Support

Support

How can we help you?

Array

About CPQ

The abbreviation CPQ refers to Configure, Price, Quote. CPQ is a sales tool for companies to quickly and accurately generate quotes for orders. It provides the functionality to convert Quote to Cash in an easy way. CPQ applications works in tandem with CRM platforms, ERP programs, and other business technology, which helps ensure integrated data as well as accuracy.

Why Aqxolt CPQ?

Why Aqxolt CPQ?

Aqxolt 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 Aqxolt 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
    1. Tier Discount Allocation
    1. Cost card
    1. Features
    1. Options
    1. Rules
    1. Inventory/Stock
    1. Product/Service Sale
    1. 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.

ERP Documentation

 Aqxolt ERP is a complete, modern, cloud ERP suite that provides your teams with advanced capabilities, such as AI to automate the manual processes that slow them down, analytics to react to market shifts in real-time, and automatic updates to stay current and gain a competitive advantage.

Order Management

ERP Order management software handles everything from order entry and to delivery dates, status tracking to credit limit checking. An ERP software for customer order management provides a better way to not only improve order fulfillment but also gives superior customer experience.

Sales order

Sales Order

A sales order is an archive that contains products/services ordered by a particular business partner (client) or customer as well as the prices and terms and conditions. The sales order includes the customer’s information, such as the address, the points earned for loyalty, the details of the product being sold and the date of delivery and other information. Each sales order has a unique sales order number that helps the customer confirm the details of their order and learn the date of the delivery of the product and payment details. All new sales orders are added through a console and the Sales Orders tab. The items sold from the inventory are then shipped to the customer or delivered to the location provided by the customer. The process of creating a sales order includes finding an existing customer or creating a new customer, then creating “bill to” and “ship to” addresses.

Creating a Sales Order

A sales order can be created using two methods – • From the Sales Orders tab (record level) • With the Enterprise Point of Sale tab

Creating a sales order through the Sales Orders tab:

1. Click on the Sales Orders tab as shown below. salesorder1 2. Once in the Sales Orders section, you can track the sales orders already filled in and create new sales orders. 3. When filling in a new sales order, enter the following information:


  • The details about the estimated delivery date and the date of fulfilment of the sales order.
  • In the Information section, fill in the order name for ease of tracking. Fill in the customer details.
  • Fill in the Order Details section using the price list, order type and subscription of the order, if any.
  • Fill in the information about loyalty points, return details and payment details in their respective sections.
  • In the Address section, customers’ pre-saved addresses can be selected in the “bill to” and “ship to” address fields.
  • Fill in the order details and other instructions, then save.

4. Existing orders also have options to edit after saving. In addition, you can import records of previous to existing sales orders using the import option located at the top right-hand corner of the Sales Orders tab. In the sales order, besides the estimated delivery date, there is the fulfilled date, which shows the date on which the goods are to be delivered as indicated in the purchase orders. Additionally, you can track goods that are ready for shipping, those that have been held, and those that have been fulfilled.

Creating Sales Order Lines

Sales order lines contain details about the specific items being sold. A sales order can contain more than one sales order line. The sales order contains the sales order lines with details about the quantity to sell, each item with a unique SOLI number. The sales order lines are found in the tab related to the sales order. You will click on the sales order, then click on the specific sales order you want to view. The sales order is located on the Details tab. Click on the “related” tab that is located next to the “details” section. Here you will find the sales order line items that are related to the sales order. Additionally, there are invoices, purchase orders, work orders, and other features related to the sales order in that tab. The tabs also include a link that allows the user to add new items, as seen on the right end of the Sales Order Items tab.

Return Merchandise Authorisations

salesorder_3 A customer makes a sales return by sending goods back to your business. The Sales Order Related list includes a return-of-purchase section that gives the customer room to return the goods if they are faulty or for any other stated reason. Additionally, the sales order contains RMA lines to process the section that contains the information about the items to return. The Return Purchase Authorization holds the information about the return on goods.

Fields to note:

Organization Section
FieldDescription
OrganisationIt defines the name of the organisation/Account
Organisation Business UnitIt defines the Business Unit name of the Account/Organisation
Redeem Voucher AmountRedeem Voucher Amount Describes the amount that can be redeemed using the voucher
Customer Purchase Order ReferenceWhen a sales order is converted into a purchase order, this field is auto-populated with a unique number
Amount PaidDescribes the amount paid by the customer for a sales order
AuthorizedInventory, Purchase Order and Work Order can be created only if a sales order is authorized
Ready For ShipmentIndicates whether the sales order is ready for shipping
Number of Fulfilled ItemsIndicates the fulfilled number of items from the sales order
Total Number of ItemsIndicates the total number of items in the sales order
Estimated Delivery DateProvides the estimated delivery date of the sales order
Fulfilled DateProvides the fulfillment date of the sales order
RMA Lines to ProcessDetails the RMA line items
Information Section
Order NameDescribes the unique sales order number
CodeAuto-generated code for each record
ChannelDescribes the name of the sale point
StageGives the sales order’s current stage
StatusGives the status of the sales order
Customer ProfileDescribes the profile of the customer
BarcodeGives the Barcode of the Sales order
ContactDescribes the contact name for the customer
CustomerDescribes the name of the customer
Is Invoice SentThis is checked if the invoice for the sales order is sent
Is Back OrderIndicates whether the sales order is a backorder
Order Details Section
Total VatDescribes the sum of VAT on selected sales order line items
Total Other TaxDescribes the sum of taxes on selected sales order line items
Sub TotalsDescribes the sum of the selected sales order line items
AmountDescribes the total amount of the sales order, including VAT, taxes and discounts
Total DiscountsDescribes the sum of the discount amount on selected sales order line items
Price ListGives the price list of the products/items being added
Total Tax AmountDescribes the sum of taxes, including VAT and other taxes on selected sales order line items
Order TypeGives the profile type of the sales order
Total DueDescribes the amount due on the sales order
SubscriptionIndicates whether the sales order is being subscribed
Return and Loyalty Details Section
Loyalty PointsDescribes the number of loyalty points earned by the customer
Loyalty AmountDescribes the equivalent amount
Customer IdDescribes the unique customer ID
Payment Details section
Payments StatusGives the payment status
Sales Order AmountDefines the complete sales order amount
Payment MethodIndicates the types of payments which can be used
Payment ModeMode used for the payment
Due AmountThe total amount which must be paid
Address Details section
Bill-To AddressDescribes the address to which the customer is billed
Ship-To AddressDescribes the address that will be used for shipment
Order Dates Section
Book DateThe date when the sales order is booked
Request DateThe date when the sales order is requested
Order DateThe date when the sales order is created
Special InstructionsInstructions for the sales order, if any
Hold StatusStatus for the sales order being held
16
epos-lookup1

Creating the sales order from Enterprise Point of Sale Tab:

The orders created through Enterprise Point of Sale are for a situation when a customer walks into a store/outlet, orders a product, pays for it, and takes the product home or opts for the available shipment options. Upon confirming the sales order, the sales invoice is created automatically. Each sales order has a unique number to enable simple tracking. The order console where the sale orders are processed is as shown below. It is referred to as Enterprise Point of Sale (EPOS) in ERP Mark 7. 1. Click on the Enterprise Point of Sale tab as shown below 2. Under the Customer Details section Select the Customer Name and Contact Name and the other details auto-populates such as the Email, Phone, customer ID, Bill To, and Ship To address of the contact. Type the first few characters of the customer name in the Account Name field to browse for a valid customer name. While browsing, you may scroll down or use the arrow keys to highlight the correct customer name. Select the customer to retrieve the customer’s contact information and billing/shipping addresses. For example, say you get an order from Scott Bill and you type “Sco”. The system displays a lookup of customers in the system whose names begin with “Sco”. This brings you closer to finding Scott Bill in the system, as shown below. 3. If you cannot locate the customer name in the lookup, you can enter a new customer without exiting the POS page or switch to other windows. Simply click on the Account tab located on the right-hand side of the screen. On the Account tab, you will be prompted to add:

  1. Customer
  2. Address
  3. Contact

You will be able to add a new customer, both the “bill to” and “ship to” addresses, and a new contact for the new or existing customer. Based on the selection made, the relevant screens appear to add information. To return to the new orders, click on the Sales Orders tab on the right-hand panel after saving your new customer. 4. Once the customer name is entered, the contact details, such as contact name, email address, phone number, account ID, customer profile, and address details, are retrieved automatically. You may select the retrieved “bill to” address or select a different “bill to” address if one or more “bill to” addresses are saved for the selected customer. This change will be made for this order only and not on the customer account. 5. A single “bill to” address/a single customer may have several “ship to” addresses. Select the “ship to” address from the available picklist for the selected customer. The “ship to” address describes the location where the order is to be shipped. If the “ship to” address required for the order has not been saved in the customer account, click on the Accounts tab to create new address information. This will take you to the “Add New Address” screen, where a “ship to” address can be recorded. Clicking on the Sales Orders tab will bring you back to the screen where new orders can be recorded. 6. Under the Order Details section, Channel/Division, Sold By, Request Date, Status, and Sales Order Profile are auto-populated. 7. If you want to select an existing sales order then, click on the lookup and select the sales order. 8. If you are creating a new sales order, then a new sales order number is generated after adding the product line items and saving the order.

Adding product line items from EPOS

  1. To add products, click on the “Add New +” button.
  2. In the “Add New Products” pop up, select the product family and click the “Find” button or type the name of the product to find the product.
  3. From the list of products, select the checkboxes of the desired product. Enter the quantity and select the discount plan, then click the “Add” button. The selected products will now appear in the product line item section as shown below.

4. To save the sales order with the selected product line items, click the “Save” button. This will generate a unique sales order number. 5. Product line items can be edited or deleted and every product can have comments added by using the action buttons next to the product line item code.

 View/ Edit Sales Orders of the existing customers:

After the order is entered, a customer will be able to inquire about or update the order. For example, if the order was entered on August 15th and not closed, the customer can return and inquire about/update the order at any time in the future. The customer can either remove the products or add a few more products to the sales order. The process to view/edit a sales order is discussed below.

  1. Select the customer name from Account Lookup and retrieve the customer details.
  2. On the Sales Orders tab located on the right-hand side of the screen, enter the unique sales order number in the “Sales Order Lookup” field.
  3. For example, say you get an order from Scott Bill and he would like to update sales order number 00135. You enter 001 and the system displays a lookup of sales orders in the system beginning with 001. This brings you closer to finding sales order number 00135 in the system, as shown below.
  4. The system displays the details of the selected sales order. You may add products to the product line item section.
  5. To add products, click on the “Add New +” button.
  6. In the “Add New Products” pop up, select the product family and click the “Find” button or type the name of the product to find the product.
  7. From the list of products, select the checkboxes of the desired product, enter the quantity, select the discount plan and click the “Add” button. The selected products will now appear in the Product Line Item section, as shown below.

Explanation of Fields in the Product Line Item Section:

Code:

Every product is assigned a unique number in the system and the same is displayed in the product line item section when a product is selected. It can be a system-generated code or a company-specified product code.

Product and Preview:

This displays the product name and its image in the product line item section. The products displayed add new product pop up are displayed only if the stock is available in your company’s inventory.

Quantity:

This displays the quantity of a particular product purchased and the price of the product depending on the quantity purchased.

Base Price, Discount, Vat, Tax, Total Price:

This displays the price of the product assigned to the customer’s profile. Discount is the reduction of a certain percentage of the base price allowed to the customer for the purchased product. Discount may or may not be applicable to every product. VAT and Tax are the addition of a certain percentage to the base price allowed to the customer for the purchased product. Total Price is the amount of the product displayed after calculating the discount and taxes. It is the final price a customer pays for the product purchased. For example, a product is sold for $100 and has overall taxes of about 14% (i.e., VAT = 7% and Tax = 7%) along with a 10% discount on it. The total price is calculated using the following formula. Total Price = ((Base Price *Quantity)-Discount Amount) + (VAT +Other Tax Amount)

Invoices and Payments:

The Invoices tab in ERP Mark 7 can be used to manage customer invoices that contain order information about purchased products. Users can view or send the invoice via email to the client. The tab allows users to generate an invoice document as a PDF.

An invoice is created in two ways:

  • From the Sales Orders tab (record level)
  • From the Enterprise Point of Sale tab

Creating an invoice through the Sales Orders tab:

  • Create the sales order as described in Creating a sales order through the Sales Orders tab.
  • From the related tab, find “Invoices” and click the “New” button.
  • Select theSales” record type and click the “Next” button.
  • Enter the organisation details, the purchase order number, the sales order number, and the amount details under the Organisation Details section.
  • If the invoice needs to be reflected on the organisation’s finance, select the “Posted” checkbox and the posted date.
  • Fill in the Information section with details like tax receipt number, customer account, and active checkbox, then click “Save” to create an invoice record.

Creating an invoice through the Enterprise Point of Sale tab:

  • Create the sales order as described in “Creating the sales order from the Point of Sale Tab”.
  • When the sales order is saved from the EPOS tab, an invoice record is created automatically with complete amount details of purchased products.
  • Click the “View/Send Invoice” button to view the invoice template. The console provides an option to send an invoice attachment to the customer’s email address.

The function that is used to receive payments from customers who have purchased your products and services and who have not already paid for them.

When you sell a product/service, the order is created through order processing. The order processing functionality provides for the entry of payments and can be done via the following payment methods.

  • Cash
  • Bank/Cheque
  • Credit Card/Debit Card
  • Loyalty

The system can accept partial payments and has the ability to record multiple payments for each sales order.

When the customer books a sales order, the system typically creates an invoice in the system which can be sent to the customer’s email ID.

Making a Payment

Payments can be made using one of two methods –

  • From the Sales Order tab (record level)
  • With the Enterprise Point of Sale tab.

Creating payments through Sales Order Tab:

  • Open the Sales Order record for which the payment must be made. On the related tab, scroll down and select “Payments”. Click on the “New” button.
py5
  • From the New Payment Record Type pop-up, select “Cash Payments” and click the “Next” button.
py6
  • Fill in the organisation and sales order details under the Organisation Details section. Fill in the payment details under the Information section. Click the “Save” button to create a payment record for the selected sales order.

When the payment is made for the selected sales order, the status of the sales order is changed to either paid, underpaid or overpaid based on the amount that has been given in the payment record.

Loyalty – If a customer is a regular customer of the organisation, he would have received loyalty points for every purchase he made. Each loyalty point can be assigned a value of the currency and the customer can make the payment using these loyalty points.

Credit/Debit – A customer can use credit/debit cards to make a payment by swiping the card at the time of sale. If he is a returning customer and wishes to save the card details for future use, he can do so.

Payments from Point of Sale tab:

In a scenario in which a customer walks in the store/outlet and makes a payment to the sales order, the POS page helps the user complete the sales order and payment process without having to navigate to different setups.

  • Create the sales order from the POS tab (as described in Create Sales Order through POS).
  • Navigate to the Payments tab and click on any of the payment options. Payments can be made using the following four methods:
    • Credit/Debit
    • Bank/Cheque
    • Cash
    • Loyalty
20

Credit/Debit

  • To make the payment through Credit/Debit card, click on the “Payments tab” and click on the “Credit/Debit” button located on the right side of the screen.
  • Enter the card details in the Card Information section and click the “Pay Now” button to complete the payment process for a sales order.

Bank/Cheque

21
  • To make the payment through Bank/Cheque, click on the “Payments tab” and click on the “Bank/Cheque” button located on the right side of the screen.
  • Enter the bank name and reference cheque number into the Bank Information section. Click the “Pay Now” button to complete the payment process for a sales order.
25

Cash 

  • To make the payment through Cash, click on the “Payments tab” and click on the “Cash” button located on the right side of the screen.
  • Enter the amount to be paid and click the “Pay Now” button to complete the payment process for the sales order.

Loyalty

27

Regular customers earn loyalty points as a reward for their regular purchases with the organisation. They can use these points for payments. Loyalty points can be assigned to currency values. For example, 1 loyalty point = 1 pound or as per the organisation’s decision.

  • To make the payment through Loyalty, click on the “Payments tab” and 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 rest of the amount with any of the other payment options.

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

RMA

A Return Merchandise Authorization (RMA) is part of the process of returning a product to receive a refund, replacement or repair during the product’s warranty period. Returned merchandise requires management after the return and has a second lifecycle after the return.

Creating an RMA

An RMA can be created using one of two methods –

  • From the Sales Order tab (record level)
  • From RMA tab
  • From the Enterprise Point of Sale tab

RMA from Sales Order Tab:

  • Select the sales order whose stage is closed to return the purchased product as shown below.
  • In the related tab, find the Return Merchandise Authorisation and click the “New” button.
returnma
  • Enter the RMA code and click the “Save” button to create the RMA record.
  • In the related tab, click the “New” button to create RMA line item.
  • Enter the organisation details.
  • Fill in the RMA number, the sales order line item number, and the quantity to return. Mention the reason for the return.
  • Select the Authorise, Is Closed and Ready to Receive checkboxes.
  • Click the “Save” button to create an RMA line item record.

RMA through Process Return page:

The RMA must be associated with a sales order and a shipment. This ensures that returns are permitted only for those items that have been shipped. The return process includes the ability to create the shipment flows and tracks those returns in the system.

  • Select the sales order record to return the purchased products.
  • Click the “RMA” button; this will navigate to the RMA page as shown below.
  • This will navigate to the RMA page as shown below.
  • The system auto-fetches the sales order details and customer details.
  • Click the edit icon and enter the desired return quantity and the reason for return.
  • Select the return status and click “Save” to create a new return package.

Fields to note:

FieldDescription
Added Back to InventoryA check box that indicates the RMA line item has been returned to inventory for resale
Batch/Lot CodeA code assigned to shipment of RMA
RMA Line Item NameDescribes the name of the RMA line item
Sales Order Line ItemDescribes the Original Sales Order Line Item the product for the Customer RMA was purchased
Return Merchandise AuthorisationDescribes the name of the RMA to which the RMA line item belongs
Return ReasonDescribes the reason for the item that is returned; essentially helps identify issues or problem with the returned item
Return StatusProvides the status of the product being returned
Total DeductionThe amount of the product that has been deducted
Site Item Inventory StockSpecifies the total amount of inventory in the site
Number of Items In Quality CheckSpecifies the total number of returned items in the quality check process
Number of Items to Re-sellSpecifies the total number of returned items that are sellable
Number of Items DiscardedSpecifies the total number of returned items that are discarded

RMA through Enterprise Point of Sale Tab:

Every RMA is associated with a sales order; this generally includes identifying the order or invoice from the original purchase. The return may involve items that are damaged or simply not wanted. Depending on the situation, the returned item can be re-stocked or discarded. The system allows for a refund of the returned item in the form of either a credit note or loyalty points. The Enterprise Point of Sale tab of ERP Mark 7 helps the sales rep handle the entire sales journey to the return process without having to switch to multiple setups.

For example, say there was an order from Fiona Pinto, who would like to return an item from sales order number 000014. An RMA is created to complete his return request and a refund record (credit note) is created for the customer.

  • Click on the Enterprise Point of Sale tab and fetch the customer and sales order details from the system to initiate the RMA. Refer to the sales order from the Point of Sale Tab section for more details.
  • Click on the “RMA” button; on the right side of the ePoS as shown below.
RMA1
  • The system fetches all the sales order line items.
  • Select the sales order line item to return and enter the quantity to return. Specify the reason for the return.
  • Select the expected date and status of the RMA, select the authorise checkbox and click the “Save” button to create the RMA line item in the system.

Purchase Requisition

Purchase Requisition is generated before the purchase order is raised to notify the Purchasing team of the items it needs to order and their quantity. It gives figurative information on the desired goods and services of the organization.

How to Create Purchase Requisition:

John works at a warehouse and finds out that some items in the warehouse has low inventory level and needs reordering from the vendor. So, he requests the purchasing team to create purchase orders for the items to fill the inventory for those items by creating a Purchase Requisition.  He follows the steps mentioned below,

  • From the App launcher go to ‘Create Purchase Requisition’ Tab
  • Purchase Requisition Page opens. Enter the all the details on the page like Purchasing organisation, Expected date, delivery details, Status, Channel, Distribution Channel.
  • Click on the ‘Add’ button to add the products, Search the products, enter the quantity required, and unit price. Similarly, add more products using the ‘add’ button again.
  • Click ‘Save’ to create the Purchase requisition.

How to Create a Purchase order for purchase requisitions:

The Purchase orders created by john are listed in the ‘Requisition to purchase order ‘tab and Emily who works at the purchase order department can create purchase orders for the requested items by John. She follows the steps below,

  • 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 name quantity that has to be received.
  • Under the ‘Receive’ Box enter the quantity that is being received from the vendor.
  • Enter any instruction in the instruction box.
  • Click the ‘save’ button
  • Now check the box next to the product received and Click on the ‘Put away’ tab
  • On the put-away page select the version, location, or bin if required and click the ‘save’ Button.
  • Your purchase order is Complete.

Accounts Payable:

  • Go to the ‘Accounts Payable’ tab
  • You can see Vendor’s tab where all the vendors will be listed. You select the vendor and select the Purchase order related to that vendor to create a bill.
  • You can also directly select the Purchase order to create a bill against it from the purchase order tab.
  • Select the purchase order to create a bill against it and select the new bill option from the dropdown.
  • Create Bill page will appear. Enter the Vendor bill date and Bill number. Also, you can add more products to the same bill by clicking on the ‘Add’ button.
  • On the Product line item add taxes and description if required and select the Account to capture the amount paid and click the ‘Save’ button.
  • When Bill is created it will appear on the Bill tab. Now match the bill by selecting the bill and click the ‘match bill’ button on the top right.
  • On the match, bill page selects the line item to match and click the ‘save’ button.
  • Now post the bill by selecting the ‘Post’ option from the dropdown against that bill.
  • When it is posted then New voucher option appears. Click the new voucher to create a voucher.
  • Click the ‘save’ button to save the voucher.
  • Now approve the voucher by selecting ‘Approve’ from the dropdown button.
  • Click on the ‘Make Payment’ option from the dropdown to make payment for that voucher.
  • On the pay voucher pop up. Select payment account, date, reference number and payment method and click ‘Save’. Now your payment is complete.

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.

Products and Services

Create the Products

Products are configurable items that are manufactured in an organization or purchased from the vendor/supplier and are sellable. Products can be stored in an organization’s Site/warehouse or a third-party Site/warehouse.

  • Navigate to the app menu> Products tab.
  • 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.
  • Enter the Product Name and Product Code.
  • Select the Product Family, Category and Sub Category of the product.
  • Select the Status as Released and make sure Active checkbox is checked.
  • Select the Track Inventory checkbox for all Inventory Products.
  • Enter the Product Description and Barcode if any.
  • Select Is Kit (for a Bundle/Kit product), Serialise (for a serialized product) and Lot Tracked (for a Batch product) depending on the product configuration needs.
  • Save the record to create a product.

Create Price Books

Price books are integrated with the order management module to define pricing for your products. All the products should be given a standard price and added to a custom price book.  We can set different price books for different products.

  • Navigate to the app menu > Products tab.
  • Click open the product to add a price book.
  • In the related tab, find the Price Book object and click “New”
  • Enter the pricing details of the product such as List price, Selling price, Start date, End date and save.
  • This creates a standard price for the product.
  • Once a standard price is added to the product it can then be added to Custom Price Books.
  • Navigate to the Price Book tab from App launcher to create custom price books.

Create the Inventory/ Stocks for the products

  • Navigate to the app menu > Products tab.
  • Once in the Products section, select the product to create the Inventory/ Stocks.
  • In the related tab, find the Inventory/ Stocks related list and click the “New” button.
  • Enter the Organisation and the Business Unit details.
  • Enter the Stock Name and select the Active checkbox.
  • Select the Status as Checked In.
  • Make sure Warehouse and Product are selected.
  • Save the record to create the stocks for the product.

Create the Stock Inward Line Item

It is to add stocks to the inventory. It records the stocks for a particular product and is tracked by quantity, it is assigned to Inventory/ Stocks that enables the users to determine and maintain optimum inventory levels.

  • Navigate to the app menu > Products tab.
  • Once in the Products section, select the products record to create the Stock Inward Line Item.
  • In the related tab, find the Stock Inward Line Item related list and click the “New” button.
  • Enter the Warehouse Purchase Line Item Name.
  • Ensure Site Product Inventory (Inventory/Stock) of this product is selected.
  • Add the Serial Number / Material Batch/Lot if the product is serialized or Batch product.
  • Select the product, enter the Quantity and select the Active checkbox.
  • Save the record to create a stock inward line item for the product.

Adding Cost Cards to Products

  • Navigate to the Related list of the product to the Cost Card object.
  • Click New and add the Cost Card Name, Cost, Currency, Start Date, End Date, Quantity, Minimum Quantity and Unit.
  • Select the Product and Supplier/vendor.
  • Select the Organisation and Business Unit and Save.
  • This creates a cost card record which can be used when creating a purchase order.

Account, Contact and Addresses

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 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.

Shipment

Shipping is the key link in the customer’s supply chain, manufacturing, and retail success. Aqxolt ERP provides a complete solution for streamlining the shipping process with an accurate delivery date and time. Aqxolt ERP provides real-time communication between UPS and FedEx.

The shipping management process begins with the following activities.

  1. Creation of Sales Order
  2. Creation of Stock Dispatching (Pick, Pack, Ship)

When creating a sales order from the Order console, the shipment cost can be estimated from the delivery section on the Order console.

  1. Aqxolt ERP supports UPS, FedEx and Internal Shipment.
  2. Click on the Delivery section.
  3. Click on UPS or FedEx.
  4. Based on the ship to address and package size, the system will provide the estimated shipping cost.

Once a sales order is created and ready for shipment, it is available for stock dispatching.

  • Click on the Stock Dispatching tab.
  • Select the sales order to be shipped.
  • Pick all the line items of the order or partial line items.
  • Click on Pack to create a package.
  • In the package detail section, select the Package Type and Shipment Type.
  • During selection of the Package Type Weight, Weight Unit, Length, Width, and Height will be auto-populated.
  • Select the shipment type, which could be UPS, FedEx or Shipment.

UPS

Upon selection of the shipment type UPS, the following process continues:

  • Enter the Deposit Tag.
  • Click the “Save” button to create a Package.
  • Click on the ship icon, which will bring you to the UPS shipping page.

UPS

The left side of the shipment page includes shipping details such as where the shipment is going, where it is coming from and the package details.

The right side has 3 sections:

Shipping Services/Cost:

This section populates the Shipping Date and includes other dropdowns to provide details about Weekend delivery, Additional handling, Verbal confirmation, Delivery confirmation and Description.

  • Click on the Get Rates button to get the different UPS services to choose from.
  • Select a UPS service.

Process Shipment:

This section populates the Shipment name, Shipment status and other details such as International forms and Product Unit Code.

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

FedEx

Upon selection of the shipment type FedEx, the following process continues:

  • Enter the Deposit Tag.
  • Click Save to create a Package.
  • Click on the ship icon, which will take you to the FedEx shipping page.

FedEx

The left side of the shipment page displays the shipping details, such as where the shipment is going, where the shipment is coming from, package details and invoice details.

The tabs on the right side provide the following information:

Shipping Services/Cost:

This section populates the Shipping Date and includes other details, such as Description, Request, and Response.

  • Click on the Get Rates button to get the different FedEx services to choose from.
  • Select a FedEx service.

Process Shipment:

This section populates the Shipment name, Shipment Status and an Initiate Shipment button.

Click on Initiate Shipment to initiate a shipment.

Track Shipment:

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

Internal Shipment

Upon selection of the shipment type Shipment, the following process continues:

  • Brings to the Delivery screen where delivery details can be added
  • Add Delivery Date and Save, Stage changes to Shipped and Delivery Name becomes Opportunity name.
  • This creates a Shipment record which can be seen on the sales order and Logistic order related list.

Delivery Flows:

  • Navigate to the Pickup/DropOff tab to create delivery flows.
  • Click on New and fill in the name, status and other details if available and Save.

    • Picked Up and Delivered are the flows created as shown above.

Checklist:

  • Navigate to the Checklist tab to verify the no of items delivered against the ordered Quantity.

  • Select the checkbox and click verify if all the Qty is delivered.
  • Verifying the items will make the line items noneditable.
  • By default the Delivered is set to ordered qty and status is to Delivered. The delivered Qty can be changed based on the physical delivery Qty and the status will be changed to Item(s) Missing if ordered qty and physical delivery qty does not match.
  • Delivery Person upon reaching the delivery point navigates to the Delivery tab and captures customer signature, Name, Delivery Date and Time.
  • Attachments such as photos or other documents can also be added.

Warranty

Aqxolt ERP allows warranties to be easily recorded for a product or sales order line item.

Create Warranty and Return Policy:

  • Navigate to the Manufacturing app > Warranty & Return Policies
  • Once in the Warranty & Return Policies tab, you can view the Warranty & Return Policies information already filled in and create a new Warranty & Return Policies
  • To create a new warranty and return policy, click the “New” button.
  • Select the organisation details of the warranty and return policies.
  • Select the policy guidelines and product for which the warranty and return policy is being created.
  • Enter the name of the warranty and return for identification purposes. Also enter the length of the warranty period, in days.
  • Click the “Save” button to create a warranty and return policy for the product.

Create a Warranty for the Finished Product or Sales Order Line Item

  • Navigate to the Manufacturing app > Products tab.
  • Once in the Products tab, you can view the products information already recorded.
  • Select the product for which the warranty must be created.
  • In the related tab, find the warranties related list and click the “New” button.
  • Select the organisation and business unit details.
  • Enter the warranty name and select the type of warranty – standard or extended.
  • Select 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 sales order line item.
  • Enter the warranty period in the valid till and valid from date. Enter the quantity.
  • Click the “Save” button to create a warranty for the product, asset or sales order line item.

Subscription

With Aqxolt ERP’s subscription module, you can offer a wide range of subscription frequencies, (e.g., weekly, monthly, quarterly, annually) simply by specifying the start and end dates of the subscription in the subscription plan.

Create Subscription Plan

  • Create a Tax Plan record by navigating to the Order Management app > Accounts tab.
  • Once in the Accounts section, select the Organisation Account to create the subscription plan.
  • In the related tab, find the Subscription Plan related list and click the “New” button.
  • Enter the Subscription Plan Name and Description.
  • Select the Subscription Plan, Duration in Months and Order Profile.
  • Click the “Save” button to create the Subscription Plan record.

Create Product Subscription Plan Allocation

  • Create a Tax Plan record by navigating to the Order Management app > Accounts tab.
  • Once in the Accounts tab, you can track the Accounts that are already recorded.
  • In the related tab of the organisation account, find the list related to the Subscription Plan and view the record.
  • In the related tab of the Subscription Plan, find the list related to the Product Subscription Plan Allocation and click the “New” button.
  • Enter the Name. Select the Subscription Plan and Product, and then select the Active checkbox.
  • Click the “Save” button to create a Product Subscription Plan Allocation Record for the associated Subscription Plan.

Create a Subscription

A subscription can be created using two methods;

  • From the Subscription tab (record level)
  • With the Enterprise Point of Sale tab.

Creating a Subscription Through the Subscription Tab

  • Navigate to the app menu and click on the Subscription tab.
  • Once in the Subscription section, you can track the subscriptions already filled in and create a new subscription.
  • When filling in a new sales order, enter the subscription name and select the Active checkbox.
  • Select the sales order and subscription plan, then enter the subscription description.
  • Enter the start and end dates of the subscription.
  • Enter the duration in months of the subscription.
  • Enter the Next Order date of the subscription and select the status – whether the subscription is On Hold, Active or Cancelled.
  • Enter the address details and click the “Save” button to create a subscription order.

The process for creating a sales order from the Point of Sale tab is as follows:

  • Create the sales order as described in Creating a sales order through the Sales Orders tab.
  • Click the “Subscribe Order” button.
  • Select the subscription plan and select the duration in months.
  • Enter the name of the subscription. Enter its description and special instructions, if any.
  • Find the products by typing the name of the product or by clicking the “Find” button. Select the products from the action column and click the “Product+” (add product) button.
  • In the product’s line items details section, enter the quantity and select the discount plan, if applicable.
  • Click the “Subscribe” button and complete the subscription order.

Loyalty

Enroll your customers in a loyalty program to encourage regular purchases and brand loyalty.

Create a Loyalty Setup

  • Navigate to the app menu > Loyalty Setup tab.
  • Once in the Loyalty Setup section, you can track the Loyalty Setups already filled in and create a new Loyalty Setup.
  • 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 select Organisation and a Business Unit.
  • Save the record to create a Loyalty Setup.

Create a Loyalty Program

  • Navigate to the app menu > Loyalty Program tab.
  • Once in the Loyalty Program section, you can track the Loyalty Program already filled in and create a new Loyalty Program.
  • 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 of the loyalty program.
  • Save the record to create a Loyalty Program.

Create a Loyalty Card

  • Navigate to the app menu > Loyalty Program tab.
  • Once in the Loyalty Card section, you can track the Loyalty Program already filled in and create a new Loyalty Card.
  • To create a new Loyalty Card, click the “New” button.
  • Select the Loyalty Card name and select the “Active” checkbox.
  • Enter the Customer Account, Contact and Loyalty Program details
  • Enter the Start and Expiration Dates of the card
  • Save the record to create a Loyalty Card.

Payment using loyalty

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

  • From the ePoS page
  • From the Invoice detail page

Loyalty 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 the “Loyalty” button.
  • Enter the points to redeem and click the “Pay Now” button.
  • A Loyalty Type payment record has been created.

Loyalty payments 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 and on the detail page navigate to the “Redemptions” button.
  • The Redemptions page shows the invoice details and the total amount due, along with the available loyalty points and the subsequent loyalty value, as shown below.
  • Enter the points to redeem and click the “Pay Now” button.

Discounts & Coupon Redemptions

Discounts

Aqxolt ERP provides the ability to assign discounts on price book that will determine the discounts for order profiles. The discount will affect all the products linked to the price book.

Create Tier

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

  • Navigate to the App menu> Tier tab.
  • Once in the Tier tab, you can track the Tiers already filled in and create a new Tier.
  • To create a new Tier, click the “New” button. You will be presented with a screen below.
  • Enter the Tier name and the Floor and the Ceiling Units. For example, you could create a discount that gives a 10 percent discount for purchase of a product with quantity one (floor unit) up to ten (ceiling unit).
  • Select the “Active” checkbox and select Organisation and a Business Unit.
  • Save the record to create a Tier.

Create Discount Plan

  • Navigate to the App menu> Discount Plan tab.
  • Once in the Discount Plan tab, you can track the Discount Plans already filled in and create a new Discount Plan.
  • To create a new Discount Plan, click the “New” button. You will be presented with a screen below.
  • Enter the Discount Plan name and the 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: You can either have Discount Percentage details or Discount Value at the same time. If both the discount percentage and value is given in the record, then the precedence goes to Discount Percentage.

  • Select the Status of the discount plan and select the Organisation and the Business Unit.
  • To activate the discount plan, select the Active checkbox.
  • Save the record to create a Discount Plan.

Create Tier Discount Allocation

  • Navigate to the App menu> Product tab.
  • Once in the Product tab, you can track the Products already filled in.
  • Navigate to the related tab 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 be presented with a screen below.
  • Enter the Tier Discount Allocation name and select the Discount Plan that you want to associate with the product.
  • Select the Order Profile, Tier and the Price Book to allocate to the product in order to use the discount being set up.
  • To activate the Tier Discount Allocation, select the Active checkbox.
  • To set the default tier to the product, select the Default checkbox.
  • Select the Organisation and the Business Unit.
  • Save the record to create a Tier Discount Allocation for the product.

Coupons

With this feature, Aqxolt ERP gives you the ability to redeem coupons without leaving or reloading the enterprise point of sale page. You can give discounts to orders by redeeming the active coupons. The system gives you the ability to create coupons with various options, like start and end dates, total value in percent and currency, etc.

Create a Coupon

  • Navigate to the app menu and click on the Coupons tab.
  • Once in the Coupons section, you can track the Coupons already filled in and create a new Coupon.
  • Click the “New” button to create a Coupon and select the “Orders” record type. Then click the “Next” button.
  • 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 give a discount to the customer.
  • Save the record to create a Coupon.

Issue Coupons

  • Navigate to the related tab of the Coupons 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 the Coupon needs to be issued for multiple accounts, leave the Accounts field empty.
  • Click the “Save” button to create the Coupons Issued record.

Payments using Coupons

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

  • From the ePoS page
  • From the Invoice detail page

Coupon 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. To redeem the Coupon, enter the Coupon code and click the “Apply” button.
  • You will see that a payment of type Coupon has been created.

Coupon payments 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 Redeem Coupons section on the left-hand side.
  • Enter the Coupon code and click the “Apply” button.
coupons
  • The Coupon redemption page now shows the Coupon discount amount paid to the invoice.

Inventory & Asset Management

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.

Inbound Receive

The Inbound/Receive Logistics tab allows users to add the product to the inventory. We need to create a Logistic record for the Purchase Orders whose type should be ‘Inbound’.

1. Creation of Logistics record for a Purchase Order

If we check the ‘Ready the Receive’ checkbox while creating the Purchase Orders on the ‘Create Purchase Orders’ page and click on Save, the system will create the Purchase Order and its Logistic record.

Or

If we create a Purchase Order from the Create Purchase Order tab without checking the ‘Ready to Receive’ checkbox, the system will create the Purchase Order, but we need to navigate to the Purchase Order record level and need to check the ‘Ready to Receive’ checkbox manually to create the Logistic record. Follow the below steps to create the Logistic record manually –

  • Find the Purchase Orders tab from the App Launcher.

  • Once in the Purchase Orders tab, you can view the Purchase Orders information already filled in.

  • Find the Purchase Order and open it, check the ‘Ready to Receive’ checkbox, and ‘Save’ the Purchase Order record. The system will create the Logistic record.

Figure – ‘Ready to Receive’ checkbox

Figure – Logistic record

2. Complete the Inbound/Receive Logistic process to Receive the inventory.

  • Select the ‘Warehouse Management’ App from the App Navigation and click on the ‘Inbound/Receive Logistics’ tab.

OR

Find the ‘Inbound/Receive Logistics’ tab directly from App Launcher.

  • After clicking on the ‘Inbound/Receive Logistics’ tab, the system will take the users to the ‘Inbound/Receive Logistics’ home page.

  • Select the Channel and Distribution Channel available in the upper right corner, for which the logistic was created.

Users can see all the logistics that are related to the selected channel and Distribution Channel.

  • Use the search bar or scan the Purchase Order’s barcode to find the logistic.
  • Once the users found the Logistic, click on the Receive button or scan the barcode of Receive to navigate to the Receive section.

Figure – Click on Receive button to navigate to receive the section

Figure – Scan Receive barcode to navigate to receive the section

Note: –

  • Users can select multiple logistics together by selecting/scanning the logistics as shown in the below figure and receive all items at a time.

  • Users can attach any document like bills or product details by clicking on the ‘upload files’ icon and selecting the file that users would like to attach.

After uploading, users can find this document in the ‘logistic’ record level in the related list section of ‘notes and Attachments’.

  • After navigating to the ‘Receive’ section, users can see all the products associated with the purchase orders.

Figure 5: Before Receiving the Products

  • Users can see the Normal products at the top, Batch products in the middle, and, Serialized products at the bottom of the page.
  • Check the checkbox or Scan the Barcode of the Product to select the Purchase Order Line items.

  • If the Product is a Lot Tracked product, then you can Create a new Batch or you can Scan or Select the available directly. Click on the Gear icon to create a new Batch from the Receive section.

  • If the Product is a serialized product, then you can Select each inventory for that product or Scan the barcode of the Product. If you Scan the barcode of that product, the system will automatically select each inventory record.
  • Once you select each inventory for that product, you can enter the Serial numbers directly or scan new Serial Numbers for that product one by one.
  • Once you select the line items and select Batch/Serial Numbers, you need to enter the Quantity that you want to receive in the provided Quantity input field. By default, the total quantity will be auto-selected, if you want to receive the quantity partially, you can enter the partial quantity and will be able to receive the items partially.

  • Also, the user can Scan or Select the barcode of the Location if it’s stored at a particular location in the selected warehouse.

In the same way, the user can Scan or Select the barcode of the Bin.

  • Once everything is selected, you need to click on the Save button.
  • If you are receiving the items partially, the system will display the received items in the below section of the page.

  • Once you receive all the items, the system will display a message that All Items Received, and all received items will display at the Received Line Items.

Creating a new Batch/Lot from the ‘Receive’ Section.

Step 1: Click on the gear icon available next to Batch/Lot lookup.

Step 2: It will open the pop-up as shown below.

Step 3: Enter the Batch or Lot Number, and Expiry Date, and select Version if you want to associate that Batch to any specific Version.

 

Step 4: After entering the details click on the ‘Create Lot button, which will create a new Batch or Lot and allocate it to that product for which the inventory will get added.

 

 

 

Outbound Logistics

The Outbound Logistics module of Aqxolt ERP ensures that all kinds of orders are dispatched accurately to the provided shipping address. The outbound logistics allows items to be placed in the specific packages for shipment. The system allows the user to scan an order reference number for items required for shipment. Stock dispatching is applied mainly to modules like sales orders, purchase returns, work orders, and transfer orders.

  • Navigate to Order Management app > Outbound Logistics tab
  • The List tab shows the logistics orders that are ready to be Picked and Packed.

  • Select the logistic order to complete the stock dispatching process
  • Click the “Pick” button to pick the products from the available stock address.

  • Select the outbound logistic line item and click the “Pick” button at the bottom right-hand corner of the page.
  • If all the Qty of the line items are picked, the screen moves to the Pack page
  • If all Qty is not picked the page remains in the same(Pick) screen until all the Qty is Picked
  • On the Pack tab, select the chosen item and select the package type and enter the deposit tag number to identify the package.

  • Select the quantity to pack, select the shipping type and click the “Save” button. Make sure Picked and Packed Qty are same.
  • The Package will be listed as shown

  • Multiple packages can also be created by selecting only the required line items in the Pack screen.
  • To ship the package, select the checkbox and click the “Ship” button.
  • Depending on the Shipment type selected UPS/FedEx or Internal shipment, the screen navigates to Shipment page.

Purchase Order

The purchase order is an electronic document that is sent by the customer to the seller to request for supply of certain goods and services. It is the first official communication from the buyer, containing the details of the specific items required, their quantity, and the prices agreed upon along with other details that may be required for the goods and services.

The purchase line orders contain the details of each of the items types ordered as well as the quantity of each item. Each type of commodity has a unique sales line number. Numerous purchase line orders can be contained in a single purchase order.

The purchase orders are used by the seller to prepare the items for shipment. The purchase orders are also important in providing the seller with information about the buyer to track sales records, authorize shipments and plan properly the shipment methods in line with the customer’s needs. This helps a business to grow and reach more customers by simplifying how you make sales. It makes it easier to make purchase orders and also improves the efficiency of the seller’s ability to account for stock and manage sales.

Creating a Purchase Order

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

How to create Purchase Orders
  • From the App, launcher go to the ‘Create Purchase Order’ Tab.
  • Select type of purchase order and click ‘Next’ button.

  • Standard purchase order.
  • Enter all the details of the Purchase order such as Expected date, status, Employee requester, vendor, vendor contact, Vendor address, Purchasing company, Billing, and delivery address.
  • Check the ‘Ready to Receive’ box to receive the item.
  • Now click on the ‘Add Button’ to Add products to your purchase order.
  • Select the product from the list of products and enter the name of the product.
  • Add ‘quantity’ as the Amount of units that needs to be purchased.
  • Add ‘price’ for each unit in the Price box.
  • Add any description required in the Description box for the purchase order.
  • Click the ‘save’ button.
  • The purchase order will be created.

How to Inbound Purchase Order Logistic:

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

 

 

  • On the receive page select the version, location, or bin if required and click the ‘save’ Button.
  • Your purchase order is Complete.

Accounts Payable:

  • Go to the ‘Accounts Payable’ tab
  • You can see Vendor’s tab where all the vendors will be listed. You select the vendor and select the Purchase order related to that vendor to create a bill.

  • You can also directly select the Purchase order to create a bill against it from the purchase order tab.
  • Select the purchase order to create a bill against it and select the new bill option from the dropdown.

  • Create Bill page will appear. Enter the Vendor bill date and Bill number. Also, you can add more products to the same bill by clicking on ‘Add’ button.
  • On the Product line item add taxes and description if required and select the Account to capture the amount paid and click ‘Save’ button.

  • When Bill is created it will appear on Bill tab. Now match the bill by selecting the bill and click ‘match bill’ button on the top right.
  • On the match bill page select the line item to match and click ‘save’ button.
  • Now post the bill by selecting ‘Post’ option from the dropdown against that bill.

  • When it is posted then New voucher option appears. Click the new voucher to create a voucher.

  • Click the ‘save’ button to save the voucher.

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

  • On the pay, a voucher pop-up. Select payment account, date, reference number, and payment method and click ‘Save’. Now your payment is complete.

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 ‘New 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’

  • 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.

Stock Take

STOCK TAKE – Manage Variances in the Inventory

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

Steps: –

  • Select the ‘Warehouse Management’ App from the App Launcher. Find the Stock Take tab in the Navigation Bar.

Or

  • Find the Stock Take tab from the App Launcher.
Figure 01 – Stock Take Tab
  • After clicking on the Stock Take tab, the system will take the user to the Stock Take home page where the user can see all the created Stock Takes records.
Figure 02 – stock take records
  • The user can use the search bar to search any Stock Take record.

OR

The user can use the scanner to find the Stock Take records.

  • The User can also filter out the Stock Take records that belong to the different Channels and the Site/Warehouse.
Figure 03 – search/filter stock take records
  • The user can update the created Stock Takes by clicking on the ‘Manage’ button or by clicking on the name of ‘Stock Take’.
Figure 04 – Manage/Update stock Take record

Note: – User can change the details of the Stock Takes record and can Add, Edit, and Remove the Stock Take Line items using the Manage functionality.

  • To create a new stock take record, the user needs to click on the ‘+ New’ button or scan the barcode of the NEW
Figure 04.1 – + New button

Figure 04.2 – Barcode of New button
  • After clicking on the +New button or scanning the barcode of the NEW button, the system will take the user to the new Stock Take creation page.
Figure 05 – Enter the variances
  • Stock Take details like Name, Channel, Site, Employee, Approver, Start Date and End Date, Status, and Audit Period (Monthly) will be auto-selected.
  • If the Users want to change any records, they can manually select/change the records.
  • Also, the users can use scanner to scan the barcode of different channels and Sites.
  • Once the user selects the records from the detail section, the user needs to enter the ‘Stock In hand’ quantity, to adjust the stock for the required Stock Take Line items and click on the ‘Save’ button to create a new Stock Take record.

Note: –

  • To create the Stock Inward Line items or to increase the stock for any product, the user needs to enter more quantity than Available Stock in the Quantity in Hand See in the above screenshot, the user needs to do the same process we have done for Smart Watch and Camera Diffusion Filter – 3mm Acrylic product.
  • To create the Stock Outward Line items or to decrease the stock for a product, the user needs to enter less quantity than Available Stock in the Quantity in Hand

See in the above screenshot, the user needs to do the same process we have done Extension Board.

  • The user can Scan the Product Code directly or Scan the Batch/Lot Number or Serial Numbers to find the Products in the Line-Item section instead of the search bar.
  • If you want to do an Audit for the Stocks, select the Audit Period as ‘Quarterly’ or ’Yearly’, enter the actual quantities in the ‘Stock in Hand’, leave other products as it is and click on Save.

The system will keep/adjust the stocks for only those products whose quantity was entered in the Quantity in Hand field while creating the stock take, and the system will create the outward line-item records for the remaining products and Stock will decrease automatically.

  • Once the user clicks on the Save button the system will create the Stock Take record.
Figure 06 – Created Stock Take record.

Output Summary: Once the ‘Stock Take’ record gets created, based on the variance (entered Stock in Hand quantity) the Stock Inward and the Stock Outward records will be created.

 

 

 

Stock Transfer

  • 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.

Stock Run Rate

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-Fixed Asset

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.Inventory-versus-Asset

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.

Transfer Order

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

The ERP Mark 7 application enables users to create transfer orders for moving assets, inventory and employees between company stockrooms/sites, warehouses, and departments, respectively.

Transfer Order line items allow for the transfer of multiple Items on one transfer order. Transfer orders can be created for:

Inventory Stocks

Steps to create a Transfer Order for Stocks –

Create transfer orders through a Transfer Order Tab

  • Create a transfer order by navigating to the Order Management app > Transfer Orders tab> New.
  • Once on the Transfer Orders section, you can track the transfer orders already created and create new ones. The Transfer Order should be created in Requested Status.

29

  • 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.

Fields to note:

Field Description
Transfer Order Name Describes the name of the transfer order.
From Channel The Channel from where the assets/stocks will be shipped.
From Distribution Channel The Distribution Channel from where the assets/stocks will be shipped.
From Site The site from where the assets/stocks will be shipped.
From Address Location from where the assets/stock will be shipped.
To Channel The Channel to where the assets/stocks will be shipped.
To Distribution Channel The Distribution Channel to where the assets/stocks will be shipped.
To Site The site to where the assets/stocks will be shipped.
To Address Address to where the assets/stock will be shipped.
Requested date Describes the date on which the transfer order was requested.
Status Current status of the transfer order, such as Draft or Requested.
Delivery by date It gives the Date by which the shipment will be delivered to To Site.
Ship Date It gives the Date of Order shipped from the From site.
Expected Date Describes the date by which the items are expected to be received.
Ready To Pick Pack Make this checkbox true when Outbound Logistic is to be created.
Ready To Receive Make this checkbox true when Inbound Logistic is to be created.

Creating Transfer Orders Line Items

Transfer order line items specify the exact Items included in a transfer order. A transfer order may contain more than one transfer order line item. Every line item contains an Asset/Product to transfer and the quantity to transfer.

The steps below explain how to create transfer order line items.

  • After creating a transfer order, click on the related tab and find the transfer order line items section. Click the “New” button to create a new transfer order line item.
  • Every transfer order line item is identified by its name; enter the name of the transfer order line item.
  • Enter an Item to transfer.
  • Enter the quantity requested.
  • Click the “Save” button to create a transfer order line item.
Field Description
TO Line Item Name Name used to identify the transfer order line item.
Transfer Order Read-only field that describes the transfer order to which the transfer order line item belongs.
Quantity requested Number of products requested by the transfer order line to be moved. For example, 12 chairs are requested to be transferred.
Product The Product of Interest to be Transfered.

Transfer Orders Through an Outbound Logistics Tab

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.

 

Fixed Assets (Equipment)

Assets are also known as fixed or capital assets and typically refer to an organisation’s valuable resources and equipment. These items have long-term business use and enable their owner to produce goods or perform services. Assets are tracked as unique items that are not consumed in production.Fixed Asset1 Because the word “asset” has a different meaning in the world of finance and accounting, the phrase “asset tracking” is used to indicate the monitoring of physical asset movement and condition, not the change in the monetary value of an intangible financial asset. Fixed Asset3 Systematically tracking assets is necessary across every industry to maintain accurate accounting records as well as real-time visibility of operations. For tracking purposes, each asset is tagged with a unique barcode identifier (e.g., make, model, serial number, etc.) and associated with a custodian or location.

Inventory Assembly

You can easily build assemblies or finished goods from a detailed Bill of Materials. The manufacturing module allows you to specify the raw materials or components needed to manufacture each finished good.inventory assembly1

With operations that involve inventory for work-in-process and manufacturing, this functionality enables you to boost end-to-end traceability, productivity and control. In addition, you can access your product assembly inventory in Aqxolt ERP anytime, anywhere, so your team can better coordinate production machine usage and labour.

Manufacturing Benefits: 

  •   Streamline manufacturing process using barcodes
  •   Increases flexibility for multiple product variations
  •   Improves inventory control during manufacturing/process cycle
  •   Saves time and increases manufacturing productivity

Increase Manufacturing Productivity

Create predictability, better coordinate manufacturing machine usage and labour, and track raw materials and components needed to manufacture each specific product accordingly.

Easily Assemble Your Inventory

The Inventory Assembly feature allows you to efficiently track product manufacturing and associated stock quantities and costs.

LOT

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.

BOM KIT

The concept of KIT is extensively used in manufacturing industries. The concept of BOM and KIT fall under different processes. KIT is a concept involving the sales process whereas BOM falls under the inventory process. KIT is an assembly of many finished items grouped together to be sold; its pricing is calculated for each finished item. KIT itself cannot be considered one stock; each finished item is stocked separately. For example, Universal Furnitures manufactures various types of furniture. When the company sells its furniture, it sells a dining table, chairs and cushions as a KIT. Thus, the finished items are sold as a group rather than individually Create Bill of Material (Components) Kits:
  • Navigate to the Products tab.
  • When creating a new product, make sure the “Is Kit” checkbox in the product record is checked.
BOM
  • Once in the Products tab, you can view the Products information already filled in and create a new Product record.
  • On the related tab, scroll through the related list and find Bill of Materials (Component).BOM4
  • Click the “New” button to add a new BOM.
  • From the Select Record Type pop-up, select Kit BOM and click the “Next” button.
  • Fill in the details, such as the Bill of Material Name, Type, Component Type and BOM Notes.
  • BOM (Product) auto populates.
  • Select the BOM (Component) and the Quantity required.
  • Check the “Active” checkbox and click on the “Save” button to create the BOM kit record.
Adding Product BOM Versions:
  • In the Related list tab of the Product, navigate to the BOM Version.
  • Click the “New” button. Choose the “Manufacturing” record type and Next.
  • Fill in the Version Code, Start Date and To Date.
  • The product is auto-filled. Fill in other details, such as Category, Process and Quantity.
  • The Type should be Assembly and the Status should be Certified.
  • Select the Active checkbox and Save.
Shipping a Kit  When a Sales Order is created with a Kit as a product and when the sales order is ready for shipment, the sales order will be available for stock dispatching.
  • Click on the “Stock Dispatching” tab and select the sales order that has a Kit as a Product.
  • Click Pick to see all the available sales order line items.
  • Select the sales order line item having the Kit as a product and click the Explode checkbox on top of the page. The Explode checkbox will split the Kit components into individual line items and the required BOM (Components) will be reduced from the inventory.
  • Click on the “Pack to pack” button, the Kit with all the components attached to it and click the “Save” button to create the package.
  • Follow the shipment process to ship the Kit (BOM) to its specified shipping address.

Serial Number

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.

Warehouse

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.

Manufacturing & Service

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.

Manufacturing Order

How to create a Manufacturing Order:

  • Form the App launcher go to the Manufacturing module.
  • To create a Manufacturing order, go to the ‘Manufacturing Workbench’ tab
  • Click on the scheduler tab to schedule a manufacturing Order.

  • On the left-hand side, you will find all the products listed for manufacturing or you can search from the search bar provided.
  • Click on the product that needs to be manufactured. You can see the process cycles in the scheduler to schedule these process cycles to a specific time and date.
  • Enter the quantity required to Manufacture in the QTY filed provided.
  • Click on the ‘Schedule MO’ button to schedule the order.
  • On the next page, you can see all the details for the manufacturing order.

BOM’s tab – This shows the Bill of material required to produce the final product.

Work orders tab – Show all the work orders that need to be completed to produce the final product.

Production Status – This shows the status of the current production.

Serial Numbers / Batches  – If the MO Product is Serialise product then it will generate the serial numbers or If the LOT Tracked product the system will generate Material Batches / Lots.

  • Now Allocate the stock for all the BOM’s as required for the manufacturing of the product.
  • Click on the ‘Stock Allocation’ button to allocate stock manually or select the ‘Auto stock Allocation’ button to fulfill stock automatically.

  • When clicking the Stock allocation button, this page will appears to enter the stocks required for each BOM’s. Manually enter the values and click the ‘Capture’ Button to save the stock.

  • Similarly allocate the required quantities for all the BOM’s.
  • When all the stock is fulfilled. Click on the ‘Work order’ tab

  • Complete all the work orders to complete the Manufacturing process.
  • Click on the first work order. Press the start button to start the process. Then click

on the Play button to begin the operation. Click the green ‘Complete Button’ to complete the process. When done click the ‘Build’ Button.

  • Clicking on the Build button will navigate you to another page and enter the quantity of BOMs consumed in that Process Cycle/Work Order. Enter the vales and click the ‘Build /Commit to-Inventory’ button.

  • Similarly go to the next work order and do the same for each operations. Complete all the operations specific to that Work Order. Then click the ‘Build /Commit to-Inventory’’ button.

 

  • Clicking the ‘Build /Commit to-Inventory’’ button at the last Work Order /Process Cycle or where the WIP is set, will navigate to another page there enter the quantity that has been produced. You can also choose the type as Produced or Scrapped from the ‘type’ picklist depending on the finished product produced.

  • Enter the quantity produced in the quantity field and click the ‘Build/Commit to Inventory’ button.

With this, your Manufacturing is now complete.

Process and Process cycles

Process
A process is a functionality intended to be used by manufacturing industries to produce finished products for sale. The production of products is typically in bulk quantities and is concerned with discrete units, bills of materials and the assembly of components.

Aqxolt ERP provides a complete solution and agility to succeed in managing entire business processes end-to-end. It lets you accommodate and manage a work center and plan workforce and machine required hours in a cost-effective manner depending on the complexity of the manufacturing process.

Creating Processes:

  • Navigate to the Manufacturing app > Processes tab.
  • Once in the Process section, you can track the processes already filled in and create
    new processes.
  • To create a new process, click the “New” button.

  • Select the “Manufacturing Process” record type and click the “Next” button.
  • Enter the process name, organisation, and contact details.
  • Select the type of process, enter the barcode and select the product for which the
    manufacturing process is built.
  • Select the workstation and work center; enter the required workforce and machine
    hours.
  • Enter the cost details of the manufacturing process and enter the process description; then click the “Save” button to create a manufacturing process.

Process Cycle:
A process cycle is a sequence of steps required and a set of activities associated with the
manufacture of finished products. It essentially starts with the customer requirement and ends with delivery of the required product.

It is a framework that describes how and from where the process starts. It also describes when and how the interrelated operations depend on each other. It describes the progress of each process cycle, helping the user estimate the overall time required to produce a finished product.

Creating a Process Cycle:

  • Navigate to the Manufacturing app > Processes tab.

  • Once in the Process section, select the process record to create the process cycle.
  • In the related tab, find the Process Cycle related list and click the “New” button.
  • Enter the Process Cycle Name, the Progress of the process cycle and the Description.
  • Select Previous and Next Process Cycle; then select the Workstation in which the
    process cycle will commence.
  • Click the “Save” button to create a process cycle.

Work Order

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

WO1
  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.

workorder_2

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:

Information Section
FieldDescription
Work Order NameIt describes the name of the word order
WO SupplierIt describes the name of the supplier who supplies raw materials to complete the work order
SiteIt describes the manufacturing unit location
StatusIt defines the work order status – Completed, Issued or In progress
Ready For ShipmentIt indicates if the sales order is ready for shipping
CodeIt is a system generated unique number for every work order
BarcodeIt describes the barcode specific to the work order
Approved DateIt describes the approved date of the work order
ProjectIt describes the name of the project for which the work order is created
Lead TimeIt describes the expected time to complete the work order
OrganisationIt defines the name of the organisation/Account
Organisation Business UnitIt defines the Business Unit name of the Account/Organisation
Details Section
WO CostIt describes the complete work order cost
Sales OrderIt is the sales order related to the work order
Purchase OrderIt is the purchase order related to the work order
Manufacturing/Assembly Process
ProcessThe process by which the Work order products are manufactured
TypeIt defines the type of work order
Manufacturing/Assembly CostTotal cost for the manufacturing  of the product in the process
Planned DateIt is the date planned to start the work order process
Employee RequesterIt defines the employee name who requests the work order
Completion DateIt defines the completion date of the work order

Convert a sales order into a work order

  1. Click on the Sales Order tab as shown below
  1. 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.
workorder_4
  1. 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.
WO2
  1. Click on ‘Save’ button which creates a new work order with a unique work order number.

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

Work Center

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.workcenter1
  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:

FieldDescription
OrganisationDescribes the name of the organisation
Work Center NameDescribes the name of the work centre for its identification
ChannelDescribes the segment of the business where the employee is hired to work
SiteDescribes the site from where the sub-products can be utilised and maintained
Shop Floor WarehouseDescribes the warehouse in which the items are stored; in addition to this, a user can assign the location and storage bin of the received items to make it a well-organised warehouse.

Work Planner

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.

Shift Planner

Shift planner is a tool that helps manage resources efficiently across businesses. It helps in planning the staff shifts according to their availabilities. It is the best way for super users and supervisor users to manage and utilize the availability of the staff effectively.

A Superuser can manage the availabilities of all the users under the organization

A Supervisor User can manage only your team members availability, time offs and break-times

A user can manage only its own availability, time offs, and break-times easily with Shift Planner.

How to Find Shift Planner:

1) Click on App Launcher.

* On the App Launcher type ‘Shift Planner’. Once the Tab appears click on Tab

2)Navigate from the Manufacturing Workbench.

* Navigate to Manufacturing Workbench, click on the Shift Planner icon from the upper right corner.

3. The Shift Planner Appears

Understand the Features on Shift Planner Screen

Available – This tile represents an Available Slot for booking an appointment

Not Available – This tile represents Slot is not available for booking an appointment

Time Off – This tile represents Time off/ breaks

Holiday – This tile represents public holidays or temporary leaves

Reserved – This tile represents that All available slots have been completely booked.

C – Indicates the total Capacity Hours of a resource for the day

D – Indicates the total Demand Hours for the resource for the day

AC – Indicates Available capacity Hours for the resource after demands and time off

How to Manage Availability of a Resource.

Let’s Create a new resource group for Hand Sanitizer in Hand Sanitizer Work Center. Let’s add ‘Emily Dickinson’ and his availabilities who is a ‘Resource’ or ‘user’ working in Hand Sanitizer Resource Group.

Manage Availability is a feature That allows you to manage the available slots of the users on the shift planner. From this feature you can create a Resource Group, Resource and multi time slots.

1. Click on Manage availability Button

2. The screen shows

Enter the fields to manage availability of that particular ‘Product, Work Center, group and dates’.

3. Click on the ‘Group +’ Button.

4. Enter the Group Information for which you wish to add the new resource

5. Enter Product, Work Center, Group, Start Date, and End Date.

6. Select the Resource Name and then add the availability times as shown below.

7. Click the ‘Save’ Button. A new Resource group and Resource will be created and it can be viewed on the shift planner screen.

How to Manage Availabilities for Each resource

Instead of going to manage availabilities. You can also click the ‘Manage’ button from the time slots.

Let’s manage Emily’s Availability for Wednesday

1. On hover the Time slot. The below popup will appear.

2. Click on the ‘Manage’ button. The next screen takes you directly to Availabilities Page where you can edit the Start and End time for any day.

3. Once changes are made click the ‘Save’ Button.

How to create a ‘Time Off’

Emily has an urgent meeting to attend and she would be unavailable for Work. So she decides to create a Time off for that date and time.

Let’s Create a Time off for Emily for the same slot for Wednesday.

1. Click on the ‘Time off’ Button


The time off screen appears.

3. Click the ‘Time Off’ Button. And Enter the Details of Time off.

4. Click ‘Save’. A time off will be created for Emily and it can be viewed on the shift planner screen in section blue.

Time off can also be created by directly clicking on the time slot on the shift planner screen.

Click the ‘Time slot’. The pop-up shows


Click on the ‘Time off’ button and follow steps 1-4 from How to create time off.

How to filter Shift Planner

A supervisor opens shift planner and he looks for Emily’s resources to book her availabilities. He quickly finds using the filter icon.

Let’s find Emily’s shift schedule at the Boiler Work Center for the Boiler Installation Product.

Click on the filter icon.

Enter the Product Name, Work Center. Emily’s resource Shows up.

How to find time slots for future dates

If you want to see the future availability of Emily.

1. Click on the calendar date icon/arrow button to show the available time slots in the future dates.

2. The next available time slots show up for future dates.

 

Bill of Materials

A Bill of Material (BOM) is the functionality used to set up a production module in an ERP system. A BOM is essentially used to manage a list of components used to produce the end product. The manufacturing of the end product goes through numerous phases of production; a BOM records the details of components needed at various phases of production. Creating a BOM is essential because the correct component must be available during the manufacture of the finished products. Every BOM record includes the product name, description, quantity, unit of measurement, procurement type, etc. and provides a centralised source of information to the person handling the BOM to manufacture a product. Aqxolt ERP provides the flexibility to configure various types of Bills of Material depending on the business use for which they are intended.

Creating Bill of Materials for Manufacturing:

  • Select the manufacturing process for which the BOM is required.
  • In the related tab, find the Bill of Material (Manufacturing/Assembly Process) and click the “New” button.BOM1
  • From the New Bill of Material Record Type pop-up, select “Manufacturing BOM” and click the “Next” button.BOM2
  • Fill in the BOM name, the process cycle in which the BOM component is used.
  • Select the phase (stage) of the BOM, then the unit of measurement of the BOM.
  • Enter the BOM level, reference designators, part identification number, quantity, BOM (product), and BOM component.
  • Select component type, procurement type, and type of BOM.
  • Enter the cost details under the “Cost/Billing” section.
  • Enter the description and BOM notes if applicable.
  • Click the “Save” button to create the BOM record for the chosen manufacturing process.

Fields to note:

Fields Description
Bill Of Material Describes the name of the BOM being created
BOM Level Describes the hierarchy of the BOM used in manufacturing the product
Phase Describes the stage at which each BOM is used during the product lifecycle and allows for progress tracking
Unit of Measure Describes the measurement in which a BOM will be used
Reference Designators Provides the details about where the BOM fits in the production lifecycle
BOM Notes Provides the relevant notes to those who closely work with the BOM. Conveys all the information that might be required throughout the product lifecycle
Procurement Type Describes procurement activities, i.e., if the BOM is purchased or made (off the shelf or made to specification)
Quantity Describes the number of BOM products/parts to be used for manufacturing or purchasing
Description Describes the details of each BOM
BOM (Product) Describes the product whose BOM is created
Part Identification Number Describes the number assigned to the BOM part for quick identification
Process Cycle Describes the process cycle in which the BOM part is used
Finished Product Amount Delivered Describes the total amount spent to manufacture the finished product
The BOM can be created for various component types, which can be understood as follows:
Component Type  Description
Alternate Component Indicates the material may be substituted for the original component.
Test Component Indicates the assembly of material is temporary and will be removed before the final product is shipped; also enables the disassembly operation.
Co-Product Component Represents possible variations of a planned material. If a manufacturing process can yield more than one possible material due to, for example, process, environment or raw material variations, the optimum material is planned for and all other possible outcome materials can be defined as its Co-Product components.
By-Product Component An additional material created during the manufacturing of another material. If a manufacturing process of a material also yields one or more other materials, these other materials can be defined as its By-Product components.
Assembly A parent or component (subassembly) made up of other components.

Capacity planning

Capacity planning is the process of determining the production capacity needed in manufacturing a product. For an organization, capacity would be the ability of a given system to produce output within the specific period. In Capacity Planning, we can get the daily overview of the work assigned to work centers or Resource Groups. To Create Capacity Planning
  • Navigate to the app menu > Capacity Planner.
  • Create a new Capacity Planning record by clicking “New.”
  • Add capacity planner name, Start Date, and End Date.
  • Make sure “Demand Aggregation” is Monthly.
  • Click Save.
  • In the Related list, we have Resource Groups, Resource Allocation, Capacities, and Demand.

Resource and Resource Group

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.

Service-Installations

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.

HR & Project Management

Display documentation page layout variations.

Employee Management

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.employee1
  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:

FieldDescription
No of Hours/DayDescribes the number of working hours per day
Maximum Overtime Hours/DayDescribes the maximum allowed overtime hours per day
First NameDescribes the first name of the employee
Last NameDescribes the last name of the employee
Middle NameDescribes the middle name of the employee
GenderDescribes the gender of the employee
Leave AllowanceDescribes the total number of leave allowances applied to the employee
Available AllowanceDescribes the available leaves for the employee
Leave Allowance TakeDescribes the leave allowances utilised by the employee
Former EmployeeIndicates whether the employee is a former employee
Former Employee RecordDescribes details of the former employee record
Employee UserUsed to assign a salesforce user to the employee record
Employment StatusDescribes the employment status of the employee
Job TitleDescribes the job title of the hired employee
Non-Employee TypeIndicates whether the employee is a consultant or apprentice
Employment Start DateDescribes the start date of the employee
Employment Start DateDescribes the last working day of the employee
Contract/Offer Issue DateDescribes the date when the job contract/offer was issued to the employee
First Working DayDescribes the first working day of the week assigned to the employee
Commission PlanDescribes the commission plan assigned to the employee
Organisation Business UnitDescribes the organisation business unit where the employee is hired to work
ChannelDescribes the segment of the business where the employee is hired to work
Reporting ManagerDescribes the manager under whom the employee will be working
Employee ProfilingDescribes the profile of the employee
Work StatusDescribes the work permit status of the employee
DescriptionProvides more information about the employee
Date of BirthDescribes the date of birth of the employee
Place of BirthDescribes the place of birth of the employee
Marital StatusDescribes the marital status of the employee
Number of ChildrenDescribes the number of children of the employee
Passport NumberDescribes the passport number of the employee
Passport Expiry DateDescribes the expiration date of the passport
NationalityDescribes the nationality of the employee
Social Security NumberDescribes the social security number of the employee
National Insurance NumberDescribes the national insurance number of the employee
AddressDescribes the address of the employee
Permanent AddressDescribes the permanent address of the employee
PhoneDescribes the contact phone number of the employee
EmailDescribes the email address of the employee
MobileDescribes the mobile number of the employee

Leave Management

Leave management systems helps employees to request time-offs from work, plan vacations and track holidays. Management can use the system to Approve or Deny leaves and maintain employee records.

ERP Mark 7’s Leave Management comes under HR Management App and encompasses Time offs, Leave entitlements, Available Allowance and Upcoming Holidays.

The Leave Management is specific to the employee and can be submitted for approval to the higher authorities. This helps you to track employee performance and reduce managerial time.

A Leave Management can be created in two methods:

  • From the record level
  • From the Leave Management Tab
From the record level
The steps below explain how to create a Leave request and move it from Draft status to Submitted.

1. Create a Leave request by navigating to Employee management app > Employee tab

2. Select the employee for whom a Leave request needs to be created from the list of employees

3. On the related list/tab scroll down to the Leave Requests (Employee) related list and click the ‘New’ button.

4. Enter the organization details, leave request name, select the leave entitlement and enter the approver details and leave request status. Administrators and other roles of an employee that act as approvers can see all the Leave requests submitted.

  • A Leave request can be in different stages which can be easily understood by the following statuses.
  • Click ‘Save’ to save the Leave Request
Timesheet StatusAction
DraftThe leave request that is in the Draft state can be edited to make some corrections. When in the Draft state the number of leaves will not be deducted from the total available allowance.
ApprovedWhen the leave request is approved by the work agent/ higher authority then it is marked “Approved
SubmittedOnce the employee is sure about his entries then they leave request can be moved to the submitted state seeking approval
RejectedWhen the approver rejects the Leave request, the leave request can then be available for corrections and resubmission.

Canceled

 

An employee had created the leave request but later decided to cancel it then the leave request can be in a cancel state and this will increment the available leave allowance.

Completed

 

When a Leave request is in the completed state then it signifies that the applied leave has been taken.

From the Leave Management Tab

Navigate to HR Management app > Leave Management tab

Leave Management tab has two views for viewing the records:

  • List View
  • Grid View

List View

  • On the Leave Management tab, you can view the list of all the leaves created in the 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 or Entitlement/Holidays move to the respective sub-tabs.
  • To view the Time Off the record, click on the record name.
  • To edit the Time Off record, click on the edit icon and save the record after necessary changes are done.
  • To delete the Time Off the record, click on the delete icon and click on ok.

Grid View:

  • On the Leave Management tab, you can view the list of all the leaves 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 or Entitlement/Holidays move to the respective sub-tabs.
  • To view the Time Off the record, click on the record name.
  • To edit the Time Off the record, click on the edit icon and save the record after necessary changes are done.
  • To delete the Time Off the record, click on the delete icon and click on OK.

Fields to Note:

NameDescription
Time OffThis indicates the already taken leaves
Available AllowanceIndicates the total available leaves for the calendar year.
BookedIndicates the number of booked leaves (In Approval stage)
Upcoming HolidaysIndicates about the National/Organisation-defined holidays for the calendar year.
Book Time offThis is to create a new leave request
  • Click the  “+Time Off”  button to create a new Time Off record for the logged-in user.

  • Enter the name for the Time Off the record.
  • Every Time Off will be in “Draft” status until the user is ready to submit it to the approver. Select the approver who is authorized to review the Time Offs and decide whether to approve or reject the Time Off.
  • Enter the Start Date and End date which calculates the number of days the Time Off is being created.
  • Select the Type of Time Off indicating whether type of leave you’re opting for.
  • Mention the reason for the Time Off being created and clicking on save creates a record with Draft status.
  • Clicking on the submit button submits the leave request record for approval.
Draft/Submitted Leaves

All the leaves of status Draft and Submitted will be listed under the Draft/Submitted/Rejected Leaves section as shown below

Submitted Leaves cannot be edited or deleted, the leaves with Draft and Rejected can be Deleted or edited for submission.

Approved/Rejected Leaves:

Once the Leave is approved or rejected by the approving authority or the Approver, it will be listed under the Approved/Rejected Leaves section.

Submitted for your Approval

If you have employees working under you and you are the Approval Manager of their leaves then all the submitted leaves will be listed under the Submitted for your Approval section as shown below.

Leave Entitlement

The Leave Entitlement section indicates all the leaves entitled by the organization such as Casual leave, Sick leave, Maternity, etc, and others that can be defined here and the number of days assigned for each leave type.

The Holidays section indicates all the National/Organisation level holidays defined for the current fiscal year, next fiscal year, previous fiscal year, and previous 2 fiscal years.

Time Sheets

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.

employee1

  • 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’ buttonemployee2
  • 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.
FieldDescription
EmployeeDescribes the name of the employee whose timesheet is being created
Workforce Requirement PlanningDescribe the name of the workforce required for which the timesheet is created to monitor progress
ApproverOther employees who act as approvers can see all the weekly time cards for all the employees under them
Team MemberDescribes the team to which the employee belongs
StatusProvides the current status of the timesheet, such as Draft or Submitted; controls which actions can be performed against the timesheet
Start DateDescribes the start date of the week
End DateDescribes the end date of the week
Approve / Rejected DateDescribes the date on which the timesheet was approved or rejected
Approve / Rejected ReasonDescribes the reason for approval or rejection
Week Date Specifies the week’s date

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

Timesheet StatusAction
DraftA timesheet in the Draft state can be edited to add or delete time card entries.
ApprovedWhen the timesheet is approved by the work agent/higher authority, it is marked “Approved.”
SubmittedOnce the employee is confident about his entries, the timesheet can be moved to the Submitted state when it awaits approval.
RejectedIf the approver rejects the timesheet, it becomes available for review and re-submission.

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.

tsr2

  • 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.

Expense

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.

employee1

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

expns2

  • 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:
FieldDescription
EmployeeDescribes the name of the employee whose expense is being created
Expense NameDescribes the name of the expense created
ApproverOther employees who act as approvers can see all the expense claims that belong to employees under them
ProjectDescribes the name of the project for which the expense is created to monitor the progress
StatusCurrent status of the expense, such as Draft or Submitted; controls which actions can be performed against the expense
DateDescribes the date when the expense was created.
PaidIf the checkbox is selected, it indicates that the expense claim has been paid to the employee.
Approve / Rejected DateDate by which the expense claim was approved or rejected.
Approve / Rejected ReasonDescribes the reason for approval or rejection.

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

Transfer Order StatusAction
DraftAn expense that is in the “Draft” state can be edited to add or delete time card entries.
ApprovedWhen the expense claim is approved by the work agent/higher authority, it is marked “Approved.”
SubmittedOnce the employee is confident about his entered claims, the expense can be moved to the “Submitted” state for approval.
RejectedWhen an approver rejects the expense, the expense is available for review and resubmission.

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. expns3

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

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.businessunit1
  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.

Project

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.Projects1
  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:

FieldDescription
Project NameDescribes the name of the project.
Project ManagerDescribes the consultant responsible for managing the workforce and delivering on time, on budget project implementation
Budget AccountDescribes the defined budget account associated with the project
DescriptionDescribes the brief requirement of the project so the team working on it is on the same page
ProgrammeDescribes the programme associated with the project
Start DateDescribes the planned start date of the project
End DateDescribes the estimated end date of the project
Labour CostIndicates estimated funds received for workforce against a project
Material CostIndicates estimated funds received for material consumption against a project
ExpenseDescribes the expenses recorded against a project
StatusDescribes the progress of the project

Programme

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.programme1
  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.

Finance Management

Balance Sheet

The balance sheet is one of the core financial statements used by accountants. A financial statement that summarises a company’s assets, liabilities, and shareholder’s equity at a given point in time. It gives owners an idea as to what the company owns and owes.

To access the Balance sheet, navigate to the Financial Management module and click the Balance sheet tab.

The report generated is based on the current fiscal year. This will display amounts till the presently posted transaction.

You can use the filters and calendar tool to drill down the balance sheet and know the company’s financial position at any point in time or as opposed to a given period. The balance sheet is divided into two columns, one is for assets and the other is for liabilities and stockholders’ equity. Fundamentally, the balance sheet must balance the total amount of assets with the total amount of liabilities and stockholders’ equity.

 

The balance sheet is auto-calculated using the latest data from the company’s accounts, which means the balance sheet is created in real-time. With Aqxolt ERP’s balance sheet, you don’t have to be a professional to do manual calculations. Whenever a transaction record is created, all the calculations and finance general entries are created automatically, eliminating errors in the balance sheet.

 

View the data that matters to you by using the filters provided to you. You can import the balance sheet for the selected organization and duration in PDF/Excel format by clicking the “Download PDF / Download Excel” buttons. To make good decisions by comparing financial data, click “Compare Financial Data”. Compare the data of your interest by using filter criteria and viewing the chart data annually, quarterly and monthly. View and download the tabular data by clicking “Download PDF/ Download Excel” for the financial year.

Let’s drill down the balance sheet closely. Depending on the nature of the business, the asset side of the balance sheet may contain many items, some of the examples includes Cash, Inventory, Accounts, receivable, Checking etc.,

The basic equation of the balance sheet states that the liability and the owner’s equity of a business are equal to the total sum of its assets.

Assets = Liabilities + Owner Equity

The other side of the balance sheet displays liabilities and stockholders’ equity. Liabilities are obligations and debt payable to the other entity. Some of the examples of liabilities include Sales tax, Accounts payable, Sales tax payable, Goods received not invoiced, etc.,

Equity is the value of a company’s capital. The basic equation of assets can be used to calculate the owners’ equity

Owners’ Equity = Liabilities – Assets

If the equation returns a negative value then it is dangerous to the growth of your business and difficult to secure the finance of the company. Some of the examples of equity include Retained earnings, Owners’ equity, Remuneration, etc.,

Let’s illustrate an example to understand the balance sheet. One of the customers in Universal stores purchases a Phone and its selling price is $1200 and the cost price is $900. The system generates a sales order for the customer with the invoice amount of $1200. The profit made by the Universal store is calculated using the following equation.

Profit = Selling Price – Cost Price

Therefore, the profit made by Universal Store is $300.

The sales order summary is illustrated in the table below

Sales order SO-xxxxCustomer: Serah
QtyUnit PriceTotal Price
112001200
   
 Tax (20%)240
 Sub Total1440
 Discount (10%)144
 Total Amount1296

 

The payments on the balance sheet are recorded only when the invoice is posted.

When we make a sale, and Post the Invoice
Chart of AccountCreditDebit
Sales1200 
Accounts Receivable 1296
Sales Tax Payable240 
Sales Discount 144
 14401440
Balance After Sale
Sales1200
Accounts Receivable(Mckinsey)1296
Sales Tax Payable240
Sales Discount144

Customer Serah makes the payment against the Invoice

Serah Pays to InvoiceAmount
Invoice Amount1296
Cash Payment1296
Sales Order StatusPaid
Sales Order StageShipped
When a customer makes payment (Cash) to Invoice
Chart of AccountCreditDebit
Accounts Receivable (Serah)1296 
Cash 1296 
Balance After Customer Payment Against Invoice
Sales1200
Accounts Receivable (Serah)0
Sales Tax Payable240
Sales Discount144
Cash1296

Let’s illustrate an example to understand the balance sheet when sales return happens. Serah the customer of Universal Stores would like to return one of the items from the sales order purchased by her. The system generates a Return Merchandise Authorisation for the customer and the net sales are calculated by the following formula.

Net Sales Formulae = Sales – (Sales Return + Sales Discount)

When a sale Return
Chart of AccountCreditDebit
Sales Return 1200
Sales Discount144 
Cash1296 
Sales Tax Payable 240
 14401440
Balance After Sales Return
Sales1200
Accounts Receivable (Serah)0
Sales Tax Payable0
Sales Discount0
Cash0
Sales Return1200

Similarly, let’s illustrate an example understand the balance sheet when Universal stores purchase an item. Aqxolt ERP helps in the accounting of vendor invoices that the vendor bills towards the order. When the user raises the Purchase order to purchase item A and item B, the system creates a voucher against the purchase order. Every time a voucher is posted a general ledger entry is created in the system reflecting the credit and debit balance of the chart of accounts created for purchases.

Inventory
Product NameSerial NoCost Price Selling PriceProfit(SP-CP)Available StockStock Inward
Item A2345-5436-235678000900001200022
Item B2345-5436-2378880001000001200022
After Voucher is Posted the Following Ledger Entries Will be Created
COACreditDebit
Purchase 332000
Accounts Payable332000 
Inventory Accounting
COABalance
Inventory332000
Accounts payable332000
Accounts Receivable0
Sales0
Purchase0
Sales Return0
Sales Tax0
After Stock In Ward (Item A (2345-5436-2356)) is Posted The Following Ledger Entries Will be Created
COACredit Debit
Inventory 156000
Purchase156000 
After Stock In Ward (Item B (2345-5436-2378)) is Posted The Following Ledger Entries Will be Created
COACredit Debit
Inventory 176000
Purchase176000 

When a Universal store returns an item purchased the system creates a transaction entry for the return purchase order and the following chart of accounts are affected.

The Following Ledger Entries Will be Created If Not paid
COACreditDebit
Accounts payable088000
Inventory880000
The Following Ledger Entries Will be Created If Paid with Cash
COACreditDebit
Cash88000 
PurchaseReturn 88000

Income Statement

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.

Bank Reconciliation

Generally, every organisation operates its finances with at least one bank account. An organisation can have one or more bank accounts operating on multiple currencies. An organisation makes daily, weekly or monthly deposits depending on the nature of the business. The deposits could be in the form of cheques, cash or credit/debit card receipts. Aqxolt ERP’s Bank Reconciliation ensures that payments of any form are processed and deposited in the bank.

Reconciliation of Bank Records:

  • Navigate to the Finance Management app > Bank Reconciliation
  • Enter the Reconciliation Name for identification.
  • Select the organisation and the bank account associated with the organisation.
  • Enter the start and end dates for reconciling the journal entries of the specified period.
  • Click the “Save” button to create a bank reconciliation for the organisation.
  • Download the bank statement template.
  • Click the “Import Bank Statement” button and select the bank statement to reconcile. (Note that the bank statement should be in .csv format.) The bank statement entries will appear in the section below.
  • Click the “Reconcile” tab to begin the bank reconciliation for the specified period.
  • Click the bank statement entry on the left-hand side and find its match on the right-hand-side transactions section.
  • Click one or more transactions for each bank statement entry and click the “Reconcile” button.
  • To find and match the transactions, click on the “Find & Match” tab in the transactions section on the right-hand side.
  • Search the transactions by entering at least two characters of the transaction name or reference number. Also, you can search by entering the amount. Click the “Go” button to find the match.
  • To create the transaction, click the “Create” tab and select the payment type. Enter the category and amount, then click the “Reconcile” button.
  • To undo the reconcile, click the “Undo Reconcile” tab. Then click the undo button under the “Actions” section.

Trial Balance

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.

Budget

The biggest concern in terms of project failure involves establishing an unrealistic time and cost to drive a project. An unrealistic time and cost lead to poor decision-making. A good project management system requires the organization to collaborate with all the departments because not all the information is available at the beginning of the project in project lead manufacturing companies. Aqxolt ERP provides the solution to handle project management issues.

Create Budget Account:

  1. Navigate to the Finance Management app > Budget Account tab.
  2. Once in the Budget Account tab, you can track/view the employee information already filled in and create a new Budget Account record.budget1
  3. To create a new employee, click the “New” button.
  4. Select the organisation and business unit details of the budget account.
  5. For accounting purposes, select the relevant chart of the account.
  6. Before the budget is allocated to a project, the manager must approve it. Select the Approver and enter the submitted and approved date of the budget.
  7. Enter the name of the budget and the financial start and end date.
  8. If the budget is of the type carry forward, check the budget carry forward checkbox and select the carry over the budget account.
  9. Enter the spend amount and the amount of the budget account and select the status.
  10. Click the “Save” button to create a budget account for the organisation.

Aqxolt ERP helps project managers develop estimates for cost and project timelines based on the company revenue, assets and workforce involved. A quick way to estimate project cost is by calculating the machine usage cost, workforce cost, material cost and overhead costs associated with each process and schedule involved within the project. This will help project managers manage projects and control budgets proactively.budget2

Fields to note:

FieldDescription
Budget NameDescribes the name of the budget account allocated to the project for its identification
Chart of AccountDescribes the account available for transactions in its general ledger
ApproverProvides the name of the person responsible for approving the budget
Approved DateDescribes the date on which the budget was approved
Submitted DateDescribes the date on which the budget account was submitted for approval
Financial Start DateDescribes the start date of the financial year
Financial End DateDescribes the end date of the financial year
Carry Over Budget AccountDescribes the remaining amount that can be carried for the commitment to the new financial year
StatusDescribes the status of the budget account whether it is submitted for approval, committed or approved
Budget Carry ForwardIndicates whether the budget account is of the type carry forward
Spend AmountsDescribes the amount spent from the allocated budget
AmountDescribes the amount allocated to the budget

Finance Data Setup

Custom Setting

  • Navigate to setup and find “Custom Settings” in the quick find box.
  • Find “Module” custom setting and click the “Manage” button.
  • Click the ‘New’ button and create a record by name “Finance”, make sure the Run checkbox is selected, this controls the Activation/Deactivation of Finance Module.

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 select whether the fiscal year is based on the starting month or the ending month.
  • Click the “Save” button and confirm the changes.

Finance General Ledger

Finance general ledger is used to track all the financial transactions and it is the primary accounting record for a business. The finance general ledgers hold the accounting information that is needed to prepare the company’s financial statements, including the Balance sheet and the Income statement and includes accounts for assets, liabilities, owner’s equity, expense, and revenue.

  • Navigate to the Finance Management app >Finance General Ledger Tab.
  • Enter the Name of the general ledger.
  • Select the Organisation and click the “Save” button to create a general ledger record.

Chart of Accounts

Chart of Account is a unique record of each type of asset, liability, equity, income/revenue, and expense. A very important reason to have COA in the system is to let the users quickly get a glance at a company’s financial health and segregate assets, revenue, liabilities, and expenses. It provides the complete listing of each account in the accounting system and ERP Mark7 has the flexibility to tailor the company’s COA that best suits its business process. It is available for recording transactions in the finance general ledgers.

  • Navigate to the Finance Management app >Chart of Accounts Tab.
  • Click the “New” and select the Record Type of the chart of account, click the “Next” button.
  • Enter the Name of the chart of account and select the active checkbox.
  • Select General Ledger and Organisation from the lookup.
  • Click the “Save” button to create the Chart of Account record.

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

Chart of Account NameRecord Type
InventoryAssets
CheckingAssets
CashAssets
Accounts ReceivableAssets
Retained EarningsEquity
Owner’s EquityEquity
Cost of Goods SoldExpense
RentExpense
SalesIncome/Revenue
Sales ReturnIncome/Revenue
Sales DiscountIncome/Revenue
Sales TaxLiabilities
Accounts PayableLiabilities
Sales Tax PayableLiabilities
Goods Received Not InvoicedLiabilities

To start a New Business Process, Create a “Stockholders Equity” or “Owners’ Equity” COA with an opening balance as per the requirement.

Note: When creating a new Account (Organisation) or existing Account (Organisation) make sure the field Account Type is set to “Organisation”. If the field is not found on the page, add it to the layout. And on the Account (Organisation) detail page Default checkbox should be checked.

Chart of Account Mapping

Chart of accounts mapping allows the processing of balance and supports the ability to correlate a source chart of account to a target chart of accounts. The posting functionality in ERP Mark7 enables the finance general ledgers to create a relevant finance general ledger entry with the relevant chart of account information and transaction in it. To create the chart of account mapping follow the following steps

  • Navigate to the Finance Management app >COA Mapping Tab.
  • Click the “New” and enter the name of the COA Mapping name.
  • Select the Chart of Account from the lookup.
  • Select Tax or Discount checkboxes if the COA Mapping created is for tax and discount purpose.
  • Click the “Save” button to create the COA Mapping record.

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 basically imitates the basic twelve-month calendar.

  • Navigate to the Finance Management app >Accounting Period Tab.
  • Click the Accounting period button in All Accounting Period list view.
  • Select the Organisation 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.

General Accounting

The Finance module in Aqxolt ERP Mark 7 provides real-time insight into the overall financial status of the organisation. It provides, automates and streamlines the entire financial management process, as well as simplifies user adoption and processes by its seamless integration. Aqxolt ERP Mark 7 provides a complete suite of components involved in financial processes like General Accounting, Accounts Receivable, Accounts Payable, Commission Accounting and Reconciliation with bank feeds. It has been intelligently designed to handle multiple business units. It is completely integrated with other ERP modules like Order Management, Manufacturing Management, Supply Chain Management and Employee Management. It empowers you to track all entries into comprehensive general entries. It also enhances decision making with insightful reports and dashboards. General Accounting This is a combination of all the processes related to financial activities in an organisation, such as providing the financial report form balance sheet, profit and loss statements and trial balance. To begin with the configuration every organisation requires a finance general ledger and a chart of accounts for the financial year.

Create an Accounting Period

  • Navigate to the Finance Management app > Accounting Period tab.
  • Click the “New” button to create a new Accounting Period.
  • Enter the Accounting Period Name and select the status.
  • Enter the Start Date and the End Date of the accounting period.
  • Click the “Save” button to create the accounting period record.

Create Chart of Accounts

  • Navigate to the Finance Management app > Chart of Accounts tab.
  • A chart of accounts can be created for different types of accounts, such as Sales, Liability, Assets, Equity or Income/Revenue from the available record types.
  • Click on the “Add New Chart of Accounts” button to create a new chart of accounts record for the selected record type.
coa1
  • Enter the name of the chart of account; select the financial year, account type and other details.
  • Enter the  Organisation and Business Unit details.
  • The opening balance of the account will be 0 if the account is starting in the current financial year; otherwise, the opening balance will be the closing balance of the same account in the previous financial year.
  • Enter the accounting start and end dates.
  • Click the “Save” button to create the chart of account.
Note: When creating a new Account (Organisation) or existing Account (Organisation) make sure the field Account Type is set to “Organisation”. If the field is not found on the page, add it to the layout.

Field to note:

Fields Details
Is Contra: If the contra checkbox is checked, the chart of the account will be a contra account.
Opening Balance: The balance brought forward at the beginning of a new accounting period, on the credit or the debit side of the ledger.
Closing Balance: The amount remaining in an account within a chart of accounts, positive or negative, at the end of an accounting period or at year end.
Total Credit: The total credit amount of the financial year.
Total Debit: The total debt amount of the financial year.
Financial Year: Select the financial year of the organisation; usually the financial year is the period between 1 April and 31 March.
Calculated Ending Balance: The calculated balance of the account for the given financial year. This is used to identify the starting balance of the next financial year account.
Bank Account: Selects the bank account of the organisation used to do all the accounting transactions
Account Code: A six-digit number that indicates the type of revenue, expenditure or transfer being recorded.
Account Information
Account Type: Indicates the account’s purpose. For example, the account type could be Current Liabilities or Long-Term Liabilities.
Accounting Period Start Date: Start date of the accounting period; it can be the same as the start date of the financial year.
Accounting Period End Date: End date of the accounting period, it can be the same as the end date of the financial year.

Create Finance General Ledger for the financial year

  • Navigate to the Finance Management app > Finance General Ledger tab
  • Click the “New” button to add “Finance General Ledger”.
financeGL1
  • Select the financial year and enter the start and end dates of the general ledger entry.
  • Enter the name of the finance general ledger and enter the accounting period start and end dates.
  • Select the “Active” checkbox to make the finance general ledger active

Invoice and Payment Posting

Posting invoices ensures that the transaction has been recorded in the Finance general ledger of the company. If the organization operates on a cash basis or on an accrual basis, the invoices and payments can be posted at any given time. Whenever invoices are posted, accounts receivable and sales-related ledger entries are created in the system. Similarly, when payments are posted, payment-related debit and credit ledger entries are created in the system automatically. One must ensure that all invoices are posted with a date for the current year to ensure the accounts receivable are created for the correct period of the year.

Posting Invoices can be done in two methods:

  1. From Record Level
  • Navigate to the Order Management app >Sales Order tab.
  • Select the sales order whose invoice must be posted.invoice1
  • On the related tab, click on the invoice number to open the invoice record.
  • Click the “Edit” button and select the “Posted” checkbox.invoice2
  • Click the “Save” button to apply the changes. Upon saving the record, a finance general ledger entry is created for accounts receivable and sales accounts.

2. From Accounts Receivable

  • Navigate to the Finance Management app >Accounts Receivable tab.
  • Navigate to the Invoices tab, select the invoice which must be posted.
  • Once we select the invoice to post, click on the dropdown button to either post/un-post the invoice.

    Posting Payments can be done in two methods:

    1. Record Level
    • Navigate to the Order Management app > Sales Order tab.
    • Select the sales order whose payments must be posted.
    • On the related tab, click on the payment number to open the payment record.
    • Click the “Edit” button and select the “Posted” checkbox.
    • invoice2
    • Click the “Save” button to apply the changes. Upon saving the record, credit and debit entries are automatically created in the system for the posted payment.

    2. From Accounts Receivable

    • Navigate to the Finance Management app >Accounts Receivable tab.
    • Navigate to the Payments tab, select the payment which must be posted.

    Once we select the payment to post, click on the dropdown button to either post/un-post the payment.

    Posting Supplier Invoices:

    • Navigate to the Order Management app > Purchase Order tab.
    • Select the purchase order whose supplier invoice must be posted.
    • On the related tab, click on the purchase/supplier invoice to open the invoice record.invoice3
    • Click the “Edit” button and select the “Posted” checkbox.
    • invoice2
    • Click the “Save” button to apply the changes. Upon saving the record, a finance general ledger entry is created for accounts payable and asset accounts.

    Posting Supplier Payments:

    • Navigate to the Order Management app > Purchase Order tab.
    • Select the purchase order whose payments must be posted.
    • On the related tab, click on the supplier payment number to open the supplier payment record.
    • Click the “Edit” button and select the “Posted” checkbox.
    • Click the “Save” button to apply the changes. Upon saving the record, credit and debit entries are automatically created in the system for the posted payment.

    Manage Taxes

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

    Taxes in Aqxolt ERP can be applied in the following ways;

    • Assign the taxes on the Sales Orders
    • Assign the taxes on Products
    • Assign the taxes on Shipment

    Create a Tax Record

    • Create a Tax record by navigating to the Order Management app > Tax tab > New.
    • Enter the Tax Code 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 (Customer Profile) to which the taxes are applied.
    • “Apply tax on” field lets you to apply taxes on 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.

    Assign the Taxes on the Sales Order

    Every Sales Order is generated for a Customer and the Customer is associated with a Customer Profile.

    In the related list of Customer Profile, 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 on the sales order line item that contains the same product in it.

    Assign the Taxes on Shipment

    When a tax record of type ‘Shipping’ is created, the system applies the tax on 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 Source or Destination.

    Fields to Note:

    FieldDescription
    Tax CodeDescribes the Tax record Name.
    CountryTax codes are unique for every country. This describes the country for which a Tax record is created.
    ProvinceEvery province differs in the tax rate. This field describes the province for which the Tax record is created.
    TypeDescribes the type of Tax, whether it is a Sales, Service or Shipment Tax.
    Effective DateDescribes the date from when the Tax record is effective for use.
    Expiry DateDescribes the date from when the Tax record can no longer be used.
    Tax RateDescribes the percentage of tax applied.
    ProductDescribes the product associated with the Tax record. This field is mainly used when product-specific taxes are created.
    Apply Tax OnDescribes whether the tax is applied to ‘Selling’ or ‘Cost’ price of the product
    Account ProfileDifferent Taxes can be applied for different Account Profiles. Account Profile (Customer Profile) should always be selected while creating a Tax record

    Prepayments

    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.

    Accounts payable

    Accounts payable (AP):is a short-term debt and a liability on a balance sheet where a business owes money to its vendors/suppliers that have provided the business with goods or services.

    • Go to the ‘Accounts Payable’ tab
    • You can see Vendor’s tab where all the vendors will be listed. Select the checkbox against the vendor and select the Purchase order related to that vendor to create a bill.

    • You can also directly select the Purchase order to create a bill against it from the purchase order tab if have the PO number handy.
    • Select the purchase order to create a bill against it and select the new bill option from the dropdown.

    • Create Bill page will appear. Enter the Vendor bill date and Bill number. Also, you can add more products to the same bill by clicking on ‘Add’ button. Attach the bill.
    • On the Product line item add taxes and description if required and select the Chart of Account to capture the amount paid and click ‘Save’ button.

    • When Bill is created it will appear on Bill tab. Now match the bill by selecting the bill and click ‘match bill’ button on the top right.
    • On the match bill page select the line item to match and click ‘save’ button.
    • Now post the bill by selecting ‘Post’ option from the dropdown against that bill.

    • When it is posted then New voucher option appears. Click the new voucher to create a voucher.

    • Click the ‘save’ button to save the voucher.

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

    • On the pay, a voucher pop-up. Select payment account, date, reference number, and payment method and click ‘Save’. Now your payment is complete.

    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 ‘New 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 here on the process to create a Voucher make payment remains the same.

    Accounts Receivable

    Posting invoices ensures that the transaction has been recorded in the Finance general ledger of the company. If the organization operates on cash basis or on an accrual basis, the invoices and payments can be posted at any given time. Whenever invoices are posted, accounts receivable and sales-related ledger entries are created in the system. Similarly, when payments are posted, payment-related debit and credit ledger entries are created in the system automatically. One must ensure that all invoices are posted with a date for the current year to ensure the accounts receivable are created for the correct period of the year. Posting invoices and payments can be achieved through Accounts Payable page and also from record level.

    Posting Invoices:

    From Accounts Receivable

    • Navigate to the Finance Management app >Accounts Receivable tab.
    • Navigate to the Invoices tab, select the invoice which must be posted.

    Once we select the invoice to post, click on the dropdown button to either post/un-post the invoice.

    From Record Level

    • Navigate to the Order Management app >Sales Orders tab.
    • Select the sales order whose invoice must be posted.

    • On the related tab, click on 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 finance general ledger entry is created for accounts receivable and sales accounts.

    Posting Payments:

    From Accounts Receivable

    • Navigate to the Finance Management app >Accounts Receivable tab.
    • Navigate to the Payments tab, select the payment which must be posted.

    Once we select the payment to post, click on the dropdown button to either post/un-post the payment.

    Record a payment by hitting ‘Record Payment’.

    Enter the payment amount, payment account, Reference Number, select the check box against the line item and hit ‘Save’

    From Record Level

    • Navigate to the Order Management app > Sales Order tab.
    • Select the sales order whose payments must be posted.
    • On the related tab, click on the payment number to open the payment record.

    • Click the “Edit” button and select the “Posted” checkbox.

    • Click the “Save” button to apply the changes. Upon saving the record, credit and debit entries are automatically created in the system for the posted payment.

     

     

    Shipments and Payments

    Authorize

    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 –

    DHL

    • 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.

    FedEx

    • 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.

    PayPal

    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

    UPS

    • 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.

    USPS

    • 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.

    Adding Custom Settings

    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.”

    Integration Setups

    Amazon

    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:
    https://sellercentral.amazon.com/sw/AccountInfo/MerchantToken/step/MerchantToken?ref_=macs_aimertok_cont_acinfohm
    • Customer to go to this link
    https://sellercentral.amazon.com/gp/homepage.html
    • 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

    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

    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

    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

    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

    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.

    Shopify

    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

    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

    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.

    Amazon

    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:
    https://sellercentral.amazon.com/sw/AccountInfo/MerchantToken/step/MerchantToken?ref_=macs_aimertok_cont_acinfohm
    • Customer to go to this link
    https://sellercentral.amazon.com/gp/homepage.html
    • 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.

    Employee Management

    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.employee1
    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:

    FieldDescription
    No of Hours/DayDescribes the number of working hours per day
    Maximum Overtime Hours/DayDescribes the maximum allowed overtime hours per day
    First NameDescribes the first name of the employee
    Last NameDescribes the last name of the employee
    Middle NameDescribes the middle name of the employee
    GenderDescribes the gender of the employee
    Leave AllowanceDescribes the total number of leave allowances applied to the employee
    Available AllowanceDescribes the available leaves for the employee
    Leave Allowance TakeDescribes the leave allowances utilised by the employee
    Former EmployeeIndicates whether the employee is a former employee
    Former Employee RecordDescribes details of the former employee record
    Employee UserUsed to assign a salesforce user to the employee record
    Employment StatusDescribes the employment status of the employee
    Job TitleDescribes the job title of the hired employee
    Non-Employee TypeIndicates whether the employee is a consultant or apprentice
    Employment Start DateDescribes the start date of the employee
    Employment Start DateDescribes the last working day of the employee
    Contract/Offer Issue DateDescribes the date when the job contract/offer was issued to the employee
    First Working DayDescribes the first working day of the week assigned to the employee
    Commission PlanDescribes the commission plan assigned to the employee
    Organisation Business UnitDescribes the organisation business unit where the employee is hired to work
    ChannelDescribes the segment of the business where the employee is hired to work
    Reporting ManagerDescribes the manager under whom the employee will be working
    Employee ProfilingDescribes the profile of the employee
    Work StatusDescribes the work permit status of the employee
    DescriptionProvides more information about the employee
    Date of BirthDescribes the date of birth of the employee
    Place of BirthDescribes the place of birth of the employee
    Marital StatusDescribes the marital status of the employee
    Number of ChildrenDescribes the number of children of the employee
    Passport NumberDescribes the passport number of the employee
    Passport Expiry DateDescribes the expiration date of the passport
    NationalityDescribes the nationality of the employee
    Social Security NumberDescribes the social security number of the employee
    National Insurance NumberDescribes the national insurance number of the employee
    AddressDescribes the address of the employee
    Permanent AddressDescribes the permanent address of the employee
    PhoneDescribes the contact phone number of the employee
    EmailDescribes the email address of the employee
    MobileDescribes the mobile number of the employee

    Balance Sheet

    The balance sheet is one of the core financial statements used by accountants. A financial statement that summarises a company’s assets, liabilities, and shareholder’s equity at a given point in time. It gives owners an idea as to what the company owns and owes.

    To access the Balance sheet, navigate to the Financial Management module and click the Balance sheet tab.

    The report generated is based on the current fiscal year. This will display amounts till the presently posted transaction.

    You can use the filters and calendar tool to drill down the balance sheet and know the company’s financial position at any point in time or as opposed to a given period. The balance sheet is divided into two columns, one is for assets and the other is for liabilities and stockholders’ equity. Fundamentally, the balance sheet must balance the total amount of assets with the total amount of liabilities and stockholders’ equity.

     

    The balance sheet is auto-calculated using the latest data from the company’s accounts, which means the balance sheet is created in real-time. With Aqxolt ERP’s balance sheet, you don’t have to be a professional to do manual calculations. Whenever a transaction record is created, all the calculations and finance general entries are created automatically, eliminating errors in the balance sheet.

     

    View the data that matters to you by using the filters provided to you. You can import the balance sheet for the selected organization and duration in PDF/Excel format by clicking the “Download PDF / Download Excel” buttons. To make good decisions by comparing financial data, click “Compare Financial Data”. Compare the data of your interest by using filter criteria and viewing the chart data annually, quarterly and monthly. View and download the tabular data by clicking “Download PDF/ Download Excel” for the financial year.

    Let’s drill down the balance sheet closely. Depending on the nature of the business, the asset side of the balance sheet may contain many items, some of the examples includes Cash, Inventory, Accounts, receivable, Checking etc.,

    The basic equation of the balance sheet states that the liability and the owner’s equity of a business are equal to the total sum of its assets.

    Assets = Liabilities + Owner Equity

    The other side of the balance sheet displays liabilities and stockholders’ equity. Liabilities are obligations and debt payable to the other entity. Some of the examples of liabilities include Sales tax, Accounts payable, Sales tax payable, Goods received not invoiced, etc.,

    Equity is the value of a company’s capital. The basic equation of assets can be used to calculate the owners’ equity

    Owners’ Equity = Liabilities – Assets

    If the equation returns a negative value then it is dangerous to the growth of your business and difficult to secure the finance of the company. Some of the examples of equity include Retained earnings, Owners’ equity, Remuneration, etc.,

    Let’s illustrate an example to understand the balance sheet. One of the customers in Universal stores purchases a Phone and its selling price is $1200 and the cost price is $900. The system generates a sales order for the customer with the invoice amount of $1200. The profit made by the Universal store is calculated using the following equation.

    Profit = Selling Price – Cost Price

    Therefore, the profit made by Universal Store is $300.

    The sales order summary is illustrated in the table below

    Sales order SO-xxxxCustomer: Serah
    QtyUnit PriceTotal Price
    112001200
       
     Tax (20%)240
     Sub Total1440
     Discount (10%)144
     Total Amount1296

     

    The payments on the balance sheet are recorded only when the invoice is posted.

    When we make a sale, and Post the Invoice
    Chart of AccountCreditDebit
    Sales1200 
    Accounts Receivable 1296
    Sales Tax Payable240 
    Sales Discount 144
     14401440
    Balance After Sale
    Sales1200
    Accounts Receivable(Mckinsey)1296
    Sales Tax Payable240
    Sales Discount144

    Customer Serah makes the payment against the Invoice

    Serah Pays to InvoiceAmount
    Invoice Amount1296
    Cash Payment1296
    Sales Order StatusPaid
    Sales Order StageShipped
    When a customer makes payment (Cash) to Invoice
    Chart of AccountCreditDebit
    Accounts Receivable (Serah)1296 
    Cash 1296 
    Balance After Customer Payment Against Invoice
    Sales1200
    Accounts Receivable (Serah)0
    Sales Tax Payable240
    Sales Discount144
    Cash1296

    Let’s illustrate an example to understand the balance sheet when sales return happens. Serah the customer of Universal Stores would like to return one of the items from the sales order purchased by her. The system generates a Return Merchandise Authorisation for the customer and the net sales are calculated by the following formula.

    Net Sales Formulae = Sales – (Sales Return + Sales Discount)

    When a sale Return
    Chart of AccountCreditDebit
    Sales Return 1200
    Sales Discount144 
    Cash1296 
    Sales Tax Payable 240
     14401440
    Balance After Sales Return
    Sales1200
    Accounts Receivable (Serah)0
    Sales Tax Payable0
    Sales Discount0
    Cash0
    Sales Return1200

    Similarly, let’s illustrate an example understand the balance sheet when Universal stores purchase an item. Aqxolt ERP helps in the accounting of vendor invoices that the vendor bills towards the order. When the user raises the Purchase order to purchase item A and item B, the system creates a voucher against the purchase order. Every time a voucher is posted a general ledger entry is created in the system reflecting the credit and debit balance of the chart of accounts created for purchases.

    Inventory
    Product NameSerial NoCost Price Selling PriceProfit(SP-CP)Available StockStock Inward
    Item A2345-5436-235678000900001200022
    Item B2345-5436-2378880001000001200022
    After Voucher is Posted the Following Ledger Entries Will be Created
    COACreditDebit
    Purchase 332000
    Accounts Payable332000 
    Inventory Accounting
    COABalance
    Inventory332000
    Accounts payable332000
    Accounts Receivable0
    Sales0
    Purchase0
    Sales Return0
    Sales Tax0
    After Stock In Ward (Item A (2345-5436-2356)) is Posted The Following Ledger Entries Will be Created
    COACredit Debit
    Inventory 156000
    Purchase156000 
    After Stock In Ward (Item B (2345-5436-2378)) is Posted The Following Ledger Entries Will be Created
    COACredit Debit
    Inventory 176000
    Purchase176000 

    When a Universal store returns an item purchased the system creates a transaction entry for the return purchase order and the following chart of accounts are affected.

    The Following Ledger Entries Will be Created If Not paid
    COACreditDebit
    Accounts payable088000
    Inventory880000
    The Following Ledger Entries Will be Created If Paid with Cash
    COACreditDebit
    Cash88000 
    PurchaseReturn 88000

    Manufacturing Order

    How to create a Manufacturing Order:

    • Form the App launcher go to the Manufacturing module.
    • To create a Manufacturing order, go to the ‘Manufacturing Workbench’ tab
    • Click on the scheduler tab to schedule a manufacturing Order.

    • On the left-hand side, you will find all the products listed for manufacturing or you can search from the search bar provided.
    • Click on the product that needs to be manufactured. You can see the process cycles in the scheduler to schedule these process cycles to a specific time and date.
    • Enter the quantity required to Manufacture in the QTY filed provided.
    • Click on the ‘Schedule MO’ button to schedule the order.
    • On the next page, you can see all the details for the manufacturing order.

    BOM’s tab – This shows the Bill of material required to produce the final product.

    Work orders tab – Show all the work orders that need to be completed to produce the final product.

    Production Status – This shows the status of the current production.

    Serial Numbers / Batches  – If the MO Product is Serialise product then it will generate the serial numbers or If the LOT Tracked product the system will generate Material Batches / Lots.

    • Now Allocate the stock for all the BOM’s as required for the manufacturing of the product.
    • Click on the ‘Stock Allocation’ button to allocate stock manually or select the ‘Auto stock Allocation’ button to fulfill stock automatically.

    • When clicking the Stock allocation button, this page will appears to enter the stocks required for each BOM’s. Manually enter the values and click the ‘Capture’ Button to save the stock.

    • Similarly allocate the required quantities for all the BOM’s.
    • When all the stock is fulfilled. Click on the ‘Work order’ tab

    • Complete all the work orders to complete the Manufacturing process.
    • Click on the first work order. Press the start button to start the process. Then click

    on the Play button to begin the operation. Click the green ‘Complete Button’ to complete the process. When done click the ‘Build’ Button.

    • Clicking on the Build button will navigate you to another page and enter the quantity of BOMs consumed in that Process Cycle/Work Order. Enter the vales and click the ‘Build /Commit to-Inventory’ button.

    • Similarly go to the next work order and do the same for each operations. Complete all the operations specific to that Work Order. Then click the ‘Build /Commit to-Inventory’’ button.

     

    • Clicking the ‘Build /Commit to-Inventory’’ button at the last Work Order /Process Cycle or where the WIP is set, will navigate to another page there enter the quantity that has been produced. You can also choose the type as Produced or Scrapped from the ‘type’ picklist depending on the finished product produced.

    • Enter the quantity produced in the quantity field and click the ‘Build/Commit to Inventory’ button.

    With this, your Manufacturing is now complete.

    Authorize

    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 –

    Order Management

    ERP Order management software handles everything from order entry and to delivery dates, status tracking to credit limit checking. An ERP software for customer order management provides a better way to not only improve order fulfillment but also gives superior customer experience.

    Sales order

    Sales Order

    A sales order is an archive that contains products/services ordered by a particular business partner (client) or customer as well as the prices and terms and conditions. The sales order includes the customer’s information, such as the address, the points earned for loyalty, the details of the product being sold and the date of delivery and other information. Each sales order has a unique sales order number that helps the customer confirm the details of their order and learn the date of the delivery of the product and payment details. All new sales orders are added through a console and the Sales Orders tab. The items sold from the inventory are then shipped to the customer or delivered to the location provided by the customer. The process of creating a sales order includes finding an existing customer or creating a new customer, then creating “bill to” and “ship to” addresses.

    Creating a Sales Order

    A sales order can be created using two methods – • From the Sales Orders tab (record level) • With the Enterprise Point of Sale tab

    Creating a sales order through the Sales Orders tab:

    1. Click on the Sales Orders tab as shown below. salesorder1 2. Once in the Sales Orders section, you can track the sales orders already filled in and create new sales orders. 3. When filling in a new sales order, enter the following information:


    • The details about the estimated delivery date and the date of fulfilment of the sales order.
    • In the Information section, fill in the order name for ease of tracking. Fill in the customer details.
    • Fill in the Order Details section using the price list, order type and subscription of the order, if any.
    • Fill in the information about loyalty points, return details and payment details in their respective sections.
    • In the Address section, customers’ pre-saved addresses can be selected in the “bill to” and “ship to” address fields.
    • Fill in the order details and other instructions, then save.

    4. Existing orders also have options to edit after saving. In addition, you can import records of previous to existing sales orders using the import option located at the top right-hand corner of the Sales Orders tab. In the sales order, besides the estimated delivery date, there is the fulfilled date, which shows the date on which the goods are to be delivered as indicated in the purchase orders. Additionally, you can track goods that are ready for shipping, those that have been held, and those that have been fulfilled.

    Creating Sales Order Lines

    Sales order lines contain details about the specific items being sold. A sales order can contain more than one sales order line. The sales order contains the sales order lines with details about the quantity to sell, each item with a unique SOLI number. The sales order lines are found in the tab related to the sales order. You will click on the sales order, then click on the specific sales order you want to view. The sales order is located on the Details tab. Click on the “related” tab that is located next to the “details” section. Here you will find the sales order line items that are related to the sales order. Additionally, there are invoices, purchase orders, work orders, and other features related to the sales order in that tab. The tabs also include a link that allows the user to add new items, as seen on the right end of the Sales Order Items tab.

    Return Merchandise Authorisations

    salesorder_3 A customer makes a sales return by sending goods back to your business. The Sales Order Related list includes a return-of-purchase section that gives the customer room to return the goods if they are faulty or for any other stated reason. Additionally, the sales order contains RMA lines to process the section that contains the information about the items to return. The Return Purchase Authorization holds the information about the return on goods.

    Fields to note:

    Organization Section
    FieldDescription
    OrganisationIt defines the name of the organisation/Account
    Organisation Business UnitIt defines the Business Unit name of the Account/Organisation
    Redeem Voucher AmountRedeem Voucher Amount Describes the amount that can be redeemed using the voucher
    Customer Purchase Order ReferenceWhen a sales order is converted into a purchase order, this field is auto-populated with a unique number
    Amount PaidDescribes the amount paid by the customer for a sales order
    AuthorizedInventory, Purchase Order and Work Order can be created only if a sales order is authorized
    Ready For ShipmentIndicates whether the sales order is ready for shipping
    Number of Fulfilled ItemsIndicates the fulfilled number of items from the sales order
    Total Number of ItemsIndicates the total number of items in the sales order
    Estimated Delivery DateProvides the estimated delivery date of the sales order
    Fulfilled DateProvides the fulfillment date of the sales order
    RMA Lines to ProcessDetails the RMA line items
    Information Section
    Order NameDescribes the unique sales order number
    CodeAuto-generated code for each record
    ChannelDescribes the name of the sale point
    StageGives the sales order’s current stage
    StatusGives the status of the sales order
    Customer ProfileDescribes the profile of the customer
    BarcodeGives the Barcode of the Sales order
    ContactDescribes the contact name for the customer
    CustomerDescribes the name of the customer
    Is Invoice SentThis is checked if the invoice for the sales order is sent
    Is Back OrderIndicates whether the sales order is a backorder
    Order Details Section
    Total VatDescribes the sum of VAT on selected sales order line items
    Total Other TaxDescribes the sum of taxes on selected sales order line items
    Sub TotalsDescribes the sum of the selected sales order line items
    AmountDescribes the total amount of the sales order, including VAT, taxes and discounts
    Total DiscountsDescribes the sum of the discount amount on selected sales order line items
    Price ListGives the price list of the products/items being added
    Total Tax AmountDescribes the sum of taxes, including VAT and other taxes on selected sales order line items
    Order TypeGives the profile type of the sales order
    Total DueDescribes the amount due on the sales order
    SubscriptionIndicates whether the sales order is being subscribed
    Return and Loyalty Details Section
    Loyalty PointsDescribes the number of loyalty points earned by the customer
    Loyalty AmountDescribes the equivalent amount
    Customer IdDescribes the unique customer ID
    Payment Details section
    Payments StatusGives the payment status
    Sales Order AmountDefines the complete sales order amount
    Payment MethodIndicates the types of payments which can be used
    Payment ModeMode used for the payment
    Due AmountThe total amount which must be paid
    Address Details section
    Bill-To AddressDescribes the address to which the customer is billed
    Ship-To AddressDescribes the address that will be used for shipment
    Order Dates Section
    Book DateThe date when the sales order is booked
    Request DateThe date when the sales order is requested
    Order DateThe date when the sales order is created
    Special InstructionsInstructions for the sales order, if any
    Hold StatusStatus for the sales order being held
    16
    epos-lookup1

    Creating the sales order from Enterprise Point of Sale Tab:

    The orders created through Enterprise Point of Sale are for a situation when a customer walks into a store/outlet, orders a product, pays for it, and takes the product home or opts for the available shipment options. Upon confirming the sales order, the sales invoice is created automatically. Each sales order has a unique number to enable simple tracking. The order console where the sale orders are processed is as shown below. It is referred to as Enterprise Point of Sale (EPOS) in ERP Mark 7. 1. Click on the Enterprise Point of Sale tab as shown below 2. Under the Customer Details section Select the Customer Name and Contact Name and the other details auto-populates such as the Email, Phone, customer ID, Bill To, and Ship To address of the contact. Type the first few characters of the customer name in the Account Name field to browse for a valid customer name. While browsing, you may scroll down or use the arrow keys to highlight the correct customer name. Select the customer to retrieve the customer’s contact information and billing/shipping addresses. For example, say you get an order from Scott Bill and you type “Sco”. The system displays a lookup of customers in the system whose names begin with “Sco”. This brings you closer to finding Scott Bill in the system, as shown below. 3. If you cannot locate the customer name in the lookup, you can enter a new customer without exiting the POS page or switch to other windows. Simply click on the Account tab located on the right-hand side of the screen. On the Account tab, you will be prompted to add:

    1. Customer
    2. Address
    3. Contact

    You will be able to add a new customer, both the “bill to” and “ship to” addresses, and a new contact for the new or existing customer. Based on the selection made, the relevant screens appear to add information. To return to the new orders, click on the Sales Orders tab on the right-hand panel after saving your new customer. 4. Once the customer name is entered, the contact details, such as contact name, email address, phone number, account ID, customer profile, and address details, are retrieved automatically. You may select the retrieved “bill to” address or select a different “bill to” address if one or more “bill to” addresses are saved for the selected customer. This change will be made for this order only and not on the customer account. 5. A single “bill to” address/a single customer may have several “ship to” addresses. Select the “ship to” address from the available picklist for the selected customer. The “ship to” address describes the location where the order is to be shipped. If the “ship to” address required for the order has not been saved in the customer account, click on the Accounts tab to create new address information. This will take you to the “Add New Address” screen, where a “ship to” address can be recorded. Clicking on the Sales Orders tab will bring you back to the screen where new orders can be recorded. 6. Under the Order Details section, Channel/Division, Sold By, Request Date, Status, and Sales Order Profile are auto-populated. 7. If you want to select an existing sales order then, click on the lookup and select the sales order. 8. If you are creating a new sales order, then a new sales order number is generated after adding the product line items and saving the order.

    Adding product line items from EPOS

    1. To add products, click on the “Add New +” button.
    2. In the “Add New Products” pop up, select the product family and click the “Find” button or type the name of the product to find the product.
    3. From the list of products, select the checkboxes of the desired product. Enter the quantity and select the discount plan, then click the “Add” button. The selected products will now appear in the product line item section as shown below.

    4. To save the sales order with the selected product line items, click the “Save” button. This will generate a unique sales order number. 5. Product line items can be edited or deleted and every product can have comments added by using the action buttons next to the product line item code.

     View/ Edit Sales Orders of the existing customers:

    After the order is entered, a customer will be able to inquire about or update the order. For example, if the order was entered on August 15th and not closed, the customer can return and inquire about/update the order at any time in the future. The customer can either remove the products or add a few more products to the sales order. The process to view/edit a sales order is discussed below.

    1. Select the customer name from Account Lookup and retrieve the customer details.
    2. On the Sales Orders tab located on the right-hand side of the screen, enter the unique sales order number in the “Sales Order Lookup” field.
    3. For example, say you get an order from Scott Bill and he would like to update sales order number 00135. You enter 001 and the system displays a lookup of sales orders in the system beginning with 001. This brings you closer to finding sales order number 00135 in the system, as shown below.
    4. The system displays the details of the selected sales order. You may add products to the product line item section.
    5. To add products, click on the “Add New +” button.
    6. In the “Add New Products” pop up, select the product family and click the “Find” button or type the name of the product to find the product.
    7. From the list of products, select the checkboxes of the desired product, enter the quantity, select the discount plan and click the “Add” button. The selected products will now appear in the Product Line Item section, as shown below.

    Explanation of Fields in the Product Line Item Section:

    Code:

    Every product is assigned a unique number in the system and the same is displayed in the product line item section when a product is selected. It can be a system-generated code or a company-specified product code.

    Product and Preview:

    This displays the product name and its image in the product line item section. The products displayed add new product pop up are displayed only if the stock is available in your company’s inventory.

    Quantity:

    This displays the quantity of a particular product purchased and the price of the product depending on the quantity purchased.

    Base Price, Discount, Vat, Tax, Total Price:

    This displays the price of the product assigned to the customer’s profile. Discount is the reduction of a certain percentage of the base price allowed to the customer for the purchased product. Discount may or may not be applicable to every product. VAT and Tax are the addition of a certain percentage to the base price allowed to the customer for the purchased product. Total Price is the amount of the product displayed after calculating the discount and taxes. It is the final price a customer pays for the product purchased. For example, a product is sold for $100 and has overall taxes of about 14% (i.e., VAT = 7% and Tax = 7%) along with a 10% discount on it. The total price is calculated using the following formula. Total Price = ((Base Price *Quantity)-Discount Amount) + (VAT +Other Tax Amount)

    Invoices and Payments:

    The Invoices tab in ERP Mark 7 can be used to manage customer invoices that contain order information about purchased products. Users can view or send the invoice via email to the client. The tab allows users to generate an invoice document as a PDF.

    An invoice is created in two ways:

    • From the Sales Orders tab (record level)
    • From the Enterprise Point of Sale tab

    Creating an invoice through the Sales Orders tab:

    • Create the sales order as described in Creating a sales order through the Sales Orders tab.
    • From the related tab, find “Invoices” and click the “New” button.
    • Select theSales” record type and click the “Next” button.
    • Enter the organisation details, the purchase order number, the sales order number, and the amount details under the Organisation Details section.
    • If the invoice needs to be reflected on the organisation’s finance, select the “Posted” checkbox and the posted date.
    • Fill in the Information section with details like tax receipt number, customer account, and active checkbox, then click “Save” to create an invoice record.

    Creating an invoice through the Enterprise Point of Sale tab:

    • Create the sales order as described in “Creating the sales order from the Point of Sale Tab”.
    • When the sales order is saved from the EPOS tab, an invoice record is created automatically with complete amount details of purchased products.
    • Click the “View/Send Invoice” button to view the invoice template. The console provides an option to send an invoice attachment to the customer’s email address.

    The function that is used to receive payments from customers who have purchased your products and services and who have not already paid for them.

    When you sell a product/service, the order is created through order processing. The order processing functionality provides for the entry of payments and can be done via the following payment methods.

    • Cash
    • Bank/Cheque
    • Credit Card/Debit Card
    • Loyalty

    The system can accept partial payments and has the ability to record multiple payments for each sales order.

    When the customer books a sales order, the system typically creates an invoice in the system which can be sent to the customer’s email ID.

    Making a Payment

    Payments can be made using one of two methods –

    • From the Sales Order tab (record level)
    • With the Enterprise Point of Sale tab.

    Creating payments through Sales Order Tab:

    • Open the Sales Order record for which the payment must be made. On the related tab, scroll down and select “Payments”. Click on the “New” button.
    py5
    • From the New Payment Record Type pop-up, select “Cash Payments” and click the “Next” button.
    py6
    • Fill in the organisation and sales order details under the Organisation Details section. Fill in the payment details under the Information section. Click the “Save” button to create a payment record for the selected sales order.

    When the payment is made for the selected sales order, the status of the sales order is changed to either paid, underpaid or overpaid based on the amount that has been given in the payment record.

    Loyalty – If a customer is a regular customer of the organisation, he would have received loyalty points for every purchase he made. Each loyalty point can be assigned a value of the currency and the customer can make the payment using these loyalty points.

    Credit/Debit – A customer can use credit/debit cards to make a payment by swiping the card at the time of sale. If he is a returning customer and wishes to save the card details for future use, he can do so.

    Payments from Point of Sale tab:

    In a scenario in which a customer walks in the store/outlet and makes a payment to the sales order, the POS page helps the user complete the sales order and payment process without having to navigate to different setups.

    • Create the sales order from the POS tab (as described in Create Sales Order through POS).
    • Navigate to the Payments tab and click on any of the payment options. Payments can be made using the following four methods:
      • Credit/Debit
      • Bank/Cheque
      • Cash
      • Loyalty
    20

    Credit/Debit

    • To make the payment through Credit/Debit card, click on the “Payments tab” and click on the “Credit/Debit” button located on the right side of the screen.
    • Enter the card details in the Card Information section and click the “Pay Now” button to complete the payment process for a sales order.

    Bank/Cheque

    21
    • To make the payment through Bank/Cheque, click on the “Payments tab” and click on the “Bank/Cheque” button located on the right side of the screen.
    • Enter the bank name and reference cheque number into the Bank Information section. Click the “Pay Now” button to complete the payment process for a sales order.
    25

    Cash 

    • To make the payment through Cash, click on the “Payments tab” and click on the “Cash” button located on the right side of the screen.
    • Enter the amount to be paid and click the “Pay Now” button to complete the payment process for the sales order.

    Loyalty

    27

    Regular customers earn loyalty points as a reward for their regular purchases with the organisation. They can use these points for payments. Loyalty points can be assigned to currency values. For example, 1 loyalty point = 1 pound or as per the organisation’s decision.

    • To make the payment through Loyalty, click on the “Payments tab” and 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 rest of the amount with any of the other payment options.

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

    RMA

    A Return Merchandise Authorization (RMA) is part of the process of returning a product to receive a refund, replacement or repair during the product’s warranty period. Returned merchandise requires management after the return and has a second lifecycle after the return.

    Creating an RMA

    An RMA can be created using one of two methods –

    • From the Sales Order tab (record level)
    • From RMA tab
    • From the Enterprise Point of Sale tab

    RMA from Sales Order Tab:

    • Select the sales order whose stage is closed to return the purchased product as shown below.
    • In the related tab, find the Return Merchandise Authorisation and click the “New” button.
    returnma
    • Enter the RMA code and click the “Save” button to create the RMA record.
    • In the related tab, click the “New” button to create RMA line item.
    • Enter the organisation details.
    • Fill in the RMA number, the sales order line item number, and the quantity to return. Mention the reason for the return.
    • Select the Authorise, Is Closed and Ready to Receive checkboxes.
    • Click the “Save” button to create an RMA line item record.

    RMA through Process Return page:

    The RMA must be associated with a sales order and a shipment. This ensures that returns are permitted only for those items that have been shipped. The return process includes the ability to create the shipment flows and tracks those returns in the system.

    • Select the sales order record to return the purchased products.
    • Click the “RMA” button; this will navigate to the RMA page as shown below.
    • This will navigate to the RMA page as shown below.
    • The system auto-fetches the sales order details and customer details.
    • Click the edit icon and enter the desired return quantity and the reason for return.
    • Select the return status and click “Save” to create a new return package.

    Fields to note:

    FieldDescription
    Added Back to InventoryA check box that indicates the RMA line item has been returned to inventory for resale
    Batch/Lot CodeA code assigned to shipment of RMA
    RMA Line Item NameDescribes the name of the RMA line item
    Sales Order Line ItemDescribes the Original Sales Order Line Item the product for the Customer RMA was purchased
    Return Merchandise AuthorisationDescribes the name of the RMA to which the RMA line item belongs
    Return ReasonDescribes the reason for the item that is returned; essentially helps identify issues or problem with the returned item
    Return StatusProvides the status of the product being returned
    Total DeductionThe amount of the product that has been deducted
    Site Item Inventory StockSpecifies the total amount of inventory in the site
    Number of Items In Quality CheckSpecifies the total number of returned items in the quality check process
    Number of Items to Re-sellSpecifies the total number of returned items that are sellable
    Number of Items DiscardedSpecifies the total number of returned items that are discarded

    RMA through Enterprise Point of Sale Tab:

    Every RMA is associated with a sales order; this generally includes identifying the order or invoice from the original purchase. The return may involve items that are damaged or simply not wanted. Depending on the situation, the returned item can be re-stocked or discarded. The system allows for a refund of the returned item in the form of either a credit note or loyalty points. The Enterprise Point of Sale tab of ERP Mark 7 helps the sales rep handle the entire sales journey to the return process without having to switch to multiple setups.

    For example, say there was an order from Fiona Pinto, who would like to return an item from sales order number 000014. An RMA is created to complete his return request and a refund record (credit note) is created for the customer.

    • Click on the Enterprise Point of Sale tab and fetch the customer and sales order details from the system to initiate the RMA. Refer to the sales order from the Point of Sale Tab section for more details.
    • Click on the “RMA” button; on the right side of the ePoS as shown below.
    RMA1
    • The system fetches all the sales order line items.
    • Select the sales order line item to return and enter the quantity to return. Specify the reason for the return.
    • Select the expected date and status of the RMA, select the authorise checkbox and click the “Save” button to create the RMA line item in the system.

    Purchase Requisition

    Purchase Requisition is generated before the purchase order is raised to notify the Purchasing team of the items it needs to order and their quantity. It gives figurative information on the desired goods and services of the organization.

    How to Create Purchase Requisition:

    John works at a warehouse and finds out that some items in the warehouse has low inventory level and needs reordering from the vendor. So, he requests the purchasing team to create purchase orders for the items to fill the inventory for those items by creating a Purchase Requisition.  He follows the steps mentioned below,

    • From the App launcher go to ‘Create Purchase Requisition’ Tab
    • Purchase Requisition Page opens. Enter the all the details on the page like Purchasing organisation, Expected date, delivery details, Status, Channel, Distribution Channel.
    • Click on the ‘Add’ button to add the products, Search the products, enter the quantity required, and unit price. Similarly, add more products using the ‘add’ button again.
    • Click ‘Save’ to create the Purchase requisition.

    How to Create a Purchase order for purchase requisitions:

    The Purchase orders created by john are listed in the ‘Requisition to purchase order ‘tab and Emily who works at the purchase order department can create purchase orders for the requested items by John. She follows the steps below,

    • 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 name quantity that has to be received.
    • Under the ‘Receive’ Box enter the quantity that is being received from the vendor.
    • Enter any instruction in the instruction box.
    • Click the ‘save’ button
    • Now check the box next to the product received and Click on the ‘Put away’ tab
    • On the put-away page select the version, location, or bin if required and click the ‘save’ Button.
    • Your purchase order is Complete.

    Accounts Payable:

    • Go to the ‘Accounts Payable’ tab
    • You can see Vendor’s tab where all the vendors will be listed. You select the vendor and select the Purchase order related to that vendor to create a bill.
    • You can also directly select the Purchase order to create a bill against it from the purchase order tab.
    • Select the purchase order to create a bill against it and select the new bill option from the dropdown.
    • Create Bill page will appear. Enter the Vendor bill date and Bill number. Also, you can add more products to the same bill by clicking on the ‘Add’ button.
    • On the Product line item add taxes and description if required and select the Account to capture the amount paid and click the ‘Save’ button.
    • When Bill is created it will appear on the Bill tab. Now match the bill by selecting the bill and click the ‘match bill’ button on the top right.
    • On the match, bill page selects the line item to match and click the ‘save’ button.
    • Now post the bill by selecting the ‘Post’ option from the dropdown against that bill.
    • When it is posted then New voucher option appears. Click the new voucher to create a voucher.
    • Click the ‘save’ button to save the voucher.
    • Now approve the voucher by selecting ‘Approve’ from the dropdown button.
    • Click on the ‘Make Payment’ option from the dropdown to make payment for that voucher.
    • On the pay voucher pop up. Select payment account, date, reference number and payment method and click ‘Save’. Now your payment is complete.

    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.

    Products and Services

    Create the Products

    Products are configurable items that are manufactured in an organization or purchased from the vendor/supplier and are sellable. Products can be stored in an organization’s Site/warehouse or a third-party Site/warehouse.

    • Navigate to the app menu> Products tab.
    • 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.
    • Enter the Product Name and Product Code.
    • Select the Product Family, Category and Sub Category of the product.
    • Select the Status as Released and make sure Active checkbox is checked.
    • Select the Track Inventory checkbox for all Inventory Products.
    • Enter the Product Description and Barcode if any.
    • Select Is Kit (for a Bundle/Kit product), Serialise (for a serialized product) and Lot Tracked (for a Batch product) depending on the product configuration needs.
    • Save the record to create a product.

    Create Price Books

    Price books are integrated with the order management module to define pricing for your products. All the products should be given a standard price and added to a custom price book.  We can set different price books for different products.

    • Navigate to the app menu > Products tab.
    • Click open the product to add a price book.
    • In the related tab, find the Price Book object and click “New”
    • Enter the pricing details of the product such as List price, Selling price, Start date, End date and save.
    • This creates a standard price for the product.
    • Once a standard price is added to the product it can then be added to Custom Price Books.
    • Navigate to the Price Book tab from App launcher to create custom price books.

    Create the Inventory/ Stocks for the products

    • Navigate to the app menu > Products tab.
    • Once in the Products section, select the product to create the Inventory/ Stocks.
    • In the related tab, find the Inventory/ Stocks related list and click the “New” button.
    • Enter the Organisation and the Business Unit details.
    • Enter the Stock Name and select the Active checkbox.
    • Select the Status as Checked In.
    • Make sure Warehouse and Product are selected.
    • Save the record to create the stocks for the product.

    Create the Stock Inward Line Item

    It is to add stocks to the inventory. It records the stocks for a particular product and is tracked by quantity, it is assigned to Inventory/ Stocks that enables the users to determine and maintain optimum inventory levels.

    • Navigate to the app menu > Products tab.
    • Once in the Products section, select the products record to create the Stock Inward Line Item.
    • In the related tab, find the Stock Inward Line Item related list and click the “New” button.
    • Enter the Warehouse Purchase Line Item Name.
    • Ensure Site Product Inventory (Inventory/Stock) of this product is selected.
    • Add the Serial Number / Material Batch/Lot if the product is serialized or Batch product.
    • Select the product, enter the Quantity and select the Active checkbox.
    • Save the record to create a stock inward line item for the product.

    Adding Cost Cards to Products

    • Navigate to the Related list of the product to the Cost Card object.
    • Click New and add the Cost Card Name, Cost, Currency, Start Date, End Date, Quantity, Minimum Quantity and Unit.
    • Select the Product and Supplier/vendor.
    • Select the Organisation and Business Unit and Save.
    • This creates a cost card record which can be used when creating a purchase order.

    Account, Contact and Addresses

    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 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.

    Shipment

    Shipping is the key link in the customer’s supply chain, manufacturing, and retail success. Aqxolt ERP provides a complete solution for streamlining the shipping process with an accurate delivery date and time. Aqxolt ERP provides real-time communication between UPS and FedEx.

    The shipping management process begins with the following activities.

    1. Creation of Sales Order
    2. Creation of Stock Dispatching (Pick, Pack, Ship)

    When creating a sales order from the Order console, the shipment cost can be estimated from the delivery section on the Order console.

    1. Aqxolt ERP supports UPS, FedEx and Internal Shipment.
    2. Click on the Delivery section.
    3. Click on UPS or FedEx.
    4. Based on the ship to address and package size, the system will provide the estimated shipping cost.

    Once a sales order is created and ready for shipment, it is available for stock dispatching.

    • Click on the Stock Dispatching tab.
    • Select the sales order to be shipped.
    • Pick all the line items of the order or partial line items.
    • Click on Pack to create a package.
    • In the package detail section, select the Package Type and Shipment Type.
    • During selection of the Package Type Weight, Weight Unit, Length, Width, and Height will be auto-populated.
    • Select the shipment type, which could be UPS, FedEx or Shipment.

    UPS

    Upon selection of the shipment type UPS, the following process continues:

    • Enter the Deposit Tag.
    • Click the “Save” button to create a Package.
    • Click on the ship icon, which will bring you to the UPS shipping page.

    UPS

    The left side of the shipment page includes shipping details such as where the shipment is going, where it is coming from and the package details.

    The right side has 3 sections:

    Shipping Services/Cost:

    This section populates the Shipping Date and includes other dropdowns to provide details about Weekend delivery, Additional handling, Verbal confirmation, Delivery confirmation and Description.

    • Click on the Get Rates button to get the different UPS services to choose from.
    • Select a UPS service.

    Process Shipment:

    This section populates the Shipment name, Shipment status and other details such as International forms and Product Unit Code.

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

    FedEx

    Upon selection of the shipment type FedEx, the following process continues:

    • Enter the Deposit Tag.
    • Click Save to create a Package.
    • Click on the ship icon, which will take you to the FedEx shipping page.

    FedEx

    The left side of the shipment page displays the shipping details, such as where the shipment is going, where the shipment is coming from, package details and invoice details.

    The tabs on the right side provide the following information:

    Shipping Services/Cost:

    This section populates the Shipping Date and includes other details, such as Description, Request, and Response.

    • Click on the Get Rates button to get the different FedEx services to choose from.
    • Select a FedEx service.

    Process Shipment:

    This section populates the Shipment name, Shipment Status and an Initiate Shipment button.

    Click on Initiate Shipment to initiate a shipment.

    Track Shipment:

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

    Internal Shipment

    Upon selection of the shipment type Shipment, the following process continues:

    • Brings to the Delivery screen where delivery details can be added
    • Add Delivery Date and Save, Stage changes to Shipped and Delivery Name becomes Opportunity name.
    • This creates a Shipment record which can be seen on the sales order and Logistic order related list.

    Delivery Flows:

    • Navigate to the Pickup/DropOff tab to create delivery flows.
    • Click on New and fill in the name, status and other details if available and Save.

      • Picked Up and Delivered are the flows created as shown above.

    Checklist:

    • Navigate to the Checklist tab to verify the no of items delivered against the ordered Quantity.

    • Select the checkbox and click verify if all the Qty is delivered.
    • Verifying the items will make the line items noneditable.
    • By default the Delivered is set to ordered qty and status is to Delivered. The delivered Qty can be changed based on the physical delivery Qty and the status will be changed to Item(s) Missing if ordered qty and physical delivery qty does not match.
    • Delivery Person upon reaching the delivery point navigates to the Delivery tab and captures customer signature, Name, Delivery Date and Time.
    • Attachments such as photos or other documents can also be added.

    Warranty

    Aqxolt ERP allows warranties to be easily recorded for a product or sales order line item.

    Create Warranty and Return Policy:

    • Navigate to the Manufacturing app > Warranty & Return Policies
    • Once in the Warranty & Return Policies tab, you can view the Warranty & Return Policies information already filled in and create a new Warranty & Return Policies
    • To create a new warranty and return policy, click the “New” button.
    • Select the organisation details of the warranty and return policies.
    • Select the policy guidelines and product for which the warranty and return policy is being created.
    • Enter the name of the warranty and return for identification purposes. Also enter the length of the warranty period, in days.
    • Click the “Save” button to create a warranty and return policy for the product.

    Create a Warranty for the Finished Product or Sales Order Line Item

    • Navigate to the Manufacturing app > Products tab.
    • Once in the Products tab, you can view the products information already recorded.
    • Select the product for which the warranty must be created.
    • In the related tab, find the warranties related list and click the “New” button.
    • Select the organisation and business unit details.
    • Enter the warranty name and select the type of warranty – standard or extended.
    • Select 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 sales order line item.
    • Enter the warranty period in the valid till and valid from date. Enter the quantity.
    • Click the “Save” button to create a warranty for the product, asset or sales order line item.

    Subscription

    With Aqxolt ERP’s subscription module, you can offer a wide range of subscription frequencies, (e.g., weekly, monthly, quarterly, annually) simply by specifying the start and end dates of the subscription in the subscription plan.

    Create Subscription Plan

    • Create a Tax Plan record by navigating to the Order Management app > Accounts tab.
    • Once in the Accounts section, select the Organisation Account to create the subscription plan.
    • In the related tab, find the Subscription Plan related list and click the “New” button.
    • Enter the Subscription Plan Name and Description.
    • Select the Subscription Plan, Duration in Months and Order Profile.
    • Click the “Save” button to create the Subscription Plan record.

    Create Product Subscription Plan Allocation

    • Create a Tax Plan record by navigating to the Order Management app > Accounts tab.
    • Once in the Accounts tab, you can track the Accounts that are already recorded.
    • In the related tab of the organisation account, find the list related to the Subscription Plan and view the record.
    • In the related tab of the Subscription Plan, find the list related to the Product Subscription Plan Allocation and click the “New” button.
    • Enter the Name. Select the Subscription Plan and Product, and then select the Active checkbox.
    • Click the “Save” button to create a Product Subscription Plan Allocation Record for the associated Subscription Plan.

    Create a Subscription

    A subscription can be created using two methods;

    • From the Subscription tab (record level)
    • With the Enterprise Point of Sale tab.

    Creating a Subscription Through the Subscription Tab

    • Navigate to the app menu and click on the Subscription tab.
    • Once in the Subscription section, you can track the subscriptions already filled in and create a new subscription.
    • When filling in a new sales order, enter the subscription name and select the Active checkbox.
    • Select the sales order and subscription plan, then enter the subscription description.
    • Enter the start and end dates of the subscription.
    • Enter the duration in months of the subscription.
    • Enter the Next Order date of the subscription and select the status – whether the subscription is On Hold, Active or Cancelled.
    • Enter the address details and click the “Save” button to create a subscription order.

    The process for creating a sales order from the Point of Sale tab is as follows:

    • Create the sales order as described in Creating a sales order through the Sales Orders tab.
    • Click the “Subscribe Order” button.
    • Select the subscription plan and select the duration in months.
    • Enter the name of the subscription. Enter its description and special instructions, if any.
    • Find the products by typing the name of the product or by clicking the “Find” button. Select the products from the action column and click the “Product+” (add product) button.
    • In the product’s line items details section, enter the quantity and select the discount plan, if applicable.
    • Click the “Subscribe” button and complete the subscription order.

    Loyalty

    Enroll your customers in a loyalty program to encourage regular purchases and brand loyalty.

    Create a Loyalty Setup

    • Navigate to the app menu > Loyalty Setup tab.
    • Once in the Loyalty Setup section, you can track the Loyalty Setups already filled in and create a new Loyalty Setup.
    • 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 select Organisation and a Business Unit.
    • Save the record to create a Loyalty Setup.

    Create a Loyalty Program

    • Navigate to the app menu > Loyalty Program tab.
    • Once in the Loyalty Program section, you can track the Loyalty Program already filled in and create a new Loyalty Program.
    • 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 of the loyalty program.
    • Save the record to create a Loyalty Program.

    Create a Loyalty Card

    • Navigate to the app menu > Loyalty Program tab.
    • Once in the Loyalty Card section, you can track the Loyalty Program already filled in and create a new Loyalty Card.
    • To create a new Loyalty Card, click the “New” button.
    • Select the Loyalty Card name and select the “Active” checkbox.
    • Enter the Customer Account, Contact and Loyalty Program details
    • Enter the Start and Expiration Dates of the card
    • Save the record to create a Loyalty Card.

    Payment using loyalty

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

    • From the ePoS page
    • From the Invoice detail page

    Loyalty 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 the “Loyalty” button.
    • Enter the points to redeem and click the “Pay Now” button.
    • A Loyalty Type payment record has been created.

    Loyalty payments 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 and on the detail page navigate to the “Redemptions” button.
    • The Redemptions page shows the invoice details and the total amount due, along with the available loyalty points and the subsequent loyalty value, as shown below.
    • Enter the points to redeem and click the “Pay Now” button.

    Discounts & Coupon Redemptions

    Discounts

    Aqxolt ERP provides the ability to assign discounts on price book that will determine the discounts for order profiles. The discount will affect all the products linked to the price book.

    Create Tier

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

    • Navigate to the App menu> Tier tab.
    • Once in the Tier tab, you can track the Tiers already filled in and create a new Tier.
    • To create a new Tier, click the “New” button. You will be presented with a screen below.
    • Enter the Tier name and the Floor and the Ceiling Units. For example, you could create a discount that gives a 10 percent discount for purchase of a product with quantity one (floor unit) up to ten (ceiling unit).
    • Select the “Active” checkbox and select Organisation and a Business Unit.
    • Save the record to create a Tier.

    Create Discount Plan

    • Navigate to the App menu> Discount Plan tab.
    • Once in the Discount Plan tab, you can track the Discount Plans already filled in and create a new Discount Plan.
    • To create a new Discount Plan, click the “New” button. You will be presented with a screen below.
    • Enter the Discount Plan name and the 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: You can either have Discount Percentage details or Discount Value at the same time. If both the discount percentage and value is given in the record, then the precedence goes to Discount Percentage.

    • Select the Status of the discount plan and select the Organisation and the Business Unit.
    • To activate the discount plan, select the Active checkbox.
    • Save the record to create a Discount Plan.

    Create Tier Discount Allocation

    • Navigate to the App menu> Product tab.
    • Once in the Product tab, you can track the Products already filled in.
    • Navigate to the related tab 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 be presented with a screen below.
    • Enter the Tier Discount Allocation name and select the Discount Plan that you want to associate with the product.
    • Select the Order Profile, Tier and the Price Book to allocate to the product in order to use the discount being set up.
    • To activate the Tier Discount Allocation, select the Active checkbox.
    • To set the default tier to the product, select the Default checkbox.
    • Select the Organisation and the Business Unit.
    • Save the record to create a Tier Discount Allocation for the product.

    Coupons

    With this feature, Aqxolt ERP gives you the ability to redeem coupons without leaving or reloading the enterprise point of sale page. You can give discounts to orders by redeeming the active coupons. The system gives you the ability to create coupons with various options, like start and end dates, total value in percent and currency, etc.

    Create a Coupon

    • Navigate to the app menu and click on the Coupons tab.
    • Once in the Coupons section, you can track the Coupons already filled in and create a new Coupon.
    • Click the “New” button to create a Coupon and select the “Orders” record type. Then click the “Next” button.
    • 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 give a discount to the customer.
    • Save the record to create a Coupon.

    Issue Coupons

    • Navigate to the related tab of the Coupons 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 the Coupon needs to be issued for multiple accounts, leave the Accounts field empty.
    • Click the “Save” button to create the Coupons Issued record.

    Payments using Coupons

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

    • From the ePoS page
    • From the Invoice detail page

    Coupon 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. To redeem the Coupon, enter the Coupon code and click the “Apply” button.
    • You will see that a payment of type Coupon has been created.

    Coupon payments 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 Redeem Coupons section on the left-hand side.
    • Enter the Coupon code and click the “Apply” button.
    coupons
    • The Coupon redemption page now shows the Coupon discount amount paid to the invoice.

    Sales order

    Sales Order

    A sales order is an archive that contains products/services ordered by a particular business partner (client) or customer as well as the prices and terms and conditions. The sales order includes the customer’s information, such as the address, the points earned for loyalty, the details of the product being sold and the date of delivery and other information. Each sales order has a unique sales order number that helps the customer confirm the details of their order and learn the date of the delivery of the product and payment details. All new sales orders are added through a console and the Sales Orders tab. The items sold from the inventory are then shipped to the customer or delivered to the location provided by the customer. The process of creating a sales order includes finding an existing customer or creating a new customer, then creating “bill to” and “ship to” addresses.

    Creating a Sales Order

    A sales order can be created using two methods – • From the Sales Orders tab (record level) • With the Enterprise Point of Sale tab

    Creating a sales order through the Sales Orders tab:

    1. Click on the Sales Orders tab as shown below. salesorder1 2. Once in the Sales Orders section, you can track the sales orders already filled in and create new sales orders. 3. When filling in a new sales order, enter the following information:


    • The details about the estimated delivery date and the date of fulfilment of the sales order.
    • In the Information section, fill in the order name for ease of tracking. Fill in the customer details.
    • Fill in the Order Details section using the price list, order type and subscription of the order, if any.
    • Fill in the information about loyalty points, return details and payment details in their respective sections.
    • In the Address section, customers’ pre-saved addresses can be selected in the “bill to” and “ship to” address fields.
    • Fill in the order details and other instructions, then save.

    4. Existing orders also have options to edit after saving. In addition, you can import records of previous to existing sales orders using the import option located at the top right-hand corner of the Sales Orders tab. In the sales order, besides the estimated delivery date, there is the fulfilled date, which shows the date on which the goods are to be delivered as indicated in the purchase orders. Additionally, you can track goods that are ready for shipping, those that have been held, and those that have been fulfilled.

    Creating Sales Order Lines

    Sales order lines contain details about the specific items being sold. A sales order can contain more than one sales order line. The sales order contains the sales order lines with details about the quantity to sell, each item with a unique SOLI number. The sales order lines are found in the tab related to the sales order. You will click on the sales order, then click on the specific sales order you want to view. The sales order is located on the Details tab. Click on the “related” tab that is located next to the “details” section. Here you will find the sales order line items that are related to the sales order. Additionally, there are invoices, purchase orders, work orders, and other features related to the sales order in that tab. The tabs also include a link that allows the user to add new items, as seen on the right end of the Sales Order Items tab.

    Return Merchandise Authorisations

    salesorder_3 A customer makes a sales return by sending goods back to your business. The Sales Order Related list includes a return-of-purchase section that gives the customer room to return the goods if they are faulty or for any other stated reason. Additionally, the sales order contains RMA lines to process the section that contains the information about the items to return. The Return Purchase Authorization holds the information about the return on goods.

    Fields to note:

    Organization Section
    FieldDescription
    OrganisationIt defines the name of the organisation/Account
    Organisation Business UnitIt defines the Business Unit name of the Account/Organisation
    Redeem Voucher AmountRedeem Voucher Amount Describes the amount that can be redeemed using the voucher
    Customer Purchase Order ReferenceWhen a sales order is converted into a purchase order, this field is auto-populated with a unique number
    Amount PaidDescribes the amount paid by the customer for a sales order
    AuthorizedInventory, Purchase Order and Work Order can be created only if a sales order is authorized
    Ready For ShipmentIndicates whether the sales order is ready for shipping
    Number of Fulfilled ItemsIndicates the fulfilled number of items from the sales order
    Total Number of ItemsIndicates the total number of items in the sales order
    Estimated Delivery DateProvides the estimated delivery date of the sales order
    Fulfilled DateProvides the fulfillment date of the sales order
    RMA Lines to ProcessDetails the RMA line items
    Information Section
    Order NameDescribes the unique sales order number
    CodeAuto-generated code for each record
    ChannelDescribes the name of the sale point
    StageGives the sales order’s current stage
    StatusGives the status of the sales order
    Customer ProfileDescribes the profile of the customer
    BarcodeGives the Barcode of the Sales order
    ContactDescribes the contact name for the customer
    CustomerDescribes the name of the customer
    Is Invoice SentThis is checked if the invoice for the sales order is sent
    Is Back OrderIndicates whether the sales order is a backorder
    Order Details Section
    Total VatDescribes the sum of VAT on selected sales order line items
    Total Other TaxDescribes the sum of taxes on selected sales order line items
    Sub TotalsDescribes the sum of the selected sales order line items
    AmountDescribes the total amount of the sales order, including VAT, taxes and discounts
    Total DiscountsDescribes the sum of the discount amount on selected sales order line items
    Price ListGives the price list of the products/items being added
    Total Tax AmountDescribes the sum of taxes, including VAT and other taxes on selected sales order line items
    Order TypeGives the profile type of the sales order
    Total DueDescribes the amount due on the sales order
    SubscriptionIndicates whether the sales order is being subscribed
    Return and Loyalty Details Section
    Loyalty PointsDescribes the number of loyalty points earned by the customer
    Loyalty AmountDescribes the equivalent amount
    Customer IdDescribes the unique customer ID
    Payment Details section
    Payments StatusGives the payment status
    Sales Order AmountDefines the complete sales order amount
    Payment MethodIndicates the types of payments which can be used
    Payment ModeMode used for the payment
    Due AmountThe total amount which must be paid
    Address Details section
    Bill-To AddressDescribes the address to which the customer is billed
    Ship-To AddressDescribes the address that will be used for shipment
    Order Dates Section
    Book DateThe date when the sales order is booked
    Request DateThe date when the sales order is requested
    Order DateThe date when the sales order is created
    Special InstructionsInstructions for the sales order, if any
    Hold StatusStatus for the sales order being held
    16
    epos-lookup1

    Creating the sales order from Enterprise Point of Sale Tab:

    The orders created through Enterprise Point of Sale are for a situation when a customer walks into a store/outlet, orders a product, pays for it, and takes the product home or opts for the available shipment options. Upon confirming the sales order, the sales invoice is created automatically. Each sales order has a unique number to enable simple tracking. The order console where the sale orders are processed is as shown below. It is referred to as Enterprise Point of Sale (EPOS) in ERP Mark 7. 1. Click on the Enterprise Point of Sale tab as shown below 2. Under the Customer Details section Select the Customer Name and Contact Name and the other details auto-populates such as the Email, Phone, customer ID, Bill To, and Ship To address of the contact. Type the first few characters of the customer name in the Account Name field to browse for a valid customer name. While browsing, you may scroll down or use the arrow keys to highlight the correct customer name. Select the customer to retrieve the customer’s contact information and billing/shipping addresses. For example, say you get an order from Scott Bill and you type “Sco”. The system displays a lookup of customers in the system whose names begin with “Sco”. This brings you closer to finding Scott Bill in the system, as shown below. 3. If you cannot locate the customer name in the lookup, you can enter a new customer without exiting the POS page or switch to other windows. Simply click on the Account tab located on the right-hand side of the screen. On the Account tab, you will be prompted to add:

    1. Customer
    2. Address
    3. Contact

    You will be able to add a new customer, both the “bill to” and “ship to” addresses, and a new contact for the new or existing customer. Based on the selection made, the relevant screens appear to add information. To return to the new orders, click on the Sales Orders tab on the right-hand panel after saving your new customer. 4. Once the customer name is entered, the contact details, such as contact name, email address, phone number, account ID, customer profile, and address details, are retrieved automatically. You may select the retrieved “bill to” address or select a different “bill to” address if one or more “bill to” addresses are saved for the selected customer. This change will be made for this order only and not on the customer account. 5. A single “bill to” address/a single customer may have several “ship to” addresses. Select the “ship to” address from the available picklist for the selected customer. The “ship to” address describes the location where the order is to be shipped. If the “ship to” address required for the order has not been saved in the customer account, click on the Accounts tab to create new address information. This will take you to the “Add New Address” screen, where a “ship to” address can be recorded. Clicking on the Sales Orders tab will bring you back to the screen where new orders can be recorded. 6. Under the Order Details section, Channel/Division, Sold By, Request Date, Status, and Sales Order Profile are auto-populated. 7. If you want to select an existing sales order then, click on the lookup and select the sales order. 8. If you are creating a new sales order, then a new sales order number is generated after adding the product line items and saving the order.

    Adding product line items from EPOS

    1. To add products, click on the “Add New +” button.
    2. In the “Add New Products” pop up, select the product family and click the “Find” button or type the name of the product to find the product.
    3. From the list of products, select the checkboxes of the desired product. Enter the quantity and select the discount plan, then click the “Add” button. The selected products will now appear in the product line item section as shown below.

    4. To save the sales order with the selected product line items, click the “Save” button. This will generate a unique sales order number. 5. Product line items can be edited or deleted and every product can have comments added by using the action buttons next to the product line item code.

     View/ Edit Sales Orders of the existing customers:

    After the order is entered, a customer will be able to inquire about or update the order. For example, if the order was entered on August 15th and not closed, the customer can return and inquire about/update the order at any time in the future. The customer can either remove the products or add a few more products to the sales order. The process to view/edit a sales order is discussed below.

    1. Select the customer name from Account Lookup and retrieve the customer details.
    2. On the Sales Orders tab located on the right-hand side of the screen, enter the unique sales order number in the “Sales Order Lookup” field.
    3. For example, say you get an order from Scott Bill and he would like to update sales order number 00135. You enter 001 and the system displays a lookup of sales orders in the system beginning with 001. This brings you closer to finding sales order number 00135 in the system, as shown below.
    4. The system displays the details of the selected sales order. You may add products to the product line item section.
    5. To add products, click on the “Add New +” button.
    6. In the “Add New Products” pop up, select the product family and click the “Find” button or type the name of the product to find the product.
    7. From the list of products, select the checkboxes of the desired product, enter the quantity, select the discount plan and click the “Add” button. The selected products will now appear in the Product Line Item section, as shown below.

    Explanation of Fields in the Product Line Item Section:

    Code:

    Every product is assigned a unique number in the system and the same is displayed in the product line item section when a product is selected. It can be a system-generated code or a company-specified product code.

    Product and Preview:

    This displays the product name and its image in the product line item section. The products displayed add new product pop up are displayed only if the stock is available in your company’s inventory.

    Quantity:

    This displays the quantity of a particular product purchased and the price of the product depending on the quantity purchased.

    Base Price, Discount, Vat, Tax, Total Price:

    This displays the price of the product assigned to the customer’s profile. Discount is the reduction of a certain percentage of the base price allowed to the customer for the purchased product. Discount may or may not be applicable to every product. VAT and Tax are the addition of a certain percentage to the base price allowed to the customer for the purchased product. Total Price is the amount of the product displayed after calculating the discount and taxes. It is the final price a customer pays for the product purchased. For example, a product is sold for $100 and has overall taxes of about 14% (i.e., VAT = 7% and Tax = 7%) along with a 10% discount on it. The total price is calculated using the following formula. Total Price = ((Base Price *Quantity)-Discount Amount) + (VAT +Other Tax Amount)

    Invoices and Payments:

    The Invoices tab in ERP Mark 7 can be used to manage customer invoices that contain order information about purchased products. Users can view or send the invoice via email to the client. The tab allows users to generate an invoice document as a PDF.

    An invoice is created in two ways:

    • From the Sales Orders tab (record level)
    • From the Enterprise Point of Sale tab

    Creating an invoice through the Sales Orders tab:

    • Create the sales order as described in Creating a sales order through the Sales Orders tab.
    • From the related tab, find “Invoices” and click the “New” button.
    • Select theSales” record type and click the “Next” button.
    • Enter the organisation details, the purchase order number, the sales order number, and the amount details under the Organisation Details section.
    • If the invoice needs to be reflected on the organisation’s finance, select the “Posted” checkbox and the posted date.
    • Fill in the Information section with details like tax receipt number, customer account, and active checkbox, then click “Save” to create an invoice record.

    Creating an invoice through the Enterprise Point of Sale tab:

    • Create the sales order as described in “Creating the sales order from the Point of Sale Tab”.
    • When the sales order is saved from the EPOS tab, an invoice record is created automatically with complete amount details of purchased products.
    • Click the “View/Send Invoice” button to view the invoice template. The console provides an option to send an invoice attachment to the customer’s email address.

    The function that is used to receive payments from customers who have purchased your products and services and who have not already paid for them.

    When you sell a product/service, the order is created through order processing. The order processing functionality provides for the entry of payments and can be done via the following payment methods.

    • Cash
    • Bank/Cheque
    • Credit Card/Debit Card
    • Loyalty

    The system can accept partial payments and has the ability to record multiple payments for each sales order.

    When the customer books a sales order, the system typically creates an invoice in the system which can be sent to the customer’s email ID.

    Making a Payment

    Payments can be made using one of two methods –

    • From the Sales Order tab (record level)
    • With the Enterprise Point of Sale tab.

    Creating payments through Sales Order Tab:

    • Open the Sales Order record for which the payment must be made. On the related tab, scroll down and select “Payments”. Click on the “New” button.
    py5
    • From the New Payment Record Type pop-up, select “Cash Payments” and click the “Next” button.
    py6
    • Fill in the organisation and sales order details under the Organisation Details section. Fill in the payment details under the Information section. Click the “Save” button to create a payment record for the selected sales order.

    When the payment is made for the selected sales order, the status of the sales order is changed to either paid, underpaid or overpaid based on the amount that has been given in the payment record.

    Loyalty – If a customer is a regular customer of the organisation, he would have received loyalty points for every purchase he made. Each loyalty point can be assigned a value of the currency and the customer can make the payment using these loyalty points.

    Credit/Debit – A customer can use credit/debit cards to make a payment by swiping the card at the time of sale. If he is a returning customer and wishes to save the card details for future use, he can do so.

    Payments from Point of Sale tab:

    In a scenario in which a customer walks in the store/outlet and makes a payment to the sales order, the POS page helps the user complete the sales order and payment process without having to navigate to different setups.

    • Create the sales order from the POS tab (as described in Create Sales Order through POS).
    • Navigate to the Payments tab and click on any of the payment options. Payments can be made using the following four methods:
      • Credit/Debit
      • Bank/Cheque
      • Cash
      • Loyalty
    20

    Credit/Debit

    • To make the payment through Credit/Debit card, click on the “Payments tab” and click on the “Credit/Debit” button located on the right side of the screen.
    • Enter the card details in the Card Information section and click the “Pay Now” button to complete the payment process for a sales order.

    Bank/Cheque

    21
    • To make the payment through Bank/Cheque, click on the “Payments tab” and click on the “Bank/Cheque” button located on the right side of the screen.
    • Enter the bank name and reference cheque number into the Bank Information section. Click the “Pay Now” button to complete the payment process for a sales order.
    25

    Cash 

    • To make the payment through Cash, click on the “Payments tab” and click on the “Cash” button located on the right side of the screen.
    • Enter the amount to be paid and click the “Pay Now” button to complete the payment process for the sales order.

    Loyalty

    27

    Regular customers earn loyalty points as a reward for their regular purchases with the organisation. They can use these points for payments. Loyalty points can be assigned to currency values. For example, 1 loyalty point = 1 pound or as per the organisation’s decision.

    • To make the payment through Loyalty, click on the “Payments tab” and 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 rest of the amount with any of the other payment options.

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

    Getting Started with Booking Kare

    Enterprise-Grade Event , Appointment Booking And Scheduling Software

    Overview

    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)

    System Requirements

    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
    Requirements to use Aqxolt BookingKare in a  system
    Operating SystemAll you need is a computer that can run a web browser. It doesn’t matter what type of hardware or operating system you’re running.
    BrowserGoogle Chrome™, the most recent stable version Mozilla Firefox®, most recent stable version Microsoft Internet Explorer versions 9, 10, and 11 Apple Safari® versions 5. x, 6. x and 7. x on Mac OS X
    Internet ConnectionSalesforce is designed to use as little bandwidth as possible so that the site performs adequately over high-speed, dial-up, and wireless Internet connections.
    Requirements to use Aqxolt BookingKare system with payment gateways
    Payment GatewaysPayPal, Authorize.net,Chase payment.

    Installation Guide

    •  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

    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.

    Community Setup

    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:

    Inbound Receive

    The Inbound/Receive Logistics tab allows users to add the product to the inventory. We need to create a Logistic record for the Purchase Orders whose type should be ‘Inbound’.

    1. Creation of Logistics record for a Purchase Order

    If we check the ‘Ready the Receive’ checkbox while creating the Purchase Orders on the ‘Create Purchase Orders’ page and click on Save, the system will create the Purchase Order and its Logistic record.

    Or

    If we create a Purchase Order from the Create Purchase Order tab without checking the ‘Ready to Receive’ checkbox, the system will create the Purchase Order, but we need to navigate to the Purchase Order record level and need to check the ‘Ready to Receive’ checkbox manually to create the Logistic record. Follow the below steps to create the Logistic record manually –

    • Find the Purchase Orders tab from the App Launcher.

    • Once in the Purchase Orders tab, you can view the Purchase Orders information already filled in.

    • Find the Purchase Order and open it, check the ‘Ready to Receive’ checkbox, and ‘Save’ the Purchase Order record. The system will create the Logistic record.

    Figure – ‘Ready to Receive’ checkbox

    Figure – Logistic record

    2. Complete the Inbound/Receive Logistic process to Receive the inventory.

    • Select the ‘Warehouse Management’ App from the App Navigation and click on the ‘Inbound/Receive Logistics’ tab.

    OR

    Find the ‘Inbound/Receive Logistics’ tab directly from App Launcher.

    • After clicking on the ‘Inbound/Receive Logistics’ tab, the system will take the users to the ‘Inbound/Receive Logistics’ home page.

    • Select the Channel and Distribution Channel available in the upper right corner, for which the logistic was created.

    Users can see all the logistics that are related to the selected channel and Distribution Channel.

    • Use the search bar or scan the Purchase Order’s barcode to find the logistic.
    • Once the users found the Logistic, click on the Receive button or scan the barcode of Receive to navigate to the Receive section.

    Figure – Click on Receive button to navigate to receive the section

    Figure – Scan Receive barcode to navigate to receive the section

    Note: –

    • Users can select multiple logistics together by selecting/scanning the logistics as shown in the below figure and receive all items at a time.

    • Users can attach any document like bills or product details by clicking on the ‘upload files’ icon and selecting the file that users would like to attach.

    After uploading, users can find this document in the ‘logistic’ record level in the related list section of ‘notes and Attachments’.

    • After navigating to the ‘Receive’ section, users can see all the products associated with the purchase orders.

    Figure 5: Before Receiving the Products

    • Users can see the Normal products at the top, Batch products in the middle, and, Serialized products at the bottom of the page.
    • Check the checkbox or Scan the Barcode of the Product to select the Purchase Order Line items.

    • If the Product is a Lot Tracked product, then you can Create a new Batch or you can Scan or Select the available directly. Click on the Gear icon to create a new Batch from the Receive section.

    • If the Product is a serialized product, then you can Select each inventory for that product or Scan the barcode of the Product. If you Scan the barcode of that product, the system will automatically select each inventory record.
    • Once you select each inventory for that product, you can enter the Serial numbers directly or scan new Serial Numbers for that product one by one.
    • Once you select the line items and select Batch/Serial Numbers, you need to enter the Quantity that you want to receive in the provided Quantity input field. By default, the total quantity will be auto-selected, if you want to receive the quantity partially, you can enter the partial quantity and will be able to receive the items partially.

    • Also, the user can Scan or Select the barcode of the Location if it’s stored at a particular location in the selected warehouse.

    In the same way, the user can Scan or Select the barcode of the Bin.

    • Once everything is selected, you need to click on the Save button.
    • If you are receiving the items partially, the system will display the received items in the below section of the page.

    • Once you receive all the items, the system will display a message that All Items Received, and all received items will display at the Received Line Items.

    Creating a new Batch/Lot from the ‘Receive’ Section.

    Step 1: Click on the gear icon available next to Batch/Lot lookup.

    Step 2: It will open the pop-up as shown below.

    Step 3: Enter the Batch or Lot Number, and Expiry Date, and select Version if you want to associate that Batch to any specific Version.

     

    Step 4: After entering the details click on the ‘Create Lot button, which will create a new Batch or Lot and allocate it to that product for which the inventory will get added.

     

     

     

    Creating Purchase Order

    As a customer, I need the ability to create purchase orders with minimum details to be entered, able to search products, add and remove the products, and be able to select cost cards based on vendor.

    When the customer wishes to buy the raw materials or products from the supplier either store them in the warehouse or resell them. The customer needs to create a purchase order against that vendor.

    The warehouse management team checks for product/ raw material need or demand stock, they raise a requirement to the supplier/vendor by creating a purchase order.

    Preconditions:

    • Have a vendor account created and related contact and address.
    • Be specific in which warehouse you want to receive.
    • Products available in the system for which you want to create purchase orders with ‘Issue Purchase Order’ enabled.
    • (optional) Available cost cards to be set up against those products and vendors.

    Termination Outcome: 

    • If a user will enter all the required information on the create purchase order screen and clicks on the ‘Save’ button, a purchase order will be created and the user will navigate to the purchase order to see all the entered information.
    • If the required information is not set up correctly in the system, the user may not be able to create a purchase order.

    Conditions affecting termination outcome:

    • If the warehouse is not set up with a distribution center, the user will not be able to select the distribution center based on the assigned warehouse.
    • If an employee is not assigned to the distribution center, the user will see a warning message to assign the employee to the distribution center to proceed.
    • The user needs to enter all the required fields on the create purchase order screen like expected date, vendor, vendor contact, organization, and at least one product/line item need to be added to create a purchase order successfully.

    User Story Associations: Creating a purchase order against a vendor is a prerequisite for a use case on Inbound Logistics.

    The user should enter the following information,

    • An expected date which cannot be in the past.
    • A distribution center should be selected, in order to receive the inventory in the warehouse associated with that distribution center.
    • Select a vendor and associated contact from whom you would like to purchase the products.
    • Enable the ‘Ready to Receive’ checkbox, if you are ready to move the products into the warehouse.
    • Add all the products you are buying and enter the quantity and unit price corresponding to each product.

    Output Summary:  

    • A purchase order will be created and the products entered by the user are added as the purchase order line items.
    • If a user has enabled the ‘Ready to Receive’ checkbox, then the logistics will be created of type ‘Inbound’ with logistic line items mapped from purchase order line items.

    Updating Your Theme

    We are strongly recommended to install “Envato Toolkit” plugin for ease of use. Once necessary plugin installed and activated “Envato Toolkit” menu will be available at your admin side.

    Important : If you have missing plugins or having issues to install any of them, all the related could be found under “recommended-plugins” folder within the downloaded package.

    User Account Information

    To obtain your API Key, visit your “My Settings” page on any of the Envato Marketplaces. Once a valid connection has been made any changes to the API key below for this username will not effect the results for 5 minutes because they’re cached in the database. If you have already made an API connection and just purchase a theme and it’s not showing up, wait five minutes and refresh the page. If the theme is still not showing up, it’s possible the author has not made it available for auto install yet.

    Marketplace Username: Enter your Envato marketplace username.

    Secret API Key: Enter your Envato marketplace Secret API Key (http://themeforest.net/user/[your-username]/api_keys/edit, Login to your Themeforest account, Settings > API Key)

    Backup Information

    This plugin will automatically save your theme as a ZIP archive before it does an upgrade. The directory those backups get saved to is wp-content/envato-backups. However, if you’re experiencing problems while attempting to upgrade, it’s likely to be a permissions issue and you may want to manually backup your theme before upgrading. Alternatively, if you don’t want to backup your theme you can check the box below.

    Skip Theme Backup: Strongly recommended keep unchecked.

    Alternative Way

    You can also update the theme by replacing the old theme folder. First go to your theme directory then delete the theme folder and paste the new version of the theme.

    Getting Started

    Before building your site, better take a look at this section.

    Theme Installation

    Extract the zipped package downloaded from ThemeForest to your desktop, in the extracted package you will find the gullu.zip file which is the WordPress theme.

    You can install the theme in two ways:

    FTP: Extract gullu.zip file and upload the extracted folder to /wp-content/themes/ folder on your server.
    
    WordPress: Navigate to Appearance -> Add New Themes -> Upload page. Select gullu.zip file. Press the Install Now button to upload and install the theme.
    

    After uploading the theme, you have to activate it. Navigate to Appearance -> Themes page to activate the theme.

    Demo Import

    If you want your site to look like exactly the ‘Gullu’ demos then you have to import the demo content successfully.

    We integrated the One Click Demo installation feature to ‘Gullu’ WordPress theme. You can import all demo content just by a click only.

    OneClick Demo Installation Process

    • Install the theme and activate it. Then install all the required plugins. Make sure all the required plugins are activated.
    • After activating all the required plugins navigate to Appearance > ‘One Click Demo Import’ menu from the WordPress dashboard.

    Note: If the option data do not import then you have to import it manually. Navigate to ‘Theme Settings > Backup’. Then copy-paste the backup string here and click on the Import a Backup button. You will find the backup string in the options.txt file.

    The recommended method to import the demo content.

    If you failed to import the demo content by one click then you have to follow the below steps to import the demo content manually.  You will get all demo content data with the theme package. You will find the demos in ‘gullu>inc/demo{disired-demo-number} this path.

    • Navigate to Tools > Import then install the WordPress plugin and click on the ‘Run Importer’. Upload here the ‘theme_content.xml’ file.
    • Install the Widget Importer & Exporter plugin to import the demo widgets. Then navigate to Tools > Widget Importer & Exporter and upload here the ‘widget_data.wie’ file.
    • Now you have to import the Dental Options as like the demo. Navigate to ‘Theme Settings > Backup’. Then copy-paste the backup string here and click on the Import a Backup button. You will find the backup string in the options.txt file.

    How to update premium plugins?

    We have integrated some premium plugins with the theme and bundled those plugins with the theme. You don’t have to input your Themeforest product ID to unlock any theme features. We are not providing the third party plugin’s license along with the theme.

    We are providing the plugins file only and we are continuously updating the bundled plugins with the theme updates. You can install/get those plugins on Appearance > Instal Plugins. Or you can get the plugin files in the rogan/inc/tgm/plugins folder.

    Required Plugins

    After installing the theme you most have to install the ‘Gullu Core’, ‘Visual composer’ and ‘Codestar Framework’ plugins to import the demo content as well and work the theme correctly.

    You will find all required and recommended plugins at Appearance > Install Plugins.

    Control blank space between rows

    You can control the space between rows from the visual composer’s shortcode section settings.
    Select the shortcode section from the Visual composer page edit screen (backend or frontend editor) that you want to control. Check the Styling tab from the visual composer’s element settings. Take a look at the below screenshot of it-
     
     
    Note:  Input the padding (spaces around the section) as clockwise (Top Right Bottom Left)

    Header Settings

    In the Header settings section, you will get a lot of header customization options. In this section, you can change the logo and set the menu button, navigation bar settings etc.

    Theme Installation

    Extract the zipped package downloaded from ThemeForest to your desktop, in the extracted package you will find the gullu.zip file which is the WordPress theme.

    You can install the theme in two ways:

    FTP: Extract gullu.zip file and upload the extracted folder to /wp-content/themes/ folder on your server.
    
    WordPress: Navigate to Appearance -> Add New Themes -> Upload page. Select gullu.zip file. Press the Install Now button to upload and install the theme.
    

    After uploading the theme, you have to activate it. Navigate to Appearance -> Themes page to activate the theme.

    Optimize Images

    Optimizing your images will helps your WordPress site load faster.

    Download and activate WP Smush.it This plugin will optimize every image you upload and you can use the Bulk Smush.it feature to smush all of your uploaded images.

    Alternatives to WP Smush.it include EWWW Image Optimizer, CW Image Optimizer, Imsanity and Hammy. Many WordPress users prefer using these plugins as they do not rely on an external server to process your images.

    Header Settings

    In the Header settings section, you will get a lot of header customization options. In this section, you can change the logo and change the page/post’s Title bar padding, Page margin-top, Title bar overlay color etc.

    Optimize Images

    Optimizing your images will helps your WordPress site load faster.

    Download and activate WP Smush.it This plugin will optimize every image you upload and you can use the Bulk Smush.it feature to smush all of your uploaded images.

    Alternatives to WP Smush.it include EWWW Image OptimizerCW Image OptimizerImsanity and Hammy. Many WordPress users prefer using these plugins as they do not rely on an external server to process your images.

    Updating Your Theme

    We are strongly recommended to install “Envato Toolkit” plugin for ease of use. Once necessary plugin installed and activated “Envato Toolkit” menu will be available at your admin side.

    Important : If you have missing plugins or having issues to install any of them, all the related could be found under “recommended-plugins” folder within the downloaded package.

    User Account Information

    To obtain your API Key, visit your “My Settings” page on any of the Envato Marketplaces. Once a valid connection has been made any changes to the API key below for this username will not effect the results for 5 minutes because they’re cached in the database. If you have already made an API connection and just purchase a theme and it’s not showing up, wait five minutes and refresh the page. If the theme is still not showing up, it’s possible the author has not made it available for auto install yet.

    Marketplace Username: Enter your Envato marketplace username.

    Secret API Key: Enter your Envato marketplace Secret API Key (http://themeforest.net/user/[your-username]/api_keys/edit, Login to your Themeforest account, Settings > API Key)

    Backup Information

    This plugin will automatically save your theme as a ZIP archive before it does an upgrade. The directory those backups get saved to is wp-content/envato-backups. However, if you’re experiencing problems while attempting to upgrade, it’s likely to be a permissions issue and you may want to manually backup your theme before upgrading. Alternatively, if you don’t want to backup your theme you can check the box below.

    Skip Theme Backup: Strongly recommended keep unchecked.

    Alternative Way

    You can also update the theme by replacing the old theme folder. First go to your theme directory then delete the theme folder and paste the new version of the theme.

    Theme updating issue

    Sometimes, your website may break when you update the new version of the theme.

    You have to delete the Gullu core plugin before installing the updated theme in this case. Then install the plugin again from Appearance > Install plugins after installing the new version.

    Getting Started

    Before building your site, better take a look at this section.

    Theme Installation

    Extract the zipped package downloaded from ThemeForest to your desktop, in the extracted package you will find the charles.zip file which is the WordPress theme.

    You can install the theme in two ways:

    FTP: Extract charles.zip file and upload the extracted folder to /wp-content/themes/ folder on your server.
    
    WordPress: Navigate to Appearance -> Add New Themes -> Upload page. Select charles.zip file. Press the Install Now button to upload and install the theme.
    

    After uploading the theme, you have to activate it. Navigate to Appearance -> Themes page to activate the theme.

    Demo Import

    If you want your site to look like exactly the ‘Charles’ demos then you have to import the demo content successfully.

    We integrated the One Click Demo installation feature to ‘Charles’ WordPress theme. You can import all demo content just by a click only.

    OneClick Demo Installation Process

    • Install the theme and active it. Then install all required plugins. Make sure all the required plugins are activated.
    • After activating all the required plugins navigate to Appearance > ‘One Click Demo Import’ menu from the WordPress dashboard.

    Note: If the option data do not import then you have to import it manually. Navigate to ‘Theme Settings > Backup’. Then copy-paste the backup string here and click on the Import a Backup button. You will find the backup string in the options.txt file.

    The recommended method to import the demo content.

    If you failed to import the demo content by one click then you have to follow the below steps to import the demo content manually.  You will get all demo content data with the theme package. You will find the demos in ‘charles>inc/demo{disired-demo-number} this path.

    • Navigate to Tools > Import then install the WordPress plugin and click on the ‘Run Importer’. Upload here the ‘theme_content.xml’ file.
    • Install the Widget Importer & Exporter plugin to import the demo widgets. Then navigate to Tools > Widget Importer & Exporter and upload here the ‘widget_data.wie’ file.
    • Now you have to import the Dental Options as like the demo. Navigate to ‘Theme Settings > Backup’. Then copy-paste the backup string here and click on the Import a Backup button. You will find the backup string in the options.txt file.

    Required Plugins

    After installing the theme you most have to install the ‘Charles Core’, ‘Elementor’ and ‘Piklist’ plugins to import the demo content as well and work the theme correctly.

    You will find all required and recommended plugins at Appearance > Install Plugins.

    System Requirements

    To use Charles you need to have a WordPress 4.0 (or higher version) site with PHP 5.4 or more running on your hosting server. If you’ve already installed WordPress on your server and your site is up, that’s great. For help regarding WordPress installation, please see this WordPress Codex link.

    Some more resources from WordPress Codex:

    Theme Installation

    Extract the zipped package downloaded from ThemeForest to your desktop, in the extracted package you will find the charles.zip file which is the WordPress theme.

    You can install the theme in two ways:

    FTP: Extract charles.zip file and upload the extracted folder to /wp-content/themes/ folder on your server.
    
    WordPress: Navigate to Appearance -> Add New Themes -> Upload page. Select charles.zip file. Press the Install Now button to upload and install the theme.
    

    After uploading the theme, you have to activate it. Navigate to Appearance -> Themes page to activate the theme.

    Updating Your Theme

    We are strongly recommended to install “Envato Toolkit” plugin for ease of use. Once necessary plugin installed and activated “Envato Toolkit” menu will be available at your admin side.

    Important : If you have missing plugins or having issues to install any of them, all the related could be found under “recommended-plugins” folder within the downloaded package.

    User Account Information

    To obtain your API Key, visit your “My Settings” page on any of the Envato Marketplaces. Once a valid connection has been made any changes to the API key below for this username will not effect the results for 5 minutes because they’re cached in the database. If you have already made an API connection and just purchase a theme and it’s not showing up, wait five minutes and refresh the page. If the theme is still not showing up, it’s possible the author has not made it available for auto install yet.

    Marketplace Username: Enter your Envato marketplace username.

    Secret API Key: Enter your Envato marketplace Secret API Key (http://themeforest.net/user/[your-username]/api_keys/edit, Login to your Themeforest account, Settings > API Key)

    Backup Information

    This plugin will automatically save your theme as a ZIP archive before it does an upgrade. The directory those backups get saved to is wp-content/envato-backups. However, if you’re experiencing problems while attempting to upgrade, it’s likely to be a permissions issue and you may want to manually backup your theme before upgrading. Alternatively, if you don’t want to backup your theme you can check the box below.

    Skip Theme Backup: Strongly recommended keep unchecked.

    Alternative Way

    You can also update the theme by replacing the old theme folder. First go to your theme directory then delete the theme folder and paste the new version of the theme.

    Header Settings

    In the Header settings section, you will get a lot of header customization options. In this section, you can change the logo and set the menu button, navigation bar settings etc.

    Optimize Images

    Optimizing your images will helps your WordPress site load faster.

    Download and activate WP Smush.it This plugin will optimize every image you upload and you can use the Bulk Smush.it feature to smush all of your uploaded images.

    Alternatives to WP Smush.it include EWWW Image OptimizerCW Image OptimizerImsanity and Hammy and Compress JPEG & PNG images

    Many WordPress users prefer using these plugins as they do not rely on an external server to process your images.

    Theme updating issue

    Sometimes, your website may break when you update the new version of the theme.

    You have to delete the Charles core plugin before installing the updated theme in this case. Then install the plugin again from Appearance > Install plugins after installing the new version.

    Adipisci quaerat quia?

    Cras tenetur aute doloribus quibusdam interdum fugit, diam hac mollis? Mollis fames veritatis phasellus facilis nascetur nonummy, eleifend placerat nisl enim eveniet corrupti imperdiet. Incidunt duis sequi mollit, hendrerit quod! Nostra tempus cum, lacus, ut, sapien error sagittis ornare blandit fugit turpis? Facere qui reprehenderit dolorum accusantium adipisci! Quo taciti, nascetur leo velit ultricies? Vulputate cupiditate! Luctus magni lobortis ducimus, autem arcu, illum aliquam facilisi suspendisse, vivamus at. Adipisci vestibulum, egestas dictum? Quas placeat impedit nesciunt nascetur justo tempora accumsan? Torquent! Viverra pariatur mi? Per itaque curae! Class, wisi condimentum exercitationem ad sequi voluptatum expedita. Veniam vero magnis sapien feugiat.

    Convallis suscipit? Auctor distinctio erat interdum. Fringilla doloribus phasellus nostrud? Asperiores diam, quam animi irure mi diam eiusmod! Ridiculus! Excepturi sociis ipsa mattis. Sapiente laoreet massa, ultricies maxime, veritatis mollitia qui maecenas tempus aenean, inventore fugit, molestias iaculis rerum totam senectus lacus tellus wisi blanditiis irure volutpat habitasse, sem dignissim a minima, voluptatem aspernatur beatae volutpat, ratione sodales omnis ipsum beatae sollicitudin taciti accusamus volutpat ex? Elementum officiis saepe purus! Dicta placerat. Iusto massa porttitor! Anim doloribus eu varius ridiculus risus sem lacinia eleifend laboriosam tristique aspernatur commodi ex primis! Excepteur, occaecati corrupti praesentium, iaculis dui, curae at? Blanditiis rutrum.

    Blanditiis, aute suspendisse eget! Dis vulputate fermentum pellentesque nec, dapibus? Do eligendi, voluptatibus mollis nobis cras. Aptent aut. Sed rem, exercitationem nullam, eleifend risus? Porttitor, nam, pulvinar est, quos tincidunt, voluptatibus qui iaculis pharetra tincidunt, ridiculus! Sociosqu harum culpa eum ab ullam, hac possimus. Fugit, laoreet fermentum occaecati. Mus nam? Risus pulvinar, voluptas gravida porttitor magna molestias! Suspendisse, ipsam laborum. Sociosqu inceptos! Laudantium pariatur. Dui, numquam? Exercitationem cupidatat adipiscing at voluptatem accusantium occaecat error quidem eius ullamcorper tempore soluta quod pellentesque officia eos voluptatum condimentum. Donec tempore, sem est netus quisquam, tempus euismod dolorum laboris officiis ultrices ipsum libero sodales.

    Sample Doc Title

    What is an Extension?

    For editing menu navigation settings go to  Theme Options Header Top of Header . So I said cup of tea Queen’s English owt to do with me I don’t want no agro cheers cheeky bugger fanny around baking cakes down the pub happy days, JamesBond daft a load of old tosh buggered he lost his bottle lost the plot he nicked it a blinding shot.

    [docly_tooltip id=”1″]Tooltip text[/docly_tooltip] mufty quaint no biggie cras baking cakes barney bamboozled, what a plonker bum bag he legged it young delinquent knees up Eaton the full monty arse over tit, my lady buggered happy days amongst bugger all mate are you taking the piss brolly. [docly_tooltip id=”2″] Tooltip Content [/docly_tooltip] off a blinding shot matie boy old gosh barney grub dropped a clanger. And for styling menus go to  Theme Options > Header > Top of Header > Menu Styles of this Row

    Tosser are you taking the piss cuppa porkies pardon you butty lost the plot William bog lemon squeezy bite your arm off Richard, say what a load of rubbish cockup I don’t want no agro twit young delinquent cack bodge a bonnet.

    Unordered list items

    • Go to Docly SettingsHeader Logo
    • Consectetur adipiscing elit
    • Integer molestie lorem at massa
    • Facilisis in pretium nisl aliquet

    Ordered List Items

    1. Go to Docly SettingsHeader Logo
    2. Consectetur adipiscing elit
    3. Integer molestie lorem at massa
    4. Facilisis in pretium nisl aliquet

    Doc title example

    What is an Extension?

    For editing menu navigation settings go to  Theme Options > Header > Top of Header . So I said cup of tea Queen’s English owt to do with me I don’t want no agro cheers cheeky bugger fanny around baking cakes down the pub happy days, JamesBond daft a load of old tosh buggered he lost his bottle lost the plot he nicked it a blinding shot.

    [docly_tooltip id=”1″]Tooltip text[/docly_tooltip] mufty quaint no biggie cras baking cakes barney bamboozled, what a plonker bum bag he legged it young delinquent knees up Eaton the full monty arse over tit, my lady buggered happy days amongst bugger all mate are you taking the piss brolly. [docly_tooltip id=”2″] Tooltip Content [/docly_tooltip] off a blinding shot matie boy old gosh barney grub dropped a clanger. And for styling menus go to  Theme Options > Header > Top of Header > Menu Styles of this Row

    Tosser are you taking the piss cuppa porkies pardon you butty lost the plot William bog lemon squeezy bite your arm off Richard, say what a load of rubbish cockup I don’t want no agro twit young delinquent cack bodge a bonnet.

    Unordered list items

    • Go to Docly SettingsHeader Logo
    • Consectetur adipiscing elit
    • Integer molestie lorem at massa
    • Facilisis in pretium nisl aliquet

    Ordered List Items

    1. Go to Docly SettingsHeader Logo
    2. Consectetur adipiscing elit
    3. Integer molestie lorem at massa
    4. Facilisis in pretium nisl aliquet

    This is a doc title

    What is an Extension?

    For editing menu navigation settings go to  Theme Options > Header > Top of Header . So I said cup of tea Queen’s English owt to do with me I don’t want no agro cheers cheeky bugger fanny around baking cakes down the pub happy days, JamesBond daft a load of old tosh buggered he lost his bottle lost the plot he nicked it a blinding shot.

    [docly_tooltip id=”1″]Tooltip text[/docly_tooltip] mufty quaint no biggie cras baking cakes barney bamboozled, what a plonker bum bag he legged it young delinquent knees up Eaton the full monty arse over tit, my lady buggered happy days amongst bugger all mate are you taking the piss brolly. [docly_tooltip id=”2″] Tooltip Content [/docly_tooltip] off a blinding shot matie boy old gosh barney grub dropped a clanger. And for styling menus go to  Theme Options > Header > Top of Header > Menu Styles of this Row

    Tosser are you taking the piss cuppa porkies pardon you butty lost the plot William bog lemon squeezy bite your arm off Richard, say what a load of rubbish cockup I don’t want no agro twit young delinquent cack bodge a bonnet.

    Unordered list items

    • Go to Docly SettingsHeader Logo
    • Consectetur adipiscing elit
    • Integer molestie lorem at massa
    • Facilisis in pretium nisl aliquet

    Ordered List Items

    1. Go to Docly SettingsHeader Logo
    2. Consectetur adipiscing elit
    3. Integer molestie lorem at massa
    4. Facilisis in pretium nisl aliquet

    eBay

    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.

    Inventory & Asset Management

    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.

    Inbound Receive

    The Inbound/Receive Logistics tab allows users to add the product to the inventory. We need to create a Logistic record for the Purchase Orders whose type should be ‘Inbound’.

    1. Creation of Logistics record for a Purchase Order

    If we check the ‘Ready the Receive’ checkbox while creating the Purchase Orders on the ‘Create Purchase Orders’ page and click on Save, the system will create the Purchase Order and its Logistic record.

    Or

    If we create a Purchase Order from the Create Purchase Order tab without checking the ‘Ready to Receive’ checkbox, the system will create the Purchase Order, but we need to navigate to the Purchase Order record level and need to check the ‘Ready to Receive’ checkbox manually to create the Logistic record. Follow the below steps to create the Logistic record manually –

    • Find the Purchase Orders tab from the App Launcher.

    • Once in the Purchase Orders tab, you can view the Purchase Orders information already filled in.

    • Find the Purchase Order and open it, check the ‘Ready to Receive’ checkbox, and ‘Save’ the Purchase Order record. The system will create the Logistic record.

    Figure – ‘Ready to Receive’ checkbox

    Figure – Logistic record

    2. Complete the Inbound/Receive Logistic process to Receive the inventory.

    • Select the ‘Warehouse Management’ App from the App Navigation and click on the ‘Inbound/Receive Logistics’ tab.

    OR

    Find the ‘Inbound/Receive Logistics’ tab directly from App Launcher.

    • After clicking on the ‘Inbound/Receive Logistics’ tab, the system will take the users to the ‘Inbound/Receive Logistics’ home page.

    • Select the Channel and Distribution Channel available in the upper right corner, for which the logistic was created.

    Users can see all the logistics that are related to the selected channel and Distribution Channel.

    • Use the search bar or scan the Purchase Order’s barcode to find the logistic.
    • Once the users found the Logistic, click on the Receive button or scan the barcode of Receive to navigate to the Receive section.

    Figure – Click on Receive button to navigate to receive the section

    Figure – Scan Receive barcode to navigate to receive the section

    Note: –

    • Users can select multiple logistics together by selecting/scanning the logistics as shown in the below figure and receive all items at a time.

    • Users can attach any document like bills or product details by clicking on the ‘upload files’ icon and selecting the file that users would like to attach.

    After uploading, users can find this document in the ‘logistic’ record level in the related list section of ‘notes and Attachments’.

    • After navigating to the ‘Receive’ section, users can see all the products associated with the purchase orders.

    Figure 5: Before Receiving the Products

    • Users can see the Normal products at the top, Batch products in the middle, and, Serialized products at the bottom of the page.
    • Check the checkbox or Scan the Barcode of the Product to select the Purchase Order Line items.

    • If the Product is a Lot Tracked product, then you can Create a new Batch or you can Scan or Select the available directly. Click on the Gear icon to create a new Batch from the Receive section.

    • If the Product is a serialized product, then you can Select each inventory for that product or Scan the barcode of the Product. If you Scan the barcode of that product, the system will automatically select each inventory record.
    • Once you select each inventory for that product, you can enter the Serial numbers directly or scan new Serial Numbers for that product one by one.
    • Once you select the line items and select Batch/Serial Numbers, you need to enter the Quantity that you want to receive in the provided Quantity input field. By default, the total quantity will be auto-selected, if you want to receive the quantity partially, you can enter the partial quantity and will be able to receive the items partially.

    • Also, the user can Scan or Select the barcode of the Location if it’s stored at a particular location in the selected warehouse.

    In the same way, the user can Scan or Select the barcode of the Bin.

    • Once everything is selected, you need to click on the Save button.
    • If you are receiving the items partially, the system will display the received items in the below section of the page.

    • Once you receive all the items, the system will display a message that All Items Received, and all received items will display at the Received Line Items.

    Creating a new Batch/Lot from the ‘Receive’ Section.

    Step 1: Click on the gear icon available next to Batch/Lot lookup.

    Step 2: It will open the pop-up as shown below.

    Step 3: Enter the Batch or Lot Number, and Expiry Date, and select Version if you want to associate that Batch to any specific Version.

     

    Step 4: After entering the details click on the ‘Create Lot button, which will create a new Batch or Lot and allocate it to that product for which the inventory will get added.

     

     

     

    Outbound Logistics

    The Outbound Logistics module of Aqxolt ERP ensures that all kinds of orders are dispatched accurately to the provided shipping address. The outbound logistics allows items to be placed in the specific packages for shipment. The system allows the user to scan an order reference number for items required for shipment. Stock dispatching is applied mainly to modules like sales orders, purchase returns, work orders, and transfer orders.

    • Navigate to Order Management app > Outbound Logistics tab
    • The List tab shows the logistics orders that are ready to be Picked and Packed.

    • Select the logistic order to complete the stock dispatching process
    • Click the “Pick” button to pick the products from the available stock address.

    • Select the outbound logistic line item and click the “Pick” button at the bottom right-hand corner of the page.
    • If all the Qty of the line items are picked, the screen moves to the Pack page
    • If all Qty is not picked the page remains in the same(Pick) screen until all the Qty is Picked
    • On the Pack tab, select the chosen item and select the package type and enter the deposit tag number to identify the package.

    • Select the quantity to pack, select the shipping type and click the “Save” button. Make sure Picked and Packed Qty are same.
    • The Package will be listed as shown

    • Multiple packages can also be created by selecting only the required line items in the Pack screen.
    • To ship the package, select the checkbox and click the “Ship” button.
    • Depending on the Shipment type selected UPS/FedEx or Internal shipment, the screen navigates to Shipment page.

    Purchase Order

    The purchase order is an electronic document that is sent by the customer to the seller to request for supply of certain goods and services. It is the first official communication from the buyer, containing the details of the specific items required, their quantity, and the prices agreed upon along with other details that may be required for the goods and services.

    The purchase line orders contain the details of each of the items types ordered as well as the quantity of each item. Each type of commodity has a unique sales line number. Numerous purchase line orders can be contained in a single purchase order.

    The purchase orders are used by the seller to prepare the items for shipment. The purchase orders are also important in providing the seller with information about the buyer to track sales records, authorize shipments and plan properly the shipment methods in line with the customer’s needs. This helps a business to grow and reach more customers by simplifying how you make sales. It makes it easier to make purchase orders and also improves the efficiency of the seller’s ability to account for stock and manage sales.

    Creating a Purchase Order

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

    How to create Purchase Orders
    • From the App, launcher go to the ‘Create Purchase Order’ Tab.
    • Select type of purchase order and click ‘Next’ button.

    • Standard purchase order.
    • Enter all the details of the Purchase order such as Expected date, status, Employee requester, vendor, vendor contact, Vendor address, Purchasing company, Billing, and delivery address.
    • Check the ‘Ready to Receive’ box to receive the item.
    • Now click on the ‘Add Button’ to Add products to your purchase order.
    • Select the product from the list of products and enter the name of the product.
    • Add ‘quantity’ as the Amount of units that needs to be purchased.
    • Add ‘price’ for each unit in the Price box.
    • Add any description required in the Description box for the purchase order.
    • Click the ‘save’ button.
    • The purchase order will be created.

    How to Inbound Purchase Order Logistic:

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

     

     

    • On the receive page select the version, location, or bin if required and click the ‘save’ Button.
    • Your purchase order is Complete.

    Accounts Payable:

    • Go to the ‘Accounts Payable’ tab
    • You can see Vendor’s tab where all the vendors will be listed. You select the vendor and select the Purchase order related to that vendor to create a bill.

    • You can also directly select the Purchase order to create a bill against it from the purchase order tab.
    • Select the purchase order to create a bill against it and select the new bill option from the dropdown.

    • Create Bill page will appear. Enter the Vendor bill date and Bill number. Also, you can add more products to the same bill by clicking on ‘Add’ button.
    • On the Product line item add taxes and description if required and select the Account to capture the amount paid and click ‘Save’ button.

    • When Bill is created it will appear on Bill tab. Now match the bill by selecting the bill and click ‘match bill’ button on the top right.
    • On the match bill page select the line item to match and click ‘save’ button.
    • Now post the bill by selecting ‘Post’ option from the dropdown against that bill.

    • When it is posted then New voucher option appears. Click the new voucher to create a voucher.

    • Click the ‘save’ button to save the voucher.

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

    • On the pay, a voucher pop-up. Select payment account, date, reference number, and payment method and click ‘Save’. Now your payment is complete.

    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 ‘New 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’

    • 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.

    Stock Take

    STOCK TAKE – Manage Variances in the Inventory

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

    Steps: –

    • Select the ‘Warehouse Management’ App from the App Launcher. Find the Stock Take tab in the Navigation Bar.

    Or

    • Find the Stock Take tab from the App Launcher.
    Figure 01 – Stock Take Tab
    • After clicking on the Stock Take tab, the system will take the user to the Stock Take home page where the user can see all the created Stock Takes records.
    Figure 02 – stock take records
    • The user can use the search bar to search any Stock Take record.

    OR

    The user can use the scanner to find the Stock Take records.

    • The User can also filter out the Stock Take records that belong to the different Channels and the Site/Warehouse.
    Figure 03 – search/filter stock take records
    • The user can update the created Stock Takes by clicking on the ‘Manage’ button or by clicking on the name of ‘Stock Take’.
    Figure 04 – Manage/Update stock Take record

    Note: – User can change the details of the Stock Takes record and can Add, Edit, and Remove the Stock Take Line items using the Manage functionality.

    • To create a new stock take record, the user needs to click on the ‘+ New’ button or scan the barcode of the NEW
    Figure 04.1 – + New button

    Figure 04.2 – Barcode of New button
    • After clicking on the +New button or scanning the barcode of the NEW button, the system will take the user to the new Stock Take creation page.
    Figure 05 – Enter the variances
    • Stock Take details like Name, Channel, Site, Employee, Approver, Start Date and End Date, Status, and Audit Period (Monthly) will be auto-selected.
    • If the Users want to change any records, they can manually select/change the records.
    • Also, the users can use scanner to scan the barcode of different channels and Sites.
    • Once the user selects the records from the detail section, the user needs to enter the ‘Stock In hand’ quantity, to adjust the stock for the required Stock Take Line items and click on the ‘Save’ button to create a new Stock Take record.

    Note: –

    • To create the Stock Inward Line items or to increase the stock for any product, the user needs to enter more quantity than Available Stock in the Quantity in Hand See in the above screenshot, the user needs to do the same process we have done for Smart Watch and Camera Diffusion Filter – 3mm Acrylic product.
    • To create the Stock Outward Line items or to decrease the stock for a product, the user needs to enter less quantity than Available Stock in the Quantity in Hand

    See in the above screenshot, the user needs to do the same process we have done Extension Board.

    • The user can Scan the Product Code directly or Scan the Batch/Lot Number or Serial Numbers to find the Products in the Line-Item section instead of the search bar.
    • If you want to do an Audit for the Stocks, select the Audit Period as ‘Quarterly’ or ’Yearly’, enter the actual quantities in the ‘Stock in Hand’, leave other products as it is and click on Save.

    The system will keep/adjust the stocks for only those products whose quantity was entered in the Quantity in Hand field while creating the stock take, and the system will create the outward line-item records for the remaining products and Stock will decrease automatically.

    • Once the user clicks on the Save button the system will create the Stock Take record.
    Figure 06 – Created Stock Take record.

    Output Summary: Once the ‘Stock Take’ record gets created, based on the variance (entered Stock in Hand quantity) the Stock Inward and the Stock Outward records will be created.

     

     

     

    Stock Transfer

    • 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.

    Stock Run Rate

    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-Fixed Asset

    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.Inventory-versus-Asset

    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.

    Transfer Order

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

    The ERP Mark 7 application enables users to create transfer orders for moving assets, inventory and employees between company stockrooms/sites, warehouses, and departments, respectively.

    Transfer Order line items allow for the transfer of multiple Items on one transfer order. Transfer orders can be created for:

    Inventory Stocks

    Steps to create a Transfer Order for Stocks –

    Create transfer orders through a Transfer Order Tab

    • Create a transfer order by navigating to the Order Management app > Transfer Orders tab> New.
    • Once on the Transfer Orders section, you can track the transfer orders already created and create new ones. The Transfer Order should be created in Requested Status.

    29

    • 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.

    Fields to note:

    Field Description
    Transfer Order Name Describes the name of the transfer order.
    From Channel The Channel from where the assets/stocks will be shipped.
    From Distribution Channel The Distribution Channel from where the assets/stocks will be shipped.
    From Site The site from where the assets/stocks will be shipped.
    From Address Location from where the assets/stock will be shipped.
    To Channel The Channel to where the assets/stocks will be shipped.
    To Distribution Channel The Distribution Channel to where the assets/stocks will be shipped.
    To Site The site to where the assets/stocks will be shipped.
    To Address Address to where the assets/stock will be shipped.
    Requested date Describes the date on which the transfer order was requested.
    Status Current status of the transfer order, such as Draft or Requested.
    Delivery by date It gives the Date by which the shipment will be delivered to To Site.
    Ship Date It gives the Date of Order shipped from the From site.
    Expected Date Describes the date by which the items are expected to be received.
    Ready To Pick Pack Make this checkbox true when Outbound Logistic is to be created.
    Ready To Receive Make this checkbox true when Inbound Logistic is to be created.

    Creating Transfer Orders Line Items

    Transfer order line items specify the exact Items included in a transfer order. A transfer order may contain more than one transfer order line item. Every line item contains an Asset/Product to transfer and the quantity to transfer.

    The steps below explain how to create transfer order line items.

    • After creating a transfer order, click on the related tab and find the transfer order line items section. Click the “New” button to create a new transfer order line item.
    • Every transfer order line item is identified by its name; enter the name of the transfer order line item.
    • Enter an Item to transfer.
    • Enter the quantity requested.
    • Click the “Save” button to create a transfer order line item.
    Field Description
    TO Line Item Name Name used to identify the transfer order line item.
    Transfer Order Read-only field that describes the transfer order to which the transfer order line item belongs.
    Quantity requested Number of products requested by the transfer order line to be moved. For example, 12 chairs are requested to be transferred.
    Product The Product of Interest to be Transfered.

    Transfer Orders Through an Outbound Logistics Tab

    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.

     

    Fixed Assets (Equipment)

    Assets are also known as fixed or capital assets and typically refer to an organisation’s valuable resources and equipment. These items have long-term business use and enable their owner to produce goods or perform services. Assets are tracked as unique items that are not consumed in production.Fixed Asset1 Because the word “asset” has a different meaning in the world of finance and accounting, the phrase “asset tracking” is used to indicate the monitoring of physical asset movement and condition, not the change in the monetary value of an intangible financial asset. Fixed Asset3 Systematically tracking assets is necessary across every industry to maintain accurate accounting records as well as real-time visibility of operations. For tracking purposes, each asset is tagged with a unique barcode identifier (e.g., make, model, serial number, etc.) and associated with a custodian or location.

    Inventory Assembly

    You can easily build assemblies or finished goods from a detailed Bill of Materials. The manufacturing module allows you to specify the raw materials or components needed to manufacture each finished good.inventory assembly1

    With operations that involve inventory for work-in-process and manufacturing, this functionality enables you to boost end-to-end traceability, productivity and control. In addition, you can access your product assembly inventory in Aqxolt ERP anytime, anywhere, so your team can better coordinate production machine usage and labour.

    Manufacturing Benefits: 

    •   Streamline manufacturing process using barcodes
    •   Increases flexibility for multiple product variations
    •   Improves inventory control during manufacturing/process cycle
    •   Saves time and increases manufacturing productivity

    Increase Manufacturing Productivity

    Create predictability, better coordinate manufacturing machine usage and labour, and track raw materials and components needed to manufacture each specific product accordingly.

    Easily Assemble Your Inventory

    The Inventory Assembly feature allows you to efficiently track product manufacturing and associated stock quantities and costs.

    LOT

    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.

    BOM KIT

    The concept of KIT is extensively used in manufacturing industries. The concept of BOM and KIT fall under different processes. KIT is a concept involving the sales process whereas BOM falls under the inventory process. KIT is an assembly of many finished items grouped together to be sold; its pricing is calculated for each finished item. KIT itself cannot be considered one stock; each finished item is stocked separately. For example, Universal Furnitures manufactures various types of furniture. When the company sells its furniture, it sells a dining table, chairs and cushions as a KIT. Thus, the finished items are sold as a group rather than individually Create Bill of Material (Components) Kits:
    • Navigate to the Products tab.
    • When creating a new product, make sure the “Is Kit” checkbox in the product record is checked.
    BOM
    • Once in the Products tab, you can view the Products information already filled in and create a new Product record.
    • On the related tab, scroll through the related list and find Bill of Materials (Component).BOM4
    • Click the “New” button to add a new BOM.
    • From the Select Record Type pop-up, select Kit BOM and click the “Next” button.
    • Fill in the details, such as the Bill of Material Name, Type, Component Type and BOM Notes.
    • BOM (Product) auto populates.
    • Select the BOM (Component) and the Quantity required.
    • Check the “Active” checkbox and click on the “Save” button to create the BOM kit record.
    Adding Product BOM Versions:
    • In the Related list tab of the Product, navigate to the BOM Version.
    • Click the “New” button. Choose the “Manufacturing” record type and Next.
    • Fill in the Version Code, Start Date and To Date.
    • The product is auto-filled. Fill in other details, such as Category, Process and Quantity.
    • The Type should be Assembly and the Status should be Certified.
    • Select the Active checkbox and Save.
    Shipping a Kit  When a Sales Order is created with a Kit as a product and when the sales order is ready for shipment, the sales order will be available for stock dispatching.
    • Click on the “Stock Dispatching” tab and select the sales order that has a Kit as a Product.
    • Click Pick to see all the available sales order line items.
    • Select the sales order line item having the Kit as a product and click the Explode checkbox on top of the page. The Explode checkbox will split the Kit components into individual line items and the required BOM (Components) will be reduced from the inventory.
    • Click on the “Pack to pack” button, the Kit with all the components attached to it and click the “Save” button to create the package.
    • Follow the shipment process to ship the Kit (BOM) to its specified shipping address.

    Kit Product

    A kit product, also known simply as a kit, is a collection of items packed together. 

    The main idea behind a kit product is to provide users with everything they need in one package, eliminating the need to source individual items separately. 

    Overall, kit products offer convenience and ease of use by bundling items together.

    HOW TO CREATE A KIT PRODUCT

    Creating the main product

     

    • Open the App Launcher, search, and select “Products.”
    • Click on “New” to create a new product.
    • Enter the product name and check the “Active” box. Set the status to “Released” and mark Is Kit as checked. Enter any additional details as required.
    • Ensure not to select the “Track Inventory” option.

    Creating a version for the product

     

    • Navigate to the related section of the product and locate “Version”, then click on “New.”
    • Choose the Kit record type.
    • Provide the following information: Name the version, select the “Active” checkbox, set the type as “Sales,” choose “Certified” as the status, and ensure the “Default” checkbox is checked. Additionally, enter the start and end dates. Fill in any other required details.

    Creating the Bill of Materials (BoMs)

     

    • Go to the related section of the product and locate “Bill of Materials,” then click on “New.”
    • Choose the Kit BOM record type.
    • Provide the necessary information: Name the BoM, check the “Active” checkbox, set the status to “Certified,” specify the Unit of Measurement (UoM), choose the BoM version you created, and under “BoM component,” select the product you wish to add as a BoM.
    • Set the quantity accordingly. Fill in any other required details.
    • Note: In cases where the stock of a bill of materials is 0 and you wish to replace it with another product, use the “Type” field to select “Primary” for the product you are swapping out, and in the “BoM alternate” field, specify the product you are swapping it with.

    CREATING AN ORDER AND LOGISTICS FOR THE KIT PRODUCT

    • Create an order with the kit product.
    • Once an order is created, click on the order product and click on explode. Stock outward line items for only the bill of materials are created.
    • Then go back to the order and click on Ready to Pick and Pack, the logistic is created. 
    • Proceed further with outbound logistics to Pick, pack, and ship the kit product.

    NOTE: It is important to note that for kit products we need to first check the explode checkbox on the order line item and then the ready to pick and pack checkbox on the order, in the same order.

    Serial Number

    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.

    Warehouse

    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.

    DHL

    • 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.

    Process and Process cycles

    Process
    A process is a functionality intended to be used by manufacturing industries to produce finished products for sale. The production of products is typically in bulk quantities and is concerned with discrete units, bills of materials and the assembly of components.

    Aqxolt ERP provides a complete solution and agility to succeed in managing entire business processes end-to-end. It lets you accommodate and manage a work center and plan workforce and machine required hours in a cost-effective manner depending on the complexity of the manufacturing process.

    Creating Processes:

    • Navigate to the Manufacturing app > Processes tab.
    • Once in the Process section, you can track the processes already filled in and create
      new processes.
    • To create a new process, click the “New” button.

    • Select the “Manufacturing Process” record type and click the “Next” button.
    • Enter the process name, organisation, and contact details.
    • Select the type of process, enter the barcode and select the product for which the
      manufacturing process is built.
    • Select the workstation and work center; enter the required workforce and machine
      hours.
    • Enter the cost details of the manufacturing process and enter the process description; then click the “Save” button to create a manufacturing process.

    Process Cycle:
    A process cycle is a sequence of steps required and a set of activities associated with the
    manufacture of finished products. It essentially starts with the customer requirement and ends with delivery of the required product.

    It is a framework that describes how and from where the process starts. It also describes when and how the interrelated operations depend on each other. It describes the progress of each process cycle, helping the user estimate the overall time required to produce a finished product.

    Creating a Process Cycle:

    • Navigate to the Manufacturing app > Processes tab.

    • Once in the Process section, select the process record to create the process cycle.
    • In the related tab, find the Process Cycle related list and click the “New” button.
    • Enter the Process Cycle Name, the Progress of the process cycle and the Description.
    • Select Previous and Next Process Cycle; then select the Workstation in which the
      process cycle will commence.
    • Click the “Save” button to create a process cycle.

    Leave Management

    Leave management systems helps employees to request time-offs from work, plan vacations and track holidays. Management can use the system to Approve or Deny leaves and maintain employee records.

    ERP Mark 7’s Leave Management comes under HR Management App and encompasses Time offs, Leave entitlements, Available Allowance and Upcoming Holidays.

    The Leave Management is specific to the employee and can be submitted for approval to the higher authorities. This helps you to track employee performance and reduce managerial time.

    A Leave Management can be created in two methods:

    • From the record level
    • From the Leave Management Tab
    From the record level
    The steps below explain how to create a Leave request and move it from Draft status to Submitted.

    1. Create a Leave request by navigating to Employee management app > Employee tab

    2. Select the employee for whom a Leave request needs to be created from the list of employees

    3. On the related list/tab scroll down to the Leave Requests (Employee) related list and click the ‘New’ button.

    4. Enter the organization details, leave request name, select the leave entitlement and enter the approver details and leave request status. Administrators and other roles of an employee that act as approvers can see all the Leave requests submitted.

    • A Leave request can be in different stages which can be easily understood by the following statuses.
    • Click ‘Save’ to save the Leave Request
    Timesheet StatusAction
    DraftThe leave request that is in the Draft state can be edited to make some corrections. When in the Draft state the number of leaves will not be deducted from the total available allowance.
    ApprovedWhen the leave request is approved by the work agent/ higher authority then it is marked “Approved
    SubmittedOnce the employee is sure about his entries then they leave request can be moved to the submitted state seeking approval
    RejectedWhen the approver rejects the Leave request, the leave request can then be available for corrections and resubmission.

    Canceled

     

    An employee had created the leave request but later decided to cancel it then the leave request can be in a cancel state and this will increment the available leave allowance.

    Completed

     

    When a Leave request is in the completed state then it signifies that the applied leave has been taken.

    From the Leave Management Tab

    Navigate to HR Management app > Leave Management tab

    Leave Management tab has two views for viewing the records:

    • List View
    • Grid View

    List View

    • On the Leave Management tab, you can view the list of all the leaves created in the 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 or Entitlement/Holidays move to the respective sub-tabs.
    • To view the Time Off the record, click on the record name.
    • To edit the Time Off record, click on the edit icon and save the record after necessary changes are done.
    • To delete the Time Off the record, click on the delete icon and click on ok.

    Grid View:

    • On the Leave Management tab, you can view the list of all the leaves 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 or Entitlement/Holidays move to the respective sub-tabs.
    • To view the Time Off the record, click on the record name.
    • To edit the Time Off the record, click on the edit icon and save the record after necessary changes are done.
    • To delete the Time Off the record, click on the delete icon and click on OK.

    Fields to Note:

    NameDescription
    Time OffThis indicates the already taken leaves
    Available AllowanceIndicates the total available leaves for the calendar year.
    BookedIndicates the number of booked leaves (In Approval stage)
    Upcoming HolidaysIndicates about the National/Organisation-defined holidays for the calendar year.
    Book Time offThis is to create a new leave request
    • Click the  “+Time Off”  button to create a new Time Off record for the logged-in user.

    • Enter the name for the Time Off the record.
    • Every Time Off will be in “Draft” status until the user is ready to submit it to the approver. Select the approver who is authorized to review the Time Offs and decide whether to approve or reject the Time Off.
    • Enter the Start Date and End date which calculates the number of days the Time Off is being created.
    • Select the Type of Time Off indicating whether type of leave you’re opting for.
    • Mention the reason for the Time Off being created and clicking on save creates a record with Draft status.
    • Clicking on the submit button submits the leave request record for approval.
    Draft/Submitted Leaves

    All the leaves of status Draft and Submitted will be listed under the Draft/Submitted/Rejected Leaves section as shown below

    Submitted Leaves cannot be edited or deleted, the leaves with Draft and Rejected can be Deleted or edited for submission.

    Approved/Rejected Leaves:

    Once the Leave is approved or rejected by the approving authority or the Approver, it will be listed under the Approved/Rejected Leaves section.

    Submitted for your Approval

    If you have employees working under you and you are the Approval Manager of their leaves then all the submitted leaves will be listed under the Submitted for your Approval section as shown below.

    Leave Entitlement

    The Leave Entitlement section indicates all the leaves entitled by the organization such as Casual leave, Sick leave, Maternity, etc, and others that can be defined here and the number of days assigned for each leave type.

    The Holidays section indicates all the National/Organisation level holidays defined for the current fiscal year, next fiscal year, previous fiscal year, and previous 2 fiscal years.

    RMA

    A Return Merchandise Authorization (RMA) is part of the process of returning a product to receive a refund, replacement or repair during the product’s warranty period. Returned merchandise requires management after the return and has a second lifecycle after the return.

    Creating an RMA

    An RMA can be created using one of two methods –

    • From the Sales Order tab (record level)
    • From RMA tab
    • From the Enterprise Point of Sale tab

    RMA from Sales Order Tab:

    • Select the sales order whose stage is closed to return the purchased product as shown below.
    • In the related tab, find the Return Merchandise Authorisation and click the “New” button.
    returnma
    • Enter the RMA code and click the “Save” button to create the RMA record.
    • In the related tab, click the “New” button to create RMA line item.
    • Enter the organisation details.
    • Fill in the RMA number, the sales order line item number, and the quantity to return. Mention the reason for the return.
    • Select the Authorise, Is Closed and Ready to Receive checkboxes.
    • Click the “Save” button to create an RMA line item record.

    RMA through Process Return page:

    The RMA must be associated with a sales order and a shipment. This ensures that returns are permitted only for those items that have been shipped. The return process includes the ability to create the shipment flows and tracks those returns in the system.

    • Select the sales order record to return the purchased products.
    • Click the “RMA” button; this will navigate to the RMA page as shown below.
    • This will navigate to the RMA page as shown below.
    • The system auto-fetches the sales order details and customer details.
    • Click the edit icon and enter the desired return quantity and the reason for return.
    • Select the return status and click “Save” to create a new return package.

    Fields to note:

    FieldDescription
    Added Back to InventoryA check box that indicates the RMA line item has been returned to inventory for resale
    Batch/Lot CodeA code assigned to shipment of RMA
    RMA Line Item NameDescribes the name of the RMA line item
    Sales Order Line ItemDescribes the Original Sales Order Line Item the product for the Customer RMA was purchased
    Return Merchandise AuthorisationDescribes the name of the RMA to which the RMA line item belongs
    Return ReasonDescribes the reason for the item that is returned; essentially helps identify issues or problem with the returned item
    Return StatusProvides the status of the product being returned
    Total DeductionThe amount of the product that has been deducted
    Site Item Inventory StockSpecifies the total amount of inventory in the site
    Number of Items In Quality CheckSpecifies the total number of returned items in the quality check process
    Number of Items to Re-sellSpecifies the total number of returned items that are sellable
    Number of Items DiscardedSpecifies the total number of returned items that are discarded

    RMA through Enterprise Point of Sale Tab:

    Every RMA is associated with a sales order; this generally includes identifying the order or invoice from the original purchase. The return may involve items that are damaged or simply not wanted. Depending on the situation, the returned item can be re-stocked or discarded. The system allows for a refund of the returned item in the form of either a credit note or loyalty points. The Enterprise Point of Sale tab of ERP Mark 7 helps the sales rep handle the entire sales journey to the return process without having to switch to multiple setups.

    For example, say there was an order from Fiona Pinto, who would like to return an item from sales order number 000014. An RMA is created to complete his return request and a refund record (credit note) is created for the customer.

    • Click on the Enterprise Point of Sale tab and fetch the customer and sales order details from the system to initiate the RMA. Refer to the sales order from the Point of Sale Tab section for more details.
    • Click on the “RMA” button; on the right side of the ePoS as shown below.
    RMA1
    • The system fetches all the sales order line items.
    • Select the sales order line item to return and enter the quantity to return. Specify the reason for the return.
    • Select the expected date and status of the RMA, select the authorise checkbox and click the “Save” button to create the RMA line item in the system.

    Income Statement

    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.

    Booking Kare Documentation

    Enterprise-Grade Event , Appointment Booking And Scheduling Software

    Getting Started with Booking Kare

    Enterprise-Grade Event , Appointment Booking And Scheduling Software

    Overview

    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)

    System Requirements

    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
    Requirements to use Aqxolt BookingKare in a  system
    Operating SystemAll you need is a computer that can run a web browser. It doesn’t matter what type of hardware or operating system you’re running.
    BrowserGoogle Chrome™, the most recent stable version Mozilla Firefox®, most recent stable version Microsoft Internet Explorer versions 9, 10, and 11 Apple Safari® versions 5. x, 6. x and 7. x on Mac OS X
    Internet ConnectionSalesforce is designed to use as little bandwidth as possible so that the site performs adequately over high-speed, dial-up, and wireless Internet connections.
    Requirements to use Aqxolt BookingKare system with payment gateways
    Payment GatewaysPayPal, Authorize.net,Chase payment.

    Installation Guide

    •  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

    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.

    Community Setup

    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:

    Event Scheduling & Booking

    The event booking and planning application is designed for event management companies that require streamlined operations and overall efficiency.

    Give your customers a seamless scheduling/booking experience
    Customize the look and feel match exactly to your company’s brand

    Check-In Check-Out Mobile App

    Booking Kare – Check-In/Check-out

    Booking Kare is an application to process Check-In/Checkout flow i.e., checking in the clients into an event/appointment and checking them out from an event/appointment.

    This app also provides an easier way for the users to check In and Check out using QR-Scanner /Barcode scanner for the members registered to any events or appointments.

    How to install Booking Kare Application.

    The Booking Kare application can be installed from the App Store or Play Store like any other application on your Tablet, iPad, or Phone.

    Open the application and enter the username and password of your salesforce org.

    Note: Log in with credentials that have registrations booked for events/Appointments.

    The below screen appears when Logged in successfully.

    How to scan a Barcode/ QR code to check-in customers for Events or Appointments.

    1. The ‘Registrations’ tab shows the registrations made for the particular event or Appointment.

    2. Once the registration is booked, the customer receives an email with the ticket/slip which they must bring with them on the day of the event or appointment.

    Enter the Number of People attending

    3. Scan the barcode/QR code on the ticket.

    4. The customer is checked in automatically and the ticket checker can verify details on this page.

    5. Click the ‘Home’ Button to Scan the next person.

    6. Click on the Booking Details tab to view Event/Appointment details.

    7. You can also check out the same person from this page by clicking on the ‘Check out’ button.

    How to scan a Barcode/ QR code to check out customers for Events or Appointments.

    1. Click on the ‘Check out’ Button on the Home Page and scan the code.

    Note: The person should already be ‘checked In’ before using check-out process.

    2. The customer is checked out successfully and click on home to scan the next person.

    How to scan a Barcode/ QR code to check In/check out customers for Events or Appointments if they do not have the ticket/slip.

    1. From the home page Enter the registration number from the booked Event/appointment.

    2. Click on the ‘Check In’ button. The person will be checked in Successfully!

    If the Registration number is not available or lost

    1. Enter the ‘Last name’ and one of the following ‘Email or phone’

    3. Click on the check-in Button the person will be ‘checked In’ successfully!

    How to Check out the customer who does not have the ticket/slip.

    1. From the home page click on the ‘check-out’ button

    2. Enter the details like registration number or last name and phone/Email.

    3. Click on the ‘Check-out Button.

    4. The person is checked out Successfully!

    Check-In/Check-Out

    check-in/CheckOut is a flow for checking the clients into an event and checking them out from an event. This flow provides an easier way for the users to check in and check out the members registered for a particular event.

    CheckIn/CheckOut 

    The users can be checked in or checked out from an event either

    1. Using the CheckIn/CheckOut button from the Event Record page.
    2. Using the CheckIn/CheckOut tab.

    Using the CheckIn/CheckOut button from the Event Record page:

    • Navigate to the App menu and go to Events tab and click on a particular event to view the event details in a record page as shown below.
    • Check for the registrations with repsect ti ths event and click on the “CheckIn/CheckOut” button.
    • This navigates to the CheckIn/CheckOut tab where an user is directly navigated to view the registrations of an event as shown below.
    • Search for a particular registration by user name or its registration ID using the search box provided.
    • You can also view the count of total registrations and the number of guests awaiting, checked in and checked out members of an event by clciking on the cards displayed at the top of the page.
    • The system also provides an option to print the registration or the guest list using the print button at the top right corner of the page.
    • This navigates to a printable format of the list in PDF form as shown below.
    • You can either checkin the members manually or by scanning the QR using the scanner.
    • Select a member/ registered user whose status is booked to checkin to the event by clicking on the “Check In ” button.
    • Once an user is checked in to the event, he/she can be checked out anytime from the event using the “Check Out” button. An user who is checked out fron the event cannot checked in again to the same event.

    Using the CheckIn/CheckOut tab:

    • Navigate to the App menu and click on the CheckIn/CheckOut tab where we can view the registrations related to a particular event.
    • The system pop’s up a window with a list of all the active events which has the registrations as shown above.
    • The system provides an option to search for the events using the search box.
    • Search for a particular event from the list of events in the popup.
    • This navigates to a page where the list of registrations particular to an event is listed down as shown below.
    • Search for a particular registration by user name or its registration ID using the search box provided.
    • You can also view the count of total registrations and the number of guests awaiting, checking in, and checking out members of an event by clicking on the cards displayed at the top of the page.
    • The system also provides an option to print the registration or the guest list using the print button at the top right corner of the page.
    • This navigates to a printable format of the list in PDF form as shown below.
    • You can either check in the members manually or by scanning the unique QR code using the scanner.
    • With a unique family QR code, the system makes it easier to check in all the members of a family by simply scanning their family QR Code.
    • Select a member/ registered user whose status is booked to check in to the event by clicking on the “Check-In ” button.
    • Once a user is checked in to the event, he/she can be checked out anytime from the event using the “Check Out” button. A user who is checked out from the event cannot be checked in again to the same event.

    Event Builder

    Event Module setup

    Start planning and organising a single day or a multi-day event easily, make common customizations like adding zones, tickets, venues and more. Configure registrations to be free or paid with complex pricing rules. Configure discounts and taxes easily with various rules. Configure sponsors, speakers, and agendas and give more insight into the event to manage time with BookingKare’s Event Builder. With the Event Builder, you can reduce administration time and hassles associated with data integrity or booking conflicts.

    Once you are in the Event Booking app, you can create your first event by following these steps:

    Step 1

    Create an event

    • Click on event builder tab and click on event details and enter the following information like enter the name of the event, select event as event type
    • Enter the Start Date /time and the End Date /time of an event.
    • Enter the Registration Start and End Dates, Check-In Start and End Dates and Ticket Sales Start and End Dates.
    • Select the organiser and Location of the organiser
    • Enter the Maximum Registrations and Entry Fee if any for the event.
    • Select the membership program and description of the event
    • Select the published checkbox, this option lets you add the event in the portal site.
    • Select the Type and Status of the event and select the Allow guest registrations checkbox, this option lets you add registration from the kiosk.
    • Enter the Invite Message and Registration Instructions of the event.
    • Click the Save button to create an Event record.
    • Once you have created the event you can start adding the zones where the events are held, so let’s start creating the zones.

    Step 2

    Event zone

    • Event zones are nothing but events that can occur in multiple locations based on their availability within the region.

    Create an event zone

    • Click the Zones tab of the event builder from the menu bar on the left-hand side.
    • Click on Add button to create the zones
    • Enter the Name of the zone and select the Type of zone being created.
    • Enter the Start and End dates of the event and Registration dates.
    • Enter the Maximum Registrations and set the maximum registrants at each zone, enter the Descriptions applicable for the zone
    • Select the Show Day Slots fields if you want to display the days during booking.
    • Click the Save button to create a zone for an event.

    Step 3

    Venues

    • Configure venues, the place where your event is held. When you create a location and assign it to the zone that location information will be displayed on the event detail page.

    Create a venue

    • Click the Venue tab from the menu bar on the left-hand side.
    • Click the Add button to create a new location.
    • Enter the Name of the venue and Address details
    • Select the event zone and check the active checkbox
    • Enter the description of the location
    • And click on the save button to save the venue record


    Step 4

    Create Product Service Details

    • Click the product details tab from the menu bar on the left-hand side.
    • Click the Add button to create a product.
    • Enter the name of the product, Adult price, and child price.
    • Enter the image URL or you can upload the image from the system.
    • Enter the description of the product and check the active checkbox
    • And click on the Save button to create a product record.


    Step 5

    Tickets

    • Tickets are nothing but a selling price of an event. And also we can control the number of persons to get register for an event. By using this concept we can distinguish different prices for each type of tickets for adult and child as well.

    Create a ticket

    • Click the Tickets tab from the menu bar on the left-hand side.
    • Click the Add button to create a new ticket.
    • Enter the Name of the ticket and select the Product to fetch the list price and taxes for both adult and child automatically from the price-book entry of the selected product.
    • Enter the Total Quantity, Adult, and Child Quantity, this ensures the number of registrations allowed for an event.
    • Enter the Adult and Child List Price and Tax Percent manually if the product is not selected.
    • Select the Zone for which the ticket is created is assigned and select the Active checkbox to make the ticket active for use for the selected zone and event.
    • Enter the Image URL and select the Show Child checkbox, this ensures the child details are captured in the registration and the ticket price based on the child list price.
    • Select the Ticket waiting list checkbox; with this option, you will be allowing registrations even when the number of registration has reached the capacity of the event. The registrations created after the capacity is reached are the registrants with the waiting list status.
    • Enter the Ticket Sale Start dates and End dates, enter the Instructions associated with the ticket and upload image relevant to the event.
    • Click on the “Save” button to create a ticket for the event.

    Step 6

    Membership

    • Click on the ticket tab related list click on Membership tab
    • Click the Add button to create a new membership record.
    • Enter the value and select the status.
    • Select the start and expiration date of the membership
    • And click the “Save” button to create a membership for the event.

    Step 7

    Speaker

    Speaker is a guest of the event, who speaks formally before an audience regarding some of the major things regarding the event and why it has been organised and expressed his ideas towards the particular event.

    • Click the Speaker tab from the menu bar on the left-hand side.
    • Click the Add button to create a new Speaker record.
    • Select the Speaker Account and Contact, the system will auto-populate phone and email details of the speaker.
    • The system allows you to upload the image of the speaker or pre-populates if it already exists.
    • Enter the description of the speaker and check the active checkbox.
    • And click the “Save” button to create a speaker for the event.

    Step 8

    Agenda

    An agenda for the event can help you significantly in terms of planning and organising the event agenda will clearly specify every action to be held at the event.

    Create an Agenda

    • Click the Agenda tab from the menu bar on the left-hand side.
    • Click the Add button to create a new Agenda record.
    • Enter the name of the Agenda and select the event zone and a speaker.
    • Enter the session Start and End time of the agenda and enter the Description of the agenda.
    • Click the Save button to create the agenda for an event.

    Step 9

    Logistics

    Logistic is nothing but a resource management in case of events such as travel, accommodation and many more, which can be handled by the organisers of the event.

    Create a logistics

    • Click the Logistics tab from the menu bar on the left-hand side.
    • Click the Add button to create a new Logistics record.
    • Enter the name of the Logistic
    • Select the Category and Type of the logistic
    • Select the logistic Provider and enter the Item Details.
    • Click the Save button to create the logistic record for the event.

    Step 10

    Sponsorship

    • Sponsorship is a financial invests made by the organisers for the success of Events.

    Create Sponsorship

    • Click the “Sponsorship” tab from the menu bar on the left-hand side.
    • Click the “Add” button to create a new Sponsorship record.
    • Enter the Name of the sponsor and select the Sponsor Account
    • Select the Sponsorship Program and Event Zone
    • The system allows you to upload the image of sponsors
    • Select the Active checkbox and enter the Description about the sponsorship.
    • Click the save button to create the sponsorship for the event.

    Adding and Inviting Guests

    • After you have planned and set up for an event, now the organizers can send email invitations to their Accounts, Contacts, Users and guests Users.

    Send invites to accounts, Contact, and users

    • From Event, builder Select an Existing event And all event details will get auto-populated on the right-hand side click on the invite button And you navigate to the screen below
    • Select the source to send invitations to Accounts, Contacts, Users, and Resource individually or invite external guests in bulk by uploading a file with invitee details.
    • You can send invitations to the selected source records by clicking the Invite option in the Action section or by selecting multiple records and clicking on the Send Invites button.
    • To send invites to external users click on the source and select resource in that click on add guest button.
    • Enter the Name, Email, and phone of the invitee or external guest and click the invite button
    • Clicking on the “Invite” option in the Action section creates a new account or a contact in the system and also sends an invitation email and SMS text if configured.
    • Bookingkare provides you with an option to do the bulk invitation by simply uploading a file.
    • Download the “Event Invitation Template” and fill in the invitee’s details into the excel sheet and save the file in “.CSV” format.
    • Click the “Upload File” option and select the CSV file.
    • The uploaded guest list appears in the section below, now you can select all the guests and click the “Send Invites” button.
    • All the registrations created against the event will be listed in the Invited Guests section.
    • You will be able to control the number of registrations to display from the Select Entries option. You can also use the search bar to find the specific registrants by their Name or Email.
    • You can track the invitation with their status and forecast the number of attendees.
    • The Print Guest List button lets you print the registrations that are in booked status.

    Check-In and Walk-In Registrations

    After the registration of an event, the attendee can check in as they arrive at the event. Bookingkare allows Four check-in options.

    1. Manual check-in through Check In page
    2. Self-check-in through Kiosk
    3. Scan barcode check-in

    Manually check-in

    • Click on event builder in the search bar enter the event name the event gets auto-populated
    • On the right hand, side corner click on the check-in button
    • It will navigate to the check-in page follow the screen below
    • All the registrations will be listed below; you can select the registration and click the Check-In button located on the top right corner of the Registration Details section.
    • Once the registration is checked-in the status of the registration changes to Attended.
    • The system also allows you to create walk-in registrations, click the “New Registration” button. You will be presented with a pop-up page.
    • Enter the details of first name, last name Email and phone and click on the Save button.  A new registration with status Attended is created in the system.
    • The Print Guest List button lets you print the check-in in attended status.

    Kiosk Check-in

    • Click on the Event Builder tab and enter the Event Name in the search bar.
    • Click on the Kiosk button located on the top right corner of the page. You will be presented with the screen below.
    • The attendee should enter the Registration Id, Email and Phone. The users can enter any two out of the three options for check-in.
    • The system also allows you to create walk-in registrations at the kiosk, click the Add Me button. You will be presented with a screen below.
    • Enter the First and the Last name, enter the Email address and Mobile number and click the Save button to check-in late else click the Save and Check-in button to Check-in immediately.
    • A new registration with status Attended is created in the system.
    • And also you can print the badge on top of your name by clicking print badge.

    Scan Barcode Check-in

    Bookingkare allows you to scan and check-in attendees when you connect any Barcode scanner to your computer. When a valid barcode is scanned a “Green” indicator will appear on the scanner and the registration status will change to Attended. Otherwise, you can use the manual check-in process.

    Event Booking Flow

    The event booking application is designed for event management companies that require streamlined operations and overall efficiency, which gives your customers a seamless scheduling/booking experience. Customers can book the event from anywhere, anytime using any device.

    • How to book for an EventJoy would like to attend an event and he tries to book for an event using the event booking application.
    • Let’s help John to book an event.
    • 1. Click on the ‘Event Book’ Tab or Search for Event Booking from the App launcher.
    • 2. The screen shows the Event booking home page. Here you find the event which you want to attend.

    Click each tab to see different scheduled events

    3. Click on the ‘Apply to Attend’ Button to book for the Event.

    4. Next page shows the details of the event, agenda, sponsors, and Speakers.

    5. Enter or search your details and Confirm the Booking.

    If you want to book as Group, then select Group Booking and Enter the Details.

     

    6. Click ‘Confirm Booking’ Button to proceed to payment page.

    7. Pay by Debit/Credit Card or PayPal then click the ‘Pay Now’ Button.

    8. You are booked for the Event.

    How to Book an Individual Booking

    Click on the Individual Booking Icon and follow the same steps mentioned from 5-8

    How to Book for a Free Event

    1. Click on the ‘Apply to Attend’ Button to book for the Event.

    2. Next page shows the details of the event, agenda, sponsors, and Speakers.

    3. Enter or search your details and Confirm the Booking.

    4. Clicking on ‘Confirm booking’ will directly book for the Event.

    How to book an Event with Event Zone

    Joy would like to book an event which is being held in different locations and zones. So, he selects the suitable location and zone that he would like to attend and books for the event.

    Now, Let’s book an event

    1. Click on the Apply to attend Button for an Event.

    2. The Next page shows the location and zone selection. Select the suitable location zone slot and click the ‘Next’ Button.

    3. Enter the details for Group booking or Individual Booking and click on Confirm Booking Button.

     

    4. You are Booked for the Event

    Event Booking Community

    Event Community is a platform that allows external users or customers quickly book an event. A link will be provided to them through which customers can book for an event as guest users or create their own account and book for the events.

    Joy would like to book an event as a guest user through Event Community so let’s help him out.

    How to book a free Event

    1. Click on the ‘Event Community’ Tab From the app launcher or click on the booking link provided by the organizers.

    2. The Next page shows all the events such as today’s event, this week’s event, Next week’s event, and future events.

    3. Select the Event that you want to book. Click the ‘Apply to Attend’ Button.

     

    4. The next Page shows the Zone Location and Scheduled days and time to select and Book as Group or individual.

    How to Book a Group Booking

    1. Select the zone location, Scheduled Days and click on ‘Group Booking’ icon

    2. Enter No. of persons attending the Event.

    3. Enter the details of any one person and book the event.

    4. Click the ‘Confirm Booking’ Button to book the event

     

    sHow to book Individual booking

    1. Click on Event to book and select Location and Time.

    2. Click on the Individual Booking icon

    3. Enter No. of persons attending and details of all the persons attending the event.

    4. Click the ‘Confirm Booking’ Button to Complete

    How to book for a Paid Event

    Paid Events are the events that have an entry fee for the event and different levels of tickets like golden, silver, or bronze.

    John would like to book for a paid event and buy’s 1 golden ticket and 2 silver tickets for the event.

    Let’s help him out with the booking

    1. Click on the Event’s Apply to attend button to book.

    2. On this page select the Event zone location, Day, and time.

    3. Now Enter the Ticket quantity for golden and silver tickets.

    4. For Group booking click the group icon and enter one person’s detail

    5. For Individual Booking enter the details of all the three-person details

    6. Click the ‘Confirm’ Button to pay for the event

    7. Enter the card details and click on the ‘Pay Now’ button.

     

    User Journey Event Booking Flow

    Event Booking

    The system admin can configure sites and communities to reach the application offerings to the external audiences. This makes it convenient for guests to book an event.

    For the Event flow the customer can book for the event by following these steps:

    Step 1

    Step 2

    Selecting any event zones

    • Click on your preferred event
    • And it will navigate you to the Schedule day page.
    • All the event zones along with the day slots for the event will be shown.
    • Select one or more event zones along with the location
    • And select any day slots of the event.

    Step 3

    Enter the Details

    • On selecting the day slots.
    • It will navigate you to the Details page.
    • Enter your details And select the Book Now button.
    • Note: Once the booking is completed you will be presented with a confirmation screen displaying that “You have successfully registered!”.

    Step 4

    Payment process

    Note: For the paid event you need to enter payment details here:

    • Click on your preferred event, If the event is a paid event, you will be presented with secure card payment details on the screen.
    • Enter your details and payment details on the screen.
    • The total amount to be paid will also be displayed.
    • In the card payment enter the following card details as mentioned above, and click on the payment button and our registration payment of the event booking page will be done.
    • Finally, it will navigate towards the registration success page as shown on the screen below
    • Clients will also receive Event Confirmation Mail, Invoice, and badge to registered Mail Id
    • After the Customer gets the Registration Email, he can cancel or reschedule the registration of the event by clicking on the manage Event button,  we have a cancel button if we click on that a popup will appear saying yes or no if we click on yes then the registration of the event will be canceled and the customer gets cancel notification to his email address.

    Step 5 Event Confirmation Email

    On successfully booking the event, an Event Confirmation email notification with the details, along with the Badge and invoice attached will be sent to the customer’s email address.

    Manage Event You can manage your Event by clicking on the Manage Event button present on the email template.

    • Click on the Manage Event.
    • The page will navigate to the Event Details page which has the following features available:
    • 1. Change the Date of the event (Reschedule).
    • 2. Update event.
    • 3. Cancel the event.

    Step 6 Event Reschedule (Change Date)

    we have a Change Date button if we click on that we will be redirected to the reschedule page where we have to select the preferred schedule date and time and click on update, Customer gets Reschedule notification to his email address

    You can reschedule your event booking according to Your preferred schedule.

    • To reschedule the event Click on the change Date button.
    • The page will navigate you to the given screen below:
    •  On selecting the preferred schedule date and time you will be navigated to the screen given below.
    • Click on the Update button.
    • Your event will be rescheduled successfully and you will be navigated to the given screen below and the customer gets rescheduled notification to his email address…

    Event Rescheduled Email

    • On Rescheduling the Event i.e on Change Date of the appointment.
    • The customer gets an Event Rescheduled Confirmation notification to this email address as displayed on the screen below:

    Step 6

    Cancel Event

    we have a cancel button if we click on that a popup will appear by saying yes or no if we click on yes then the registration of the event will be canceled and the customer gets a cancel notification to his email address.

    • Click on the Cancel button to cancel your event.
    • On clicking the cancel button, The page will navigate to the given screen below:
    • Enter the reason for cancellation.
    • Click on Yes to Cancel the Booked Event, The page will navigate to the given screen below:

    Event Cancellation Email 

    • On clicking the cancel Event button.
    • Event Registration Cancelled email notification will be sent to the customer email address as displayed on the screen below.

    Appointment Scheduling & Booking

    The appointment booking system lets your client view the expert’s real-time availability and lets you quickly book an appointment with the expert. The client can book appointments from anywhere, anytime using any device.

    Give your customers a seamless scheduling/booking experience Customize the look and feel
    Match exactly to your company’s brand

    Consultant Booking

    A consultant booking system lets your client view the expert’s real-time availability for the services in different locations. This mainly focuses on showing the nearest location available for clients to book an appointment. The client can book the appointments from anywhere, anytime using any device.

    The system is Integrated with Zoom, Microsoft Teams, GoToMeeting and Cisco WebEx virtual meeting platforms so that the users can manage and view meetings within the application. The scheduled meetings can be attended onsite or offsite. 

    Consultant Booking
    • Navigate to the App menu and click on Consultant booking tab where we can view the products services and its location as shown below.
    • The system provides the search bar to find the location and services by its name.
    • The system also provides an option to select the date for booking the appointment.
    • The resources are listed down based on their availability for a particular service.
    • Select the preferred location and services for which you wish to book an appointment.
    • Select the user with whom you want to book an appointment and click on the “Book” button for booking the available slot.
    • Otherwise, click on the “Select a different time slot” button to select one or more sessions from the available time slots.
    • This page gives you the details of the resource you’re booking an appointment with and provides an option to either select an existing client or to enter new client details.
    • You can search the existing clients by its name, email or mobile number.
    • Otherwise, Enter the client details such as First Name, Last Name, Email and Mobile.
    • Choose the meeting options which you’re flexible with to attend the meeting.
    • Click on the “Submit” button to book an appointment successfully.
    • Once the appointment is booked, you need to enter the purpose of the meeting in the textbox provided.
    • Click on the “Update” button to update the appointment being booked.
    Room Booking
    • You can book the room for the appointment by clicking on the “Book Room” button.
    • Select the slot in the time slot list provided which is based on the availability of the conference rooms.
    • This navigates to an appointment details page with room booking details added as shown below.
    • Choose the meeting options which you’re flexible with to attend the meeting.
    • Click on the “Update button” to update the booking details.
    • This books an appointment and a conference room for the client successfully.
    Email Confirmation for the Appointment A confirmation email will be sent to the client’s email once an appointment is booked along with the ticket attached as a PDF as shown below.

    Planner

    Planner enables users to Request(plan) or Approve(Post on the live system) their Appointment, by creating the Resource, Resource group, Teams, Product from the App Launcher and Creating Location, Work planner, Resource requirements, Time management, Registration and Scheduler from the Planner tab.

    Resource

    Once the resource group is created add the right people to the group as a resource workforce. You can either add workforce or you can enable the efficiency of the activities like equipment setup, room, etc., by selecting the appropriate record type. You can add the resource by following these steps:

    Create a resource

    • Navigate to app launcher and click the Resources tab.
    • Click on the new button and select a record type as Workforce.
    • Enter the resource name and Select the user.
    • Enter the Email address and phone number.
    • Select the resource group and Select team this allows a group of resources to assign the task.
    • If the resource is supervisor check the supervisor checkbox this allows you to see other resources and can manage their appointments.
    • Check Override holiday’s checkbox is true this option allows you to check that resource for the nonworking time during which the selected resource will work.
    • Enter the description and image URL
    • Enter the start and end date of the resource availability
    • Click on the Save button to create a resource record

    Resource group

    Create a resource group that is responsible to carry out a set of tasks or specializing in a particular skill.

    Create a Resource Group

    • Navigate to the app launcher and click the Resource Group tab and click on the new button.
    • Enter the resource group name
    • Enter the Start Date and End Date
    • And save the record to create a resource group record

    Teams

    Managing the team helps you stay committed. Take full control over appointment activities by creating a team and managing their availability and time offs.

    • Navigate to the app launcher and select the Team.
    • On the right-hand side, the corner clicks the New button to create a new Team.
    • Enter team name and select account.
    • Enter the description of the team to determine the goals and purpose of the team is bean created.
    • And click on the Save button to create a team record.

    Product/Service

    Create a product

    • Navigate to the app launcher and click on the product tab.
    • Enter the product name, product code, and duration (In minutes).
    • Select qualification (this option lets the customer is to identify if the customer is eligible for the service).
    • Select the category, type, and subtype from the pick-list and select the active checkbox it will allow you to select based on location and program from the console.
    • Select the membership program and enter the session duration and description of the service.
    • Check to allow invite checkbox this option allows you to invite the customer to book an appointment.
    • Allow multi-booking checkbox allows you to book multiple slots at a time.
    • Allow voice/video checkbox this option allows you to send voice/video msgs and will appear on the registration page during booking an appointment.
    • Allow Waiting list checkbox this option allows you to check if the maximum registration is a threshold (exceeded) and if the checkbox is true then it allows the registration record in the waiting list.
    • Check the auto resource allocation checkbox this option allows the availability of the resource.
    • Allow not available slot checkbox is true, this option allows you to block out times when you will not be available for appointments.
    • Check allows purpose captures checkbox.
    • Check allows information capture checkbox is true, this option allows you to capture information of the customer for their services.
    • Allow where the (Location/Voice/Video) checkbox is true, this option allows you to share your current location through voice/video if it is checked it will be visible on the registration page.
    • Enter the URL for the image and banner image.

    Price book

    The standard Price book is the default (standard) price for the products and services in the standard price book. When you create a product record, Salesforce creates a  standard price book entry. Custom price book entries are the custom (list) prices for the products and services in your custom price books.

    Creating a Price Book Entry

    •  Select created product and click on the related list tab
    •  Find the price book and click on the new button
    • Enter the list price and check the active checkbox
    • And save the record.

    Create membership Program

    • Navigate to the app launcher and click on the membership program tab
    • Click on the new button and enter the following details
    • Enter the Program Name, Start and End date of a member
    • Enter the description and save the record to create a membership program

     Locations

    • Click on the planner tab on the sub-tab and click on new to create a new Location
    • Enter Location Name, Account, City, Country, and Address,
    • Enter the province/state and postal code and select the active checkbox.
    • And save the record to create a location.