Modules features in ERPLY Books

In this manual are described all ERPLY Books main functionalities that you can find in different modules from the Dashboard.

Sales

Sales Invoice (Add New) – here you can add new sales invoices and send them out after printing them or via email. If you need to open previous invoices, go to Reports -> Sales invoices 

New Price Offer – here you can make price offers to customers and send them out after printing them or via email

Order – here you can add new orders to certain customers

Sales Invoices 

• Open Receivables – here you can see all your receivables and you can also add payments or prepayments to them
• Sales Invoices – here you can see all your sales invoices in one place and here you also have a shortcut to add new sales invoices. You can download all invoices in different formats from here as well 
• Debts in the Past (Invoices) – here you can see all debts that have a deadline in the past

Bank Import – here you can upload your XML or CSV bank statement files to connect payments and receivables with invoices, contacts or accounts

Contacts – here you can see all your contacts and further information about them if you click on the ‘i’ button in front of a name. You can also add a new contact card

Purchase and Sales Articles – here you can see all your purchase and sales articles information. You can change the articles that are already created and add new articles 

Orders – here you can see all your orders and sort them by the vendor, date, document status, project, account etc. Here you can also find a shortcut for creating new orders

Customer Report – here you can see your customers’ balance. Clicking on a name opens the selected customer’s balance statement. From here you can send balance reports, payment reminder letters and balance statements to the customer

Cash In – here you can see all your cash in information. You can sort by the account, type, customer, project

Purchases

Purchase Invoice (Add New) – here you can add new purchase invoices

• Purchase Fixed Assets – here you can add your new fixed assets
• Reimbursement – here you can add expenses made by employees (for example, an employee has the company’s credit card and makes various purchases)

Purchase Invoices – here you can see all your purchase invoices in one place (and sort them by the vendor, date, document status, project, account etc.) and also here you have a shortcut to add new purchase invoices. You can download all invoices in different formats from here. 

• Open Payables – here are all open payables. You can sort them by the period and add payments to them (also use prepayments). You can select certain payables to create a payment file.
• Debts in the Past (Invoices) – here you can see all your debts to vendors in the past, amounts that are paid and not paid yet and you can also see the number of days to the deadline. You can sort the invoices by the vendor, period, document status, project, account etc.

Bank Import – this is the same module that was described under the Sales module

Purchase Inbox – this was created to automate the purchase process and entering invoices. If you set up the Purchase Inbox, you will get a special email address to give to your suppliers and employees. They can send all invoices and expenses documents to that address and when you open this Purchase Inbox, you will see all these invoices there (Books supports JPG, PNG, PDF and XML files) and can create an invoice based on them. 

Contacts – this is the same module that was described under the Sales module

Purchase and Sales Articles – this is the same module that was described under the Sales module

Supplier Report – here you can see suppliers’ balances. Clicking on a name opens the selected supplier’s balance statement. From here you can see customer/supplier balance reports and balance statements, balance statements (summary) in a PDF format and also send them via email. 

Cash Out – here you can see all your cash out information. You can sort by the account, type, customer, project

Accounting

Manual Journal – here you can add a new manual journal 

Calculate Depreciation – here you can do depreciation calculations. You can select the period, project, expense account, inventory/fixed asset account and article 

General Ledger – here you see all accounts and their opening and closing balances. You can filter them by the account, balance type, project, period, article, tax, customer/vendor. Here is also a shortcut to add a new manual journal

Transactions – here you can sort out the transactions you want to see (for example payments, money in, money out, manual journals, sales taxes transactions etc.). This report shows you the transaction date, type, status, description and sum 

Trial Balances – here you can see all changes in account balances. You can also select a customer or vendor and a certain period and sort them by projects. From here you can print out the data in PDF, CSV, Excel etc.

Journal Report – here you see transactions from the selected dates in one place, with a description of the content and classification into accounts

Foreign Currency – here you can see all transactions that are made in different currencies that are not set as your main currency in Configuration. This report shows the transactions’ total in the selected foreign currency and your main currency, it also shows the balance 

Fixed assets – here you can see the status of fixed assets with today’s date. All transactions with fixed assets are shown here

Chart of Accounts – in this module you can see all of your accounts. Here you can add a new account and change or delete the accounts that already exist. You can also lock accounts here 

Payroll – if available in your country

Add Payrun – this module is the manual way to add payrun

Timetables

• Working Times – here you can add all information about working times. When creating a new working time, select an employee, the month’s beginning and end date and salary type
• Assign Vacations – here you can add vacation salaries by employee and add a date range. First you have to add Absence rules (described below) 

Payroll Rules – here you can set up every employee’s contract information. You can add the salary type, gross salary and different fees that are calculated when paying the salary to an employee. Employees need to be added to this module to enable calculating a salary for them. 

• Payroll Types – here you can add different fee types to use them later when calculating salaries or compensations. There are many fee types that are configured by default 
• Payroll Accounts – here you can add exceptions for employees and determine separate accounts that are used when paying a salary to them
• Payroll Taxes – in this module you can configure tax names, types, tax accounts and percentages 
• Absence rules – here you can add a method for vacation salary calculation. You can add as many rows as you want. When these rules are configured, you can calculate salary correctly
• Public holidays – here you can add the dates of all public holidays, also delete them if necessary
• Nominal working hours per month – here you can add the nominal working hours for every month
• Payroll tax exceptions – In general, taxes are determined based on fee types or employees but there can be exceptional cases in tax calculation (for example sickness benefits, parental leave etc.). Here you can add these exceptions 

Payroll Report – when you have done all the configurations described above, you can add payroll with a specific period and to a certain employee. You can also search older payruns from here and filter by the transaction or payment date. 

Reports

Account Summary – here you can see the expenses, incomes and profit filtered by year and project

Sales Invoices – this is the same module that was described under the Sales module

Purchase Invoices – this is the same module that was described under the Purchases module

Money in and out – this is the module where the cash in and cash out modules are aggregated into one module. The functions are the same – you can sort them by the account, type, customer/supplier, project, date

Cash Flow Statement – in ERPLY Books, the cash flow statement is created based on the chart of accounts – every account has its own cash flow account. In this report you have to select the beginning and end date of the period 

Account Balances – here you can see accounts balances on a specific date

Sales Tax/VAT Report – here you can see the Value Added Tax information by every configured VAT type. To see the data, select a period and then it shows you the sales, taxes from the sales, purchases, the input VAT and the tax sum 

Balance Sheet – here you can see the company’s financial status data. You can select a period here and a detailed view which shows rows by accounts, you can also filter by projects

• Balance Sheet (12 months) – here you can see the balance sheet data on a monthly basis and filter by projects

Income Sheet – here you can see all your expenses, incomes and the financial result (profit and loss)

• Profit & Loss (12 months) – here you can see the same information as in the previous module but just on a monthly basis
• Comparative Report – in this module you can analyze and compare different report periods (for example you want to compare two months and one year)

Article Report – here you can see information about every sales or purchase invoice article: when the article was used, which invoice, who was the supplier etc.

Customers & Countries – here is the intra-community supply report (VD). You can see customers’ and suppliers’ balances grouped by country and you can print out the VD report for the Tax Office. You can also filter this report by the date range and by sales or purchases 

Report Generator – here you can create reports with the information you need. It is possible to output a large amount of data and the selection is very wide. The two minimum cells that you need to fill to create queries are “Tables” and “Output”. 

For example you want to see: 

• The dates when the sales invoices were created
• The invoice transactions

You can also specify your queries with parameters (includes, equals, more than etc.) 

• Custom Reports – here are all of your previously saved reports 

Settings 

Organization Data – this shows information about your organization (address, name). Here you can also see your bank accounts and can add a new bank account 

Configuration – here are all settings that are important for using the software. The main rules are under the “Other Options” . You can change, remove or configure any of these settings again at any time. If you make changes, you have to save them, log out and then back in 

Users – here you can see all users of the organization and the role that they have. You can add new users here and give admin rights to a user

API Settings – here you see information about the ERPLY Books API Token. You can create a new API Token here 

Integrations – here you see the list of different integrations that ERPLY Books works with. You can synchronize and configure them here 

ERPLY POS & Inventory Settings – here you can configure the connection with ERPLY Inventory, write the ERPLY Inventory username, password and customer code. All settings here are connected with ERPLY Inventory. Here are a lot of rules that you can enable or disable

Tax Rates – here are all the tax rates that are used in accounting and you can also add a new rate here or delete already existing ones. It lists the tax rate name, type, percentage, accounts (debits and credits). You can also mark if you want to show the tax rate on purchase and sales invoices 

Initial Data

• Import Sales Invoices – if you have finished your accounting for a certain period in your previous accounting software and now want to work with Books, you have to import receivables and this is the module where you can do it
• Import Purchase Invoices – in this module you can do the same as was described previously but with open payables 
• Projects – here you can see all the created projects, you can add a new one here and delete existing ones
• Projects Groups – here are all your project groups, you can add a new one here and delete existing ones
• System Accounts – here you see all your system accounts and the account number that links to the system account, you can also add a new account from here
• Add Opening Balances – here you have to select the date when balances are fixed and you have to enter all balances
• Import Transactions – this is the module for importing the general ledger. Importing the general ledger means that you are uploading all previously completed transactions’ history to ERPLY Books. 
• Invoice Customization – here you can see all invoice templates that have been customized for your organization and you can add new templates as well

User Settings – here you can change user settings (name, address, phone, password etc.) 

Manuals – this is the direct link to the ERPLY Books homepage where you can find all manuals about Books

How to Q&A:

How to create a new purchase invoice?

To create a new purchase invoice, go to “Purchases -> Purchase Invoice (Add New)” and enter all required invoice information (vendor’s name, invoice number, dates (deadline date), description, price etc.). If this is done, click on the green saving button in the bottom right-hand corner. However, we recommend using the purchase inbox. Read more here. 

How to create a new sales invoice?

If you want to create a new sales invoice, open “Sales -> Sales Invoice (Add New)”. The following steps are the same as with the purchase invoice. 

How to use a prepayment?

To use an existing prepayment, go to “Open Payables” or “Open Receivables”, select an invoice (do a checkmark in the box in front of the name) and press “Use Prepayment”. In the window that opened you can select the prepayment amount and then click on the “Save” button. You can find further information about prepayments here.

How to create a credit bill?

To create a credit bill, you have to copy the relevant invoice and change the quantities and/or sum to a negative value. If you are in the sales invoices/purchase invoices, you can also right click on the invoice and click “Credit invoice”. More information about crediting is available here.

How to record a credit note payment?

To record a credit note payment, you have to add a negative payment to the credit note manually. You can find further information here. 

How to edit a payment?

You can find and edit a payment under “Reports -> Money in and out” or you can go to “Sales -> Cash In” and “Purchases -> Cash Out”. 

To find and edit a receipt, go to “Reports -> Cash In”. Then, select the suitable payment/receipt, double-click on it and you can change the necessary fields. At the end, save the changes. 

How to add receivables?

To add receivables, you have to go to “Sales -> Sales Invoices -> Open Receivables” or select “Receivables” in the dashboard. 

Now, you have to select the invoice to which you want to add the payment, do a checkmark in the box in front of the invoice and click on “Add Payment”. In the window that opened you can enter the paid amount, date, account, additional information etc. and then click “Save“. 

How to add payments?

To add a payment file to your open payables, go to “Purchases -> Purchase Invoices -> Open Payables” or select “Payables” in the dashboard. To add a payment, you have to do the same as with the receivables: select the invoice, do a checkmark in the box in front of the invoice, click “Add Payment” and enter the same information as with the receivables. 

We recommend using bank import to make this process more automatic. Read more here. 

How to do bank import?

You can find the bank import if you go to “Sales/Purchases -> Bank import”. Then, click on “Select File” to upload your file into the system via bank import and let ERPLY Books connect payments with invoices automatically. Further information about bank imports is available here. 

How to add journals?

To add manual journals, go to “Accounting -> Manual Journals” and there you can select the account, description and also the debit or credit value. To add many rows, click on the “Add Row” button. Finally, click on the save button. Please note that invoices, payments etc. create journals automatically. 

How to add a new price offer?

To add a new price offer, go to “Sales -> New Price Offer”. There you can select a customer and enter information about the offer (description, price, etc.). 

How to find open payables?

If you want to see your open payables, you have to go to “Purchases -> Purchase Invoices -> Open Payables”. The other way to see open payables is to click on “Payables” in the Dashboard. There you can select an invoice and add a payment to it, also you can create a payment file and use a prepayment. 

How to add a new customer?

All types of contacts (customers, suppliers, employees) can be managed under Contacts. You can add a new customer when you open “Sales -> Contacts” and click on the “+” sign. A contact card will open where you will need to enter the required information and then save. You can find further information about adding a new customer here.

How to add a new account?

To add a new account, you have to go to “Settings -> Initial Data -> System Accounts” and click on the “+” sign in the bottom right-hand corner. 

How to add a new bank account?

You can add a new bank account if you go to “Settings -> Organization Data”. To add a new bank account, you just have to click on the blue button “Add Bank Account” and then fill in the required information (bank name, account number, IBAN etc.). 

How to see the balance sheet?

To see the balance sheet, you have to go to “Reports -> Balance Sheet”. If you want to see the balance sheet for 12 months, then go to “Reports -> Balance Sheet -> Balance Sheet (12 months)”. You can select the relevant period and group by projects. 

How to see the income sheet?

If you want to see the income sheet, go to “Reports -> Income Sheet”. If you want to see the income sheet for 12 months, then go to “Reports -> Income Sheet -> Profit & Loss (12 months)”. You can select the relevant period and group by projects. 

How to see the Sales Tax/VAT report?

To see the Sales Tax/VAT report, go to “Reports -> Sales Tax/VAT report”. You can select the relevant period and group by projects. 

How to see the Cash Flow Statement?

To see the Cash Flow Statement, you have to go to “Reports -> Cash Flow Statement”. You can select the relevant period and group by warehouses. 

How to add a foreign currency account?

To make transactions in foreign currencies, you have to create currency accounts. You can add a new currency account if you go to “Accounting -> Chart of Accounts” and click on the “+“ sign in the bottom right-hand corner. Then you can enter the account name, number, currency etc. 

How to pay in different currencies?

If you want to pay in a different currency, you have to create an invoice in the same currency as the currency account is. After that, if you add a payment to the invoice, the payment is automatically made in the correct currency. 

How to see a customer report?

You can see a Customer Report if you open “Sales -> Customer Report” and there you can compare customers’ balances. From there you can also print out customers’ balance reports, payment reminder letters and balance statements or send them to customers via email. 

How to see a supplier report?

Supplier reports are shown when you go to “Purchases -> Supplier Report” .