Setting up an ERP system is like starting your business all over again but in the virtual world. Thankfully it is not as hard as the real business and you get to do a trial too!

To get an ERP implementation right, the implementor needs to set aside time and perform the implementation with dedication. Usually, this is not your post work side project you spare a couple of hours on.

You’ll find the global configuration options here, for module-wise setup, visit the respective modules.

Video Tutorials 

1. Basic Setup 

1. Intoduction to IONIC ERP Course
2. User and Permissions

2 Data and Printing 

1. Data Import Tool
2. Printing and Branding

3 Email and SMS 

1. Email Account
2. Email Inbox

4 Files 

1. File Manager

5 Sales 

1. Customer and Supplier
2. Item and Pricing
3. Opening Invoices Creation Tool
4. Opening Stock

Taxes are compulsory contributions to the state/country revenue.

One of the primary motivators for compulsory use of accounting tools is the calculation of taxes. ERPNext allows you to make configurable tax templates that you can apply to your sales or purchase transactions.

1. Tax Accounts 

For Tax Accounts that you want to use in the tax templates, go to:

Home > Accounting > Chart of Accounts

Select an account and click on edit. Select the ‘Account Type’ as ‘Tax’ for the account.

2. Sales Taxes and Charges Template 

Sales Taxes and Charges Template fetched taxes for your sales transactions like Sales Order and Sales Invoice. Read Sales Taxes and Charges Template to know more.

3. Purchase Taxes and Charges Template 

Purchase Taxes and Charges Template fetched taxes for your sales transactions like Purchase Order and Purchase Invoice. Read Purchase Taxes and Charges Template to know more.

4. Item Tax Template 

The tax set in Item Tax Template applies specifically to an Item or an Item Group. It is given preference over the Sales/Purchase Tax Template. Read Item Tax Template to know more.

5. Tax Category 

Tax category helps in automatically applying sales/purchase tax templates in your transactions based on the customer/supplier chosen. Read Tax Category to know more.

Defining and achieving sales goals/targets can help your company reach new goals and increase revenue.

1. Monthly sales targets can be set for a Company via the Company master under the Sales Settings section. By default, the Company master dashboard displays month-wise past sales stats.
2. You can set the Sales Target field to track progress against the graph:
3. The target progress is also shown in notifications:

Default values for documents like Currency, Fiscal Year, etc, can be set from Global Defaults.

The values set here will impact all users and the default values for various fields will be set for them.

To access Global Defaults, go to:

Home > Settings > Global Defaults

Or search from the search bar.

Whenever a new document is created, these values will be set as default.

• Default Company
• Current Fiscal Year
• Country
• Default Distance Unit
• Default Currency
• Hide Currency Symbol
• Disable Rounded Total
• Disable In Words

The Default Distance Unit is used to calculate the total distance in Delivery Trips.

System Setting contains settings for system-wide configuration of the account.

You can localize ERPNext to use particular timezone, date, number or currency format, and also set global session expiry via System Settings.

To open System Settings, go to:

Home > Settings > System Settings

1. Sections in System Settings 

1.1 General 

• Country: You can set the default country here, this will be fetched when creating new addresses. If your company has multiple branches in different countries, choose the head office location.
• Time Zone: Sets time automatically based on the time zone.
• Language: Sets the global language for the ERPNext account. Then language will be changed in all the menus, transactions, masters, etc.
• Disable Document Sharing: Disables share access for all users across the system (except Administrator) to make sure access is only given via permissions. Users will only be able to view who the document is shared with and not share the document itself. Additionally, assigning a document to a user will be blocked if the assignee does have access to the document.

1.2 Date and Number Format 

• Date Format: Format in which dates will be displayed. For e.g., dd.mm.yyyy or mm/dd/yyyy. This depends on how dates are formatted in your region.
• Time Format: Format in which time will be displayed. You can choose to show (HH:mm:ss) or hide seconds by setting the option as (HH:mm) .
• Number Format: Format in which numbers will be formatted. For e.g., 1,000 or 1000.00.
• Float Precision: The number of zeros displayed after the decimal point for quantities etc. The range is 2-9. Default is 3.
• Currency Precision: Number of zeros displayed after the decimal point for currency values. If left blank, it will be based on the Number Format.
• First Day of the Week: This can be used to configure the day for start of the week. This affects dynamic filters for week used in list and report views, date seletion layout and calendar view.
• Rounding Method: Specifies rounding method to be used everywhere. The default rounding method is Banker’s Rounding which rounds 0.5 to nearest even number. “Commercial Rounding” which rounds 0.5 to next number away from zero, e.g. 1.5 becomes 2.0 and -1.5 becomes -2.0 when rounded.

1.3 Backups 

In ERPNext you can backup the database as well as your files. Database backups are created automatically while file backups need to be downloaded explicitly.

This field shows the number of backups after which older ones will be deleted. By default, 3 backups are saved over 24 hours. New backups are automatically created every few hours and the newest backup will overwrite the oldest one. For a backup of files, click on the Download Files Backup button in the Download Backups form.

Keeping regular backups of your system is a good practice in case of any mishap and you want to roll back or just for your records.

1.4 Permissions 

Using permissions, you can limit user access to document types. The limitation can be based on fields like Company, Territory, Branch, etc. To know more about User Permissions, click here.

If Apply Strict User Permissions checkbox is ticked and User Permission is defined for a DocType for a User, then all the documents where the value of the link is blank, will not be shown to that User.

This is done from:

Home > Users and Permissions > Permissions > User Permissions

For example: If you set User Permissions for Territory and set the value as India. If the checkbox is unticked, all transactions (sales orders, quotations) with India and blank will be shown to the users.

If the Apply Strict User Permissions checkbox is ticked, documents, where Territory is blank, will not be shown to the users.

1.5 Security 

• Session Expiry: Number of idle hours after which you’ll be logged out of a session. This helps in better security. For example, if there is no activity for 6 hours, your account will be logged out.
• Session Expiry Mobile: Session expiry when logged in from a mobile phone.
• Document Share Key Expiry (in Days): Number of days after which “document web link” sent via email will be expired.
• Allow only one session per user: If you want to use a single set of credentials for multiple users, tick this checkbox. The number of simultaneous sessions can be changed under User master. Mobile phone sessions are not counted here.
• Allow Login using Mobile Number: By checking the ‘Allow Login using Mobile Number’ checkbox, you can log in to ERPNext using a valid mobile number set in your User account.
• Allow Login using User Name: Allow user login via their username set in the User master.
• Show Full Error and Allow Reporting of Issues to the Developer: This will display the whole error on the screen and allow reporting issues. If you have technical knowledge in this area, you can get a better idea of the error by reading the whole message.
• Remove EXIF tags from uploaded images: Metadata stored in image files in the EXIF file format can be exploited to get sensitive user information. This option lets users remove that data from the images before uploading.
• Allow Older Web View Links (Insecure): The configuration that allows web links with no expiry. Note: Older web links (generated in v13) are considered to be insecure as they had no expiry. It is recommended to keep this configuration unchecked.

1.6 Password 

• Force User to Reset Password: Number of days after which a password reset is mandatory. 0 means no limit.
• Enable Password Policy: Enables a password strength checker so that users have to use strong passwords for their login.
• Minimum Password Score: Score for the password strength checker
  • 2 is medium
  • 3 is strong
  • 4 is very strong

  The complexity is based on the number of characters, capitalization, special characters, etc.

• Reset Password Link Expiry Duration: This configuration is used to set the duration after which the newly created reset rassword link gets expired. The default expiry for reset password link is 20 minutes. Setting it to “0 Seconds” disables the “Reset Password Link Expiry” functionality.
• Password Reset Link Generation Limit: Using this configuration the limit for number of password reset requests per hour can be set. The default limit is 3. Setting it to 0 will allow unlimited password reset link generation requests.

1.7 Brute Force Security 

• Allow Consecutive Login Attempts: Consecutive logins after which you’ll be locked out of the account for a specific period. This helps if an intruder tries to log in to your account.
• Allow Login After Fail: Seconds after which a login attempt will be allowed after consecutive unsuccessful attempts.

1.8 Two Factor Authentication 

Settings for Two Factor Authentication can be configured here.

On ticking ‘Enable Two Factor Auth’, the following two options will be seen.

• Bypass Two Factor Auth for users who log in from restricted IP Address: Users who log in from restricted IP addresses will not be asked for Two Factor Authentication. You can restrict IPs from User master under the Restrict IP field.
• Bypass restricted IP Address check If Two Factor Auth Enabled: If checked, all users can log in with Two Factor Authentication regardless if their IP is restricted or not.
• Two Factor Authentication method: Select the authentication method to be used – OTP App, SMS, or email.
• Expiry time of QR Code Image Page: Expiry time for QRCode image if “OTP App” is selected in the method.
• OTP Issuer Name of the One Time Password.

1.9 Email 

• Email Footer Address: Organization name, address, and other details can be added here. This will be set as default in all outgoing mails.
• Disable Standard Email Footer: If ticked, the standard email footer will be disabled for outgoing emails.
• Hide footer in auto-email reports: If ticked, footers will be hidden in Auto Email reports.
• Send document web view link in the email: ERPNext has a portal view available from where parties like Customers and Suppliers can sign up and view their order history. When you email a transaction to your party, you can also send a web link to view the same document on the portal of your ERPNext account. This option will enable this functionality.

1.10 Chat 

• Enable Chat: This option will enable the in-app chat which can be used to communicate with other employees.

1.10 System Updates 

• Disable System Update Notfication: This option disables all version update notfications triggered by the application.

A Letter Head contains your organization’s name, logo, address, etc which appears at the top portion in documents.

Every company has a default Letter Head. These Letter Head values are generally set as Header and Footer in the documents. In ERPNext, you can capture these details in the Letter Head master.

These details will appear in the Print Format of transactions like Sales Order, Sales Invoice, Salary Slip, Purchase Order, etc. In ERPNext, the Letter Head is only for setting up the top part of the document, other content is pre-formatted and can be configured via Print Format and Print Headings.

To access Letter Head, go to:

Home > Settings > Letter Head

1. How to create a Letter Head 

1. Go to the Letter Head list, click on New.
2. Enter a name for the Letter Head. You can create a separate Letter Head for different office locations.
3. Choose whether based on image or HTML.
4. You can enter details in a Letter Head by using:
   • Logo Image: Click on the Attach button to attach an image. Once the image is inserted, HTML for it will be generated automatically.
   • Other information (like Address, tax ID, etc.) that you want to put on your Letter Head.

   If you want to make this the default Letter Head, click on “Default Letter Head”.

5. After entering values in the Header and Footer section, save the Letter Head.

You can set the Letter Head based on HTML to make changes to it:

This is how the Letter Head looks in a document’s print.

Note that Footer will be visible only when the document’s print is seen in the PDF. Footer will not be visible in the HTML based print preview.

Buying Settings is where you can define properties which will be applied in the Buying module’s transactions. You can find Buying Settings at:

Home > Buying > Settings > Buying Settings

Let us look at the various options that can be configured:

1. Supplier 

1.1 Supplier Naming By 

When a Supplier is saved, system generates a unique identity or name for that Supplier which can be used to refer the Supplier in various Buying transactions.

If not configured otherwise, IONIC ERP uses the Supplier’s Name as the unique name. If you want to identify Suppliers using names like SUPP-00001, SUPP-00002, or such other patterned series, select the value of Supplier Naming By as “Naming Series”.

You can define or select the Naming Series pattern from: Settings > Data > Naming Series

Read Naming Series to know more about defining a Naming Series.

1.2 Default Supplier Group 

Configure what should be the default value of Supplier Group when creating a new Supplier. For example, if most of your suppliers supply you hardware, you can set the default as ‘Hardware’.

2. Purchasing 

2.1 Default Buying Price List 

Configure what should be the default Price List when creating a new Buying transaction, the default is set as ‘Standard Buying’. Item prices will be fetched from this Price List. You can modify the ‘Price List’ by using the arrow at the right-end of the field to change the currency and country.

2.2 Purchase Order Required 

If this option is configured “Yes”, IONIC ERP will prevent you from creating a Purchase Invoice or a Purchase Receipt directly without creating a Purchase Order first. If retail transactions are involved where the order happens offline, then Purchase Orders can be skipped. If you’re accepting sample Items, you can directly create a Purchase Receipt to receive the Items to your Warehouse.

This configuration can be overridden for a particular supplier by enabling the “Allow Purchase Invoice Creation Without Purchase Order” checkbox in supplier master

2.3 Purchase Receipt Required 

If this option is configured “Yes”, IONIC ERP will prevent you from creating a Purchase Invoice without creating a Purchase Receipt first. In case the Item being transacted is a service, it’ll not require a receipt, you can directly create an Invoice.

This configuration can be overridden for a particular supplier by enabling the “Allow Purchase Invoice Creation Without Purchase Receipt” checkbox in the supplier master

2.4 Maintain Same Rate Throughout Purchase Cycle 

If this is enabled, IONIC ERP will validate whether an Item’s price is changing in a Purchase Invoice or Purchase Receipt created from a Purchase Order, i.e. it will help you maintain the same rate throughout the purchase cycle.

You can configure the action that system should take if the same rate is not maintained in the “Action If Same Rate is Not Maintained” field:

• Stop: ERPNext will stop you from changing the price by throwing a validation error.
• Warn: The system will let you save the transaction but warn you with a message if the rate is changed.

Note: This field will only be visible if Maintain Same Rate Throughout Purchase Cycle is enabled.

2.5 Set Landed Cost Based on Purchase Invoice Rate 

If the purchase receipt rate and purchase invoice rate are not same and users wants to set the landed cost as per the purchase invoice then this feature will be useful.

Use Case

• Created Purchase Receipt for item A with rate as 100
• System has booked Stock In Hand with 100 rate
• After 2 days, user has created purchase invoice against the above purchase receipt
• After 2 days because of change in exchange rate the rate in the invoice changed to 150
• Now purchase receipt has rate 100 where as Purchase invoice has rate 150
• If you want to adjust the Stock In Hand with Purchase invoice Rate (150) then this feature will be helpful

3. Allow Item to be added multiple times in a transaction 

When this checkbox is unchecked, an item cannot be added multiple times in the same Purchase Order. However, you can still explicitly change the quantity. This is a validation checkbox for preventing accidental purchase of the same item. This can be checked for specific use cases where there are multiple sources for the same material, for example in manufacturing.

Supplier Group is an aggregation of suppliers that are similar in some way.

A supplier may be distinguished from a contractor or subcontractor, who commonly adds specialized input to deliverables. A supplier is also known as a vendor. There are different types of suppliers based on the goods and products they supply.

IONIC ERP allows you to create your own categories of suppliers. These categories are known as Supplier Groups. For example, if your suppliers are mainly pharmaceutical companies and FMCG distributors, you can create a new Supplier Groups for them and name the groups accordingly.

To access Supplier Group, go to:

Home Buying > Supplier > Supplier Group

1. Prerequisites 

Before creating and using a Supplier Group, it is advised that you create the following first:

• Supplier

2. How to create a Supplier Group 

1. Go to the Supplier Group list, click on New.
2. Type a name for your new Supplier Category.
3. You can set a Parent Supplier Group for this Supplier Group.
4. Ticking the Is Group checkbox will make it a Parent Supplier Group.
5. You can also assign a default Payment Terms Template to the Supplier Group. Useful in a case where all your hardware suppliers take half payment on sales order and half post shipment.
6. Save.



You can classify your suppliers from a range of choices available in IONIC ERP. Choose from a set of given options like Distributor, Electrical, Hardware, Local, Pharmaceutical, Raw Material, Services etc. Classifying your supplier into different types facilitates accounting and payments.

3. Supplier Group Tree 

You can also construct Supplier Group in the form of a tree hierarchy, similar to Chart of Accounts.

To view the Tree structure, click on Tree from the sidebar. To go back to the list view, simply select: Menu > View List.

With the new User Permissions in place, you can now apply hierarchy based permissions. That is, if a User is permitted to view parent node of Supplier Group, he/she automatically qualifies to view the child nodes of that parent node.

For example, in the above image, let’s say that user permission is applied for a User to view ‘Distributor’ document. Then the user also gets permitted to view its child nodes ‘Book Distributor’, ‘Electronic Distributor’, etc.

Introduced in Version 14.

CRM Settings is where you can define properties, configuration, and validation which will be applied to the masters and involved in the pre-sales.

To access CRM Settings, go to:

Home > CRM > Settings > CRM Settings

Lead 

1. Allow Lead Duplication based on Emails 

If this is enabled, the system will allow users to create multiple leads with the same email address at the same time.

2. Create Event on Next Contact Date 

The system will auto-create an event doc for the next contact date of the Lead.

3. Auto Creation of Contact 

The system will automatically create a Contact doc on the creation of a Lead. Which will link to that newly created lead.

Opportunity 

1. Close Replied Opportunity After Days 

If there are many Opportunities having a status other than Open, then they will be auto-closed after the no. of days mentioned in this field.

2. Create Event on Next Contact Date 

The system will auto-create an event doc for the next contact date of the Opportunity.

Quotation 

1. Default Quotation Validity Days 

Quotations to the customer are valid only for certain days. In the Quotation, you can update Valid Till Date manually. By default, the Valid Till date is auto-set as 30 days from the Quotation’s Posting Date. You can change the no. of days in this field as per your business case.

Other Settings 

1. Campaign Naming By 

Just like for Customer, you can also configure the naming methodology for the Campaign master. By default, a campaign will be saved with Campaign Name.

2. Contract Naming By 

Just like for Campaign, you can also configure the naming methodology for the Contract master. By default, a campaign will be saved with Party Name.

3. Carry Forward Communication and Comments 

If this is enabled, When converting a Lead into Opportunity and Opportunity to Quotation, the system will auto copy the emails and comments from the source document.

Sales Person is a person who sells your products/services.

Sales Persons are created in hierarchical manner in IONIC ERP. You can create sales persons and add other sales persons under the main sales persons.

To access the Sales Person list, go to:

Home > Selling > Selling > Sales Person

It can also be accessed from: Home > CRM > Settings > Sales Person

1. How to Create a Sales Person 

1. Go to the Sales Person list and clic on New.
2. Enter the Sales Person Name.
3. Select the Employee for the Sales Person.
4. Tick ‘Group Node’ checkbox, if you would like to add more Sales Person under this Sales Person.
5. Click on ‘Create New’.

2. Features 

2.1 Sales Person in Transactions 

You can use Sales Person sales transactions like Sales Order, Delivery Note and Sales Invoice. Read Sales Persons in Sales Transactions for more details.

2.2 Assign Sales Targets to Sales Person 

You can assign sales target for sales person and track the progress. Read Sales Person Target Allocation for more details.

Customer Group is an aggregation of customers that are similar in some way.

Customer groups allow you to organize your customers. Typically Customers are grouped by market segment based on the domain in which a business operates. Customer Groups are created in hierarchical manner in IONIC ERP. You can create a main customer group and add sub customer groups under it.

You can define a price a list which will be automatically applied to all customers belonging to that group. You can also get trend analysis for each group. Individual, Commercial and Government customer groups are created by default. You can add your own customer groups based on your requirement like retail, wholesale etc.

1. How to Create a Customer Group 

1. Go to CRM > Settings > Customer Group.
2. Click on a parent customer group like ‘All Customer Groups’.
3. Click on ‘Add Child’.
4. Enter ‘Customer Group Name’.
5. Tick ‘Group Node’ if you would like to add sub customer groups under this.
6. Click on ‘Create New’.

Tip: If you think all this is too much effort, you can leave it at “Default Customer Group”. But all this effort, will pay off when you start getting reports. An example of a sample report is given below:

2. Features 

2.1 Assign Credit Limit, Default Price List, and Default Payment Terms Template 

You can assign the credit limit, Price List, and Payment Terms and they will be automatically applied when a customer belonging to the customer group is selected in sales transactions like Sales Order and Sales Invoice.

2.2 Default Receivable Account 

You need not create a separate accounting ledger for each customer in IONIC ERP. Read Common Receivable Account for more details.

If you need a separate receivable account for a customer, you can add the same in ‘Default Receivable Account’ section.

An Email Group is a list of subscriber email IDs to which you send newsletters.

You can manage subscribers by grouping them into different groups.

You can group existing and potential customers into different groups based on their territory or products they are interested in. You can group the email ID of all employees so that you can share information with them.

To access the Email Group list, go to:

Home > Settings > Email > Email Group

1. How to Create an Email Group 

1. Go to the Email Group list and click on New.
2. Enter ‘Title’.
3. Click on ‘Save’
4. Click on Action > Add Subscribers.
5. Enter Email Addresses.
6. Click on ‘Add’

2. Features 

2.1 Import Email IDs from Transactions 

You can import email IDs from existing transactions.

Click on Action > Import Subscribers and select a transaction like Lead. Click on Import and all the email IDs mentioned in the email IDs will be imported.

2.2 Email Templates 

You can specify the confirmation email and welcome email template for the email group. A confirmation email will be sent to confirm a person’s subscription to your newsletter. The welcome email is sent when the person confirms their subscription to your email newsletter.

Confirmation Email Template: This email template is used to replace the default template sent for newsletter subscription. The confirmation email generated via this template is sent when someone subscribes to the Email Group Website. Welcome Email Template: Whenever a subscriber is added to an email group after confirmation, the email template set here will be sent to them.

A contract is a legally binding agreement between a Supplier and a Customer over the sale or products or services.

A contract is legally enforceable because it meets the requirements and approval of the law. An agreement typically involves the exchange of goods, services, money, or promises of any of those.

To access the Contract list, go to:

Home > Sales Pipeline > Contract

1. How to Create a Contract 

1. Go to the Contract list and click on New.
2. Choose the Customer.
3. Enter the Contract Terms. A template can also be created for easily fetching the terms.
4. Save. 

Party User: The employee from your Company who is in contact with the Customer.

1.1 Statuses 

• Unsigned: The Contract has not yet been signed by the Customer.
• Active: The Contract has been signed and is active under the Contract Period.
• Inactive: The Contract is out of the Contract Period and not valid anymore.

2. Features 

2.1 Contract Period 

The Start and End date within which the Contract is valid.

2.2 Signee Details 

This section will appear when the ‘Signed’ checkbox is ticked to indicate that the Customer has signed and accepted the Contract.

• Signee: Enter the name of the person that has signed the Contract.
• Signed On: The date on which the Contract was signed.

2.3 Contract Details 

Enter the terms of the Contract in the Contract Terms field. You can create a Contract Template and the template can be selected to fetch the Contract Terms.

2.4 Fulfilment Details 

If the Contract requires some fulfilment from the Supplier’s (your) end, their details can be recorded in the Fulfilment Terms table.

• Requirement: Enter a requirement that needs to be fulfiled. For example, ‘installation’.
• Notes: Any notes about the requirement can be entered here.

2.5 Contract Template 

A contract template is a standardized outline of a contract without the specifics involved. You can create a new template by going to:

Home > CRM > Contract Template

You can create templates by using Jinja. Eg:

The parties enter into this contract on {{ start_date }}.

When you create a new contract using this template, the {{ start_date }} is replaced by the date entered into the field of the same name.

2.6 References 

If the Contract can be linked to a transaction in ERPNext. Select the transaction type and the specific transaction. The documents that can be linked are:

• Quotation
• Project
• Sales Order
• Purchase Order
• Sales Invoice
• Purchase Invoice

You can find all settings related to booking appointments in Appointment Booking Settings.

1. Enable Appointment scheduling 

This checkbox will enable appointment scheduling and also enable the /book_appointment Route for website users (your customers). Your customers will see a portal view. To know more, visit the Appointment Page

2. Agent Details 

In this section, you can add details about agents, such as their working hours and holidays.

2.1 Availability of Slots 

Here you can set the timing in which your agents are available to attend an appointment. This is set per day of the week. Each row represents a continuous block of time, you can have multiple entries for each day of the week.

For example if your agents work Monday to Friday, 9am to 5pm but with a lunch break at 1.30 for half and hour. You will need to create two entries for each day. One from 9am to 1.30pm and another from 2pm to 5pm.

2.2 Agents 

This is the list of agents which will be autoassigned to appointments. The number of appointments which can exist in one timeslot also depends upon the number employees in this list.

2.3 Holiday list 

You can link a (holiday list)[https://erpnext.com/docs/v13/user/manual/en/human-resources/holiday-list] here to apply to the appointment schedule. If the day is a holiday, scheduling an appointment on that day won’t be allowed.

3. Appointment Details 

This section contains details about the appointment themselves.

3.1 Appointment Duration in minutes 

The duration of appointment in minutes. This is used to calculate appointment timeslots for the web portal. Changing this does not affect the appointments created before the change.

3.2 Notify Via Email 

Enabling this checkbox will send an email to the participants of the appointments i.e. your employee and the customer on the day of the appointment. Changing this checkbox does not affect the appointments created before the change.

3.3 Number of days appointment can be books in advance 

This is the number of days the appointment can be booked in advance. If the Holiday List provided above ends before the date calculated using this number, appointment scheduling will be stopped at the end of holiday list end.

4. Success settings 

4.1 Success Redirect URL 

This is the URL where the user will be redirected on creation of successful appointment creation via Web Portal. This redirect will not occur when creating appointments from within Desk UI. Leave blank for home. This is relative to site URL, for example “about” will redirect to “https://yoursitename.com/about”

The HR module has a setup process where you create the masters for all the major activities.

Organization Setup 

To setup your Employee master you must first create:

• Employment Type (like Permanent, Temp, Contractor, Intern etc).
• Branch (if there are multiple offices).
• Department (if any, like Accounting, Sales etc).
• Designation (CEO, Sales Manager etc).
• Grade (A, B, C etc, usually based on seniority).

Check Setup for more details on each of masters, global HR Settings and other configurations.

Leave Setup 

To setup Leaves, create:

• Leave Type (like Sick Leave, Travel Leave etc)
• Holiday List (list of annual holidays for the year – these days will not be considered in Leave Applications)
• Leave Policy to effectively track and manage Employee leaves across the company

You can read Leaves for a detailed description about how you can configure and manage Leaves.

Payroll (Salary) Setup 

In Frappe HR, salaries have two types of components, earnings (basic salary, expenses paid by the company, like telephone bill, travel allowance etc) and deductions (amounts deducted for taxes, social security etc). You can create and assign salary structures to employees and Frappe HR simplifies most of the payroll processing for you.

Read more about setting up your payroll and how Frappe HR simplifies payroll processing in Salary and Payroll.

If you intend to configure Frappe HR to calculate Income Tax deductions automatically based on multiple Salary Slabs, Setting Up Income Tax Deduction will help you understand how you can set this up properly.

Recruitment 

It is important for enterprises to plan their manpower recruitment for future periods. Frappe HR allows you to define recruitment plans at group company level. Subsidiary companies can create and publish job openings based on the group company plans, making it easy to manage your hiring process. To understand how you can set this up, check Staffing Plan

If you have an active Staffing Plan, every time you create a new Job Opening Frappe HR will validate the open positions and current employment count with the Staffing Plan.

In order to facilitate daily reporting of employees, you can configure IONIC ERP HR to request employees to send their work summaries through email. Daily Work Summary is an automated way of getting the daily work reporting of employees in an organization.

To configure a new Daily Work Summary Group, go to:

> Human Resources > Settings > Daily Work Summary Group

You can set multiple groups with different set of ‘Users’ from your user list with different ‘Send Emails At’ time and with separate ‘Holiday List’ for each.

You can also choose to customize the ‘Message’ you send to users.

1. Prerequisites 

Before creating a Daily Work Summary Group, it is necessary you create the following:

• Email Account

2. How to create a Daily Work Summary Group 

1. Go to: Daily Work Summary Group > New.
2. Enter the name of the Daily Work Summary Group.
3. Enter the User’s names in the ‘Users’ table.
4. Set the ‘Send Emails At’ time. This is the time the Daily Work Summary email will be sent.
5. Select Holiday List (optional). On these days, the Daily Work Summary email won’t be sent.
6. In the Reminder section, enter the mail Subject and type in the Message.
7. Save.

>Note:

>1. If no Holiday List is selected, then the email will be sent every day. >2. Name of the “Daily Work Summary Group” will be sent as the title for daily summary email. >3. Mail will not be sent to the users of a disabled Daily Work Summary Group.

Selling Settings is where you can define properties and validations which will be applied to the masters and transactions involved in the sales cycle.

To access Selling Settings, go to:

Home > Selling > Settings > Selling Settings

Customer Defaults 

1. Customer Naming By 

When a customer is saved, a unique ID is generated for that Customer.

By default, Customer ID is generated based on Customer Name. If you wish to save Customer using a naming series, in the field Customer Naming Series, set value as “Naming Series”. Example of Customer ID’s saved in Naming Series – “CUST00001, CUST00002, CUST00003…” and so on.

You can set Naming Series for Customers from:

Setup > Data > Naming Series

2. Default Customer Group 

Select a default Customer Group which will be auto-updated when creating a new Customer.

Quotations can be created for the Customers as well as for the Leads. When converting a Quotation into a Sales Order, which is created for a Lead, the system attempts to convert that Lead into a Customer. While creating Customer in the backend, the value for Customer Group is picked from Selling Settings. If no default values are found for Customer Group, then you will receive a validation message asking for the Customer Group. You can also manually convert a Lead into a Customer.

3. Default Territory 

Select a default Territory which will be auto-updated when creating a new Customer.

Quotations can be created for the Customers as well as for the Leads. When converting a Quotation into a Sales Order, which is created for a Lead, the system attempts to convert that Lead into a Customer. While creating Customer in the backend, the value for Territory is picked from Selling Settings. If no default values are found for Territory, then you will receive a validation message asking for the Territory. You can also manually convert a Lead into a Customer.

CRM Settings 

1. Campaign Naming By 

Just like for Customer, you can also configure the naming methodology for the Campaign master. By default, a campaign will be saved with Campaign Name.

2. Default Quotation Validity Days 

Quotations to the customer are valid only for certain days. In the Quotation, you can update Valid Till Date manually. By default, the Valid Till date is auto-set as 30 days from the Quotation’s Posting Date. You can change the no. of days in this field as per your business case.

3. Close Opportunity After Days 

If there are many Opportunities having a status other than Open, then they will be auto-closed after the no. of days mentioned in this field.

Item Price Settings 

1. Default Price List 

Price List set in this field will be auto-updated in the Price List field of sales transactions like Quotation, Sales Order, Delivery Note, and Sales Invoice.

2. Maintain Same Rate Throughout Sales Cycle 

If this is enabled, IONIC ERP will validate whether an Item’s price is changing in a Delivery Note or Sales Invoice created from a Sales Order, i.e. it will help you maintain the same rate throughout the sales cycle.

3. Action if Same Rate is Not Maintained Throughout Sales Cycle 

You can configure the action that system should take if the same rate is not maintained in the “Action If Same Rate is Not Maintained Throughout Sales Cycle” field:

• Stop: IONIC ERP will stop you from changing the price by throwing a validation error.
• Warn: The system will let you save the transaction but warn you with a message if the rate is changed.

Note: This field will only be visible if Maintain Same Rate Throughout Sales Cycle is enabled.

4. Role Allowed to Override Stop Action 

Allow users to add role to override “Stop” action for Maintain Same Rate Throughout Sales Cycle, if Action if Same Rate is Not Maintained was set to Stop.

Note: This field will only be visible if ‘Maintain Same Rate Throughout Sales Cycle’ is enabled and ‘Action if Same Rate is Not Maintained’ is set to Stop.

5. Allow User to Edit Price List Rate in Transactions 

The item table in sale transactions has a field called Price List Rate. This field is non-editable by default in all the sales transactions. This is to ensure that the price of an item is fetched from Item Price record and the user is not able to edit it.

If you need the Item Price fetched from Price List of an item to be editable, you should uncheck this field.

6. Validate Selling Price for Item Against Purchase Rate or Valuation Rate 

When making sales, it’s important to know that you’re not making losses. Enabling this validation will validate the item’s Selling Price with its valuation/buying price. If an item’s selling price is found to be less than it’s buying price, then you will get a prompt when this checkbox is ticked.

7. Calculate Product Bundle Price based on Child Items’ Rates 

Enabling this will do the following:

• Make the Rate column of all Packed/Bundle Items tables editable.
• Calculate the prices of all Product Bundles in the Items table, based on the prices of its Child Items, specified in the Packed/Bundle Items table.

Note: If this is enabled, updating the rate of the Product Bundle in the Items table will not change its price. It will get reset to the price based on its Child Items on saving the doc.

Transaction Settings 

1. Is Sales Order Required for Sales Invoice & Delivery Note Creation? 

If you wish to make Sales Order creation mandatory before the creation of a Sales Invoice or a Delivery Note, then you should set the ‘Sales Order Required’ field as ‘Yes’. By default, this will be ‘No’.

This configuration can be overridden for a particular customer by enabling the “Allow Sales Invoice Creation Without Sales Order” checkbox in customer master.

2. Is Delivery Note Required for Sales Invoice Creation? 

To make Delivery Note creation as mandatory before Sales Invoice creation, you should set this field as ‘Yes’. By default, this will be ‘No’.

This configuration can be overridden for a particular customer by enabling the “Allow Sales Invoice Creation Without Delivery Note” checkbox in customer master

3. Sales Update Frequency 

The frequency at which project progress and company transaction details will be updated. By default it is for Each Transaction, you can also set it to Daily or Monthly if you have a lot of transactions every day.

4. Allow Item to be Added Multiple Times in a Transaction 

This is a validation check which prevents an item from being added multiple times in the same transaction when unchecked. In some cases, this might be an explicit need if so check this box.

5. Allow Multiple Sales Orders Against a Customer’s Purchase Order 

When creating a Sales Order, you can update the Purchase Order ID and Date received from the Customer. You can create only one Sales Order against the Customer’s PO No. and Date. However, if you wish to allow the creation of multiple Sales Orders against the same PO No. of the Customer, tick the checkbox “Allow multiple Sales Orders against a Customer’s Purchase Order”.

6. Hide Customer’s Tax ID from Sales Transactions 

As per the statutory requirement, most of the Customers have unique Tax ID assigned to them. They also need to have this tax ID fetched in the selling transactions. However, if you don’t wish to use this functionality, you can disable by checking this property.

7. Calculate Product Bundle Price Based on Child Items’ Rates 

On enabling Calculate Product Bundle Price based on Child Items’ Rates:

The Rate column of Packed Items will be made editable. The rate and price of Product Bundles in the Items table will be updated based on the rates of its child Items.

Note: If the Rate of the Product Bundle is changed now, it will get reset to the sum based on the rates of its child items on saving the doc.

A Product Bundle is a master where you can list existing items which are bundled together and sold as a set (or bundle).

For instance, when you sell a smartphone, you need to ensure that the charger, cable, and sim ejector pin are delivered with it and stock levels of these items get affected. To address this scenario, you can create a Product Bundle for the main item, i.e. smartphone. Then list deliverable items i.e. smartphone + charger + cable + sim ejector pin as so-called “Child Items”.

A Product Bundle can be seen as a “Bill-of-Materials” on the Sales side.

Following are the steps to set up a Product Bundle and using it in sales transactions.

To access product bundle, go to:

Home > Selling > Items and Pricing > Product Bundle

1. Prerequisites 

Before creating and using a Product Bundle, it is advised that you create the following first:

• Item

2. How to create a Product Bundle 

1. Go to the Product Bundle list, click on New.
2. Select Parent Item, create one if not already created. Make sure Maintain Stock in unchecked when creating a Parent Item. eg: Dinner Set.
3. Enter a price for the parent item, this will be fetched when making a transaction.
4. You can enter a description for internal use.
5. Enter the products to be bundled in the Items table and enter their quantities.
6. Save. 

2.1 Selecting Parent Item 

In Product Bundle master, there are two sections. The “Parent Item” and a List of items to be shipped (Child Items).

The “Parent Item” should be seen more like a vessel or virtual item and not a physical product. The “Parent Item” must be a non-stock item. To create a non-stock item you have to unmark “Maintain Stock” in the Item Form. This is a non-stock item because there is no stock maintained for it but only for the “Child Items”. If you want to maintain stock for the Parent Item, then you must create a regular Bill of Material (BOM) and package them using Stock Entry Transactions.

2.2 Selecting Child Items 

In the Items table, you will list all the child items for which we maintain stock and is delivered to customer. Remember: The “Parent Item” is just virtual, so your main product (a smartphone in our example here) also has to be listed on the List of Child (or Package) Items.

3. Features 

3.1 Product Bundle in the Sales Transactions 

When making Sales transactions (Sales Invoice, Sales Order, Delivery Note) the Parent Item will be selected in the main item table.

On selection of a Parent Item in the main item table, its child items will be fetched in Packing List table of the transaction. If child item is the serialized item, you will be able to specify its Serial No. in packing List table itself. On submission of the transaction, the system will reduce the stock level of child items from warehouse specified in Packing List table.

It is the assignment of Sales Persons to an item or a territory.

Along with the management of Sales Persons, IONIC ERP also allows you to assign target Sales Persons based on Item Group and Territory. Based on target allocated and actual sales booked by Sales Person, you will get the Target Variance Report for the Sales Person.

1. Sales Person – Target Allocation 

1.1 Open Sales Person’s Master 

To allocate target, you need to open specific Sales Person master.

Selling > Sales Partners and Territory > Sales Person > Edit

1.2 Allocate Target 

In the Sales Person master, you will find a table called Sales Person Targets.

In this table, you should select Item Group, Fiscal Year, Territory, Target Qty, Target Amount, and Target Distribution.

You can give target in amount or quantity, or both. Item Group or Territory can also be left blank. In this case, the system will calculate target based on All Item Groups or All the Territories respectively.

Target Distribution

You can spread the target across months. For this create a new monthly distribution, you can see the option when you click on the Target Distribution field in the Targets table. For example, a target of selling 1,000 units for first quarter of the Fiscal Year 2019-2020 as shown in the preceding screenshot.

1.3 Report – Sales Person Target Variance 

To check this report, go to:

Selling > Other Reports > Sales Person Target Variance

This report will provide you variance between target and actual performance of Sales Person. This report is based on Sales Order report.

Here, as per the report, allocated target to Sales Person was roughly 83 in quantity for a month, but he has achieved a target of 80 when the report is being viewed, hence the variance report is shown accordingly.

Note: For the report to reflect correct details, you need to link a Sales Person to a Sales Order, it’s present in the Sales Team section of Sales Order. The Sales Order also has to be in the submitted stage.

2. Sales Person – Territorywise Target Allocation 

For allocating Territory-wise targets to Sales Person, select the specific Sales Person in the Territory master. This Sales Person is entered just for the reference. Sales Person details are not updated in the variance report of Territorywise Target Allocation.

2.1 Go to Territory master 

Selling > Settings > Territory > (Edit specific Territory)

In the selected Territory, you will find a field to select Territory Manager. This field is linked to “Sales Person” master.

2.2 Allocating Target 

Target Allocation in the Territory master is similar to Sales Person master. You can follow the same steps given in section 1.2 Allocate Item Groupwise Target to specify target in the Territory master also.

2.3 Report – Territory Target Variance Item Groupwise 

This report will provide you variance between target and actual performance of Sales in particular territory. This report is based on Sales Order report. Though Sales Person is defined in the Territory master, its details are not pulled in the report.

Note that the Territory of the Customer/Customers must be set accordingly for this report to work. For example, in the following screenshot, the target was approx eight units and five was achieved, hence the variance is three.

3. Target Distribution 

To create a new Monthly Distribution, go to: Accounting > Monthly Distribution

Target Distribution document allows you to divide allocated targets across multiple months. If your products and services are seasonal, you can distribute the sales target accordingly. For example, if you are into umbrella business, then target allocated in the monsoon season will be higher than in other months.

You can link Monthly Distribution while allocating targets in Sales Person and in Territory master.

Sales Taxes and Charges may be applied to any item you sell.

The templates created from this form can be used in Sales Orders and Sales Invoices.

For Tax Accounts that you want to use in the tax templates, you must set the Account Type field as ‘Tax’ for that particular account. The way IONIC ERP sets up taxes is via templates. Other types of charges that may apply to your invoices (like shipping, insurance etc.) can also be configured as taxes.

To know about setting up taxes visit this page.

To access Sales Taxes and Charges Template, go to:

Home > Selling > Settings > Sales Taxes and Charges Template

To know about setting up taxes visit this page

1. How to add Sales Taxes/Charges via a template 

Before creating a new template, note that templates are already created for many of the commonly used taxes.

1. Go to the Sales Taxes and Charges Template list, click on New.
2. Enter a title name for the Tax.
3. Under type, set on what the tax will be calculated and the tax rate. There are five options under type for which tax will be calculated.
   1. Actual: You can directly enter the amount for the expense.
   2. On Net Total: On the net total of all the items.
   3. On Previous Row Amount: This is for compounding the charges. For example, cess charges over the amount to which tax was already applied in the previous row.
   4. On Previous Row Total: Same as above but applied on the total bill and not just the amount of an item.
   5. On Item Quantity: Tax will be calculated as Tax Rate * Item Quantity. For example, if Tax Rate is 2% and number of Items is 1, then Tax Rate will be 4, if number of Items are 5, Tax Rate will be 10, and so on.
4. Select an account head which has pre set tax rates or create your own.
5. Selecting default will apply this template by default for new Sales transactions.
6. Save. 

Is Inter State: For India. On selection of a customer in Sales Invoice or Delivery Note, if the GST codes of place of supply and customer shipping address don’t match, the template with ‘Is Inter State’ ticked will be set as the taxes template. If the place of supply and shipping address are the same, the default taxes template will be applied. This also applies to Purchase Invoice, on selection of Supplier, the templates are set depending on the addresses. For example, IGST.

2. Features 

2.1 Sales Taxes and Charges table 

• Consider Tax or Charge for: Total – for the total of all items. Valuation – for each item. Valuation and total – apply tax/charge to both. Check out this article to know the difference.
• Reference Row #: If tax is based on “Previous Row Total” you can select the row number which will be taken as a base for this calculation (default is the previous row). 
• Is this Tax included in Basic Rate?: If checked, the tax amount will be considered as already included in the Print Rate / Print Amount in the Item table of a transaction. This is useful when you want to give tax inclusive price to your customers. To account for tax inclusive rates, the system calculates the Net Amount by deducting the amount of tax to be applied then calculates the tax on it.
• Account Head: The Account ledger under which this tax will be booked. If you select VAT or any other preset heads, the rate will be automatically filled.
• Cost Center: If the tax/charge is an income (like shipping) or expense it needs to be booked against a Cost Center.
• Description: Description of the tax (that will be printed in invoices/quotes).
• Rate: The Tax rate, eg: 14 = 14% tax.
• Amount: The Tax amount to be applied, eg: 100.00 = ₹100 tax.

The tax rates you define in the template be the standard tax rate for all Items. If there are Items that are supposed have different rates, you can override the standard tax rate by setting an Item Tax Template to the Item or Item Group.

Using Shipping Rule you can define the cost for delivering the product to the customer the supplier.

You can define different shipping rules or a fixed shipping amount for the same item across different territories.

To access Shipping Rule, go to:

Home > Selling > Items and Pricing > Shipping Rule

1. How to create a Shipping Rule 

1. Go to the Shipping Rule list, click on New.
2. Enter the Shipping Rule label, for example ‘Priority Shipping’ or ‘Next Day Shipping’.
3. Proceed with accounting details like Shipping Account, Cost Center to which amount will be charged, and Shipping Amount.
4. Under Calculate Based On, you can also change the calculation on which the Shipping Rule will be applied like net total quantity or net total weight, by default it is “Fixed”.
5. Save.

2. Features 

2.1 Shipping Rule Conditions 

On selecting Net Total or Net Weight, a table will appear where you can set the from and to values for the amount or weight. Enter the Shipping Amount to be calculated for the entered range. Add more conditions as necessary. You can select only one of the three calculation methods in one Shipping Rule.

2.2 Restrict to Countries 

You can restrict the Shipping Rule to certain countries, add the countries in the table. By default, the Shipping Rule will be applicable globally.

Party Specific Item is a document using which you can restrict certain items based on item name, brand or item group to a specific Customer or Supplier for a sales or purchase transaction.

Below is how the form looks: 

Party Type: This can be Customer or Supplier.

Party: A specific Supplier/Customer depending on the option you choose for the Party Type.

Restrict Items Based On: User can restrict certain items to a specific Customer or Supplier based on one of these attributes – Item Group / Brand / Item.

Based On Value: Options for this field will depend on what you choose for the above field.

Item Price is the record in which you can log the selling and buying rate of an item.

1. How to create Item Price 

1. There are two ways to reach a new Item Price form:Selling/Buying/Stock > Items and Pricing > Item Price > New.OrStock > Item > Click on “+” next to Item Price.
2. Select the Item. The name, UoM and description will be fetched.
3. Select the Price List whether Selling/Buying price or any other price list you may have created.
4. Enter the actual rate in the Rate field.
5. Save. 

1.1 Selecting the Price List 

You can create multiple Price Lists for one Item in IONIC ERP to track Selling and Buying Price of an Item separately. Also if the Item’s selling prices change based on Territory or due to other criteria, you can create multiple Selling Price Lists for it.

On selection of Price List, its currency and applicability whether for selling/buying or both will be fetched as well. To have Item Price fetching in the sales or purchase transaction, you should have ‘Price List’ selected in the transaction under Currency and Price List.

To check all Item Prices together, go to:

Stock > Stock Reports > Item Price Stock

Visit the Price Lists page to know more.

2. Features 

2.1 Unit of Measurement (UOM) 

User can add UOM specific item prices if one item is sold in differnt UOMs. For Eg: Lets say an item Rice is sold in 1 KG and 500 grams packet then users can mention the UOM in the item prices and based on the UOM selected in the transaction Item Prcie will be applied

2.2 Packing Unit 

This is the quantity that must be bought or sold per unit of measure. For example, if Packing Unit is two, and UOM is one, two items in quantity will be transacted. The default is 0, you can use non-integer UoM like 1.5Kg Oats for 1 Packing Unit. If you leave it as 0, it’ll not affect any transaction.

2.3 Minimum quantity 

This is the minimum quantity of items to be transacted for this price to be applicable and updated in the Item Price list.

2.4 Applying Price List to a specific Customer/Supplier 

If you select a Selling Price list, a customer field will appear where you can assign this Item Price to a specific customer. Likewise, if you select a Buying Price List, a Supplier field will appear where you can select a specific Supplier

2.5 Applying Price List to a specific Batch 

You can also link a specific batch to an Item Price and on the selection of that batch in the transaction, the item price for that specific batch will be applied.

2.6 Validity 

There are two fields here—’Valid From’ and ‘Valid Upto’. Valid from is set to the date you created the Item Price, you can also set the Valid Upto date on which the Item Price will expire.

2.7 Lead Time in days 

The approximate number of days it takes the product to reach the warehouse. You can set different Item Prices based on how much time the same product will reach you from different vendors.

2.8 Note 

You can add any note about the Item Price in this field.

An Item Group is a way to classify items based on types.

Depending on the type of product, you can categorize an item under its respective field. If the product is service-oriented, assign it under the Item Group – service. If the product is used as a raw-material, assign it under the Raw Material category. In case, an item is used only in trading, you can categorize it under an Item Group called Trading.

To access the Item Group list, go to:

Home > Stock > Items and Pricing > Item Group

This is what the Item Group tree looks like: 

1. How to create an Item Group 

1. Go to the Item Group list, click on New.
2. Select a group node under which you wish to create the Item Group, the default root is ‘All Item Groups’.
3. Select ‘Add Child’ or click on the New button.
4. To make this child a category/group node, tick on Group Node.
5. Click on Create New.

1.2 Delete an Item Group 

1. Select the Item Group you want to delete.
2. Select ‘Delete’.
3. Click on Yes.

2. Features 

To see the following options, click on an Item Group, click on Edit.

2.1 Parent Item Group 

You can change the parent Item Group of an item by choosing another one under General Settings.

2.2 Defaults 

• Default Price List: A default price list that’ll determine the Item Prices for this Item Group.
• Default Warehouse: Default Warehouse set in transactions for the items that belong to this group.
• Default Buying/Selling Cost Center: The default Buying/Selling Cost Center to which items in this group will be billed against.
• Default Expense/Income Account: The default accounts for items that belong to this group.
• Default Supplier: On setting a Supplier here, this supplier will be chosen in purchase transactions by default for items in this group.

2.3 Item Tax 

A default item tax template will be applied to all items belonging to this group. Similarly a Tax Category can also be selected, visit Quotation to know more about Tax Categories.

2.4 Website Settings 

• Show in Website: Items belonging to this group will be shown on your website under the Item Group.
• Weightage: This is the weight for the Item Groups themselves, item groups with higher weights will be shown first.
• Slideshow: A slideshow for the Item Group, just like in an Item. Visit the Homepage page in Website module to know more.
• Description: This will appear on the Item Group page.
• Website Specifications: Label and its description for an item group.

A UoM is a unit using which an Item is measured.

By default, there are many UoMs created in IONIC ERP. However, more can be added depending on your business use case. In the UoM there is an option ‘Must be Whole Number’. If this is checked, you cannot use fraction numbers in this UoM. To know more about fractions and UoMs, check out this page.

The UoM list by itself only stores the name. The actual conversion rates are stored in a document called ‘UoM Conversion Factor’. If you add new UoMs and plan to use it in transactions where it’ll be converted to other UoMs, it is advised that you add it to this list.

For example, here 1 Kg is approximately 2.2 Pounds and the exact conversion factor is stored:

A manufacturer created or produces an Item.

A Manufacturer may not be the same person/company that sells the Item under a specific Brand. For example, Unico Plastics can be the Manufacturer of plastic brushes but it may be sold under a Brand, say, Super Brushes.

In ERPNext, a Manufacturer can be used to identify Items using a specific part number.

To access the Manufacturer list, go to:

Home > Stock > Manufacturer

1. How to Create a Manufacturer 

1. Go to the Manufacturer list and click on New.
2. Enter a Manufacturer name and enter a description if needed.
3. Save.

After creating a Manufacturer, it can be set in the Item form with a Manufacturer Part Number for identification. 

1.1 Additional details 

The following details can be set for a Manufacturer:

• Website
• Country
• Logo

2. Features 

2.1 Address and Contacts 

An Address and Contact can be set for this Manufacturer.

A Program will have an educational curriculum defined by your institute to streamline the learning process and goals in each subject or course.

For example, Economics Major would be a Program taught at an institution that will have various courses within.

An Economics major would look something like this: 

To access the Program list go to:

Home > Education > Masters > Program

1. Prerequisites 

To create a New Program, it is advised to create the following first:

1. Department
2. Course

2. Creating a New Program 

1. Go to the Program list and click on New.
2. Enter the Program Name and the Program Abbreviation.
3. Select the Department for the Program.
4. Select and add the courses within the Program.
5. Save.

2.1 Alternate ways of creating a new Program 

A new program can also be created from a course, in the following way:

2.2 Additional Options while creating a new Program 

• Portal Settings
  • Is Published: For every program created in IONIC ERP, there is a check-box in the Portal settings, that allows the Program to be published on the portal. This can facilitate Self Enrollment and other settings for the program. Once this box is checked, the following options will be available for the user.
  • Allow Self Enroll: Once this box is checked, the students/applicants would be able to enroll themselves for the program on the portal.
  • Is Featured: Enabling this option would allow the program to be featured on the portal.
  • Intro Video: Enter the link for the video that you wish to add an Introductory Video for the Program.
  • Description: Add the description of the Program which you want to be visible on the portal.

A course can be considered as a subject or a part of an educational program which is to be taught for a term.

For example, if for a particular term, Economics Major is a program taught in the institute, then Mathematical Methods for Economics would be a Course covered under the program.

A course will have a set of topics that are to be covered under it’s scope.

To access the course list, go to:

Home > Education > Masters > Course

1. Prerequisites 

Before creating a course, it is advised to create:

1. Department
2. Topics

2. How to create a course 

1. Go to Course List and click on New.
2. Enter the Course Name.
3. Select the Department under which this course is being made.
4. Add the Topics. You can also create the topics from here itself.
5. Add the Description for the course.
6. Save.

3. Features 

3.1. Assessment 

For every new Course a User can have a New Assessment setting where in they can define the criteria based on which the students will be assessed for the course.

1. Default Grading Scale: A default Grading Scale can be set up for the course, wherein you can define what would be the achievement level of the student based on the scores they earn for a course.
2. Assessment Criteria: You can define the Assessment Criteria for this course wherein based on the different parameters of assessment, the student’s understanding of the subject would be assessed.

4. More Actions 

Once the course has been created, the following documents can be created from the course, which will later be linked to the course.

1. Program
2. Student Group
3. Course Schedule
4. Assessment Plan

An instructor is a teacher, tutor, or a professor that will be responsible for teaching a particular topic or course to the students.

This document can be used to maintain the Instructor Log in the form of a list of topics/courses covered by the Instructor. This log will have the entire history of the courses taught by the Instructor.

To access the instructor list, go to:

Home > Education > Masters > Instructor

1. Prerequisites 

Before creating an instructor, it is advisable to first create the following:

1. Employee
2. Department
3. Academic Year
4. Academic Term
5. Program
6. Course
7. Student Group

2. How to create an Instructor 

1. Click on New Instructor.
2. Select the Employee ID/Employee Name for the Instructor.
3. Select the Department for which you are creating an Instructor.
4. Save.

3. Features 

3.1. Instructor Log 

• Academic Year: The Academic Year for which the Instructor is created.
• Academic Term: The Academic Term for which the Instructor is created.
• Department: The department to which the Instructor belongs to.
• Program: The Program for which the Instructor Log is being made.
• Course: The course for which the Instructor Log is being made.
• Student Group: The Student Group for which the user is making the Instructor Log.
• Other Details: Any other details regarding the Instructor Log can be recorded here.

3.2. After Submitting 

Once the Instructor and Instructor Log is saved, you can create the following from there:

1. Student Group
2. Course Schedule
3. Assessment Plan

Note: While creating an Assessment Plan from the Instructor, the user can select whether the Instructor has to be kept as a Supervisor or as an Examiner for the Assessment plan.

Student Category allows you to classify the students based on various categories.

In Institutions, there may be fee concession for some categories such as Handicapped Students, Foreign Nationals, Reserved Categories by the government, etc.

When a Student is enrolled for a Program, you can select the select the Category for the Student.

To access Student category, go to:

Home > Education > Settings > Student Category

1. How to create a Student Category 

To create a new student category, click on New Student Category and add the name of the Student Category.

You can select the Student Category while making the Fee Structure and accordingly the student from the selected groups can be filtered out while making the Fee Schedule.

An academic year is a period which the Educational Institutes, Schools and Universities use to measure a quantity of study.

The Academic year form have the Start and End date for the Academic year.

Within an Academic Year, you can have multiple Academic Terms.

An academic Year can be further liked to a Student group, which can be created from an Academic Year.

If the Academic Year has been specified in the Education Settings then it will become the default Academic Term in all the forms and will be editable if required.

The following are the various forms where Academic Year is a relevant field:

1. Student Log
2. Student Group
3. Student Applicant
4. Student Admission
5. Program Enrollment
6. Assessment Plan
7. Assessment Result
8. Assessment Criteria
9. Fees
10. Fee Schedule
11. Fee Structure
12. Fee Category
13. Course Schedule

The Education Settings will allow you to do a basic setup for your Institute wherein you can define the Academic Year, Academic Term, and other defaults for your IONIC ERP account.

These configuration settings will have an impact throughout the module.

To access Academic term, go to:

Home > Education > Settings > Education Settings

1. Steps to configure Education Settings 

1. Select the current Academic Year. This will become the default Academic Year throughout your account.
2. Select the current Academic Term. This will become the default Academic Term throughout your account.
3. Select the Attendance Freeze date. Any attendance captured after the Attendance Freeze Date would not be valid.
4. Select how you want the Instructor Records to be created, using Full Name, using Naming series or using Employee Number.
5. Instructor Record to be created by: You can select how you want the Instructor Records to be created in your IONIC ERP system, whether it should be by Full Name, by Naming series, or by Employee Code.

1.1. Configuring Properties 

• Validate Batch for Students in Student Group: When adding students to a student group via Batch, the system will verify whether the student belongs to that batch or no, and if the same has not happened, an error will be shown while saving the Student Group.
• Validate Batch for Students in Student Group: When adding students to a student group via Course, the system will verify whether the student is enrolled to that course or no, and if the same has not happened, an error will be shown while saving the Student Group.
• Make Academic Term Mandatory: When enabled, this option will ensure that while creating a Program Enrollment via the Program Enrollment Tool, the user has to enter the Academic Term.
• Skip User Creation for New Student: Whenever a new student is created, by default a User is created against it. If this option is enabled, no new User will be created when a new Student is created.

1.2. LMS Settings 

The Education module is bundled with a Learning Management System (LMS) out of the box. This allows institutes to publish their programs on their website. Programs can contain rich text articles, videos, and even quizzes. The progress of individual students can be tracked through the desk as well as the portal.

Once you Enable LMS for your IONIC ERP Education module, the following settings would be available for configuration:

1. LMS Title: Enter the Title for your LMS. It could be the name of your Institute.
2. Description: You can add the description of the course for your LMS.

You can further go to LMS Activity to add the courses, articles or quizzes for your LMS. To access your LMS portal, you may go to the URL, {yourdomainname}.ionicerp.xyz/lms

IONIC ERP comes batteries included for all requirements of a manufacturing business like maintaining Warehouses, Workstation / Machine, Operations, Finished Goods, Raw Materials, Bill of Materials tracking, Work Order planning and execution, procurement, and a lot more.

1. Master Data 

The Manufacturing module in IONIC ERP helps you to maintain Warehouses(location), Workstations, Operations, Finished Goods, and Raw Materials. For manufacturing Operations and their respective Workstations are important, which can be configured based on the Finished Goods in the Bill of Materials. Warehouses are useful to store the Raw Materials and the Finished Goods. In IONIC ERP, users can create separate Warehouse to keep Raw Materials, and Finished Goods.

More details are as below:

1. Warehouse
2. Workstation / Machine
3. Operation
4. Raw Material / Finished Good
5. Routing

2. Transaction Data 

The Manufacturing module in IONIC ERP helps you to maintain a multilevel Bill of Materials (BOMs) for your Items. It helps in product costing, production planning, creating work orders for your manufacturing shop floors, creating job cards, and planning inventory by getting your material requirements via BOMs (also called Material Requirements Planning or MRP).

More details are as below:

1. Bill Of Materials
2. Work Order
3. Job Card
4. Production Plan

3. Types of Production Planning 

Broadly, there are three types of Production Planning Systems:

• Make to Stock: In these systems, production is planned based on a forecast and the Items are then sold to distributors or customers. All fast-moving consumer goods that are sold in retail shops like soaps, packaged water, etc. and electronics like phones are made to stock.
• Make to Order: In these systems, items are manufactured only after the customer places an order of a certain number according to the customer’s requirement. For example, a wedding cake.
• Engineer to Order: In this case, each sale is a separate project and has to be designed and engineered to the requirements of the customer. Common examples of this are any custom business-like furniture, machine tools, specialty devices, metal fabrication, etc.

Most small and medium-sized manufacturing businesses are based on a make to order or engineer to order system and so is IONIC ERP.

For engineer to order systems, the Manufacturing module should be used along with the Project module.

4. Manufacturing impact on Inventory 

Work order status is dependent upon the stock transactions made against it. In IONIC ERP, you can transfer the raw materials required to make finished goods from Store to Work In Progress Warehouse. From Work-In-Progress warehouse the raw materials can be consumed using the Stock Entry. You get the option to either bulk consume the raw materials and add the finished good or consumed the materials first and then add the finished good.

Manufacturing Settings can be found at:

Home > Manufacturing > Settings > Manufacturing Settings

Capacity Planning 

Capacity planning is the process in which an organization decides whether or not to accept the new orders based on the resources and existing work orders.

Disable Capacity Planning 

If checked, capacity planning won’t be done. Enabling it will help to decide whether or not to accept the new orders based on the resources and existing work orders.

Allow Overtime 

If enabled it’ll allow creating work orders, job cards etc. outside workstation working hours.

Allow Production on Holidays 

If enabled, it’ll allow production activities even on those days that are marked as holidays as per the Holiday List of the organization.

Capacity Planning For (Days) 

The number of days specified here means the number of days in advance when the capacity planning activities will be initiated for production.

Time Between Operations (Mins) 

This specifies the time span that should be kept between two operations in minutes.

Over Production Allowance Percentage 

While making Work Orders against a Sales Order, the system will only allow production item quantity to be lesser than or equal to the quantity in the Sales Order. In case you wish to allow Work Orders to be raised with greater quantity, you can mention the Over Production Allowance Percentage here.

Example: In certain cases, a Workstation has to manufacture 100 units for cost effectiveness but the Work Order could be for 50 units. In this case, the Over Production Allowance Percentage would be 100.

Default Work In Progress Warehouse 

This Warehouse will be auto-updated in the ‘Work In Progress’ Warehouse field of Work Orders.

Default Finished Goods Warehouse 

This Warehouse will be auto-updated in the ‘Target Warehouse’ field of Work Order.

Allow Continuous Material Consumption 

If enabled, materials can be consumed without immediately manufacturing finished goods in a single Work Order.

This is useful if one or more time consuming products are being manufactured. For example a single product takes a month to manufacture and the raw materials are consumed daily. In a regular scenario, this won’t be feasible with stock entries. Enabling this option will allow you to create stock entries for Material Consumption without having to create an entry to backflush. End result is that you can see the stock being consumed in the Warehouses and can update the final manufacture entry for finished goods at a later stage.

Backflush raw materials based on 

The method selected here will be chosen for backflushing raw materials : 1. Material Transferred for Manufacture 2. BOM

Add Corrective Operation Cost in Finished Good Valuation 

If enabled then the cost for a corrective operation type will also be included while calculating finished goods valuation

Update BOM Cost Automatically 

If ticked, the BOM cost will be automatically updated based on Valuation Rate / Price List Rate / last purchase rate of raw materials.

Allow Excess Material Transfer 

If enabled, the Material Transfer button will be visible and will allow you to transfer raw materials even if after the raw material requirement is fulfilled against a Job Card.

This is particularly useful in cases where the transferred raw materials are damaged and additional raw materials need to be transferred to produce the same amount of finished goods as intended.

Make Serial No/Batch from Work Order 

If checked, system will automatically create the serial numbers / batches for finished goods on submission of Work Order