How to Use Payment Reconciliation Tool?

Payment reconciliation is a tool to define the invoice in unadjusted payment entries (journal voucher). Let's consider an scenario to understand this query.





Looking at above given screen-shot, we can try and learn how payment reconciliation works.

INV00018 is the sales invoice worth 1,436.75. There has been no payment entry against invoice hence its 100% invoice is outstanding.

Table below has pulled up all the unadjusted payment entries with amount still not reconciled against any invoice. To reconcile the said amount against invoice INV00018, they will need to check box against JV and click on “Reconcile” button.

Clicking on reconcile  button will update invoice no. in unadjusted journal voucher.

Thanks,
ERPNext Team
www.erpnext.com

How to Make BOM (Bill of Material)?

Bill of material is list of raw material and operations through which raw material is processed in process of getting converted into finished good.

So bill of material in made for finished good and sub-assembly (for which separate production order is raised).

For making bill of material for an item, there are pre-requisites.
1. It should be stock item.
2. In item master, following production related values should be selected.
     > Allow bill of material - Yes
     > Allow production order - Yes

To make BOM, go to:

Module >> Production  >> Bill of Material >> New Bill of material

Bill of material form for separate tab for finished goods details, operations and finally materials detail.

Basic item detail:

It will list production item for which bill of material is made. BOM for will raw material required for making quantity mentioned in field above.

If default UOM checked, it will be updated in item master also.

BOM operations detail:

Operations table will list work stations in which your raw material will be processed and convert into finished good.

Operations operating cost will be considered in valuation of BOM also.

To make new work station, go to:

Production >> Work station >> New work station

BOM Material list:

It's a list of raw material which will be consumed in production to give finished good. It will list direct raw-materials and sub-assemblies for which separate bom is made. If company does not raise separate bom for sub-assembly item, you can list all the raw material required for sub-assembly in material table itself.

Costing:

Based on operations cost and raw materials rate system will give you bom valuation.

After entering all the detail save and submit this BOM. Only submitted bom will be available for selection in production order.

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

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 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.

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

How to Create Custom Fields in ERPNext?

You can create custom fields in any transaction and make them available in print formats and reports.

To create a custom field go to Setup-->System-->Custom Field

Click the "New Custom Field" button.

Enter the details as shown below

Click on the Save button. A unique number will be generated for the custom field. On saving the new field will be added in all the new transactions of the corresponding document. Please refresh the system once before creating a new transaction.

For more information and free trial visit http://www.erpnext.com