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

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.

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

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

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 Import Masters into ERPNext?

You can import all your masters like items, customers, suppliers, pricelist, warehouse using csv files in ERPNext.

Few standard to be followed when importing data:

•   Template downloaded from ERPNext account should be followed
•   Spreadsheet should be saved in .cvs format
•   Header and column name in template cannot be edited (first 4 rows)
•   Link field (like item group and warehouse) should be already present in system.

Below you can see how to import a item master.

Go to: Setup --> Import Data

Download the template of the master you want to import. For item master select "Item"

Checking download with data will pull existing data of selected record in excel template. This can be helpful for user to understand as what value to enter in which column.

You will get a list of templates of item master and all child masters inside the item. You need to select the "Item" link to download the template for the item master.

Download and open the template in a spreadsheet as shown below. Add the details in the template. Do not change the row or column positions of the headers. You can enter each item in a new row. You need to fill in all the mandatory fields.


For item master you need to first create the required
1. UOM: Unit of Measurement (Eg: Nos. Kgs. Litres etc.)

2. Item Groups: You can create multiple item groups to categorise your items. There is a "Default" group already created in the system To start with you can upload using a default group and change it later as and when required.

To manage item groups refer to http://erpnext.blogspot.com/2011/02/how-to-create-item-group.html

Save this file as ".csv". In the import data page click on "Browse", select the saved ".csv" file and click on Import.

  

On importing you can see a log of the imported items on the right hand side as shown below. If there is any error it will be mentioned with the specific row and column number where the error exist.  

 

In similar manner you can upload customer, supplier and other masters

For more information visit http://www.erpnext.com

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 Create an Item in ERPNext?

ERPNext lets you manage all items that you purchase, manufacture, sell or keep in inventory. 

For each item, you can enter the data related to purchase, sales, production, inventory, accounts, and services.  You can also upload the item master. Click here to understand how to import item master in ERPNext using csv (excel) files.

To add new item, Go To-->Stock-->Item-->New Item

Below screen-shot indicates all the sections under the item master.

You need to enter the mandatory fields in "red" and click on the "Save" button. There are additional details which you can enter in other sections.

1. Item will be saved with code mentioned in item code. Item will be identified, searched and fetched with item code. This can be alphanumeric.
2. Item name will be actual name of an item. This will appear in the print format of various transactions.
3. Item group is used to categorize items on various criteria. Click on the search icon to select the relevant item group. Click here to learn how to manage item groups.
4. Item description will also be fetched into transactions like quotation, sales order, indent, purchase order and appear in the print format. 
5. Description HTML field will be generated after attaching an item image as an attachment, and then clicking on "add image button". If item image attached here, it will be pulled in transactions also.
6. Multiple brands can be created by clicking on "+" icon. You can select the relevant brand in the item master.
    

1. UoM stands for unit of measurement of an item. It's that UoM in which system will maintain stock of this item.
2. Stock item: If stock stock selected "yes" for an item, system will do stock ledger entries for this item and give stock level report also. If "no" selected (mostly for services items), no stock level for that item.
3. Valuation method: There are two options for maintain valuation of stock. FIFO (first in - first out) and moving average. Item valuation will be maintained based on option selected here.
4. Default Warehouse selected here will be fetched in transactions when this item is selected.
5. Allowance Percentage: User will be allowed to accept and delivery more qty than mentioned ordered qty by allowance percentage mentioned.
6. Re-order Level: Is the stock level at which order has to be placed with supplier for procurement.
7. Minimum Order Qty: Is the quantity below which system wont accept purchase order for this item.
8. Is Asset Item: Is the item for which stock level entry will be done in fixed asset warehouse only.
9. Has Batch No.: Before stock transactions, you will need to create batches and mentioned the same in receipt and delivery transactions.
10. Has Serial No.: Each unit of an item received and sold will be assigned a serial no. You can scan serial no. into serial no. field.
11. Warranty Period: It will be assigned to serial no. from date of invoice.
12. End of life: After particular date selected in this field, system won't be available for sales and purchase item.

1. Purchase Item: If selected "yes", it will be available for purchase transactions.
2. Lead time: Is the time taken for receiving good from day it was ordered. If lead time provided, required by date for an item in purchase requisition will be calculated automatically.
3. Default Expense Account: If selected, will be fetched in purchase invoice for this item.
4. Default Cost Center: If selected, will be fetched in purchase invoice for this item.
5. Buying Cost: Will be updated for item based on purchase transactions.
6. Last Purchase Rate: Is the rate at the item were purchase last time.
7. You can purchase item in UoM other than its standard UoM. To maintain stock level, you can select purchase UoM and put conversion rate with respect to stock UoM. For example, item ABC is stored in nos. but purchased in Kgs. And each Kg of purchase gives me 3 nos. of ABC.
   1 Kg = 3
8. Manufacturer: Here, you can enter items detail like manufacturer and manufacturers part no.
9. Also, you can maintain suppliers item code.

1. Is Sales Item: Item marked "is sales item - Yes" will be available for selection in transactions like quotation, sales order, delivery note and sales invoice. Item marked no won't be available.
2. Is Service Item: Item marked services item yes will be available for after sales transactions.
3. Allow samples: System will allow you to make delivery note at zero rate for these items.
4. Max Discount: You won't be able to offer discount more than mentioned here.
5. Default Income Account: Income account selected here will be fetched automatically in sales invoice for this item.
6. Cost Center: Cost center selected here will be fetched automatically in sales invoice for this item.
7. You can define ref rate (selling rate before taxes) for items in this table. To learn more about pricelist, please click here.
8. You can track customer code for same item in this table.

In Item Tax table, you can list all the tax ledgers with tax rate applicable in sales and purchase transactions.

Its very important for company to mention tax rate applicable on item here which has different tax rate applicable for items they deal in. If you select item in sales / purchase transaction, with same tax ledger as mentioned above, then you need not mention tax rate for them. It will be pulled from item master only. Or even if you mention tax rate applicable there, it will calculate tax rate on item mentioned here.

If inspection required selected Yes for an item, system will give you notification when making receipt and delivery transactions for this item.


Also, you will be able to make quality inspection report against delivery note and purchase receipt considering parameters mentioned above.

1. Allow Bill of Material: Select "Yes" for this field if its finished good or sub-assembly. It will allow to make bill of material for this item. If marked no, then you will be able to select it as raw material for other FG or sub-assembly item.
2. Allow Production Order: As name suggest, select "yes" for item you raise production order in the system.
3. Is sub-contracted Item: You will be able to do sub-contracting transaction for this item, if selected Yes. To learn more about sub-contracting, click here.

For more information visit http://www.erpnext.com