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 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

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. 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

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:

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 the “Sales” 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.

• From the New Payment Record Type pop-up, select “Cash Payments” and click the “Next” button.

• 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

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

• 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.

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

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.

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.

• 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:

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.

• 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 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.

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.

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.

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.

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.

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.

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.

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.

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

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.

• The Coupon redemption page now shows the Coupon discount amount paid to the invoice.

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.

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

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

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

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

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

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

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

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

Combined Inventory and Fixed Asset Control

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

Stock to Fixed Asset Benefits

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

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

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

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

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

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

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

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

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

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

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

Transfer Orders Through an Inbound Logistics Tab

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

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

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

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

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

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

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

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

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

Assigning Serial numbers to a product involves the following setup:

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

Create a Warehouse Site

• Navigate to the Order Management app > Sites tab.
• Once in the Sites section, you can track the warehouse sites already filled in and create a new warehouse.

• Click the “New” button to create a new warehouse.
• Enter the name of the warehouse and select the Active checkbox to activate it.
• Enter the Barcode of the warehouse and select the Primary Contact associated with the warehouse.
• Select the type of warehouse, whether a site is of the type Warehouse, Plant or any other type.
• Enter the organisation and business unit of the site and click the “Save” button to create the warehouse site record.

Location

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

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

Storage Containers

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

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

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

Creating a Work Order

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

A Work Order can be created in the following methods

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

Create work orders through a Work Order Tab

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

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

Creating Work order Line

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

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

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

Fields to note:

Convert a sales order into a work order

1. Click on the Sales Order tab as shown below

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

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

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

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

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

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

Fields to note:

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

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

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

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

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

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

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

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

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

Resource Allocation

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

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

Resource Requirement

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

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

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

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

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

Routing

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

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

To add the Routing Link Code:

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

Operations

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

Work Orders for Service/Installations

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

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

View and modify the process schedule

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

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

Starting a work order

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

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

Display documentation page layout variations.

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

Create Employee:

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

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

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

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

Fields to note:

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

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

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

Timesheets can be created using one of two methods –

• From the record level
• From the Timesheets tab

From the Record Level

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

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

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

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

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

Creating Time Card Entries

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

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

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

Creating Time Sheets Through the Timesheets Tab:

• Navigate to the Employee Management app > Timesheets tab.

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

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

Viewing, Editing, and Submitting the Time Sheet:

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

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

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

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

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

An Expense claim can be created in two methods –

• From the record level
• From the Expense Tab

From the Record Level

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

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

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

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

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

Fields to note:

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

Creating Expense Line Items:

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

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

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

Creating Expense Through Expense Tab

Navigate to the Employee management app > Expenses tab.

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

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

Draft/Submitted :

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

Approved/Rejected:

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

Submitted for your Approval:

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

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

My Expenses tab has two views for viewing the records:

• List View
• Grid View

List View:

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

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

Grid View:

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

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

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

Viewing, Editing and submitting expense

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

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

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

Note :

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

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

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

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

Create Business Unit:

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

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

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

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

• Create a Project:

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

Field to note:

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

Create Programme:

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

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

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

View/Download an Income Statement

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

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

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

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

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

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

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

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

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

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.
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.

Fields to note:

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.

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.

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.
• 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.

2. From Accounts Receivable

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.
• 
• 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.
• 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 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.

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:

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.

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 –

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

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

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

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

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

This will successfully ship the package.

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

(Image)

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

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

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

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

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

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

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

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

Aqxolt ERP supports PayPal to make online and electronic payments.

Add your PayPal account on Aqxolt ERP.

Navigate to the Credential Setup tab from App Launcher.

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

On the Payments, tab click on New

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

Check the Active checkbox.

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

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

Live URL

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

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

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

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

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

This will successfully ship the package.

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

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

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

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

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

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

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

This will successfully ship the package.

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

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

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

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

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

1. UPS Package Type
2. UPS Service Codes

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

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

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

Amazon App’s success key.

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

• Customer to go to this link

• Log in with your store credential

You will land on the following page

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

eBay Shipping Methods –

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

Create sandbox accounts for testing using the following URL

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

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

sandbox.ebay.com

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

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

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

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

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

As part of sandbox testing,

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

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

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

The following sites can be integrated with the Aqxolt ERP:

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

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

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

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

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

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

Fill the following

• Connected App Name
• API Name
• Contact Email

Check the ‘Enable OAuth Settings’ checkbox

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

For Sandbox

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

• Selected OAuth Scopes

Select the following from Available OAuth Scopes –

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

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

Click on Continue.

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

Create a user in Heroku App

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

Login with the created user

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

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

It auto-syncs every 10 minutes.

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

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

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

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

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

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

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

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

You will land on the “QuickBooks Dashboard.”

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

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

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

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

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

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

Create or sync products

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

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

This creates a product on the Shopify Store.

Create or sync Customer and Order

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

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

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

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

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

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

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

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

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

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

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

You will land on the “Xero dashboard.”

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

https://go.xero.com/

Use the Admin Xero account credentials.

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

Product Setup:

On the Product make sure the below fields has data

Product Name
Product SKU
Product Description

and Available on the eCommerce platform checkbox is true.

Create a Marketplace record on the Product related list.

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

Overview

Booking Kare comprises two major modules

1. Event Module

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

Event Booking Module Includes Features Such As:

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

2. Appointment  Module

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

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

Roll out Steps:

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

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

Step 1

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

Step 2

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

Step 3 Licensing Your users for BookingKare

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

Validate Your Installation

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

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

Enable Communities

Enabling Communities is the first step to creating communities.

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

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

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

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

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

Step 2 Create Communities

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

Step 3 Community Template.

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

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

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

Step 4
Experience Builder.

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

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

For URL, enter the name of your community.

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

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

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

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

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

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

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

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

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

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

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

 Builder

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

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

A community for Event Booking

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

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

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

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

A community for QR Check-In

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

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

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

A community for Appointment Booking

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

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

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

Step 6

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

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

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

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

Step 7

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

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

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

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

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

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

3. Deactivate a community.

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

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

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

Step 8Community App

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

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

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. 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

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:

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 the “Sales” 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.

• From the New Payment Record Type pop-up, select “Cash Payments” and click the “Next” button.

• 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

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

• 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.

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

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.

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.

• 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:

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.

• 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 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.

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.

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.

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.

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.

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.

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.

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.