How to Setup ERPLY Books for ERPLY users?

Integrating ERPLY with ERPLY Books is very simple. Yet due to the complexity of your company, there might be several questions that need an answer before syncing. If you answer “yes” at least once for one of the following questions, then please read through the possibilities described in this paper:

  • Does  your business have multiple locations?
  • Do you need to see your revenues and expenses by product groups?
  • Are you based in EU and need to separate taxes made into other EU countries?
  • Do you need to assign expense accounts for inventory write-off types?

General

ERPLY Books connects to  ERPLY storage automatically. The settings may vary depending on the company.

What is synchronized?

With the regular synchronization, the following transactions are merged:

  • Sales invoices
    • Invoice-waybill
      • Is synchronized
      • Entry:
        • D: requirements for the purchasers
        • K: income
        • K: revenue tax
        • D: cost of goods sold
        • K: warehouse
    • Receipt
      • Is synchronized
      • Entry:
        • D: requirements for the purchasers
        • K: income
        • K: revenue tax
        • D: cost of goods
        • K: storage
    • Waybill
      • Is synchronized, when it is configured accordingly (see more)
      • Entry:
        • D: cost of goods
        • K: storage
    • Credit invoice
      • Is synchronized
      • Entry (with negative values):
        • D: requirements for the purchasers
        • K: income
        • K: revenue tax
        • D: cost of goods
        • K: storage
    • Bill
      • Is synchronized
      • Entry:
        • D: requirements for the purchasers
        • K: income
        • K: revenue tax
      • The cost of goods should be shown on the waybill – this means that the summary invoice should be used only when putting together a bill from waybills.
    • Order
      • Is not synchronized
    • Prepayment
      • Is not synchronized
    • Quotation
      • Is not synchronized
  • Purchase invoices:  
    • Purchase invoice-waybill
      • Is synchronized
      • Entry:
        • D: storage
        • K: debts to suppliers
        • D: revenue tax
    • Purchase return
      • NB: the number of the purchase return is taken from the bill for which the return was made.
      • Entry (negative values):
        • D: storage
        • K: debts to suppliers
        • D: revenue tax
    • Waybill of the purchase
      • Is synchronized when the setting is on
      • Entry:
        • D: storage
        • K: suspense account of the storage (see settings -> preliminaries-> system account and “interim storage for purchase waybills”)
    • Purchase invoice
      • Is synchronized
      • Entry:
        • D: revenue tax
        • K: debts to suppliers
        • D: suspense account for the storage (see settings -> preliminaries -> system accounts and “interim storage for purchase waybills”)
    • Purchase order
      • Is not synchronized
  • Receipts
  • Inventory registration:
  • Inventory write-off
  • Inventory transfer

Cash management

ERPLY Books enables the following transactions/opportunities with cash:

All sales invoice receipts are synchronized – this means that all cash paid transactions will be in Books too.

  • If you have multiple departments, have a look at “Managing multiple departments”
    • Not synchronized.
    • Must be controlled and synchronized manually:
      • Go to the synchronization module (Home -> ERPLY cash and storage sync) and click “sync pankaviimised”
  • Cash in/out transactions from register:
    • Are not synchronized.
    • Must check and synchronize manually:
      • Go to synchronization module (dashboard -> ERPLY register and inventory sync) and press “register cash incomes and outcomes”
  • All other cash transactions must be entered in ERPLY Books.

Frequency of synchronizing and what to notice

By default synchronizing must be done manually. You must go to synchronizing module and press “synchronize”. If you have packet “large,” then synchronizing is done automatically every night.

Synchronizing can also be set up to be done after every hour or ten minutes. This possibility is available to packet “large” and for this you have to write to support@erplybooks.com

All invoices will be synchronized that have been added/changed or deleted after last synchronizing. It means that if you change something from earlier period, you do not have to sync with earlier period.

NB: If your inventory balance is constantly negative in the moment of sale, then you have to take into account that inventory cost for this transaction will be created later (when there is inventory balance). It means that in the moment of synchronizing cost of goods sold might be zero. For this we can add function that checks every night if cost of goods sold is changed in sales invoices that are 30 days old.

Dates of invoices

In ERPLY the date of inventory transaction is locked- user cannot change it. It is the moment when the transaction will be confirmed. Therefore it might differ from the date of the transaction. By default, invoices are synchronized this way that the date of the document and transaction is the date of the document. If you wish that synchronization is done this way that one date is for document and the transaction date will be taken from inventory transaction date, write to support@erplybooks.com.

Due to differences in inventory transaction date it is possible that sales-inventory balance and ERPLY Books sales report do not match with each other. Due to FIFO inventory accounting method it is an understandable situation and in accounting sales-sales returns and ERPLY Books sales report matching must be followed.

If you wish to see transactions that due to inventory transaction stay in one month and due to sales returns report to other, you can do the next report in report generator:

Inventory formula and checking inventory value

Inventory value is constructed from next logical formula:

One inventory value=
Opening balance

+ purchase price from purchase documents

+ inventory incomes

+ warehouse transfers in

– warehouse transfers out

– cost of goods sold from sales invoices

– inventory write-offs

All these transactions are synchronized to ERPLY Books, if you wish that. Like said before, cost of goods sold might differ, if your FIFO prices change in time. Due to this and other reasons, to correctly synchronize inventory value you must take into consideration following things:

  • If you have waybills you must synchronize them.
  • All inventory transactions must be synchronized (write-offs, inventory registrations, transfers between warehouses).
  • If your FIFO prices change regularly, write to support@erplybooks.com that you wish checking of inventory expenses every night.
  • Do not change products in ERPLY from inventory products to non-inventory products- it might create errors in evaluation of inventory value.
  • Take additional costs invoices correctly into account in ERPLY Books. Read more in manual chapter 5.7.1. 
  • Do not delete old documents in ERPLY. As inventory transaction date will be created at the moment of confirming document, then deleting old document and replacing with new one creates errors in inventory values.

If noteworthy difference stays to the inventory value (30 days old inventory values can be checked thanks to the checking function of cost of goods sold), check that you have not made correcting transactions to ERPLY Books. If noticeable difference still remains, you can check by transactions from where the difference appears. For this it is reasonable to generate next report in report generator (to output ‘transactions’. Type, Transactions(rows). Debit, Transactions (Rows). Credit):

Comparison can be made by following:

  • Debit value of purchase invoices comes from purchases in inventory;
  • Credit of sales invoices comes from cost of goods sold;
  • Manual entries debit is inventory registrations and sum of transfers between warehouses (in);
  • Manual entries credit is write-offs and sum of transfers between warehouses (out).

Account Setup

In order to setup ERPLY Inventory, choose (from the upper menu bar)  “Settings” > “ERPLY POS & Inventory Settings”.

There you can insert your Username, Password and Customer Code, which you usually use to log in to ERPLY Inventory.

The module itself looks like this:

  • Preliminary data sync
  • Sync Customers and Suppliers – syncs all the contacts from ERPLY to Books. N.B. All the customers and suppliers will be synced with regular sync, but general sync takes less time when customers and suppliers have already been synced.
  • Sync Services and Tax Rates – syncs non-stock items and tax rates. Similarly to syncing customers and suppliers, it will make the overall syncing faster.
  • Sync Payment Accounts – enables to assign different accounts to different transactions. Possible types are as follows:
    • Types of Payments: if you have assigned different types of payments in ERPLY, the Books does not know which accounts should be synced, and thus Books automatically chooses Bank Account. Syncing Payment Accounts enables you to transfer your accounts to Books, and thus the later sync will be between the right accounts.
    • Excluded Payments – if you want to exclude some types of payments from syncing, you can choose correspondent accounts for them. The account is necessary for ERPLY Books to be  able to exclude the given payment type from syncing, so that ERPLY Books could sync the given account to the Inventory. N.B. The given requirement is necessary foremost for using prepayments in ERPLY Books, where ERPLY Books will preserve both, the given prepayments as well as already used prepayments, so that ERPLY sends just one payment to keep the customers balances correct.
    • COGS account for Product Group:  COGS account can be assigned to each product group.
    • Revenue Account for Product Group: each product group can be assigned to  a Revenue Account.
    • Inventory write-off reason: it is possible to assign different expense accounts for various write-off reasons;
    • Customer’s Group Revenue Account: each Customer Group can have a Revenue Account. This means that when a new customer is synced and there is a revenue account connected with its customer group then ERPLY Books will assign credit account to the customer. To see the current customer credit accounts, go to incomes → contacts and scroll right until you see customer account column.
    • Customer Group’s Debit Account (used for receivables account): each Customer Group can have a separate Receivables Account. It means that when a new customer is synced and there is a debit account connected with its customer group then ERPLY Books will assign credit account to a customer. To see current customer debit accounts, go to incomes -> contacts and scroll right till you see customer account columns.  
  • Sync Warehouses as Projects –  if there are multiple locations, and for each and every single location, ERPLY has separate warehouse feature, use this option. From now on, all your transactions will be synced with the corresponding projects in Books.
  • Sync Users as Projects – if there are multiple locations, but the definition of a location is not a warehouse (in your company), but instead group of employees, then use this option. After syncing users, all the transactions will be synced according to the corresponding users as projects. To learn how to create locations from group of employees, see this video: https://www.youtube.com/watch?v=F5rJBGI3dns
  • Synchronize Customers’ Open Invoices – enables to sync customers’ unpaid invoices.
  • Would You Like to See or Use Customer’s name by default?

Books syncs all your customers form ERPLY by default. If you would like to, you can choose a customer (by default), so that Books will sync all the sales’ invoices with the given customer.

  • Other Options
  • Sync Waybills?
    • by default: will not be synced;
    • what happens after enabling: in cases of regular sync, the waybills will also be synced. Older waybills will not be synced, unless you wish to get them. If so, you have to sync a longer period (of time).
    • what happens after disabling: waybills will not be synced anymore during the regular sync. Older ones have to be removed manually.
  • Do not Sync Purchase Waybills?
    • by default: will be synced (but only when it has been enabled that waybills will be synced generally);
    • what happens after enabling: waybills will be excluded from regular sync. Older waybills will not be deleted; they have to be removed manually.
    • what happens after disabling: waybills will also be synced during the regular sync if syncing waybills is allowed.
  • Do not Sync Purchase Invoices?
    • purpose: when Purchase Invoices are inserted to ERPLY incorrectly (for example, without any additional expenses or with incorrect invoice number), then it is possible to excluded them from syncing.
    • by default: Purchase Invoices will be synced;
    • what happens after enabling: Purchase Invoices will not be synced any more. Old ones will not be removed;
    • what happens after disabling: Purchase Invoices will be synced from now on.

   

  • Sync Suppliers Automatically?
    • necessity: if your suppliers’ contact information is constantly changing, you can update them with every sync.
    • by default: will not be updated (but all the new suppliers will automatically be synced);
  • Synchronize Locations Automatically?
    • necessity: if you are have new locations coming up, it is wise during every sync to check if you have new locations that we need to see as projects or not;
    • by default: will not be synchronized.
  • Sync Users into projects Automatically?
    • necessity: if you need to see reports per employees, then during the sync it is wise to check whether any new users have been added or not;
    • by default: will not be synced.
  • Sync Custom Projects Automatically?
    • necessity: if you would like to see incomes and expenses according to product groups, it is necessary to include this condition;
    • by default: will not be synced.
  • Sync non-Stock Items Automatically?
    • necessity: if you buy/sell non-stock items and would like to see them in separate expense-revenue accounts then with every sync it is wise to see if there are any new non-stock items;
    • by default: will not be synced.
  • Sync Sales Invoice Rows for Custom non-Stock Item Revenue Mapping?
    • necessity for everybody: if you need to see your revenues and expenses per product groups then ERPLY Books needs to look into all invoice rows. Also, if you want ERPLY Books to map non-stock items into different revenue accounts, then this option must be enabled.
    • necessity for EU customers: if you sell/buy from the European Union and don’t trust salesmen selecting VAT for those invoices, then this option makes it possible for ERPLY Books to check all the lines separately whether there are any non-stock products or services, finds them correspondent income or expense account, and according to the document’s type, assigns them the corresponding EU VAT (system also distinguishes between product and service sales and purchases as well);
    • by default: will not be synced.   
  • Sync Currency Rates Automatically back to ERPLY back office (Available Only with Big Pricing Plan)?
    • necessity: as ERPLY Books updates currency rates each day, it is possible to sync them to the ERPLY back office as well;   
    • by default: will not be synced;.   
    • limitations: this options is available only for customers with Big Pricing Plan.
  • Sync Inventory Write-offs?  
    • by default: will be synced.
  • Sync Inventory Registrations
    • by default: will be synced.
  • Sync Inventory transfers?
    • by default: will be synced.

Other Setup

Assign account mapping rules

If you have multiple locations, then you might want to assign specific accounts for locations. For this, go to dashboard and from type “Add accounts for location” to the search box. From there select the type and click “Assign accounts”. After choosing the type, ERPLY Books leads you to the system accounts module, where you can add new rows, select account and add project as the identificator. If all the accounts and project are assigned within one type, you can do the same with another type. Possible types are as follows:

  • Location COGS Account;
  • Location Revenue Account;
  • Location VAT/GST/Sales tax;
  • Location Inventory Account;
  • Location Payables Account
  • Location Receivables Account;
  • Cash Account for Location;
  • Card Account for Location.

When assigning specific accounts to the locations,  each sync will assign accounts in connection with transactions according to the location.

Assigning Accounts to non-Stock Items

If you sell/buy non-Stock items, it is possible to assign revenue and expense accounts for the articles. For this go to incomes/expenses -> purchase and sales articles. N.B. if you have assigned article type as basic assets, then when buying the articles, the system ascribes it as  basic assets and not as an expense.

Connecting Expense Account with Revenue Account

In case you find it necessary to assign to a specific revenue account an opposite account, insert to the search box ’Connect Expense Account with Revenue Account’. After that each new transaction, which have the corresponding revenue account, receives itself an expense account that will be used as the cost of goods sold account.

Synchronizing

Syncing can be done automatically every night or (every) hour (available only for Big Price Plan) or manually whenever needed.

What is synchronized during regular sync (if rules don’t state otherwise):

  • sales invoices;
  • purchase invoices;
  • payments;
  • new customers and suppliers if they appear in sales/purchase invoices;
  • inventory write-offs, registrations and transfers.

First Sync

First sync has always to be done manually. While syncing,  keep in mind the following steps:

  • If you have used ERPLY for a longer period of time, it is wise to lock the period before the first synch, so that for example you wouldn’t sync 2012 or 2013 transactions.
  • If you have a lot of data (thousands of invoices), the first synch might take more than an hour. In that case, it is reasonable to go to the sync module, choose additional options and do the sync in three stages:
    • sync sales invoice and wait at least an hour;
    • sync only the purchase invoice and wait at least an hour;
    • sync only payments.