Docy Documentation

Overview

Booking Kare comprises two major modules

1. Event Module

Event Module comes with features that help Event Planners, and Organiser to organize events efficiently on a large scale with online payment options. Event planners may easily email personalized invitations to hosted events to any and all contact list members in case of the event is canceled or postponed.

Event Booking Module Includes Features Such As:

• 1. Event Builder
  2. Create an event
  3. Event zone
  4. Venues
  5. Create Product Service Details
  6. Tickets
  7. Membership
  8. Speaker
  9. Agenda
  10. Logistics
  11. Sponsorship
  12. Adding and Inviting Guests
  13. Send invites to accounts, Contact, and users
  14. Check-in and Walk-in registrations
  15. Manually check-in
  16. Kiosk Check-in
  17. Scan Bar code Check-in
  18. Event Booking
  19. Calendar

2. Appointment  Module

The appointment Module comes with a user-friendly appointment booking system that lets your client view the expert’s real-time availability and quickly book an appointment with the expert. The client can book appointments from anywhere, anytime using any device. Upon appointment booking, BookingKare lets you maintain customer information and appointment history for easy reference.
Appointment Booking Module Includes Features Such As:

1. Appointment Booking
2. Planner
3. Teams
4. Team members
5. Location
6. Membership Program
7. Product/Service
8. Price book
9. Work Planner
10. Resource group
11. Resource
12. Resource Requirement
13. Shift Planner
14. Time management
15. Calendar
16. Queue management
17. Workbench
18. Room Reservation
19. Logistics
20. Payments  (Authorize.net,Paypal,Chase payment)

Roll out Steps:

• Preparation involves all of the planning you need to do before you can begin using Booking Kare.
• Identify key users of the system
• Add licenses
• Identify all of the users who will be using the BookingKare System and make sure you have the appropriate number of licenses.
• Review all the technical requirements

•  Follow the steps if you are a new user.
• The quickest way to assess if BookingKare is the right fit for your organization is by creating a free trial. You’ll immediately be taken to a salesforce registration page, where you need to fill out the form and start a free trial. On the app exchange BookingKare listing click the “Get It Now” button and login to the salesforce free trial instance and from here you can start to evaluate BookingKare in depth.
• Installing BookingKare in your Salesforce instance
• Follow these steps

Step 1

• Navigate to the Booking Kare Appexchange listing and click on the “Get It Now” button. https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3000000DphNeEAJ
• Log in to your Salesforce instance
• Choose the instance on which you want to install and click.

Step 2

•   Confirm the installation details and click the “Confirm and Install” button.

Step 3 Licensing Your users for BookingKare

• Navigate to Setup> Apps > Packaging> Installed Packages.
• In the list of installed Packages find the BookingKare app and click the “Manage Licenses” option under the actions section.
• Click on the “Add User” button in the Licensed User section.
• Select the user from the Available Users section; click the “Add” button.

Validate Your Installation

• Click on the app launcher and notice that the “Appointment Booking” and “Event and Expert Booking” apps are available under all apps.
• Select any of the applications from the App Launcher and notice its available Tabs.

Communities Overview Communities are a great way to share information and collaborate with people who are key to your business processes, such as customers, partners, or employees. Whether you call it a portal, a help forum, a support site, HR central, or something else, an online community is a great place to connect with the important folks in your life in a new and different way. Use easy point-and-click branding tools with ever-evolving Lightning templates or go with Visualforce to create branded collaboration spaces. Step 1

Enable Communities

Enabling Communities is the first step to creating communities.

Note: After you enable Communities, you can’t disable it.
If your org’s access to Communities is suspended for non-payment, all your communities are deactivated, including the communities in Preview. When Communities is re-enabled, all communities are inactive. You can activate these communities, but you can’t return to the Preview state.

1. From Setup, enter Communities Settings in the Quick Find box, then select
Communities Settings.

Note: If you don’t see this menu, Communities might not be available for your Salesforce org. Contact your Salesforce account executive.

2. Select Enable communities.
3. Select a domain name for your communities, and click Check Availability to make sure that it’s not already in use.

You use something recognizable to your users, such as your company name.
The Communities domain name is the same for all communities. You create a unique URL for each community when creating it by entering a unique name at the end of the URL. For example, if your Communities domain name is UniversalTelco.force.com and you’re creating a customer community, you can enter customers to create the unique URL UniversalTelco.force.com/customers.
Important: You can’t change the domain name after you save it.
You can designate a custom domain by entering it in on the Domain Management page.
From Setup, enter Domains in the Quick
Find box, then select Domains.
4. Click Save.

Step 2 Create Communities

• To create a community, from Setup, enter All in the Quick Find box, select All Communities, and then click New

Step 3 Community Template.

• The Community Creation wizard opens with several templates for you to choose from. If you have Lightning Bolt solutions available in your org, they are listed in the wizard.

 To see more information about a template, select it. Customer Service

A powerful, responsive self-service template with multiple prebuilt theme options. The Customer Service template lets users post questions to the community, search for and view articles, collaborate and contact support agents by creating cases. Supports Knowledge, Chatter Questions, and cases.

Step 4
Experience Builder.

• Select the template that you want to use.
• Read the template description and key features, and click Get Started.
• Enter a community name.

Note: If you’re creating multiple communities, differentiate the beginning of the community name. Community names are truncated in the global header drop-down menu. Users can see up to 32 characters of the name, and names include the status. Make sure that the visible part of the name allows users to distinguish between multiple communities.

For URL, enter the name of your community.

This name is appended to the Communities domain that you created when you enabled communities for this org. For example, if your Communities domain name is UniversalTelco.force.com and you’re creating a customer community, you can enter customer to create the unique URL UniversalTelco.force.com/customers.

Note: You can create one community that doesn’t have a custom URL.

• You can change your community name and URL after the community is activated, but users aren’t redirected to the new URL. So be sure to inform your community members before changing the name or URL.
• Click Create.

The community is created in Preview status. Now you’re ready to build and customize or manage and moderate your community.

When you create a community, Salesforce supplies default pages for login, self-registration, change password, forgot password, and your home page. These pages are based on which template you use to create your community. You can customize these default pages at any time in the Login & Registration page of the Administration workspace.

IMPORTANT After you create a community, your profile is added to the list of profiles that have access to the community. Then all users with this profile can log in to the community after it’s active. If you don’t want all users with your profile to have access to the community, remove the profile, and give yourself access through a different profile or permission set. Then create a profile specifically for your community users.Step 5 Access Experience Workspaces

The streamlined Experience Workspaces centralizes community moderation, building, and administration. Access Experience Builder, administration, dashboards, and other features from one place.

• From Setup, enter Communities Settings in the Quick Find box, then click Communities Settings.
• Enable Experience Workspaces under Community Management Settings. Click Save.
• From Setup, enter All Communities in the Quick Find box, then click All Communities. To access a community’s workspace area, click Workspaces next to its name.

Manage Your Community with Experience Workspaces Experience Workspaces is your one-stop-shop for building, setting up, and monitoring your community. You can access Experience Builder and Administration workspaces to manage your community’s setup and branding. Community managers can view dashboards for groups, members, feed activity, and license usage, and manage the community’s reputation system. Moderators can see which items have been flagged for review.

Note: You can customize your community at any time, but if you plan on making major changes, we recommend deactivating the community first.

• To enable Experience Workspaces, in Setup, enter Communities Settings in the Quick Find box. Under Community Management Settings, select Enable Experience Workspaces. Experience Workspaces is enabled by default for all communities.
• To go back to Community Manager, in Setup, enter Communities Settings in the Quick Find box. Under Community Management Settings, deselect Enable Experience Workspaces.

 Builder

Experience Builder lets you brand and design your community pages. Create and customize pages, modify or add Lightning components, customize the community’s navigation menu, and manage page-level settings as shown in the screenshot below.

IMPORTANT If you’re an administrator and accidentally remove yourself from a community, you can’t access the Administration settings in Experience Workspaces. To add yourself back to the community or make other membership updates, use the API.

A community for Event Booking

• For setting up a community for Event booking, follow the same 5 steps of community setup.
• After reaching the builder section. You can create an Event booking component by clicking on the component option.
• When clicking on the component button you find the list of components that can be added to the builder page.
• Search for the Event booking component and drag it onto the builder page.

Note: If you already have the template components on the builder page, you can delete them from the delete icon of each section before adding your own component. When the component is on the page, it will appear as below.

• Similarly, you can add as many components as required on the page and manage the page structure from the page structure button on the left.
• There is also a Setting Button-through which you can change the setting of the community page and find information regarding that. Shown below

• In the setting, you have Public access check box, tick this box when you want the public to access this community.
• You can give a title for the community in the Community Title box.
• Published Status – This is a link from where customers can access the Event Booking Community.
• Guest User Profile – This is the profile link of guest users from where you can authorize or unauthorize the user.
• If Users have no access to the components, this can be managed by clicking on Event Booking Profile from the settings.
• Note- Access can be given from profiles and sharing settings. In profiles make sure all the objects, fields, and tabs have access to the User. In sharing settings, check for any restrictions on the Guest user access.
• When completed, click on the Preview button to view the page before saving to make more changes if required.
• Click Publish button on the top right to save and publish your community.
• You can also select the View mode button to set it for phone, Tablet, and Desktop.
• You have now created your Event Booking Community.
• Follow Step 6 for more information on managing your community.

A community for QR Check-In

• For setting up a community for QR Check-In, follow the same 5 steps of community setup.
• After reaching the builder section. You can create a QR Check-In component by clicking on the component option.
• When clicking on the component button you find the list of components that can be added to the builder page.
• Search for the QRcodeCheckInRegister component and drag it onto the builder page.

Note: If you already have the template components on the builder page, you can delete them from the delete icon of each section before adding your own component. When the component is on the page, it will appear as below.

• Similarly, you can add as many components as required on the page and manage the page structure from the page structure button on the left.
• There is also a Setting Button-through where you can change the setting of the community page and find information regarding that.
• In the setting, you have Public access check box, tick this box when you want the public to access this community.
• You can give a title for the community in the Community Title box.
• Published Status – This is a link from where customers can access QR Check-In
• Guest User Profile – This is the profile link of guest users from where you can authorize or unauthorize the user.
• If Users have no access to the components, this can be managed by clicking on QR Check-In Profile from the settings.
• Note- Access can be given from profiles and sharing settings. In profiles make sure all the objects, fields, and tabs have access to the User. In sharing settings, check for any restrictions on the Guest user access.
• When completed, click on the Preview button to view the page before saving to make more changes if required.
• Click Publish button on the top right to save and publish your community.
• You can also select the View mode button to set it for phone, Tablet, and Desktop.
• You have now created your QR Check-In
• Follow Step 6 for more information on managing your community.

A community for Appointment Booking

• For setting up a community for Appointment Booking, follow the same 5 steps of community setup.
• After reaching the builder section. You can create an Appointment Booking component by clicking on the component option.
• When clicking on the component button you find the list of components that can be added to the builder page.
• Search for the Appointment Booking component and drag it onto the builder page.
• When the component is on the page, it will appear as below.

Note: If you already have the template components on the builder page, you can delete them from the delete icon of each section before adding your own component.

• Similarly, you can add as many components as required on the page and manage the page structure from the page structure button on the left.
• There is also a Setting Button-through where you can change the setting of the community page and find information regarding that.
• In the setting, you have Public access check box, tick this box when you want the public to access this community.
• You can give a title for the community in the Community Title box.
• Published Status – This is the link from where customers can access Appointment Booking
• Guest User Profile – This is the profile link of guest users from where you can authorize or unauthorize the user.
• If Users have no access to the components, this can be managed by clicking on Appointment Booking Profile from the settings.
• Note- Access can be given from profiles and sharing settings. In profiles make sure all the objects, fields, and tabs have access to the User. In sharing settings, check for any restrictions on the Guest user access.
• When completed, click on the Preview button to view the page before saving to make more changes if required.
• Click Publish button on the top right to save and publish your community.
• You can also select the View mode button to set it for phone, Tablet, and Desktop.
• You have now created your Appointment Booking
• Follow Step 6 for more information on managing your community.

Step 6

Set the Default Number of Community Roles Set the default number of roles created when adding partner or customer accounts to communities. These settings apply if your community is set up with Partner Community, Customer Community Plus, or Lightning External Apps Plus user licenses. The limit is three roles; the system default is one. For example, if three partner roles are currently created when an account is enabled for your community–Executive, Manager, and User–but you need only the User role for new accounts, you can reduce the number to one role. 

1. Use Super User Access to grant specific users access to data owned by other users in their accounts.

• From Setup, enter Communities Settings in the Quick Find box, then select Communities Settings.
• Select the number of roles per account.
• If you’re using Partner Community licenses, set the Number of partner roles.
• If you’re using Customer Community Plus licenses, set the Number of customer roles.
• Click Save.

Note: This setting does not affect the number of roles for existing accounts.

Step 7

Customize Communities Update basic community settings like your community URL, community name, members, login options, and general preferences in the Administration section of Experience Workspaces or Community Management. You can customize your community at any time, but if you plan to make major changes, we recommend deactivating the community first.

• Open Experience Workspaces or Community Management.
• Click Administration, then select what you want to customize.IMPORTANT: The options available in Community Management or Experience Workspaces are based on your community template selection, permissions, and preferences. For example, if your community doesn’t use topics, you don’t see the Topics section. Some options in the following list might not appear in your community by default. To display all sections, go to Administration | Preferences and enable Show all settings in Community Management or Show all settings in Experience Workspaces.
• Members
• Tabs
• Branding
• Login & Registration
• Emails
• Pages
• Preferences
• Settings
• To share the community with stakeholders while it’s still in Preview, copy the URL displayed on the Administration | Settings page.
• By sharing your community in Preview, you can get useful feedback to incorporate before going live. Also, by having early members post, comment, and share records, your community appears active when members log in to the community for the first time.
• Keep in mind that you must add users as members of the community before you can share the community URL.
• After you finish customizing your community, activate the community to make it available to members. If you enable welcome emails when you activate them, a welcome email is sent to all members. If users are new portal users, their welcome email includes their username and password.

1. Share a Link to Your Community. You can allow members to preview your community before making it active. You can only share the link for a preview community with users who were added as members of the community. Sharing a link to a community in Preview status allows you to easily gather stakeholder feedback. The community functions just as it will when you make it active, so stakeholders can try out all functionality and review your branding and customizations. Additionally, you can take advantage of having early members who can post, comment, and share records so that members enter an active community from their first login.

• Open Experience Workspaces or Community Management.
• Click Administration | Settings.
• Copy the URL displayed on the page and share it with your stakeholders.
• Keep in mind that you can only share the URL with users who you added as members of the community.

2. Update Your Community Settings. Manage your community name, description, community status, and community template all from one location. You can change your community name and URL after the community is activated, but users aren’t redirected to the new URL. So be sure to inform your community members before changing the name or URL.

• Open Experience Workspaces or Community Management.
• Click Administration | Settings.
• Edit your community settings as needed.
•  Select the pencil icon next to the community you want to change, and make your changes. You can change your URL from this page. However, if you’ve already activated your community, users aren’t redirected to the new URL.
• Manage the status of your community.
• Change your community template.

3. Deactivate a community.

• You may want to deactivate a community if you need to:
• Add or remove members
• Add, remove, or change the order of tabs
• Change the colour scheme
• Change the community URL
• Open Experience Workspaces or Community Management.
• Click Administration | Settings.
• Click Deactivate.
• Your community is inactive and offline.
• When a community is inactive, members still see it in the menu, but can’t access it unless they have the “Create and Set Up Communities” permission.

4. Enable optional community Features. Enable other optional features in your community such as user nicknames, guest access, private messages, direct messages, content flagging, and reputation levels.

• To use these settings, Chatter must be enabled in your organization.
• Open Experience Workspaces or Community Management.
• Click Administration | Preferences.
• Change the desired settings.
• Click Save.

Step 8Community App

• Users can also access the community site from the app launcher where the community app will be created with the name of that community that you create. As shown on the screen below:

On clicking on the community app that you created you will be redirected to a similar site as shown in the screenshot below:

Why Axolt CPQ?

Axolt CPQ contains the out of the box functionality like Product Configurator, Quote Console, calculate profit and loss, Quote, Contracts signing process with the DocuSign, Orders, Invoices, payments from Authorize.net and PayPal, Supporting BOMs, Product/Service Sell, discount calculation, auto tax calculation and many more.

1. Getting started with Axolt CPQ
2. Guideline for basic setup to run the CPQ flows
3. Organization Account, their Contact, Address, and their related records setup –   
4. Customer accounts their Contact, Address setup.
5. Credentials Setup
6. Payments
7. Product Configuration
   1. Price Books
   2. Tier Discount Allocation
   3. Cost card
   4. Features
   5. Options
   6. Rules
   7. Inventory/Stock
   8. Product/Service Sale
   9. Supporting BOMs

• Creation of Quotes using ‘Quote Console’
• Calculate P&L
• Add/Edit Products
• Site Implantation(multiple/Single)
• Send the Quotes for Manager Approval
• Send the Quotes to the Customer to sign the Contracts using DocuSign
• Convert the Quote into an Order using the ‘Convert to Order’ button.
• Sync Quote and Orders records before Order activation.
• Create Orders from EPoS.

The ERP Order Management System enables users to efficiently create and manage orders for customers across different regions. Users can create customer profiles with unique IDs, manage multiple contacts and addresses (billing and shipping), and maintain a product catalog with region-specific availability. Pricing is handled through price books tailored to customer segments or regions, ensuring accurate calculations of taxes, shipping costs, and discounts. Orders are created by selecting customers, addresses, and products, with automated validations and status tracking (e.g., Draft, Confirmed, Shipped). The system supports regional pricing and tax rules, integrates with inventory and payment systems, and provides reporting for order trends, ensuring a streamlined and scalable order management process.

Basic ERP Environment Setup – Core Processes

Before using any ERP modules or flows, the initial admin setup must be fully completed — otherwise, key features and modules will not function correctly.
The following core master records and configurations are required to enable smooth operation of all ERP processes:

A. Company Account and its Contacts and Address setup
Before any transactions, products, or customer records can be used, you must create at least one Company Account representing your own organization. During creation, complete the following required details:

Company name, registration number, tax IDs, and other legal information
Contact
Billing and Shipping Addresses

This step is mandatory and must be completed first.

B. Operational Structure (Configure After the Company Account is created)
Once the Company Account with Contact and Address is created, you can then set up: (Channels, Distribution Channels, Sites (Warehouses), Locations and Storage Containers (if applicable), Carts, Profiles (Price Books & Tax Records) for pricing and taxation etc.

C. Vendor/supplier account, customer account, and their related records setup
We need to set up the vendor accounts and their contact and address records to run the Purchase Order, Return Purchase Order, and Supplier RFP flows.
We need to set up the customer accounts and their contact and address records to run the Order and RMA flows.

D. Cost Card and Approved Vendor/Supplier Setup for Products 
To purchase a particular product from the selected approved vendors, we need to have the approved vendors and cost card records. Also, the Purchase from Approved Vendor checkbox should be checked at the product record level.

E. Credentials setup for payments, shipments, e-commerce, and docusign
To use the payment (Authorize.Net, PayPal, Stripe, etc.) and shipment (UPS, FedEx), DocuSign functionalities, we need to set up the credentials in the system.

F. User record update and employee setup –
The logged-in user’s Company record should be “solo.” Also, one employee record should be available for the logged-in user.

A. Company account and its related records setup – 

Company Accounts represent a legal company or organization within the platform. In Salesforce, every Organization must have at least one Company Account.
Depending on your business needs, you can create multiple Company Accounts for the same legal entity. For example:
One Company Account for the US, covering its channels, warehouses, and locations.
Another Company Account for the UK, with its own channels, warehouses, and locations.

All transactions within the Organization are categorized and tracked by the respective Company Account, giving you clear visibility and separation when needed.
Each Company Account can contain multiple Channels and their associated Distribution Channels. Every Distribution Channel can have its own Sites (Warehouses), and each Site/Warehouse can include various Locations, Storage Containers, and Carts for precise inventory management.

Follow the steps to create a Company account: 

• Navigate to the Accounts tab from the app launcher and click the + New button.
• Select the Record Type as Company Account and click Next.
• On the account creation page, enter the Account Name (company name).
• Ensure the Active checkbox is selected, and the Account Type is set to Company.
• Enter other optional information and click Save to create the Company account.

Contacts and Address setup for the Company account 

a. Contacts- Contacts serve as the primary points of communication for the company. Multiple contacts can be associated with a single company account.

Follow the steps to create a Contact record: 

• Navigate to the related tab of the created company account record and locate the Contacts related list.
• Click the New button.
• The Account Name will be auto selected. Enter the First Name and Last Name, Phone, and Title. Ensure the Contact Status is set to Active.
• Enter other optional details if required and click Save to create the new contact record for the company.

Note 1: If the contact is a primary contact, select the Primary checkbox. (If the field is not available on the page, add it from the page layout.) 

b. Address- The Address object stores complete physical address information (street, city, state/province, postal code, country, latitude/longitude etc.) as a reusable record. It allows the same validated address to be linked to multiple objects (e.g., accounts, locations, work orders, or custom objects) without duplicating data.

Follow the steps to create an Address record: 

• Navigate to the related tab of the created company account record and locate the Address related list.
• Click the New button.
• The created Account will be auto selected. Select the created Contact from the Contact lookup.
• Ensure the Active checkbox is checked.
• Check the Primary Address checkbox if the address is the primary address. If the same address is used for both billing and shipping, check the Is Billing Address and Is Shipping Address checkboxes.
• Enter the Address, select the Country, enter the City, select the State/Province and enter the ZIP/Postal Code.
• Enter other optional details if required, then click Save to create the company’s address.

B. Operational Structure (Configure After the Company Account is created)

a. Channel: Channels refer to the mode of business (like retail sales, online sales, and third-party distributors).

Follow the steps to create a Channel record –

• Go to the related list of the created Company account and find the Channel object (related list).

OR

• Find the Channels tab from the App Launcher.
• Click the New button.
• Enter the Channel Name, Shipper Name, select the Ship From Address, enter Phone, select the Company (created Company account), ensure the Active checkbox is checked, enter City, Street, State/Province, Country, and Zip/Postal Code,
• Click Save to create the channel record.

Note 2: One Company can have multiple channels. 

b. Distribution Channel: The distribution channel is a group of warehouses/sites from where items are shipped. 

Follow the steps to create a Distribution Channel record –

• Go to the related list of the created channel and find the Distribution Channel object (related list),

or

• Find the Distribution Channel tab from the App Launcher.
• Click the New button.
• Enter the Distribution Channel Name. The Channel Name will be auto selected. Create a new Site (refer to the Site creation process below), select or create a Contact, ensure the Active and Return Handling checkboxes are selected, check the Primary checkbox if the DC is the primary DC, select the Priority (according to the requirement).
• Click Save to create a new distribution channel record.

Note 3: Channels can have multiple distribution channels but only one site/warehouse record should be available for each distribution channel. 

c. Site (Warehouse) – Site or Warehouse is a physical building (Ex. warehouse). 

Follow the steps to create a Site record –

• Click on the Site lookup field on the Distribution Center creation page.
• Click on the + New Site button.
• Enter the Warehouse Name, select the Primary Contact, enter the Capacity of the Site, Address, Company (created Company Account), Active checkbox should be checked, Type should be ‘Warehouse’, enter a Barcode.
• Click on the Save button to create the Site/Warehouse record.

d. Cart – The cart can be used on the Stock Transfer page to transfer inventory/stocks from one site to another or from one location to another.

Follow the steps to create a Cart record –

• Find the Cart tab from the App Launcher,

OR

• Go to the related list of the created site and find the Cart object (related list).
• Click the New button.
• Enter the Cart Name. The Site will be auto selected. Ensure the Active checkbox is checked, select the Channel (created channel), enter the Account or Employee (if required).
• Click Save to create the cart record.

e. Location – The cardboard, bin, shelf, or a floor of the warehouse can be considered a location. 

Follow the steps to create a Location record –

• Go to the related list of the created site and find the Locations object (related list).
• Click the New button.
• Enter the Location Name. The Site will be auto selected. Ensure the Active checkbox is checked, select a Location Type (any), enter the Barcode, select the Company (created company account),
• Click Save to create the location record.

f. Storage Container – The bin, pallet, shipping container, bucket, or bottle can be considered a storage container for a location. 

Follow the steps to create a Storage Container record –

• Go to the related list of the created site and find the Storage Container object (related list).
• Click the New button.
• Enter the Storage Container Name. The Site will be auto-selected. Ensure the Active checkbox is checked, select the created Location, select a Type (any), enter a Barcode, select the Company (created company account),
• Click Save to create the storage container record.

g. Profiling – Profiles control tax rules, pricing strategies, and product visibility for customers.

Each Profile is linked to one Price Books that define list prices, currency, and tax settings. Profiles are assigned directly to Customer Accounts.

When creating Orders, Quotes, Opportunities, or any sales documents, the system automatically applies:
* Pricing from the Profile’s linked Price Book(s)
* Tax calculations based on the Tax Records defined for that Profile

This ensures consistent and accurate pricing across all transactions.

Follow the steps to create a Profile record: 

• Navigate to the Profiling tab using the App Launcher or find the tab in the app navigation menu.
• Click the New button.

Create a Customer Profile –

• Select the Record Type Customer to create the Customer Profile.
• Once the record type is selected, click on the Next button.
• Enter the Profile Name, select the Channel, and select the Tax Sourcing Rule (Origin/Destination).
• Ensure the Company is auto selected and check the Active checkbox.
• Click the Save button to create the Profile record.

Create an Order Profile –

• Select the Record Type Order to create the Order Profile.
• Once the record type is selected, click on the Next button.
• Enter the Profile Name, select the Channel, select the created Account Profile (Exp – US Customer Profile), and select the Price Book.
• Ensure the Company is auto selected, check the Active checkbox, and mark as default if this is the default Order Profile.
• Click the Save button to create the Order Profile record.

Note 4: A Customer Profile must be assigned to the Order Profile.

C. Vendor/Supplier Account, Customer Account, and Their Related Records Setup –

a. Vendor/Supplier – Accounts classified as suppliers from whom we procure goods or services. They are selected on Purchase Orders to record and track incoming inventory or expenses.

Follow these steps to create a Vendor/Supplier account –

• Navigate to the Accounts tab using the App Launcher or find the tab in the App Navigation menu.
• Click the New button to create a vendor account.
• Select the Record Type as Vendor and click on the Next.
• Enter the Account Name, set the Account Type to Vendor, and choose the Company account (created company account).
• Set the Active to Yes and enter other optional details (if applicable).
• Click the Save button to create the vendor account.

Note 5: If a user registers themselves in the ERP Supplier Portal Community, a Vendor Account and Contact record will be created automatically. 

Note 6: Users can create new vendor Accounts, Contacts, and Addresses from the Create Purchase Order page by clicking on the Vendor, Vendor Contact, or Vendor Address lookup field, the new record creation button will appear. 

b. Customer – Accounts classified as buyers or clients to whom we sell products or services. They are associated with Opportunities, Quotes, and Sales Orders to manage the entire sales cycle from lead to revenue.

Follow the steps below to create a Customer account –

• Navigate to the Accounts tab using the App Launcher or find the tab in the App Navigation menu.
• Click the New button to create a vendor account.
• Select the Record Type Customer Account.
• Enter the Name of the customer in the Account Name field and select Customer in the Account Type field.
• Select the Company account.
• Set the Active to Yes, select the Account Profile (created customer profile Exp- Customer Profile) and Order Profile (created order profile Exp- Order Profile).
• Enter other optional details if required and click the Save button to create the customer account.

Note 7: Follow the same steps to create contacts and addresses for customers and the Vendors, as mentioned in the contact and address creation steps above. 

D. Cost Card and Approved Vendor/Supplier Setup for Products 

a. Cost Card –Cost Cards define the exact purchasing cost of a product from a specific Approved Vendor based on order quantity. Each Cost Card is linked to a product and vendor and includes quantity ranges along with the corresponding unit cost. Multiple Cost Cards can be added for the same product-vendor pair to reflect volume-based pricing. When creating Purchase Orders, the system makes Cost Cards selectable on the Create Purchase Order screen only when the Purchasing Vendor matches the Cost Card Vendor. It then automatically applies the correct unit cost from the active Cost Card based on the ordered quantity, ensuring accurate landed costs and adherence to negotiated pricing.

Follow the steps below to create a Cost Card –

• From the product record, locate the Cost Cards related list.
• Click the New button.
• The product will be auto selected. Enter the Cost Card Name.
• Select the created Vendor account from the Supplier lookup and enter the Vendor Part Number (if applicable).
• The Active checkbox should be checked, enter the Start Date and End Date, Quantity and Cost per Quantity, select the Company Account, and click Save.

b. Approved Vendor – Approved Vendors can be directly linked to specific Products (or Product records) in the system.
This association designates them as trusted sources from which the product may be purchased. Once linked, only these Approved Vendors will appear as selectable options when creating Purchase Orders, Requisitions, or RFQs for that product — ensuring procurement compliance and restricting purchases to pre-qualified suppliers.

Follow the steps below to create an Approved Vendor –

• From the product record, locate the Approved Vendors related list.
• Click the New button. The product will be auto selected.
• Enter the Approved Supplier Name, the Approved Supplier Name should match the vendor’s name.
• Select the created vendor account from the Vendor lookup.
• Create/Select the available cost card from the Cost Card lookup (if applicable). Set the Status to Approved.
• Set the Type to Primary.
• Enter the Lead Time (days) and click Save to create the approved vendor.

Note 8: To purchase a product from specific or approved vendors, the product must have Approved Vendors assigned, and the Purchase from Approved Vendor checkbox should be checked on the product record detail page.

E. Credentials Setup – To enable payment gateways (Authorize.Net, PayPal, Stripe, etc.), shipping carriers (UPS, FedEx, DHL, etc.), and electronic signature services (DocuSign), the required credentials and connection settings must be configured in the system.
These credentials are securely stored as Custom Settings in the system, allowing easy management, deployment across environments, and version control without exposing sensitive data in code or custom settings.

Follow the steps below to set up credentials for payment: 

• Navigate to the Credentials Setup tab using the App Launcher or find the tab in the App Navigation menu.
• Click on the Payments section to set up credentials for different types of payments.
• Click the New button.
• On the Credentials setup page, enter the Name, Username/Login, URL, Password/Trans key, Encrypted Key, Company ID, Bank COA ID, check the Active checkbox, and click Save.

Follow the steps below to set up credentials for Shipment: 

• Go to the Shipments section by clicking on the Shipments tab.
• Click the New button.
• On the Credentials setup page, enter the Name, Username/Login, URL, Password/Trans Key and check the Active checkbox in the first section.
• In the Shipper Details section, enter the Name, Title, Email, Phone Number, Company Name, Company URL, Street, City, Province, Postal Code, Country, Account Number, Key, Meter Number, Parent Key, Parent Password, and any other optional details if required, then click Save.

Follow the steps below to set up credentials for E-Commerce: 

• Go to the Shipments section by clicking on the E-Commerce tab.
• Click the New button.
• On the Credentials setup page, enter the Name, Seller ID, Marketplace ID, Secret Key, Access Key, URL, Order Profile ID, Communication Email ID, check the Active checkbox, and click Save.

F. User record update and Employee setup –

• a) The logged-in user’s company needs to be marked as solo at the user record level.
• Navigate to the setup area by clicking the Setup button in the upper-right corner.
• Enter User in the Quick Find box. Once the User option appears, click on it.

OR

• Click the View Profile button in the upper-right corner. Click on the Username. Once the basic user record appears, click the User Details button on the right-hand side of the user record.
• Once the user record appears, click the Edit button, select the company picklist value SOLO and click Save.
• Note 9: If the picklist field is not available on the user record page, add it from the page layout.

• b) One employee record should be available for the logged-in user.
• Find the Employee tab from the app launcher.
• Click the New button to create a new employee record from the Employee object.
• Note 10: Refer to the steps mentioned above to create the Company account, Channel, Profiles, etc.
• On the employee record creation page, enter the employee’s Full Name, select the Employee User (logged-in user), Employee Profile, Channel (created channel record), and Company (created Company account). The Active checkbox should be selected.
• Enter other optional data and click the Save button to create the employee record for the logged-in user.

A. Customer Account.

A Customer Account is a standardized record in a business system representing an individual or organizational customer. It consolidates essential data to support commercial operations, enabling the creation and management of quotes, orders, invoices, credit notes, and other transactional documents to streamline sales and financial processes.

Accounts can have multiple Contacts and Addresses associated with them.

Steps for creating Customer Account are as follows – 

1. Log in to Salesforce.
2. Navigate to the Epos screen using the App Launcher or find the tab in the app navigation menu.
3. From the Epos screen, go to the Accounts section.

4. To create a new customer account, click on the Account button.

5. On the account creation screen, enter all the required fields such as Name, Account Profile, Order Profile, Company, and other optional details.

 6. Click on the Create Account button.

Note: Customer accounts are used to raise Opportunities, Quotes, Orders/Sales Orders, etc.

Once the account is created, it will be selected in the Account lookup on the Epos screen.

Account Field Description:

• Name: Name of the account
• Account Number: This is an optional field, but you can enter a unique account    number for the customer.
• Account Profile: The account profile contains the price book and channel associated with the customer.
• Order Profile: The order profile includes the account profile, channel, and price book associated with the customer.
• Tax Reg No: A unique number given to a business or person by the government to identify them for tax purposes.
• Email: Email address of the customer.
• Phone: Phone number associated with the customer.
• Company: The company to which the customer belongs. It can be the same as an Account name in certain scenarios.
• Is Person Account: The account represents an individual.
• Website:  The website of the Customer Company.

B. Contact

Contact is a standard object that represents an individual person associated with an Account. Contacts are used to store and manage information about people within a company/organization. Each contact is linked to an Account, so an Account must be created before creating a contact. Multiple contacts can be associated with a single Account.

Follow the steps below to create a Contact –

1.     From the Accounts section, click on the Contact button.

Note: The account you created should be auto populated on the contact screen. If you already have an existing account, select it from the lookup to create a contact for that account.

2. On the contact creation screen, enter all the required fields such as First Name, Last Name. Additional optional details, such as Company, Email, and Phone, can also be included. The Account field will be automatically populated.

3. Check the Is Primary checkbox to designate the contact as the primary one (if applicable).

4. Click on the Create Contact button.

Note: There can be multiple contacts of an account, and you can mark one of them as Primary.

The contact will be automatically selected in the Contact Name field on the Epos screen.

Contact Field Description:

• Account: Name of the account for which you want to create a contact.
• First Name: First name of the contact.
• Last Name: Last name of the contact.
• Company: The name of the company the customer is associated with.
• Email: Email address of the contact.
• Phone: Phone number of the contact
• Is Primary: Select the Is Primary checkbox if you want this contact to be the primary contact when creating an order.

C. Address

Address refers to the physical location information associated with various records, such as Accounts. It typically includes details like street address, billing address, shipping address, city, state or province, postal code, and country. This information helps organizations track the geographical locations of their customers or business partners.
Note: In this context, addresses belong only to Accounts.

Follow the steps below to create an address: 

1. From the Accounts section, click on the Address button.

Note: The Account and the Contact you created should be auto populated on the address screen. If you already have an existing account contact, select it from the lookup to create an address for that account.

2. On the address creation screen, enter all the required fields such as, Address Line 1, City, Postal Code, Country, State etc. The Account and Contact fields will be automatically populated.

Note: Check the Is Billing Address checkbox to mark the address as a billing address, and check Is Shipping Address to mark it as a shipping address. If the address is marked as both, it will be considered for both billing and shipping purposes.

3. Click on the Create Address button.

The address will be automatically populated in the Bill To and Ship To fields on the EPOS screen based on the selected account and contact information.

Note: After adding the Account, along with its Contact and Address, users can utilize the Add Products feature to complete the order creation process.

Primary Function of Address – The Billing Address is required to apply Tax on the Quotes, Orders, and the Shipping Address is used to calculate Shipping Rates between the company address and the customer address.

Address Field Description

• Account: The account for which you want to create an address.
• Contact: This field will be auto populated when selecting the account.
• Address Line 1:  Is the main street address.
• Address Line 2: Adds details like apartment or building info.
• Address Line 3:  includes optional extras like landmarks or care-of information.
• Is Billing Address: Indicates that this is the billing address for an order.
• Is Shipping Address: Indicates the shipping address of the customer for the shipment process.
• Postal Code: The postal code of the city.
• Is Primary: Select this checkbox if you want this address to be the primary address when creating an order.

A Customer Account, along with its related Contacts and Address, can also be created at the record level.

Follow these steps to create a Customer Account from the record level:

• From the App Launcher, find and select the Accounts tab.
• Click the New button and select the Customer Account record type and click on Next button.

• Enter all the required details and click Save.
• Now, Contacts and Addresses can be created for the customer from the related lists on the customer’s record.

Products 
Products are configurable items that are manufactured within an organization or purchased from vendors/suppliers and are sellable. Products can be stored in an organization’s site/warehouse or a third-party site/warehouse. 

The different types of products we have are:
A. Standard Products.
B. Service Products.
C. Kit Products.

A. Follow the below steps to set up a new Standard Product:

• Navigate to the Products tab using the App Launcher or find the tab in the App Navigation menu.

• Recently viewed products will be listed. Click on All to see all the available products in the system.
• To create a new product, click the New button and select the Record Type as Standard Product.

• Enter the Product Name and Product Code.
• Select the Product Family, Category, and Subcategory (if applicable).
• Select the Status as Released and make sure the Active checkbox is checked.
• Select the Track Inventory checkbox for all inventory products.
• Enter the Product Description and Barcode (if applicable).
• Assign the Correct Quantity Unit of measure.
• Check Serialise checkbox (for a serialized product), and Lot Tracked (for a batch product) depending on the product configuration needs.
• Check the Issue Purchase Order checkbox if the Product is Purchasable, Check Issue Manufacturing Order if product is manufacturable.
• Click on Save to create the standard product record.

Field Description of Product Record:

• Product Name: Name of the Product.
• Product Code: Unique code used to identify the product.
• Active: Indicates whether the product is currently active in the system and available for use.
• Status: Shows the current status of the product, here the status will always be Released.
• Is Purchase Order: Is Purchase Order checkbox is checked if the product can be purchased through a purchase order.
• Is Manufacturing Order: Is Manufacturing Order checkbox is checked if the product is produced through a manufacturing process.
• Track Inventory: Track Inventory checkbox should always be checked for all products except for KIT products.
• Lot Tracked: Lot Tracked checkbox should be checked if it is a batch product and has lot numbers associated with each.
• Note 1: The batch numbers for a product are generated through the Inbound or Manufacturing process.
• Serialise: Serialized checkbox should be checked if it is a serialized product and each unit of the product has a unique serial number.
• Note 2: The serial numbers for a product are generated through the Inbound or Manufacturing process.
• Issue Work Order: Issue Work Order checkbox should be checked if a Product is Serviceable.
• Allow Back Orders: Allows customers to create a and Quote Sales Orde even when the product is out of stock.
• Is Kit: Is Kit checkbox should be checked if it is a kit product made up of multiple components.
• Quality Check: Requires a quality check during the Inbound receive process.
• Is Subscribe: Indicates if the product is available for subscription.
• Purchase from Approved Vendor: Allowed to purchase the product from approved suppliers only.
• Issue Purchase Requisition: Initiates a request to purchase required Products.
• Configure: Allows customization of product specifications or features.
• QA Handling Inbound Post MO Completion: Manages quality assurance processes after manufacturing order completion.
• Alternate Quantity UOM: Specifies an alternative unit of measure for the product quantity. Used for MO UoM conversion Process.
• Available stocks: Displays the quantity of product currently in inventory.
• Awaiting stock: Shows the quantity of product expected but not yet received or manufactured in inventory.
• Reserved stock: Indicates the quantity of stock allocated for specific orders, Mos or other purposes.
• Estimated manufacturing cost: Provides the estimated price for manufacturing the particular product as this amount will be used for accounting ‘Cost Of Goods’ sold.
• Default BOM: References the standard bill of materials for the product.
• Default Routing: Specifies the default manufacturing process flow for the product.
• Picture: Stores an image representing the product.
• Preview Image: Displays a thumbnail or smaller version of the product image.
• Barcode: Contains the product’s unique barcode identifier, this is particularly used for Scanning Purposes.
• Revenue Account: The account used to record income from product sales.
• Expense Account: The account used to record expenses related to products.
• Inventory Account: The account used to track the value of product inventory.

Adding Related Records to Products

Adding Price Book for a Product:

• Navigate to the Product record level.
• From the related list of the product, find and select Price Book.
• Click on the dropdown and select Add Standard Price Book.
• The Product and standard Price Book look-up will be auto populated.
• Enter the List Price.
• Click on Save.

Adding Cost Cards to Products

• Navigate to the Related list of the product and select the Cost Card object.
• Click New and Select the Record Type as Supplier Cost Card.
• Product Name will be auto populated.
• Enter the Cost Card Name, Select the Vendor/Supplier, Enter Vendor Part Number (If applicable), Quantity, Cost.
• Check the Active checkbox, check Default (If applicable), select Start Date and End Date.
• Select the Company and click Save.
• This creates a Cost Card record that can be used when creating a Purchase Order or even in Manufacturing Order to calculate the Raw Material Costs.

Adding Tier Discount Allocation to Products 

Click on the below link to create a Tier Discount Allocation for a Product. 

Create Tier Discount Allocation.

Adding Approved Vendor to Products  

• Navigate to the Related list of the product and select the Approved Vendor object.
• Click New and enter Approved Vendor Name, the Product look-up will be auto populated.
• Select the status as Approved, Type as Primary and select the Vendor/Supplier from whom you want to purchase. Enter Lead Time Days (If Applicable)
• Click on Save.

Note 3: If a product is marked as Purchase from Approved Vendor and an Approved Vendor is specified, the system will restrict purchasing that product from any other Vendors.

Adding Checklists to Products

• Navigate to the Related list of the product and select the Checklist object.
• Click New and select Quality Checklist as a Record Type and click Next.
• Enter the Name and check the Is Mandatory Checkbox.
• Select the Operation Checklist as Quality Check (QC).
• Click on Save.

Inventory / Stocks

• Product Inventory can be increased by raising a Purchase Order or Manufacturing the product.
• A Stock Take can be performed to adjust inventory levels upward or downward.
• Existing Stock can be transferred between Warehouses or Locations using Stock Transfer.
• A Transfer Order can be raised for stock transfers requiring shipment (e.g., via FedEx or UPS).
• Inventory will be reduced after Stock Allocation on the MO side.
• Inventory can be reduced by creating an RTV PO.
• Inventory can be added back to the Warehouse by creating an RMA.

B. Follow the below steps to set up a new Service Product

• Navigate to the Products tab using the App Launcher or find the tab in the App Navigation menu.
• Recently viewed products will be listed. Click on All to see all the available products in the system.
• To create a new product, click the New button and select the Record Type as Service Product.

• Enter the Product Name and Product Code.
• Select the Product Family, Category, and Sub-Category.
• Select the Status as Released and ensure the Active checkbox is checked.
• Select the Issue Work Order checkbox.
• Save the record to create the service product.

• Upon Saving; a Service Product, a Bill of Material (Version) will be automatically created for that product. (This is handled through a custom setting.)

Create Bill of Materials (Version) against Product

• On the Product Related List, search for Bill of Materials (Version) and click on New.
• Clicking on New will display a pop-up, select the Manufacturing Record Type.
• Product will be auto populated, enter the BOM Code and set the Status as Certified.
• Check the Active checkbox, and Default checkbox if you want that Bill of Material to be the default Bill of Material of the product.
• Select the Start Date and End Date.
• Enter the Description (Optional).
• Click on Save.

Create Routing against Product.

• On the Product Related List, search for Routing and click on New.
• Clicking on New will display a pop-up, select the Manufacturing Routing Record Type.

• Enter the Routing Name and set the Status as Certified. Product Name will be auto populated.
• Select the Previously created Bill of Material, select the Channel and Process. (Follow the below mentioned steps to create a new Process.)
• Select Raw Material Site, Finished Product Site, Work Centre.
• Check the Auto Stock Allocation checkbox.
• Click on Save.

Create Process for the Product

• During Routing creation, click on Process lookup field and click on the + New Process button.

• + New Process will display a pop-up, select the Maintenance Process Record Type.

• Enter the Process Name.
• Select the Work Centre and Type from the lookup (Optional)
• Click on Save.

Create Process Cycles Against process

• After creating the process, go to the Process Related List, search for Process Cycles, and click on New.
• Enter the Process Cycle Name; the Process field will be auto populated.
• Select the same Work Centre you selected for the process. (Optional)
• Enter Previous Process Cycle and Next Process Cycle if available. (Optional)
• Click on Save.

Note: Follow the same steps to create different Process Cycles.

Create Operation for Process Cycles

• On the Process Cycle Related List, search for Operations and click on New.
• Enter the Operation Name, select the Work Centre and Routing.
• The Process Cycle will be auto populated.
• Fill other optional information if needed.
• Click on Save.

Note 4: Follow the same steps to create different Operations.
Note 5: The Work Centre should be the same in both the Process and the Operation.

C. Follow the below steps to set up a new Kit Product:

Steps to create a Kit Product. 

A sales order is a record that contains the products or services ordered by a business partner (client) or customer, along with the prices, terms and conditions, and other relevant details. The sales order includes the customer’s information, such as the address, contact, loyalty points earned, product details, delivery date, and payment information. Each sales order is assigned a unique sales order number, which allows the customer to confirm the order details, including the delivery date and payment information. The items sold from the inventory are then shipped or delivered to the location provided by the customer. The process of creating a sales order involves locating an existing customer or creating a new one and then establishing “Bill-To” and “Ship-To” addresses. 

Create an Order from one of two options:

A. Initiate a new Order on the Enterprise Point of Sale (EPoS) screen.

B. Convert an existing quote into an Order.

Convert a quote into an Order.

A. Initiate a new order on the Enterprise Point of Sale screen.

1. Navigate to the EPoS screen using the App Launcher or find the tab in the App Navigation menu. 
2. Employee is auto populated of the Logged-in User. 

3. Under the Customer Details section, select the Customer from the look-up. Once the customer is selected, the Account Name, Account Number, Order Profile, Order Currency, along with Contact details such as Contact Title, Contact Phone, Contact Email, Bill-To, and Ship-To address of the account are auto-populated. 

Note 1: If you cannot locate the Customer name in the Account Name lookup, you can create a new customer without exiting the EPoS page by simply clicking on the Accounts section. On the Accounts section, you will be prompted to add Customer Account, Contact, and Address.

Refer to the below link to follow the steps –

Create a new Account, Contact, and Address directly from the EPoS.

4. Under the Order Details Section, other details such as the Order Start Date, Expected Date, and Status are auto populated. 
5. The customer Currency is assigned in the customer account record. The currency can vary based on the customer’s location. 
6. If you want to select an existing sales order, click on the order lookup and select the sales order. 

Note 2: – If you are creating a new sales order, a new sales order number is generated upon Saving the order by adding the order products. 

Adding Order Product to the Sales Order 

1. To add Order Products, click on the Add button. 

2. In the Add Products screen, select the required/desired products by checking the Checkboxes or by using the Search Bar available at the top of the page. 
3. Enter the Quantity and select the Discount Plan if available or enter the Discount/Unit manually. Users are allowed to Override the price/unit if needed. Click the Add Products button. The selected products will now appear in the product line-item section. 

Note 3: Products that are in Stock, marked as Allow Back Orders or classified as Kits are allowed to be added to the orders. 

4. To create the sales order with the selected product line items, click the Save button. This will create the Sales Order and generate a unique sales Order Number. 

Note 4: Taxes are applied to the Net Price (total discounted price) based on the tax address and Bill-To address. The tax is calculated in the order of priority: ZIP/postal code, then City, then State, and finally Country. 

Field Description of Product Line-Item Section: 

Code: 
Every product is assigned a unique code in the system, and the same code is displayed in the product line-item section when the product is selected. 

Product: 

This displays the product name in the product line-item section. The products shown in the “Add Product” screen are displayed only if the product has a Price Book associated with it. 

Associate a price book with products using these steps:

• Navigate to the Product record level. 
• From the related list of the product, find and select Price Book. 
• Click on the dropdown and select Add Standard Price Book. 
• The product and standard price book look-up will be auto populated. 
• Enter the list price. 
• Click on Save. 

Note 5: Once the Standard Price Book is added, users can also associate custom Price Books with varying amounts and currencies.

Note 6: For the product to appear on the EPoS Add Products screen, the Price Book assigned to the Customer Profile must match the Product’s Price Book.

Quantity: This displays the quantity of a particular product the company is selling to the customer. 

Unit Price: The cost of a single item or unit before any discounts or taxes are applied. 

Discount: An amount subtracted from the original price to reduce the cost for the buyer. 

Tax: An additional charge added to the price by the government. 

Net Price:  Discounted Amount

Gross/Total Price: The Total Price is the amount of the product displayed after calculating the discount and taxes. 

Total Price = ((Unit Price * Quantity) – Discount Amount) + (VAT + Other Tax Amount) 

———————————————————————————————————————————————————————————————————-

You can create Invoices and process Payments using the Enterprise Point of Sale (EPoS) screen by following these steps:

An invoice is a detailed document issued by a seller to a buyer, listing goods or services provided along with their prices. It serves as a request for payment for the products or services delivered. 

The Invoices tab is used to manage customer invoices containing order details for products sold. Users can view invoices, send them to clients via email, and generate invoice documents in PDF format. 

An invoice is created in Three ways: 

• From the Enterprise Point of Sale Screen. (Epos).  
• From the Sales Orders ab record level.  
• From Accounts Receivable.  

Creating an Invoice through the Enterprise Point of Sale (Epos) Tab: 

There are two ways to create an invoice from the Epos screen: 

• When the Sales Order is saved from the EPoS screen, check the Issue Invoice checkbox and click on Save, an invoice (Sales) record is automatically created with complete amount details of the products. 

Or 

• Use the Create Invoice button available in the Payment section to create different kinds of invoices, such as Advance, Sales, or Schedule. 
• Clicking the Create Invoice button will direct you to the invoice creation page.
• Refer to the below link to create different types of invoices –

Invoice and Its Types

Creating an invoice through the Sales Orders record level: 

• Open the created Sales Order record, click on Edit, check the Issue Invoice checkbox, and save the Sales Order. The system will automatically create a Sales invoice with all information. 

       Or 

• From the Order Related List, find Invoices and click the Create Invoice button. 

• Select any Record Type as required and click the Next button. 
• All invoice and invoice line-item details will be auto populated. Just select the line items and click Save to create the Sales Invoice. 

Note 6: If the record type is Advance, enter the Down Payment amount or Down Payment Percentage and click Save to create an Advance invoice. 

Note 7: If the record type is selected as Schedule, enter the Invoice Amount % and click Save to create the Schedule Invoice. 

Note 8: Check the Posted checkbox of the invoice to create the Transactions and Ledger Entries for the invoice (Sales and Schedule). 

Note 9: Advance invoices cannot be posted; only their payments can be posted. 

Create Invoice from Accounts Receivable.  

Create an invoice from the Accounts Receivable page.

Making a Payment against the created Invoice:

Payments can be made using one of two methods: 

• From the Enterprise Point of Sale tab (EPoS). 
• From the Accounts Receivable 

Payments from Epos tab: 

Follow the steps to create a Payment from Epos: 

• Invoice needs to be created and Posted before making the Payment. 
• Navigate to the Payments tab and click on any of the payment options. Payments can be made using the following five methods: 

1. Credit/Debit 
2. Bank/Cheque 
3. Cash 
4. Loyalty. 
5. Apply Credits 

1. Credit/Debit:  

• To make the payment through a Credit/Debit card, click on the Payments tab and then click on the Credit/Debit button located on the right side of the screen. 
• Select the available Payment Gateway method from the top of the page. 
• Enter the valid card details in the Card Information section and click the Pay Now button to complete the payment process for the Sales Order. 

2. Bank/Cheque: 

• To make the payment through Bank/Cheque, click on the Payments tab and then click on the Bank/Cheque button located on the right side of the screen. 
• Enter the Bank Name, Account Holder Name, Select Payment Account from the Bank Account look up field, select Account Type, Account Number, Bank Code and the Reference/Cheque Number in the Bank Information section. Click the Save button to complete the payment process for the Sales Order. 

3. Cash: 

• To make the payment through Cash, click on the Payments tab and then click on the Cash button located on the right side of the screen. 
• Complete amount will auto be populated in the Amount to Paid field. Enter Reference Number and click the Save button to complete the payment process for the Sales Order.
• Users can do the Partial Payments as well by overriding the Amount to Paid field.

4. Loyalty:  

• Regular customers earn Loyalty Points as a reward for their regular purchases with the organization. They can use these points for payments. Loyalty points can be assigned a currency value.  
• To make the payment through Loyalty, click on the Payments tab and then click on the Loyalty payment option located on the right side of the screen. 
• The system will automatically reduce the Amount to be Paid by the equivalent loyalty points. 
• The customer can pay the remaining amount with any of the other payment options. 

5. Apply Credits:  

• To make the payment through Credit Points, navigate to the Payments tab in EPoS and click on the Apply Credits button. 
• The system will automatically fetch the invoice details and all available Credit Notes below the invoice details. 
• Select the invoice and apply the Credits from any of the Credit Notes, then click on the Apply Credit button. 
• You will see that a Credit-Type payment record has been created. 

Make Payment from Accounts Receivable.  

Shipping is a key component of a customer’s supply chain, manufacturing, and retail success. Axolt offers a comprehensive solution to streamline the shipping process, providing accurate delivery dates and times. Axolt facilitates real-time communication with UPS, FedEx, and internal shipments, ensuring seamless integration and tracking. 

The shipping process begins with the following:

Creation of Sales Order.
Outbound Logistic (Pick, Pack, Ship)

Note 1: When creating a Sales Order from the EPoS, the shipment cost can be estimated from the Delivery section of the Epos Screen.
Note 2: Once a sales order is created, it becomes available for Pick, Pack and Ship.
Note 3: Axolt supports UPS, FedEx and internal shipment.

Follow the steps to create shipment:

• Navigate to the Outbound Logistic screen using the App Launcher or find the tab in the App Navigation menu.
• Select the Sales Order to be shipped.
• Pick all line items of the order or select partial line items, then click Save.
• Click on Pack section from PICK section to navigate to the package creation page.
• In the package detail section, select the Package Type and Shipment Type (which can be UPS, FedEx, or Internal Shipment.).
• When selecting the Package Type, the Length, Width, Height, Weight Unit, will be auto-populated. Users need to enter the Weight manually.
• All line items and their quantities will be auto-selected (user can modify to create packages partially).
• Click on the Save button to create the package record.
• Users can use the Edit button to modify the package details, or they can use the Delete button to delete any packages.
• Note 4: To make your sales order ready for shipment, check the Ready to Ship checkbox in the logistic record of the sales order.

Note 5: Follow the link below to know the complete process of Pick and Pack from Outbound Logistic. 

Shipment Creation Process –

1. UPS Shipment

To create a shipment with UPS, follow the steps below.

• Click the Ship icon from the Pack section, which will direct you to the UPS shipment creation page.
• The left side of the shipment page includes shipping details such as the TO Address, FROM Address, and Package Details.
• Click the Get Rates button to view the available UPS services. 

• After selecting a particular UPS service, the Initiate Shipment button will be enabled.
• Click on Initiate Shipment to create the shipment.
• The UPS shipment will be created.

The right side has three sections:

Shipping Services/Cost.
Process Shipment.
Track Shipment.

Shipping Services/Cost:

• This section populates the Shipment Date and other details such as Weekend Delivery, International forms, Product Unit Code, Delivery Confirmation, and Description.

Process Shipment:

• This section populates the Shipment Name, Shipment Status.
• Click on View UPS Label to generate the UPS label, which can be printed and attached to the package.
• Click on View Invoice to view the sales order invoice, which is also printable.
• Clicking on Cancel Shipment will cancel the shipment.

Track Shipment:

• Once a shipment is dispatched, clicking on the Track Shipment section will generate a tracking number and provide real-time tracking of the package.

2. FedEx Shipment

To create a shipment with FedEx, follow the steps below.

Upon selecting the Shipment Type FedEx from the Package creation page, the following process continues:

• Click the Ship icon from the Pack section, which will direct you to the FedEx shipment creation page.
• The left side of the shipment page includes shipping details such as the To Address, From Address, and the Package Details.
• Click on the Get Rates button to view the available FedEx services. 

• Select a FedEx Service Type.
• After selecting a particular FedEx service, the Initiate Shipment button will be enabled.
• Click on Initiate Shipment to create the shipment for FedEx.

The right side has three sections:

Shipping Services/Cost
Process Shipment
Track Shipment

Shipping Services/Cost:

• This section populates the Shipment Date and includes other details, such as Description, Signature Services and Special Services.

Process Shipment:

• This section populates the Shipment Name, Shipment Status and other pickup details.

Track Shipment:

• Once a shipment is dispatched, clicking on the Track Shipment section will generate a tracking number and provide real-time tracking information for the package.

3. Internal Shipment 

Upon selecting the shipment type as Shipment from Package creation page, the following process continues:

• It brings you to the Shipment screen, where delivery details can be added.
• Add the Delivery Date and click Save.
• This creates a Shipment record, which can be seen on the Sales Order and Logistic Order related lists.

The right side has three sections:

PickUp/DropOff:
Checklist:
Delivery:

PickUp/DropOff:

• Navigate to the Pickup/Dropoff tab to create delivery flows.
• Click on New, fill in the Name, Status, and other available details, then click Save.

Checklist:

• Navigate to the Checklist tab to verify the number of items delivered against the ordered quantity.
• Check the checkbox and click Verify if the entire quantity has been delivered.
• Verifying the items will make the line items non-editable.
• By default, the Delivered quantity is set to the ordered quantity, and the Status is set to Delivered. The delivered quantity can be adjusted based on the physical delivery quantity.

Delivery:

• Navigate to the Delivery tab and captures the customer’s signature, Name, Delivery Date, and Time.
• Attachments and Notes can also be added.

A Return Merchandise Authorization (RMA) is the process of returning a product to receive a refund, replacement, or repair during the product’s warranty period.  

Creating RMA

You can create an RMA from the RMA screen.

The RMA ensures that returns are permitted only for items that have been shipped. The return process also includes the ability to create shipment flows and track those returns in the system.

• Navigate to the RMA screen using the App Launcher or find the tab in the App Navigation menu.
• This will navigate to the RMA page as shown below.

• Select the Customer from the look-up and select the Order from the Order look-up for which you want to create RMA.

Note 1: By selecting the particular customer, only the orders associated with that customer will be available in the look-up.
Also, the order will only be available in the look-up if the order is Picked, Packed, and Shipped, and the Order is Closed.

• Selecting the order from the look-up, other details will also be populated such as Address, Contact, Invoice along with Line-Item details.
• Click on Add button to add the line Items.

• The line item associated with that order will be displayed; select the Order Product you want to return.
• Enter the desired Return Quantity and Reason for Return.

• Once the return quantity and reason for return is entered, select the line item and click on Add button to add the line item to RMA.

Note 2: RMA can also be created for Batch and Serialized products. If it is a Batch Product, the Batch Number associated with that Order Product will be populated in the RMA line item. If it is a Serialized Product, the Serial Number associated with that Order Product will be populated in the RMA line item.

• Click on Save to create a new return package.

Note 2: If the Authorise checkbox is checked, the Ready to Receive will be auto-checked and logistics will be created automatically (Type: Inbound). Then, simply receive the returned line items from Inbound Logistics.
Note 4: Logistic (Type Inbound) can also be created by initiating the Return Shipments if any shipment like FedEx, UPS, etc. is needed. Once the Return Shipment is delivered to the destination Address, users can then proceed with Inbound Logistic to add items back to Warehouse.

Follow the below steps to create a package and desired shipment from Return Shipment screen.

• Once the RMA is created, hover on the RMA Document, and click on Return Shipment button, this will navigate to Package creation page.
• Select the Package Type and Shipment Type and click on Save.

Note 5: Any of the shipment type can be selected, such as UPS, FedEx, Internal Shipment, etc.

• Then go the shipment screen, TO Address, From Address and all the required details will be populated along with the Package Details.

• Click Get Rates, select one of the available Services Type, and click Initiate Shipment button.
• The Shipment will be created successfully.

• Then go to the RMA record and check the Ready to Receive checkbox. Once checked, the Logistic (Type Inbound) is created, and the items can be received back into Warehouse.

Note 6: Once the Authorise checkbox is checked, it automatically creates the Logistic, or you can create the logistic by doing a Return Shipment and checking the Ready to Receive checkbox to receive the items back into Warehouse.  

Note 7: If Authorized is checked, users are not allowed to create Return Shipments as the logistic will already be created. 

Either method can be followed to create the logistics. Once created, the items can be received from the Inbound Logistic screen. 

Click on the link below to know the complete process of Inbound Logistic.

Steps to Complete the Inbound Logistics Process

Discount 

Axolt provides the ability to assign discounts to the price book, which determines the discounts for order profiles. The discount affects all products linked to the price book. 

Create Tier Discount Allocation 

• Navigate to the App menu > Product tab.
• Once in the Product tab, you can track the products that are already filled in.
• Navigate to the Related List of the Product record and find the Tier Discount Allocation related list.
• To create a new Tier Discount Allocation, click the New button. You will then be presented with the screen below.

• Enter the Tier Discount Allocation Name.
• Select the Discount Plan and Tier you want to associate with the product.  (The process for creating the Tier and Discount Plan is listed below.)
• Select the Order Profile and Price Book to allocate to the product in order to apply the discount that is being set up.
• To activate the Tier Discount Allocation, select the Active checkbox.
• To set the default tier for the product, select the Default checkbox.
• Select the Company.
• Save the record to create the Tier Discount Allocation for the product.

Create Discount Plan

• From the Tier Discount Allocation creation screen, click on the lookup of discount plan and then click + New Discount Plan.

• Clicking on, it will take you to the Discount Plan creation screen.
• Enter the Discount Plan Name and a Description of the discount plan.
• To allow the discount in percentage, enter the Floor Discount and Ceiling Discount Percentages, and set the Default Discount Percentage.
• Note 1: You can either have Discount Percentage details or Discount Value at the same time. If both the discount percentage and value are provided in the record, the precedence goes to the Discount Percentage.
• Select the Status of the discount plan, and then select the Company.
• To activate the discount plan, select the Active checkbox.
• Enter the Start Date and End Date.
• Save the record to create the Discount Plan.

Create Tier
The tier is a threshold assigned to the product when the quantity purchased falls within the floor and ceiling units. You can create the tiers by following the steps below.

• From the Tier Discount Allocation creation screen, click on the lookup of the Tier and then click + New Tier.
• Clicking + New Tier will take you to the Tier creation screen.
• Enter the Tier Name, the Floor and Ceiling Units.
• Select the Active checkbox and select the Company.
• Save the record to create the Tier.

Coupons
With this feature, Axolt allows you to redeem coupons directly within the EPoS page, without the need to reload or navigate away. You can apply discounts to orders by redeeming active coupons. The system also enables you to create coupons with various customizable options, such as start and end dates, total value (in percentage or fixed currency), and more. 

Create a Coupon

• Navigate to the Coupons screen using the App Launcher or find the tab in the App Navigation menu.
• Once in the Coupons section, you can view the coupons already created and create a new coupon.
• Click the New button to create a coupon and select the Record Type as Orders. Then click the Next button.
• Product will be auto selected.
• Enter the coupon Name and the Start and End Dates of the coupon.
• Enter the Barcode of the coupon and the Maximum Allocated Vouchers.
• Enter either the value in Currency or the value in Percent to apply a discount for the customer.
• Save the record to create the coupon.

Issue Coupons

• Navigate to the Related tab of the Coupon record.
• Once in the Coupons Issued section, you can track the coupons already issued and create a new Coupon Issued record.
• Click the New button to issue a coupon.
• Enter the Coupon Issued Name and select the Issued Date.
• If the coupon needs to be issued to a specific account, select the Customer account. If it needs to be issued to multiple accounts, leave the Account field empty.
• Click the Save button to create the Coupons Issued record.

Payments Using Coupons
With Axolt ERP, you can process coupon payments directly from the EPoS page.

• Create the Sales Order as usual from the EPoS screen.
• Navigate to the Discount tab on the EPoS screen.
• To redeem the coupon, enter the Coupon Code and click the Apply button.
• A payment of type Coupon will be created.

Axolt ERP makes it easy to record warranties for products or sales order line items.

Create Warranty and Return Policy:

• Navigate to the App Launcher and search for Warranty & Return Policies.
• Once in the Warranty & Return Policies tab, you can view the existing warranty and return policy details and also can create new policies.

• To create a new warranty and return policy, click the New button.
• Select the Company details for the warranty and return policies.
• Choose the Policy Guidelines and the Product for which the Warranty and Return Policy are being created.
• Enter the Name of the warranty and return policy for identification purposes. Additionally, specify the Length of the Warranty Period (in days).
• Click the Save button to create the new warranty and return policy for the product.

Create a Warranty for the Product

• Navigate to the Products Tab using the App Launcher or find the tab in the App Navigation menu.
• In the Products tab, you can view the product information that has already been recorded.
• Select the Product for which you need to create a warranty.
• In the related tab, find the Warranties related list and click the New button.
• Select the Company details.
• Enter the warranty Name and select the Type of warranty – either Standard or Extended.
• Choose the Warranty and Return Policy associated with the Product or Sales Order line item.
• If the warranty is associated with a Sales Order line item, select the appropriate Sales Order Line Item.
• Enter the Warranty Period by specifying the Valid From and Valid Till dates. Also, enter the Quantity.
• Click the Save button to create a warranty for the product.

Note 1: Warranty and Return Policy can also be created from Warranty and Return Policy Look-up field by clicking on New button.

Enrol your customers in a loyalty program to encourage regular purchases and brand loyalty.
Create a loyalty setup

• Navigate to the Loyalty tab using the App Launcher or find the tab in the App Navigation menu.
• In the Loyalty Setup section, you can view existing Loyalty Setups and also create a new one.
• To create a new Loyalty Setup, click the New button.
• Enter the Loyalty Setup Name and the Points Per Unit Amount.
• Select the Active checkbox and the Company.
• Save the record to create the Loyalty record.

Create a Loyalty program

• Navigate to the Loyalty Program tab using the App Launcher or find the tab in the App Navigation menu.
• In the Loyalty Program section, you can view existing Loyalty Programs or create a new one.
• To create a new Loyalty Program, click the New button.
• Enter the program Name and select the Active checkbox.
• Select the Priority, Tier, Loyalty Setup, and Start and End Dates for the Loyalty Program.
• Save the record to create the Loyalty Program.

Create a Loyalty Card

• Navigate to the Loyalty Card tab using the App Launcher or find the tab in the App Navigation menu.
• In the Loyalty Card section, you can view existing Loyalty Cards and also create a new one.
• To create a new Loyalty Card, click the New button.
• Select the Loyalty Card Name and check the Active checkbox.
• Enter the Customer Account, Contact, and Loyalty Program details.
• Enter the Start and Expiration Dates for the card.
• Save the record to create the Loyalty Card.

Payment Using Loyalty
With Axolt ERP, you can process loyalty payments directly from the EPoS page.

• Create/Select the Sales Order from the EPoS screen.
• Navigate to the Payments tab in EPoS and click the Loyalty button.
• Enter the Redeems Points and click the Apply Loyalty button.
• A Loyalty Payment record will be created.

Inventory management tracks the stock that comes in and goes out of a company’s stores and warehouses. Asset management tracks the equipment and supplies that a company uses to run the business. In other words, inventory management and asset management both track a company’s property.

Purchase order is an electronic document sent by companies to vendors to request the supply of specific goods and services. It serves as the first official communication from the buyer and includes details such as the required items, their quantities, agreed prices, and any other relevant information necessary for the fulfilment of the purchase order.

When creating a new purchase order, the following steps are followed:

Creating a Purchase Order 

• Navigate to the Create Purchase Order tab using the App Launcher or find the tab in the app navigation menu.
• Select the type of purchase order and click the Next button.

• Clicking Next will auto-populate fields such as Channel, Distribution Center – Receiving, Employee Requester, Purchasing Company, Billing Address, and Delivery Address. Details are based on the logged-in user’s Employee records.

• Enter other details like Vendor, Vendor Contact, and Vendor Address.
• Note 2: Ready to Receive checkbox can be checked from Create Purchase Order Screen or from Purchase Order record level.
• The Ready to Receive to indicate that the item is ready to be received.
• Note 3: Vendor details, such as Vendor Name, Vendor Contact, and Vendor Address, can be selected from the lookup if available, or if not, a new vendor and its related contacts can be created by clicking the + New Vendor and + New Vendor Contact button in the lookup.
• Next, click the + Add Products button to add products to your purchase order.

• Select the desired product from the list of products.
• Enter the Quantity as the number of units to be purchased.
• Specify the price for each unit in the Unit Price box, along with the Tax (if applicable).
• Enter any required descriptions in the Description box for the purchase order (if applicable).
• Purchase line items can be deleted by clicking the Delete button.
• Click the Save button. The purchase order will be created.

Note: A single purchase order can include multiple purchase line orders. 

Cost cards select functionality: We can enter the price of a product or create cost cards for products.
When purchasing a product, we can select its cost card, and the specific price associated with it will auto-populate.
The system will display cost cards only when the Purchase Order vendor exactly matches the vendor specified in the cost card.

Custom Products:

• Custom Products are added to the PO to track additional expenses like transportation expense, workforce expense, etc.
• Custom Products are added as a line without an actual product, so logistics will not be created for the custom products.

Receiving Line Items via Inbound Logistics
Refer to this guide to receive line items through inbound logistics after the Logistic Record is created.

Creating Bills & Processing Payments
Follow this process to generate a bill and complete payment against the Purchase Order.

Field Description – Purchase Order

Active: Indicates that the item is available for use.
Amount Paid: Captures the amount paid, derived from the bill once payment is made.
Billed Amount: Specifies the total amount for which the bill is created.
Cancel Date: The date when the Purchase Order (PO) was cancelled. Useful if a PO cancellation process needs to be implemented.
Channel: Lookup to the Axolt Channel object.
Code: A unique, auto-generated identifier for each Purchase Order.
Customer: Lookup to the standard Account object, referring to the customer.
Delivery Address: The delivery address for the PO. This may vary depending on the PO type — Standard, RTV (Return to Vendor), Drop Ship, or Warehouse — and indicates where inventory will be stored.
Special Instructions: Additional descriptions or special instructions related to the PO.
Distribution Channel: Lookup to the distribution channel associated with the selected channel, indicating where the site and inventory are available.
Drop Ship: Indicates whether the PO is a drop-ship order.
Employee Requester: The employee who requested the PO.
Expected Date: The expected date for the Purchase Order.
Expected Delivery Date: The expected delivery date of the Purchase Order.
Inbound Total Quantity: Determines the total received quantity.
Invoice Address: The billing address associated with the PO.
Is Closed: Indicates whether the PO is closed.
Logistic Created: Set to True when logistics are created (handled through automation).
Master Purchase Orders: References the master Purchase Order created for RTV POs (applicable only for RTV PO record types).
Name: The name of the Purchase Order record.
Order: References the order for which the PO is created.
Order Date: The date when the order was created.
Company: Indicates the company under which the PO is associated.
Payment Terms: Specifies the payment terms for the PO (e.g., Net 30 Days).
Quote No: Reference to the related quote number.
Ready To Pick & Pack: Used to create RTV PO logistics of type Outbound.
Ready To Receive: Used to create logistics of type Inbound.
Shipment Preference/Speed: Indicates shipment speed or preference for delivery.
Shipment Type: Specifies the type of shipment.
Status: Indicates the current PO status (e.g., Draft, Approved, Rejected, In Progress).
Vendor: References the vendor or supplier account.
Vendor Address: The address of the vendor.
Vendor Contact: The vendor’s contact person or details.
Billed Quantity: Total quantity billed.
Count PO Line Items: Total number of PO line items.
Logistic Quantity: Total logistics quantity.
Order Amount: Subtotal of the Purchase Order (before tax).
Packed Quantity: Quantity packed for RTV POs.
Picked Quantity: Quantity picked for RTV POs.
Tax Amount: Total tax amount applied to the PO.
Total Quantity: Total quantity in the PO.
Total Amount: Grand total of the PO, including taxes.
Total Due: Outstanding amount due for the PO.
Shipping Preference Type: Indicates the shipping preference type.
Stage: Represents the current stage of the PO process.
Currency: The currency used for the Purchase Order.

Field Description – Purchase Order Line Items

Active: Indicates the item is available for use.
Cost Card: Specifies the cost card applied to this Purchase Order (PO) line item.
Description: Provides a description of the line item.
Inventory Product: Indicates that the product is available in inventory (not a custom product).
Logistic Quantity: Quantity of logistics being created.
Master Purchase Line Items: Applicable for Return to Vendor (RTV) Purchase Orders.
Match Type: Specifies the bill matching process type (e.g., 2-way, 3-way).
Material Batch / Lot: Applicable for RTV Purchase Orders.
Order: Refers to the order for which the PO is created.
Order Product: Refers to the order item for which the PO line is created.
Company: Specifies the related company or account.
Packed Quantity: Quantity of goods that have been packed (applicable for RTV POs).
Picked Quantity: Quantity of goods that have been picked (applicable for RTV POs).
Product: Identifies the product.
Purchase Orders: References the master Purchase Order.
Quantity: Total quantity of goods or services.
Quantity Received: Number of items received from the supplier.
Return Quantity: Number of items returned.
Serialized: Indicates whether the product is serialized.
Site: Identifies the site or location related to the record.
Sort Order: Defines the display or processing order.
Stock Inward Line Item: References a related stock inward line item.
Tax: Tax amount applied to the record.
Tax Rate: Percentage rate of tax applied.
Total Price: Final price, including all charges.
Total Tax: Total calculated tax amount.
Unit Price: Price per individual unit.
Vendor: References the vendor or supplier account.
Vendor Product Name: Product name as per the vendor’s records.
Chart of Account: Links to the chart of account record for financial tracking.
Approved Vendor: References an approved vendor record.
Purchase Requisition Line Items: Connects to related purchase requisition line items.
Unit of Measure: Displays the unit of measure derived from the formula.
Purchase Requisitions: Links to the related purchase requisition record.
RTV Quantity: Quantity of goods that need to be returned to the vendor.
Debit Note Quantity: Quantity related to issued debit notes.

A Purchase Requisition is generated before a purchase order is raised to notify the Purchasing team of the items that need to be ordered and their quantities. It provides detailed information on the desired goods and services for the organization. 

For example, John works at a warehouse and notices low inventory levels for some items. He requests the purchasing team to create purchase orders by generating a Purchase Requisition to restock the inventory. 

Steps to Create a Purchase Requisition: 

• Navigate to the Purchase Requisition tab using the App Launcher or find the tab in the App Navigation menu.
• Click next will auto populate fields such Channel, Distribution Center – Receiving, Purchasing Company, Employee Requester, Expected Delivery Date, and Status.
• Enter delivery details like Delivery Contact and Delivery Address and Special Instructions (Optional).
• Click on the Add button to add products.

• Search for the Products, enter the required Quantity, and specify the Unit Price. Similarly, add more products by clicking the Add button again.

• Click Save to create the Purchase requisition.

How to Create a Purchase order for purchase requisitions: 

Requisition to Purchase Order

• Navigate to the Requisition to Purchase Order tab using the App Launcher or find the tab in the App Navigation menu.
• In the Home screen, Purchase Requisition Line Items can be sorted by Product Name, Quantity, Requisition, Order, Delivery Date, Requisition By, and Default Vendors using the Sorting functionality.
• Users can also utilize the Search Bar to locate specific Purchase Requisition Line Items. Additionally, line items can be filtered based on Channel and Distribution Channel.
• Select the items that need to be added to the purchase order and click the Purchase Order Button.

• It navigates to the Purchase Order creation screen, showing selected Products, Quantities, and Unit Price. Enter the Vendor and its Contact and Address details. Enter other optional details if applicable.

• Click Save to create the Purchase Order.
• Note 1: When a Purchase Requisition is created, its initial status is Draft. Once approved, it appears on the Requisition to Purchase Order screen, where it can be converted into a Purchase Order.
• Note 3: Purchase Requisitions and Purchase Orders can be created for single or multiple line items.
• Note 4: Now, follow the same process to inbound the logistics as mentioned for creating a purchase order.
• Note 5: Once a Purchase Order is created, users can proceed with the Logistics Creation and Bill Creation processes.

Stock Take – Manage Variances in the Inventory 

Stock Take is the physical verification of the quantities and conditions of items held in an inventory or warehouse. This may be done to provide an audit of existing stock and is also the source of stock discrepancy information. 

Follow the steps to create Stock Take –

• Navigate to the Stock Take tab using the App Launcher or find the tab in the App Navigation menu.
• Clicking on the Stock Take tab navigates to the Stock Take home page, where all the created Stock Take records are available.

• A Stock Take record can be searched using the Search Bar.
• Stock Take records can also be filtered to show those that belong to different Channels and Sites/Warehouses.

• Stock Takes can be updated by clicking the Manage button or by clicking on the Name of the Stock Take.

• Note 1: The user can change the details of the Stock Take record and can Add, Edit, or Remove the Stock Take line items using the Manage functionality.
• To create a new Stock Take record, click on the + New button.

• Clicking on the + New button to navigates to the new Stock Take creation page.
• Stock Take details like Name, Channel, Site, Employee, Approver, Start Date and End Date, Status, and Audit Period (Monthly) will be auto selected. Any details can be manually updated if required.

• Users can access product inventory records from the Inventory section. They can utilize the Search Bar to locate specific records or filter inventories based on Site and Location.
• Once the record is found, enter the Stock in Hand quantity to adjust the stock and then click Save to create a new Stock Take record.

• Note 2: To create Stock Inward Line items or increase the stock for any product, enter a quantity greater than the Available Stock in Quantity in Hand. Follow the same process used for the Air Compressor Product. Stock Inward line item is created for Air Compressor.

• Note 3: To create Stock Outward Line items or decrease the stock for a product, enter a quantity less than the Available Stock in Quantity in Hand. Follow the same process used for the Pump Motor Product. Stock outward line item is created for Pump Motor.

• Note 4: To perform a stock Audit, select the Audit Period as Quarterly or Yearly, enter the actual quantities in Stock in Hand, leave other products unchanged, and click Save. The system will adjust stocks only for products with quantities entered in the Quantity in Hand field during stock take. For the remaining products, the system will create outward line-item records, and stock will decrease automatically.
• Note 5:  Once the Stock Take record is created, Stock Inward and Stock Outward records will be generated based on the variance (entered Stock in Hand quantity).
• Note 6: By default, Stock Inward and Outward Line Items are automatically created upon Stock Take creation to adjust inventory levels. However, to ensure controlled stock adjustments, an Approval Process can be activated, allowing these line items to be generated only after the Stock Take is approved.
• Note 7: By default, inventory can be filtered by one location at a time. However, to view stock availability across all locations within the selected warehouse, users can select the Show Location Stocks checkbox.

A Stock Transfer is the process of moving inventory items from one location (source site) to another (destination site) within an organization. It helps maintain accurate inventory levels across multiple warehouses, stores, or sites. Stock transfers are used to ensure that products are available where they are needed most. 

• Navigate to the Stock Transfer tab using the App Launcher or find the tab in the App Navigation menu.

• In the Pick section, select the Source Site and the Cart associated with the source site from where the stock needs to be picked.
• Click the + New button to create a new stock transfer.
• Select the Product to be transferred.
• Note 1: By default, stocks without an assigned location appear in the Available Stocks section. If stocks are tied to a specific location, that location will display in the Location Lookup. For Lot-Tracked or Serialized products, available Lot Numbers and Serial Numbers will appear in the Serial No./Batch Code lookup.
• After selecting the Product, select the Location/Lot Number/Serial Number if applicable and enter the Quantity to be picked.

• Click the Save icon next to each product to save and proceed with Put Away.
• Click the Put Away tab and select the Destination Site.
• Select the Location of the site to put away the items. If applicable

• Select all the items and click the Put away button to complete the stock transfer process.

Stocks moved to the destination site. 

Oxygen Concentrator Unit 

Pump Motor (Lot Tracked Product) 

Pressure Switch (Serialise Product)

Stock Transfer Document: 

We can generate a document for the stock transfer of items moved from the source site to the destination site.

• Click on Print to generate it in a document format. 

Multi-Serial Pick Functionality 

If a product is serialized, you can transfer multiple serial-numbered products from the source site to the destination site by clicking the Multi Pick button. This allows you to pick multiple serial numbers at once

• Clicking the Multi Select button will navigate you to the Pick Multiple Serial Numbers screen.
• To select specific serial numbers, click on each one individually. To select all serial numbers at once, click Select All, then click Add.
• Serial numbers can also be removed by clicking Remove for individual items or Remove All to clear the entire selection.

• After clicking Add, the selected serial numbers will appear on the right side of the selection screen.

• Once the desired serial numbers are selected, click the Pick button.
• Clicking the Pick button will pick the selected serial numbers and navigate to the Put Away screen.
• In the Putaway section, select the Destination Site. Select required Serial Numbers, assign a location if applicable, and click the Putaway button.

• Note 2: The Serial Numbers can be partially put away by selecting only the desired ones.

A Transfer Order contains all the necessary details required to move materials into or out of a distribution Center. In the Axolt application, users can create Transfer Orders to transfer assets and inventory between distribution Centers. A Transfer Order is created when a shipment is required and can include multiple items through line items. It helps manage and track inventory stock movements efficiently. 

Create transfer orders through the Transfer Order Tab –

• Navigate to the Transfer Orders list using the App Launcher or find the Transfer Orders tab in the App Navigation menu.

• Navigate to the Create Transfer Order tab using the App Launcher or find the tab in the App Navigation menu.

• Note 1: The Transfer Order should be created with the Requested status.
• Select From Channel and From Distribution Centre. The From fields indicate the location from which the inventory will be sent or transferred.
• Select the To Distribution Centre, Expected Date, Delivery by Date, and set the Status as Requested. Enter any Special Instructions (if applicable).
• Check the Ready to Pick and Pack checkbox and select the Shipment Type (if applicable).

Steps to Add Transfer Order Line Items –

• Click the + New button to add Transfer Order line items.
• Select the Product from the Product field. Selecting a product will auto-populate the Name, Available Quantity, and if the product is Serial or Batch controlled, the Serial or Batch lookup field will be enabled for selection.
• Enter the Requested Quantity to be transferred and a Description if required.

• Note 2: Additional line items can be added by clicking the +New button.
• Once all line items are added, click Save to create the Transfer Order.

Pick, Pack and Ship the Transfer Order Items through the Outbound Logistics Tab –

Once the Ready to Pick and Pack is checked, a Logistic record with Type: Outbound is automatically created and becomes visible on the Outbound Logistics screen. Users then Pick the items from the Distribution Center, Pack them against the appropriate shipments, and the designated carrier (e.g., UPS, FedEx) delivers the package to the specified shipping address.

• Navigate to the Outbound Logistics screen to see the logistic records that are ready to be Pick, Pack and Shipped, as shown below. 

Click here to follow the complete Outbound Logistics process. Coming Soon…

Note 2: After completing the outbound logistics process for the transfer order, check the Ready to Receive checkbox to receive the items through Inbound Logistics. 

Received the Transfer Order Items through the Inbound Logistics Tab –

Once the carrier delivers the package to the To Distribution Center, users must check the Ready to Receive checkbox on the Transfer Order record. This action automatically creates a Logistic record with Type: Inbound. Users then receive the Transfer Order line items via the Inbound Logistics screen and store them in the designated location or storage container.

• Navigate to the Inbound Logistics screen to find the logistic orders that are ready to be Received, as shown below. 

Click here to follow the complete Inbound Logistics process. 

Field Description:

Active: Indicates whether the transfer order is active.
Company: The company responsible for the transfer order.
Contact: Contact person related to the transfer order.
Customer: Customer linked to the transfer order.
Delivery by Date: Date by which the shipment will be delivered to the To Site.
Description: Additional details about the transfer order.
Expected Date: Date by which the items are expected to be received.
From Address: Location from where the assets/stocks will be shipped.
From Channel: Channel from where the assets/stocks will be shipped.
From Distribution Channel: Distribution Channel from where the assets/stocks will be shipped.
From Site: Site from where the assets/stocks will be shipped.
Is Closed: Indicates whether the transfer order is closed.
Packed Quantity: Quantity of items that have been packed.
Picked Quantity: Quantity of items that have been picked.
Ready to Pick & Pack: Check this when Outbound Logistic is to be created.
Ready to Receive: Check this when Inbound Logistic is to be created.
Remaining Receive Quantity: Quantity of items remaining to be received.
Remaining Ship Quantity: Quantity of items remaining to be shipped.
Requested Date: Date on which the transfer order was requested.
Ship Date: Date the order was shipped from the From Site.
Shipment Preference/Speed: Preferred shipment speed.
Shipment Type: Type of shipment.
Shipped Quantity: Quantity of items that have been shipped.
Shipping Preference Type: Type of shipping preference selected.
Status: Current status of the transfer order, such as Draft or Requested.
To Address: Address where the assets/stocks will be shipped.
To Channel: Channel where the assets/stocks will be shipped.
To Distribution Channel: Distribution Channel where the assets/stocks will be shipped.
To Site: Site where the assets/stocks will be shipped.
Total Line Items: Total number of line items in the transfer order.
Total Quantity: Total quantity of items in the transfer order.
Total Quantity Received: Total quantity of items received so far.
Total Quantity Remaining: Total quantity of items remaining to be received or shipped.
Total Quantity Requested: Number of products requested by the transfer order line to be moved.
Transfer Order Name: Name of the transfer order

A batch/lot product is a group of items produced or received typically with the same manufacturing date or lot number. This allows for easier tracking, quality control, and inventory management. 

Products can be manufactured or received in a lot, having a particular lot number assigned to the set of production. 

Create a Lot/Batch Product –

• To designate a product as lot/batch-tracked, select the Lot Tracked checkbox on the product detail page.

Batch number can be generated from three sections: 

A. From Inbound Logistics screen.
B. From Manufacturing Workbench screen.
C. Create Lot/Batch Numbers manually.

A. From Inbound Logistics screen.

• Create a Purchase Order for a Lot Tracked product via the Create Purchase Order tab.
• Create a Purchase Order along with Logistic record for a serialized product via the Create Purchase Order tab.
• Then, locate the logistic from List section, select the desired entry, and click the Receive button to navigate to the Receive section
• Click the Settings icon next to the Batch/Lot Lookup to open the batch number creation page.

• Note 1: You can either create a new batch number by clicking the Settings icon or select an existing batch number from the lookup to associate with the product.
• Enter the Batch/Lot number; the Barcode will be auto generated. Provide additional details such as Expiry Date and Product Version, if applicable.

• Click on Create Batch/Lot button. Once the batch is created, the Batch/Lot number will be selected automatically.

B. From Manufacturing Workbench screen.

• Navigate to the Manufacturing Workbench and schedule a product.
• In the Manufacturing Order page, go to the Serial Number/Batches section.
• The Batch number will be auto generated for the scheduled product. Users can modify the Batch Number if needed.

• Once the quantities are built, the Date of Manufacturing field will be updated

C. Create Lot/Batch Numbers manually.

• Open the Lot Tracked product record and locate the Serial Numbers Related List.

• Click on Create New.
• Add the Batch Number, Shelf-Life Expiration Date, and Date of Manufacture if applicable.
• Make sure it is Active and the Product is selected.
• Select the Manufacturing Order, Purchase Order and enter the Price details. (if applicable)
• Assign the Site ID in the Received Site field.

• Click on Save.

Serial numbers are unique identifiers assigned to each individual inventory item, enabling full end-to-end traceability from receipt to sale, service, or recall. Unlike batch or lot numbers that group items, serial numbers track a single unit throughout its lifecycle. They can be generated automatically during inbound receiving, assigned upon manufacturing order completion, or created manually for adjustments, repairs, or legacy stock.

Create a Serialise Product –

• To designate a product as serialized, check the Serialise checkbox on the product detail page.

Serial number can be generated from three sections: 

A. From Inbound Logistics screen.
B. From Manufacturing Workbench screen.
C. Create Serial Numbers manually.

A. From Inbound Logistics screen.

• Create a Purchase Order along with Logistic record for a serialized product via the Create Purchase Order tab.
• Then, locate the logistic from List section, select the desired entry, and click the Receive button to navigate to the Receive section
• Enter the Serial Prefix and From Serial Number in the given fields and click on Generate Serial Numbers button to generate a serial number for the Inventory/Stocks.

B. From Manufacturing Workbench Screen.

• Navigate to the Manufacturing Workbench and schedule a Manufacturing Order.
• In the Manufacturing Order page, go to the Serial Number/Batches section.
• The Serial number will be auto generated for each Manufacturing Order quantities.
• If needed, users can generate serial numbers in a specific format using the Generate Serial Number functionality.

C. Create Serial Numbers manually.

• Open the serialized product record and locate the Serial Numbers Related List.
• Click on the New button.

• Enter the Name, Serial Number and ensure the Available checkbox is checked. 
• Make sure the Product is selected. 
• Select the Warehouse and assign the Start Date and End Date.
• Select the Cost Card and enter the Price details. (if applicable)
• Click on Save.

A KIT is an assembly of many finished items grouped together to be sold; its price is calculated for each finished item. The KIT itself does not qualify as stock; each finished product is stored separately. For instance, A Company manufactures Oxygen Concentrator. When the business sells it, it sells Oxygen Concentrator, Battery pack, Nasal Cannula set and User Manual& Accessories etc. as a KIT. Thus, it is sold as a group rather than individually. 

Follow the steps below to configure a KIT product, its Version, and its stock  

KIT Product Setup –

• Navigate to the Products tab using the App Launcher or find the tab in the App Navigation menu.
• Click the New button to create a new KIT Product.
• Select the product Record Type as KIT.
• Enter the product Name, the Active checkbox must be checked, the Status must be Released. The Track Inventory checkbox should be Unchecked, 
• The Type should be Kit, and the Is Kit check box should be checked.
• Enter other details if required and click the Save button to create the Kit Product.

Bill of Material Setup –

• Open the Product record, find the Bill of Materials object Related List and Click on the New Button. 
• Select the Record Type as Kit, enter the Version Code, Product will be selected by default, Active checkbox should be checked, Status should be certified, Type should be sales, enter the Start Date and End Date. 
• Enter other details if required and click on Save button to create the Version record. 
• Note 1: If the product has a single version, then mark the version as Default; else, the Default checkbox need not be enabled. The user can select the required version in the Order Product.

BOM Line Items Setup –

• Open the Product record, find the BOM Line Items Related List and click on the New Button. 
• Select the Record Type as Kit BOM.
• Enter the Name of BOM Line Item, main product will be selected by default on the BOM (Product) lookup field, select the created Bill of Material, select the component product from the BOM (Component) lookup, enter the Quantity, Active checkbox should be checked, Type Should be Primary, Status should be Certified.
• Enter other details if required and click on the Save button to create the BOM Line-Item record.
• Note 2: If you want to add any alternate BOM, select alternate Bill of Material from the BOM (Alternate) lookup field. 

Refer to the alternate BOM creation steps mentioned below.  

The logistics for kit products can be created in two ways:

A. Manual logistics creation
B. Automatic logistics creation

A. Manual logistics creation

• Go to the related list of the Order, search for the Logistics Related List, and click on the Create New button on the logistics related list.

• It will navigate to the Order to Logistics screen.

• In the above screenshot, you can see that the product named Portable Oxygen Concentrator Kit is a kit product, and all the BOMs associated with this kit product are listed below.
• You can manually select the Distribution Centre, as shown in the below screenshot. Each time you change the Distribution Centre, you can see the live available Stocks of each product at the selected Distribution Centre.

• Once the desired Distribution Centre is selected, select all the Line Items for which you want to create logistics, and click on the Logistic button.

• Clicking on the Logistics button will navigate you to the next screen, which lists all the logistics items that are going to be created.

• Click on the Save button, and it will create the Outbound Logistics and its line items for the kit products.

• Once the logistics is created, the system will simultaneously create both MRP and Stock Outward line items for all the products. Users do not need to explode the order product.

Once the Logistics get created for all Order products, you can navigate to the Outbound Logistic page to ship the items to the Customer. Refer to the Outbound Logistic guide. Coming Soon…

B. Automatic logistics creation

• Go to the Related List of the Order and search for the Order Products related list.   

• Find the order product, which is marked as a kit product, click the Edit button for the order product, select the Explode checkbox, and click Save.

• After exploding the Order Product, MRPs and Stock Outward Line Items will be generated. 
• If stock is not available for kit BOM Line Items, the MRPs and Stock Outward Line Items will be created with the Requested status.  
• Note 3: - You need to increase the stock of Kit BOMs by manufacturing or purchasing to ship the items to the customer. 
• The Status of MRPs and Stock Outward Line Items will be updated as Reserved once stock is available for all Kit BOMs. 
• Once the MRPs and Stock Outward Line Items are created with Reserved Status, select the Ready to Pick and Pack checkbox on the Order Record to create the Logistics record.

A warehouse is a facility used for the storage and management of goods, materials, and products. It serves as a central location where items are received, organized, stored, and later distributed or shipped to their next destination. Warehouses often include systems and processes for inventory control, order fulfilment, and logistics coordination to ensure efficient supply chain operations. 

Create a Warehouse Site 

• Navigate to the Sites tab using the App Launcher or find the tab in the App Navigation menu.
• Once in the Sites section, you can track the warehouse sites already filled in and create a new warehouse.

• Click the New button to create a new warehouse.
• Enter the Name of the warehouse and select the Active checkbox to activate it.
• Enter the Barcode of the warehouse, select the Primary Contact and Address.
• Note 1: The Barcode field is mandatory in the site record. If a site record does not have a barcode, that site will not be displayed on the Outbound Logistics screen.
• Select the Warehouse Type (e.g., Warehouse, Plant, or other) and choose the corresponding Company.
• Click the Save button to create the warehouse site record.

Create a Location –

• Find the Location Related List in the Warehouse/Site record.
• Click the New button to create a Location record.

• Enter the Location Name and select the Location Type (e.g., Floor, Bin, Shelf, or Cardboard).
• Enter the Floor Number, Shelf Number, Aisle Number, Bay Number and Space Number. (if applicable)
• Enter the Bin Capacity, Company. Also, select whether the location holds Scrap.
• Select the Active checkbox and click the Save button to create the location record.

Create a Storage Container –

• Find the Storage Container Related List in the Warehouse record.

• Click the New button to create a Storage Container record.
• The Site will be auto populated; select the Location to which the bin belongs.
• Enter the Storage Container Name and the Barcode of the container.
• Select the container Type (e.g., Bin, Bottle, Bucket, or Pallet).
• Enter a description of the container type in the Description field.
• Select the Status of the container and check the Active checkbox,
• Click the Save button to create a Storage Container record.

Stock-to-Asset is a unique functionality developed to help companies or teams that must fuse inventory management and asset management efforts. The feature reduces management overhead related to accounting for each process separately and delivers a simplified, operationally efficient tracking solution.

Combined Inventory and Fixed Asset Control

Depending on your business process, you may need to track certain items or products as both stock inventory and assets. For example, your products are assembled or received and then stored in your warehouse inventory. Those products will be issued to a customer and installed at the customer’s location, with a foreseeable useful life of over a year. Therefore, inventory levels must be adjusted and the product reclassified as a deployed asset that requires tracking and management.

Stock to Fixed Asset Benefits

This transaction or conversion allows you to search for a serialised inventory item issued to a customer or location and assign it an asset number and model number. The quantity and associated cost are automatically adjusted in the inventory database, and you can begin tracking pertinent asset attributes such as maintenance, warranty and location.

Print Barcodes page allows to Generate Barcodes for different objects with different Barcode Type and Page Size and Print them.

Products, Fixed Assets, Sites, Accounts, and Contacts can have Barcodes and the system is capable of reading barcodes through a barcode scanner.

• Navigate to App Menu > Print Barcodes
• The object defaults to Product and all the available products are listed below with their Barcodes.
• Select the object you want to generate barcodes.
• Select the “Barcode Field and Label.”
• Additional fields can be added to print by moving fields from all fields column to selected fields column.
• Page size and Barcode Type can be managed.
• The frame can be added to the Print page by turning on the Frame.
• After making the required settings, select the Items you want to take, print barcodes and click “Preview PDF button.”

The Manufacturing & Service Operations certification track provides a key element of the operations organization in a company. It is chartered to provide and manage resources and to convert raw materials into finished products.

Pre-Configuration :

• The Axolt Base Package must be installed before installing the Manufacturing Package.
• If the system throws an error while installing the packages, raise a case with Salesforce to increase the active filter lookup limit to 10 and the Rollup Summary field limit to 40.

Follow these steps to install the Axolt Base Package. Coming Soon…

Follow the steps below to install the Axolt Manufacturing Package: 

• Navigate to the AppExchange and search for Axolt Manufacturing Execution on Salesforce: Production & Inventory Management.
• When the application appears, click on its Name.

On the application detail page, we have two options:

A. Get It Now – Clicking on Get It Now, you will have two options:
a. Log in with Trailblazer.me
b. Continue as Guest

B. Try It – Clicking on Try It, the below option appears:
c. Try in your Sandbox

A. Get It Now – Install the package in a Production environment (including Developer Edition orgs).

a. Log in with Trailblazer.me

• On the application detail page, click Get It Now and follow the prompts to begin the installation process.
• After clicking Get It Now, you will be asked to select an option from the pop-up: Log In or Continue as Guest.
• After clicking the Login button, it will navigate to the screen below.

• Select the Salesforce Account in which you want to install the package. (Shows Salesforce Accounts that are linked to a Trailblazer Account and have the Manage Billing permission)
• Once an account is selected, the Install in Production button will be enabled. Click on Install in Production.
• You will then be taken to a confirmation screen. Review the details, select the checkboxes below, and click Confirm and Install.

• After clicking Confirm and Install, you will be redirected to the Login Page.
• Enter your Username and Password, then click Log In to proceed.
• Once logged in, you will be directed to the package installation screen.
• Enter the Installation Key (“Aqxolt55”), select Install for All Users, and click Install.

• Once the package is successfully installed, users will receive a confirmation email.

b. Continue as Guest

• After clicking Continue as Guest, you will be asked to create an account to install the package.
• Click Start Free Trial, and you will be navigated to the sign-up page. Create an account and continue to install.

B. Try It – Install the package in a sandbox environment.
c. Try in your Sandbox

• Navigate to the AppExchange and search for Axolt Manufacturing Execution on Salesforce: Production & Inventory Management.
• On the application detail page, click Try It and follow the prompts to begin the installation process.
• After clicking Try It, you will be redirected to the screen below.

• Selecting Try in your Sandbox
• Select Try in your sandbox option, you will be asked to fill in the required details about the user
• After filling in the required details, select the checkbox below (if required and) click the Continue to Installation button.
• After clicking Continue to Installation, the below screen appears.

• Click on Log In & Install, and you will be taken to the login page.
• Enter your Username and Password, then click Log In to proceed.
• Once logged in, you will be directed to the package installation screen.
• Enter the Installation Key (“Aqxolt55”), select Install for All Users, and click Install.

• Once the package is successfully installed, users will receive a confirmation email.

The MO Product Configuration screen greatly simplifies setup for administrators by eliminating the time-consuming manual creation of a manufacturable product and all its related records — End Product, Bill of Materials (BOM), BOM Line Items, Routings, and WIP products.

With just a few clicks and minutes, users can create, update, or clone complete product structures that would otherwise take hours of manual effort. This ensures nothing is missed during configuration, preventing delays or errors that could block the manufacturing process later.

Steps to create a manufacturing product –

• Navigate to the MO Product Configuration tab using the App Launcher or find the tab in the App Navigation menu.
• You can search for an existing manufacturable product using the search bar or create one by clicking on + New Manufacturing Product.

• Click on the + New Manufacturing Product button to create a new manufacturable product.
• Enter the Product Name, Product Code, and set the Status as Released.
• Select the Active checkbox to make the product active, and select Issue Manufacturing Order, Track Inventory, and Allow Back Orders (if applicable).
• Note 1: Select the Lot Tracked checkbox if the product is a batch product, and the Serialise checkbox if the product is a serialized product.
• Select the Quantity Unit of Measure for the product and enter the Product Description.
• Click Save to create the manufacturing product.
• To update or modify an existing manufacturable product, simply click the Edit icon on the left-hand side of the screen.

Manufacturable Product Fields – Quick Description

Steps to Create Bill of Materials (BOM) and Routing –

• After creating the product or locating it via the search bar on the MO Product Home screen, click the Create button at the end of the product row to instantly open the dedicated Version and Routing creation screen.

• Note 2: After creating a new MO product, a pop-up will appear asking if you want to proceed with creating a Version and Routing for the product. Click Yes to instantly open the Version and Routing creation screen.

• After clicking on the create button, system takes users to the Routing and version Creation screen.

• On this screen, selecting the Raw Material Site and Finished Product Site will create the Routing and Process for the product.
• In the Bill of Material Details section, the Bill of Material Name will be auto populated. Select the Default checkbox if you want to make the version the default. The Start Date and End Date will also be populated with a five-year interval between them.
• Click Next, and it will take you to the Process Cycle Creation screen.

• Note 3: Routing, process, and version records will be created in the backend after clicking on the Next button.

Creating Process Cycles for a Product – Process Cycles are automatically converted into Work Orders once the Manufacturing Order is scheduled.

• Click the + New button to create a new process cycle

• Enter the Name and select the Work Centre.

• Click Save.
• Note 4: Follow the same steps to add more Process Cycles for product.

Under the Process Cycles, Operations, BOM line items, Work in Progress (WIPs), Team Members, Checklists, and Design / Drawing Document need to be created.

Creating Operation for Process Cycles –

• Click the + New button to create an operation for a process cycle.
• Note 5: There should be at least one operation associated with a process cycle.
• The process cycle will be auto populated and enter the Name of the operation.
• Select the Auto Clock In, Signature Required, or Timer checkbox based on your requirement.
• Click Save to create the operation.
• Note 6: Follow the same steps to add more operations for process cycles.

Creating BOM Line Item for Process Cycles –

• Click the + New button to add a BOM line item for a process cycle.
• Clicking + New will navigate to the Add Products screen to add the BOM line item.

• Select the Product and enter the Quantity, the Unit of Measurement will be auto populated, enter Maximum Variance and Minimum Variance, and enter multiples (if applicable).
• Click on Add Products.
• Note 7: Follow the same steps to add more BOM line items for process cycles.

Creating Adding Work in Progress (WIP) for Process Cycles –

• To add Work in Progress (WIP), click the + New button, which will navigate to the Add Products screen.
• Set the Quantity to 1, UOM (Unit of Measure) will be auto populated.
• Click on Add products button.

Creating Team Member for the Process Cycles –

• Click the + New button to add a Team Member for a process cycle.
• Enter resource Name and Select Resource Group and Employee.
• Enter Start Date and End Date.
• Click Save.

Creating Checklist for the Process Cycles –

• Click the + New button to add a checklist for a process cycle.
• Select the Operation From the lookup.
• Enter the instructions (if applicable) and select the Required checkbox to make the checklist mandatory.
• Select the Operation Checklist from the lookup. After selecting the Operation Checklist, the Checklist Name will be auto populated.
• Click Save.

Creating Design / Drawing Document for the Process Cycles –

• To add the Design / Drawing Document, click the + New button from the Design/Drawing Document section.
• Enter the Name, select the Operation from the lookup, and upload the attachment.

Click Complete Set Up to create a manufacturable product and its related records.

Manufacturing Workbench 

The Manufacturing Workbench provides a centralized interface with three powerful tabs — Planner, Schedule, and Builder. The Planner tab displays all existing manufacturing orders with real-time status updates. The Scheduler tab enables users to easily create, reschedule, or prioritize new production orders using an intuitive drag-and-drop Gantt view. The Builder tab lists every active work order, allowing shop floor teams to start, pause, complete, or record production directly from a single screen. 

Manufacturing Workbench has three tabs –

A. Planner
B. Schedule
C. Builder

A. Planner

• Shows all Manufacturing Orders in a simple list with full details: product Name, Bill of Materials (BOM), Routing, planned Start and End Dates, Total Quantity to make, Quantity already Produced, and Status.
• Easily filter by Status — Draft, In Progress, Completed, or Cancelled — and see the exact count for each status.
• Just type in the Search Bar to quickly find any order by MO number, Product Code, or Product Name.
• Click the PDF icon next to any order to open or download the complete Manufacturing Order document right away.

B. Scheduler

The Scheduler lets users quickly schedule new Manufacturing Orders right from the timeline.

The Scheduler offers three quick selection modes: Product, Sales Order, or Manufacturing Order.
Choose Product to instantly view and schedule all manufacturable products in your catalog.
Select Sales Order to see only the products linked to open customer orders that still need to be fulfilled.
Pick Manufacturing Order to display every existing MO, ready for scheduling or rescheduling with simple drag-and-drop.

Follow the steps to schedule a manufacturing order –

• Navigate to the Manufacturing Workbench tab using the App Launcher or find the tab in the App Navigation menu.
• To Schedule a manufacturing order, click on the Schedule tab.
• On the left-hand side, you will find all the manufacturable products, or you can search using the Search Bar provided.
• Select the product that needs to be manufactured. You can see the Process Cycles in the scheduler to schedule these process cycles for a specific time and date.
• Enter the required quantity to manufacture in the Quantity field provided.

• Click on the Schedule MO button available at the bottom of the page to schedule the Manufacturing Order.
• After clicking on the Schedule MO button, the system will take the users to the Manufacturing Order screen.

Manufacturing Order Screen –

The Manufacturing Order screen displays all key production details in the upper section: Product, Production BOM, Routing, Source Order and Order Product (if applicable), Start Date, End Date, and complete cost breakdown (Labour Cost, Overhead Cost, Material Cost, and Scrapped BOM Cost if any). (Costs are calculated automatically upon completion of component allocation.)
The lower section is divided into dedicated tabs — Material Requirement Plannings (MRPs), Work Orders, Product Status, and Serial Number/Batches — each showing its respective detailed information in a clear, organized view.

Material Requirement Plannings (MRPs) –

• This shows the Bill of Materials required to produce the final product.

• Now allocate the stock for all the BOMs as required for the manufacturing of the product.
• Click the Stock Allocation drop down and click Auto Stock Allocation to fulfil stock automatically.

• When Auto Stock Allocation is selected and the end product is serialized, the system opens a popup modal requiring manual allocation of each serial number one by one.

• Note 1: For Normal or Lot-Tracked end products, the system instantly allocates available stock automatically upon clicking the Auto Stock Allocation button — no manual one-by-one allocation is required.
• Click the Manual Stock allocation button to allocate stock manually.
• Clicking the Stock Allocation dropdown and selecting manual stock allocation, the below page will appear to enter the stock required for each BOM.

• Select the MRP record and manually enter the values and click the Capture button. For serialized end products, you must manually select the required Serial Numbers.
• Similarly, allocate the required quantities for all the BOMs.
• When all the stock is fulfilled, click on the Work Order tab.

Work Order –

Shows all the work orders that need to be completed to produce the final product. 

• Selecting the first work order instantly opens the Job Execution page.

• The first work order is selected by default — simply click the Start button to begin; the work order status instantly changes to In Progress.

• Complete each task one by one: hover over the To Do button, click the Done option that appears, and the task will be marked as completed. Repeat the same quick step for all tasks linked to the work order until everything is finished.

• Once all tasks are completed, the Complete WO button appears — click it to mark the work order as Done.

• Note 2: If an MRP is associated with the work order, the Build button will appear. If no MRP is linked, the Complete WO button is shown instead.

• Clicking the Complete WO button instantly updates the work order Status to Complete.

• Click next Work Order to automatically load and start execution of the following work order.
• Start the work order, complete all tasks, then click the Build button.

• Clicking the Build button opens the final production screen, where users can manufacture and scrap the end product, consume MRP components, and record any additional scrap.

• If the end product is a serialized product: select the exact Serial Numbers to manufacture — the Total Qty Produced and TO CONSUME field auto-updates.

• Note 3: If the end product is Normal and Lot Tracked, users need to enter the build quantity at the top.
• Once Serial Numbers are selected, click Build / Commit to Inventory to manufacture and add the finished items to stock.

• Clicking Build / Commit to Inventory instantly creates inventory records, generates stock inward entries, and automatically assigns the selected serial numbers to each finished item.

Production Status –

Displays real-time production status, clearly showing the quantity successfully built and the quantity scrapped.

Serial Numbers/Batches –

The system automatically generates and displays Serial Numbers (for serialized products) or Batch Numbers (for lot-tracked products). Users can regenerate serial numbers in the desired sequence using the Generate Serial Numbers button or edit batch number format anytime with the Edit functionality for consistent naming.

C. Builder

• The Builder tab displays all active work orders from various Manufacturing Orders, neatly grouped by Work Center.
• Click the Work Order name on the right-hand side to instantly navigate to the Job Execution screen.
• Tap the PDF icon next to any work order to view or download its complete details.
• Easily filter work orders by Site, Work Center, Order reference, or Duration for quick access to the exact tasks you need.
• Work Orders can also be filtered by their current status — Issues, In Progress, Completed, or Backlog — for quick visibility and focus.

A. Routing

A master manufacturing plan that combines the selected product version and its process cycles into a complete production sequence, while offering options like enabling auto or manual stock allocation, setting lead times, and defining quality checkpoints.

Follow the steps to create Routing 

• Navigate to the Products tab using the App Launcher or find the tab in the App Navigation menu.
• Select the manufacturing product, then in the product record, find and select the Routing related list.
• In the Routing section, you can view existing routings or create a new one.
• To create a new routing, click the New button.
• Select the Manufacturing Routing Record Type and click Next.
• Enter the Routing Code, the BOM Product will be auto selected.
• Select the Bill of Material and the Channel where the manufacturing process is performed.
• Set Status to Certified and select Type as Parallel.
• Select the Process or create a new one, assign the Raw Material Site, and Finished Product Site.
• Check the Auto Stock Allocation checkbox to enable one-click stock allocation directly from the Manufacturing screen.

Routing – Field Description

B. Routing Link Code

Links a specific BOM line item to its corresponding Process Cycle and Operation, ensuring accurate material consumption at the right manufacturing step.

Follow the steps to create Routing Link Code

• Navigate to the Process Cycle related list and select the Routing Links tab.
• To create a new routing link, click the New button.
• Process Cycle will be auto selected, Enter the Routing Link Code and Description (if applicable).
• Click Save.
• Note 1: Routing links are assigned to BOM line items along with the corresponding Process Cycle Name to control material consumption at the exact manufacturing step.

Routing Link Code – Field Description

The Routing and the Routing Link Code can be created in just a few clicks from the MO Product Configuration screen — no need to manually fill every field one by one. Simply enter minimal key information and the system instantly generates all related records in seconds.

Refer to the MO Product Configuration steps for details.

A. Process

A process is a functionality used by manufacturing industries to produce finished products, typically in bulk, using bills of materials and assembled components. Axolt provides a complete solution to manage business processes end-to-end, allowing efficient planning of work centers, workforce, and machine hours based on the complexity of the manufacturing process.

Creating Processes:

• Navigate to the Products tab using the App Launcher or find the tab in the App Navigation menu.
• Select the manufacturable product from the Product List, then open the related Routing list.
• In the routing record, click + New Process in the process lookup to create a new process.
• Select the Manufacturing Process record type and click Next.

• Enter the Process Name and click Save to create the process record.
• For reference, select the process Type, choose the Site, Work Center, and enter a Process Description if needed.

Process – Field Description:

B. Process Cycles

The Process cycles represent individual manufacturing steps that define how a product is built, with each cycle linked to a specific Work Center and arranged in a precise sequence. Users can connect previous and next cycles to ensure correct production flow, and within each cycle, they can add operations, BOM line items, WIP products, team members, checklists, and attachments. Multiple process cycles can be created to handle complex products with many stages. Once the Manufacturing Order (MO) is scheduled, all defined process cycles are automatically converted into individual Work Orders for execution on the shop floor.

Creating a Process Cycle: 

• From the process record, locate and select the Process Cycle related list.
• To create a new process cycle, click the New button.
• The Process name will be auto populated.
• Enter the Process Cycle Name and click Save to create the process cycle.
• For reference, select the Previous and Next Process Cycle (if applicable), then choose the Work Center where this process cycle will begin and enter a clear description of the process cycle if needed.
• Note 1: Check the Enable All Tasks Done Checkbox to complete all from the Work Order Execution screen in one go.

Process Cycle – Field Descriptions:

The Process and its Process Cycles can be created in just a few clicks from the MO Product Configuration screen — no need to manually fill every field one by one. Simply enter minimal key information and the system instantly generates all related records in seconds.

Refer to the MO Product Configuration steps for details.

BOM Line Items are used to manufacture the end products. As manufacturing progresses through multiple phases, each BOM Line Item specifies exactly which components are needed at each stage, ensuring the right materials are available at the right time.
Every BOM Line Item captures key details — product name, description, required quantity, unit of measure, and procurement type — serving as a single, reliable source of truth for production.
Axolt provides full flexibility to configure different types of BOM Line Items to match your specific business requirements

Creating BOM line Items for Manufacturing Product: 

• Navigate to the Products tab using the App Launcher or find the tab in the App Navigation menu.
• Select the manufacturing product for which the BOM is required.
• In the Related tab, find BOM Line Items (BOM (Product)) and click New.

• From the BOM Line Items Record Type, select Manufacturing BOM and click Next.

• Enter the BOM line-item Name and select the Active check box.
• Select the Process Cycle and its Routing Link Code in which the BOM line item is used, the BOM (Product) will be auto populated.
• Assign the Bill of Material, and BOM (Component).
• Enter the Quantity and select the Unit of Measurement.
• Set the Status as Certified, the Type as Primary, and add a Description if required.
• Enter the Cost Price under the Cost Details section. (If applicable)
• Click Save to create the BOM line-item record for the selected manufacturing product.

BOM Line Item – Field Description

The BOM Line Items can be created in just a few clicks from the MO Product Configuration screen — no need to manually fill every field one by one. Simply enter minimal key information and the system instantly generates all related records in seconds.

Refer to the MO Product Configuration steps for details.

Material Requirements Planning (MRP) supports production planning and inventory management; it ensures that materials are available for production and products are available for delivery to customers. It helps manufacturers plan production schedules, manage inventory levels, and ensure timely procurement of materials. MRP uses demand forecasts, production schedules, and current inventory data to calculate the required quantities and timing of materials needed to meet production demands. 

The Axolt system uses a standard MRP algorithm. The MRP algorithm plays a crucial role in optimizing Material Requirements Planning (MRP) by ensuring timely availability of materials for production while minimizing excess inventory.

It works by: 

Demand Calculation: Forecasting product demand based on customer orders and production schedules.
Inventory Check: Comparing existing stock with required materials to calculate net requirements.
Order Scheduling: Creating planned orders for materials, considering lead times and production schedules to prevent delays.
Order Release: Triggering Purchase or Manufacturing Orders at the right time to ensure smooth flow in the production process.

This algorithm ensures efficient material flow, reducing shortages, overstock, and production delays in MRP systems. 

MRP Algorithm Selection: Detailed Descriptions and Usage Guidelines 

Lot-for-Lot (L4L): The Lot-for-Lot algorithm is a demand-driven approach in which the order quantity matches the exact quantity required for a specific time. It does not consider any additional inventory, meaning the exact amount needed is ordered without surplus.
Usage: Ideal when inventory carrying costs are high and there is a need to minimize excess stock.

Fixed Order Quantity (FOQ): Fixed Order Quantity is a method in which a predefined quantity is ordered whenever the stock level reaches a certain reorder point. The order quantity remains constant regardless of demand fluctuations.
Usage: This is useful for products with consistent demand and where the order quantity is optimized for cost efficiency.

Economic Order Quantity (EOQ): EOQ is a classic inventory management formula that calculates the optimal order quantity to minimize total inventory costs, including ordering and holding costs. It assumes constant demand and lead time.
Usage: Best used in stable demand scenarios where the objective is to balance order size and frequency to reduce overall costs.

Period Order Quantity (POQ): The Period Order Quantity algorithm involves ordering enough inventory to cover a set number of periods or cycles. The quantity ordered is variable but always aligns with the demand forecast for the period.
Usage: Suitable for businesses that experience periodic demand and want to align orders with these cycles.

Safety Stock Method: This algorithm accounts for the need for safety stock, which is extra inventory held to prevent stockouts due to demand variability or supply delays. The system calculates the reorder point considering the safety stock level.
Usage: Useful in environments with unpredictable demand or long lead times, where avoiding stockouts is crucial.

Just-In-Time (JIT): The JIT algorithm aims to minimize inventory levels by ordering materials just in time for production. This method reduces holding costs but requires accurate demand forecasting and reliable suppliers.
Usage: Best for companies looking to reduce inventory costs and maintain strong supplier relationships to ensure timely delivery.

Demand Driven MRP (DDMRP): DDMRP is an advanced planning and execution methodology that uses strategic inventory positioning and buffer management. It focuses on real-time demand signals to drive production and inventory decisions.
Usage: Ideal for complex supply chains with variable demand, helping to balance inventory and service levels effectively.

Material Require Planning (MRP) Screen –

Navigate to the Material Require Planning (MRP) tab using the App Launcher or find the tab in the App Navigation menu. 

Family Filter: Allows users to select a broader product category, such as Furniture, Mobile, or Electronic Products. This filter helps refine the search to target a specific category of products. 

Sub-Family Filter: After selecting a Family, this filter refines the search further within that category. For instance, if Mobile is selected under Family, the Sub Family filter might provide options like Laptop, Desktop, etc. 

Site Filter:  Users can specify the location (ex: Nova Warehouse) to view MRP data relevant to that specific site. 

Date Range: Define the period for which the MRP data should be displayed using the From and To date pickers. This allows users to focus on data relevant to a specific timeframe. 

Understanding the Data Table Columns on the MRP Home Screen

SL (Serial Number): Represents a sequential number assigned to each product entry. Which makes it easier to reference specific products in the list.
Product Code: A unique identifier for each product in the system. It’s crucial for accurate tracking and inventory management.
Name: The name of the product, which helps users identify items more easily.
Vendor (Price): Displays the vendor associated with the product and the price. It’s essential for procurement and cost analysis.
Awaiting Quantity: Shows the quantity of the product that has been ordered but not yet received. This helps in tracking incoming stock.
On Hand: Represents the current stock available in the inventory. It’s critical to determine whether additional orders are necessary.
Reserved (SO): The quantity reserved for sales orders (SO). This ensures that stock is set aside for confirmed orders.

Material Requirement Planning (MRP) Section

1. Create Manufacturing Order: This option allows users to generate a manufacturing order directly from the MRP interface. It enables the scheduling of production activities based on current material needs and available resources. 

Note 1: The Create Manufacturing Order option is enabled only for manufacturable products and requires a complete manufacturing setup (BOM, Routing, and Process Cycles etc.) to function.

2. Create Transfer Order: Users can create transfer orders to move inventory between different Distribution Centers, Sites, or Warehouses within the Company. This ensures that materials are available where they are needed most, facilitating efficient production processes. 

3. Stock Take: This feature is used to initiate a stock-taking process, which involves data. It helps maintain accuracy in inventory management and identifies discrepancies. 

4. Stock Transfer: This option enables the transfer of stock from one location to another within the same Company. It is useful for balancing inventory levels across multiple sites to meet varying demand. 

5. History Tracking: The History Tracking feature allows users to view and track past actions and changes related to material requirements, stock movements, and manufacturing orders. It provides a historical record that is essential for audit trails and for understanding the progression of inventory and production activities over time.

Note 2: The Stock Take and Stock Transfer options can be displayed on the MRP home screen by enabling the custom settings Show Stock Take and Show Stock Transfer in MRP. Once activated, users can create Stock Take and Stock Transfer records directly from the MRP screen without leaving the module.

Steps to create a Material Requirement Planning (MRP) –

• Navigate to the Material Require Planning (MRP) tab using the App Launcher or find the tab in the App Navigation menu.

• To create MRP, click on the + New button, this will Navigate to Create Material Require Planning (MRP) screen.
• MRP Name is auto generated but editable; From Date defaults to January 1 of the current year, To Date defaults to today (both fully adjustable as required), and Site is automatically populated from the employee’s record. Select the desired Algorithm. These fields define the parameters for the Material Requirement Planning process.

• After filling in all the required fields, click the + Products button.

• Select the relevant products you want to include in the MRP, and then click the Add Products button.
• Once you’ve selected the products, select the appropriate Reordering Rule, and then click the Save button.

• Note 3: If the current rule is inactive. You’ll need to mark it as active before proceeding. Alternatively, you can create a new Reordering Rule by following the steps below.
• Once you click the Save button, you will get a forecast where you will have the actual and predicted products, which can be changed.

• After saving this, the MRP is created. By clicking on the Simulate checkbox, the Purchase Order and the Manufacturing Order will be created under the Related tab.

• Note 4: Since we used manufacturable and purchasable product, both manufacturing order and purchase order is created after simulating.

Creating a new Reordering Rule –

• To add a reordering rule, click on the Plus (+) icon. You can then enter Reordering Rule Name, Lead Time (in Days), Ordering Quantity, Vendor or Routing (depends on product type), Min Quantity, Max Quantity and Warning Quantity.

• Note 5: While creating a new reordering rule, if the product is Manufacturable, select the Routing and if the product is Purchasable, select the Vendor. Rest everything is same for creating a reordering rule.

A work center is a unit in a company where all activities associated with manufacturing processes are performed. Work Centers are used to allocate resources and work orders to complete the manufacturing process. Work centers are usually used to calculate the number of hours required to execute the process, the costs involved in project completion, and the availability of the resources within the planned duration of the project. 
 
Follow the steps to create a new work center –

• Navigate to the Work Centers tab using the App Launcher or find the tab in the app navigation menu.
• In the Work Center tab, you can view the existing work centers and create a new Work Center record.
• To create a new work center, click the New button.

• Enter work center Name, select the Active and Is Manufacturing checkbox.
• Select the Channel from lookup and set the Type as Location.
• Enter the Start Date, End Date, Available Capacity and Planned Capacity.
• Select the Plant, Shop Floor Warehouse and Company from the lookup.
• Enter other details (if applicable) and click Save to create a work centre.

Field Description –

Work management involves creating, qualifying, dispatching, and executing requests for off-site work, called work orders. The steps and functions of the work order lifecycle work together to ensure that off-site issues are resolved in the most efficient manner possible. Users with the appropriate roles create the work orders and provide all the necessary information needed for the work order tasks. For the qualified, those work orders necessary tasks are created to complete the work order.

Creating a Work Order

In the work orders, one is able to view and edit the existing work orders, create new ones and also import a new document from the existing documentation. When creating a new work order, the following steps are followed:

A Work Order can be created in the following methods

• From Work Order Tab (Record level)
• From the Sales Order Tab (Converting sales order into work order)

Create work orders through a Work Order Tab

1. Click on the Work Order tab as shown above. Once on the Work Order section, you are able to track the work orders already created and create new ones with the “New” button located on the top right corner of the work order page.
2. Register a new work order name, the supplier of the work order along with the organisation’s name and details. Also include the details of the project, the date of approval and the lead time
3. Other details of the budget are included covering the work order costs, along with the details of the related sales order and purchase orders.
4. Since the work orders are used in the manufacturing or processing environments, there is a section with the details including, costs, the process, types of the process and planned and completion dates.
5. The work order document also allows the description of the process that is being done.

For existing work orders, you have the ability to edit the details of the work order as the project goes on. The related tab that is next to the details of each work order allows that each record to be updated according to the progress of the project.

Creating Work order Line

The work order page includes the related page that contains the related tab with links to all documents that relate to a particular work order. The work order lines are the specific process that needs to be completed, for instance, the details of each item to be manufactured or assembled.

The works order lines would help a business in dividing the duties so that the deadlines set for completion of the work orders are met. This can be through dividing the items to departments that manufacture or assemble specific items.

New work order line items can be added to the list by clicking on the “new” button that is on the right end of the page. There are other documents in the page, which are related to the work orders open. The work orders are identified by their unique names. The records are all that relate to the work orders open. This enables the business to manage their projects smoothly so that they are successfully executed and closed.

Fields to note:

Convert a sales order into a work order

1. Click on the Sales Order tab as shown below

2. Select the sales order that you would like to convert into work order and click on the down arrow in the top right-hand corner of the page and select ‘Create Work order’ as shown below.

3. Fill in the work order detail section and the work order line items section,  new work order line items can also be added along with the existing line items using ‘Add New’ button.

4. Click on ‘Save’ button which creates a new work order with a unique work order number.

The work order page offers an efficient method for the business to effectively manage the costs of a manufacturing process to ensure all orders are followed up to and addressed with simplicity. The work orders page also helps to make budgets of each project and the items required with minimum costs. For a supplier, receiving work orders also allows the organisation to understand the required items of each activity and how to deliver on each.

Work Orders for Service/Installations

You can also create work orders for products that require service/installations manually by following these steps:

• Navigate to the Maintenance app > Maintenance Schedule
• Once in the Planner sub tab of Maintenance Schedule, you can track the capacity planning overview of the selected work center, a resource group or a resource.
• To create a new work order, click the “+Work Order” button located on the top right corner.
• Enter the Name of the work order and the Start and Expected Dates.
• If the work order being created is associated with a sales order, select “Sales Order.”
• Select the Product of type SST to maintain and select the type of work order
• Enter the Quantity, the Production Version and the Routing.
• Click the “Schedule Work Order” button to create the work order.

View and modify the process schedule

• On the scheduler subtab of the Maintenance schedule, view the Gantt chart of work orders, work centers, and resources upon selecting the view.

• To view the Gantt chart in various views like Time, Day, Week, Month and Year view, select the view options from the section above the Gantt chart.
• To reschedule the work order associated to the individual operation, simply drag and drop it the available new date/time. The changes are reflected in the work order record.
• To mark the percentage of progress of each work order, select the slider icon and drag it to display the progress.
• To make further changes to the work orders, double-click the work order you will be presented with a job execution page
• Click the work order, on the Job Execution, make the necessary changes and click the “Save” button.

Starting a work order

• To carry out the work order click on the Builder subtab of the maintenance schedule tab.
• Click the “Start” button to carry out the maintenance order.
• Click the work order under each process cycle to carry out the job execution of each Action/Task associated with the work order.
• Once in the Worksheet tab of Job Execution, you can track the Actions/Tasks that are already filled in and create a new Action/Task.
• To carry out the Action/Task, select the action/task and click the “Start” button. Once the action/task has been started you can pause, finish and stop the Action/Task.

• To create an action/task for a specific work order, click the “New” button.
• To make further changes to the Action/Task select the down arrow on the right-hand side and click the “Edit” button.
• Click the “Save” button after making necessary changes.
• Click the “Previous” and “Next” button to view or start the Action/Tasks.
• To view the drawings of the action/task click the Drawings tab.
• The Time Tracking tab lets you track the time and duration of each Action/Task.
• Click the Resources tab to allocate the resource for the selected Action/Task.

The Finance Management module in Axolt ERP provides a complete solution for handling all financial operations — from accounting and budgeting to reporting and compliance. It centralizes financial data, automates routine accounting tasks, and ensures accurate, real-time visibility into an organization’s fiscal performance. With integrated tools for invoicing, expense tracking, payments, and financial analytics, this module empowers businesses to make data-driven decisions, maintain transparency, and comply with regulatory standards.

Getting Started with Finance Management

To begin using the Finance Management module, follow these steps:

1. Access the Module:
   Go to the Finance tab within the Axolt ERP main dashboard. From here, you can access submodules such as Accounts Payable, Accounts Receivable, General Ledger, and Budgeting.
2. Configure Financial Settings:
   Set up your company’s chart of accounts, fiscal year, tax rules, and currency preferences. Ensure that financial periods are properly defined to maintain consistent reporting.
3. Record Transactions:
   Start by entering your opening balances and linking existing accounts. Then, record transactions such as invoices, payments, receipts, and journal entries directly within the system.
4. Manage Approvals & Workflows:
   Define approval hierarchies for expenses and payments to ensure internal control and accountability.
5. Generate Reports:
   Use the built-in financial reporting tools to create balance sheets, income statements, and cash flow reports. Reports can be exported or shared across departments for collaboration.
6. Integrate with Other Modules:
   Connect Finance with Sales, Inventory, and HR to enable seamless financial tracking across the entire organization.

The Finance Management module helps streamline accounting processes, improve audit readiness, and enhance strategic financial planning through automation and insightful analytics.

Pre-Configuration :

• The Axolt Base Package must be installed before installing the Logistics Package.
• If the system throws an error while installing the packages, raise a case with Salesforce to increase the active filter lookup limit to 10 and the Rollup Summary field limit to 40.

Follow these steps to install the Axolt Base Package. Coming Soon…

Follow the steps below to install the Axolt Logistic Package: 

• Navigate to the AppExchange and search for Results for Axolt Finance on Salesforce: Recivable, Payables, Budgeting, Expenses & OCR.
• When the application appears, click on its Name.

On the application detail page, we have two options:

A. Get It Now – Clicking on Get It Now, you will have two options:
a. Log in with Trailblazer.me
b. Continue as Guest

B. Try It – Clicking on Try It, you will have the below option:
a. Try in your Sandbox

A. Get It Now – Install the package in a Production environment (including Developer Edition orgs).

a. Log in with Trailblazer.me

• On the application detail page, click Get It Now and follow the prompts to begin the installation process.
• After clicking Get It Now, you will be asked to select an option from the pop-up: Log in or Continue as Guest.

• After clicking the Login button, it will navigate to the screen below.

• Select the Salesforce Account in which you want to install the package. (Shows Salesforce Accounts that are linked to a Trailblazer Account and have the Manage Billing permission).
• Once an account is selected, the Install in Production button will be enabled. Click on Install in Production.
• You will then be taken to a confirmation screen. Review the details, select the checkboxes below, and click Confirm and Install.

• After clicking Confirm and Install, you will be redirected to the Login Page.
• Enter your Username and Password, then click Log In to proceed.
• Once logged in, you will be directed to the package installation screen.
• Enter the Installation Key (“Aqxolt55”), select Install for All Users, and click Install.

• Once the package is successfully installed, users will receive a confirmation email.

b. Continue as Guest

• After clicking Continue as Guest, you will be asked to create an account to install the package.
• Click Start Free Trial, and you will be navigated to the sign-up page. Create an account and continue to install. 

B. Try It – Install the package in a Sandbox environment.

• Navigate to the AppExchange and search for Axolt Finance on Salesforce: Recivable, Payables, Budgeting, Expenses & OCR.
• On the application detail page, click Try It and follow the prompts to begin the installation process.
• After clicking Try It, you will be redirected to the screen below.

a. Try in your Sandbox 

• Select Try in your Sandbox and fill in the required details.

• After filling in the required details, select the checkbox below (if required and) click the Continue to Installation button.
• After clicking Continue to Installation, the below screen appears.

• Click on Log In & Install, and you will be taken to the login page.
• Enter your Username and Password, then click Log In to proceed.
• Once logged in, you will be directed to the package installation screen.
• Enter the Installation Key (“Aqxolt55”), select Install for All Users, and click Install.

• Once the package is successfully installed, users will receive a confirmation email.

Accounts Payable (AP) refers to the amount of money a company owes to its suppliers or vendors for goods or services received but not yet paid for. It is recorded as a liability on the company’s balance sheet and represents short-term debt that must be settled within a specific period, usually under agreed payment terms. 
Navigate to the Accounts Payable tab using the App Launcher or find the tab in the App Navigation menu. 

Vendor Tab 

• The Vendor tab displays a list of all vendors. 
• Vendors can be filtered based on selected Companies, and a new vendor can be created by clicking the +New Vendor button.

• Vendors can be searched by vendor Name and Account Number using the Search bar. 
• We can create new Purchase Order, new Bill, new Debit Note by clicking on the drop-down of the particular vendor. 

• Vendor’s Account Statement can be viewed by clicking the drop-down list next to the vendor. 
• Vendors can be sorted using Sort functionality. 
• Selecting a particular vendor, and navigating to the purchase order tab, will only display Purchase Orders related to that vendor. 

Purchase Order Tab  

• Under the Purchase Order tab, users can search for Purchase Orders by purchase order Number or Vendor. 
• Purchase orders can be filtered based on selected Companies.
• Purchase Orders can be sorted using Sorting functionality.
• Purchase orders can be edited by using Edit Purchase Order option from the drop-down menu of the specific purchase order.

• A new Purchase Order can also be created from the Purchase Order section using the + New Purchase Order button.
• A new Bill can also be created from the Purchase Order section, select the particular purchase order and choose the New Bill option from the dropdown. 
• The Purchase Order is auto populated, enter the Vendor Bill Number and upload the Attachment. You can also add more products to the same bill by clicking the Add button or delete them using the Delete button. 
• On the product line item, add Taxes and a Description if required, select the Chart of Account to capture the amount paid. 

• Enter other option details if required and click on Save. 

Note 1: When a bill is created from the PO section, the user is automatically redirected to the Bills section.  

Note 2: A single Bill can be created for multiple Purchase Orders from the PO section, if the vendor is the same, by selecting multiple POs and clicking the + New Bill button; available button at the top right corner of the page.  

Once the PO Bill is created, the Bill details need to be matched with the Received Items.  
The steps for the Match Bill functionality are mentioned below in the Bill section. 

Bills Tab 

• Under the Bills tab, users can Search for bills by Bill Number, Purchase Order or Vendor. 
• Bills can be filtered based on selected Companies. 
• Bills can be sorted using Sort functionality. 
• Bills can also be filtered by Bill Due Date using the Overdue Bills option. 
• A new bill can be created by clicking on + New Bill button at the top right corner of the page. 

There are three types of bills: 

A. PO Bill: A bill is created against a purchase order for goods or services received. 
To create a PO bill from the Bill section, the user needs to select the correct Purchase Order from the Lookup on the Create Bill page. Refer to the steps mentioned above. 
B. Expense Bill: A bill recorded for business expenses. 
C. Advance to Vendor Bill: A bill representing an advance payment made to a vendor before goods or services are delivered. 

Follow the Steps to create an Expense Bill:  

• A pop-up screen will appear, select the Expense Bill option. 
• After selecting the Expense Bill option, you will be directed to the Create Bill page. 
• From the Look up, select Vendor, Vendor Contact, Vendor Address, Vendor Bill Number and other details. 
• Click on the New button to add the expense line items to the bill.
• Select the Expense Account, Quantity, Amount, Discount (if applicable), Tax (if applicable) and other details.

• Click on Save. 

Note 3: Expense Bill cannot be matched.  

Follow the Steps to create an Advance Bill: 

• From Bill section click the + New Bill button from the top-right corner. 
• A pop-up screen will appear, select the Advance to Vendor option. 
• After selecting the Advance to Vendor option, you will be directed to the Create Bill page. 
• Select the Purchase Order from the look-up, and all the other details will be auto-populated along with line items. 
• Enter the Advance Amount to be paid in Amount field. 

• Click the Save button. 

Note 4: From this point, the process to create a Voucher and make the payment remains the same. 

Note 5: The Advance to Vendor bill cannot be Posted. 

Follow the below steps to match the PO bills

• Select the Purchase Order and click on the Bill section. Then select the bill to match and click the Match Bill button at the top right. 

Note 6: It will only allow matching the bill when the items have already been Received in the inventory. 

• On the Match Bill page, select the Bill line items one by one and select its corresponding Stock Inward line items.  

• Click the Save button. 

• Now post the bill by selecting the Post option from the dropdown next to that bill. 

Note 7: Posting a bill creates a Transaction and Ledger Entries against the bill. 

• When the bill is posted, the New Voucher option appears in dropdown.  

• Click New Voucher to create a voucher. 

• Click the Save button to create the voucher. 

Voucher Section 

• Under the Voucher tab, users can search for vouchers by voucher number, Purchase order, or vendor. 

• Vouchers can be filtered based on the selected organization. 
• Voucher can be edited by clicking on Edit Voucher button next to the voucher. 
• If the voucher is created from bill section, we can Approve/Un-Approve the voucher by clicking on the Approve/Un-Approved button from the drop down. 

Note 8: Once the Voucher is created, we cannot make the payment against the voucher until its Approved. 

• Once the Voucher is approved, we can make payment by clicking the drop down button against the voucher. 
• On the payment screen, select the Payment Date, Reference Number, Payment Account, and enter the Amount Paid. 

Screenshot…

• Select a Payment Method, then click Save. Now, your payment is complete. 

Note 9: Debit Notes can also be used/applied to make payment if available.

Payments Tab 

• Under the Payments tab, users can search for payments by Payment Number, Bill Number, Purchase Order, or Vendor. 

• Payments can be filtered based on the selected Companies. 
• Payments can be made from voucher section as mentioned above. 
• Payments can be edited by clicking on Edit Payment button against the payment. 
• We can Post/Un-Post the payment by clicking on the Post/Un-Post button from the drop down. 

Cheque Payment: Coming Soon…

Debit Notes Tab: 

• The Debit Notes tab displays a list of all Debit Notes. 

• Under the Debit Notes tab, users can search for a debit note by its name. 
• Debit Notes can be filtered based on the selected Companies. 
• Debit Notes can be created directly from the Debit Notes tab by clicking the + New Debit Note button, or from the Vendor tab by clicking the drop-down next to the Vendor. 

Follow the steps to create a new Debit Note: 

• Navigate to the debit note section. 
• Click on the + New Debit Note button; it will navigate to debit note creation screen. 
• Select the Bill from the look-up for which you want to create a debit note for, selecting a bill other detail will be populated. 
• Enter the Debit Note Number and upload the Attachment. 

• Click on Save. 

Note 10: A Debit Note can be used to adjust the amount payable to a supplier when making a Payment. 

Note 11: When a debit note is applied, the amount will be reflected in the Debit Note Applied Amount field on the payment record.
Note 12: Additionally, a Debit Applied on Voucher record will be created, containing the Amount along with the Debit Note and Voucher details.

Accounts Receivable refers to the outstanding amount a company is entitled to receive from its customers for products sold or services rendered on credit. It represents a legal obligation for the customer to pay and is recorded as a current asset on the company’s balance sheet.

• Navigate to the Accounts Payable tab using the App Launcher or find the tab in the app navigation menu.

Customer Tab

• The Customer tab displays a list of all Customers.
• Customers can be filtered based on selected Companies, and a new customer can be created by clicking the + New Customer button.
• Customers can be Searched by customer name and account number.
• Customers can be sorted using Sort functionality.
• A new Credit Note and Invoice can be created, and also, the customer’s Account Statement can be viewed by clicking the drop-down list next to the customer.
• Selecting Customer and clicking on Invoice tab, will display list of Invoices related to customer.

Invoices Tab

• Under the Invoices tab, users can Search for Invoices by Invoice Number, Order Number, or Customer.
• Invoices can be filtered based on the selected Companies.
• Invoices can be sorted using Sort functionality.
• Invoice can also be filtered by selecting options such as Overdue Invoice or All Invoice from the Invoice Due drop-down.
• An invoice can also be created directly from the Invoice tab by clicking the + New Invoice button in the top-right corner of the screen. 

Note 1: In Accounts Receivable; invoices can be created from Customer and Invoice section.

    Refer to the link below for information about invoices and their types.

 Invoice Creation Process…

• Select the created invoice. Click the dropdown next to the invoice and select Post/Un-Post.

• Posting the invoice creates the Transaction and Ledger Entries at the record level.
• Un-posting the invoice will delete the related Transactions and Ledger Entries.
• Once the invoice is posted, click the drop-down and click on the Record Payments option.

• The Received From (Customer), Customer Balance along with other details will be auto populated.
• Enter the Payment Amount, select the Payment Account, enter the Reference Number, and Bank Charges (if applicable). (The Bank Fees Account needs to be selected if Bank Charges are added.)

• Select the Payment Mode (Cheque, Cash, Wire Transfer, E-Transfer, Direct Payment, Credit Card, Card(any)), then click Save or Save and Post.
• Clicking Save records the payment, but it will need to be Posted manually. 

Payment Can be done using the Card(Debit, Credit etc..) as well.

Payment Using Cards:

• The Received From (Customer), Customer Balance along with other details will be auto populated after navigating Record Payment screen.
• Enter the Payment Amount, select the Payment Account, enter the Reference Number, and Bank Charges (if applicable). (The Bank Fees Account needs to be selected if Bank Charges are added.)
• Select Card Payment Modes Click on Card Payment button available at the bottom of the page.

• In the Card payment screen, Select the Payment Gateway (Authorize.Net, Stripe). Enter Card Holder Name, select Card Type, Card Number, CVV, Expiry Month, Expiry Year. Billing Address details will be populated.

Authorize.Net

Stripe

• Click on Pay Now, your card payment is complete. Users can find the Transaction ID at the Payment record level.

Payments Tab 

• The Payments tab displays a list of all payments.

• Under the Payments tab, users can search for payments by Payment Number, Invoice Number, Order Number, or Customer.
• Payments can be filtered based on the selected organization.
• Payments can be sorted using Sort functionality.
• Payments can be created directly from the Payments tab by clicking the + New Payment button, or from the Invoices tab by clicking the drop-down next to the invoice, as mentioned above.
• Once the payment is created but not Posted. Click the drop-down next to the payment and click on Post.
• Posting the payment creates the Transaction and Ledger Entries related to the payment.
• Un-posting the payment deletes the associated Transactions and Ledger Entries.

Credit Notes Tab 

• The Credit Notes tab displays a list of all credit notes.

• Under the Credit Notes tab, users can search for a credit note by its name.
• Credit Notes can be filtered based on the selected organization.

Note 1: Credit Notes can be created directly from the Credit Notes tab by clicking the + New Credit Note button, or from the Customer tab by clicking the drop-down next to the Customer, as mentioned above.

Follow the steps to create a new credit note:

• Navigate to the Credit Notes tab and click on + New Credit Note button.

• Select the Invoice from the look-up and other details such as Order, Customer and Order Line Items will be auto populated.
• Enter the Reference Number and upload the attachment.

• Click on Save.

Note 2: A credit note is issued to adjust or refund an Invoice when goods are returned, overcharged, or services are cancelled. It can later be applied toward payments for new invoices.

Invoices

An invoice is a formal document issued by a seller to a buyer, requesting payment for goods or services provided. It typically includes details such as the invoice number, date, item descriptions, prices, taxes, and total amount due. Invoices play a crucial role in tracking sales, managing cash flow, and maintaining accurate financial records. They also serve as legal proof of a transaction between the buyer and seller.

In our Axolt system, there are three different types of invoices:

A. Advance
B. Sales
C. Schedule

A. Advance Invoice

An advance invoice is a bill sent to a customer before goods or services are delivered, requesting payment in advance. It helps secure funds upfront for future work or delivery.

Steps to Create an Advance Invoice

• Navigate to the Accounts Receivable tab using the App Launcher or find the tab in the App Navigation menu.

Note 1: An advance invoice can be created from Accounts Receivable or from the Invoice related list of an order.

• Click on the + New Invoice button and, from the pop-up screen, select the Advance option.

• It will be navigated to the Advance Invoice creation page.
• From the Order lookup, select the Order. Other details like Customer Account, Company, Invoice Date, Invoice Due Date Payment Terms if applicable and Order Line Items will be auto populated.
• Select the line item and enter the Down Payment Percentage or Down Payment Amount.

• Click on Save.

Note 2: Advance invoice cannot be Posted. The Payment record created against the advance invoice can be posted.

Note 3: In order to make the remaining payment, we can either create a Sales invoice or a Schedule Invoice.

Steps to Make Payment for an Advance Invoice 

• From the Invoices tab, click on the drop-down of the advance invoice and select Record Payment.

• Clicking on Record Payment will navigate to the payment creation page.
• Received From, Customer Balance, and Available Credits fields will be auto populated.
• Enter the Payment Amount and Reference Number and select the Payment Account from the lookup.

• Select the line item and click on Save or Save and Post.

Note 3: Clicking on Save will save the Payment, and you have to manually post the payment for ledger entries to be created.
Note 4: Clicking on Save and Post will create the Transaction and its Ledger Entries automatically.

B. Sales Invoice: 

A sales invoice is a formal document issued by a seller to a buyer detailing the goods or services provided, their quantities, prices, and total amount due.

It serves as an official record of the transaction and a request for payment.

Note 5: A Sales Invoice can be created for the full amount, or if an Advance Amount has been Paid, a Sales Invoice can be created for the remaining amount.

Steps to Create a Sales Invoice

• Navigate to the Accounts Receivable tab using the App Launcher or find the tab in the App Navigation menu.

Note 6: A sales invoice can be created from Accounts Receivable tab, from the Invoice related list of an Order, or by checking the Issue Invoice checkbox from the EPOS screen and also from Order record level.

• Click on the New Invoice button and from the pop-up screen, select the Sales option.

• It will be navigated to the Sales Invoice creation page.
• From the Order lookup, select the Order. Other details like Customer Account, Company, Invoice Date, Invoice Due Date Payment Terms if applicable and Order Line Items will be auto populated.

Note 7: If the invoice is created for the remaining amount of the order, the Advance Amount Applied field will be populated.

• Select the Line Item and click on Save.
• Click on the dropdown of the invoice and select the Post button.

Note 8: Posting the invoice will create the transactions and its ledger entries against the invoice.

• Once the invoice is posted, the Record Payment option appears in the dropdown.

• Clicking on the Record Payment option from the dropdown will navigate you to the Payment creation screen.
• Enter the Payment Amount and Reference Number and select the Payment Account from the lookup.

• Select the Payment Mode such as Cash, Cheque, Direct payment, Card etc.
• Click on Save or Save and Post.

Note 9: Clicking on Save will save the Payment, and we have to manually post the payment for Transaction and Its ledger entries.
Note 10: Clicking on Save and Post will create the Transactions and its Ledger Entries automatically.

C. Schedule Invoice 

A schedule invoice is a type of invoice generated for recurring or installment-based payments, allowing the total amount of an order to be billed in multiple scheduled parts over a period of time.

Steps to Create a Schedule Invoice 

• Navigate to the Accounts Receivable tab using the App Launcher or find the tab in the App Navigation menu.

Note 11: A schedule invoice can be created from Accounts Receivable tab or from the Invoice related list of an order.

• Click on the + New Invoice button and from the pop-up screen, select the Schedule option.

• It will be navigated to the Schedule Invoice creation page.
• From the Order lookup, select the Order. Other details like Customer Account, Company, Invoice Date, Invoice Due Date, Payment Terms (if applicable) and Order line items will be auto populated.
• Enter the Invoice Amount Percentage.

Note 12: In a schedule invoice, you can enter the percentage of the total order amount to be invoiced at a stage. For example, if you enter 50%, the invoice will be for half of the total amount. Later, another invoice can be created for the remaining 50%, or the full remaining amount can be paid at once.

• Click on Save.

Note 13: If an advance invoice is created and paid, the amount will be reflected in the Paid Amount Applied field based on the schedule invoice percentage.

• Click on the dropdown of the invoice and select the Post button.

Note 14: Posting the invoice will create the Transaction and its Ledger Entries against the invoice. 

• Once the invoice is posted, the Record Payment option appears in the dropdown.

• Clicking on the Record Payment option from the drop-down will navigate you to the Payment Creation screen.
• Enter the Payment Amount and Reference Number and select the Payment Account from the lookup.
• Select the Payment Mode such as Cash, Cheque, Direct Payment, Card etc.

• Click on Save or Save and Post.

Note 15: Clicking on Save will save the payment, and we have to manually post the payment for ledger entries to be created.
Note 16: Clicking on Save and Post will create the ledger entries automatically.

The profitability of a company for a specified period of time is shown on an Income statement. The business can choose the time period the statement covers. It is an organization’s ability to record net profit or loss over a specific accounting period. The income statement provides an overview of the organization’s sales and net income. Aqxolt ERP covers both the operating and non-operating portions of the income statement. The operating part of the income statement discloses records about expenses and revenue that are directly associated with regular business operations, whereas the non-operating part of the income statement discloses records of expenses and revenue that are not directly associated with regular business operations.

The income statement is important because investors can use it to analyze the profitability of the organization. It plays a significant role in making decisions about whether to invest in the organization.

View/Download an Income Statement

• Navigate to the Finance Management app > Income Statement tab.
• Once in the Income Statement tab, you can track/view the organisation’s revenue and expenses for the current fiscal year.

• The user can use the date filter to view the income statement for a specific period of time to fetch the revenue and expense details for the specific period of time.

• Aqxolt ERP allows users to download the income statement in a PDF/Excel format simply by clicking the “Download Excel/ Download PDF” button.

Aqxolt ERP allows the user to use the income statement for comparison. It is used to compare fiscal year data and fiscal quarter data. It typically allows users to compare the present year with two years of historical data.

• On the Income Statement tab, click the “Compare Income Statement” sub tab.

• To compare the data, from the filter select the fiscal year or fiscal quarter options and the date.
• The system will display the tabular data for the selected filter criteria.
• To download the tabular comparison data, click the “Download PDF” button.

Aqxolt ERP provides the user with accurate chart data based on the selected filter criteria. Click on the links on the right-hand side next to the chart to view the chart data Annually, Quarterly and Monthly.

The trial balance helps ensure that the total amount of debits is equal to the total amount of credits. The trial balance shows, for the given organization and general ledger, the account balance as of a selected date, the total sum of debits, and the total sum of credits as of the selected date. At the end of the trial balance report, the total sum of debits must equal the total sum of credits.

Use the Filters section to view the trial balance for the selected organization and the selected dated specification. Select the organization for which the trial balance is required; the trial balance post transactions of the finance general ledgers inherited by the selected organization. Select the “From” date when the total balance will be considered. Select the “To” date when the total balance will be calculated. The system offers an option to download the trial balance for the selected criteria in PDF/Excel format on your local system; click the “Download Excel/ Download PDF” button.

A Budget Planner is a tool that helps users or businesses organize and manage their financial resources efficiently. It allows the creation and management of different types of budget plans based on specific projects or goals.

Key Features of Budget Planner:

• Centralized Management: All financial planning happens within Salesforce, allowing budgets to be linked directly to projects, departments, or customers.
• Flexibility: The planner supports three different types of budget plans, allowing diverse project management needs.
• Tracking & Forecasting: Users can track expenses and adjust budgets accordingly as projects progress.
• Real-Time Visibility: Since it’s integrated with Salesforce, users receive up-to-date insights into financial health and project status.

Types of Budget Plans:

A. Cost Budget:

• A Cost Budget allows you to create budget plans with an initial budget for projects. This type of budget can be adjusted later as needed. 
• Ideal for projects where the primary concern is controlling costs.
• You define an overall cost limit, and the planner tracks expenses against this. It helps ensure that spending does not exceed a set limit.
• Useful for internal projects or when managing fixed costs like overhead, salaries, and fixed resources.

B. Time and Material Budget:

• Like the cost budget, but here the budget is allocated for both materials and time-based work, allowing for flexible tracking of resources and labour. 
• Suitable for projects where costs are directly tied to hours worked and materials used.
• The budget is calculated based on time (labour hours) and materials consumed during the project. It allows for flexibility, adjusting based on work done.
• Ideal for service projects, consulting work, or construction, where time and resources fluctuate.

C. Fixed Budget:

• It is like the cost budget plan, but once the budget is set, it cannot be changed. 
• Best for projects with a set budget and deliverables.
• The budget is fixed, and the project must be completed within this financial limit. Any adjustments to the scope may require re-negotiation.
• Often used for client projects with a clear start and end, like software development or a marketing campaign.

Note 1: The budget is allocated for the projects from the Project workbench.  

Steps to Create a new Project from Project Workbench: 

• Navigate to the Project Workbench tab using the App Launcher or find the tab in the App Navigation menu.
• Click on the + Project button. This will navigate you to a project creation page.
• Enter the required details, such as the project Name, Manager, Start Date, End Date, Company, Status, Account, Contact, Team and Description.
• Click on the Save button will be renavigated to project workbench.

Note 2: budget can be allocated for the created project from the Project Workbench by using the Allocate Budget button. 

Budget Plan Creation Process:

A. Cost Budget Plan: 

• Navigate to the Budget tab using the App Launcher or find the tab in the app navigation menu.
• To create a New Budget Plan, click + Budget Plan, select the Budget Type (Cost Budget), and you’ll be navigated to the Budget Allocation page. Select Year and Company.
• In the budget configuration, you can set a Threshold Limit. By default, this is set to 90%, meaning you will be notified when 90% of your budget is consumed.
• Select the Periodicity of the budget (Monthly, Quarterly, or Yearly). By default, it is set to Monthly, meaning the budget applies to the current Month.
• If quarterly is selected, you will be asked to enter the Budget Amount for 4 quarters.
• If yearly is selected, you will need to enter the Budget Amount for all 12 months.
• Choose between Posted Actual Expenditure or No Posted Actual Expenditure. If you select Posted Actual Expenditure, expenses will be reflected in the journal during billing.
• In the project look-up, choose the Project for which the Budget is being set.
• Select the budget Sub-Category, which will auto-populate related Account details.

Note 3: Budget Sub-Categories come from the Chart of Accounts tab. You can either select an existing sub-category or navigate there to create a new one if necessary.

Note 4: To make the chart of account available in budget category then, In the chart of account Available for budgeting Process checkbox should be checked.

• Enter the Budget Amount for the selected sub-category. 
• If needed, click the New button to allocate the budget for additional Sub-Categories. 

• Click Save to save the cost Budget Plan. 
• The budget plan will be saved for the selected company. You can find it using the search bar or by filtering by Company. Click on the name of the budget plan to edit or modify it.
• The newly created budget plan will be saved as Draft. You can Edit or Delete it at this stage. 
• To approve the budget plan, click the drop-down and then select Submit for Approval option, then status will be changed to Submit for Approval.

Note 5: When a budget plan is in Submitted for Approval status, it cannot be edited or deleted.. 

• An email will be sent to the assigned user for approval. Once approved, the status will change to Approved. Alternatively, you can go to the Budget Plan tab, select the budget plan to approve, and approve it on the related page. 

B. Time and Material Budget Plan: 

• Navigate to the Budget tab using the App Launcher or find the tab in the App Navigation menu.
• To Create a new Budget Plan, click + Budget Plan, select the Budget Type (Time and Material Budget), and you’ll navigated to the Budget Allocation page. Select choose the Year and the Company for which the budget plan is being created.
• In the budget configuration, you can set a Threshold Limit. By default, this is set to 90%, meaning you will be notified when 90% of your budget is consumed.
• Select the Periodicity of the budget (Monthly, Quarterly, or Yearly). By default, it is set to Monthly, meaning the budget applies to the current Month.
• If quarterly is selected, you will be asked to enter the Budget Amount for 4 quarters.
• If yearly is selected, you will need to enter the Budget Amount for all 12 months.
• Choose between Posted Actual Expenditure or No Posted Actual Expenditure. If you select Posted Actual Expenditure, expenses will be reflected in the journal during billing.
• In the Project look-up, choose the Project for which the budget is being set.
• In the Material section, select the budget Sub-Category, which will auto-populate related account details and enter the Budget Amount.
• In the Time section, select the Activity Type, enter Charge Per Hour and Allocated Hours, then Budget Amount will be calculated automatically.

Note 6: To add more Material and Time budget click on the + Material and + Time icon. 

Note 7: Follow the same process of Submit for Approval for Time and Material Budget, as mentioned above in Cost budget. 

C. Fixed Budget Plan: 

The process for creating a fixed budget plan is like that of a cost budget plan. Once the budget plan is created, you will not be able to modify it.  

Since it’s a fixed budget, the only actions you can perform are:

• Forecasting the budget.
• Deleting the budget plan if necessary.

Manage forecasting

• Click on the Forecasting icon to be directed to the Forecasting page. 

• Total Budget Amount: Displays the total budget amount allocated.
• Total Committed: Shows the total amount committed to costs. For time and material budgets, this is displayed directly as Total Consumed.
• Total Consumed: The total amount utilized from the allocated budget.
• Total Balance: The remaining balance, calculated by subtracting the Total Committed amount from the Total Budget Amount.
• Amount Utilized (%): Shows the percentage of the total budget that has been utilized.

Create a Purchase Order to See Budget Plan Changes 

Steps to Create a Purchase Order

• Add the project you previously created from the Project Workbench in the project field. 
• In the Chart of Accounts, select the chart of accounts corresponding to the budget plan, which aligns with the project sub-category. 

• When you create the purchase order, the amount will appear in the Committed section of the budget plan. 

• To fully consume the purchase order, a bill needs to be created. 

Steps to Create a Bill for the Purchase Order: 

• Navigate to the Accounts Payable tab using the App Launcher or find the tab in the App Navigation menu. 
• In the Accounts Payable, click on the Purchase Order tab. 
• Select the purchase order you created to create the bill for it. 
• Click on the drop-down icon in the right corner of the purchase order and select + New Bill. 

• Enter Vendor Bill Number and attach any necessary supporting attachments. 

• After entering all the Bill details click on Save, once saved, the amount will move from the Committed section to the Consumed section of the budget plan. 

 Observing Changes in a Time and Material Budget Plan: 

Material Budget: The process for allocating material is same as described for the Cost Budget Plan for its Sub-Categories. 

Time Allocation: 

• Navigate to the My Timesheets tab. 
• Select the Employee, the Project they worked on, the Activity Performed, and the Hours Worked. 

Note: Projects listed are based on the current user’s resource team. Ensure that the resource team for the project includes active users and they are of available dates. 

• Save the timesheet entry. The time allocated by the employee will be recorded. 

 Budget Changes:

• Unlike the cost Budget Plan, there will be no Committed Amount. The allocated time will directly reflect in the Consumed section of the Budget Plan. 

A. Custom Settings

• Navigate to Setup and find Custom Settings in the Quick Find box.
• Find the Module custom setting and click the Manage button.
• Click the New button and create a record named Finance. Make sure the Run checkbox is selected; this controls the activation/deactivation of the Finance module.

B. Fiscal Year Setup

• Navigate to Setup and find Fiscal Year in the Quick Find box.
• Select Standard Fiscal Year.
• Select the fiscal year Start Month and choose whether the fiscal year is based on the starting month or the ending month.
• Click the Save button to confirm the changes.

C. Finance General Ledger

The Finance General Ledger is used to track all financial transactions and serves as the primary accounting record for a business. It holds the accounting information needed to prepare the company’s financial statements, including the Balance Sheet and Income Statement, and includes accounts for assets, liabilities, owner’s equity, expenses, and revenue.

• Navigate to the Finance General Ledger tab using the App Launcher or find the tab in the App Navigation.
• Enter the Name of the general ledger, Start Date, End Date and description if required.
• Select the Company and click the Save button to create a general ledger record. 

D. Chart of Accounts

The Chart of Accounts (COA) is a unique record of each type of asset, liability, equity, income/revenue, and expense. An important reason for having a COA in the system is to allow users to quickly assess a company’s financial health and clearly segregate assets, revenue, liabilities, and expenses. It provides a complete listing of each account in the accounting system, and our system offers the flexibility to tailor the company’s COA to best suit its business processes. It is available for recording transactions in the Finance General Ledgers.

• Navigate to the Chart of Account tab using the App Launcher or find the tab in the App Navigation.
• Click New and select the Record Type for the Chart of Accounts, then click the Next button.

• Enter the Name of the Chart of Accounts and select the Active checkbox.
• Enter the Accounting Period Start Date and End Date
• Select the General Ledger you created and Company from the lookup.
• Click the Save button to create the Chart of Accounts record.

Sample Inventory COA.

The following basic chart of accounts should be created in the system.

To start a new business process, create a Stockholders’ Equity or Owner’s Equity COA with an Opening Balance as per the requirement.

Note 1: When creating a new Account (Company) or an existing Account (Company), make sure the field Account Type is set to Company. If the field is not available on the page, add it to the layout. Additionally, on the Account (Company) detail page, the Default checkbox should be checked.

E. Chart of Accounts Mapping

Chart of Accounts mapping allows the processing of balances and supports the ability to correlate a source chart of accounts to a target chart of accounts. The posting functionality in our system enables the Finance General Ledgers to create the relevant finance general ledger entry with the corresponding chart of account information and transactions. 

To create the Chart of Accounts mapping, follow these steps:

• Navigate to the COA Mappings tab using the App Launcher or find the tab in the App Navigation.
• Click New and enter the name of the COA Mapping.
• Select the related Chart of Accounts from the lookup.
• Select the Tax or Discount checkboxes if the COA Mapping created is for Tax or Discount purposes.
• Click the Save button to create the COA Mapping record.

Sample COA Mapping for Finished Food Inventory

F. Accounting Period

Create the accounting period for the fiscal year, i.e., create the accounting period for all the months of the fiscal period for which the financial statements are prepared. It essentially mirrors the basic twelve-month calendar.

• Navigate to the Accounting Period tab using the App Launcher or find the tab in the App Navigation.
• Select the Company for which the Accounting Period records are created.
•  Enter the Start Date and End Date of the fiscal period.

• Click the Create button to create the accounting period records.

Posting invoices ensures that the transaction is recorded in the company’s Finance General Ledger. Whether the organization operates on a cash basis or an accrual basis, invoices and payments can be posted at any time.
Whenever invoices are posted, accounts receivable and sales-related ledger entries are automatically created in the system. Similarly, when payments are posted, corresponding debit and credit ledger entries are generated. It is important to ensure that all invoices are posted with a date within the current year to accurately reflect accounts receivable for the correct accounting period.

A. Invoices can be posted using two methods:

1. From Record Level

• Navigate to the Sales Order tab using the App Launcher or find the tab in the App Navigation menu.
• Select the Sales Order for which the Invoice needs to be Posted.
• On the related tab, click the invoice number to open the Invoice record.
• Click the Edit button and select the Posted checkbox.
• Click the Save button to apply the changes. Upon Saving the record, a Transaction and the Ledger Entries will be created

2. From Accounts Receivable

• Navigate to the Accounts Receivable tab using the App Launcher or find the tab in the app navigation menu.
• Go to the Invoices tab and find the invoice that must be posted.
• Click on the drop-down button to Post the invoice. Upon Posting the Transaction and the Ledger Entries will be created.

B. Payments can be posted using two methods: 

1. Record Level

• Navigate to the Sales Order tab using the App Launcher or find the tab in the app navigation menu.
• Select the sales order for which payments must be posted.
• In the related tab, click on the payment number to open the payment record.
• Click the Save button to apply the changes. Upon saving the record, Transaction and its credit and debit Ledger Entries are automatically created in the system for the posted payment.

Note 1: While making a payment, clicking Save will only save the Payment, and it must be posted manually. However, if you click Save and Post, the payment will be posted automatically.

2. From Accounts Receivable

• Navigate to the Accounts Receivable tab using the App Launcher or find the tab in the App Navigation menu.
• Go to the payments tab and select the payment that must be posted.
• Once the payment is selected, click on the drop-down button to Post the payment.

• Upon Posting the Payment, Transaction and its credit and debit Ledger Entries are automatically created in the system.

C. Bill and Payment Posting 

Posting bills ensures that the transaction is recorded in the company’s Finance General Ledger. Whether the organization operates on a cash basis or an accrual basis, bills and payments can be posted at any time. 

Whenever bills are posted, accounts payable and related ledger entries are automatically created in the system. Similarly, when payments are posted, corresponding debit and credit ledger entries are generated. It is important to ensure that all bills are posted with a date within the current year to accurately reflect accounts payable for the correct accounting period. 

Bills can be posted using two methods: 

1. From the Record Level

• Navigate to the Purchase Order tab using the App Launcher or find the tab in the App Navigation menu.
• Select the Purchase Order for which the bill needs to be posted.
• On the related tab, click the Bill Number to open the bill record.
• Click the Edit button and select the Posted checkbox.
• Click the Save button to apply the changes. Upon saving the record, the Transaction and the Finance General Ledger Entry records will be created for accounts receivable and sales accounts.

From Accounts Payable

• Navigate to the Accounts Payable tab using the App Launcher or find the tab in the app Navigation Menu.
• Go to the Bills tab and find the Bill that must be Posted.
• Choose the Bill record and click on the drop-down button to Post the bill.

Bill Payments can be posted using two methods: 

From the Record Level

• Navigate to the Purchase Order tab using the App Launcher or find the tab in the App Navigation menu.
• Select the Purchase Order for which Payments must be Posted.
• In the related tab, click on the Payment Number to open the Payment record.
• Click the Save button to apply the changes. Upon saving the record, Transaction and its Credit and Debit Entries are automatically created in the system for the posted payment.

Note 2: While making a payment, clicking Save will only save the payment, and it must be posted manually. However, if you click Save and Post, the payment will be posted automatically.

From Accounts Payable

• Navigate to the Accounts Payable tab using the App Launcher or find the tab in the App Navigation menu.
• Go to the Payments tab and find the Payment that must be Posted.
• Choose the Payment record and click on the drop-down button to Post the payment.

A tax is a mandatory financial charge or levy imposed by a government on individuals, businesses, or entities to fund public services, infrastructure, and government operations. It is typically collected based on income, sales, property, or other economic activities, and failure to pay can result in penalties.

Simple Example:

You’re selling a Monocrystalline Solar Cells for $120 (before tax) to a customer in a region with a 20% sales tax rate. The customer pays:
Subtotal: $120
Sales Tax: $24 (20% of $120)
Total Amount: $144

Axolt ERP enables tax calculation and eliminates manual processes that are subject to human error.

Taxes in Axolt ERP can be applied in the following ways:

• Assign taxes on Sales Orders
• Assign taxes on Products
• Assign taxes on Shipments

Create a Tax Record

• Navigate to the Profiling tab using the App Launcher or find the tab in the App Navigation menu.
• Select the Profile you want to associate the tax with. From the selected profile, go to the Related List and choose Tax.
• In the Tax related list, click New to create a new tax record.

• Enter the Tax Name and select the Effective Date and Expiry Date.
• Select the Type of the Tax, whether it is a Sales, Service, or Shipping tax.
• Select the Country and Province; if both Country and Province are selected, then the tax will be applied for that province only.
• If Province is not selected, then the tax is applied for the Country.
• If Province and Country both are not selected, then the tax will be considered general and will be applicable to all orders.
• Enter the Tax Rate in percentage.
• Select the Account Profile to which the taxes are applied.
• Apply Tax On field lets you apply taxes on the selling price of the product or the cost price.
• Check the Active checkbox to make the record active.
• To apply the tax on a specific product, select the Product from the lookup; if not, keep it blank. This tax record will be considered to apply taxes on Sales Order.
• Click the Save button to create the tax record.

• When a Sales Order is created for a customer with tax in their Order Profile, the system auto-applies the Tax if the Address matches.

Assign the Taxes on the Sales Order

• Every Sales Order is generated for a customer, and the customer is associated with an Order Profile. 
• In the related list of the Order Profile, the tax record will be available if created as mentioned in the above steps. 

Assign the Taxes on Products

When a tax record of type Sales or Service Tax is created with the product in it, the system applies the tax to the Order Product that contains the same product. 

Assign the Taxes on Shipment

• When a tax record of type Shipping is created, the system applies the tax to the Sales Order Shipping Amount field.
• The Shipping Tax will be calculated based on the Tax Sourcing Rule on the Customer Profile, which can be Origin or Destination.

Fields to Note:

Create prepayments

• Navigate to the app menu and click the Accounts tab.
• On the tab related to the customer account record, find the related Prepayments list.
• Once in the Prepayments section, you can track the prepayments already filled in and create a new prepayment.
• Click the “New” button to create a prepayment record. Select the “Credit” record type and click the “Next” button.
• Enter the Prepayment Name, Applied Date and Credit Amount.
• Click on the “Save” button to create a credit prepayment record.

Create payments

• On the tab related to the Prepayment record, find the list related to Payments.

• Once in the Payments section, you can track the payments already filled in and create a new payment.
• Click the “New” button to create a payment record. Select the Prepayment record type and click on the “Next” button.
• Enter the Payment Name and Amount, as well as other payment details for the prepayment.
• Select the Payment Gateway, the Status and the Type of prepayment.
• Click the “Save” button to create the payment record.

Payment using prepayment credit

Using Aqxolt ERP, you can make prepayments in the following ways:

• From the ePoS page
• From the Invoice detail page

Prepayment credit payments from the ePoS page

• Create the sales order as described in Creating a sales order through the Sales Orders tab.
• Navigate to the “Payments tab” in ePoS and click on the “Apply Credits” button.

• The system will automatically fetch the Invoice Amount, Total Due and Available Credit. Enter the “Redeem Credit” and click the “Pay Now” button
• You will see that a Credit type payment record has been created.

Prepayments from the Invoice detail page

• Navigate to the app menu and click on the Invoices tab.
• Once in the Invoice section, you can track the invoices already filled in and create a new invoice.
• Select the invoice for payments. On the detail page, navigate to the “Redemptions” button.

• Click the “Apply Credits” section on the left-hand side.
• The Apply Credits redemption page shows the invoice and the total due amount details along with the available credit amount, as shown below.
• Enter the Redeem Credit and click the “Pay Now” button.

Display documentation page layout variations.

Pre-Configuration :

• The Axolt Base Package must be installed before installing the Logistics Package.
• If the system throws an error while installing the packages, raise a case with Salesforce to increase the active filter lookup limit to 10 and the Rollup Summary field limit to 40.

Follow these steps to install the Axolt Base Package. Coming Soon…

Follow the steps below to install the Axolt Logistic Package: 

• Navigate to the AppExchange and search for Results for Axolt HR & Scheduling: Salesforce Workforce, Onboarding & Shift Management .
• When the application appears, click on its Name.

On the application detail page, we have two options:

A. Get It Now – Clicking on Get It Now, you will have two options:
a. Log in with Trailblazer.me
b. Continue as Guest

B. Try It – Clicking on Try It, you will have the below option:
a. Try in your Sandbox

A. Get It Now – Install the package in a Production environment (including Developer Edition orgs).

a. Log in with Trailblazer.me

• On the application detail page, click Get It Now and follow the prompts to begin the installation process.
• After clicking Get It Now, you will be asked to select an option from the pop-up: Log In or Continue as Guest.

• After clicking the Login button, it will navigate to the screen below.

• Select the Salesforce account in which you want to install the package.
• Once an account is selected, the Install in Production button will be enabled. Click on Install in Production.
• You will then be taken to a confirmation screen. Review the details, select the checkboxes below, and click Confirm and Install.

• After clicking Confirm and Install, you will be redirected to the login page.
• Enter your Username and Password, then click Log In to proceed.
• Once logged in, you will be directed to the package installation screen.
• Enter the Installation Key (“Aqxolt55”), select Install for All Users, and click Install.

• Once the package is successfully installed, users will receive a confirmation email.

b. Continue as Guest

• After clicking Continue as Guest, you will be asked to create an account to install the package.
• Click Start Free Trial, and you will be navigated to the sign-up page. Create an account and continue to install. 

B. Try It – Install the package in a Sandbox environment.

• Navigate to the AppExchange and search for Axolt HR & Scheduling: Salesforce Workforce, Onboarding & Shift Management.
• On the application detail page, click Try It and follow the prompts to begin the installation process.
• After clicking Try It, you will be redirected to the screen below.

a. Try in your Sandbox 

• Select Try in your sandbox option, you will be asked to fill in the required details about the user.

• After filling in the required details, select the checkbox below (if required and) click the Continue to Installation button.
• After clicking Continue to Installation, the below screen appears.

• Click on Log In & Install, and you will be taken to the login page.
• Enter your Username and Password, then click Log In to proceed.
• Once logged in, you will be directed to the package installation screen.
• Enter the Installation Key (“Aqxolt55”), select Install for All Users, and click Install.

• Once the package is successfully installed, users will receive a confirmation email.

One of the most important assets a company has is its human capital. A properly managed company will always have a high-quality Human Resources department. Properly managing employees and their various needs and keeping track of their work patterns can lead to better and more productive employees. The HR module in Aqxolt ERP allows you to maintain a complete employee database that includes employees’ contact information, pay details, performance evaluation details, and attendance details.

Create Employee:

1. Navigate to the HR Management app > Employees tab.
2. Once in the Employees tab, you can track/view the employee information already filled in and create a new employee record.
3. To create a new employee, click the “New” button.
4. Select the organisation and business unit where the employee belongs
5. Enter the employment details in the Employment Information section.
6. Enter other information about the employee, such as contact details, nationality, date of birth, passport details, and social security number.
7. Click the “Save” button to create an employee record in the organisation.

With the Aqxolt ERP, the enterprise can effortlessly manage the following key elements of employee management:

• Payroll
• Qualifications
• Taxes
• Expenses
• Timesheets
• Performance reviews
• Approval processes
• Profiling
• Leave entitlements
• Earnings
• Costs
• Commissions/Bonuses

Aqxolt ERP prides itself on setting a benchmark in the complete automation of employee management. As soon as a new employee joins the enterprise, the system calculates and manages wages from the date of his or her joining. This, and a host of other features makes the HR module as accurate and autonomous as possible.

Fields to note:

One of the most important assets a company has is its human capital. The role of human resources is vital in establishing an efficient and effective workforce. By tracking and analyzing timekeeping and work patterns, among other things, the HR department provides management with valuable information which they can use to plan and enhance working practices.

With the ERP Mark 7 Timesheet feature, a business can track and monitor the activities of employees on an hourly basis for a range of projects. It provides an instant status report on the activity of any individual and allows employers to plan projects efficiently, optimizing the working hours of every employee.

The timesheet is specific to each employee and can be submitted for approval to higher authorities. This helps you track the activity status of the specified task.

Timesheets can be created using one of two methods –

• From the record level
• From the Timesheets tab

From the Record Level

The steps below explain how to create a timesheet and move it from Draft status to Submitted status.

• Create a timesheet by navigating to the Employee management app > Employee tab.

• From the list of employees, select the employee for whom a timesheet must be created.
• On the related tab scroll down and select timesheets related list and click ‘New’ button
• Enter the organisation details, approver details and timesheet status details. Administrators and other employees who act as approvers can see all the time cards for the week. Time cards can have any of the following statuses.
  • Draft
  • Approved
  • Submitted
  • Rejected

• In the timesheet, enter the start and end dates of the week.
• Click “Save” to create the time sheet record.

A timesheet can be in different stages, which can be easily understood by the following statuses.

Creating Time Card Entries

Timecard entries specify the exact time spent to complete each activity of the project throughout the week. A timesheet may contain one or more time card entries. Each time card entry can be tracked by its activity status. The steps below explain how to create a timecard entry.

• Every time sheet should be associated with one or more time card entries, which indicates the amount of time an employee spends on each project. In the related list of timesheet records, click the “New” button under “Time Card Entries”. Upon the creation of time card entries, the time sheet is in the Draft stage.

• Fill in the project name, which describes the name of the project for which the time card entry is being created.
• Fill in the weekday dates and hours. Every hour mentioned can be supported by a comment to explain the outcome of the task.
• Select the “Active” checkbox and select the activity status.
• Click the “Save” button to create the time card entry.

Creating Time Sheets Through the Timesheets Tab:

• Navigate to the Employee Management app > Timesheets tab.

• Click on the “Add New Timesheet” button to create a new time sheet for the logged-in user.
• Every time sheet will be in “Draft” status until it is ready to be submitted to the approver. Select the approver who is authorised to review the time card entries and to decision whether to approve or reject the timesheet.
• Enter the time card entry details; select the project for which the time card entries are created.

• Enter the activity notes, if any, and the activity status to monitor the completion of the task.
• Enter the number of hours spent on each day of the week for the selected project and activity.
• To create a new time card entry in the same time sheet, click the “Add New +” button.
• Click “Save” to create the time sheet under “Draft” status.

Viewing, Editing, and Submitting the Time Sheet:

• Navigate to the Employee Management app > Timesheets tab.
• The system shows the total approved hours, submitted hours and rejected hours. The system shows all the time sheets that have been submitted, that are drafts and that have been rejected.

• Under the Approved Time Sheets section, an employee can view all his approved time sheets along with the date of approval and the name of the approver.
• To delete the time sheet, click the dustbin icon under the Action section.
• To edit the timesheet, click on the pencil icon under the Action section.

• To submit the time sheet to an approver, change the status from “Draft” to “Submitted” and click the “Save” button.
• An employee is an approver; he can also approve other employees’ records from the Manager’s Approval section.