Follow the order of this series of short videos and companion notes to set up your trial. If you have any questions whatsoever, then please email us: firstname.lastname@example.org
1. Study the mind map
Optional: To support your journey, the mind map below presents all of the detailed steps. Watch the video to learn how to manipulate the map. Then click on the button to open and view the map.
How to view the trial roadmap ‘mindmap’
2. Set System admin and Company details
Activate system and setup:
- Master Administrator credentials and support contact details
- Fiscal period
- General Ledger base currency
- Date format
- Local time zone
- Headquarters or registered address
3. Accounting: Set Chart of Accounts
The Chart of Accounts is the index of your General Ledger accounts. To keep your trial process as clear and simple as is possible, you can set a minimal account structure. Note: this may have already been done for you.
If necessary you can easily add new accounts to the simplified Chart of Accounts.
4. Accounting: Set Currencies
This is an optional step: Our cloud ERP solution has multi-currency accounting. If you trade in multiple currencies and want to try this out you’ll need to set additional currencies alongside your base currency.
Read more about Using Currencies
5. Accounting: Set Bank Account(s)
You’ll need a Bank Account for your Trial. You can set up multiple bank accounts for different currencies. You can customize the bank account master to store additional information about each account e.g. ABA routing code.
Don’t forget to add an opening balance to your account, so you can model outgoing payments e’g. Supplier payment.
6. Sales: Add Customer(s)
You’ll need some Customers in your trial system. You can either create them manually or import them using the import template. It’s a good idea to keep the number of customers to a minimum, just to keep things simple.
IMPORTANT: If you are using currencies, just make sure you set the right currency on each customer you create.
7. Key settings: Email and Shipping
Two key settings:
Enable Pick, Pack, and Ship: On Setup>Configuration>Sales>Shipments check the three boxes:
- Enable Pick-Pack-Ship functionality
- Allow Drop Shipped Items
- Allow Non-Stock Items
You’ll need these enabled if you are going to store and sell stock, capture drop ship orders, and add non stock Items to orders.
Enable integrated Email: To streamline communication with your suppliers in our cloud-based ERP solution it’s a good idea to connect your existing email accounts to your system. You can do this by going to:
Company>Company info>Configure>Edit>Email (tab), and check use integrated mail.
See Using Email
8. Fulfillment: Add Supplier(s)
So as you can create and receive Supplier Purchase Orders for stock, or automate dropshipping you’ll need to add some Suppliers to your system.
You can either create them manually or import them using the import template. It’s a good idea to keep the number of suppliers to a minimum, just to keep things simple.
If you are using currencies, just make sure you set the right currency on each Supplier you create.
9. Fulfillment: Do you need the WMS?
If you are already using warehouse management software, you can replace it with our WMS. Our WMS is part of our cloud ERP solution, not a third party vendor compromise.
If you are not using warehouse management software, you may or may not need our WMS.
In either case, it’s wise to understand how our WMS works. This four minute video explains the benefits of our WMS, and help you decide whether or not you need our warehouse management system
If you’re still not sure, then email us at email@example.com.
10. Fulfillment: Add Warehouse (WMS)
This is an optional step: If you are only dropshipping, or selling a small assortment of SKUs then you probably don’t need sophisticated warehouse management. But if you do, our cloud based ERP for order management has a built-in warehouse management system (WMS).
To activate the WMS you will need to install the SOWMS Plugin. This can be found in the Plugin store under Setup.To install, locate the Plugin and click on the ‘More Info’ link. This will take you to a screen with a ‘Register’ button, click this and then ‘Confirm registration. You’ll then be taken to the Install screen, just click install and you’re done.
11. Barcode scanner simulator
You don’t need a barcode reader to evaluate the WMS
The WMS has a built tool to simulate a scanner on your PC screen. The scanner app normally runs on an Android handheld device e.g. a scanner. The WMS scan simulator mitigates the need for purchasing Android hardware to complete your initial evaluation.
12. WMS enabled, Item masters differ
Depending upon whether you are using the warehouse management system (WMS), there are some key differences of the Item master user interface. To simulate the real world the WMS ‘installation’ adds new controls, fields, and a ‘transfer’ Supplier and ‘Customer’ to your system.
For now you just need to be aware of the differences in the Item master UI. Here’s a quick video explanation. Please make sure you watch this BEFORE you attempt to add your Items.
How installing the WMS changes the Stock Item Master
13. Fulfillment: Add Stock (No WMS)
If you sell inventory from your stock room, but have not enabled/installed the built in warehouse management system (WMS), you can create the Item Masters and set their respective stock levels.
You can either create the Item masters and set their respective stock levels manually or import them using the Item import template. It’s a good idea at this stage to keep the number of Stock Items to a minimum, just to keep things simple.
14. Fulfillment: Add Stock (with WMS)
Create Item master, set respective stock level, receive Purchase Order via WMS
If you have installed/enabled the built-in warehouse management system (WMS), you can create the Item masters manually or import their details i.e. Item code, Barcode, Description, Sales unit price, Purchasing unit cost, etc.
To set the stock levels, at this stage, and to simulate the real world the most practical step is to create a Purchase Order on the Supplier you created in a previous step. You can then receive the stock via the Goods In tab on the Warehouse management console.
Note in this example, the stock value is not adjusted. See this next video to understand two different methods for recording the value of the incoming stock in the Stock Asset account in your balance sheet on your general ledger.
15. Fulfillment: WMS set stock values
16. Fulfillment: Set drop shipped Items
If you need to set up Items you drop ship, here is how. The drop ship process can automated.