Simple CRM and Simple ERP live in parallel. You can navigate from one world to another without worries, thanks to the buttons provided for this purpose in the TOP menu.
An ERP INTERACTION (estimate, purchase order, invoice or delivery note) is called a SUPER INTERACTION.
Since the two worlds live in parallel, you find exactly the same information in these two universes. Example: if you create today a SUPER INTERACTION in the ERP, like a quote, you will, of course, see this SUPER INTERACTION in the Simple CRM OFFICE. If you click on this SUPER INTERACTION from the Simple CRM desktop, you will automatically switch to the ERP. If you change this SUPER INTERACTION and click SAVE, you will automatically return to Simple ERP.
In short, using Simple ERP will not make you lose your bearings at all: you will work in an environment that will be familiar to you, a workspace applying exactly the same logic as the one you already know.
Now let's review the items you need to configure to make Simple ERP work properly.
1. ADMIN ERP space
To be able to use Simple ERP, the first step of work is to realize the parameter setting.
The settings are available in the ADMIN ERP:
The ADMIN ERP is composed of a series of numbered tabs. It is imperative to follow the order proposed during your configuration.
Issuer Company: An Issuer Company is a company for which you will create quotes, purchase orders, invoices, delivery notes in Simple CRM/ERP. You can have several issuing companies. Each one will have unique numbers.
References: References are unique references that will allow you to distinguish quotes, purchase orders, invoices and delivery notes. You can either change them or leave them like this. Attention that if you have several issuing companies, it would be necessary different references for each company.
Document templates: This is where you can create and customize your documents. Be sure to modify these templates to include your GTC and other important legal text information. Attention: if you wish to apply discounts, you must choose the document templates with discount. For more details on document creation, see the dedicated explanation: How to create a document template with Simple ERP?
TAX management: Here you can create/modify the current VAT rates, for example.
Unit management: Here you can create/modify/deactivate the available units.
Warehouse management: If you work in multiple warehouses, you can create these different storage locations. Tip: If you have a very large warehouse, you can create zones so you can find your way around. Example: Warehouse Paris - Zone A, Warehouse Paris - Zone, B, etc.
Product categories: Categories allow you to sort your products by family in order to find them more easily. Example: Fruit, Vegetable, Meat, Cereal.
ERP preferences: These are sensitive parameters that allow you to define ERP automatisms, such as when the stock movement is applied (to the purchase order, to the invoice or to the delivery?).
User rights: This is where you define who can do what.
FOCUS ON ERP PREFERENCES
ERP preferences are rich and sometimes a little complex to understand.
We will review the proposed options.
General Preferences
Automatically generate an invoice after a won sale: this step allows you to activate the automatic creation of an invoice as soon as a Sales Interaction is passed to the "Sell - 06 - Gained Sale" step.
Stock modification step: if you want the stock to be automatically removed from a delivery, after a sales process, you can choose when this action will be performed automatically (when ordering, invoicing or issuing the delivery note). If you do not want the stock to be changed automatically, this option is also available.
In the projects, are limited to: as soon as a super interaction is created, a history project which will gather all the versions of the documents, the estimates, the purchase order and the invoices, is created in order to centralize the complete history of the sale and thus to ensure a perfect traceability. This history file proposes a budget total. See full explanation on: http://www.simple-crm-support.com/2015/07/a-quoi-sert-lentite-historique.html Depending on the activity of the companies, not all companies necessarily want to see the same source of budget. You can thus choose if the sum of the project is calculated on the basis of the estimate, the purchase order, the invoices or the delivery order.
Automatically validate goods movements: This saves time by automatically validating a goods movement after its creation.
To be able to order out of stock: To activate if you wish to allow this possibility.
Number of decimal places (between 0 and 6): The recommended number of decimal places is 2.
Additional high margin on documents: only to be used for very specific document layouts.
Activate purchasing management: Purchasing management allows the creation of "purchase order forms", which integrate your supplier's catalogue references.
Accounting preferences
Sales journal accounting code: This field allows you to enter the sales journal code of your accounting software (example: "VTE"). This code will be exported into the accounting export file generated by Simple CRM which will allow your accountant to automatically import the entries into his accounting software.
Reminder of unpaid invoice by email
At D+1 of the maximum payment time, Simple ERP can send a reminder of unpaid invoice.
For that, it is necessary that the contact, responsible for the payment of the invoices suppliers is well related to the invoice.
This configuration allows you to indicate the contact details that will send the reminder (even if Simple ERP will send this reminder).
If you want to modify the e-mail, go to Simple CRM -> Admin CRM -> 6. Email templates -> Search for the ADMINISTRATIVE template, named: "Unpaid invoice(s) email".
More information in the dedicated explanation: How to configure the invoice reminder by email?
2. Catalogue products / services
Once this configuration is done, you will now create your catalog of products and or services.
You must have created at least one product category in Simple ERP (see above).
Go to PRODUCT, then click the ADD PRODUCT button.
Only the SALE part is mandatory. If you do not wish to manage a purchase, no need to complete the purchase part.
If you do not manage stock, do not forget to uncheck this option at the bottom.
It should be noted that the descriptive NOTE of the product can be modified if necessary to the drafting of a document of type estimate, purchase order, invoice or delivery order.
Once the products are created, if you have stock, you will have to establish your initial stock level. To do this, please read this explanation: http://www.simple-crm-support.com/2015/07/comment-ajouter-des-produits-dans.html
3. Short focus
Simple ERP allows you to follow a complete work process: Quotation -> transformation into Purchase Order -> Transformation into Invoice -> Transformation into Delivery Order -> Management of goods movement.
However, who can do more, can do less. Therefore, if necessary, you can create an invoice directly in the case of a counter sale, for example.
When you create a Quotation and transform it into a Purchase Order, for example, the products / services selected, as well as their quantity, are also selected, but you can of course modify them.
You can make several versions of an estimate or an order form. Only invoices and delivery notes can only be issued once.
4. Information to read
Depending on your needs, this website contains on the right a menu with many specific explanations.
All explanations related to ERP are preceded by the prefix: ERP in the sorting module, on the right.
Here are some essential links to help you get started:
How to add a comment on product lines in sales documents?
How to manage the format of the numbering of ERP documents?
How to invoice an order in several times with Simple ERP?
I have two types of customers, some have to pay my bills immediately, others at 30 days, how do I do?
How do I view Quotes, Purchase Orders, Invoices or Delivery Notes over a given date range?
How to manage purchases in Simple ERP?
How to periodically invoice the same products? paragraph "How to create a recurring invoice"
How to create a credit note?
5. Free access for your accountant
Your accountant can have access to Simple ERP.
There is indeed a special license, provided for this purpose, included in your subscription.
This allows your accountant to be autonomous and to recover all the information he needs in order to carry out your accounting. Full explanation here: http://www.simple-crm-support.com/2016/03/comment-fournir-mon-comptable-un-acces.html
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