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HOW TO DO ERP TRANSACTIONS

Click on your username on the Top Left
Choose a language from the drop down menu. (Effort has been made to make this as accurate as possible, please use at your own risk)

If you want to restrict sales people from seeing each others quotes and orders then (set it so in the config setup)

Set access for sales people. (by default sales person can see his/her quotes/order/invoices)

You go to Main Page
Go to Setup tab
Click on Sales Access - under the center column
Fill the form for who as the user and Allow as the salesperson's work he/she can see

Go to Main Page
Go to Inventory tab
Click on Add a New Item - under the Maintenance column
Fill in the form
Note LPP cannot be edited while editing the item at a later date (it can be done from place - Select an Item to edit LPP)
Create more categories and prodtypes if required
Other Defaults Purchased, Current, No Control

If you are using Bin locations, go to maintenance/Select an item to edit bin location.

It is a good idea to make similar parts having similar part codes and descriptions, as it would help Sales to quote them properly and easily.

Each Customer can have one Customer Code and each Customer can have many Branches.

You can add another Branch later. (make sure you have followed ful cycle of this and added at least one branch)

Go to Main Page/Payables/Maintenance/Add Vendor
Fill in the Form
You can use Address line 3 or 4 to put telephone and Fax numbers
You can add Vendor contacts now or later (if you have contacts,you can email POs to them)

Under Purchases tab from the Main Page,
Get Parts to be purchased see below
Go to Inquiries and reports/Items need to be purchased
This report tells you requirements to fill open orders or to replenish minimum stock requirements
(You can click on the itemno to see past history)
Make PO -
Once you have that info go to Transactions/Add a new PO
There, choose the vendor you want to buy this part from (assuming you have called all your favorite vendors for the current single/volume pricing and availability)
It takes you to the main page for entering PO. (Header)
Once editing is done (if needed), click on Enter Line Items below
You can enter the part above or do search for it at the bottom
(You can do Pos for services and non-stock items too)
On search you can enter Partial Description or partial stock Code
From the search list below, if some found, chose the part you want to order
Fill in the form for that part make sure otc is lower or same as lpp
LPP will be visible to sales for quoting so that should be like your next purchase price (open market wholesale price)
Update Line repeat search and entry for more parts from the same vendor
(You can select and edit any line again)
Click on Place Order to place the order
Now you can print the purchase order form here (or later from the list of POs)
Print PDF and can email it to the vendor

Go to Main Menu/Inventory/Transactions/Receive Purchase orders
Enter PO # on the left and then click Search Purchase Orders
(Or you may directly click Search Purchase Orders, if you do not know the number)
Click on receive and enter the quantities received
Click on update and verify totals
Click Process goods received. This will give you a GRN (Goods received Note) number
Optional: (this can also be done by the a/p person later)
Then click Process PO to Invoice below. Then click Add to Invoice. Then enter Vendor invoice number, you can change the date to actual invoice date (in order to monitor the invoice due date according to terms) and hit Enter Invoice
This completes the receiving and booking the invoice

Go to Main Menu/Open Quotes on the top/Click on 'Add Sales Quotations' on the next line
Enter a quotation number. (can use a format ex. mike0801-1 - meaning quote was sent to Mike on 08/01 - version 1)
Select Customer Branch using search
System will fill defaults, now choose/select items on the quote
When you put a partial stock code, you get a list of parts that match that criteria (tune your search to get manageable list). The list also shows LPP, and quantities to help you select the most opportunistic part
Fill the quantity on part(s) that you want to quote and click on button 'Add item to Quotation'
It takes you to the next page where you can enter selling prices, freight charges, comments on th epart, Salesman if different from default, etc
At this time you can add more parts or go the next page by clicking on 'Enter Delivery Details'. (word of caution - click on Re-calculate whenever you change quantities, prices, charges, etc)
On the next page, you can make changes to shipping addresses, Quote comments, Customer reference, etc
Place Quotation
Enter PO # on the left and then click Search Purchase Orders
(Or you may directly click Search Purchase Orders, if you do not know the number)
Click on receive and enter the quantities received
Click on update and verify totals
Next screen - print Quotation and email from the screen

Bank Account Payments (Expense) Entry

Result - Expense Account is debited ans Bank Account is credited.

Bank Account Receipts (Income) Entry

Result - Bank Account is debited, Receipt Account is credited.

erpBooks Team (Division of ZDAG LLC)