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.

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) 

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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.

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 that some items have low inventory levels and need reordering from the vendor. He then requests the purchasing team to create purchase orders for these items by generating a Purchase Requisition to replenish the inventory.

How to Create a Purchase Requisition:

From the App launcher go to ‘Create Purchase Requisition’ Tab.

The Purchase Requisition page opens. Enter all the details on the page, such as the purchasing organization, expected date, delivery details, status, channel, and distribution channel.

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.

• From the App launcher go to ‘Create Purchase Requisition’ Tab

• Click ‘Save’ to create the Purchase requisition.

How to Create a Purchase order for purchase requisitions:

• Search for the ‘Requisition to Purchase order’ Tab from the ‘App launcher’.
• Select the items that need to be added to the purchase order and click the ‘Purchase order’ Button.

The next screen shows Products selected, Quantities and prices. Enter the vendor details and purchasing details and click ‘save’. The purchase order will be created.

Now, follow the same procedure to inbound the logistics as mentioned for creating a purchase order.

How to Inbound Purchase Order Logistic:

• From the App launcher, go to the ‘Inbound Logistics’ tab.
• Select the purchase order logistic and click on the ‘Receive’ tab

• You can see the product and name quantity that has to be received.
• Under the ‘Receive’ Box enter the quantity that needs to be received from the vendor.

Click the ‘save’ button.

Accounts Payable:

• Go to the ‘Accounts Payable’ tab.
• Under the ‘Vendors’ section, you will see a list of all vendors. Select the vendor and then choose the corresponding purchase order related to that vendor to create a bill.

• You can also directly select the purchase order from the Purchase Order tab to create a bill against it.
• Select the purchase order, then choose the ‘New Bill’ option from the dropdown to create bill against it.

• The ‘Create Bill’ page will appear. Enter the vendor bill date and bill number. You can also add more products to the same bill by clicking the ‘Add’ button.
• For each product line item, add taxes and a description if required, and select the account to capture the amount paid. Finally, click the ‘Save’ button.

• When the bill is created, it will appear in the Bill tab. To match the bill, select it and click the ‘Match Bill’ button at the top right.
• On the ‘Match Bill’ page, select the line item to match and click the ‘Save’ button.
• To post the bill, select the ‘Post’ option from the dropdown list next to the bill.

• Once it is posted, the ‘New Voucher’ option will appear. Click ‘New Voucher’ to create a voucher.

• Click the ‘Save’ button to save the voucher.
• Now, approve the voucher by selecting ‘Approve’ from the dropdown menu.
• Click on the ‘Make Payment’ option from the dropdown to make the payment for that voucher.

In the ‘Pay Voucher’ pop-up, select the payment account, date, reference number, and payment method, then click ‘Save.’ Your payment is now complete.

How to create Advanced Bill to Vendor:

An advance Bill to a vendor can be created if you need to make an advance payment to the vendor.

• Go to the Accounts Payable tab.
• Click on the Bills section.
• In the top-right corner, click the Create Bill button.
• A pop-up window will appear. In this pop-up, select the Advance to Vendor option.

• After selecting the ‘Advance to Vendor’ option, you will get the Create Bill page.
• Enter all the details mentioned on the page and click on the ‘Add’ button to add products to your bill.

• Select the Product, Quantity, Amount, and choose the ‘Inventory’ account. Add any necessary Description.
• You can add more products by clicking the ‘Add’ button again.
• Click the ‘Save’ button.
• A bill will be created, and you can view it in the Bills tab.
• From the drop-down menu of that bill, select ‘New Voucher’.

To create a voucher against that bill, click the ‘New Voucher’ button.

• Click the ‘Save’ button. A voucher will be created.
• Now, from the Voucher tab, select the ‘Approve’ button to approve the bill. It will change from red to green when approved.

• Now, from the dropdown, select the ‘Make Payment’ button to pay the voucher created.
• Enter the details like the payment account, method, and reference number (if required), then click the ‘Save’ button.

• A payment for that voucher will be processed.

How to create Advance to Vendor Bill:

• An advance Bill to a vendor bill can be created if you need to make an advance payment to the vendor.
• Go to the ‘Accounts payable’ tab
• Then click on ‘bills’ Section
• On the top right corner, you will see a button called ‘Create Bill’
• When clicking Create Bill. A pop-up comes up. Select the Advance to Vendor option from the pop-up.

• After selecting the ‘Advance to Vendor option’. You will get a create Bill page.
• Enter All the details mentioned on the page and click on the ‘Add’ Button to add products to your bill.

• Select Product, Quantity, Amount and Select ‘Inventory’ Account and Add any Description required.
• You can add more products by clicking on the ‘Add’ button again.
• Click the ‘Save’ Button.
• A Bill will be created and you can view it on the bills tab.
• From the drop-down of that bill select ‘New voucher’

• To Create a voucher against that bill click on the ‘New voucher’ Button

• Click the ‘Save’ button. A voucher will be created.
• Now from the voucher tab select the ‘Approve’ button to Approve the Bill. It will change from Red to green when approved.

• Now from the dropdown select the ‘Make a payment’ Button to pay the voucher created.
• Enter the details like payment account, method, and Reference number if required and click the ‘Save’ Button
• A payment to that voucher will be done.

• Navigate to the App Launcher >Stock Transfer Tab.
• Once in the Stock Transfer section, select the Source Site and the Cart associated to the source site.
• Click the “New” button item to pick the items and transfer.

• Select the Location from where the item is picked.
• Select the Serial No/ Batch Code of the product and the product will appear automatically.

• Enter the Quantity to be picked.
• Click the Putaway tab and select the Destination Site.

• Select the Location of the site to putaway the items.
• Select the items in the action section and click the “Putaway” button to complete the stock transfer process.

The transfer order contains all the information required to execute the physical transfer of materials into the warehouse and out of the warehouse.

• To create a new transfer order, click on the “New” button and choose the transfer order record type
  • Inventory
• Enter the From Channel, Site, Distribution Channel and Address. “From” fields are considered from where the Inventory is requested.
• Enter the To Channel, Site, Distribution Channel and Address.

“To” fields are considered to where the Inventory is sent.

• Select the Active checkbox to make the record active.
• Enter the Requested and Expected Date.
• Save the record.

This scenario describes the Pick Pack Ship process by which transfer orders can be managed. The transfer order Items can be shipped/dispatched using the Pick Pack Ship process.

To make Transfer Order logistics available in Outbound Logistics tab the Transfer Order should be marked as Ready To Pick Pack.

• Click on the Outbound Logistics tab and find the Logistic Orders that are ready to be Picked, Packed and Shipped as shown below.

• From the list of available logistic orders, select the transfer order of interest. Click on “Pick” at the top of the page or below the Action button.
• Select the logistic line items and click the “Pick” button.

• Click the “Pack” tab and enter the package details, select the package list items and click the “Save” button.

• Follow the Pick Pack and Ship process to transfer the stocks from one site to another.

Transfer Orders Through an Inbound Logistics Tab

This scenario describes the putaway process by which transfer orders can be managed. The transfer order logistics can be assigned to particular sites using the putaway option.

Transfer Orders logistics are available in Inbound Logistics when the Transfer Order is marked as Ready To Receive.

• Click on the Inbound Logistics tab and find the Logistic Orders that are ready to be received as shown below.

• From the list of available transfer orders, select the transfer orders of interest and click on “Receive” at the top of the page or the button that is next to the logistic order. Click the “Save” button to complete the receiving process.

• Select the received transfer order line items and click the “Putaway” button, enter the location and storage bin to be assigned to the inventory product and click the “Save” button.

• Following the putaway process, creating stock inward line items and filling in the other details, such as name, quantity and warehouse, as well as saving the record, will transfer the stocks to the assigned warehouse.

Stock Run Rate gives an overview of the inventory, it shows how much stock you have at any given time. The stock run rate tracks the finished goods as well as the raw materials. It tracks stocks at all levels of the production process, from net inventory before the supply/produces, to supply/ produce and projected inventory to demand forecast/ actual demand. The complete insight of stock run rate is generated with the help of a master production schedule created for every finished and raw material product. The MPS essentially provides the planning function, extracting actual supply and demand data, and forecasts to deliver timely and accurate production plans. The forecast gives manufacturers the ability to anticipate product demand. The MPS also includes quantities or lot size of the items to be produced, production duration, and quantities available to promise. You can create the master production schedule by following the steps below.

• On the Product record, navigate to the related list and find Master Production Schedule.
• Once in the Master Production Schedule related list, you can track the master production schedules already filled in.
• To create a new Master Production Schedule, click the “New” button. You will be presented with a screen below.
• Enter the name of the Master Production Schedule and select the Product for which the MPS is created.
• Select the Version of the product and select the schedule period whether the production is scheduled weekly, monthly and yearly.
• Enter the Start and End dates of the master production schedule.
• Enter the Starting and Minimum Inventory Levels.
• Select the Distribution Channel and enter the Lot Size of the production and enter the Default Demand Forecast.
• Save the record to create a Master Production Schedule for a product.
• Once the Master Production Schedule is created, you need to create an MPS line item. Based on the start and end dates of the master production schedule MPS line items are created.
• Navigate to the related list of the master production schedule and find MPS Line Items.
• Click the “Generate MPS” button located on the top right corner of the master production schedule record.
• This creates the MPS Line Item records based on the start and end dates in the master production schedule.
• To view the stock run rate report, navigate to the App menu > Stock Run Rate
• The From Date and To Date defaults to the current years start date and current year’s end date.
• The listed products can also be filtered based on the Distribution Channel.

• Upon clicking Individual product, the system brings its MPS (Master Production Schedule) and ATP (Available to Promise) in a Monthly view.

• The demand forecast describes the historical data or the user-specified default demand forecast data in the MPS.
• The stock run rate report shows the Actual Demand and Net inventory calculated before the production of an item. The Net Inventory is evaluated every time the demand forecast is changed. The forecasting is based on the inventory levels specified on the MPS record.
• You can also create purchase orders and manufacturing orders by clicking the Create Purchase Orders and Create Manufacturing Orders hover buttons available at the To supply/ Produce information.
• You can view the Projected Inventory and Available to Promise quantities for each item. The calculations are time-based usually evaluated based on the scheduled period.

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.

Products can be manufactured in a lot, having a particular lot number to the set of production. To make a product available in a lot, we have to make the product Lot Tracked.

• Check Lot track checkbox on the product detail page.
• Create a Material Batches/ Lots record in the related list of the product.
• Click on Create “New.”
• Add Batch Number, Date of Manufacture and Availability Date.
• Make sure it is active and the product is selected.

Products and Fixed Assets can be serialized and Inventory can be stored for different products with different serial numbers.

Assigning Serial numbers to a product involves the following setup:

• On the product detail page, make sure the product is active, status is released and serialize checkbox is checked.
• In the Related section, go to Serial Number > Create New.
• Add Name, Serial Number and Product.
• Add Availability date and make sure available checkbox is checked.
• Create Inventory Stocks and Stock Inward Line Item for the Product.
• In the stock Inward line Item, choose the Serial Number we created.

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.

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.”

Create a Warehouse Site

• Navigate to the Order Management app > Sites tab.
• 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 and select the Primary Contact associated with the warehouse.
• Select the type of warehouse, whether a site is of the type Warehouse, Plant or any other type.
• Enter the organisation and business unit of the site and click the “Save” button to create the warehouse site record.

Location

• Navigate to the tab related to the Warehouse site record. Find the list related to Locations.
• Once in the Locations section, you can track the locations already filled in and create a new Location record.

• Click the “New” button to create a Location record
• Enter the Location Name and select the type of location, whether it is a Floor, Bin, Shelf or Cardboard.
• Enter the Floor Number, Shelf Number, Aisle Number, Bay Number or Space Number.
• Enter the Bin capacity, organisation and business unit details. Also, select whether the location holds scrap.
• Select the Active checkbox and click the “Save” button to create the location record.

Storage Containers

• Navigate to the tab related to the Warehouse site record. Find the list related to Storage Containers.
• Once in the Storage Containers section, you can track the storage containers already filled in and create a new Storage Container record.
• Click the “New” button to create a Storage Container record.
• Enter the Storage Container Name and the Barcode of the container.
• Select the Type of container, whether it is a Bin, Bottle, Bucket or Pallet. Enter the description of the container type in the Description field.
• Select the status of the container and select the Active checkbox,
• Click the “Save” button to create a Storage Container record.

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.

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.

A work center is a unit in an organization where all activities associated with manufacturing processes are performed. Work centers are used to allocate resources and in work orders to complete the manufacturing process. Work centers are usually used to calculate the number of hours required to execute the process, the cost involved in project completion, and the availability of the resources within a planned duration of the project end date.
Create Work Center

1. Navigate to the Manufacturing app > Work Center tab
2. Once in the Work Center tab, you can view the work centre information already filled in and create a new Work Center record.
3. To create a new work centre, click the “New” button.
4. Select the organisation details of the work centre.
5. Select the channel, site, site and shop floor warehouse for the work centre.
6. Click the “Save” button to create a work centre for the organisation.

Fields to note:

Work Planning is done to have a detailed outlook on how the workforce is utilized to accomplish a task and how work centers are linked to process. Work planning also gives an overview of the Project related tasks. We can add a work planner record and assign it to Process, Process Cycle and Work Center.

• Navigate to the App Menu > Work Center
• Go to Work planner in the related section of a work center
• Create New
• Add work planner name, Work Center, Process and Process Cycle.

We can view/create this on the Manufacturing Schedule page as well.

• Navigate to App menu > Manufacturing Schedule
• You will land on the PLANNER tab showing Capacity Planning which has subtabs
• Navigate to Work Planner in the sub tabs and click “New” button to add new Work Planner record.

The resource is used for the manufacturing process. Manufacturing resource groups can be electromechanical assemblies, cable assemblies, machinery, and human resource as well as Job floor assistants, assembly workers, and others. The human resource comes under the workforce in manufacturing.

A Resource Group can have a team of the professional workforce or a resource group has a set of machinery used for a particular process.

• Add the resource group on capacity planner’s related list by clicking the “New” button.
• A resource group can be of Record type “Workforce” or “Machine.”
• Select Workforce if you want to create Workforce resource group or Machine if you need to create Machine resource group.
• Add the Skill Group Name, Runtime Cost Price (Hour) and Billing Price.
• Add Process, Process Cycle, and Capacity Planner.

Another way of adding resource groups is from the “Manufacturing Schedule.”

• Navigate to App menu > Manufacturing Schedule
• You will land on the PLANNER tab showing Capacity Planning which has subtabs
• Navigate to Resource Groups in the sub tabs and click “New” button to add new resource group.

Resource Allocation

Resource needs to be allocated to a resource group in the capacity planner. Allocating employees to a workforce Resource Group or allocating machines to a Machine Resource Group; like allocating Floor Assistants to the Job Floor Assistant Resource group.

• In the related section of Capacity Planner click “New Resource Allocation”
• Fill in the Resource Name, Start Date, and End Date; make it active.
• If creating workforce resource; select Employee, if creating Machine resource; select Machine.
• Select Resource Group, Work Center and Capacity Planner.

Resource Requirement

Resource Requirement is done to connect the Resource Group with the work planner wherein the Runtime and Runtime costs can be specified based on the work planner requirements.

• In the related section of the Resource Group, add the resource requirement.
• Create New, add the Resource Requirement Name.
• Add Runtime, Runtime Cost, Setup time and Setup cost.
• Assign Resource Group and Work Planner.
• Click Save.

We can view/create this on the Manufacturing Schedule page as well.

• Navigate to App menu > Manufacturing Schedule
• You will land on the PLANNER tab showing Capacity Planning which has subtabs
• Navigate to Resource Requirements in the sub tabs and click “New” button to add new resource requirement.

Routing Links are used to making an association between a routing and the BOM components that will be used in the process and the associated versions. ‘Routing Link Code’ links the Bill of Material to a Process Cycle and its Operation.

Routing

• Navigate to the app menu > Routing tab.
• Once in the Routing section, you can track the routing that is already created and also create a new routing.
• To create a new routing, click the “New” button.
• Select the Manufacturing Routing record type and click the “Next” button.
• Enter the Routing Code and select the Type and Status to be Certified.

• Select the Product, Channel, Raw Material and Finished Product sites.
• Enter the Maximum and Minimum lot size and click the “Save” button to create the Routing record.

To add the Routing Link Code:

• Navigate to the Process > Process Cycle (Related List)
• In the Related list, scroll down to the Routing Links tab.
• Create new routing link by adding the routing link code, process cycle, and
• This Routing link code will be assigned to the Bill of Materials and the Operations.

Operations

• Navigate to the operations tab in the related list to Routings.
• Once in the Operations section, you can track the operations that are already recorded and create a new Operations record.
• Click the “New” button to create operations.
• Enter the Operation Code, the Operation No., and the Next Operation No.
• Select the Work Center, Quantity, and Fixed Cost details.
• Click the “Save” button to create the Operations record.

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.

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.

The Shipments and Payments module in Axolt ERP streamlines the entire order fulfillment and financial settlement process. It provides an integrated platform to manage product dispatches, track delivery statuses, process payments, and maintain real-time visibility of logistics and financial operations. By connecting sales, inventory, and finance functions, this module ensures smooth coordination between order processing, shipment execution, and customer payment management. The result is faster order cycles, improved customer satisfaction, and greater control over revenue collection and delivery accuracy.

Aqxolt ERP supports Authorize.net to make card payments and online payments.

Add your Authorize.net account on Aqxolt ERP.

Navigate to the Credential Setup tab from App Launcher.

The page has three tabs Payment, Shipment, and E-Commerce.

On the Payments, tab click on New

Fill in the Authorize.net account login details. Keep the Name as Authorize.net and add the username/login and Password

The URL can be tested or live depending on the Authorize.net sandbox account or live account being used.

Test URL – https://test.authorize.net/gateway/transact.dll

Live URL –

Aqxolt ERP supports PayPal to make online and electronic payments.

Add your PayPal account on Aqxolt ERP.

Navigate to the Credential Setup tab from App Launcher.

The page has three tabs Payment, Shipment and E-Commerce.

On the Payments, tab click on New

Fill in the PayPal account login details. Keep the Name as PayPal and add the username/login and Password.

Check the Active checkbox.

The URL can be tested or live depending on the sandbox account or live account being used.

Test URL – https://api-3t.sandbox.paypal.com/2.0/

Live URL

• Navigate to App menu > Credential Setup
• You will land on the Credential setup page where you have Payment, Shipment and E-Commerce tabs.
• Click on the Shipment Tab
• Click New to add DHL setup record.

• Fill in the DHL credentials and add in the URL to specify the test or live account and make the record active.
• Make sure to use the name as DHL
• Add the Shipper Details and click “Save.”

• This creates a DHL record as shown above and the password/trans key gets encrypted.
• With this setup, you can use the DHL services for shipment.
• In the outbound logistics process while doing the Pick Pack Ship of the logistic orders, select the shipment type to be DHL while creating a Package.

Click on “Ship” to land on the DHL services page.

• Click on “Get Rates” and select the suitable service.
• Scroll down the services and click “Initiate Shipment” button

This will successfully ship the package.

• Move to “Process Shipment” where you can see the “Shipment No” and “Shipment Status.”
• Click “View Label” to generate the label and “View Invoice” to see the shipping invoice.
• Click on “Cancel Shipment” to delete the shipment.

(Image)

• Navigate to the “Track Shipment” tab to track the shipment.

• Navigate to App menu > Credential Setup
• You will land on the Credential setup page where you have Payment, Shipment and E-Commerce tabs.
• Click on the Shipment Tab
• Click “New” to add FedEx setup record.

• Fill in the FedEx credentials and add in the URL to specify the test or live account and make the record active.
• Make sure to use the name as FedEx.
• Add the Shipper Details and click Save.

• This creates a “FedEx Record” as shown above and the password/trans key gets encrypted.
• With this setup, you can use the FedEx services for shipment.
• In the “Outbound Logistics Process” while doing the “Pick Pack Ship of the logistic orders”, select the shipment type to be “FedEx” while creating a Package.

Click on “Ship” to land on the FedEx services page.

• Click on “Get Rates” and select the suitable service.
• Scroll down the services and click “Initiate Shipment” button

This will successfully ship the package and the tab moves to “Process Shipment” where you will see the “Shipment Status” and the “Shipment No.”

• Clicking on the “View Label” will generate the FedEx label and clicking on the “Cancel Shipment” will delete the shipment.
• Navigate to the Track Shipment tab to track the shipment.

• Navigate to App menu > Credential Setup
• You will land on the Credential setup page where you have Payment, Shipment and E-Commerce tabs.
• Click on the Shipment Tab
• Click “New” to add UPS setup record.

• Fill in the UPS credentials and add the URL to specify the test or live account and make the record active.
• Make sure to use the name as UPS
• Add the Shipper Details and click Save.

• This creates a UPS record as shown above and the password/trans key gets encrypted.
• With this setup, you can use the UPS services for shipment.
• In the outbound logistics process while doing the Pick Pack Ship of the logistic orders, select the shipment type to be UPS while creating a Package.

Click on “Ship” to land on the UPS services page.

• Click on “Get Rates” and select the suitable service.
• Scroll down the services and click “Initiate Shipment” button

This will successfully ship the package.

• Move to “Process Shipment” where you can see the “Shipment No” and “Shipment Status.”
• Click “View UPS label” to generate the label and “View Invoice” to see the shipping invoice.
• Click on “Cancel Shipment” to delete the shipment.

Navigate to the “Track Shipment” tab to track the shipment.

• Navigate to App menu > Credential Setup
• You will land on the Credential setup page where you have Payment, Shipment and E-Commerce tabs.
• Click on the “Shipment Tab”
• Click “New” to add USPS setup record.

• Fill in the USPS credentials and add in the URL to specify the test or live account and make the record active.
• Make sure to use the name as USPS
• Add the Shipper Details and click Save.

• This creates a USPS record as shown above and the password/trans key gets encrypted.
• With this setup, you can use the USPS services for shipment.
• In the outbound logistics process while doing the Pick Pack Ship of the logistic orders, select the shipment type to be USPS while creating a Package.

• Click on “Ship” to land on the USPS services page.

• Click on “Get Rates” and select the suitable service.
• Scroll down the services and click “Initiate Shipment” button

This will successfully ship the package.

• Move to “Process Shipment” where you can see the “Shipment No” and “Shipment Status.”
• Click “View Label” to generate the label and “View Invoice” to see the shipping invoice.
• Click on “Cancel Shipment” to delete the shipment.

• Navigate to the “Track Shipment” tab to track the shipment.

After installing “Aqxolt ERP” to a Salesforce Instance; the following custom settings need to be uploaded before you start using the shipment processes.

1. Country Codes
2. Province Codes
3. Product Unit Codes
4. Package Details

For UPS, the following two objects have to be added along with the above three.

1. UPS Package Type
2. UPS Service Codes

These records are stored in “CSV files” which can be uploaded using “Data Import Wizard” or “Data Loader.”

Display documentation page layout variations.

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.

The ERP system provides an accurate, error-free platform for employees to manage their travel plans and expense claims. In ERP, it records the expense details of employees and those who are assigned for approvals.

The expense claims are specific to the employee and can be submitted for approval to higher authorities. This also helps track the approval status of the specified task.

An Expense claim can be created in two methods –

• From the record level
• From the Expense Tab

From the Record Level

The steps below explain how to create an expense record and move it from Draft status to Submitted.

• Create an expense by navigating to the Employee Management app > Employee tab.
• Select the employee from the list of employees for whom an expense claim must be created.

• On the related tab, scroll down and select the expenses related list. Click the “New” button.

• Enter the organisation details, approver details and expense name. Administrators and other employees who act as approvers can see all the expense line items for the week.
• Expenses can be tracked by any of the following statuses. Select the status of the expense.
  • Draft
  • Approved
  • Submitted
  • Rejected

• Enter the date of expense creation and the project related to the expense.
• Select the “Active” checkbox and the “Paid” checkbox if the expense claim is paid to the employee.
• Click the “Save” button to create the expense record.

Fields to note:

An expense claim can be in different stages, which can be easily understood by the following statuses.

Creating Expense Line Items:

In the expense line item, an employee must specify the exact amount spent on the selected expense type and category. An expense may contain one or more expense line items. Each expense line item can be tracked by its status.

The steps below explain how to create an expense line item.

• Every expense claim should be associated with one or more expense line items, which proves the amount claimed by an employee on each project selected. In the related list of expense records, click the “New” button under “Expense Line Items”. After the creation of expense line items, the time sheet is in the Draft stage.
• Fill in the expense line item name, the expense type and the category which describes the purpose of the expense claim created.
• Fill in the expense date.
• Enter the amount and VAT amount of the expenses.
• Select the “Active” checkbox and select “Status”.
• Click the “Save” button to create the expense line item.

Creating Expense Through Expense Tab

Navigate to the Employee management app > Expenses tab.

In the My Expenses tab, you can view the records which are in Draft, Submitted, Approved or Rejected  stages by selecting the following sub tabs:

• Draft/Submitted.
• Approved/Rejected.
• Submitted for your Approval.

Draft/Submitted :

• On the Draft/Submitted sub tab, you can view all the Expense records which has draft or submitted status.
• To view the records in list or grid view, click on the list or grid icon.
• To view the Expense associated to a particular Project, click on the Expense record name.
• To edit the Expense record, click on the edit icon and save the record after necessary changes done.
• To delete the Expense record associated to a Project, click on the delete icon and click on OK.

Approved/Rejected:

• On the Approved/Rejected sub tab, you can view all the Expense records which has approved or rejected status.
• To view the records in list or grid view, click on the list or grid icon.
• To view the Expense associated to a particular Project, click on the Expense record name.
• To edit the Expense record, click on the edit icon and save the record after necessary changes done.
• To delete the Expense record associated to a Project, click on the delete icon and click on OK.

Submitted for your Approval:

• On the Submitted for your Approval sub tab, the Approver can view all the Expense records which are been submitted for approval.
• To view the records in list or grid view, click on the list or grid icon.
• To view the Expense associated to a particular Project, click on the Expense record name.
• To edit the Expense record, click on the edit icon and save the record after necessary changes done.
• To delete the Expense record associated to a Project, click on the delete icon and click on OK.

From this section, the Approver can approve or reject the expenses by clicking Approve or Reject buttons as shown below.

My Expenses tab has two views for viewing the records:

• List View
• Grid View

List View:

• On the My Expenses tab, you can view the list of all the Expenses created in list view.
• To filter out the records based on a particular Fiscal year or time period, you can select Current FY, To Date, Previous FY, Next FY, Previous 2 FY and view the list of records.
• To view the records which are draft, submitted, approved, rejected or submitted for your approval move to the respective sub tabs.

• To view the Expense associated to a particular Project, click on the Expense record name.
• To edit the Expense record, click on the edit icon and save the record after necessary changes done.
• To delete the Expense record associated to a Project, click on the delete icon and click on OK.

Grid View:

• On the My Expenses tab, you can view the list of all the Expenses created in grid view.
• To filter out the records based on a particular Fiscal year or time period, you can select Current FY, To Date, Previous FY, Next FY, Previous 2 FY and view the list of records.
• To view the records which are draft, submitted, approved, rejected or submitted for your approval move to the respective sub tabs.
• To view the Expense associated to a particular Project, click on the Expense record name.
• To edit the Expense record, click on the edit icon and save the record after necessary changes done.
• To delete the Expense record associated to a Project, click on the delete icon and click on OK.

• Click these “+Expense”  button to create a new expense for the logged-in user.
• Every expense will be in “Draft” status until the user is ready to submit it to the approver. Select the approver who is authorised to review the expense claims and to decide whether to approve or reject the expense.

• Enter the name and select the project for which the expense is claimed.
• Enter the name of the expense line item; select the expense type and category for which the expense is claimed.
• Enter the date on which the expense was initiated.
• Enter the total amount spent and the VAT amount applied to the expense claims.
• The system allows an employee to add a invoice/receipt for the expense claims.
• To create a new expense line item for the same expense record, click  “+New” button.
• Click “Save” to create the expense under “Draft” status.

Viewing, Editing and submitting expense

• Navigate to the Employee management app >My Expenses tab.
• The system shows total approved expense claims, submitted expense claims and total paid expense claims. The system shows all the expenses that have been submitted, draft and that have been rejected.
• The system provides a filter that lets an employee view the total expense claims based on current and previous fiscal years.
• Under the approved expenses section, an employee can view all his approved expense claims along with the date of approval and the amount claimed.

• To edit the expense, click on the edit icon and edit the details in the Expense record.
• To delete an expense sheet, click the delete icon.
• To submit the expense to an approver, change the status from “Draft” to “Submitted” by editing the Expense record and click the “Save” button.

• If an employee is an approver, he can approve other employee’s records from the Manager’s Approval section.

Note :

• Once the Expense is submitted, you cannot edit or delete them and the expense with draft and rejected can be edited or deleted before submission.

Business units in Aqxolt ERP is an operational unit that deals with the management of various tasks and goals of an organisation. There can be multiple business units set up based on how a business is organised. In a business, there are times when multiple projects are going on at the same time. This makes multitasking difficult for the supervisor. However, with Aqxolt ERP, it is easy. You can view progress reports and updated data about various projects simultaneously.  Not only can you look at the big picture, you can also focus your energies on the finer details. A business unit can be classified as a cost centre or a profit centre.

A business unit as a cost centre is a functional unit within an organisation that costs the organisation money to operate. Cost centres record costs with reference to the values planned. The cost centre indirectly contributes to the profit of an organisation through operational excellence and efficiency. Usually, the managers of a cost centre are responsible for keeping costs below budget. It helps managers to keep track of overhead costs in the area incurred within the organisation. It also enables managers to monitor the progress and profitability of each area and helps management utilise resources properly. It enhances managers’ decision-making powers.

A business unit as a profit centre helps generate quality results and revenue for the organisation. It is crucial for analysing which manufacturing unit generates more or less profit within the organisation and enhances decision-making on operating expenditures.

Create Business Unit:

1. Navigate to the Organisation Management app > Business Unit tab.
2. Once in the Business Unit section, you can track the business units already filled in and create a new business unit.
3. To create a new business unit, click the “New” button.
4. Enter the business territory name and select the organisation associated with it.
5. Select the contact for the business unit; enter the fax, phone, and website details.
6. Select the function of the business unit, whether it is Marketing, HR, Finance, Sales, etc.
7. Enter the address details of the business unit.
8. Select the type of business unit, whether it is a cost centre or a profit centre.
9. Assign the manager associated with the business unit.
10. Click the “Save” button to create a business unit record for the organisation.

The project module in Aqxolt ERP is the most intelligent solution designed to manage projects effectively and drive operational excellence. It enables you to intelligently automate project programmes while keeping a tab on the budget and related costs. It smartly consolidates expenses, labour costs and material costs and records project budgets.

The solution enables project scheduling and helps the project meet stakeholder expectations. It helps keep track of project progress and forecasts the projected revenue against each milestone.

This comprehensive solution ensures resource visibility and lets the user record resources required during project execution. The success of the project relies on the effective communication of the team, which should be built based on a similar skill set.

• Create a Project:

1. Navigate to the Manufacturing app > Projects tab.
2. Once in the Project section, you can track the projects already filled in and create a new project.
3. To create a new project, click the “New” button.
4. Enter the project name, organisation, and business unit details.
5.  Provide the project details under the description and assign the start and end dates of the project.
6. Select the project manager associated with the project and assign the budget account to record account-based project budgets.
7. Enter the labour and material cost; select the programme associated with the project
8. To track the progress of the project, select the status of the project.
9. Click the “Save” button to create a project record.

Field to note:

An organisation can have a programme and projects associated with it. A programme could be a series of future events with a start date and an end date. In ERP Mark 7, a programme can be associated with a manufacturing process created to meet the need and results of the manufacturing project. This will help organisations create better design and management of work centres and workforce systems; it also prepares a channel for growth for the organisation.

Create Programme:

1. Navigate to the Organisation Management app > Programmes tab.
2. Once in the Programmes section, you can track the business units already filled in and create a new programme.
3. To create a new programme, click the “New” button.
4. Select the organisation and business units of the programme.
5. Enter the programme name and the start and end dates of the programme.
6. Select the budget status and the status of the programme.
7. To track the expense incurred to execute the programme, select the budget account associated with the programme.
8. Click the “Save” button to create a programme record for the organisation.

To start with AMAZON SETUP, four(4) fields are needed to set up a store for Amazon.

1. Marketplace ID.
2. Merchant or Seller ID.
3. Amazon App’s secret key.

Amazon App’s success key.

• To get Merchant Token (Merchant ID), go to the following link:

• Customer to go to this link

• Log in with your store credential

You will land on the following page

• Marketplace ID, Amazon App’s secret key, and Amazon App’s success key are added in the custom settings of the Salesforce instance.

eBay Shipping Methods –

https://developer.ebay.com/devzone/xml/docs/reference/ebay/types/ShippingServiceCodeType.html

Create sandbox accounts for testing using the following URL

Developer’s account (for creating new sandbox users)
https://developer.ebay.com/my/auth/?env=sandbox&index=0

Create two accounts considering one as a Buyer Account and one as a Seller Account.

sandbox.ebay.com

To sync Products from Salesforce to eBay selling store, product setup has to be done in a proper way making sure the following things are covered

• Available on an e-commerce platform and is checked on the product detail page.
• Add Product SKU and ASIN code
• Add category and subcategory of the product
• In the product related list, create e-commerce object record and select eBay checkbox
• Create a Warranty and Return Policy Record
• Create a Shipping and Handling zone record from the Shipping Zone Object. Add the Distribution Channel, Shipping Type, Flat Rate, Dispatch time, Country and State.

Go to Heroku user and click eBay. Once you are on the eBay dashboard, click on the “Add” button

• It will redirect to the eBay login page.
• Enter your eBay seller store credentials.
• Agree on the Grant Application access permissions
• Click on the “Product Sync” button on Heroku app this will create the product in the eBay seller account.

When orders are placed on the eBay store, they get synced to “Salesforce Instance” as “Sales Orders” and “Sales Order Line Items.” This has to be done manually by clicking Pending Sync for Orders on the Heroku user eBay dashboard.

As part of sandbox testing,

Copy the “Product URL” from the “Seller Account” and paste it into the “Buyer Account” and then buy the product and continue making payment by clicking “Pay Now.”

Then go to the Heroku user and sync the order, this will create a customer account and a sales order in the Salesforce instance.

Heroku App is a connector that connects Salesforce instances with other e-commerce and accounting sites to sync data to and from.

The following sites can be integrated with the Aqxolt ERP:

1. Shopify
2. eBay
3. Amazon
4. Magento
5. WooCommerce
6. Big Commerce
7. QuickBooks
8. Xero
9. ETSY

• One Heroku user can be connected to one Salesforce instance at a time.
• Multiple sites can be connected to one Heroku
• From Salesforce instance, products and coupons get synced to e-commerce sites (Shopify, eBay, Amazon, Magento, WooCommerce, BigCommerce) and accounts; contacts, vendor contacts, Invoices, Bills to Accounting sites (QuickBooks, Xero, ETSY)

From e-commerce sites Orders and customer Accounts, Contacts gets synced to Salesforce instance.

Salesforce org —> Shopify store –>eBay store–>Amazon store–>Magento store–>WooCommerce store

To make the connection on a Salesforce instance for Heroku App-

Go to Apps –> App Manager –> New Connected App

Fill the following

• Connected App Name
• API Name
• Contact Email

Check the ‘Enable OAuth Settings’ checkbox

• Add the Call-back URL – https://aqxolt.herokuapp.com/auth/salesforce/callback

For Sandbox

https://aqxolt.herokuapp.com/auth/salesforcesandbox/

• Selected OAuth Scopes

Select the following from Available OAuth Scopes –

1. Full access
2. Access and manage your data (API)
3. Access your basic information (id, profile, email, address, phone)
4. Perform requests on your behalf at any time (refresh_token, offline_access)
5. Click Save.

Allow from 2-10 minutes for your changes to take effect on the server before using the connected app.

Click on Continue.

You will get the Consumer Key and Consumer Secret from here.

Create a user in Heroku App

1. Log in as an admin.
2. Navigate to the menu bar and click the ‘Manage Users’
3. Enter the Email, Password and confirm the password.
4. Enter the “customer key” in the “Aqxolt client field.”
5. Enter the “consumer secret” in the “Client Secret”
6. Click the “Save” button to complete the user creation setup

Login with the created user

1. Log in using the created user credentials
2. Allow the “Salesforce access” to the user
3. Do the Auth by using the callback URL and reloading the page.

Magento is used to sync products from the Salesforce instance to the Magento store and sync orders and customer accounts from the Magento store to the Salesforce instance.

It auto-syncs every 10 minutes.

After connecting your “Heroku user” with the “Salesforce Instance” click on the “Magento app” and you will land on the “Magento dashboard.”

Click on the “Add” button and copy the “Token” to add in the “Magento Instance.”

• Now Login to your “Magento Instance” admin account
• On the left-hand side menu, panel Navigate to Stores > Configuration
• You will land on the “Configuration Settings” page

• Paste the copied “Magento Token” from Heroku Connector in the Aqxolt API token.
• Add the “Aqxolt Backend URL” which is our Heroku user URL, e. https://aqxolt.herokuapp.com
• In the “Salesforce Instance,” Products should have the basic “e-Commerce”
• Available on e-commerce platform checked on the product detail page, and product SKU code should be added.
• In the related list e-commerce record select “Magento Checkbox.”
• And the product should have inventory.

In every 10 minutes, it syncs products to Magento instance and orders and customers to salesforce instance.

QuickBooks is accounting software and can be connected with Salesforce Instance using the “Heroku Aqxolt ERP Integrator.”

All the data on salesforce instances like Products, Customers, Suppliers, Invoices, Credit Memos, Sales Payments, Purchase Orders, Bills, and Bill Payments is synced to “Quick Books Account.”

Once you have connected the “Salesforce Instance” to the “Heroku user,” log in to your “Heroku Instance” and click on the “QuickBooks app.”

You will land on the “QuickBooks Dashboard.”

• Click on Add; it will redirect to the Quickbooks account login page.
• Log in with your admin creds.
• This adds a connection to the QuickBooks instance to the Heroku user.
• Manually sink the Products, Customers and so on.
• All the products get synced, but only those Products to which orders have created with customers and suppliers and purchase orders will have the financial details synced like Invoices, Bills, Credit Notes and Purchase Orders.
• If no orders have been created for the products, financial data will not be synced for those products. To check if sync has started login to the QuickBooks account.You will land on the Dashboard and the left-hand side, you will see Banking, Sales, Expenses, Reports, Taxes, and Accounting.

• Click on “Sales” to see – All Sales, Customers, Products, and Services.

“All Sales” lists the Orders synced, “Customers” will list the “Customer Contacts Synced,” and “Products and Services” will list the “Products Synchronised.

• Click on “Expenses” to see “Expenses and ”

Use the filters to change what to see on the page.

1. Enter the domain of the Shopify store and click install (https://aqxolt.myshopify.com/admin)
2. Enter store login details

Create or sync products

In Salesforce; to sync or create a new product, make sure the following actions are taken.

• Select “Available” on “e-Commerce platform” check box.
• Create the e-commerce record from the products related list to make the product available on various platforms like Shopify, Amazon, WooCommerce, Magento, and eBay.
• For a product to be available on Amazon, Amazon (ASIN Code) is essential.
• Make sure “Price Book” is active.
• Login to the Heroku user and click “Product ”

This creates a product on the Shopify Store.

Create or sync Customer and Order

• When on Shopify store, click on “create order”– “select product” and “select ”
• If you want to add a new customer, then create a new customer by filling in the customer details such as First Name, Last name, Address and Contact Number.
• After adding the customer, click on “Mark Paid” to close the order.
• Click on “Sync Order” on the Shopify This will sync order and customer account on to Salesforce instance.

Woo Commerce is used to sync products from the Salesforce instance to the Woo Commerce store and sync orders and customer accounts from the Woo Commerce store to the Salesforce instance.

Extensions do all the sync processes, no manual sync is required. It auto-syncs every 10 minutes.

After connecting your “Heroku user” with the “Salesforce Instance,” click on the “WooCommerce” app, and you will land on the “WooCommerce Dashboard.”

Click on the “Add” button and copy the “Token” to add in the “WooCommerce Instance.”

• Now Login to your “WooCommerce Instance” admin account
• On the left-hand side menu, panel Navigate to Store Name > Configuration
• You will land on the “Store Configuration” page

• Paste the copied “WooCommerce Token” from “Heroku Connector” in the “Aqxolt API Key.”
• Add the “Aqxolt Base URL” which is our “Heroku user URL,” e. https://aqxolt.herokuapp.com
• In the Salesforce instance, Products should have the basic e-commerce
• Available on e-commerce platform checked on the product detail page, and product SKU code should be added.
• In the related list e-commerce record select WooCommerce checkbox.
• And the product should have inventory.
• Customer Address should be real.

In every 10 minutes, it syncs products to woo commerce instance and orders and customers to salesforce instance.

Xero is accounting software and can be connected with “Salesforce Instance” using the “Heroku Aqxolt ERP Integrator.”

All the data on “Salesforce instance” like Products, Customers, Suppliers, Invoices, Credit Memos, Sales Payment, Purchase Orders, Bills and Bill Payments is synced to “Xero account” and the Sync is Bidirectional.

Once you have connected the Salesforce instance to the Heroku user, Login to your Heroku instance and click on the “Xero app.”

You will land on the “Xero dashboard.”

• Click on Add(Manage); it will redirect to the Xero account login page. (xero.com)
• Login with your admin credentials. (Username and Password)
• Allow access for 30 minutes.
• This adds a connection to the Xero instance to the Heroku user.
• It auto Syncs Products, Contacts, Invoices, Credit Notes, Sales Payment, Purchase, Order Bills and Bill Payments from “Salesforce” to “Xero.”
• But for the trail, we can sync the data manually by clicking on the Pending Sync button for all the Products.
• Invoices are created on Aqxolt ERP.
• Click on Invoice Pending Sync in the connector.
• Invoice is synced on Xero.
• Login to “Xero Account” to see if data has synced.
• Create Payment on Xero.
• Click on Payment Pending Sync in the connector.
• Payment is synced to Aqxolt ERP.

https://go.xero.com/

Use the Admin Xero account credentials.

Data is synced from Salesforce instance to Xero and vice versa. i.e. if products are not on Salesforce instance and present on Xero, they get synced to Salesforce, and if products are on Salesforce instance but not on Xero, they get synced to Xero when the sync process starts.

Product Setup:

On the Product make sure the below fields has data

Product Name
Product SKU
Product Description

and Available on the eCommerce platform checkbox is true.

Create a Marketplace record on the Product related list.

Add a Custom Setting in the system as eCommerce Sync, click on Manage and create a Record.

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.