Account Payable & Receivable Reports

The accounts payable report provides detail of the money owed by the business in due format. The total amount owed per supplier  per invoice is provided. Also, you can set aging in report like amount to be paid in next 0-30 days, 30-60 days etc.

The accounts receivable report gives you a detailed listing of the balance due over customer per invoice. This helps company follow customer for pending payment against specific invoices.

To check these report in erpnext, go to:

Account >> Report >> Account payable / receivable reports

What are filters for?

Using date and accounts filter you can filter invoice made between specified time for particular customer / supplier.

-- For more queries, write us on support@erpnext.com --

How to Manage Production Order?

Production order is confirmation for production to start moving resources and process raw materials to get finished good.

To create new production order, go to:

Production >> Production Order

Let's check submitted production order which will help us understand the feeding data in and next steps after raising production order.

1. Its an item which will be produced.

2. For this production order, selected bill of material will be considered. Items listed in selected bom will reduce once production completes.

3. FG warehouse: Its a finished good warehouse where finished good when produced completely will be transferred.

4. WIP warehouse: Its a warehouse where production will take place. You will need to create your shop floor as WIP warehouse. All your raw-material will be brought into WIP warehouse only.

5. Consider SA (sub-assembly) item: This field has two options, yes / no.

If select yes, you will need to transfer sub-assembly as one unit of item. You should be selecting yes only if you separately maintain stock of sub-assembly.

Select No if you don't maintain the stock of sub-assembly. If no select, in material transfer, it will pull child item mentioned in bom of sub-assembly.

Once production order is submitted, you will find next steps button which starts with material transfer.

Transfer material: 

This transaction actually takes place in stock entry, where all the raw-material will be pulled from selected BOM. 

Target warehouse will be WIP warehouse selected in production order. User will select source warehouse based on the actual stock level for that raw material item.

After selecting all the information, system will reduce stock level from source warehouse and increase the same in WIP warehouse selected.

Status of production order will change to "in process" once raw material is transferred into WIP warehouse.

Backflush:

Backflush is done when in actual, you have ready finished good to be transferred from shop floor to finished good warehouse. At this stage, your raw material will be considered as consumed.

Configuring ERPNext Account

An application is said to be configured completely when you can start making business transactions like orders, invoices, stock transactions etc.

Let us understand the different types of forms which exist in ERPNext:

1. Masters:
    Masters are sets of records which are created once and used in transactions.
    Example: Customer, Supplier, Item, Customer Group, Supplier Type, Territory etc.
    Once the required masters are set, you can proceed with transactions.

2. Transactions:
    Business transactions are the records created based on an event.
    Example:
    Sales order is made when a customer confirms an order.
    Delivery note is made when goods are delivered to a customer.

3. Reports:
    Reports give you an interface to see multiple records of Transactions / Masters on the same screen

    and allow you to export these records in CSV format.

Getting Started:

When you login into your account for the first time, you will be asked to enter the name, abbreviation, fiscal start date and default currency of one of your companies. This creates the first company for your account.

Note: The abbreviation you enter will be appended to various master records, so that it becomes visibly obvious, which master record belongs to which company.

With company creation, your account creation will also be complete. To be able to start with transactions, you can setup your customer, suppliers, items, tax / bank ledgers.

Customer:

To add a new customer, go to:

Selling >> Customer >> Add new customer

OR

Setup >> System >> Import data. Select customer from the list to download template for importing customer master. Learn more about data import functionality here.

Customer categorization: If you want to create customer groups, go to:
Setup >> Selling >> Customer group

If you don't maintain customer group, continue with "default customer group" which be preset in your account.

Accounting ledger of customer:
Customer ledger will be created in chart of accounts (account receivable) as soon as you add or import them.

Supplier:

To add a new supplier, go to:

Buying >> Supplier >> Add new supplier

Or

Setup >> System >> Import data, Select Supplier from the list to download template for importing supplier master.

Supplier Types: If you want to create supplier types, go to:
Setup >> Buying >> Supplier Types

If you don't have supplier type, continue with "default supplier type" which will be preset in your account.

Accounting ledger of supplier:
Supplier ledger will be created in chart of accounts (account payable) as soon as you add or import them.

Item:

To add new item, go to:

Stock >> Item

Or

Setup >> System >> Import data, select item from the list to download template for importing item master. Learn more about import data functionality here.

Customer categorization: If you want to create item groups, go to:

Setup >> Stock >> Item group

If you don't maintain item group, continue with "Default" which will be auto-created.

To import opening stock for items, go to: Stock >> Stock reconciliation. To learn more, click here.

Accounting ledger:

To create new accounting ledger, go to:

Setup >>  Accounts >> Chart of account

1. Click on group under which you want to create ledger.
2. After clicking on folder (group), under which you want to create ledger, a button called
    "Add a child account" will appear below action items (on right side).
3. Enter account name
4. Select group or a ledger. If "group" selected, then it will become folder and you will be able to
    add child ledgers under it. If "Ledger" selected, then only you will be able to select it in
    transactions.

For getting started, you will need to create few accounting ledgers manually for bank, cash and tax accounts. To learn more on creating ledger in chart of account, click here.

To learn updating an opening balance for accounting ledger, click here.

Note: Ledger for customer and supplier will be added in the receivables and payables respectively. You need not add ledger for customer and supplier manually.

Warehouse:

To create new warehouse, go to:

Setup >> Stock >> Warehouse

Once above discussed masters is set, you will be good to go live with transactions like making quotations, orders and invoices.

For any product related help, please drop us a line at support@erpnext.com

Price List to Manage Multiple Currency

Price list is the master to list multiple selling rate (before tax) for the item. To learn uploading pricelist, please click here.

As per the recent update in pricelist, you can list item pricelist in any currency and make sales transactions in any currency.

Let's consider the scenario, where the company XYZ Pvt. Ltd. based in India, has INR as the basic account currency.

Company maintains its item price list in USD as against there company default currency.

Now, when making transaction, say sales order, pricelist will be pulled in USD. But we need to make sales order in INR.

Frappe is the item whos selling price is 1 USD. Now we need to make sales order in INR. So,

Customer currency will be INR only. And as it is also a base currency of application, conversion rate remains 1.

Pricelist currency is USD for frappe. But as we need pricing in INR, we mention conversion factor for USD with respect to INR.

Picture above shows ref rate, rate and amount in currency INR currency for selected item. Its what will be reflected in print format.

Let's consider another scenario where accounts basic currency is INR. Am making items price list in USD and making sales order also in USD.

Ref rate, rate and amount (without * ) is columns for customer currency.

Raf rate*, basic rate* and amount* is column for base currency which is calculated after multiplying price list rate with conversion rate
(34.90 (price list) * 53 (conversion rate) = 1,849.70 INR)

And the most basic scenario where accounts basic currency, price list and customer currency is same.

Both pricelist and custom currency remain same with conversion factor 1.

Broadly speaking, now you can manage pricelist and transactions in any currency possible.

Recurring Sales Invoice

Recurring sales invoice is a tool which will re-generate selected invoice automatically and e-mail to selected recipients.

This feature will work for company who raises invoice of same amount to customer in predefined span of time. This scenario is observed followed in business which sell items on lease or loan.

How to enable recurring invoice?

To enable recurring invoice feature in your account, go to:

Setup  >> System >> Feature Setup

How to make invoice recurring?

Once recurring invoice is enabled in feature setup, you will find separate tab of recurring invoice in submitted sales invoices.

Invoice will become recurring once "convert to recurring invoice" field is checked. On checking stated field, few more field will be made visible when user can set property based on which selected invoice will be created in system.

Repeat on day on month:
Considering above screenshot, selected invoice will be re-generated in system on 12th of every month till "convert to recurring invoice" is unchecked or end date arrives.

End date:
Date on which recurring invoice generation will stop.

Notification e-mail address:
E-mail notification of auto-generated invoice will be sent to  email id's mentioned in notification address field. Customer contact selected above will be pulled automatically in notification field.

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:

Customize Form View

Let us understand the ERPNext architecture before we venture to learn form customization tool.

ERPNext is built over WNframework. In this framework, each form is created as a table in the backend. Each table has field and properties are assigned to each field.

Like Sales order is a table, in which sales order fields are defined in rows as "Sales order series" and "customer name". Each of these field has properties like "label", "mandatory", "print hide" etc.

Sales order table:

	Field label	Mandatory	Print Hide	In Filter
Sales order Series	Series	(Check box)	(Check box)	(Check box)
Customer Name	Customer	(Check box)	(Check box)	(Check box)

To store more details of sales order like item detail, we have separate table called "sales order item" table. Likewise, taxes are the separate table in sales order. So, for sales order form, sales order table becomes parent and sales order item, taxes and sales person becomes child table.

Please find below the table structure of each form type.

Transaction	Table	Table Name
Quotation	Quotation	Quotation
	Quotation item table	Quotation Item
Sales Order	Sales order	Sales Order
	Sales order item table	Sales Order Item
Delivery Note	Delivery note	Delivery Note
	Delivery note item table	Delivery Note Item
Sales Invoice	sales invoice	Sales Invoice
	Sales invoice item table	Sales Invoice Item
	Sales invoice tax table	Sales Taxes and Charges
Purchase Order	Purchase order	Purchase Order
	Purchase order item table	Purchase Order Item
Purchase Receipt	Purchase receipt	Purchase Receipt
	Purchase receipt item table	Purchase Receipt Item
Purchase Invoice	Purchase invoice	Purchase Invoice
	Purchase invoice item table	Purchase Invoice Item
	Purchase invoice tax table	Purchase Taxes and Charges
Journal Voucher	Journal voucher	Journal Voucher
	Journal voucher item table	Journal Voucher Detail

With this, lets dive into the form customization tool. "Customize form view" is the tool which allows us to select a table and modify fields property as per your requirement.
You can find customize form view by going to:
Modules --> Setup --> Customize form view

Lets' say I want to make item code field mandatory in sales invoice - item table. What will I select in form type?

1. Form type - RV detail (refer to above table for clarification)
2. Selecting form will pull columns of invoice item table (as row here)
3. To make item code mandatory, select check req. for item code and update.
You will need to do clear cache (from tools --> clear cache) and browser refresh to see the effect in the form.

Please refer to table below to learn about field property.

Field property	Purpose	Field Type
Allow on submit	Lets user update value in field even after submission.	Check box
Default	Value defined in default will be pulled on new record creation	Text box
Description	Gives field description for user understanding	Text box
Hidden	Will hide field in form	Check box
In Filter	Will add this field in report	Check box
Label	Label is the name defined for field which appears in form	Text box
Options	Make field drop down selecting	Text box
Print hide	Will hide this field in print	Check box
Reqd (Required)	Will make that field mandatory	Check box

How to Interact With Cutomers Using Support Ticket?

Support ticket helps you automated tracking customer issues which are received in email. If support ticket configured, it will pull mail received on particular email id and create a support ticket in erpnext account.

Each support ticket is assigned a unique no. which is also sent to customer in auto-reply to his query. This helps customer too in following up with you by indicating support ticket no.

Support ticket can be:

1. Allocated to support personnel
2. Replied via system itself and track complete email communication over a ticket.
3. Tracked by status. Tickets which are pending for response is set as "Open". Tickets which are replied is set as "Waiting for Customer". Tickets which are closed is set as "Closed".

Who can access support ticket?
User will need role of "Support team" for accessing support ticket.

Please follow the steps mentioned below to configure support ticket.

In email setting, you will find two options:

1. Out-going mail setting
2. Support ticket mail setting

Once this setting is done correctly, email received on id mentioned here will be pulled into system and there will be support ticket created with unique id and status as open till support executive replies to it.

Status is also assigned as a tag to ticket. You can filer ticket based on status, allocate to support people. Then support staff can filter support ticket allocated to them.

How ERPNext Help in Decision Making?

ERPNext is a application which not only facilities creation and retrieval of transactions, but it also provide a tool (a report) which lets management pull data from transactions and try different permutation and combination in report for analysis purpose.

Selling >> Trend Analyzer

Using trend analyzer, one can run report on different transactions like sales order, delivery note, invoices, purchase order and GRN.

These transactions contain masters like customers, suppliers, items, territories. Trend analyzer allows you do run report on transactions based on masters and time period.

As mentioned above, trend analyzer report pull data from transactions like:

• Quotation
• Sales order
• Delivery note
• Sales invoice
• Purchase order
• Purchase Receipt (GRN)
• Purchase invoice

Report can be ran based on masters:

• Customer 
• Customer group
• Supplier
• Supplier type
• Item
• Item group
• Project
• Territory

Below is the sample report ran for delivery note, based on item:

With the above data, you can do an analysis, which item was delivered the most in specific time period (which can be  month, quarter, half year or year).

Likewise, considering all the permutation and combination, one can run upto 500+ reports from the trend analyzer alone.

How to Create a Salary Voucher in ERPNext ?

There are two ways for creating salary slip.

1. Create salary slip for all the employees at once. To learn more about it, click here
2. Create salary slip individually for all the employees.

To create salary slip for employees one by one, follow the steps mentioned below:

1. Open salary slip:

2. Select employee in salary slip. There are three tabs in salary slip:

• Basic info
• Earning and deduction
• Totals

As soon as you select salary slip, info (like earning and deduction details, name, designation, department) will be pulled from employees salary structure.

Also days attended in selected month will be calculated based on leave transactions made (and not on based of attendance record made) for that employee in that particular month.

Salary Slip

Earning and deduction detail:

As mentioned above, earning detail pulls data from salary detail where employees earning and deduction heads are mentioned. But while making salary slip, earning and deduction heads need to be defined based on:

1. LWP (leaves without payment taken by employee in a month)

2. Over time

3. Allowance (which are on actual) etc..

That's why, their is an add of column called modified amount where amount which employee is entitled to is entered.

Checking LWP will affect amount (and give you modified amount) based on leave application made for LWP for that employee is a month. User can add amount for heads like overtime or allowance manually in earning and deduction head.

3. Total:

Add arrear amount and leave encashment if any. Save and submit.

How to over-write records?

All the master which are imported from import data wizard can be over-written also. Lets consider a situation to understand how over-writing works.

I need to change the Default Warehouse for few items.

1. Download template for importing item master for import data wizard.
2. Check "Download with data" .
3. Keep only 3 columns. ID, Item code (primary field) and Default Reserved Warehouse in spreadsheet.
   Note: ID is only required when over-writing data. ID will be same as Item Code.

4.  Put data and then save file in .csv format
5.  In import data wizard, check field: Over-write records with same name?
6.  Browse file the import

User Access Management in ERPNext

Settings option user section allows system manger set restriction over access of their users based on IP address, office hours and password change.

You could always restrict your user based on there job profile. To clean about user management, please clear here. To learn about customizing roles and permission for each masters and transactions, click here.

With this new upgrade, system manager will be able to restrict users access based on:

1. IP address
2. Login time: Before and after
3. Password change

To do these setting for user in your account, please go to:
Modules --> Setup --> Manage users

To see security setting option, click on any of the user and then click on "Security setting" button:

Clicking on setting button will effect into opening of small window with four fields:

1. IP address:
   Defining IP address will restrict access of user to machine with specific ID. To be able to restrict user on this parameter, you will need to purchase static IP from your ISP (internet service provider).
   What is static IP: Static IP addressing is for one customer on one IP address. Generally ISP give dynamic IP address from poll of IP addresses to their customer and change it later. Buying static IP is little costly than dynamic IP.
2. After loginIf your office hours begin at 10 in morning, then define after login time as 10 then. Do not mention as 10 a.m. or 10:30 etc. Time format should be 24 Hours!
3. Before loginLikewise before login hour would be 19 if you close at 7 p.m. in evening. Time format, 24 hours!
4. Password
   Only system administrator will be able to change password of any user. This will be mostly used when one of the user leaves company who access through commonly used id or for any other security reason.

Multi Currency in ERPNext

Multi currency functionality allows user to maintain price list and making transaction in multiple currency.

A user can define default currency for each company in ERPNext application. For example, you could have 3 companies in your single ERPNext account with different default currency.

Multi-currency transactions possible in transactions:
1. Selling : Quotation, sales order
2. Purchase: Purchase order
3. Stock: delivery note, purchase receipt
4, Accounts: Sales invoice, purchase invoice, journal voucher

When you are making transaction for Test company then INR will be fetched as default with conversion factor as 1.

If i want to make an invoice in currency other than my default currency, then i will select that currency and define conversion rate between select and my default currency.

After selecting currency and mentioning conversion rate, one can select items and put ref rate for respective items.

In items table below you will find columns with duplicate labels like:
Ref rate (for rate in def. currency)
Ref rate* (for rate other then def. currency)

Basic rate (basic rate in def. currency)
Basic rate* (basic rate in other currency selected)

Amount (amount in def. currency)
Amount* (amount in other currency selected)
















Note: No columns of other currency will be editable except basic rate* where user can put discounted amount and discount rate will be calculated automatically.

After saving invoice that's how your transaction will look like:























All ledger posting will be done in default currencies. For example, if you have a bank account of currency USD, even if you do invoicing in INR or any other currency but payment entry would be done  in default currency only. Bank ledger will show balance in USD which is default currency for that company.

Renaming Tool

Using renaming tool you change name of a master records. Master include records like:

1. Customer

2. Supplier

3. Account (ledger)

4. Company

5. Employee

6. Warehouse

7. Item

To rename your records name, go to:

Steps to rename record:

1. Select doctype

2. Select document you want to rename

3. Put you name you want to save record with

How Can I Give Limited Access To My Users?

ERPNext lets you give restrictive access to users. You can define access for users in each department wherein they will be able to see document concerned to him / her.

To go to permission manager, follow this route:

Module >> Setup >> Permission manager

Go to permission manager:

1. Set permission for:
   Select document for which you need to define access to permission based on their role.
   
2. Selecting document will pull table describing access to each role on that particular document.

For more specific role definition like:

1. User should be able to see leads made by him

2. User should see leads allocated to him

3. Particular user should be work on specific customers only etc etc..

From restrict by option, you can change restrict user based on:

1. Company: In-case you have created multiple company. You can define access for each user and that user will get permission to see form and transactions belonging to that company only.
2. Customer: If you want particular person should be able to see details of few specific customers
3. Territory: Its the most widely used parameter in permission setting. You can define access of user to the territory he belongs.
4. Project: User will be able to see projects allocated to him or created by him.