Erpag Manual

ERPAG

Getting Started – Beta 0.1 Code System d.o.o.

Milana Rakica 4

26 000, Pancevo, Serbia

Contact +381 13 301955 (Serbia),

1-646-8736776 (USA) 55-11-23918671

(Brazil)

Foreword

Please note that the following document is still a beta version and may

need revision or proofreading in some places. We are sorry for any possible

inconvenience. If you have any questions concerning the material presented in

this document, or require further assistance, do NOT hesitate to contact us at

[email protected].

ERPAG Support

mailto:[email protected]


TABLE OF CONTENTS

INTRODUCTION 5

ERPAG AS A CLOUD SERVICE 6

DOUBLE ENTRY ACCOUNTING 7

SCALABILITY 8

OUR PHILOSOPHY 9

CHAPTER ONE: SETTING UP YOUR ERPAG ACCOUNT 11

INSTALLATION FROM ONLINE WEB STORES (CHROME AND WINDOWS STORE) 11

DIRECT SIGN UP 13

CLASSIC EMAIL AND PASSWORD SIGN UP 13

OAUTH2 AUTHENTICATION 15

ERPAG HOME PAGE 16

CHAPTER TWO: SETTING UP YOUR COMPANY 16

REQUIRED STEPS 16

SETTING UP THE BASIC DATA OF YOUR COMPANY 18

SETTING UP USER ACCOUNTS AND USER PRIVILEGES 19

AUTHENTICATION METHODS 20

TYPES OF USER ACCOUNTS AND USER PRIVILEGES 22

SETTING UP DOCUMENT TEMPLATES (HEADER AND FOOTER) 24

SETTING UP WAREHOUSES 26

SETTING UP YOUR INVENTORY (BEGINNING INVENTORY) 27

SETTING UP PARTNERS (BANKS, SUPPLIERS, CUSTOMERS, ETC.) 27

SETTING UP YOUR BANK ACCOUNTS 29

SETTING UP YOUR FINANCIAL POSITION 30

SETTING UP PRICE LISTS AND EXCHANGE CURRENCIES 31

CUSTOM STEPS 33

SETTING UP PRODUCTS AND PRODUCT CATEGORIES 34

CUSTOMIZE THE CHART OF ACCOUNTS (COA) 35

SETTING UP PARTNER CATEGORIES 36

SETTING UP CUSTOM NOTES 37

SETTING UP INVOICE TEMPLATES (HEADER AND FOOTER) 37

SETTING UP PAYMENT TERMS 38

SETTING UP PRODUCT PROPERTIES (SIZE, COLOR, ETC.) 39

SETTING UP WORK OPERATIONS 40

SETTING UP DISCOUNTS/REBATES 41

SETTING UP THE SUPPLIER PRICE LIST 43

CHAPTER THREE: PURCHASING 44

REQUEST FOR QUOTATION (RFQ) 47

PURCHASE PROCESSING 48

PURCHASE ORDER 50

PURCHASING TEMPLATES 52

4.2. RECEIPT NOTES 53

SUPPLIER INVOICE 54

INVENTORY/STOCK LIST 61

CASH PURCHASE 62

RECURRING SUPPLIER INVOICE 64

RETURN TO SUPPLIER 66

CHAPTER FOUR: SALES 67

QUOTATIONS - SALES ORDER 69

QUOTATIONS – TEMPLATES 70

INVOICING – SALES INVOICE 72

DOCUMENT OUTCOME 73

INTERNAL INVOICE 79

DAILY CASH COLLECTION 81

RECURRING INVOICES 82

CHAPTER FIVE: POINT OF SALE (POS)NEW RECEIPTCREATING A NEW RETAIL RECEIPTENABLING POP UPS IN GOOGLE CHROMEDAILY CASH COLLECTIONCUSTOMER RETURNVARIABLE PRODUCTS

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Introduction

INTRODUCTION In this Chapter

What is ERPAG?

What is cloud computing and what is double accounting?

What is ERP?

What is scalability?

What are the prerequisites for working in ERPAG?

elcome to ERPAG! In this Chapter we will introduce general

concepts of ERPAG and explain its basic logic and background. As

you probably know, ERPAG is an ERP cloud service that covers

all business processes for small or mid-sized companies. Oftentimes, when

we tell our customers that ERPAG is an all-in-one ERP cloud solution, their

usual answer sounds like this: All-in-one?! (eyes rolling back) ERP? Cloud?

Yeah, right! Give me a break… Joking apart, answers like these motivated us

to write this book in the first place.

When we started developing ERPAG our initial goal was to develop

comprehensive software that would help small and mid- sized companies to

automatize and improve their business. In September 2011, after many

years of research and hard work of our programmers (many, many thanks

to them), we succeeded in creating a cloud ERP solution that is now suitable

for various hardware platforms and devices. Currently, ERPAG covers Sales

and Customer Relationship Management, Purchasing and Supplier

Management, Production, Warehouse and Inventory Control, Finance and

Accounting, Point of Sale and Business Intelligence .

Getting Started With ERPAG - Introduction

Page 6 of 83

Enterprise resource planning (ERP) is a cross-functional enterprise system driven by an

integrated suite of software modules that supports the basic internal business processes of a

company. ERP gives a company an integrated real-time view of its core business processes

such as production, order processing, and inventory management, tied together by ERP

applications software and a common database maintained by a database management

system. ERP systems track business resources (such as cash, raw materials, and production

capacity) and the status of commitments made by the business (such as customer orders,

purchase orders, and employee payroll), no matter which department (manufacturing,

purchasing, sales, accounting, and so on) has entered the data into the system. ERP facilitates

information flow between all business functions inside the organization, and manages

connections to outside stakeholders.1

ERPAG AS A CLOUD SERVICE

So, what is cloud computing? To put is simply, cloud computing means

storing your data over the Internet instead of using your computer’s hard

drive. i.e. local storage. Lately, the cloud computing technology has been

developing rapidly, as different companies throughout the world are

adapting to it. Assuming that you are already acquainted with the general

concepts of a could platform, we will just say that ERPAG is hosted on one.

However, if you are wondering why to use a cloud app instead of an offline

app, ask yourself the following: am I tired of worrying about installing new

updates and doing daily backups? Am I tired of thinking about hardware

maintenance? Am I tired of paying extra money for multiple users and other

IT expenses? Am I tired of worrying about limited computer storage? If you

answered YES to at least one of these questions, then a cloud platform is

exactly what you need.

One important benefit of ERPAG (a cloud platform) is its integration with

services like PayPal, eBay, Windows and Google. ERPAG is also available for use at

any geolocation in the world, at any time.

1 http://en.wikipedia.org/wiki/Enterprise_resource_planning

http://en.wikipedia.org/wiki/Enterprise_resource_planning


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FIGURE 1 Current cloud clusters

DOUBLE ENTRY ACCOUNTING I N D O U B L E

E N T R Y

A C C O U N T I N G

T H E T O T A L O F

C R E D I T

E N T R I E S

E Q U A L S T H E

T O T A L O F

D E B I T E N T R I E S .

ERPAG is double-entry accounting software. This basically means that a

bookkeeper debits transactions to one account and credits them to another.

Furthermore, in double entry bookkeeping every transaction is entered twice

in the accounting books- first to record a change in the assets’ side (debit), and

then to reflect that change in the equities’ side (credit).

ERPAG automatically generates the Chart of Accounts (COA) and other

customizable accounting schemes, each time you open a new company.

To see how to customize the Chart of Accounts, see page 30.

FIGURE 1. 1. Double entry accounting


Page 8 of 83

Investopedia explains Double Entry:

In the double entry system, transactions are

recorded in terms of debits and credits. Since a

debit in one account will be offset by a credit

in another account, the sum of all debits must

therefore be exactly equal to the sum of

credits. The double-entry system of

bookkeeping or accounting makes it easier to

accurately prepare financial statements

directly from the books of account and detect

errors.2

SCALABILITY

Small business owners are usually not aware that they

can use cloud engines to customize invoices,

accounting standards, tax settings, multi-currency

options, etc. One benefit of a cloud application is that

it always follows the progress of your business, and the

licenses you pay for using them are always in

proportion with your business growth. For example,

you may have two or three people working in your

company today, and for that number of users you

will use our STANDARD

license, which is designed for five users. However, you will maybe have

twenty employees in one year’s time and when that happens, you will only

increase the number of ERPAG licenses, without paying additional expenses for IT

personnel, equipment or time.

This leads us to another major benefit of ERPAG, and that is its SCALABILITY. No

matter if you are a one- man business, or a company with several offices,

ERPAG completely scales with your business! It wraps around your business and

simplifies it! Just consider the following example: in the beginning you are a small

company engaged mostly in production, i.e. you use ERPAG to purchase materials

and follow the deliveries you send on daily basis. However, at one point you might

want to expand your business and open a retail store; normally, you would look

for another application that covers retail process, but ERPAG is a comprehensive

ERP app with integrated RETAIL options! This means that you just need to open

a new warehouse and start selling your products in a few seconds! How cool is

that?

In addition to this, ERPAG allows you to administer user rights and privileges. For

example, you can set the options so that the cashiers working in your retail store

may have access only to the data regarding that specific retail store! Also, there is

no limit in the number of warehouses, retail stores, etc.

2 http://www.investopedia.com/terms/d/double-entry.asp

http://www.investopedia.com/terms/d/double-entry.asp


Page 9 of 83

OUR PHILOSOPHY

From a small business perspective, starting up a company is like being on the top

of an iceberg and ERPAG is a small ice cap.

`

FIGURE 1.1 ERPAG as an iceberg from a small business perspective

To explain our ice cap philosophy, let’s say that you are new to ERPAG, have a small

company, and you need a few accounting options at the moment,

e.g. managing products in stock, following paid and unpaid invoices, and

liabilities. However, as your business is developing, you will need to use more

and more accounting options, such as variable products, lot and serial numbers

tracking, special accounting reports, etc. As a rule of thumb, the needs for

complex accounting process will emerge soon and you will need to use other

advanced options, such as customizable accounting/ tax schemes, fixed assets,

bank loans, etc. This is where ERPAG comes to rescue you, because the more

options you need, the more options will ERPAG have to offer you! In other words,

you are a small ice cap only at the beginning! All you need to do is to select a

desired business model and ERPAG will load all the necessary settings for you!

Also, from an accounting or consulting perspective, ERPAG is powerful

software that maintains your accounting books and automatizes posting

procedures, e.g. depreciation, currency differences, revenue accounting, etc.


Page 10 of 83

FIGURE 1.2 ERPAG as an iceberg from an accounting/ consulting perspective

In conclusion, ERPAG is hosted cloud software that follows the growth of your

business by implementing order into your organization, enabling you to have all

the necessary information on time. Furthermore, as a team of programmers who

produced ERPAG, we are committed to following and developing new

technologies. In that fashion, we constantly strive to be creative and to deliver

a modern and practical product to our customers. Last but not the least,

ERPAG has evolved from a simple concept into a giant ERP app and will

continue to evolve in response to our users’ needs.

Therefore, let us start from the very beginning: how to set up an ERPAG

account?

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Setting up your ERPAG Account Chapter 1

Setting up your ERPAG Account

his section describes all the necessary steps you need to take in order to start

working in ERPAG.

As mentioned in the previous chapter, ERPAG is a cloud service. This means that

you do not need a DVD disc/USB flash drive to install ERPAG. However, there are

some basic steps that you need to take in order to start using ERPAG.

INSTALLATION FROM ONLINE WEB STORES

One way to install ERPAG is to install it from online cloud stores like Chrome

Web Store, Google Apps for business or Windows Store.

Chrome Web Store

1. Go to Chrome Web Store> Click Business Tools> Select Accounting &

Finance.

2. Find ERPAG and click on it.

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FIGURE 2 ERPAG in the Chrome Web Store

3. Locate ERPAG and click the +FREE icon> Click the ADD button in the

Confirm New App window.

FIGURE 2.1 Confirm New App window

4. After completing the installation process, find ERPAG in your browser’s app list.

FIGURE 2.2 Grid view of installed apps in Chrome

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DIRECT SIGN UP

Another way to install ERPAG is to go directly to the official ERPAG website www.erpag.com and

to sign up/register from there.

There are several ways to sign up for a new ERPAG account:

Classic e-mail and password registration;

Registration with Google or Windows Live credentials- OAuth 2

Authentication;

Registration through Google Apps Marketplace.

CLASSIC E-MAIL AND PASSWORD REGISTRATION

Go to the official ERPAG website (https://www.erpag.com) and enter your email/

username and password> Click on the white arrow signalizing next.

FIGURE 2.3 ERPAG Home Page

Now enter the basic legal data of your company, e.g. company name, state,

street, tax ID number, etc.

http://www.erpag.com/

http://www.erpag.com/

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FIGURE 2.4 ERPAG Account Registration

P L E A S E E N T E R

G E N U I N E D A T A

B E C A U S E Y O U W I L L

N O T B E A B L E T O E D I T

T H E S E D A T A L A T E R !

T H E R E A S O N F O R T H I S

I S B E C A U S E W E U S E

T H E S E D A T A F O R H E L P

D E S K A N D C U S T O M E R

S U P P O R T P U R P O S E S .

T H E O N L Y W A Y T O

C H A N G E T H E B A S I C

L E G A L D A T A O F Y O U R

C O M P A N Y I S T O

C O N T A C T O U R

C U S T O M E R S U P P O R T

A T

S U P PO R T @ E R P A G. C OM

Finally, after completing the registration form you will be moved to

ERPAG Home Screen. See below.

FIGURE 2.5 ERPAG Home Screen


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OAUTH2 AUTHENTICATION

You can also sign up for a new ERPAG account by using the oAuth2

authentication method.

When logged in your Google or Windows Live ID account, go to the

official ERPAG website and select one of the two sign up methods,

Google or Windows Live ID – or simply create new ERPAG account.

FIGURE 2.6 Google, Live ID or ERPAG Account Sign Up

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Chapter 2

SETTING UP YOUR

COMPANY

In this Chapter

Setting up user accounts, document templates, and

warehouses

Setting up customers and financials

Setting up bank accounts, price lists, etc.

his section explains how to set the basic parameters of your company,

e.g. Beginning Inventory, Financial Position, Header and

Footer, Warehouses, Customers, Suppliers, Partner groups, etc. No

matter which registration method you used to sign up, the process of

setting up your company is always the same.

Please note that you MUST set the basic parameters of your company in the very

beginning. Optionally, you can integrate your ERPAG account with other online

services, Google or PayPal (see Integration steps).

REQUIRED STEPS

To work properly in ERPAG you MUST take the steps described below. Please

note that if you skip some of these steps you will not be able to print invoices or

your users will not be able to log in. Not to mention that you will not be able to

calculate taxes!

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Setting up your Company

Therefore, in order to work properly in ERPAG follow the steps below:

Set up the basic data of your company (company name,

country, city, tax ID, etc.)

Set up user accounts and user privileges.

Set up Document Templates (Header and Footer).

Set up warehouses.

Make the Beginning Inventory document.

Add business partners, i.e. banks, suppliers, customers, etc.

Set up bank accounts.

Define your financial position, e.g. inventory, banks, fixed assets.

Create price lists.

Set up currencies and their rates (if needed).


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SETTING UP THE BASIC DATA OF YOUR COMPANY -

COMPANY NAME, COUNTRY, CITY, TAX ID, ETC.

To see the basic legal data of your company (i.e. the data you entered during

the regsitration process) go to Settings > Click Admin.

FIGURE 3 Company Basic Data in the Admin Panel.

Although these data are not visible on your printable documents and forms, you

cannot change them on your own- for that you need to contact our Customer

Support at [email protected]. This is because we use these data for Help

Desk and Customer Support purposes.

IMPORTANT: To edit your company’s basic data please contact our Customer Support at

[email protected]




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SETTING UP USER ACCOUNTS AND USER PRIVILEGES

ERPAG is multi -user software. This means that you can connect multiple users

to one database and manage their privileges. To complete this step you need to

do the following:

a) Enter user basic data, e.g. username/password/ type.

b) Set up user privileges.

ENTERING USER BASIC DATA

To open add a new user account in ERPAG, go to Settings> Admin >

USER/EMPLOYEES> Click ADD NEW.

FIGURE 3.1 User/Employees in the Admin Panel

While in the new window, enter the username> Select the

User/password option in the Authorization drop-down menu>

Create a password> Select a user type in the Type field, e.g.

Administrator or Operator > Enter the full user name and email> Click

OK to save the changes. See below.

FIGURE 3.1 User General Data


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AUTHENTICATION METHODS (USER/PASSWORD,

OAUTH2 - GOOGLE, LIVE ID) To create a new ERPAG account follow the steps below.

Standard

Authentication

Method: User/

password

OAuth 2.0

Authentication

Method: Google

or Windows Live

ID

1. Select the User/password option in the Authorization drop-down menu

and create a new account with a password and username.

FIGURE 3.2 Standard authentication method

2. Another way to create a new ERPAG account is to generate an invitation

email and send it to a future user. Additionally, you can access ERPAG

while being logged in your Google or Live ID account.

a) Select Google or Live ID in the dropdown menu.

FIGURE 3.3 Authorization types

b) Click Send an invitation.

FIGURE 3.4 Send an invitation


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c) When a user clicks the invitation button, a confirmation link is sent to

the user’s email. The user needs to click on the link in order to confirm the

invitation and obtain the right to access ERPAG.

FIGURE 3.5 Invitation email

d) You can also disable a user account at any time – click Role> Disabled.

FIGURE 3.6 Account roles/types


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TYPES OF USER ACCOUNTS AND USER PRIVILEGES

User accounts

Administrator

Operator

FIGURE 3.6.1. Types of user accounts

All account types have certain predefined features. There are two account types in

ERPAG, e.g. the Administrator account and the Operator account.

Administrator

Account

Operator Account

User Privileges

The Administrator account (often called Admin) has the highest privileges.

Admin can set other user’s passwords, remove or add other accounts .

The Operator account cannot access the Admin Panel and therefore cannot

manage other user accounts.

By ticking the checkboxes in the header groups you can easily set user

privileges, that is, you can manage or restrict access to some users. For

example, if a user does not need to use the Templates option, tick the

Template box to disable it.


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FIGURE 3.7 User authorization

Document status There are three types of document statuses: allowed, read only and

forbidden. See below.

Create and edit documents-

Allowed

Read only

Create and edit documents

Forbidden

FIGURE 3.8 Types of privileges


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SETTING UP DOCUMENT TEMPLATES (HEADER AND

FOOTER) Follow the steps below to insert the logo of your company and to define other

document details.

1. Go to Settings> Invoice Templates> Click New.

FIGURE 3.9 Document template

2. To upload a picture, click Header Add NEW + and upload a picture from your

local hard disk or Google Drive. Use the same steps to upload a footer. See the

pictures below.

IMPORTANT: the ideal

picture format is .png or

.j pg. Recommended

header dimensions are

930px X 125px;

recommended footer

dimensions are 930px X

60px. FIGURE 3.10 Setting up a company header – adding a logo image

Note that header and footer pictures will be visible on all printable

documents, e.g. invoices, quotations, sales orders, etc.


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FIGURE 3.11 Invoice preview: Header details

USUALLY, USERS EDIT THEIR PICTURES BY USING OTHER GRAPHIC APPLICATIONS. IF YOU

WISH TO CHANGE THE LOGO OF YOUR COMPANY IN ERPAG, YOU DO NOT NEED TO

DELETE THE EXISTING LOGO – IT IS ENOUGH CLICK THE ADD NEW BUTTON AND UPLOAD

A NEW PICTURE.


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SETTING UP WAREHOUSES

In ERPAG, a warehouse is any virtual or non-virtual object that a company uses

to store its goods, e.g. a branch office, retail store, or a consignment warehouse.

By default, ERPAG opens the main warehouse.

In ERPAG, a warehouse

is any building that a

company uses to store

its goods. Therefore, a

warehouse can be your

branch office, retail

store, consignment

warehouse, etc.

To add a new warehouse go to Settings> Warehouse list> Click Add

NEW. See the picture below.

FIGURE 3.12 Add new warehouse-details


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SETTING UP YOUR INVENTORY (BEGINNING INVENTORY) You can use the Beginning Inventory document to register the balance of your

products or fixed assets at the start of an accounting period. You also need to set

the prices of your products according to their current stock prices. Regarding

fixed assets, please enter both the purchase and depreciation value of your fixed

assets.

To create the Beginning Inventory document go to Inventory>

Beginning inventory> Click NEW> Enter all the necessary data >

Click OK to confirm. See below.

FIGURE 3.13 Beginning Inventory

Note, however, that the Beginning Inventory document does not form

journal vouchers. To set the financial status of your company, you need to

generate the Opening Balance document. See page 32.

To sum up, the Beginning Inventory document is used to form product or fixed

asset cards, inventory lists, etc.

SETTING UP PARTNERS - BANKS, SUPPLIERS, AND

CUSTOMERS. In ERPAG, a partner can be your customer, supplier, bank, creditor, consignor,

consignee, etc. Also, a partner can be both your customer and supplier at the

same time.

To add a new partner to your ERPAG account follow the steps below.


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1. Go to Settings> Partner list> Click New> Select a partner type, e.g.

Partner/ Customer/ Supplier/ Bank)> Enter all the necessary data> Click OK

to confirm.

FIGURE 3.14 Setting up partners

To add banks to your ERPAG account, repeat the steps.

2. Go to Settings> Partner list> Bank> Enter all the necessary data, e.g.

bank address, tax ID, location, phone number, etc. > Click OK to confirm.

FIGURE 3.15 Adding a bank to your ERPAG account


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SETTING UP BANK ACCOUNTS

To add a bank account go to Settings> Banks- Current accounts> Click New>

Select an account, e.g. Google Wallet/Skrill/BlueSnap/PayPal/Manual entry. All

these accounts are entered in the same way.

FIGURE 3.16 Setting up bank accounts

You can manually create a bank account and use it any payment document. For

example, when you need to register a new received payment in Financials,

before opening a new payment form (Received money or Payout), click on

the Current account dropdown menu and select a bank account from there.

FIGURE 3.16 a Current account selection


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SETTING UP YOUR FINANCIAL POSITION – THE OPENING

BALANCE DOCUMENT

You can enter the current financial status of your company by using the

Opening Balance (OB) document. The Opening Balance is the same as the

Manual Journal Voucher, and its content must be identical to your Trial

Balance document.

To set up up your

company’s beginning

inventory, i.e. products/

raw material/ finished

products, etc., you

should use the

Beginning Inventory

document. For more

details see page 30.

The Opening Balance document must contain the following data:

a) The financial amount of your products in stock;

b) Liabilities and credits from customers and suppliers;

c) Current accounts balance;

d) Fixed assets balance;

e) Stockholders equity balance (if you have one).

To set up the Opening Balance document (i.e. to define the financial status of your

company) follow the steps below.

1. Go to Accounting> Journal list> Click NEW> Opening balance.

FIGURE 3.17 Setting up the Opening Balance document

2. Enter the necessary data from the Trial Balance into the Opening Balance

document. Note that the debit side must equal the credit side, i.e. the

balance must be zero.


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The Opening Balance

document must be in

balance, i.e. the debit

side must equal the

credit side; the balance

must be zero.

FIGURE 3.18 The Trial Balance document

SETTING UP PRICE LISTS AND CURRENCIES

To set up prices:

1. Go to Settings> Items> Price list> Enter a desired price in the DEFAULT-

PRICE/ WAREHOUSE- PRICE field> Click OK to confirm.

2. The other way to set up the prices is to go to Settings> Products and

services> Product/Service> Click Add New> Product > Price list> Enter the price in

the DEFAULT- PRICE field> Click OK to confirm.

FIGURE 3.19 Setting up prices


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To set up currencies and their rates follow the steps below:

1. Go to Settings> Other> Exchange lists.

2. Click New.

3. Define currency name, its exchange rate and country> Click OK to

confirm.

FIGURE 3.20 Setting up currencies

Remember to assign a

working currency to

each partner!

To define partner currencies go to Settings> Partner list> Click New>

Partner or Customer> Click Currency.


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CUSTOM STEPS

You are not required to take these steps; however, we would recommend

you to do so simply because these steps will enable you to have a detailed

insight into your company’s business. For example, by enabling reports and

charts in the Business Intelligence menu, you can see the exact number of T-

shirts/shoes/ jackets that were sold in the first or second quarter; you can see

the list of top 10 sold items in your company; by defining partner or

product groups, the price engine will work smoother, etc. Also, ERPAG can

automatically print notes for overdue invoices, and many, many more.

Custom steps:

Set up products and product categories.

Customize the Chart Of Accounts (COA).

Set up partner categories.

Set up custom notes.

Set up Invoice Templates (Header and Footer).

Set up payment terms.

Set up product properties, e.g. product size, color, material, etc.

Set up work procedures, e.g. programming, designing, cutting, welding, and

transporting .etc.

Set up discounts/rebates.

Set up the Supplier Price List.


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SETTING UP PRODUCTS AND PRODUCT CATEGORIES

To add items to your ERPAG account, go to Settings> Items> Products

and services> Click CREATE.

FIGURE 4.0 Adding items to your ERPAG account

Regarding the product categories (or product groups), they contain similar or

same characteristics and distribution channels, pricing methods and other

elements. For example, if you are selling computer equipment you can create the

following product categories: category 1- monitors, category 2- hard disks,

category 3 components, etc. Furthermore, you can create brand categories for

computer monitors, e.g. Samsung, Acer, Apple, etc…

By categorizing or grouping items you can easily:

- report and analyze;

- form rebates and other discounts.

To create a product category or group go to Settings> Items> Product

categories> click NEW.


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FIGURE 4 Product categories

SETTING UP THE CHART OF ACCOUNTS (COA) The Chart of Accounts (COA) is a generated list of accounts showing ledger

account names, numbers and classifications. You can use the Chart of

Accounts to organize and segregate revenues, expenditures, assets and

liabilities.

Also, you can create customized accounts, or use the existing (default)

accounts.

Go to Settings> Financials> Chart of Accounts.

FIGURE 4.1 Chart of Accounts


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SETTING UP PARTNER CATEGORIES

In the same way as you have created product categories, you can create

partner categories, e.g. regular customers, potential customers, special customers,

etc. Partner categories can have different terms of payment, prices, deadlines,

etc. At the end of the day, each customer is unique and deserves different

treatment.

You can use partner categories for the following:

-Reports and analysis;

- Special payment conditions;

- Rebates and other discounts;

- Generating special price lists.

To create a new partner category go to Settings> Partners> Partner

categories> click NEW.

FIGURE 4.2 Partner categories


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SETTING UP CUSTOM NOTES

To create brief notes that will accompany your documents follow the steps below.

1. To create brief notes that will accompany your documents go to

Settings> Other> Notes- Templates> Click CREATE.

FIGURE 4.3 Custom notes

Select the group of documents for which you want to enable notes, e.g.

invoices, internal delivery notes, quotations, etc.

SETTING UP INVOICE TEMPLATES (HEADER AND FOOTER) To create invoice templates follow the steps below.

1. Go to Settings> Other> Invoice Templates.

2. Click ADD NEW.

3. Select the group of documents for which you want to create templates. In our

example we will create a new template for invoice documents.

4. To add a header click Add New and upload your company’s logo. Repeat the

steps to upload a footer.


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FIGURE 4.4 Invoice template

Invoice templates enable fine tuning of documents which means that you can

create specific documents for specific use. You can always add new or edit existing

templates.

SETTING UP PAYMENT TERMS

Payment terms are usually set individually and contain deadlines and

quantities of delivered or purchased goods. ERPAG allows you to define

specific terms of payment for each partner group. For example, you can create

monthly or yearly installments for your regular customers.

To set terms of payment go to Settings> Partners> Terms of payment>

click NEW.


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FIGURE 4.5 Terms of payment

By using payment terms with the Business Intelligence module your document

lists can function as control panels. For example, your document lists (invoices or

sales orders lists) will show you the paid or unpaid invoices, the percentage of paid

invoices, or even if the goods from the invoice were delivered or not. To read more

about these options, see Chapter 3 Sales.

SETTING UP PRODUCT PROPERTIES (SIZE, COLOR,

MATERIAL, ETC.) Depending on the type of products you sell, you may want to add different

properties to your product descriptions. Product properties are used to

provide additional information about a product.

Follow the steps below to add properties to your products.

1. Go to Settings> Items> Product properties.

2. Type the names of the properties you want to use, e.g. value 1, value 2, etc.

FIGURE 4.6 Product properties

3. Assign properties to your products. Go to Settings> Items> Products

and services> Select a product> Click Product properties.


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4.7 Product properties

4. Click OK.

SETTING UP WORK OPERATIONS - PROGRAMMING,

CONSULTING, DESIGNING, CUTTING, WELDING, ETC.

To set up work operations go to Settings> Items> Work operations.

FIGURE 4.8 Work operations

You can combine work operations with machines, as well as to assign work

operations to your workers.

Go to Production and click Create.


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Click Events.

Enter a new task, its date, and assign a work operation to a worker - and

ERPAG will send a notification message to your worker’s Google Calendar.

To create discounts

you firstly need to set

up partner and product

categories.

SETTING UP REBATES AND OTHER DISCOUNTS

Follow the steps below to set up rebates and discounts.

1. Go to Settings> Items> Product categories.

2. Type the names of the product categories you want to use, e.g. shoes,

computers, food, etc.

3. Click OK to save the changes.

FIGURE 4.9 Product categories

4. To set up partner categories and assign those categories to your partners,

go to Settings> Partners> Partner categories.

5. Type the names of the partner categories you want to use, e.g.

wholesalers, retailers, etc.


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FIGURE 4.10 Partner categories

6. Go to Partner list and assign categories to your partners.

7. Finally, to set rebates go to Settings> Items> Rebate.

FIGURE 4.11 Rebate

As you can see, rebates we have generated rebates for five product categories:

default category, shoes, technical equipment, food and computers; as well as for

two partner categories : wholesalers and retailers.


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SETTING UP THE SUPPLIER PRICE LIST

Follow the steps below to create a new Supplier Price List.

1. Go to Settings>Partners> Supplier price lists> Click NEW.

2. Enter all the necessary n the empty text box fields, e.g. partner key,

supplier name, product SKU, product description, etc.

data i


FIGURE 4.12 Supplier Price List

You can create specific price lists for different suppliers and then to select the most

suitable prices from the Purchase processing menu. To read more

about Purchase processing, see Chapter urchasing.

2 P

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Chapter 3

PURCHASING

In this Chapter

What is purchasing and how does it work?

What is a Purchase Order document? What is a Request for

Quotation document or RFQ?

What is purchase processing? How to use purchase templates?

How to generate a Supplier Invoice document or to register

cash payments?

We know you are eager to get started and purchase some products for your

company as soon as possible. This chapter will guide you through the basic steps

of purchasing in ERPAG.

In a nutshell, purchasing is the process of buying goods or services; the entire

purchasing process looks like this: a buyer who wants to purchase goods raises

a Request for quotation (RFQ) document, inviting suppliers into a bidding process

on specific goods; in response to the request, suppliers send their quotations ;

the buyer then chooses the best offer and sends the Purchase order (PO)

document, specifying types, quantities and agreed prices. Finally, the supplier

delivers the goods to the buyer and sends an invoice; the buyer records the

delivery and makes the payment to the supplier.

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Getting Started With ERPAG - Purchasing

Request for Quotation (RFQ)

Quotations Purchase

processing

Purchase order

(PO)

Supplier

invoice

Payment to the

supplier

FIGURE 5. Purchasing process

The Purchasing menu in ERPAG is composed of four units. Each unit

contains specific documents.

Purchasing - Purchase orders, Purchase processing, Requests for

quotations, and Templates;

Receipt notes - Supplier invoices, Cash purchases, Recurring supplier

invoices, and Returns to supplier;

Supplier consignment - Consignment receipt notes, Consignment

returns to supplier, and Consignment settlement statements.

Reports - Purchasing by categories/ time/ days/ products/ partners, etc.

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FIGURE 5. 1 The Purchasing menu

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REQUEST FOR QUOTATION (RFQ)

A Request for Quotation (RFQ) is a document that a company submits

to a potential supplier, eliciting quotations for products or services.

ERPAG lets you assign miscellaneous statuses to the RFQ document, that

are useful in the purchasing process, e.g. entered, approved, completed,

rejected, on hold.

To open a new Request for Quotation (RFQ) follow the steps below.

1. Go to Purchasing> Requests for Quotations> Click CREATE.

2. Enter the name of the RFQ document in the Description field.

3. Enter the products and their quantities in the Items field.

4. Click OK to save the document.

FIGURE 5.1.3. Request for Quotation


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PURCHASE PROCESSING

You can use the Purchase Processing option to analyze requests for

quotations and supplier quotes, so that you could select the most suitable offer

from your suppliers.

To open a new Purchase Processing document:

1. Go to Purchasing> Purchase Processing.

2. Click CREATE.

Whichever option

you choose, a or b,

you firstly need to

define partners and

items in order to

process requests for

quotations.

To see how to set

up partners read

3.1.8 Setting up

partners;

to see how to set

up products or

services, read

3.2.1 Setting up

products.

There are two options available within the Purchase Processing document:

a) you can click NEW to manually add quotes, suppliers, and items; or

b) you can click GENERATE to use data from the existing requests for

quotations.

FIGURE 5.1.2 Purchase Processing

To enter quotes manually:

1. Go to Purchasing> Purchase Processing> Create> New.

2. Name the document in the Description field, e.g. Mobile Phones –

February 2013.

3. Enter suppliers in the Supplier field.

4. Enter the products you want to buy in the Items – Description field.

5. Enter product quantities.

6. Select The Lowest Offer option in the Selected Quotation field.


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7. Enter the product prices below supplier names. As you can see, these are the

names of the suppliers you have defined in step 3.

8. ERPAG automatically selects the lowest offers.

FIGURE 5.1.2 Choosing the best offer manually

9. Click OK to save the document or generate a Purchase Order by clicking

the Purchase Order button in the top right.

To use the data from the existing Request for Quotation (RFQ)

document:

1. Go to Purchasing> Purchase Processing> Generate: Request for

Quotation.

2. In the Requests for Quotations field tick the check box of the RFQ you

want to process.

3. Select suppliers in the Quotations field.

4. ERPAG imports items from the selected RFQ document.

5. Enter the prices.

6. Click OK to save the changes or generate a Purchase Order by clicking

the Purchase Order button in the top right.


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PURCHASE ORDER

A Purchase Order is a document issued by a buyer to a seller, containing

product types, quantities and prices.

To create a new Purchase Order document:

1. Go to Purchasing> Purchase Orders> CREATE.

2. Select a warehouse to which you want to receive the products.

3. Select a supplier in the Supplier filed.

4. Enter the number of the Quotation document (or any other document

containing quotes) that was sent by a supplier.

5. Optionally, define the terms of payment in the Terms of payment field.

6. There are two tax types3 available in the Input VAT – Type field:

Domestic or International trade. Select the one you want to include in the

Purchase Order document.

To deduct the input tax from the total tax amount:

- Click Yes in the Deductible Tax field.

To post the input tax amount to either the Tax expenses account or

Additional expenses account:

- Click No –Tax expenses4, or No – Additional expenses.

7. Enter the tax rate in the Standard or Lower Rate field.

8. Now enter the products you want to order.

3 ERPAG supports both the VAT and Sales Tax systems. This means that the INPUT TAX

field will be displayed as either the Input VAT or Input Sales Tax field. This depends on

the Tax System type you have selected during the registration process. To add taxes to

the Supplier Invoice document follow the steps below.

4 To see/edit these accounts go to Settings>Charts of Accounts.


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9. Click Attachments/ Import data to attach files from your local computer or

Google Drive; you can also import Excel data to the Purchase Order.

4. Click OK to save the changes or generate a Supplier Invoice document

by clicking the Supplier Invoice button in the top right.

FIGURE 5. 1.1 Creating a Purchase Order document


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PURCHASING TEMPLATES

Templates are previously prepared documents which format does not

have to be recreated each time it is used. You can create templates for

Supplier Invoices or Purchase Orders.

To create either a Supplier Invoice template or Purchase Order

template:

1. Go to Purchasing> Templates.

2. Enter the name of the template in the Description field.

3. Enter the name of the supplier from whom you purchase products on a

regular basis, e.g. daily, weekly, monthly, etc.

4. Now enter the products - their quantities, purchase prices and discounts.

5. Click the Generate button in the top right corner of the screen.

FIGURE 5.1.4. Purchase Order Template


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RECEIPT NOTES - SUPPLIER INVOICE, CASH PURCHASE,

RECURRING SUPPLIER INVOICE, AND RETURN TO SUPPLIER

You can use receipt notes to register the items you receive from your

suppliers or customers. This chapter will walk you through the four main

types of receipt notes notes in ERPAG: Supplier Invoices, Cash Purchase

documents, Recurring Supplier Invoices, and Returns to Supplier.

Supplier Invoice

Cash Purchase

Recurring Supplier invoice

Return to Supplier

FIGURE 4.2.1 Receipt notes


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SUPPLIER INVOICE

You can use the Supplier Invoice document to register the items you

purchase from your suppliers, or other persons from whom you purchase

products or services.

The Supplier

generates an

invoice for the

products or

services s/he sells.

The Buyer

receives that

invoice and

registers it as a

Supplier

Invoice document.

The Buyer makes

a payment to

the Seller.

FIGURE 4.2.2. Supplier Invoice

To create a new Supplier Invoice document:

1. Go to Purchasing> Receipt notes> Supplier invoices> CREATE.

2. Enter the name of the supplier in the Supplier field.

3. Select a Purchase Order (not required).

4. Enter the supplier document number in the Document number field.

5. Enter the supplier document date.

6. Optionally, select the payment terms in the Terms of payment field.


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FIGURE 4.2.3 Supplier Invoice

ERPAG supports both the VAT and Sales Tax systems. This means that the

INPUT TAX field will be displayed as either the Input VAT or Input Sales

Tax field. This depends on the Tax System type you have selected during

the registration process.

To add taxes to the Supplier Invoice document:

1. There are two tax types available in the Input VAT – Type field:

Domestic or International trade. Select the one you want to include in the

Supplier invoice document.



To post the input tax to either the Tax expenses account or


Click No –Tax expenses5, or No – Additional expenses.

3. Enter the tax rate in the Standard or Lower Rate field.

To add items (products, materials or services) to the Supplier Invoice

document:

1. Enter the items in the Items- Description field.

2. Enter item quantities and purchase prices.



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FIGURE 4.2.5 Adding items

Other options:

1. You can enter additional expenses (transportation costs, loading/

unloading costs, etc.) in the Additional expenses field.

2. You can attach files or import .xls data in the Attachments/ Import data

field.

3. Click the Note tab to add notes to the Supplier Invoice document.

4. Quick Add- allows you to quickly add new items, e.g. partners, products or

services.

FIGURE 4.2.6 Note Tab


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To assign tasks to your employees:

1. Click Events.

1. Enter work operations in the Work Operations filed. To add a new work

operation go to Settings> Work operations.

2. To assign a task to an employee click Assign to.

3. Enter the contact person name in the Contact Person field. This is the name

of the person your employee needs to contact in order to complete the task.

When you click OK and save the document, ERPAG will send the task to your

employee’s Google Calendar.

4. Click Notes to write additional instructions and comments.

To view the accounting/ bookkeeping details of the Supplier Invoice

document:

1. Click MORE> Document outcome.

FIGURE 4.2.6 The MORE button

The Document outcome option is composed of three sections:

1) Journal Voucher;

2) Changes in inventories/ stocks;

3) Changes by accounts.


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FIGURE 4.2.7 Document outcomes

1. Journal Voucher

There are three different reports available within the Journal Voucher:

Inventory, Accounts Payable and Tax expenses. All three reports show the

effect that the current Supplier Invoice document has on both the debit

and credit side of your financial position.

You can enter into each of these reports by clicking the black arrow

FIGURE 4.2.8 Journal Voucher - reports


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For example, when you click Inventory, ERPAG opens a new window that shows

all the supplier invoices you have generated so far, as well as other documents

that were generated to debit your financial position.

To enter into any document on the list, click the black arrow again.

FIGURE 4.2.9 Inventory Report

2. Changes in inventories/ stocks

This section shows the products that are listed in the current Supplier

Invoice document, that is, the products you intend to receive on stock.

FIGURE 4.2.10 Changes in Inventories (stocks) - List

You can enter into each product on the list to see its stock card, i.e. details

such as warehouse data, description, quantity, stock price, etc.


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FIGURE 4.2.11 Stock cards

3) Changes by accounts

This section shows both the debit and credit sides of the following accounts:

Inventory, Accounts Payable and Tax expenses.

FIGURE 4.2.12 Changes by accounts


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INVENTORY/ STOCK LIST

This report shows all products and materials stored in your warehouses, retails

stores, and other facilities connected to your ERPAG account.

Click the black arrow sign to view a stock card of any product on the list.

To open this report:

Go to Inventory> Reports> Inventory/Stock List.

FIGURE 4.2.13 Inventory/Stock List


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CASH PURCHASE

You can use the Cash Purchase document to register all the purchases you pay in

cash, as well as other purchases that do not have documented suppliers.

To open a new Cash Purchase document:

1. Go to Purchasing> Receipt notes> Cash Purchases.

2. Click CREATE.

FIGURE 4.2.14 Cash Purchase

3. Select the warehouse to which the items will be received.

4. Enter the date and number for the current document.

5. Select the tax type6 in the Input VAT – Type field: Domestic or

International trade.



6 ERPAG supports both the VAT and Sales Tax systems. This means that the INPUT TAX field will be

displayed as either the Input VAT or Input Sales Tax field. This depends on the Tax System type you

have selected during the registration process..


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To post the input tax to either the Tax expenses account or


Click No –Tax expenses7, or No – Additional expenses.

6. Add items in the Items field.

7. Click Document outcome to view the accounting/ bookkeeping details

of the Cash Purcahse document.




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RECURRING SUPPLIER INVOICE

You can use this document to generate invoices that are repeated on a

scheduled basis. For example, you can create a reccuring supplier invoice for the

same quantities of products you buy each week/quarter/ month.

To open a new Recurring Supplier Invoice:

1. Go to Purchasing> Receipt notes> Recurring Supplier Invoices.

2. Click CREATE.

FIGURE 4.2.15 Recurring Supplier Invoice

3. Select the repeating frequency for the Recurring Supplier Invoice in the

Period field. The following period types are available: Weekly, Biweekly,

Monthly, Quarterly, Semi- annual, Annual, Workday, Every day.

4. Click Generate NEXT to open a drop- down menu with a calendar.

5. In the calendar, select the date from which you want to generate Recurring

Supplier Invoice. Note, however, that you cannot select the day that exceeds the

current date. Therefore, if you want to create an invoice that will be repeated

each month, you need to navigate to the previous month and select a date from

there.


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FIGURE 4.2.16 Selecting a date

6. Name the document in the Description field.

7. Select a supplier in the Supplier field.

6. Enter the supplier document number.

7. Define the terms of payment if necessary.

8. Add items, their quantities and prices.

9. Click OK to save the document (


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RETURN TO SUPPLIER

You can use the Return to Supplier document to register the products you want

return to your suppliers, or other persons from whom you purchase products or

services.

To open a new Return to Supplier document:

1. Go to Purchasing> Receipt notes> Return to Supplier.

2. Click CREATE.

3. Select the warehouse in which the product is stored.

4. Enter the name of the supplier in the Supplier field.

5. Enter the supplier invoice number.

6. Add the terms of payment if needed.

7. Enter the items you wish to return, their quantities and prices.

8. Click Document outcome to see what effects this document has on your overall

financial position.

FIGURE 4.2.16 Recurring Supplier Invoice


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Chapter 4

SALES

In this Chapter

What is the SALES menu in ERPAG?

What is a Sales Invoice document?

What is a Sales Order document?

What are internal invoices?

What is a Daily Cash Collection document? How to generate

recurring invoices?

In ERPAG, the Sales menu allows you to issue various documents related to major

sale processes. For example, you can issue a Sales Invoice to a customer in

order to officially confirm a business transaction; you can generate an Internal

Invoice document to register the products you transfer within the premises of

your company; you can generate a Daily Cash Collection document to keep

records of all the items you sell through the POS system, etc.

The Sales menu in ERPAG is composed of five sections, where each section contains its

specific documents. Those five sections are:

1. Quotations- Sales orders and Templates

2. Invoicing- Invoices, Internal Invoices, Daily Cash Collection, Recurring

Invoices.

3. Shipping and Returns – Shipments and Customer Returns.

4. Customer Consignment- Consignment fill-up, Consignment pick-up,

Consignment issue

Getting Started With ERPAG -Sales

Page 70 of 85

5. Reports – Sales by categories/days/ time parameters/ by single items/

partners.

In this chapter, however, we will discuss the first two sections: Quotations

(Sales Orders, Templates) and Invoicing (Invoices, Internal Invoices, Daily

Cash Collection, Recurring invoices).

Quotations

Sales Orders

and

Templates

Invoicing

Invoices, Internal Invoices, Daily Cash Collection, Recurring

Invoices.

Shipping and return

Customer consignment Reports

FIGURE 5. Sections discussed in this chapter


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QUOTATIONS- SALES ORDER

The Sales Order is a document that authorizes sale of specific products or

services, generated after receipt of a customer’s purchase order.

To create a new Sales Order document:

1. Go to Sales> Sales Order.

2. Click CREATE.

3. Select a warehouse from which you want to issue the Sales Order.

4. Select a target customer and in the Customer field.

5. You can optionally select a Quotation document in the Quotation field.

6. Select a tax location in the Tax locations field.

7. Define the payment terms in the Terms of Payment field.

8. Add items and their quantities/ prices in the Items- Description field.


FIGURE 5.1 Sales Order

This document does not have any effect on your overall

accounting/bookkeeping position.


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QUOTATIONS - TEMPLATES

Templates are previously prepared documents which format does not have

to be recreated each time it is used. You can create templates for Sales

Orders or Invoices.

To create a new sales template:

1. Go to Sales> Templates.

2. Name the template in the Description field.

3. Enter the name of the customer to whom you send sales templates on a

regular basis, e.g. daily, weekly, monthly, etc.

4. Now enter the products you sell regularly; enter their quantities, purchase

prices and discounts.

5. Click the green Generate button in the top right, to create a new invoice or

sales order.

This button opens the two template options – Sales Order or Invoice- shown

in figure 5.2.

FIGURE 5.2. The GENERATE button

This document does not have any effect on your overall



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INVOICING

There are two main types of invoices in ERPAG: Supplier Invoices (used in the

purchasing process) and Sales Invoices (used in the sales process). Also,

ERPAG supports other types of invoices, such as invoices for consignment

products/services/fixed assets; internal invoices; recurring supplier/ sales

invoices, etc.

Supplier Invoice

Sales Invoice

Invoices

FIGURE 5.2.1. Invoice


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SALES INVOICE

Generally speaking, an invoice is a document issued by a seller to a buyer,

specifying both trading parties, items sold, date of shipment, type of transport,

prices, currencies, taxes, discounts, delivery and payment terms.

TO OPEN A NEW SALES INVOICE:

1. Go to Sales> Invoicing> Invoices.

2. Click CREATE.

3. Enter a date and select the warehouse from which you want to sell

products.

4. Select a customer in the Customer field.

5. Optionally, select a Sales Order document.

6. Define the tax location type (Domestic or Export).

7. Optionally, define the terms of payment in the Terms of Payment field.

8. Select the type of transportation in the Shipments filed. When you select

the ongoing or shipped type, ERPAG generates an internal delivery note

automatically.

9. Add items you want to sell in the Items field.

FIGURE 5.3 Sales Invoice

10. Click OK to save the document or click the MORE button in the top

right to open a small rectangular window with two additional options: Pin to

Homescreen and Document outcome. The Document outcome option lets

you view the effects this Sales Invoice has on your overall

accounting/bookkeeping position. Read more on the following page.


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DOCUMENT OUTCOME

The DOCUMENT OUTCOME option is composed of three sections, each of

which contains important accounting/bookkeeping data related to the

current Sales Invoice. Those three sections are: Journal Voucher, Changes in

inventories/ stocks, and Changes by accounts, as seen in figure 5.3 below.

FIGURE 5.3.1 Document outcome - Journal Voucher

JOURNAL VOUCHER

Generally speaking, a journal voucher is a document used for recording

financial transactions. It contains important accounting data related to the

current transaction, such as a brief description of the transaction, its date,

amount, and reference to documentary evidence supporting the entry, e.g. receipt

documents, invoices, etc.

In ERPAG, the JOURNAL VOUCHER section shows what effects your current

transaction (in this case your Sales Invoice) has on important accounts

such as Accounts receivable, Sales revenue of goods, Cost of goods sold,

etc. Furthermore, you can inspect the debit and credit sides of these

accounts, view due dates, etc. In the example below, we will show you


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how to inspect the effects of the Sales Invoice document on your Accounts

receivable.

ACCOUNTS RECEIVABLE

To inspect see the effects of the current Sales Invoice on your Accounts

Receivable:

1. Click More> Document outcome.

2. Click 202 Accounts receivable.

Journal Voucher

Accounts FIGURE 5.3.2 Accounts receivable

This opens Report- Subsidiary Ledger8, as seen in figure 5.2.4 below.

Journal Voucher

FIGURE 5.2.5.1 Report- Subsidiary ledger Current Sales Invoice

8 A subsidiary ledger is a group of accounts whose balances equal the balance in the General Ledger.


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4. The DESCRIPTION field shows the current Sales Invoice and the name of a

customer to whom the invoice is being issued. In the example above, there is one

sales invoice issued to a customer whose name is New Partner.

5. The NO. field shows the number of a Journal Voucher report. Click the

small black arrow to enter.

6. The DEBIT filed on the right shows the amount of money this customer

owes you - DEBIT: 171. 00 $.

To enter into any

Journal Voucher

report or current

Sales Invoice, or

any other

document in

ERPAG, click the

black arrow ( ).

FIGURE 5.2.5.2 Debit

7. Enter into the Journal Voucher report by clicking the black arrow ( ).

This opens a new report form – Journal Voucher - as seen in figure 5.2.5.3 below.

8. Click the black arrow ( ) in the 202.001 Accounts Receivable field

to see the current Sales Invoice.

Journal Voucher

Accounts

FIGURE 5.2.5.4 Journal Voucher

This opens the Invoices – report form, as seen below.

Click the black arrow to

enter into the Sales Invoice


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9. Click the black arrow ( ) again to enter into the current Sales Invoice.

Click to enter into

the Sales Invoice

FIGURE 5.2.5.5 Invoice report

10. Finally, you get to see your current Sales Invoice and its financial data.

Click to see the stock

card of the item

FIGURE 5.2.5.6 Invoice


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CHANGES IN INVENTORIES/ STOCKS

A stock card of an item shows its important financial and accounting data such as

quantity, balance, stock price, debit, credit, etc.

To see a stock card of a product:

1. Click the black arrow ( ) below the SKU field to enter into the product’s stock

card.

FIGURE 5.2.5.7 Changes in inventories/stocks

This opens a stock card of a product.

Previous supplier invoices

Current Sales Invoice

FIGURE 5.2.5.8 Stock card


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CHANGES BY ACCOUNTS This section lets you inspect changes sorted by specific ledger accounts, e.g.

Inventory, Accounts receivable, Cost of goods sold, etc. In the example

below, we will show you how to inspect your inventory status.

To see your inventory status:

1. Click the black arrow ( ) below the ACCOUNT DESCRIPTION field to enter

into the product’s stock card.

Ledger accounts

FIGURE 5.2.5.10 Stock card

This opens Report – Subsidiary Ledger that lets you see all changes that have been

made to your inventory so far.

Supplier invoices

Current Sales invoice


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INTERNAL INVOICE

You can use internal invoices to register the products you transfer within the

premises of your company. For example, you can generate an internal

invoice when you move products from one warehouse to another, or from one

retail store to another.

To open a new Internal Invoice document:

1. Go to Sales> Invoicing> Internal Invoices.

2. Click CREATE.

3. Enter a date and select the warehouse from which you want to transfer

products.

4. Add a brief description in the Description field.

5. Add products or services, their quantities and prices in the ITEMS field.

6. Click the MORE option in the top right to open a small rectangular

window that contains two additional options: Pin to Homescreen and

Document outcome.

11. Click Document outcome to see what effects this internal Invoice has on

your overall accounting/bookkeeping position.


1) Journal Voucher;

2) Changes in inventories/ stocks; and


Each of these sections contains relevant accounting/bookkeeping data related to

the current sales invoice. Also, you can enter into each account/product/stock

card on the list, by clicking the small black arrow

12. To see the overall quantity of your products sorted by different warehouses,

go to Inventory> Reports> Inventory/ Stock List> Click on the small black

arrow next to a product to see its stock card.


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FIGURE 5.2.3 Inventory/Stock List


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DAILY CASH COLLECTION

The Daily Cash Collection document summarizes all the items that were

sold through the POS system.

To open a new Daily Cash Collection document:

1. Go to Sales> Invoicing> Internal Invoices.

2. Click CREATE.

3. Enter a date and select the warehouse for which you want to generate

a Daily Cash Collection document.

4. Enter the amount of cash, checks, credit cards or wire transfer in the Total Cash

field.

5. Add items in the Items filed.

6. Click Document outcome to see what effects this document has on your overall



1) Journal Voucher;

2) Changes in inventories/ stocks;


Each of these sections contains relevant accounting/bookkeeping data related to

the current sales invoice. Also, you can enter into each account/product/stock

card on the list, by clicking the small black arrow


FIGURE 5.2.4. Daily Cash Collection


Page 84 of 85

RECURRING INVOICES

You can use recurring invoices to manage documents that need to be paid on a

regular basis, e.g. office maintenance, monthly rents, lease payments, etc.

To open a a new Recurring Invoice:

1. Go to Sales> Invoicing> Recurring invoices.

2. Click CREATE.

3. Name the recurring invoice in the Description field; select the

warehouse for which you want to generate a Recurring Invoice

document.

4. Define the period type in the Period field. There are eight period

types available: Weekly, Biweekly, Monthly, Quarterly, Semi- annual,

Annual, Workday, Every day.

5. Click GENERATE NEXT to select the date for which the subsequent

invoice will be generated.

6. Select a customer in the Customer field.

7. Optionally, select terms of payment in the Terms of Payment field.

8. Select the shipment type in the Shipments field.

9. Add items, their quantity and prices in the Items field.


FIGURE 5.2.5 Recurring Invoice

POINT OF SALE

In this Chapter What is Point of Sale?

How to issue a retail receipt?

Daily Cash Collection

Working with customer returns

Point of Sale or POS is the point at which a buyer makes a payment to

the seller in exchange for products or services. One advantage of ERPAG

is that it allows you to store your data on our servers, which means that

you can access your inventory directly from the Internet, using any

internet browser, mobile or android device.

Point Of

Sale (POS)

Reports

Retail Invoices

List

Loyalty program

Vouchers

Retail receipts

&

Customer return

Chapter Five

POSPoint of Sale

NEW RECEIPT – MAIN SCREEN

1. PRICE LIST 2. WAREHOUSE SELECTION 3. LOYALTY- SEARCH BOX 4. INPUT MODES 5. RECEIPT CONTENT

6. PRODUCTS FROM THE PRICE LIST 7. NUMERIC KEYBOARD

1. PRICE LIST shows products from your Inventory. To sell a product simply click on

it; click several times to increase the quantity; the product appears in the Content

field (number 6).

2. You can use the WAREHOUSE SELECTION field to select the warehouse from

which you want to sell products. Each product belongs to a specific warehouse.

3. You can use the LOYALTY SEARCH BOX to select specific partners for whom you

have previously created special prices and discounts.

4. INPUT MODES

There are three main input modes in the POS system: Touchscreen, EAN/UPC and

Manual Search.

The Touchscreen method allows you to select products by touching the screen or

clicking on products with your computer mouse. You can increase the quantity of an

item by clicking on it several times. The above picture shows products in the

TOUCHSCREEN mode.

The EAN/UPC mode allows you to search for and select items by either scanning

their barcodes (provided that you have a proper barcode reader) or typing their

barcode numbers in the EAN/UPC search box, as seen below. Note, however, that it

is not mandatory to have a barcode scanner – you can enter barcode numbers

manually.

EAN/UPC search box Scanned product

EAN/UPC mode

EAN/UPC MODE

The SEARCH mode allows you to search for products by entering their names,

SKU or EAN/UPC numbers. To search for products in the system, it is enough to

enter the beginning letters of a product, or beginning numbers of a product’s ID.

Search box

The system searches for items according to characters you enter

in the Search box

SEARCH MODE

CREATING A NEW RETAIL RECEIPT/ GIVING

DISCOUNTS TO INDIVIDUAL PRODUCTS

In order to sell items you firstly need to create them. To learn how to create products, services, fixed assets, variable products or

assemblies, see Chapter Two: Custom steps - Setting up products and product categories.

Also, before you start selling items from the POS system you firstly need

to define their quantities; you can do that by going to Settings>

Beginning Inventory, or you can simply add a new product by going to

Settings> Items> Products and Services and define its quantity from

there.

To create a new receipt:

1. Go to POS> Receipt Issuance> New receipt.

2. Select the INPUT MODE – TOUCHSCREEN, MANUAL SEARCH,

EAN/UPC. In this example we will use the TOUCHSCREEN mode.

4. Select the target product from the PRICE LIST; click several times on

the product to increase the quantity.

This will display the product in the RECEIPT CONTENT field.

5. If you wish to discount individual items just click the small arrow to

open a new editable window, as seen below. The editable window

contains additional options that allow you to correct data about pricing,

quantity and discount.

Click to change quantity/discount items

editable field

Click to print the receipt and/or select the payment method,

i.e. cash, credit card, check, voucher…

NEW RECEIPT/ DISCOUNT

6. Click TOTAL to print the receipt and then select the payment

method.

This opens a new page, as seen below.

Products that will be printed in the receipt

Payment methods Click to print the receipt

7. Click PRINT to print the receipt. Please note that you need to

enable pop-up windows in your internet browser.

This opens a Print Preview window.

Click to print

Retail receipt

ENABLING POP-UPS IN GOOGLE CHROME

TO ENABLE POP-UP WINDOWS IN GOOGLE CHROME:

1. Open your Chrome browser.

2. Click SETTINGS.

3. Click SHOW ADVANCED SETTINGS.

4. Select the CONTENT SETTINGS button in the PRIVACY section.

5. Select ALLOW ALL SITES TO SHOW POP-UPS or MANAGE

EXCEPTIONS to allow pop ups for specific sites or domains.

Click to allow pop ups for specific sites

POP UPS IN GOOGLE CHROME


Each time you print a new receipt, the Daily Cash Collection

document is generated automatically. You can use the Daily Cash

Collection document to see the summary of the items that you have

sold through the POS system. Also, you can generate this document

manually, by going to Sales> Invoicing> Daily Cash Collection>

Filter> 2014> CREATE.

The example below shows the Daily Cash Collection document that

was automatically generated for March 25th, 2014.

Sale date and time Warehouses/retail stores

in which products were sold

Click to enter into a specific

Daily Cash Collection document

DAILY CASH COLLECTIONS - LIST

Warehouse/retail store Document outcome

Items sold through POS Items quantity, amount, etc…


CUSTOMER RETURN

You can use the Customer Return document to register the products

that were returned from customers.

To issue a new Customer Return document:

1. Go to POS> Receipt issuance> Customer return.

2. Select a product from the list and click TOTAL to select a payment

method, e.g. cash, credit card, check…

3. Click PRINT to print the Customer Return receipt.

Product Preview Customer Return – Content field

Click to correct

the price/quantity

CUSTOMER RETURN

Editable fields

You cannot edit this field

VARIABLE PRODUCTS

Variable products are products that can have different variations,

that is, properties - size, color, price; for example, a yellow S size T-

shirt, XL blue T- shirt, etc.

TO CREATE A VARIABLE PRODUCT:

1. Go to Settings> Items> Product properties> Add properties -

size, color, etc.

Product properties


3. Go back to Product and services> ADD NEW> Variable product.

Now create a parent (or master) product and create variations in the Product

variations field. Note, however, that the parent product is a virtual product that

you cannot sell – you can only sell its variations.

4. Name the parent variable product in the Description field, for

example, ERPAG T- shirt.

5. Add a tax/product category/ trademark, currency/ Default – Price.

In our example, the default price for the parent product is 10 dollars.

Even though you cannot sell the parent product (but only its variations or “children”),

the parent product still needs to have its default price. In cases when users forget to

define default prices for variations, the variations take the default prices from their

parent products.

6. Enter the serial/barcode number of the variable product, and

define the serial number/barcode graph type in the EAN/UPC field.

The latter is not mandatory.

Parent product

Serial number/barcode Parent product - default price

ERPAG T-shirt variations

Product properties

7. Add additional information if necessary; if not, proceed and enter

product variations for the parent variable product, that is, for

ERPAG T-shirt.

Even though product variations are grouped into one parent document, they are sold

as individual products in the POS system. You can click the QUICK ADD- NEW button

to add a new variation.

8. As you can see on the above picture, we have added several

different variations to the parent product: Product 1 is an S size, red

ERPAG T- shirt; Product 2 is an M size, white ERPAG T – Shirt;

Product 3 is an XL, green ERPAG T – shirt, etc. If you want, you can

define the price list from here as well, that is, you can create different

prices for different suppliers, warehouses, etc. This is not mandatory.

9. The Automatic account field shows accounting/ bookkeeping data

of the current variable product.

10. Now upload a picture for the parent product. You can upload

pictures for the variations as well. If you do not have pictures for the

variations, do not worry because in such cases the variations take the

pictures of their parent products.

11. Save the document.

12. ERPAG returns you to the list of products and services, and you

can see that ERPAG has created a new variable product called ERPAG

T- shirt, and has listed its variations, i.e. Product 1,2 and 3 on the

top.

Product variations

13. To define specific prices for the product variations, i.e. for Product 1, 2, and 3,you need to enter into each product on the list and define the

default price in the Default- Price field. That is what we did here.

14. Now go to POS> New receipt.

15. The POS system displays the parent product (ERPAG T- shirt) highlighted inyellow, but without a price, just its name and icon; in order to

see its product variations you need to enter into it. See below.

Click to enter

Note, however, that variations are not displayed with their default

prices, but with the prices to which tax rates were added. To

manually set the tax rates go to Settings> Taxes.

CUSTOMER RELATIONSHIP MANAGEMENT (CRM)

In this Chapter What is CRM? What is Help Desk? Converting e-mails to trouble tickets Ticket groups

You can use the CRM system to filter, sort and store all customer data from other sections in your ERPAG account (e.g. Sales, POS, Production, to name a few) at one place, as well as to access those data from anywhere – as long as you have internet connection. In a nutshell, the CRM system helps you increase the productivity and overall profitability of your company, and retain old/ attract new customers by providing them with a fast and efficient customer service system. There are four main sections available on the CRM menu: Presales, Help Desk, Projects and Reports.

CRM

PRESALES

PROJECTS

REPORTS

HELP DESK

Chapter Six

CRM SECTIONS IN ERPAG

http://www.webopedia.com/TERM/C/CRM.html

HELP DESK

The HELP DESK section provides your customers with all the information and support related to your company’s products and services. The main function of the HELP DESK section is to solve customer problems, and to provide guidance about your products and services.

You can use the HELP DESK section to receive e-mails from your Google/Yahoo/Live ID (or any other) account; make trouble tickets out of "problematic" emails; write and store solutions to customer problems; assign different statuses to trouble tickets.

HELP DESK

INBOX

TROUBLE TICKETS

KNOWLEDGE BASE

TROUBLE TICKETS

HELP DESK options

CRM MENU Main menu

SETTING THE EMAIL ACCOUNT

To set an email account: 1. Go to Settings> Admin> Mail accounts> ADD NEW.2. Enter the e-mail and password in the appropriate fields.3 Click Save.

4. Go to Inbox.5. Click REFRESH and e-mails will be imported to your ERPAGaccount.

GENERATING A TROUBLE TICKET FROM YOUR ERPAG INBOX

To create a trouble ticket from your ERPAG inbox: 1. Click REFRESH to download e-mails from your e-mail account.2. Select an e-mail from the list.3. Click Trouble ticket on the Mail category drop-down menu.

Email – body

4. Click Generate – Trouble ticket.5. To create a new trouble ticket click Add new; to assign anemail to the existing trouble ticket click Assign to an existing.

TROUBLE TICKET

A trouble ticket is is a document that contains information about the problem the user is having. All tickets on the CRM menu have unique reference numbers that allow support staff to quickly locate user issues, statuses, etc.

Ticket tabs

Main menu

Customer Email

REPLYING TO THE CUSTOMER EMAIL

Add content from the Knowledge Base Attach a file Reply to a customer Font settings

Message body

Ticket statuses

StatusThe following ticket statuses are available: New, Accepted ,Open, Duplicated, Invalid, Unsolved, Needs more information, In

progress, Solved.Priority

You can assign different priority statuses to trouble tickets: Normal, Medium, High,

Urgent, Emergency and Critical.Ticket group

You can assign tickets to the following ticket groups: Bug, Issue, Suggestion,

Feedback, Setup.Type

The following ticket types are available: Phone, E-mail, Chat, Personal, Forum/

Blog, Twitter.

KNOWLEDGE BASE

Knowledge Base is a base that contains all the facts and rules that are necessary to solve customer problems.

Add a new entry

Main menu

Solutions to customer problems

ADDING A NEW ENTRY TO THE KNOWLEDGE BASE

Enter the name of the customer’s problem

Define the ticket type

Enter Keywords

Type the solution here

ADDING A SOLUTION FROM THE KNOWLEDGE BASE TO THE TROUBLE TICKET

Click to add a solution from the Knowledge Base

TICKET GROUPS

Default ticket groups

Main menu

You can add a prepared answer from the Knowledge Base. Just click the ADD button and select the answer from the database.

You can organize trouble tickets by their types. You can do this by defining ticket groups on the Ticket Groups menu.

Erpag Manual

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