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Settings: Configurations

GENERAL  SECTION

Erply is a global company, our software can be adjusted to meet your local standards regarding languages, time zones and number/date formats. The General Section is where you modify these settings according to your location.

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. ex:   month/day/year , year-month-date, month.day.year, etc.

Number format: Choose how the numbers are displayed across the entire interface.  ex:   14,200.60 , 14’200.60 , 14 200,60

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

Export sales report to Excel: Choose what 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 inplain text form

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

 

POS SECTION

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

  • Default Customer field: Set the standard customer who will initially come up at POS during every transaction. This is default set to “POS Customer” if no customer group is created.  To add a customer please see guide: http://support.erply.com/customers/
  • Select POS version: Choose which POS version you want to use

Touch POS/ Salon POS is the more advanced POS.

  • Add inventory, employees, set tax rates and payment gateways through the Wizard
  • http://support.erply.com/touchpos-touch-view-guide/
  • Search for products through product groups
  • Access to the back-end is quicker through Touch POS
  • View recent/pending sales, x-report for the day without
  • closing the register, save sale, apply promotions or coupons, etc.

WEB POS is a simpler POS, mostly focused on making sales

  • Transactions, make returns, add/use quick buttons
  • No quick access to Back-end through WEB POS
  • WEB POS is our older POS and will be phased out in the future.  There is no on-goign development on this platform, and it is no longer recommended for new customers.

 

  • In POS, days must opened and closed: Mandatory for the user to open and close his/her register. This is necessary for accurate X reports.
  • POS: products identified by barcode will be instantly added to invoice: Allows the user to scan barcodes of the products rather than inputting the product name
  • Enable automatic printing in POS: Every receipt automatically prints after a transaction
  • Remove numeric keypad and display more quick select buttons: Removes the numeric keypad allowing more room for quick select buttons. To add quick select buttons please see the guide, Inventory > Using Quick Selection
  • If customer gets a discount, print a line with total discount on sales receipt: Adds a line in the receipt which includes the customer’s total discount. By default the line is “ Total Discount”, but you can rename it
  • When ringing up the same product several times, quantity of the last line is incremented:  POS will show the same product repeated again in another line, instead of one product and the quantity number next to it.
  • Use gift cards with serial numbers: Apply serial numbers to every gift card sold. Must be selected to use ERPLY tracked gift cards.  Unselect if using 3rd party vendor. See our guide here: http://support.erply.com/gift-card-setup-and-use/
  • Log cashier automatically out after an idle period of ________ s: This is a security setting you can apply to your POS. If the user does not use the POS for the inputted period of time in seconds, he/she will be automatically logged out

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

MORE POS SETTINGS CAN BE ADJUSTED FOR EACH LOCATION SEPARATELY UNDER THE INVENTORY MODULE  IN THE LOCATION and REGISTER SUBMODULES.

 

INVOICES AND SALES SECTION

Default payment deadline: Enter how many days customers has to pay payments. You can setup a percent fee to be charged per day through the customer card

Rounding of Sales Invoice Totals: System automatically rounds sales invoices to the selected option.

ex. round to 0.05, 0.10, or 1.00

Dashboard graphs and widgets show: Choose what you want the dashboard to display, either the sales revenue or sales value of shipped goods

-The dashboard is displayed under the home module.

 

On invoices made from billing statements, use: Choose what date you want displayed on invoices. Since invoices can be made in advance, you can choose the initial date. You also have the option to display today’s date (current date).

Allow to enter final prices (with tax included) on sales invoices: Allow the tax to be included in the receipt

Display prices both in selected currency and main currency: Prices will be displayed in two currencies (local currency and main currency). This is a great feature for shops that have a lot of tourists

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
For all purchases, customer collects ___ reward points per $1: You can set up a loyalty program deciding how many rewards points are awarded to the customer for every $1 they spend

Reward points are valid for ___ months: Set how many months reward points are valid for until they expire. If you leave the field empty, reward points will never expire

Select a method for calculating employee sales commission:  Choose if an employee’s  commision is calculated through percentage rates or each product has their own specific dollar value commission. See our guide here: http://support.erply.com/?p=388

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OFFLINE POS SECTION

Enable check payments: Allow cashier to accept check payments through Offline POS

Cashier must ask customer for the following information: The POS will remind the cashier to ask the customer for their Email Address, Facebook name or Twitter ID

Cashier is reminded to ask for customer’s information: POS reminds the cashier to ask for customers information either before or after the transaction

Debit/credit card payments: Choose whether the customer wants to pay by debit or credit, or the salesperson asks the customer for preferred card payment and selects debit or credit

POS will prompt cashier to deposit cash when amount in drawer exceeds: Choose a cash limit for drawers, once the cash limit is met, the POS alerts the cashier to deposit cash

Prompting interval in minutes: Choose the time interval to alert the cashier the cash drawer is exceeding cash limit

OFFLINE POS – Weighted Items Section

This section is where you manage barcodes of weighted products.  This only works for Windows (offline) POS.

 

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

 

SALES DOCUMENT PRINTOUTS SECTIONS

This section is where you manage Sales Document printouts.

Reference numbers on invoices: Choose whether you want the 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 barcode, 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 are 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 what product code is to be displayed in the packing lists, depends on whom the packing list is intended for

Sort Packing list and delivery acts by: Choose how the packing lists and delivery acts are sorted, by same code as on 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 company’s own code, EAN code, Code 3, or Manufacturer code

Barcode is printed on: Choose if barcode is going to 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’s going to be displayed on all invoices

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. 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

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: Invoice 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: Printed Invoice is separated by  waybill numbers

Printed invoice is not grouped by waybill number

COMPANY LOGO ON INVOICES SECTION

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).

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 AND PURCHASE SECTION

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 none in 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

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

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

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

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

Use m^2  -> pcs, calculator on invoices – Helps with calculating shipping based on volume

Show sales prices on purchase invoice printout: Sales prices will be displayed on purchase invoice printouts.

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

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.

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

Inventory Transfer Order puts items on hold: The Items being transferred will be put on hold, still in the inventory. but cannot be sold. Can be used to avoid any complications during an inventory transfer.

Inventory Transfer Order removes items from inventory: Items being transferred will be removed from inventory. Can be used to avoid any complications during an inventory transfer.

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

 

SENDING INVOICES BY E-MAIL SECTION

This section allows you to change the default text used when sending a document by e-mail. You can change the document type to configure your default emails for each document type: general to receipt , quote , invoice, etc .

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

 

PURCHASE ORDERS SECTION

On purchase orders, show: Choose whether you want purchase orders to display company’s own code, UPC barcode number, or Manufacturer’s code. It is key to choose the code that will make it easier for the supplier to get the order ready.

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.

If purchase order is confirmed and there are price variances, send a notification e-mail to: Input e-mail addresses to be notified if price variances are found in confirmed purchase orders. Make sure to separate each email address with commas.

 

SALES QUOTES 

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

ASSIGNMENTS SECTION

Here is where you can enter in default text to be displayed on all assignment printouts.

 

CARD PAYMENTS AND PROCESSING FEES SECTION

This section is where you can add unique processing fees to card payments by credit cards.

 In “Expected Transfer” report, Visa and MasterCard are added together: Visa and Mastercard payments will be added together within the “Expected Transfer” report.

BALANCE STATEMENT AND PAYMENT REMINDER LETTERS SECTION

This section is where you can enter header and footer texts for balance statement and 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.

 

MATRIX PRODUCTS SECTION

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.

INVENTORY AND PURCHASE- EXTRA FEATURES SECTION

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

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 is no longer added to stock with a purchase invoice, but requires a purchase waybill.

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