ERPNext User Manual: inventory software

Showing posts with label inventory software. Show all posts

Tuesday, June 12, 2012

How to Manage Serial Nos. in ERPNext?

Serial nos. are the unique code assigned to each items. With serial nos. item detail and its location is tracked. Serial nos. is generally tagged for item which requires after sales services on it. Hence, businesses mention serial nos. in invoice based on which items delivery and warranty status is updated. In case of after sales service, company refers to serial no. to check invoice and purchase detail of that particular unit of an item.

Note: ERPNext doesn't have functionality to generated barcode for serial nos. Hence you will need to use third party application to manage generate barcode for serial nos.

Let's consider an example of company in sales of desktop and laptop computer. As there is warranty and after sales services provided on items they assign serial nos. on each unit they purchase or assemble.

Status of serial nos.

In store - Available for delivery / material issue. Updated when submit GRN or enter serial no. manually.
Delivered - Delivered to customer. Updated when submit serial no.
Purchase return - These are the serial nos. which are returned back to customer.
Not in use - Are the units which were define purchase receipt but then canceled due to some reasons. These are the serial nos. which becomes active if tagged in purchase receipt or material receipt again.

How to make item a serialized item?

Its defined in item master. In Item >> Inventory detail >> Has Serial no., selecting "yes" will make it serialized item.

How serial nos. get assigned to each unit of a item?

Serial nos. are assigned as soon as company acquires that item. The transaction made while receiving items are purchase receipt a.k.a GRN (in trading) and backflush (in production).

Let's consider a scenario when company places an order for 10 units of serial nos. and making a receipt for the same. When making purchase receipt, user will need to define serial nos. for serialized item based on receipt qty. If 10 qty of PC received, then user will enter / scan 10 serial nos. in serial no. column of that item.

Based on the serial nos. of items mentioned in purchase receipt, on submission system will created a unique serial no. record for each unit of an item. Also status for serial no. is set as as "in store" which will also reflect in stock level report.

Inventory of serialized item is tightly integrated with qty of serial nos. in warehouse. In stock level report for item in particular warehouse will be qty of serial nos. with status as "in store". So, if item A has 5 qty in warehouse X. It means that there are 5 serial no. for that item with status "In Store".

There are multiple possible actions which can be taken over serial no. in store. It can be delivered or issues for production (as raw-material).

Delivery Note:
When making delivery note of serialized item you will need to mention serial nos. equivalent to items quantity. On submitting delivery note serial nos. status will change to "Delivered". Also, based on days of warranty mentioned in item master, system will calculate exact warranty expiry dates starting from delivery date.

There could also occur a scenario where sales bom is created for an item. And one of the child item is serialized. In that case, in delivery note, sales bom item will be in main item table but that itself is not serialized item. And child item will be listed in packing details table. You will need to provide child items serial no. in packing details serial no. column.

Material issue:
In case of material issue you will need to provide serial nos. which will be consumed while manufacturing of finished good.

Tuesday, January 17, 2012

How to Create Item Groups?

Masters like item group, customer group, territory, sales person are in tree structure.

To create new item group, go to:

Module >> Stock >> Item group

To create new item group click on "New item group".

When click on new item group, it will ask for item group name and parent under which you want to create this item group.

Parent: Parent is the group under item group tree, under which "test item group" will be located.

What is the meaning of has child node?

Has child node field has two options, Yes or No.

If "yes" selected for item group, it will be added as folder under item group. Item group with child no - yes will be able in parent field while creating item code.

If "no" selected for item group, it will be created as ledger and will be available for selection in item master.

You will be able to select item groups while entering item master which are marked, has child node - No.

Same way, you can define your customer groups, territories and sales person masters.

In-case of query, drop us a line on support@erpnext.com

Friday, December 16, 2011

E-mail Digest

E-mail digest is a tool to receive auto-generated e-mail report for transactions done in your account.

How to configure e-mail digest?

Enable e-mail digest:

You do all the e-mail digest configuration but if enable is not checked, e-mail wont be triggered to people selected.

Select company, set frequency for auto-generated report and select recipients:

You can set e-mail digest for each company separately.

Email digest can be set for daily, weekly and monthly. System will trigger email report to recipients selected from list.

What is e-mailed to recipients?

E-mail digest will be generated for the items which are checked from list of items.

Sample report:

Monday, September 12, 2011

How to Generate Salary Slips in ERPNext ?

There are two possible ways to making salary slip for empoyees:

1. Indiviual salary slip from employees salary structure
2. Salary manager

Since salary structure of all the employees are pulled from salary structure which remains standard over a period, ERPNext offer feature to generate salary slip in bulk, based on

Company
Employees
Department
Branch
Designation
Employment type
Grade

Following are the steps to be followed for creating salary slip from salary manager:

1. Go to HR --> Tools --> Salary Manager

Select Company and other parameters based on which you want to generate salary slip:

Create salary slip:
Create salary slip will effect into drafting of salary slip (in editable form). Draft form will allow you to edit salary slip (to add overtime or reduce deduction etc..)

Submit salary slip:
It will submit all the salary slips created.

Make JV (accounting entry):

Will take you to general voucher for accounts entry posting.

Tuesday, March 29, 2011

ERPNext Help (Blogs)

1. Getting Started

2. Selling Module

How to manage customers and contacts?

3. Buying Module

How to create suppliers and contacts?

4. Stock Module

How to create warehouse?

5. Accounting Module

How to manage chart of accounts?

6. HR Module

For any further help please email to support@erpnext.com or
visit ERPNext user forum

For free trial registration visit ERPNext.com

Cheers
Team ERPNext

Monday, March 28, 2011

How to Manage Sub-Contracting in ERPNext?

You can send items for sub contracting, also issue materials required to do the job to your sub contractors and receive the finished/semi finished product and also track the material lying with the supplier.

To manage sub contracting you need to
1. Make the item as a "sub contracting item".
2. Create a Bill of Material for the item.
3. Create a purchase order to receive the sub contracted item.
4. Issue the raw material to you sub contractor.
5. Create a Purchase Receipt for the Sub Contracted item.

1. Make the item as a "sub contracting item"

Go to the item master and in "Manufacturing" section and select "Is Sub Contracted" as "Yes".

2. Create a Bill of Material for the item

Go to Production Module and Create a New Bill of Material for the item.

3. Create a purchase order to receive the sub contracted item.

Refer How to create purchase orders?

In purchase order select the "Sub Contractor" as your "Supplier". Once you save a Purchase Order with the required item the raw material you need to issue to the sub contractor will get fetched in the "Raw Material Details" section as shown below.

In the rate field mention the "rate" charged by the "Sub Contractor"

4. Issue the raw material to the sub contractor

Go to Stock Module-->Stock Entry-->New Stock Entry
Select the purpose as "SubContracting as shown below

Select the "Source Warehouse" from where the material is issued and "Target Warehouse" which is your Sub Contractor's warehouse as shown below

Select the items to be issued as per the Bill of Materials of the Sub Contracted item.

Now "Save" and "Submit" the stock entry. This will transfer the raw materials to the Sub Contractor's warehouse.

5. Create a Purchase Receipt for the Sub Contracted item.

When the Sub Contractor sends you the item you need to create a purchase receipt which will increase the qty of the sub contracted item and decrease the qty of the raw materials from the sub contractor's warehouse.

To create a purchase receipt check How to create purchase receipts?

In the Purchase Receipt select "Is Subcontracted" as "Yes" and the Sub Contractor's warehouse and click the "Pull Purchase Order" button as shown below

Now "Save" the Purchase Receipt. On saving the items issued to the sub contractor (as per the BOM) will be fetched in the "Raw Materials Details" section as shown below.

Now "Submit" the the Purchase Receipt. This will increase inventory level of the received item and decrease the inventory level of the raw materials from the "Sub Contractor's" warehouse.

Hope this helps to manage the "Sub Contracting" process in ERPNext.

Wednesday, March 16, 2011

How to Manage Tasks in ERPNext ?

You can create tasks and allocate them to your users. These tickets can be linked to a project and the status of the completion of each task can be tracked. To create a task follow the steps as shown below.

The Task Details will capture the subject of the task and by whom it is raised.

Mention the user name to whom this task is to be assigned in the Allocated To field. You can allocate tasks only to those employees whose login ids are created in the system.

The Status will be Open when the the task is created.

Select the relevant Project Name from project master to which this task belongs to.

The Time and Budget details will capture the expected and actual start date and end date of the task.

Save the task.

When the task has been finished, the user to whom the task had been allocated can click on Get Approval as shown below. The Status will be changed to Pending Review.

The user who had raised the ticket can close it after verifying by changing the status to Closed as shown below and then save the task.

For more details, please visit www.erpnext.com

Monday, March 14, 2011

How to Check Stock Levels in ERPNext?

You can check real time stock available across multiple locations in terms of

Reserved Quantity - quantity for which orders are received but not delivered.
Actual Quantity- actual physical stock lying in the warehouse
Ordered Quantity- quantity for which purchase orders are raised but not items are not received yet
Planned Qty- quantity planned in the production orders
Indented Quantity- quantiy for which indents are raised but purchase orders are not.
Valuation Rate- fifo or moving average rate for the item
Projected Qty = actual+ordered+planned+indented-reserved

To check your stock level, go to Stock --> Reports --> Stock level

To check for a specific item available in particular warehouse use the available filters.

For more information and sign up for a free trial please visit http://www.erpnext.com

Wednesday, March 9, 2011

How to Create a Debit Note in ERPNext ?

You can create a Debit Note against a Purchase Return.

To know how to use the Purchase Return Wizard visit
http://erpnext.blogspot.com/2011/03/how-to-manage-purchase-return-in.html

To create a Debit Note directly , follow steps as shown below

A new Journal Voucher will open up. Debit the amount against the supplier account head and credit the same amount against an Expense account.

Save and Submit the Journal Voucher as shown below.

For more details, please visit www.erpnext.com

Monday, February 28, 2011

How to Create Delivery Notes in ERPNext?

Delivery Note can be created from a Sales Order. However to create a Delivery Note directly, follow steps as shown below.

The Delivery Notes will have the following tabs. Lets have a look at each tab in detail.

The Basic Info tab will capture details related to the customer and the posting date on which the stock ledger entries will be affected. You can mention the lorry and challan details as well.

The Items tab will have a list of items and their quantities to be delivered from a warehouse. You can create a Delivery Note against multiple Sales Orders.

The Ref rate will get fetched from the item master on selection of price list. Changes can be made to the Rate which will calculate the Discount(%) on Ref Rate. The below rate and amount are in customer's currency.

Mention the warehouse from where goods will be delivered so that the stock level gets reduced from that warehouse on submitting Delivery Note. Mention Serial Nos and Batch Nos if applicable to the item. Serial numbers can be separated by a comma.

The Taxes tab will capture the total tax amount. If you have not created a tax template, enter taxes directly. You can select Type based on the following requirements :

Actual - when you know the actual amount of tax or other charge to be added to the net total, mention the amount in the Rate column.
On Net Total - will be selected when a tax percentage has to be calculated on the net total.
On Previous Row Amount - will be selected if a tax percentage needs to be calculated over the previous row tax amount . In this case mention the Row Id.
On Previous Row Total - will be selected when a tax percentage needs to be calculated over the total of net total and the previous row tax amount. In this case also mention the Row Id

Select the relevant tax account head applicable. The account head should be created under Chart of Accounts. The tax rate will be mentioned in the account head and will get fetched under the Rate column on selecting the same.

Creating a tax template will save your time. To see how to create a tax template click on the link http://erpnext.blogspot.com/2011/02/how-to-create-template-for-taxes-and.html

The Terms tab will have the terms and conditions and other additional information which you would want to appear on the Sales Order print format. You can even create a template pull its details. To create a template click on the link http://erpnext.blogspot.com/2011/02/how-to-create-templates-for-terms-and.html

The More Info tab will capture additional information.

The Sales Team will capture the details of the Sales Partner and Sales Persons involved in the sales process and their commission and allocated percentage. The sales team is captured even in the Customer master and can be fetched from there once the customer is selected in the Sales Order.

Now save and submit the Delivery Note.

Submitting the Delivery Note reduce the stock quantity from the warehouse selected. Also you can email and print the Delivery Note.

Sales Invoice can now be made against the Delivery Note to book your income.

For more details, please visit www.erpnext.com