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General Configuration

To access ‘Configuration’, go to the ‘Settings’ module at the top of the main page. 

 

settingsconfig

This will open settings and information for multiple areas of ERPLY.

 

GENERAL

Erply is a global platform but can, nonetheless, be adjusted to meet your local standards regarding languages, time zones and number/date formats. The ‘General’ configuration section is where you can modify these settings according to your location. The ‘General’ section is located at the top left of Configuration page in the Back Office.

General

Region: Choose the country where your company is located.

Default language: Choose the language you want the ERPLY software to be displayed in. Our standard default language is English.

Time Zone: Choose the city closest to you. This will set the time accordingly.  Since the server syncs your items and marks the times, you’ll need this set properly to have your times record correctly.

Date format: Choose how you want the date to be displayed, for example, month/day/year, year-month-date, month.day.year, etc.

Number format: Choose how the numbers are displayed across the entire interface

Fiscal year start date: Input the date that your company uses for accounting purposes and preparing financial statements.

Export sales report to Excel: Choose which file format you want sales reports to be exported as:

  • XLS is the standard Excel file format which holds data in worksheets, charts, and macros.
  • CSV is a more advanced Excel file format that stores number and text characters in plain text form.

 

generalsave

Make sure to click save on the top-right corner after making any changes

INVOICES & SALES

When you enter an unknown product name on an invoice, ERPLY should: Notify that the product does not exist, and then prompt to create a new Product Card.

Dflt payment deadline: Enter how many days customers have to pay payments. You can setup a percent fee to be charged per day through the Customer Card.

Rounding: System automatically rounds sales invoices to the selected option.

Allow to create invoices for contact persons: Under Contact person, you can select a contact from the drop down menu when creating a new invoice.

Select a method for setting price list prices for matrix products: Each variation can have different prices, or all variations take the price of the Mother Product.

An order is considered complete when: When a waybill has been made or when a waybill has been made and a packing list is sent to the warehouse.

Partial fulfillment splits sales order: Toggle whether partial payment can split the sales order into multiples.

New sales order does not reserve goods by default: To reserve foods on an order, check the Layaway boc in the grey left hand column.

In POS and on invoices, every line can be associated with an attendant: By default, the entire sale is set to one attendant. This toggle allows each line to be assigned independently.

“Unpaid invoices” report also shows credit invoices: Toggle the visibility of Credit Invoices on the Unpaid Invoices Report.

Fulfillable/Unfulfillable Sales Orders Reports allow partial fulfillment: Toggle if the report will show orders with partial fulfillment.

After crediting a billing statement invoice you can make a new invoice for the same period: If checked, this will allow an additional invoice to be created after

REWARD POINTS

For all purchases, customer collects: Enter points per dollar earned.

Reward points are valid for: Designate an expiration date on the earned Reward Points. If this box is left blank, they will never expire

COMMISSION

Select a method for calculating employee sales commission: Choose if an employee’s commission is calculated through percentage rates or each product has their own specific dollar value commission.

SALES DOCUMENT PRINTOUTS

This section is where you manage Sales Document printouts.

salesdocprint

Reference numbers on invoices: Choose whether you want invoice reference numbers to be generated automatically or to be based on the reference numbers specified in customer cards. You can also set reference numbers to be invoice based.

Products can have several codes. On inventory and purchase documents, show: Choose whether company codes, UPC barcodes, or no code will be displayed in inventory and purchase documents.

On invoices and waybills, show: Choose what product codes you want displayed on invoices and waybills

  • Company code is created and set on your products within the product card. It is used primarily for organization purposes
  • EAN code (UPC code) is created and set on your products within the product card. It can be used for scanning purposes
  • Code 3 is set in the product info tab within the product card.
  • Manufacturer code is created in the product info tab within the product card. It is created by the product manufacturer

On packing lists, show: Choose which product code is to be displayed on packing lists, depending on for whom the packing list is intended.

Sort Packing list and delivery acts by: Choose how the packing lists and delivery acts are sorted: by the code on the invoices, product name, product code, UPC code, Code 3, or manufacturer code.

It is possible to print barcodes on sales invoices. Barcode is generated from: Choose whether you want the barcodes to be generated from the company’s own code, EAN code, Code 3, or Manufacturer code.

Barcode is printed on: Choose whether or not barcode will be printed on Invoice-waybills and/or just waybills.

Discount rate is printed on invoices by default: All invoices will display discount rates.

Announcement/message printed on invoices: Enter a message that will be displayed on all invoices.

salesdoc2

Invoice printouts include blanks for recipient’s name and signature: Invoice will include a space for recipients to write their name and signature.

Print customer balance on invoices and invoice-waybills: Invoices and waybills will display the balance the customer owes.

Print gift card balance on receipt: The customer’s gift card balance will be displayed on the receipt. This also allows a gift card to be used multiple times.

Invoice printout shows lines grouped by waybill number: This selects whether or not printed invoices are separated by waybill numbers.

Message in receipt footer: Enter a message to be displayed on the footer of every receipt. If left blank, “Thank you for the purchase! Welcome Back!” is displayed by default

Print receipt # as a barcode on receipts: Receipt numbers will be printed as barcodes on receipts. This allows you to simply scan the receipt barcode rather than typing in the receipt number

Print document # as a barcode on sales documents: Document numbers will be printed as barcodes on sales documents. When you need to take a look into specific documents you can simply scan the barcode rather than typing in the document number

SENDING INVOICES BY EMAIL

This section allows you to change the default text used when sending a document by email. You can change the document type to configure your default emails for each type of document you may send. This allows you to have a general email template, but also to create different templates for receipts, invoices, etc.

salesdoc3

Add an import link to purchase and sales documents sent out by email: The email will include an import link. The receiver can then import the purchase and sales documents in the email seamlessly by clicking the link.

Changing Email Sent From

Erply also allows the email address the invoice is sent from to be altered. By default, receipts are sent from the employee’s customer card via erplyinfo.com. If you wish for a different address, select the option you would like from the dropdown.

If this configuration is enabled, receipts are emailed to the customer from the email on the Location card. If there is no email on the Location card, then the receipt is emailed from the Company Card.

If customer did not receive receipt, it may be in their Spam folder.

SALES QUOTES

quotes

Display product pictures on sale quotes: Product pictures will be displayed on sales quotes. Pictures must be uploaded on the product card.

BALANCE STATEMENT & PAYMENT REMINDER LETTERS

Default period for balance statement letters: Choose the period for balance statement letters, whether it is end-of-month statement or end-of-year statement.

Show only overdue invoices in Payment Reminder: Only overdue invoices will be displayed in Payment Reminder.

Show only unpaid invoices in Balance Statement: Only unpaid invoices will be displayed in Balance Statement.

POS CONFIGURATION

The POS section is where you can adjust your POS (Point of Sale) interface and its standards.

Default customer: Set up the standard customer who will initially come up at POS during every transaction if there is no default customer on the Register Card. This is default set to “POS Customer” if no customer is created.

POS version:  Choose which POS version you want to use. By default, this is set to BerlinPOS.

Do not show cash drawer openings (cash-in transactions with a sum of 0) in the Point of Sale and Payments Report: Putting a check in this box will omit “No Sales”, or drawer openings with a zero sum, from the X and Z Reports

Barcode type: Choose whether the barcode should be printed with price or with weight

Prefix: The first 2 digits of every barcode will have this prefix

Length of product code: Choose the number of digits in the product code section of the barcode

Length of price or weight: Choose the number of digits in the price/weight section of the barcode

Weight precision: Choose whether the weight is calculated in kg or lbs.

COMPANY LOGO ON INVOICES

This section is where you can upload your company logo and signature mark to be displayed on invoices/receipts. Images must be in JPG or PNG format.

companylogo

Company logo on invoices: Upload an image of your company logo to be displayed on invoices.

Company logo on receipts: Upload an image of your company logo to be displayed on receipts.

Signature Mark: Upload an image of your signature mark to be displayed on receipts/invoices.

INVENTORY

This section is where you manage settings/configurations regarding inventory and purchase.

Stock Products: Choose whether stock products cannot be sold if the product is out of stock, cannot be sold if there is not enough available stock, or can always be sold even if there is no stock. Depending on how your company runs and what you sell, this can be a great tool.

Main Warehouse: The location you choose in this field will be used in the Stock Replenishment Report in addition to the Main Warehouse.

Product codes must be unique: No two products can share the same product code.

EAN/UPC codes must be unique: No two products can share the same EAN/UPC code.

Generate EAN/UPC codes automatically: EAN/UPC codes will be generated automatically for products added manually into the system.  Imported items or previously created items will not generate codes.

Show weight on purchase and sales invoice printouts: Weight will be displayed on purchase and sales invoice printouts.

Product search always returns both matrix products and variations: Both matrix products and variations are displayed during a product search.

On Forms (sales and purchase invoices), show: Choose whether company codes, EAN barcode Code 3, Manufacturer code or no code will be displayed in sales and purchase documents.

PURCHASE ORDERS

Enable shipping costs on purchases invoices: Allows shippings costs to be added to purchases invoices.

Purchase order is considered fulfilled when: Choose when a purchase order is fulfilled, either when the supplier sends the purchase invoice or all ordered items, or when the Purchase Order has been manually changed to “received” status.

If purchase order is confirmed and there are price variances, send a notification email to: Input email addresses to be notified if price differences are found within confirmed purchase orders.

If purchase invoice is confirmed and there are price variances, send a notification email to: Input email addresses to be notified if price differences are found within confirmed purchase invoices.

On purchase orders and purchase invoices, show: Choose whether company’s own code, EAN code, Code 3, Manufacturer code or no code will be displayed in order and purchase documents.

Show sales prices on purchase invoice printout: Sales prices will be displayed on purchase invoice printouts. This can be a great tool to compare sales prices in different locations.

Print purchase order without warehouse locations: Purchase order will be printed without warehouse locations.

Print purchase order without weights:  Purchase order will be printed without weights.

Print purchase order without company number and VAT number:  Purchase orders will be printed without company number and VAT number.

MATRIX PRODUCTS

Choose if you want the child products (variations) to update when you edit your mother product (matrix product). Select which fields will be overwritten automatically when editing a matrix product. The fields are not updated by default, so it is important to check these fields if necessary.

Matrix Products

When you edit a matrix product, its variations are updated with the same changes:  If the mother product is changed or updated, all of the changes will update the variations.

Code: If checked, the code will not take on the same information as the mother product

Name: If checked, the name will not take on the same information as the mother product

Net sales price: If checked, the net sales price will not take on the same information as the mother product

Active:  If checked, the active/archived toggle will not take on the same information as the mother product

Show in webshop:  If checked, the webshop option will not take on the same information as the mother product when updated

Commission amount: If checked, the commission amount will not take on the same information as the mother product

Location in warehouse: If checked, the location in the warehouse will not take on the same information as the mother product

Product cost: If checked, the product cost will not take on the same information as the mother product

INVENTORY AND PURCHASE – EXTRA FEATURES

This section allows you to enable extra features in the Inventory and Purchase modules.

Enable purchase waybills and purchase invoices as separate documents field: This will keep waybills and purchase invoices separate. PLEASE NOTE: This changes your default purchases workflow. Inventory will no longer be added to stock with a purchase invoice, but will require a purchase waybill.

Enable delivery date tracking on sales and purchase orders: Allows you to track sales and purchase orders.