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 Use Tax Inclusive Rate Functionality in ERPNext?

Tax inclusive rate functionality allows user to enter tax inclusive rate  items rate table.

As per the standard, user has to enter items rate before tax in pricelist which is fetched in items ref rate.

But for company into retail business, users only know tax inclusive rate of an item. They can use this feature which will back calculate tax and ref rate for them.

To back calculate taxes from tax inclusive rate, you will need to:

1. Mention taxes applicable on item level.
2. Tax inclusive rate in rate / basic rate column on item level.
3. Mention all the possible tax ledgers in tax table and check mark "include in print rate".

P.S.:

When need to calculate discount:

When need to offer discount to customer, mention tax inclusive rate in ref rate instead of basic rate.

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.

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 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.

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.

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 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.

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

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

Getting Started with ERPNext Account

ERPNext is a web based system which can help you manage your complete business in a smarter way to help you grow your business.

It has following modules which are completed integrated

1. Selling (including CRM)
2. Buying
3. Stocks
4. Accounting
5. Support
6. Projects
7. HR
8. Production

Follow the below links to get started with your ERPNext account

1. Sign-up  for a FREE ERPNext trial account
2. How to Add New Users and Assign Roles in Your ERPNext Account?
3. How to upload letterhead?
4. How to manage customers and contacts?
5. How to manage suppliers and contacts?
6. How to create warehouse?
7. How to create items?
8. How to import masters using csv file?
9. How to upload price list?
10. How to upload opening stock?
11. How to manage chart of accounts?
12. How to create opening accounting entries?
13. How to create templates for terms and conditions?
14. How to create templates for taxes and other charges for sales transactions?
15. How to create templates for taxes and other charges for purchase transactions?
16. How to create/add/edit naming series for transactions?

You can contact our support team at:

1. Live Chat Support
2. Skype: iwebnotes
3. Phone: +91 22 65265364 / 22 65100278
4. Email: support@erpnext.com

We are eager to hear from you and help you grow your business by providing a good quality affordable software.

Cheers
Team EPRNext

How to Upload a Letter Head in ERPNext?

You can upload multiple letter heads in ERPNext. One letterhead can be set as default which will appear in all your print formats. If you need to change the letterhead during printing same can be amended inside the transaction in the more info section.


Go to the Setup Module >> Setup >> Letter Head

 Click on the "New Letter Head" button

Enter the letterhead name. To upload a letterhead image "check" set from image option and scroll below and click on the "Add" button as shown below. You can even type the letterhead in html.

On uploading you can see the image in the "Content" box.

Similarly you can upload multiple letter heads.

For more information and to register for free trial visit www.erpnext.com

How to Manage Customers and Contacts?

You can create Customer master in ERPNext in 2 ways :

1. Directly create a Customer
2. Convert Lead to Customer

Directly creating a Customer
To directly create a customer follow the steps as shown in the figure.

The customer master will have tabs as shown below. We will have a look at each tab in detail.

The Basic Info tab in customer will capture the general details of a customer.

The Customer Type field will have two values - Company and Individual. Select Individual if your customer is an individual person and mention his phone number. This helps in updating the contact master automatically on save. If the customer is a company, you can maintain a list of contacts in Contact Details tab on save.

You can categorize your customers into different customer groups and territories which will help you in better analysis.

Save the customer master. This will also create an account head for the customer in Chart of Accounts automatically.

 The customer master will be saved by the customer name by default. You can save the customer by customer codes as well. For this go to Setup --> Global Defaults --> Selling and select Naming Series in "Customer Created By" field. Refresh the system.

The Contact Details tab will have a list of contacts for the customer. Click on the Add Contact button to add more contacts.

 The following screen will appear in a box asking you for details of the contact. Save the contact.

The More Info tab will capture the credit days and credit limit of the customer. If the total outstanding balance exceeds the number of credit days or the due date exceeds the number of credit days, the system will not permit further transactions unless the customer payment is recorded in the Journal Voucher. However, the transactions can be unlocked by the Credit Controller specified in Global Defaults.

The Sales Team tab will capture the sales persons who will be dealing with this customer. If you are dealing with the customer through a partner, mention so in Default Sales Partner. These details will be fetched in sales transactions when this customer is selected.

The Transaction History tab will capture a list of Quotations, Sales Orders, Delivery Notes and Sales Invoices made for this Customer.

Converting Lead to Customer

Open an existing Lead and click on Create Customer button as shown below.

For free trial, please visit www.erpnext.com