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

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

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 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

Feature Setup

Feature setup lets system manager select feature based on its companies operation. Like if company is not into import and export, then unchecking that will hide fields related to import / export feature. This will make ERPNext account more suitable to your business needs.

How to go to feature setup?

There are four sections in feature setup:

1. Material
2. Selling
3. Production
4. Miscellaneous 

Material modules feature setup:

1. Item Serial No.
   Checking item serial no. will make serial no. field visible in item master. Also stock ledger entries will happen based serial no. entered in sales and purchase transactions.
   
2. Item Batch No.
   It will make batch no. field visible in item master. And it will also keep a check of whether you are entering batch no. or not while sales and purchases.
   
   
3. Brands
   This will let you maintain brand master and select brand for each item. It will also enable brand wise items sales / purchase report. Unchecking brands will simple hide option of brands from setup and item master.
   
   
4. Item Advance
   It will let you maintain item codes (item name) given by your customer. It will help you pull your items in sales transactions based on customers item code mentioned in purchase order. If you don't want to track your customers item code, then uncheck Item advance.
   
   
5. Sales BOM
   Sales BOM is a form where you can list main item which you deal in and other accessories which are supplied with that main item. Consider cell phones, handset is main item while charger, ear phone, CD makes a complete package. If you are not dealing in such product, uncheck.
   
   
6. Item Group
   Is feature which enable user to define categories of item he is dealing in. These categories will be selected for each of the item. It will also give item group wise sales and purchase report. Suggested!

Selling module feature setup:

1. ERPNext also handle transactions when you are dealing you foreigner customer / supplier.
   checking export / import feature allows user to select currency other than his default. If you are not dealing with party outside your home country, you can uncheck it.
   
2. Discount
   Checking for this feature will enable discount offering feature in your sales cycle (sales order, delivery note, sales invoice). If you are not offering discount to your customer, then please uncheck it. Suggested!
   
   
3. Projects
   Its for the company which needs to track project wise sales and purchases.
   
   
4. Sales Extra
   This will activate sales partners / sales person master, allow there selection in sales transactions and also generate a report (sales partner wise commission, sales person wise target variance report, sales person wise sales booked) based on transactions they are tagged in.

Production module feature setup:

1. Manufacturing
   Check only if you are into manufacturing business. This will let you define bill of material for items, manage sub-contracting and raise production orders.
   
   
2. Quality
   Quality feature lets you define inspection parameter for each of the item which will be used for sampling on receipt, delivery or production of item.
   
   
3. Point of sales
   Only for the company into retail business. To learn more about point for sales feature, click here.

Miscellaneous:

1. Page Break
   It will add column in item table of sales and purchase transactions. As name suggest on checking page break after any item will push rest of the detail on new page for printing. Suggested!
   
   
2. More Info
   More info gives you information about transaction creator and modifier with date and time. Suggested!

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

1. Company
2. Employees 
3. Department
4. Branch
5. Designation
6. Employment type
7. 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.

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.

ERPNext Help (Blogs)

 

1. Getting Started

1. How to upload letterhead?
2. How to add users and assign roles?
   
3. How to manage customers and contacts?
4. How to manage suppliers and contacts?
   
5. How to create warehouse?
6. How to create items?
   
7. How to import masters using csv file?
8. How to upload price list?
   
9. How to upload opening inventory?
10. How to manage chart of accounts?
    
11. How to create opening accounting entries?
12. How to create templates for terms and conditions?
    
13. How to create templates for taxes and other charges for sales transactions?
    
14. How to create templates for taxes and other charges for purchase transactions?
15. How to create/add/edit naming series for transactions?
16. How can user change his password?
17. How to restrict user to particular pc or timelimit?

---

2. Selling Module

1. How to manage customers and contacts?
2. How to upload price list?
3. How to create templates for taxes and other charges for sales transactions? 
   
4. How to create leads?
5. How to create enquiries?
6. How to create quotations?
7. How to create sales orders?
8. How to create sales invoice
   
9. How to carry out point of sales transactions?
10. How to manage sales return?
    

---

3. Buying Module

1. How to create suppliers and contacts?
2. How to create templates for taxes and other charges for purchase transactions?
3. How to create indents?
   
4. How to create purchase orders?
5. How to create purchase invoice?
   
6. How to manage purchase return? 
7. How to manage sub-contracting?
   

---

4. Stock Module

1. How to create warehouse? 
2. How to create item groups?
3. How to create items?
   
4. How to import masters using csv file?
5. How to perform stock reconciliation or opening stock entry?
   
6. How to create purchase receipts?
   
7. How to classify an item a sales and/or service item?
8. How to create delivery notes?
   
9. How to configure purchase settings in item master
10. How to configure inventory details of item master?
11. How to account for landing costs for purchase items after the purchase invoice is generated? 
    
12. How to check your stock levels?

---

5. Accounting Module

1. How to manage chart of accounts?
2. How to create opening accounting entries?
   
3. How to create a purchase invoice?
4. How to make expense entries in accounts?
   
5. How to create sales invoice from sales order?
6. How to accept payment against a sales invoice?
   
7. How to accept advance payment from a customer?
8. How to create credit note?
9. How to create debit note?

---

6. HR Module

1. How to create employee master?
2. How to create attendance records?
   
3. How to upload attendance records using csv files?
4. How to create salary slip?
5. How to create earning types for slary structure?
   
6. How to create deduction type for slary structure?
7. How to create salary structure for an employee?
8. How to generate salary slip for all the employee?

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

How to Create Salary Structure in ERPNext?

Salary structure will be created for each employee in the company. Salary structure is where employee's earnings and deductions are defined.

To create new salary structure, go to:
HR --> Salary structure --> New Salary structure.
Click on "New salary structure"

Step 1: Select an employee from employee master for whom you want to create the salary structure.

Step 2: Mark status of an salary structure as "Yes" or "No".
If marked Yes - System will consider that salary structure for processing salary slip of an employee
If marked No - System wont consider that salary structure for processing salary slip.

Also mention yearly package offered to employee in CTC (cost to company).

Step 3:

Earning and Deduction:

All the earning and deduction heads created in your account will be pulled in salary structure.

1. Keep only required earning and deduction head required for that employee.

2. Mention amount in front of each earning and deduction type.

    Note: No need to mention income tax and leave deduction if creating IT checklist for the employee.

3. LWP = Leave without pay

    Only earning head for whom "Depend on LWP" is marked will be affected when employee takes "leave
    without pay".

Net Pay = total earning - total deduction

Save the Salary Structure.

Now you can create a Salary Slip and IT Checklist against this Salary Structure.

For more details, please visit www.erpnext.com

How to Create an Employee Master in ERPNext ?

To create an employee master, follow steps as shown below

The Basic Information will capture the name of the employee, status (Active /  Left), date of joining etc. Select the relevant Holiday List applicable to the Employee. If this Employee is taking leaves and a date mentioned in the holiday list falls in that period, that date would not be deducted from his leave balance.


The Employee codes can be generated by either Naming Series followed by a system generated number or Employee Number.This setting can be done from Setup --> System --> Global Defaults --> HR.

The tab for Job Profile will capture the branch, designation and department of the Employee. These details will be fetched from their respective masters.

Salary related information will also be covered like the mode of salary payment which can be Bank, Cash or Cheque. If Bank, then mention the Bank Name and the Bank Account number of the employee.

The Contact Details will have the phone number, email and address details of the employee.

The Personal Details will capture family background, health and passport details.

The Educational Qualification tab will capture the details qualifications acquired by the employee, the university and percentage of marks obtained.

The Career History will capture details of work experience in previous companies as well as the current company.

The Exit tab will be filled when the employee is leaving.

You can attach the Employee's resume (CV) or Photo in the Attachments tab.

Now save the Employee.

For more details, please visit www.erpnext.com