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    invoices and sales

    Client Merge Plugin

    What is the client merge plugin? Erply’s client merge plugin allows you to combine two or more customer accounts into one. You can merge the following customer data within Erply: Customer accounts Rew...

    Customize Your Receipts

    To print completely custom POS receipts, contact Erply support to have the POS AR Receipt/Set Custom Printout for POS plugin added to your account.There are multiple ways for configuring a receipt in ...

    Save vs Confirm

    Benefits of Saving a Document for LaterWork cross-departmentallyHaving the ability to save documents for later opens the door to flexible workflow opportunities.For example: Invoices can be created an...

    Prepayment Invoices

    A prepayment invoice is an invoice that allows you to accept advance payments from your customers. Prepayments are used when customers will be making more than one payment on an order.Benefits of Prep...

    Pay for Back Office invoices at the POS

    Benefits of paying for an invoice in POSWith the new “Pay for an invoice in POS” plugin, you can maximise productivity by creating invoices on any computer and heading over to the POS to take payments...

    Shopify connector setup and features

    Table of Contents Features Setup Usage FAQ covering the following topics: Multiple stores / warehouses Languages Multiple categories Product / category attributes Changes made in shop Non-stock, relat...

    Change Starting Numbers for Sales Documents

    Benefits of Changing Starting Numbers for Sales DocumentsImprove internal document sortingCreate a document numbering system that allows your employees to identify documents at a glance. For example, ...

    About the Invoice app

    The Erply Invoicing app is here!Mobile invoicing just got a lot easier. Erply’s Invoicing app allows you to quickly send invoices and other sales documents via your mobile device. Get Erply Invoice fo...

    Importing purchase invoices

    How to import purchase invoicesThere are two steps to importing purchase invoices within Erply:Adding a blank purchase invoiceImporting purchase invoice details into a blank PIPlease note that any inv...

    User Groups

    Benefits of User GroupsMaintain secure systemsReduce administrative errors and protect business processes by grouping employees based on their daily responsibilities. User groups give your employees t...

    Erply Back Office Terminology

    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 ke...

    Store Credit

    Benefits of Store CreditSafer refundsStore credit can be used as an easy refund system. Payment processors charge extra for reverting a card transaction, and returning cash to customers may open up po...

    Change Bill To address on purchase documents

    This can be used to change the Bill To address on sales documents including Purchase Invoices, Purchase Orders, using Actual Reports document creator.We cover the following processes:How to add a new ...

    Add an Employee

    Benefits of multiple usersMaintain secure systemsReduce administrative errors and protect business processes by grouping employees based on their daily responsibilities. For example: allow managers to...

    Classic Back Office Version 4.31.0, 4.31.1

    Oct 14, 2020 New Features "Customer Group" filter has been added to the "Invoices", "Orders" and "Quotes" modules. The page "Inventory > Physical stocktaking (mobile)" now contains links to new mobile...

    Classic Back Office Version 4.30.0, 4.30.1

    Sep 23, 2020 New Features Stock Replenishment Report can now be configured to create one single Purchase Order for all products, not separate Purchase Orders per supplier. See Settings > Configuration...

    Berlin Back Office Version 5.29.0

    October 21, 2020 New Features "Customer Group" filter has been added to the "Invoices", "Orders" and "Quotes" modules. The page "Inventory > Physical stocktaking (mobile)" now contains links to new mo...

    Purchase orders

    Benefits of purchase ordersPurchase orders are essential for keeping track of items you order from Suppliers. Purchase Orders can be utilized to keep track of items you’ve ordered, received, or plan o...

    Classic Back Office Version 4.32.0

    October 29, 2020 New Features Invoices, sales orders and quotes can now be searched by custom number; search field "Custom number" has been added. Improvements A few Latvian translations have been upd...

    POS Brazil Version 4.18.0

    FeaturesCurrency format (numberformat) now also used in:recent-: -layaways, -orders, -sales, -invoices, -offersgift card popupproduct informationemployee statsclose day main popup + tenderspayment mod...

    Packages

    Benefits of Using PackagesFill purchase documents with easeIf your product card has package information attached to it, you can easily fill purchase invoices and orders. Instead of ordering by piece, ...

    Sales Documents

    Properties of a Sales DocumentA sales document is associated with a customer and a location. (The sale is made to one specific customer, in one specific location.)A sales document may be confirmed or ...

    Assignments

    The Assignments is a module with a calendar and activities. That includes device or vehicle maintenance and management.If you are interested in this extra feature, please get in touch with our custome...

    Classic Back Office Version 4.50.4

    November 4, 2021FixesSettings "Allow payments to be associated with prepayment invoices" and "Allow payments to be associated with sales orders" have been added to Settings > Configuration > "Associat...

    Berlin Back Office Version 5.46.1

    November 4, 2021FixesSettings "Allow payments to be associated with prepayment invoices" and "Allow payments to be associated with sales orders" have been added to Settings > Configuration > "Associat...

    Classic Back Office Version 4.52.0

    January 11, 2022New FeaturesNew tabs "Fulfilled" and "Unfulfilled" have been added the "Sales Orders" module.New configuration settings have been added:​​Settings > Configuration > "Store Credit" > "A...

    Berlin Back Office Version 5.48.0

    January 11, 2022New FeaturesIt is possible to assign a reason code to a promotion. On promotion form, there is a new drop-down field, titled "Reason code".Prepayments can now be filtered by "Not cance...

    Projects

    ERPLY project accounting summarizes the offers and invoices submitted to the customer on a project card, which shows the conditions under which the contract has been drawn up and how the settlements a...

    Function Buttons

    ButtonExplanationAllows the user to pull up the last 100 sales and print recent transactions that have been processed at the POS.Allows the user to look up any unfinished sales that need to be checked...

    Recurring Billing

    Recurring billing is a module where it is possible to define an invoice that is going to be created for the customer every month. Navigate to Sales -> Recurring billing.Note: To see the module, the “B...

    Customer Balance

    If a customer does not have an overdue balance in Erply but actually owes your business money, you will need to correct their balance so it is properly reflected in balance reports.This guide covers t...

    How to use the Invoice app

    Log into the Invoice appLogin with your Erply username, password,and account code. Contact support@erply.com if you forgot your credentials.Select a store location where the sales documents will be se...

    Erply to WooCommerce Setup Guide

    To be ready for data sync between Erply Back Office (BO) and WooCommerce integration, first of all, we need to prepare data in Erply BO. Parameter Sets in PIMIt is possible to create custom attributes...

    Berlin Back Office Version 5.24.0

    Jun 3, 2020 New Features Erply now supports restricting access by IP address. The feature can be turned on and the list of allowed IP addresses can be configured from Settings > Configuration. Access ...

    Dropshipping

    A dropshipped item is an item that is shipped directly from a supplier to a customer.This is a common fulfilment method used for online stores as you’ll never need to keep items stocked in a warehouse...

    Wholesaling With Erply

    Erply’s sales, inventory, order, and contact management tools are ideal for businesses that perform wholesaling operations. Powerful CRM ToolsGrow your CRM with valuable customer dataErply allows for ...

    Berlin Back Office Version 5.28.0

    September 16, 2020 New Features Stock Replenishment Report can now be configured to create one single Purchase Order for all products, not separate Purchase Orders per supplier. See Settings > Configu...

    Service or Non-Stock product

    Benefits of Non-Stock ProductsEasy way of including a service in an invoiceNon-stock products, as the name suggests, do not have inventory. This means that it's a perfect way to add service fees to in...

    Berlin Back Office Version 5.30.0

    November 2, 2020 New Features Invoices, sales orders and quotes can now be searched by custom number; search field "Custom number" has been added. ...

    POS Brazil Version 4.14.0

    FixesMatrix selection menu refactored - now works correctly with the setting to only allow variations that are in stockProductOrderEdit inputs now allow cursor key navigation againProductOrderEdit inp...

    Why are my products reserved?

    You can see that you have products in Lay-by? Here are the documents that keep products reserved.OrderWhen creating an order there’s a Lay-by option that you can tick for products to be reserved for y...

    Classic Back Office Version 4.39.0

    March 11, 2021 New Features Support for the new login form has been added. The ability to select multiple invoices and download these as XML has been added to the invoice list. Improvements Back offic...

    QuickBooks Export File: Explanation

    This is a short description of how back office assembles the QuickBooks export file (IIF file).SpecificationThe generated file is a collection of General Ledger entries. Each entry contains:A sum of m...

    Classic Back Office Version 4.57.0

    May 11, 2022New FeaturesReport generator:Fields "Twitter ID", "Facebook name" have been added to customer records.Fields "Survey Question ID", "Survey Answer ID" have been added to sales documents."Cu...

    Taxes

    Erply's tax system supports two somewhat similar, but different concepts:Sales tax (commonly used in the US);Value-added tax (VAT, common in many other countries around the world).An Erply account can...

    Actual Reports templates

    In Settings → Configuration, there is a new block of drop-down fields to associate each document type with an appropriate default Actual Reports template:It is possible to leave the field empty or add...

    Minimum rights required to make a sale

    This guide covers:Minimum user group settings required to make a saleHow to make a user group with minimum rights to make a saleHow to add a user into a user group, and how to grant them access to a s...

    Classic Back Office Version 4.26.0

    Jun 3, 2020 New Features Erply now supports restricting access by IP address. The feature can be turned on and the list of allowed IP addresses can be configured from Settings > Configuration. Access ...

    Duplicate Clients

    This guide explains how to remove duplicate customer entries. Please note that duplicate customer entries can also be combined using the Client Merge plugin.In the back office, navigate to Customers -...

    Why use Purchase Waybills and Purchase Invoice-Waybills?

    By default in Erply for a purchase document you have the Purchase Order and Purchase Invoice. However, there's also the option of including the use of the Purchase Waybill and Purchase Invoice-Waybill...

    WMS-2 Settings

    The first step for getting started with WMS system is language selection that can be done on the top left corner. Just click on the flag icon and select English, Estonian or Latvian. The rest of the s...

    API Version 1.70.5

    October 6, 2021ImprovementsThe check for duplicate documents in API call saveSalesDocument has been updated. API will now also detect a duplicate in a situation where the account already has multiple ...

    Classic Back Office Version 4.50.0

    October 27, 2021New FeaturesIn Reports > CRM, reward point balances can now be downloaded as a CSV file.In Sales > Orders, a filter "Show only orders with Web Shop Order Number" has been added.In repo...

    Berlin Back Office Version 5.46.0

    October 27, 2021New FeaturesIn Reports > CRM, reward point balances can now be downloaded as a CSV file.In Sales > Orders, a filter "Show only orders with Web Shop Order Number" has been added.In repo...

    3. Frequently Asked Questions

    Cashier applies a 5% discount but the receipt displays it as "4.9%" or "5.1%". Why is it showing inaccurate information?A discount changes the price. Prices, however, are always rounded: it is not pos...

    2. Two Methods: Prices With Tax / Without Tax

    Erply supports two different principles for calculating invoice totals.Calculation based on net prices ("NetPrice" for short);Calculation based on prices with tax ("PriceWithTax" for short).These two ...

    Option buttons

    ButtonExplanationRemoves all products/discounts from the current sale to start over. Hotkey F4 will also do this.Saves the created shopping cart to finalize the sale later. Saved sale appears in the P...

    Classic Back Office Version 4.21.0

    January 16, 2020 New Features Identity Integration Logging in to Classic back office now automatically produces a JSON Web Token (JWT). The token is made available to Javascript plugins running in bac...

    Berlin Back Office Version 5.19.0

    January 20, 2020 New Features Identity Integration Logging in to Berlin back office now automatically produces a JSON Web Token(JWT). The token is made available to Javascript plugins running in back ...

    Classic Back Office Version 4.21.1

    January 22, 2020 New Features It is now configurable whether Erply should automatically select the first contact person and first address when user picks a customer to a sales document. By default, bo...

    Account Sales (Berlin POS)

    Benefits of Account Sales Account sales feature is mostly used by Erply retailers dealing with wholesale customers who in many cases prefer to pay for the goods later, usually by bank transfer. Theref...

    Berlin Back Office Version 5.31.0

    November 16, 2020 New Features Tax rate archival. When a tax rate is no longer needed, it can be 'archived', to hide it from drop-down lists. A reorganized main menu. The new menu can be activated wit...

    Classic Back Office Version 4.37.0

    February 1, 2021 New Features Feature "Copy user group" has been implemented. Feature "Reason code on purchase returns" has been implemented. The feature can be enabled from Settings → Configuration →...

    Berlin Back Office Version 5.34.0

    February 1, 2021 New Features Feature "Copy user group" has been implemented. Feature "Reason code on purchase returns" has been implemented. The feature can be enabled from Settings → Configuration →...

    POS Brazil Version 4.16.0

    FixesAsk user for a cash in/out reason code if there are any reason codes with particular type in BOPrinting for wrapper printers which require prerendering (TSP-100 series)Fixed issue with NetsCloud ...

    All products don't have Product Cost on reports?

    You have realized that when looking at reports some of the products have the product cost/warehouse price/purchase price shown as 0. Here are some ways to figure out where that price is coming from. 1...

    Can I see what was deleted?

    If you know something from your account was deleted here’s how you can check. Activity Log When you go Settings - Log of deleted items you are able to see if someone has recently deleted anything. You...

    Additional plugins

    We have created a lot of additional solutions as (plugins) that are not installed on accounts by default.This article lists the most used and needed ones. If you are interested in additional features ...

    Classic Back Office Version 4.51.0

    December 1, 2021 New Features Accounts in Saudi Arabia will now produce the required QR code on receipts automatically. Adds a new tax setup report in Reports > Location Tax Setup. This can be used to...

    Berlin Back Office Version 5.47.0

    December 1, 2021 New Features Accounts in Saudi Arabia will now produce the required QR code on receipts automatically. Inventory write-off form and registration form now displays the inventory quanti...

    Product search with floating window

    Product search with floating window plugin purpose is to add an option to search for products on sales or inventory documents with a floating window.For enabling this plugin on your Erply account, con...

    Berlin Back Office Version 5.55.0

    July 13, 2022New FeaturesNew setting: should Actual Reports template dropdowns list both predefined templates and user-created templates, or only the user-created ones? See Settings > Configuration > ...

    Offline Warehouse

    Benefits of Offline WarehouseManage returned items to decrease inventory lossThe offline warehouse is a dedicated location to host damaged or broken items.When a customer returns an item, your team ma...

    Warehouse Management System (WMS)

    What is Erply’s Warehouse Management System (WMS)? WMS is an all-in-one tool to manage your warehouse that can be accessed from virtually any device. Rapidly fulfill orders, inventory transfers, and o...

    Erply Reports explained

    Erply Reports explained This guide explains the data values in each of Erply’s reports. Sales reports Sales Summary report Sales Summary Period: The dates from which the information is gathered. This ...

    Error codes

    This is a list of error codes that API calls may return.An error code is always returned in the "status" block, in field "errorCode". If the error is related to a specific input parameter, you will fi...

    How to export sales data

    Below we’ll cover two different ways to export sales data in the Erply back office:Sales reportsExport to accounting (Quickbooks)Sales reportsSales reports allow you to pull detailed sales information...

    Berlin Back Office Version 5.35.2

    February 19, 2021ImprovementsWhen creating an invoice from a sales order, or copying a sales document, check box "Print discounts on invoice" will now be copied, too.FixesFixed: Back office now allows...

    Berlin Back Office Version 5.36.0

    March 11, 2021 New Features Support for the new login form has been added. Improvements Back office now supports email addresses with Internationalized domain names. Setting "Creating an invoice / ord...

    Classic Back Office Version 4.60.0

    July 13, 2022New FeaturesNew setting: should Actual Reports template dropdowns list both predefined templates and user-created templates, or only the user-created ones? See Settings > Configuration > ...

    Multi-currency module in POS

    What is multi-currency module? Erply has an additional functionality to use the different currencies on your account. It will allow to have more detailed reports and the ability to accept payments in ...

    Temporary products (VAR-products)

    This plugin lets users create temporary products which are automatically archived when no longer needed.Plugin only supports regular products. Bundle, Assembly, Matrix and matrix variations are not su...

    Recent Sales

    Benefits of recent salesOne-click sales history for faster customer serviceNeed to quickly reprint a receipt or help a customer find an order that they recently purchased? Erply lets you view the last...

    Sales In ERPLY Back Office

    Create a Sales Document in Erply Back OfficeNavigate to Sales -> Create an Invoice.Follow these steps to configure the sales document.Step 1: Select the invoice type.Step 2: Select the customer.Step 3...

    Physical Stocktaking

    OverviewA physical stocktaking is used to double-check and correct inventory counts in Erply. The physical stocktaking process consists of:Physically counting the items.Confirming the counts in Erply ...

    Change the Language in Erply

    Optimize customer communicationsSay you have a store when a majority of customers prefer to receive receipts in French, but your POS staff prefer to use English. Erply’s language settings can be confi...

    Payments

    View PaymentsThe Payments module allows you to see all payments that have added to Erply. It is possible to see an invoice that is connected to the payment, client, date, amount and print out the paym...

    API Version 1.53.9

    October 8, 2020 New Features API call getSalesDocuments, when called with input flag "nonReturnedItemsOnly", now inspects JSON field CreditInvoice.creditedStableRowID on credit invoice rows to figure ...

    API Version 1.58.0

    December 8, 2020 New Features Promotions "Spend and Get $ Off Your Purchase" and "Spend And Get % Off Everything" now support product and product group restrictions. The "Spend" requirement can be def...

    Classic Back Office Version 4.38.3

    February 19, 2021ImprovementsCzech translation has been added.Invoice numbers with 11+ digits are now supported on all accounts, and no longer require a configuration parameter.Enabling or disabling p...

    Inventory.com setup and features

    Welcome to Inventory.com! Inventory is a webshop platform created as a free addition to Erply, our ERP system. All product, customer, pricelists, warehouse, company etc., information is located in Erp...

    Get Documents Only From Current Location

    In Brazil POS, the user is able to configure settings to be able to see documents that were made only in the current location. Documents from other locations will then be hidden in the current POS loc...

    Sales Returns in the POS

    Benefits of Product ReturnsIncrease customer loyalty and long-term profits92% of customers will buy something again if the return process is easy. Customers are more likely to spend money at the store...

    Product Return / Credit Invoice

    Benefits of Product ReturnsBoost store trafficCustomers are more likely to make a purchase once they enter your store. Enabling partial or full returns encourages them to add an item to their order, t...

    Alert Client Notes

    What is the Alert Client Notes plugin? Erply Alert Client Notes plugin is used for displaying relevant information when creating a sales document in the back office. The purpose of the plugin is to no...

    Classic Back Office Version 4.23.0

    April 14, 2020 New Features Promotions can now be grouped into "promotion tiers". Organizing promotions into tiers will affect the order in which promotions are applied. The new order is as follows: P...

    Berlin Back Office Version 5.21.0

    April 14, 2020 New Features Account administrators can now enable two password policy settings: Users are required to regularly change their passwords.The password update interval is configurable. Imp...

    Sales Document Import

    Sales Import SheetThe format of the file to import sales documents should be the same as in the sample file, which you can download from HERE. File format must be CSV. The following columns are requir...

    Quotes / Offers

    The quote does not book products, does not move goods, or generate turnover - it is an offer. The quote will be sent to the customer after preparation and will be confirmed after receiving confirmatio...

    Why can't I change the Inventory Transaction Date?

    On sales documents like Invoice - Waybill, Receipt, Waybill and Credit Invoice plus purchase document Purchase Invoice or with separate document types Purchase Waybill and Purchase Invoice - Waybill a...