Slash wTech
Sales
Overview:
Slash ERP system is very flexible in the way it can handle sales, from complete integration with a manufacturing process to just issuing invoices.
You can use the complete sales process or just the steps you require depending on your operation. The menu options below are annotated with suggestions as to which Department would use them.
Transactions, Reports & Maintenance
Purpose
Create an Invoice without a Sales Order. This method allows you to create an invoice directly, skipping the following steps entirely:
- Creating a Sales Order
- Flagging a Sales Order as Delivered (allowing quantities to be adjusted or back-orders to be created)
- Creating a Work Order or Purchase Order for manufactured and non-stock items respectfully.
- Auto population of Price before Tax will happen only if Setup => Display Setup => Show Item Codes is checked.
If you need to do any of the above steps, most notably creating back-orders or manufacturing items, it is recommended you use the Sales Order Entry method instead.
When entering a direct sales invoice Sales Order and Delivery documents will be created automatically with a reference number set to Auto.
Warning: Creating a direct invoice can not be reversed! If any mistakes are made you will need to create another invoice, or credit note, to fix any errors.
Procedure
The steps and requirements for creating an invoice directly are covered under Sales Order Entry. By default, this operation will not allow an invoice to be created if the stock level of any item will become less than 0.
Tips and Tricks
- To modify some invoice parameters go to Customer Transaction Inquiry.
- To override the default setting preventing inventory of any item to be less than zero (you will receive a warning), go to: Setup->System and General GL Setup and under the Inventory heading check-mark the box: Allow Negative Inventory.
- If not using inventory set Item Type of a specific item to Service in the item list.
- Sales price can be calculated from a Standard Cost. Set your margin in Company Setup.
- Set your sales prices upfront for commonly used items. You can set sales prices separately for each Price List selected in the invoice header. If set, will override Standard Cost calculation.
- During Order Processing and Invoicing, change payment terms in a combobox. If this facility is unavailable, enable it by:
- Check Setup -> Points of Sale and make sure that Allowed credit sale terms selection and Allowed cash sale terms selection are checked.
- Check Setup -> Access Setup -> Sales Transactions and see if it is enabled for the user needing the said privilege.
- When creating a direct sales invoice, the cash payment is made to the account set in the Setup => POS Setup and it is on a per user basis.
Quick Workflow
To make a Direct Invoice on just one screen:
- Just enter Direct Invoice page
- Press F2 when you are focused on customer selector
- Enter new customer info and save it
- Then use cash payment option which also registers payment for invoice in single step
- List all unpaid invoices under Customer Allocation Inquiry
- Here you can select any unpaid invoice by customer name, and select to enter payment for selected customer’s unpaid invoices presented.
The only improvement needed is adding a link back to Customer Allocation Inquiry on final payment screen, beside this all payment processes use the same scheme like the delivery/invoicing.
Purpose
Make an A/R deposit into a customer’s account.
Procedure
- Select the customer’s account from drop-down combo-box. If there is more than one branch/location for this customer, select the correct one from the second combo-box.
- Select the bank account the deposit should be made to. List of Bank Accounts can be setup in Banking and General Ledger module.
- If needed, change the date of the deposit.
- Enter the full amount of any additional bank charges (NSF charge, Cheque certification, etc).
- Enter the discount taken by the customer (the discount they are qualified to take will be shown above this line).
- Enter the full amount of the deposit.
- Optionally, enter a memo/note about the deposit. This may be something as simple as the type of payment(VISA/Mastercard/Direct Deposit/Cheque/etc.) or cheque number.
In order to apply this payment to individual invoices, you must select Allocate Customer Payments or Credit Notes from the Sales tab, after you have finished entering payments.
Tips and Tricks
- A reference number will be generated automatically. It is not, typically, a good idea to change/set this number manually.
- Exchange rates are applied automatically. If the wrong exchange rate is listed, you may need to adjust the following:
- Setup Tab->Company Setup – Set the correct currency for your company/country.
- Sales Tab->Add and Manage Customers – Set the correct currency for your customer.
- Banking and General Ledger Tab->Exchange Rates – Set/Update the correct exchange rate for the currency in question.
- A/R and customer record with foreign currency
- If you use the Sales | Customer Payments method it works correctly.
- However, if you process a Bank | Deposit, then Sales | Customer Allocation the customer allocation process does not process the foreign currency difference correctly (it gets it backward, and doesn’t take the difference between the settled amount and the original invoice amount in AR).
- Bank Deposit Entry is for receiving a customer payment.
- Bank Payment Entry is for paying a supplier.
Bad debtors
From time to time you may experience a bad debtor, not settling his payment. Before you can write him off, your local legislations may require that you make legal effort to collect his money. However, we got a good suggestion from Rod Webster on how to handle a bad debtor when nothing else had helped:
- Create a service item f.i. ‘Bad Debtor’ with no price in Items.
- Use the same Item Tax Type as you used originally against the debtor.
- Make a free Credit Note to this debtor using the service item ‘Bad Debtor’. Set the price to the same as the sub-total in the original invoice. Use write off items. You don’t have to send it to the debtor. He is probably already bankrupcy.
- This will handle all GL transactions in a correct way and the tax will be counter-booked.
Prepayment
- If the Payment Terms is set to be of type pre payment, then the days is set internally to -1.
- This will display a due date to be the document day – 1. This is ok.
- This way it is easy to see that the payment terms is pre payment.
Prepayment in 2.4
- This is incomplete and possibly inaccurate, but given that I can find nothing else, hopefully this gives others a place to start. please fine tune it…
- Under Setup=>Payment Terms, there must be a payment option with type Prepayment
- When creating a sales order:
- at the top set payment to be your prepayment option
- at the bottom, fill the value of the prepayment in the Pre-Payment Required field
- Go to sales=>Invoice prepaid orders:
- on the right will be an option to create prepayment invoice
- at the top set your payment terms to be your prepayment option
- at the bottom, it should show your prepayment as being invoiced here, and the amount left to be invoiced
- Some other steps that I can’t quite sort out
- payment needs to be entered
- Delivery against sales order must be processed
- Go to sales=>Invoice prepaid orders:
- You should have an option to create the final invoice now
- at the top, select the normal payment method.
- in my case, the previous payments were not shown on the screen, but the prepayment was shown on the invoice, and the correct value is displayed in the customer payments page.
Bounced Cheques
Bounced cheques are one of the most common offences plague the monetary world. You please present the cheque again and on receipt of the information about the bounce of the cheque you instantly issue notice within 30 days from the receipt of the information of bounce of the cheque to the client.
- If nothing appears on Bank Statement then just cancel the payment in NotrinosERP.
- If both transaction (the payment and the bouncing) appear on your statement:
- First make a payment (General Ledger/Payment) and chose customer (in Pay to) – First trick
- Enter the date when the check bounced.
- Need to probably use the normal Debtor account.
- Now, deallocate the bounced payment from the invoice and reallocate it to your payment.
- Go to Customer allocation
- Tick the show settle allocation box. You should see the bounced payment – Second trick
- Reallocate it (press the bank notes icon).
- Change the amount allocated to the invoice to 0 (or press None)
- Allocate it to YOUR payment (your payment should appear as allocatable as other invoices) – Third trick
- Press Ok
- First make a payment (General Ledger/Payment) and chose customer (in Pay to) – First trick
Purpose
Generate a credit note for customer reimbursement.
Procedure
Enter each line item as if a Sales Order were being entered. If the material is to be returned to stock, select the correct option from the Credit Note Type combo-box and location/warehouse it is being be returned to. Otherwise (Items Written Off), if material is NOT going to be returned to stock (credit only) select the GL Account to be adjusted.
If there is no material involved and a mere credit note is desired to be passed on to a customer by way of say discount amount in settlement after the invoice was raised, there is no place to enter the amount other than in Shipping. It is possible to create a dummy service item assigned with negative amount during Customer Credit Note creation to accommodate this situation.
Tips and Tricks
If some material will be returned to stock, but others won’t, they will need to be on separate credit notes.
To issue a refund to a customer:
- Create the credit note as above
- Banking and General Ledger->Payments
- Select the bank account, customer to issue to the payment, and the amount of the credit.
- Sales->Allocate Customer Payments or Credit Notes
- Allocate the payment to the credit note
Purpose
Report Classes and their Reports:
- Customer
- 101 – Customer Balances
- Select Show Balance to be like GL without Allocations, otherwise only fixed allocations will be used.
- Rounding off SUM Errors when converted from other currencies – Comparison Screenshot
- Allocate Bank Payment to Customer Credit Note on goods returned on originally allocated Sales Invoice
- 102 – Aged Customer Analysis
- Select Show also allocated to get correct GL result, otherwise only fixed allocations will be used.
- “All currency” customers are presented in company currency together with customers in the same currency as the company. Only when a customer is selected that customers currency is presented.
- 103 – Customer Detail Listing
- 104 – Price Listing
- 105 – Order Status Listing
- 106 – Salesman Listing
- 107 – Print Invoices | Condensed Format and it’s Modified Code
- 108 – Print Statements
- 109 – Print Sales Orders
- 110 – Print Deliveries – Also handles Packing Lists. | Bin Locations in Packing List
- 111 – Print Sales Quotations
- 112 – Print Receipts
- 113 – Print Credit Notes
- 114 – Customer Sales Summary Report
- 115 – Customer Trial Balance Report
- 101 – Customer Balances
Purpose
Maintain your customer list.
Procedure
- Manual Import of Customers
- NotrinosERP Web User Interface Customer Data Entry Methods
- Fill in data and click Add New Customer below.
- Select a customer on the drop down list, modify data and click Update Customer.
- you can search by short name, name and tax id.
If you’re missing customers on the drop down list see Tips & Tricks section below.
Contacts.
Maintain contact list for a selected customer using tab Contacts.
Here are the rules for emailing contacts in Customers, Branches and Suppliers. Each item is referring to a Contact Category.
– ‘invoice’ for invoices, and statement and receipts
– ‘delivery’ for deliveries
– ‘order’ for orders and quotations
– ‘general’ for everything
EVERY reports will send an email to everybody from the current and the main company will match those criteria except for statement and receipts.
Example the invoice report will send an email to (if existing) – branch.invoice – branch.general – customer.invoice – customer.general.
For statement and receipt only the first person (in that order) will receive the email.
So, a contact set as general on the customer settings, will receive every emails except from statement and receipt (except if nobody else get this email).
To summarize, general mean all and customers receive email for every branch.
Tips and Tricks
If you send out Customer Statements from the Report Center by email, it is important that you put an email on the customer (not only the branch).
Many Customers?
If you have many records you can enable Search Customer List in Company setup. You can then start a search by pressing a space in the Customer List, or use the edit box in front of the list if such one is available. Now enter fragment of Customer name and press tab. The list will now be populated with relevant records. If you enter a *, all records will be shown.
Missing Drop Down Boxes for Customers
Unless the Setup -> Company Setup Search Customer List check box is left untickled, there will be no existing customers in the drop down box display under the New Customers. ScreenShot
Press Space Bar, enter star sign (*) or enter characters that will be search in customer names. After pressing Enter drop down list will be supplied with customer names found by the filter.
Deleting a customer entry
If you entered a document for a customer you can’t delete it anymore. Set Customer status to Inactive instead.
Changing Address
Changing the Customer Address will not show up in reports if there exists a Branch Address which is what gets into the reports.
Purchase
Transactions, Reports & Maintenance
Purpose
Enter Supplier Payment Entry against a Supplier invoice.
Procedure
- Select a supplier from drop-down combo-box.
- Select the bank account the deposit should be made from. List of Bank Accounts can be setup in Banking and General Ledger module.
- If needed, change the date of the deposit.
- Enter the full amount of any additional bank charges (NSF charge, Cheque certification, etc).
- Enter the discount give to the supplier (the discount they are qualified to take will be shown above this line).
- Enter the amount of the payment against one or few supplier’s documents (if any).
- Optionally, enter a memo/note about the deposit. This may be something as simple as the type of payment(VISA/Mastercard/Direct Deposit/Cheque/etc.) or cheque number.
Tips and Tricks
- Use Payments if you want to book the payment against a specific account.
- Say you need to add a payment from a supplier to settle a credit note you need to use the ‘Deposits’ screen under ‘Banking and General ledger’ record the payment. Make sure you select ‘From: Supplier’ and then choose the supplier in the drop-down. You will then be able to allocate this payment to the credit note under ‘Purchases’ – ‘Allocate Supplier Payments or Credit Notes’.
Purpose
Search for Items Received but not yet Invoiced.
Procedure
Look for Items Received Yet to be Invoiced. Check price and add the to the new invoice using Add button.
Use Remove button only if you are sure the item will not be invoiced in future. If you leave items not yer invoiced on the list you can invoice them later.
Tips and Tricks
Import Tax.
If you need the possibility to enter Purchase Invoices from another country with Import Tax (so called zero’ed tax), you can do that the following way:
- Create a new account near the Sales Tax, f.i. 2151 and name it Import Tax and place it in Current Liabilities.
- Create a new Tax Type. Call it Import Tax. Give it the same rate as you use for normal tax, f.i. 23%. Select the newly created account for both sales and purchases.
- Don’t include this Import Tax in any Tax Group.
- Create a Quick Entry. Call it Import. Select Supplier Invoice/Credit as type. Enter ‘Invoice amount’ as base amount description.
- Create a line, choose ‘% amount of base’. Select the newly created account, 2151. Enter -23 % (The same rate as the Import Tax Type with a minus sign). Create another line, choose ‘% amount of base’. Select the normal account for Purchase tax (maybe the same as Sales tax). Enter 23 % (the same rate as your normal Tax Type).
You are now ready for entering an Import Supplier Invoice.
- Your foreign supplier must be Tax Exempt. If NOT, the purchase tax is already calculated and you should omit the last line of the Quick Entries.
- Enter the supplier lines as normal in Supplier Invoice (right pane).
- Finally select The Quick Entry ‘Import’ that we already created. Select the same amount as on the invoice.
- Your Import tax linex will now show up in the GL Items.
- Enter a Supplier Reference and save your invoice.
Purpose
Enter a Credit Note against a Supplier Invoice.
Procedure
- find items of the Supplier Invoice in Delivery Item Selected For Adding To A Supplier Credit Note section and add them to the Credit Note.
- click Enter Credit Note below.
Tips and Tricks
- Supplier
- 201 – Supplier Balances– Select Show Balance to be like GL without Allocations, otherwise only fixed allocations will be used.
- 202 – Aged Supplier Analyses
- Select Show also allocated to get correct GL result, otherwise only fixed allocations will be used.
- “All currency” suppliers are presented in company currency together with suppliers in the same currency as the company. Only when a supplier is selected that suppliers currency is presented.
- 203 – Payment Report
- 204 – Outstanding GRNs Report
- 205 – Supplier Detail Listing
- 206 – Supplier Trial Balance Report
- 209 – Print Purchase Orders
- 210 – Print Remittances
Procedure
- Add New Supplier – fill in the form and click Add New Supplier on the bottom. – Screenshot
- edit existing Supplier – select a supplier from drop down list, modify data and click Update Supplier on the bottom.
Some important fields in the form:
- Supplier Short Name – a unique supplier id in the system.
- Tax Group – select an item from Tax Groups
- Payment Terms – select an item from Payment Terms. This represents default payment terms in Purchase Invoices.
- Accounts Payable Account – default account can be setup in System and General GL Setup.
- Purchase Account – you can set a purchase account here but most often you may want to use item specific account; in this case leave Use Item Inventory/COGS Account
- Contact Data – based on those fields a default company contact is set. Further contacts can added in Contacts tab.
Contacts.
Here is the rules for emailing contacts in Customers, Branches and Suppliers
– ‘invoice’ for invoices, and statement and receipts
– ‘delivery’ for deliveries
– ‘order’ for orders and quotations
– ‘general’ for everything
EVERY reports will send an email to everybody from the current and the main company will match those criteria except for statement and receipts.
Example the invoice report will send an email to (if existing) – branch.invoice – branch.general – customer.invoice – customer.general.
For statement and receipt only the first person (in that order) will receive the email.
So, a contact set as general on the customer settings, will receive every emails except from statement and receipt (except if nobody else get this email).
To summarize, general mean all and customers receive email for every branch.
Tips and Tricks
Many Suppliers?
If you have many records you can enable Search Supplier List in Company setup. You can then start a search by pressing a space in the Supplier list, or use the edit box in front of the list if such one is available. Now enter fragment of Supplier name and press tab. The list will now be populated with relevant records. If you enter a *, all records will be shown.
Main Contact for a Supplier
When you create a supplier a General contact data for supplier contact type is created based on data entered in the data entry form.
Delete or Deactivate?
It is not possible to delete a supplier entry after at least 1 document has been entered. This is still valid even the document was deleted. In this case use Supplier status = Inactive.
Edit Field: Prices contain tax included
For safety reasons, this field cannot be changed from within NotrinosERP. Use a MySQL client like phpMyAdmin to change it.
Items and Inventory
Transactions & Reports
Purpose
Shows QOH for items and what is going on in the future.
Procedure
Sales orders create On Demand, POs and WOs advanced before Production create On Order.
Tips and Tricks
Purpose
Shows QOH for items and what is going on in the future.
Procedure
Sales orders create On Demand, POs and WOs advanced before Production create On Order.
Tips and Tricks
- Inventory
- 301 – Inventory Valuation Report
- 302 – Inventory Planning Report
- See line 175 – First the maximum of the last 4 months is calculated. Then this maximum is multiplied with 3 to get a 3 months estimate. This is based on known methods to know the needed stock in advance and to eliminate the risk for one-time sales.
- 303 – Stock Check Sheets
- 304 – Inventory Sales Report
- 305 – GRN Valuation Report
- 306 – Inventory Purchasing Report – as of v2.3.13 Build 3133
- 307 – Inventory Movement Report – as of v2.3.14 Build 3159
- 308 – Costed Inventory Movement Report – as of v2.3.15+ Build 3224
- 309 – Item Sales Summary Report – as of v2.3.15 Build 3231 and as an extension for prior builds
- 310 – Inventory Purchasing – Transaction Based Report – as of v2.4.3+ Build 20171215
Maintenance
Purpose
To Add / Edit / Delete Items of Inventory
Procedure
Item Code
- Not changeable later – unique identifier for an Item
- Setup => Company Setup => Use Barcodes on Stocks => tick to enable the “Generate EAN-8 Barcode” button and for reports to display the barcode.
- Untick it to suppress the display of barcodes in the reports like Stock Check Sheets (rep303.php).
Name
Name of the Item
Description
Full description of the Item
Category
The category to which the Item belongs. You can create your own Item Categories which define relevant tax types, ledger accounts and units of measure for the item. You should mark the items/producs as SERVICE when there are no inventory needed when using (selling) the items.
Item Tax Type
- The Item Tax Setup is rather counter-intuitive.
- Retained as such for backward compatibility.
- To have GST calculated on Item sold to Customer, the same non-zero GST rate have to be set for both:
- a) Item Tax Group the item belongs to – untick the related tax type checkbox
- b) Tax Group assigned to your customer branch – leave the tax type checkbox ticked
Now about sales prices, in Sales Types you can define two kinds of pricelists: with tax included, or tax added.
Example:
- GST rate 5%.
- Base Invoice price $100.
- If Sales Type price list has Tax included checkbox ticked, final item price is: $100 = $95.24 + 5% GST.
- Otherwise tax is added to the price, so final price is: $105 = $100 + 5% GST.
Item Type
Possible settings:
- Service – inventory not managed for Service items. Don’t forget to set the COGS account to your cost account.
- Purchased – inventories are being managed
- Manufactured – manufactured items
Units of Measure
Setup a list of units in Items and Inventory -> Units of Measure
Editable Description
If set, item description can be modified when entering a sales order or sales invoice. This enables the inclusion of several lines in, say, a Direct Sales Invoice.
Exclude from sales
If set, item will not appear on the list when entering a sales order or sales invoice.
Exclude from purchases
If set, item will not appear on the list when entering a purchase order or purchase invoice.
Dimension 1
This field is active only if dimensions are configured in Company Setup page. All sales and purchase invoices that contain this item are registered against this dimension.
Sales Account
Net value of the sales will be booked to this account when registering a sales invoice.
Inventory Account
Net value of goods delivered will be booked to this account when entering a Delivery document.
C.O.G.S. Account
Cost of Goods Sold Account. Also used for booking net value of services when entering a purchase invoice.
Inventory Adjustments Account
Used for Stock Movements and Adjustments.
Image File (.jpg)
Picture of the Item You may wish to exclude some items (eg. raw materials) from being sold. Excluding items from sales prevents the item from being listed in Sales drop down boxes.
Item Status
Whether Active or not. Inactive items are not visible in Sales, Purchasing or Manufacturing screens. You may wish to inactivate for instance when you are developing a product, but do not wish to sell it for the time being.
Tips and Tricks
Items are the things you buy and sell in your business. Items are associated with an Item Type which is can be one of three values: Manufactured, Purchased or Service. If you nominate an item type as ‘Manufactured’ or ‘Purchased’ you can manage stock control and inventory through the Manufacturing menu. ‘Service’ items are not inventory controlled. Items are also associated with an Item Category (which you can define).
Many Items?
If you have many records you can enable Search Item List in Company setup. You can then start a search by pressing a space in the Item List, or use the edit box in front of the list if such one is available. Now enter fragment of an Item id, category or description and press tab. The list will now be populated with relevant records. If you enter a *, all records will be shown.
Edit Description from Suppliers Page
When creating an item, there is a checkbox that allows one to edit the description of the item. This works fine in Customer Invoicing, but does not work in Suppliers. To do so, if you first click on Add Item, and then click edit the line it works alright
The rules as per design intentions for Supplier Description are:
- The local Item description is shown on the local Purchase Order Line. When printing the Purchase Order the domestic description and exchange conversions is shown from the Suppliers purchase data on the Purchase Order.
- The reason for doing this on the local Purchase Order is that most users only knows our own item description.
- When receiving items for the Purchase Order, the Suppliers item description is shown. If the Supplier has changed his description then you can override it here and the Supplier Purchase Data is updated.
Purpose
Assign sale prices to individual sales Items. Use them in sales invoices.
Procedure
- select an item
- add new price for a specific Sales Types
- edit prices
- service item can also have a unit price attached to it – e.g. €25/hr
Tips and Tricks
Purpose
Suppliers often have different Item id’s, descriptions, unit of measures, 6 items in a package and we sell them by item. A price per 100 items in a box, so you need to enter the price with fraction of hundredth’s. All this can be done here.
Navigation: Items and Inventory => Purchase Pricing
- Supplier: For every Item you can have one or more suppliers for this particular Item (chosen at the very top).
- Price: This is the price for the suppliers unit of measure (UOM). If he sells in boxes of 6 this is the price for 6 items. For instance 60.00. The Price can have up to 6 decimals. This will follow the price on all the documents and forms. So you can have fractions of your hundredth’s currency in the price. This maybe useful if you buy huge amount of items from your supplier, and his price is a fraction of the hundredth’s. For safety, if you need to increase an existing price with more decimals, please delete the item first and then re-create with the new price.
- Suppliers UOM: In our example it could be the factor to convert to ‘box‘
- Conversion factor: This is normally 1.0000, but in our example it is 6.0000 ( there are 6 items in the box)
- Suppliers code and description: The supplier may have another code and description for the Item.
In Purchase Order Entry, when you select an item with a conversion factor, the quantity changes from default 1 to default conversion factor (6).
The Price is calculated per item, 10.00. This way you can easily see that this item has a conversion factor, and if you want more you should select a multiple of the conversion factor.
When printing the Purchase Order, the quantity is changed to 1 box (if you ordered 6 items) and the price is 60.00. And the code and description is changed into the suppliers code and description.
When receiving the items it is shown in our UOM and price but with the suppliers code/description. This can be overwritten. The description is updated into the Purchasing Pricing for this item.
This makes it easy for you the next time you order again.
And finally the supplier invoice contains the same info as the receival and the price can be changed, in which case the purchasing data is updated again.
Manufacturing
Transactions, Reports & Maintenance
Purpose
Create Work Order documents. Documents are posted to GL on closure. Advanced Manufacture is used when we wish to add items and costs to the BOM during the manufacturing duration.
Procedure
Assembly (simple)
When an assembled (or disassembled) product is created, all the processes are done in one sweep.
- Enter number of units. If disassembling, then units are negative.
- The material cost for the assembled (disassembled) item is regulated.
- If overhead or labour cost has been added then these costs are adjust the average cost.
- The work order is inserted in the work orders table and the units_required and units_issued are updated.
- The BOM items are updated in table wo_requirements with units required and units issued.
- The BOM items are added to stock moves with item quantities and a minus value.
- The stock movement for the assembled product is added as a positive quantity value
- The total cost for the BOM items are credited to GL Inventory account (debited if disassembled)
- If overhead cost and/or labour cost is <> 0:
- A GL trans is credited the credit account for both values.
- If this is a bank account, a bank trans is added to default (or first) bank account.
- A GL trans is debited the GL Assembly Account for both values.
- A GL trans is debited the the assembly itself in GL Inventory account (from 7 above).
- Comments, reference and audit trail are created.
Assembly (Advanced)
Creation
- The material cost for the assembled item is regulated.
- The work order is inserted in the #_workorders table and the units_reqd field is updated.
- Comments, reference and audit trail are created for the work order.
Release
- The released flag and released_date in table #_workorders are updated.
- The Requirements are entered into table #_wo_requirements with units_req for each BOM item.
- Comments and audit trail are updated with ‘Release’.
Additional Issues
- A record is created in the table wo_issues with the issue date and for each issued items a record is created in wo_issue_items with quantity issued.
- A stock move is created for each issued item of type Work Order Issue.
- Comments, reference and audit trail are created for the Issue.
Costs
Every time a Cost entry is done the following operations are done. The Type is work order and the id is the work order id.
- A credit GL transaction is done to the entered credit account. If this is a bank account a bank transaction is done to default account.
- A debit GL transaction is done to the entered debit account.
Production
For each production the following operations are done.
- A record is inserted in the table wo_manufacture and produced quantity is inserted.
- For each BOM item the table wo_requirements are updated with produced quantity in quantity issued.
- A stock move is created for the BOM item of type Work Order Production (minus). Was earlier of type Work Order.
- The material cost for the item is credited the GL inventory account
- For each additional issued items the total issue cost is calculated.
- If the total cost <> 0 the Assembled items material cost is regulated.
- The overhead and labour cost is fetched and if <> 0 the overhead and/or labour cost is regulated for the assembled item.
- The material cost for the assembled Item is debited GL inventory account.
- The stock move for the produced assembly is created of type Work Order Production.
- The work order is updated with the produced quantity (issued).
- Comments, reference and audit trail are updated with ‘Production’.
Purpose
Browse a list of all outstanding (non-closed) Work Orders.
Procedure
- Search all outstanding Work Orders by name or by dates.
- Modify a Work Order using Modify icon. Close outstanding Work Orders.
Tips and Tricks
Only Advanced Manufacture type Work Orders may be pending closure. Other Work Orders are processed in one step.
- Manufacturing
- 401 – Bill of Material Listing
- 402 – Work Order Listing
- 409 – Print Work Orders
Purpose
Create bill of material (BOM) for all items used in Manufacturing module.
Procedure
- Select a manufacturable item from a drop-down list
- Add components
Purpose
List of Work Centres is used in Manufacturing module
Procedure
- Add new Work Centres
- Modify parameters using Edit icon.
Tips and Tricks
Banking And General Ledger
Transactions & Reports
Purpose
There are different ways to record payments to GL accounts but the most efficient way in FA is through the GL payment system. Payments to suppliers, miscellaneous purchases, etc. can be entered here. The Quick Entries method is the fastest way to enter simple, reoccurring payments.
Procedure
From the main menu:
- Click on the Banking And General Ledger tab.
- Click the Payments option.
- Under the From drop-down list, select the Bank Accounts from which the payment is to be deducted.
- Under To, select the payee from the drop-down list to whom the payment should be made.
- If the Miscellaneous payee was selected enter the payee’s name; otherwise, select the payee from the drop-down list.
- Select the GL account(s) the payment should be posted to by clicking Add for each one required.
- Enter any notes in the Memo field.
- Click Process Payment when finished.
Tips and Tricks
- Always view your GL posting to make sure that your entry was posted to the right account(s).
- The amount is posted as a credit to the account set in Bank Accounts for the bank selected in the document.
- Use Payments to Suppliers if you want to reconcile the deposit with supplier invoices.
Purpose
There are several ways to record deposits to GL accounts but the most efficient way in FA is through the GL payment system. Deposits from customers, miscellaneous sales, etc. can be entered here. The Quick Entries method is the fastest way to enter simple, reoccurring deposits.
- CASH Accounts should not be negative.
Procedure
From the main menu:
- Click on the Banking And General Ledger tab.
- Click the Deposits option.
- Under From, select the payer from the drop-down list from whom the payment should be made.
- If the Miscellaneous payer was selected enter the payer’s name.
- Under the To drop-down list, select the Bank Accounts to which the deposit is registered.
- Select the GL account(s) the deposit should be posted to by clicking Add for each one required.
- Enter any notes in the Memo field.
- Click Process Deposit when finished.
Tips and Tricks
- Always view your GL posting to make sure that your entry was posted to the right account(s).
- The amount is posted as a debit to the account that is set in Bank Accounts for the bank selected in the document.
- Use Customer Payment Entry if you want to reconcile the deposit with customer invoices.
Purpose
Transfer money from one bank or cash account to another.
Procedure
A GL posting (Bank Transfer) is created with following postings:
- the amount is posted as a credit to ‘From account
- the amount is posted as a debit to ‘To account
Tips and Tricks
View the posting in Journal Inquiry.
- General Ledger
- 701 – Chart of Accounts – Page 1 | Page 2
- 702 – List of Journal Entries
- 703 – GL Account Group Summary (Absent)
- 704 – GL Account Transactions
- 705 – Annual Expense Breakdown
- 706 – Balance Sheet
- 707 – Profit and Loss Statement | Period Y-1
- 708 – Trial Balance
- 709 – Tax Report
- 710 – Audit Trail
Maintenance
Purpose
Use this option to setup and configure your bank & cash accounts. The default bank account will be printed on invoices. All accounts are used to reconsile customer payments and payments to Suppliers.
Procedure
- If you want to change a bank account use Edit icon on right hand side.
- To add new account enter data in lower part of the screen and click “Add New“.
- Account code must first be created and then assigned to the bank Account.
- Logical reason for having separate GL accounts for each bank account: It would be extremely difficult to reconcile bank statements with the GL if accounts are intermixed in one GL account. Having separate GL accounts would be much easier to manage/reconcile in the long run.
Tips and Tricks
NotrinosERP enable one General Ledger Account to be associated to more than one Bank Accounts. Ensure that the association between General Ledger Account and Bank Account is what you intent it to be or else just let one General Ledger Account to be associated to only one Bank Account to avoid confusion.
Every currency bank account can have one default mark. This account will then be selected when doing payments / deposits to suppliers / customers. Also this default account will be stamped on the sales invoice. Remember to fill out the Bank Name and Bank Account no.
Credit Cards Bank Account
Assign a bank account to a liability GL account to solve credit card accounting.
- Create the GL liability account for the credit card
- Create the bank account to link to the liability account created above
- Enter your supplier details like pay them using the bank account which is actually the credit card
- Do a bank transfer to pay the credit card
- GL Account Code should not have any transactions for it to be assigned to a Bank Account (or a Credit Card Account).
- Bank Account cannot be created by assigning a GL Account that has existing transactions. Begin with an empty GL Account.
- Bank Account can be edited to be assigned a GL Account Code that has existing transactions, but Reports=>Bank Statements will not include any of those pre-existing transactions.
- Once assigned to a Bank account (or a Credit Card Account), the GL Account cannot be deleted within NotrinosERP.
Purpose
Many transactions you enter for your business are repetitive. If you find yourself regularly entering similar types of bank deposits or payments, journal entries or supplier payments and credits a Quick Entry is what you need. A Quick Entry pre-populates fields in the relevant transaction screen for you, although you can override the values while entering the transaction if you wish. Quick Entries also allow you to allocate a transaction amount to different fixed accounts or taxes. Setting up a Quick Entry involves defining the entry first, then creating numerous transaction lines that adjust the remaining balance and apply it to the correct accounts. Quick Entries are also known as Preset Transactions.
Procedure
- Banking and General Ledger tab => Maintenance Menu => Quick Entries
- Enter/Modify existing entries.
- Choose a name for your quick entry and default amount used as a base for calculations.
- Determine type of entry i.e. page for which the quick entry is designed for.
- Last two input fields defines:
- default base amount used at the start of calculations
- description of base amount used as remainder during quick entry usage
- If you press the Edit link on a Quick Entry you get a new form below where you can edit the sequence of operations performed on base amount (Quick Entry Lines).
Every operation defines how the amount posted to selected account is calculated. Currently following type of operations are defined:
- Post constant amount to selected GL account.
- Post percent part of base amount to selected GL account
- Post taxes for selected tax type , using base amount as net value.
- Post taxes for selected tax type , using base amount as value with tax included.
- Post remainder from previous calculations to selected GL acount.
After most operations the base amount can be increased, decreased or not changed depending on option selected. For every operation you can also select a dimension(s) if you want to keep track of a dimension.
You normally don’t need more lines for this quick entry if this is type Phone bill, gasolin or other kinds of simple bills. Later on you can create more sophisticated entry lines.
If tax should be includes in the base amount you can first select a line Tax included, reduce base and select the correct tax type. And a line with Remainder put on the account you want to put the rest on. Order is important in this instance – the Remainder entry must come last. That’s it!
Operation
If the quick entry Entry Type is:
- Supplier Invoice/Credit
- Navigate to Purchases=>Supplier Invoices. Select the quick entry from the drop down menu at the top of the “GL Items for this Invoice” section
- useful for Supplier Invoice Payment Quick Entries
- useful for paying utility bills
- Navigate to Purchases=>Supplier Invoices. Select the quick entry from the drop down menu at the top of the “GL Items for this Invoice” section
- Journal Entry
- Navigate to Banking and General Ledger=>Journal Entry. Select the quick entry from the drop down menu in the top right corner of the page
- Bank Deposit
- Navigate to Banking and General Ledger=>Deposits. In the top middle of the page, select from the drop down menu labelled “from” and choose Quick Entry. Select the specific quick entry from the drop down menu labled Type.
- Bank Payment
- Navigate to Banking and General Ledger=>Payments. In the top middle of the page, select from the drop down menu labelled “Pay To:” and choose Quick Entry. Select the specific quick entry from the drop down menu labled Type.
- Supplier Invoice/Credit
Purpose
General Ledger Accounts record the transactions that define value of the business. Every transaction in the business is recorded against an Account, either as a Debit or Credit. In double entry book keeping a particular operation within a business will generate transactions that add up to zero, i.e. Sum Debits – Sum Credits = 0. For example is you buy an asset for $10,000 you will have a debit of $10,000 on your bank account and a credit of $10,000 on your asset account.
In NotrinosERP the Account ID can be numeric, alphanumeric or capitalised alphanumeric. This is controlled by the setting of the flag $account_alpha in config_default.php (see Configuration).
Each Account is assigned to an Account Group (see Account Groups). This is used in reporting, for example the Trial Balance will list Accounts by Group. Also when you select an Account anywhere in NotrinosERP the list will be in Group/Account sequence.
You do not have to set up your Chart of Accounts from scratch, there are several different Charts of Account built in, all you have to do is install the one most relevant to your business (see Setup).
Procedure
Enter an Account Code in the chosen format. This needs to be unique.
If you want a secondary ID enter it in Account Code 2. This is not part of the key.
Enter a meaningful name
Select the Group you want your account to be part of.
Enter tags for help in finding your account.
Click on Add New
Tips and Tricks
Put a structure into your account codes so it is easy to identify where in your Charts it belongs, for example 0xxx for all Capital Assets.
There seems to be a bug in this form. If you try and enter a code that exists you do not get an error message.
Bank accounts are not shown in Journal Entry if Bank Related Accounts are enabled for the User Role. Use the bank deposit or bank payments.
If you need to operate on account with negative balance it cannot have type Cash account selected when acount is created. Choose another account type e.g. Credit Account.
Setup
Transactions & Miscellaneous
Purpose
Company Accounts Settings and Parameters, default values and preferences are entered here.
Procedure
- Email address – setup this address if you’re emailing documents.
- Fiscal Year – select current fiscal year from the list; the list is maintained in Setup -> Fiscal Years.
- Search Item List
- Search Customer List
- Search Supplier List
- EMail Issues
- Long Description on Invoice: This implements the second line for each item of an invoice to have the stock_master.long_description filed’s contents. This is useful if the item needs to be shown in another language as well.
Procedure
To Add a New User Account
- Type in the new user login name in the field for User Login:
- Type in the password for this User in the Password: field
- Type in the Full Name of the User in the Full Name: field
- Type in the Telephone No. of the User in the Telephone No.: field
- Type in the Email address of the User in the Email Address: field
- Select the appropriate access level for the User from the Access Level: pull down menu. To change the access level for each role edit/add the roles in Access Setup link in Setup.
- Select the appropriate language for the User from the Language: pull down menu
- Select the appropriate Points of Sales location for the User from the User’s POS: pull down menu
- Select the appropriate Print Profiles for the User from the Printing profile: pull down menu
- Turn on/off the Use pop up window for reports: check box. Turn this option on if your browser supports PDF files.
- Click on Add New to add the User.
To disable an User
- Setup => User Accounts Setup
- Tick the Show also Inactive checkbox
- The Inactive column with the checkboxes will now appear for non admin users.
- Tick the Inactive checkbox for the user to deactivate.
- Untick the Show also Inactive checkbox so as not to inadvertantly enable/disable users.
Procedure
First, you must make sure the GL accounts you need are already setup under GL Accounts. Then, using the drop-down lists, assign the GL accounts you want used by default for:
- General GL Accounts
- Exchange Variance Account to keep track of exchange rate profit / loss in transactions
- Customers & Sales (Shipping and Handling), Defaults
- Suppliers and Purchasing Defaults (See: Suppliers), Defaults
- Items Defaults (See: Item Categories and Items)
- Fixed Assets and Manufacturing Defaults
Other Defaults you will need to set up are:
- Tax Algorithm to be used.
- Past Due interval – Number of days between each past-due periods. A value of 30 is typical for most companies. (ie, 1-30 (first period), 31-60 (second period), 61-90 (third period), etc)
- Default Credit Limit – Default credit limit for new accounts. (See: Add and Manager Customers)
- Legal Text on Invoice – Any legal text, like terms and interest charges for overdue payments, which you want included on all invoices.
- Deliveries Required by – Number of days by which a sales order is considered overdue for shipping.
- Dimensions Required by – Number of days by which a dimension is considered overdue.
- Delivery/Invoice Allowance – Percentage by which you allow for deviation in pricing.
- Allow Negative Inventory – All inventory to be have a negative value. See the tips and tricks below for more information.
- Work Order Required by – Number of days to allow for manufacturing of items.
Purpose
Fiscal Years are used to separate the accounting years from each other. A country’s legal authority have various rules about how these Fiscal Years should be setup. A Fiscal Year often follow a normal Calendar Year, Jan 01 – Dec 31. But it could also be a broken year, f.i. Jul 01 – Jun 30. Many countries allow you to have an initial prolonged year, f.i. Jul 01 2009 – Dec 31 2010.
Procedure
Note that you create a new Fiscal Year by selecting Setup tab, Fiscal Years (you also close a Fiscal Year here) and you set the active Fiscal Year by selecting Setup tab, Company Setup.
When you start a new Company, you should check that the Fiscal Year is setup correctly. If this is not your starting Fiscal Year, then you should start by creating the starting Fiscal Year. After you have corrected the starting Fiscal Year, you can delete other Fiscal Years if there are no transactions in them. Now set this new Fiscal Year on your company by selecting Setup tab, Company Setup.
If the first year is setup as Jan 01 2011 – Dec 31 2011 and your starting Fiscal Year should be Jul 01 2011 – Jun 30 2012:
- Create a short dummy year, Jan 01 2012 – Jun 30 2012
- Create another Year Jul 01 2012 – Jun 30 2013
- Set the company to use this year
- Close and delete the year Jan 01 2011 – Dec 31 2011
- Close and delete the short dummy year Jan 01 2012 – Jun 30 2012
- Create the correct broken Fiscal Year Jul 01 2011 – Jun 30 2012
- Set this Fiscal Year Jul 01 2011 – Jun 30 2012 as active for the company
You are now ready to make your transactions. You have 2 fiscal years and you are using the current (Jul 01 2011 – Jun 30 2012) one, whilst the later one (Jul 01 2012 – Jun 30 2013) is not current.
- When you reach the end of your Fiscal Year, you have to create another new Fiscal Year.
- When you want to switch Fiscal Year on your company, go into company setup and do that.
- You will now be able to post to the current or past year:
- Your document numbers will increase irrespective of the fiscal year you process in.
- Change the process date to be in the correct fiscal year.
- When you have finished your year-end entries, you may close the Fiscal Year.
- A closed Fiscal Year can no longer be used for entries.
- When a Fiscal Year is closed, the difference between all asset and liability accounts are brought forward as a Journal Entry where the Default account for Retained Earnings is credited if this is a profit and debited if there is a loss. And the default account for Profit/Loss Year is debited if this is a profit, and credited if there is a loss).
You can have as many Fiscal Years running as you want, but for performance reasons you should not have more than needed (by your legislations). When you delete a Fiscal Year, the assets, liabilities and equities are brought forward. All other unneeded transactions such as documents are deleted.
Tips and Tricks
In a newly setup company, we can change the fiscal year in the table X_fiscal_year where X is the company index number in the array $db_connections in the config_db.php. This can be done using any MySQL client like phpMyAdmin, SQLyog, etc.,.
Deleting a Fiscal Year
This is what happens when we delete a Fiscal Year:
- Backup is done
- All sales orders and details, up to last date, that are fully delivered are removed. Attachments are removed.
- All purchase orders and details, up to last date, that are fully received are removed. Attachments are removed.
- All GRN receivals, up to last date, are removed.
- All debtor trans and details, up to last date, that are fully allocated are removed. Attachments are removed.
- All cust allocations, up to last date, are removed.
- All supp trans and details, up to last date, that are fully allocated are removed. Attachments are removed.
- All supp allocations, up to last date, are removed.
- All workorders, up to last date, and closed.
a. All workorder issues are removed. Attachments are removed. b. All workorder manufacture are removed. c. All workorder requirements are removed. d. Workorders removed. Attachments are removed.
- All stock moves, up to last date, are removed and converted to a closing stock move.
- All voided items, up to last date, are removed.
- All trans tax details, up to last date, are removed.
- All exchange rater, up to last date, are removed.
- All cust and supp sub gl transactions are retrieved by account, removed and an end transaction are inserted.
- All bank trans, up to last date, are removed and converted to a closing balance trans.
- All ausit trail, up to last date, are removed.
- All comments, up to last date, are removed.
- Finally the fiscalyear is removed.
Maintenance
Purpose
Set the payment terms for both customers and suppliers. Use them in sales orders, invoices, etc.
Procedure
Payment Term list can be set in Setup module.
Type in a description for the terms you wish to enforce to your customers or have been set by your suppliers. Click the flag on or off for whether payments are due in a specific number of days or the number of days from the beginning of the following month. Finally, enter the number of days to be used by the aforementioned calculation.
Example 1:
Description – 15th of the Month Following
Flag – Off
Days – 15
Payment will be due 15 days of the month following from day of invoice.
Example 2:
Description – Net 30
Flag – On
Days – 30
Payment will be due 30 days from day of invoice.
Tips and Tricks
You can select payment terms in:
Default payment terms are set in Add and Manage Customers.
Note: In direct invoice, the due date is before the invoice date for Cash Only sales when Payment Description Cash Only in the Payment Terms setup has the Payment Type set to Prepayment instead of Cash.
Purpose
Configure Point of Sales (POS) for the use in the program.
Procedure
Add new or Modify POS with following parameters:
- Point of Sale Name – the name will identify the POS; they will be shown later in a drop-down list in User Accounts Setup
- Allowed credit sale terms selection – if set, a user with this POS assigned to can use credit sale terms when entering a sales invoice
- Allowed cash sale terms selection – if set, a user with this POS assigned to can use cash sale terms when entering a sales invoice
- Default cash account – used in sales invoices
- POS location – assign a default Inventory Location; it will be used as a default location in sales/purchase invoices
Tips and Tricks
- To disable auto-application of payment and manually apply the payment later, go into the POS setting (setup tab) for the user and change it there.
Purpose
Void a transaction.
Setup > Maintenance > Void a transaction
Procedure
- select Type
- select reference number range and click Search
- click Modify icon aside a document
- click Void Transaction on the bottom
- confirm by clicking Proceed
Tips and Tricks
Voiding a transaction cannot be undone. Make a database copy before.
Remember when voiding a Supplier Invoice, the underlying PO Delivery is NOT voided. This is because a Supplier Invoice can comprise of several PO Deliveries.
If you want to void it all then this is a 2 step operation.
1. First void the Supplier Invoice
2. Then void the PO delivery(ies).
Voiding a Sales Invoice
- Void of a sales invoice does not void the sales order.
- You can reuse the same sales order.
- You do not have to type those already input again except for quantities.
- Void of a direct invoice (auto generated delivery) clears the quantities in the sales order.
- Void of a manual invoice does not clear the quantities in the sales order.
Thus, to edit a sales invoice:
- Void the invoice.
- If the sales invoice was a manual invoice, void the delivery (void of a direct invoice auto-voids the delivery).
- Edit the sales order and process
- Process the delivery
- Process the invoice
In summary, NotrinosERP does not prevent the edit of an invoice. It just requires more steps.
Purpose
View or print any document.
Procedure
Select document Type and range of numbers. Click on document number to view it.
Click on an icon to view GL postings (if enabled).
Tips and Tricks
Procedure
Setup => Backup and Restore
Notes
- Only tables that match the company’s prefix will be backedup.
- On restoration, these tables will first be dropped before being recreated and populated.
- Beware that the username and password for all users too will be overwritten on restoration as also the user preferences, language choices, etc.,.
- These backups are stored in the company’s backup folder – in the screenshot above, for company 1 it is in company/1/backup relative to the webroot.
- Match the source backup file’s table prefix to that of the target company before restoration into the latter. Check table prefix from default company.
- The first executable line in admin/db/maintenance_db.inc
define('EXPORT_MAX_INSERT', 50000);determines the maximum number of records in a single insert statement. Adjust this value depending on the RAM you have available to PHP. - Stripping
AUTO_INCREMENT=xxxfrom MySQL dumps can be done as instructed here like:
