Erply Back Office Terminology

CRM

The CRM module is a solution to manage current and potential customer relationships. Use customer purchasing history to better understand your shopper’s habits and keep them coming back to your stores.

Customers: View all existing customers information, edit the information, or add new information. You can also search by a customer name, phone number, or email address. Customer groups can be created and assigned to segment your customer base based on purchasing habits or demographical information.

Contact persons: If you have customers that are entire companies, this allows you to view all contact persons within that company.

Unpaid Invoices and Balance Statements Reports: Generate unpaid invoices and balances report for a customer based on name and location filters.

Overdue invoices: search and generate reports on customers’ overdues invoices.

Reward point balance report: If you have a loyalty program, this report allows you to view reward point balances for all customers, along with their associated transactions.

Import/Export Customer list: Customer data can be imported as a .txt, .xlsx, or a .csv file. Customer data can be exported as a .csv file.

Addresses, emails: Generate and export a list of customer email and mailing addresses.

Settings: Create, edit, or delete customer groups.

Sales

The sales module is used to keep track of customer orders coming into your business, or purchase orders going out to your suppliers. Use this data for accurate accounting and to better understand your business’ cash flow.

Invoice: Invoices are used for accounting purposes and are used to charge customers for a purchase. Creating an invoice will NOT pull stock.

Order: Works identical to layaway items, however in this case the goods are NOT set aside once confirmed. Orders are used for items that you do not currently have in stock, therefore you are confirming the customers order and after purchasing goods from your supplier.

Quotes: Quotes are sales documents that do not affect inventory levels or expected income. Quotes can be converted into an invoice when accepted by the customer, and can be marked as won or lost to keep all of your team members on the same page.

Find Sales Document: Quickly search for a specific sale document using a document number.

Payments: Create a payment (associated with an invoice), or search, view, and edit existing payments. Narrow the search with filters, such as customer name, date, invoice number, payment type, and payment amount.

Import Payment: Upload a .csv file containing transactions. This feature supports payment files from SEB Bank, Swedbank or Luminor Bank, or files that conform to our template structure.the structure specified below.

Payment Association with Invoices: Associate imported payments to existing invoices. Filters by invoice number or customer name.

Fulfillable/Unfulfillable orders: Generate sales orders that can be fulfilled with current inventory on-hand, or with sales orders when the current inventory quantity is insufficient.

Recurring billing: Create billing statements to be sent to customers on a repeat basis, and quickly see if a payment has been received, is waiting to be received, or is overdue. Statements can be converted into invoices and sent to the customer.

Pending Waybills: View pending waybills for inventory purposes. Waybills are Back Office/Manager documents that are not used at the Point of Sale.

Pick items to create order: Select items from your product list to quickly create a new sales order or a new purchase order.

Export to Accounting: Export sales document to QuickBooks for accounting purposes. Filter by location or sales period.

Settings: Name and set up tax rates.

Import sales document: Import existing sales document data into Erply from a .csv file.

PIM (Product Information Management)

The PIM module is used to create and organize your product structure, price lists, and supplier base. Each line in your ‘Product Catalog’ represents an inventory item or a non-stock item/service.

Product Catalog: Your product catalog displays a list of all products that you plan to sell. A product can hold inventory, or can be assigned as a non-stock item or service. From the product catalog, you can add new products, or view, search, and edit existing products.

New Service (Non-stock Product): Register a product as a non-stock product. Non-stock products cannot hold inventory in Erply.

Matrix Dimensions: Matrix items are used for products with several variations, such as size or color.

Assembly products: Assembled products can be used to sell products that you have made, assembled, or bundled together into a secondary product. The components of assembled products may or may not be sold separately.

Bundle products: Bundled products allow you to combine products to sell as one. When you create a bundle Erply will pull the products included in the recipe out of inventory every time the bundle is sold.

Price List: Price lists can be used to set up fine-tuned inventory discounts in scenarios where you would not use a sales promotion. They can be applied to specific products or to product groups as a whole.

Suppliers: Suppliers are vendors that supply inventory to your retail stores. Suppliers can be used to organize your inventory and reports, and will show up in all inventory-related documents. Yu can create supplier groups and define individual contact persons within a supplier.

Product Group: Create product groups to segment and organize your product structure. Product groups are also used for POS navigation if you use the quickserve screen.

Product Categories: Product categories are an additional option to classify products.

Brands: Classify products by brand.

Product Priority Groups: An alternative method to group products. Product priority groups use the same hierarchy principles as product groups.

Export Products: Export product information for products in-stock, products that need to be ordered, or products that are no longer made. Use additional filters such as location, inventory, price list, and more.

Inventory

The Inventory module is where you can find stock levels for products across your retail chain. Set up semi-automated stock replenishment processes and take a physical stocktaking whenever you receive a shipment.

Inventory: Inventory consists of items that hold stock. From your inventory page, you can view, edit, add, and search for full and partial inventory entries. Restock and render points can be set up to enable inventory notifications when stock levels reach a predefined threshold.

Suppliers: Add (+) a new supplier, or view and edit current suppliers.

Inventory Transfers: Inventory transfers allow you to easily transfer inventory from one store location to another.

Inventory Registration: Add new inventory items.

Inventory Write-Off: Remove inventory items. Reason codes can be assigned to help you better understand write-off reasons, such as item expiration or broken products.

Physical Stocktaking: Complete a physical count of items in-store, then confirm that count and account for variances using inventory registration and write-offs. Perform a full or partial stocktaking, or pause an existing stocktaking and return at a later time.

Physical Stocktaking - Mobile: Complete a physical count of items using a mobile device paired with a bluetooth barcode scanner, a USB barcode scanner plugged into a tablet or, less optimally, a laptop. Perform a full or partial stocktaking, or pause an existing stocktaking and return at a later time.

Delivery Conditions: Set up delivery conditions for a sale order that will be shipped to a client.

Stock Replenishment: Review and replenish stock levels to avoid items going out of stock. Helps you keep your stock level up-to date and manage the restocking process across all locations.

Inventory Report: Generate a report to find information about stock levels for each item. View this information at a glance, or click into individual products to view specific details.

Import Product (beta): Import new products or update product information. The import document can be in .csv, .xls and .xlsx format.

Import suppliers: Import suppliers from an existing dataset as a .xlsx or .csv file.

Purchasing

The Purchasing module is where you can keep your stores stocked, and manage the purchasing process for each specific location.

Invoice: Invoices are used for accounting purposes and are used to charge customers for a purchase. Creating an invoice will NOT pull stock.

Waybill: Waybills are used for inventory purposes. When a waybill is created, it pulls stock out of your inventory.

Invoice-Waybill: Invoice-waybills are a combination of an invoice and a waybill. They charge the customer and pull the stock out of inventory.

Cash-Invoice or Receipt: Transactions processed through point of sale are labeled as “Cash Invoice” in the back office.

Prepayment Invoice: Prepayment Invoices are used when a customer will be making more than one payment for a product and will apply advanced payments to the order. This document does NOT pull items from inventory until an invoice is created.

Layaway: Layaways are only used for booking items from stock. They hold inventory and can be converted into an invoice when the customer is ready to pay.

Order: Works identical to layaway items, however in this case the goods are NOT set aside once confirmed. Orders book items for stock after a customer makes a purchase but do not automatically take the item out of stock. Orders are used for items that you do not currently have in stock, therefore you are confirming the customer’s order after purchasing goods from your supplier.

Credit Invoice: Credit invoices are used for returns to credit back items purchased.

All Purchase Documents: View all existing purchase documents.

Find Purchase Orders: Search for a PO by invoice number.

Suppliers and Supplier Contact Persons: Search for, view, and edit suppliers and their corresponding person(s) of contact.

PO Report: Generate Purchases summary, product and product group reports, late deliveries reports, PO reports (by supplier and supplier group), and detailed invoice purchases reports.

Late Deliveries Report: Generate a report of undelivered items on purchase orders, where the supplier quoted delivery deadline is overdue.

Receive PO: Receive POs in bulk quantity. Generate a report on received POs.

Stock Replenishment: Review and replenish stock levels to avoid items going out of stock. Helps you keep your stock level up-to date and manage the restocking process across all locations.

Import Purchase Invoice Lines From TXT file: Upload a data file (.txt) containing invoice lines. This import feature makes it easier to process long purchase invoices.

Export to Accounting: Export purchase documents to QuickBooks for accounting purposes.

Retail Chain

The Retail Chain module allows you to define specific settings for each of your stores, which can be used for stronger reporting for sales, customer interactions, and more. This module also contains marketing tools to encourage customers to shop at your store.

Locations: Locations in Erply represent a physical store when you will sell items out of. Locations data can be used to better understand customer purchasing habits and to ensure all stock is orders to the correct store.

Registers: Registers in Erply represent a POS station within your store anda re associated with a Location. Defining your registers inErply helps ensure all end-of-day transactions are accounted for every cash drawer.

Promotion: Promotions are used to offer deals to customers that fulfil specific purchasing criteria when shopping at your store. Offer flat or percent-based discounts, gift free items, and allow promotions to consume loyalty points.

Loyalty Points: Allow customers to accrue loyalty points for shopping at your store. Set up an accrual rate per dollar spent, and exempt certain products (or product groups) from accruing loyalty points.

Gift Cards: Sell gift cards to your customers which can be used as an alternate form of payment in your stores. Gift cards can be assigned unique serial numbers that allow you to track the gift card’s sales and status.

Coupons Rules: Coupons are associated with promotions and allow for additional discounts when presented a coupon code or scannable barcode.

Issued Coupons: View and edit issued coupons, or create a new one.

Day Openings and Closings: Opening and closing the day at the POS allows you to track cash flow of each register and ensure that no money in your registers is unaccounted for. View, edit, or create opening/closing info, such as date of open/close, amount at open/close, who opened/closed, etc.

Cash In & Out: From the back office, you can add or remove instances of cash movement at a register, which will be documented on X and Z-reports. Cash In & Out records are used to ensure that no money in your registers is unaccounted for.

Timeclock Entries: Erply’s built-in timeclock software is used to monitor hours worked by each employee, as well as their clock in and clock out times.

Webshop Pages: Erply can be integrated with several e-commerce solutions, such as Shopify or WooCommerce. From the Erply back office, you can view, add, edit, and remove pages synced from your webshop to your Erply account.

Employees: Employee records in Erply are used to create employee logins for the back office and POS, as well as define their level of access within Erply.

Setup Card Payments: Erply can be set up with various integrated and external card payment systems. Card payments can be set up in the back office by location and register.

Edit POS Quick Selection: Quick select keys at the POS allow employees to quickly add products to the cart without needing to scan a barcode or search through your list of products. Set up and rearrange quick select buttons at the POS, by location or by register.

Edit Store Price Lists: View, edit, and apply price lists to a location or register (price list implemented by location).

Reports

This section outlines how to create and effectively utilize Sales Reports on Erply. All reports can be fine-tuned with filters. A custom report generator allows you to create comparative reports on anything within Erply.

Sales: Generate reports on sales summary, sales by customer, sales by location, item sales, cashier sales, detailed sales as invoices, accounts receivable, and more.

Cost of Goods Sold: Generate a summary report on the cost of goods sold, or a COGS report by customer, location, item, cashier sales, and detailed report by invoices.

Z-Report: Z-Reports show a summary of transactions from the Back Office.

Prepayments: Generate a report on prepayments invoices when customers make multiple payments on an order.

Overdue Invoices: Generate a report on outstanding invoices.

Invoices and Payments: Generate a report on invoices and payments.

Purchase: Generate a summary report on purchases, or a purchase reports on products and products group, late deliveries report, PO report, supplier report, and a detailed purchase report.

Inventory: Generate a summary report on inventory, or generate an inventory report on products in/out of stock, purchases and sales by selected periods, stock replenishment, and central purchasing.

Inventory Registrations: Generate a report on all inventory registrations, by a selected period or location.

Inventory Write-Offs: Generate a report on all inventory write-offs, by a selected period or location.

Inventory Transfers: Generate a report on items that have been transferred from one location to another.

Commissions and Time Clocks: Generate a report on sales by attendant, timelock entries, and commissions earned by employee.

Export to Accounting: Export Sales report to QuickBooks for accounting purposes.

See Login Activities: Generate a report on login activities by date, time, and username. View device info and login attempts.

See Timeclock Entries: Manually enter clock in/out times per employee and location.

See Logs of Deleted Items: Generate a report on deleted items by user, operation, and module.

Actual Reports: Create custom labels and document printouts, or create and modify document templates.

Make a Custom Report: Create a custom report that combines any information from existing Erply reports. Select what information to show or hide for each report.

Settings

The settings menu allows you to configure settings across your entire Erply account and fine-tune specific features.

Company Setting: Edit company-specific settings, such as address printed on invoices.

Add information setting: name, address, phone#, e-mail address, bank info.

Employee: Employee records in Erply are used to create employee logins for the back office and POS, as well as define their level of access within Erply.

User Group: Add or edit groups of employees with similar responsibilities. Set up their permissions levels to give varying levels of access to the Back Office, POS, and API, or to view, add, edit, or delete specific items within Erply features.

Users: Create user login credentials for employees to access the system, such as a username and password.

Configuration as: Enter general configurations, such as languages, time zones, number/date formats, currency, tax rate, commision, and more.

Customer Groups: Add customer groups to keep track of customers’ purchase habits, or set up a reward program.

Product Group: Create product groups.

Setup Location and Registers: Add a new location or register.

Accounting: You can set up Erplybooks, an alternative accounting software to Quickbooks that pulls data directly from your Erply account.

Webstore: Erply can be integrated with several e-commerce solutions, such as Shopify or WooCommerce. From the Erply back office, you can view, add, edit, and remove pages synced from your webshop to your Erply account.