipt is printed:
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2. Merchant Warehouse Click the button Card. The right sum will appear in the By card field and a new window opens:
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Swipe the card through the reader. Press the button Cancel to stop. A message appears:
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1) Select the button Cash to pay in cash. 2) Select the button Card to pay by card. 3) The button Cancel sale cancels the sale. 4) The button Close will close the payment by card windows but allows you to continue the sale. The program will ask again:
Pressing the button Cancel Sale will stop the sale. Pressing Back takes you back to the previous window.
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14.2.2.3 Payment by gift card

Insert the gift card amount into the By gift card box. Insert the rest of the sum too.
To end the transaction click Confirm. A new window opens. The window closes. A receipt is printed:
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If a customer has a gift card with a higher value than the invoice sum, you have several options, depending on the companys rules: a) Insert the actual sum to the By gift card field if the company does not issue a new gift card with a new value. In this case there will be a difference between the remuneration and nominal value in the report. b) Insert nominal value of the gift card which is marked on the gift card. The program will show you the change. Give the customer back the change in cash. Only use this when the companys rules allow it. c) Insert the nominal value of the gift card which is marked on the gift card. Program shows you the change but dont give the change back in cash. Issue a new gift card with a free value field by selling it as a new product. Only use this when the companys rules allow it. You need to use a service, for example:
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Sell the service through the POS and insert the right price.
Click New sale to start a new sale. When clicking the New sale button without ending the previous sale a message is shown:
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OK will stop the previous sale and starts a new one. Cancel closes the window and lets you finish the sale.
14.3 Product exchange

Kui klient toob kauplusesse tagasi mne toote sooviga seda vlja vahetada, siis peab kliendil olema esitada ostutsekk ja loomulikult ka tagastatav hinnasildiga varustatud toode. Mja mb uue toote koos tsekil olevate sobilike toodetega vi teenustega uuesti, lpetades tseki originaaltsekil kasutatud makseviisidega ja jtab tagastatud kauba ja originaaltseki juhatajale kreeditarve (negatiivse arve) koostamiseks. To exchange a bought product, the customer must have the receipt and the returnable product. The sales person sells the new product, ends the sale with the previously used payment method and gives the original receipt and object to the manager to make a credit invoice (negative invoice).
14.4 Compose credit invoice

To make a credit invoice, select Invoices. Find the right invoice and open it.
Select Make a credit invoice under the button More...:
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The negative invoice opens:
Look at the Type of payback and Date fields and change them if necessary. Save and Authorise. NB! If the previous invoice was paid with different payment methods, you can only choose one payment method when creating a credit invoice.
14.5 Switch user

Click Switch user. It will open:
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14.6 Cash In
Select Cash In. It will open:
Insert the sum to the Amount stored field in the right currency. It is mandatory to write into the Notes box. Back closes the window. Save will open a confirmation window:
Click Save when everything is correct.
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14.7 Cash Out

Click Cash out. It will open:
Insert the sum to the Amount withdrawn field in the right currency. It is mandatory to write into the Notes box. Back closes the window. Save will open a confirmation window:
Click Save when everything is correct.
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14.8 Closing POS

Click Close to close the Point of Sale program.
14.9 End the Day

If you have not configured the point of sale to open and end the day, you may go straight to reports. Otherwise it is essential to click End The Day as a last activity. It will open:
Enter the sum left in the cash drawer for the next day into Left to till as change field. Enter the sum which has been take to the bank or stored in a safety deposit box into Banked field. If you accidentally click the End The Day button, click the button Back to return to the sales window. If the amounts are correct, click End the day. Program asks:
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Click End the day if the amounts are correct. Click Back if the amounts need to be changed. Clicking the button End the day opens:
Start the day opens the Start the day window:
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14.10 Point of sale and payment report

To open the POS report, go to Reports-> POS and payments. Select the warehouse, date or period. Select sales manager if needed.
Click Show report to get the report .
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At the beginning of the report you can see all transactions and payment types.
At the end of the report you can see financial accounting.
15 Import customers form CSV/TXT

To import you need to have all the data in Excel, for example:
You have to save Excel format into Unicode Text to import your customers to ERPLY:
At your Erply home page click:
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It will open:
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With the help of excel insert information into corresponding boxes. For example: Column A: contact person given name Column C: company name, etc. Click Import customers/suppliers. After a few seconds the program says it is DONE!
16 Import products from CSV/TXT

This is the excel file of the document that needs importing:
You need to change the Excel format into the Unicode Text format to attach the file on the import page. This is how the Unicode file looks like:
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Click the button Import products from CSV/TXT and it opens:
Insert all the necessary data. If the file has a header row, tick the right box. Click Import products. After few minutes this is shown:
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Erply vers. 3.

8.2 8.3 8.4 9

10 10.1 10.2 10.3 11

If the inserted username or password is wrong, a message will appear:

1.1.1.1.1 By default on the screen

1.1.1.1.3 Time and the choice of languages

1.1.1.1.4 Change password

1.1.1.1.5 Button menu on top

1.1.1.1.6 Log out

1.1.1.1.7 Function buttons

b) Add button. May also be only +

d) Print button. May only be a picture of a printer:

e) Send by e-mail button:

Must be activated! Otherwise, this message is displayed:

g) Filter button for sorting:

h) PDF button to save the document in .pdf format:

i) Change entry button

k) Product selection button

l) Service selection button

m) To change the row or record order

n) To insert a date or to open the calendar

o) To save and confirm the corresponding text

On the left there are activities you can choose.

2.1 Sales team

First, you need to specify your company.

For that click Add company. This will open:

Fill in and save.

This data must be saved.

2.3 Customer registry settings

To create a new one, click Add.

Specify all the different job titles.

To create a new one, click Add

Specify all the different organisation types.

To create a new one, click Add.

Right-clicking will open the selection:

Add option allows you to create a subcategory.

Customer contract types

To create a new one, click Add.

Types of customer notes

To create a new one, click Add.

By default there are already some countries created:

To add a new one, click Add.

Activities created by default. To create a new one, click Add

Fill in names in different languages and save.

2.4 Invoice settings

Opening this will show by default billing scheduling options:

Billing period options

By default shows the billing period options:

To create a new one, click Add. Fill in and save.

By default shows prepayment percents:

To create a new prepayment percentage, click Add.

Fill in and save.

To create a new one, click Add.

Fill in and save.

By default shows payment types:

To create a new one, click Add. Fill in and save:

Invoice payment methods

By default shows invoice payment methods:

Transaction types with sales invoices

To create a new one, click Add.

Fill in and save:

Has to be fixed on invoice-waybills if necessary. By default shows settled delivery conditions:

To create a new one, click Add. Fill in and save.

Has to be fixed on invoice-waybills if necessary.