PracSys_Quick_User_Guide_EN_V1

2021 PracSys ERP/CRM Version 14.0.3 Quick User Guide PracSys is a licenced Software under Practical Solutions

Quick User Guide PracSys ERP/CRM \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

Contents 1. Third Parties ............................................................................................................................. 4 1.1 Introduction of third parties (description of the different clients)...................................... 4 1.2 Register customer / potential customer / supplier ........................................................... 4 1.3 Modification client / potential client / supplier ................................................................ 5 1.4 Deleting of customer / potential customer/supplier ......................................................... 5 1.5 Contacts ........................................................................................................................ 5 1.6 Registration of contacts.................................................................................................. 6 1.7 Modifications contacts ................................................................................................... 6 1.8 Deleting of contacts ....................................................................................................... 6 1.9 Searches of third party and Contacts ............................................................................... 7 2 Products ............................................................................................................................... 8 2.1 Registration of products ................................................................................................. 8 2.2 Modification of products ................................................................................................ 9 2.3 Deleting of products....................................................................................................... 9 2.4 Modify the price of a product ......................................................................................... 9 2.5 Stocks.......................................................................................................................... 10 2.5.1 Registration of warehouses ................................................................................... 10 2.5.2 Modification and Cancellation of warehouses ........................................................ 11 2.6 Shipments ................................................................................................................... 12 3 Services .............................................................................................................................. 16 3.1 Registration of services ................................................................................................ 16 3.2 Modification of services ............................................................................................... 16 3.3 Unsubscribe from services ............................................................................................ 16 3.4 Modify the price of a service......................................................................................... 16 4 Commercial ........................................................................................................................ 18 4.1 Third parties ................................................................................................................ 18 4.2 Commercial proposals .................................................................................................. 18 4.2.1 New proposal ....................................................................................................... 19 4.3 Sales order .................................................................................................................. 20 4.3.1 Validate ............................................................................................................... 21 4.3.2 Create Shipment and Create Invoice ...................................................................... 21 4.3.3 Capture tracking number ...................................................................................... 21 4.3.4 Create Invoice ...................................................................................................... 22 4.3.5 Send documents by e-mail .................................................................................... 22 \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

4.3.6 Classify ‘Abandoned’............................................................................................. 22 4.3.7 Create Credit Note................................................................................................ 22 4.4 Purchase orders ........................................................................................................... 23 4.4.1 New Purchase Order ............................................................................................. 23 4.4.2 Delete Purchase Order .......................................................................................... 24 4.4.3 Receive order ....................................................................................................... 25 4.4.4 Partially Received ................................................................................................. 26 4.4.5 Statistics .............................................................................................................. 26 4.4.6 Send order by Email .............................................................................................. 26 5 Billing | Payments ............................................................................................................... 28 5.1 New Invoice................................................................................................................. 28 5.2 Receive Payment ......................................................................................................... 29 5.2.1 Reporting ............................................................................................................. 30 5.3 Statistics ...................................................................................................................... 31 5.4 Billable orders.............................................................................................................. 31 5.5 Margins ....................................................................................................................... 32 6 Bank | Cash ........................................................................................................................ 33 6.1 Account Registration .................................................................................................... 33 6.2 Delete Account ............................................................................................................ 33 6.3 Modify Account ........................................................................................................... 33 6.4 Bank transfers \\ Internal transfer .................................................................................. 33 6.5 Check Deposite ............................................................................................................ 33 7 Accounting ......................................................................................................................... 34 7.1 Reports ....................................................................................................................... 34 8 Human resources management (HRM) ................................................................................. 35 8.1 Leave .......................................................................................................................... 35 8.2 Expense Report............................................................................................................ 35 9 Documents ......................................................................................................................... 36 \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

1. Third Parties 1.1 Introduction of third parties (description of the different clients) Within the group of third parties we have the option to create: • Customer: Someone who sales or rents something to an individual or • Potential customer: a customer who is not real, that is, a person who could buy a product or acquire a service because it meets the characteristics of the target of that product or service. • Supplier: a company that is engaged in providing or supplying necessary products to a person or company. To access Third Parties, once we have logged in, we just have to click on the Third Parties tab of the top menu. How to observe in the image, the area of work always is divided in one submenu to the left and an area principal to the right. 1.2 Register customer / potential customer / supplier They can be registered in different ways. In the side menu, click on New Third, and choose the type of client within the options: Once all the data has been entered, click on the Create ThirdParty button. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

1.3 Modification client / potential client / supplier Once created the client, we can access their data through the list that appears in the side menu. We have the option to perform a search or just click on the name. A new screen will open with all the subsections of the third-party module divided into tabs. To modify your data, enter the Tab and click the Modify button. 1.4 Deleting of customer / potential customer/supplier Follow the Same steps Previous with the difference of doing click in the button Delete in place of modifying. 1.5 Contacts If we look at the side menu, we see that Contacts also appears, giving the option to register contact or have a list classified according to the type of client. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

We may have contacts that are not associated with third parties, these you can record under other. . 1.6 Registration of contacts click in the New contact option, fill in all the data and click on the Add button. 1.7 Modifications contacts Similar to point 1.3, but in this case, we access the contact and click on List in the Contacts menu. Follow the same steps as point 1.3. 1.8 Deleting of contacts Follow the steps in point 1.4. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

1.9 Searches of third party and Contacts Access the list of the side menu, depending on whether it is a customer, potential customer, supplier or contact, and insert the data in the search engine. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

2 Products We access products through the top menu, clicking on the Products/ Services tab, the following screen will appear: 2.1 Registration of products We go to the side menu, under Products, click on New product and fill in the fields with the data of each product. Then we save the data using the Create button. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

2.2 Modification of products We obtain a list of existing products by clicking on the List or Popularity of the menu lateral. We can perform a search or directly access the product we want to modify. Click on the product reference for a detailed description: As in point 1.3, we obtain a Product List, from where we can modify if we click on the Modify button. 2.3 Deleting of products We can not unsubscribe a product if it has been used in an order, invoice... If this is not the case, we follow the steps above but will click the Delete button instead of Modify. 2.4 Modify the price of a product We follow the previous point to access the token of the product and then select Selling Price on the top submenu. Once on the page at the bottom click on the button of UPDATE DEFAULT PRICE. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

If we browse through the different subsections of the product module we see that there are different options to offer more details of each of the products. 2.5 Stocks A key required condition to be able to add the stock of a product is that you have to create a warehouse. 2.5.1 Registration of warehouses Click New Warehouse, in the side menu, under Stocks. Fill in the fields with the warehouse data and click the Create button. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

2.5.2 Modification and Cancellation of warehouses We obtain the list of the warehouses by clicking on Listing, within Stocks, and we obtain the warehouse tab by clicking on its reference: Click on the button Modify/ Delete to modify or delete the product. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

We can keep track of stock movements as well as obtain their value by accessing Movements or Value respectively, within Stocks of the side menu. 2.6 Shipments To create the shipment of an order we have to first choose the order. For this, we will click on the Side Menu Shipments and then on the reference of the order, we want to send. In this way, we obtain the order form in which we will click on the Create Shipment button. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

Once on create shipment screen you will need to select the warehouse the goods are coming from then click Create Shipment button Fill in the necessary data and press the Create button. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

This creates the Shipping Tab. At last, confirmation utilizing the button Validate. NOTE: We have the option to create a Delivery Note. To do this we will have to have activated the option within the configuration of the Modules. Once chosen, we will press the Generate button. We see that the document is created, which we can delete by clicking on the trash can icon that appears on the right. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

\" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

3 Services 3.1 Registration of services Go to the side menu, under Services, click on New service and fill in the fields with the data of each of them. Then save the data using the Create button. 3.2 Modification of services We get a list of existing services by clicking on the List or Popularity in the side menu. We can perform a search or directly access the service we want to modify. Click on the service reference for a detailed description: As with the products, we observe the Service Sheet, from where we can modify it by clicking on the Modify button. 3.3 Unsubscribe from services As with the products, we can not unsubscribe a service if it has been used in an order, invoice... If this is not the case, we follow the previous steps but use the Delete button instead of Modify. Unlike the products, the services will not have stock. 3.4 Modify the price of a service We follow the steps of the previous point to access the service file and in the Customer Prices tab, we click on the Change price button. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

If we browse the different tabs of the tab we see that there are different options to give a broader and more detailed description of each service. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

4 Commercial 4.1 Third parties See point 1 which explains the registration, cancellation and modification of a customer, potential customer, supplier and contacts. 4.2 Commercial proposals As seen in the image, we access Commercial Proposals through the side menu within the Commercial tab. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

4.2.1 New proposal Before creating a new proposal you have to have a list of customers. Once you click the new proposal it will take you to a screen that you need to complete. One of the important dropdowns will be to select the customer the proposal is directed to. The New quote form will open in which we will fill in the data and click on the Create Draft button. In this way we will obtain the Proposal in which we will add the products/services by choosing in the drop-down of the lower area, entering the amount, discount (if applicable) ) and clicking the Add button. There is also a free zone to add products or services that we do not have registered. Once you have all the products and services listed, click the button Validate. To generate the document, click the Generate button that appears in the inferior part. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

4.3 Sales order Access sales order by clicking the New order button, fill in all the details as requested and click create draft button. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

Once the draft has been created you are free to add the product lines either from the drop-down or from the freehand typing. 4.3.1 Validate When all the product lines have been entered validate your order. 4.3.2 Create Shipment and Create Invoice When the order has been validated you can create a shipment where you capture all the tracking information as per the transporter. Then also create the invoice to allow payment to be arranged. 4.3.3 Capture tracking number This is done on the create shipment screen \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

4.3.4 Create Invoice Click on create invoice and fill in the requested information. The document will be created and be downloaded or emailed directly from the system. 4.3.5 Send documents by e-mail Access the order by clicking on the reference of the order that we want to send by e-mail within the List of the side menu. Click the Send by e-mail button. 4.3.6 Classify ‘Abandoned’ Used when you have no prospects of getting the money back 4.3.7 Create Credit Note When you want to create a credit note \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

Enter Payment When money for the order has been received. It marks the order as paid. 4.4 Purchase orders 4.4.1 New Purchase Order Follow the steps in point 4.2.1 but in this case, click on the New Order button \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

The New Order form will open in which we will fill in the data and click on the Create Draft button. The Order Sheet will be created in which we will add the products/services by choosing in the drop- down in the lower area, entering the quantity, discount (if applicable)and by clicking the Add button. Once we have all the products, we will click the Validate button. To generate the document, click the Generate button at the bottom. 4.4.2 Delete Purchase Order Click on List and all the purchase orders will be listed as shown below. Select the order you want to delete by clicking on it Then click the Delete button \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

4.4.3 Receive order Click on Receive Items button It will take you to a page where you can fill in all the details of the received order including Batch No. The Batch No can be entered onto the Lot/Serial number \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

You can receive a full order, partially receive an order or reject any order. 4.4.4 Partially Received Select partially received and you will be shown the list of the partially received orders which you can then receive items 4.4.5 Statistics 4.4.6 Send order by Email \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

Click List and select the PO you would like to send by email. Then you click the Send Email button \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

5 Billing | Payments 5.1 New Invoice Click on New Invoice fill in all the required information and click Create Draft button Once the draft has been created you will need to validate your invoice When an invoice is validated, we await payments \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

5.2 Receive Payment Click on List, select the order you would like to receive payment for. You will then be taken to a screen where you can enter the details of the payment and click pay. Where a short payment is received it will be recorded as a partial payment. When all the details have been completed. Click Pay button \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

5.2.1 Reporting Click on Reporting Select a month you would like a payment report for. Your report will be created in PDF as shown above. The report will look as shown below \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

5.3 Statistics Click on Statistics this will show you a quick graphical view of your customer invoice statistics. 5.4 Billable orders These are orders which are ready to bill. Once you click on billable orders it will present to you a list of orders that are ready for billing and you can go ahead and select the order you would like to bill. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

5.5 Margins This allows you to view your margines by product, customer and user. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

6 Bank | Cash 6.1 Account Registration Enter New Account from the side menu, fill in the data and press the Create Account button. 6.2 Delete Account Click List an a list of all your accounts will be shown , select the account you would like to delete Select delete and confirm. 6.3 Modify Account Follow the steps Previous but press the button Modify in place of Delete. 6.4 Bank transfers \\ Internal transfer In the side menu, under Banks|Cash, select Internal Transfers. Fill in the data and press the Create button. When creating a transfer from one of its bank accounts to another, Dolibarr creates two accounting records (one debit account and one credit account, of the same amount, in the other account. The same transfer tag and the same date are used for the two records) 6.5 Check Deposite This helps you keep track of all your received checks. Click New deposite to recod a new received check and List to list all received checks \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

7 Accounting 7.1 Reports Under the accounting tab, it is able to show you the financial reports of what is happening in your system. - Income and expenses Report - Turn over Invoiced - Turnover Collected - Purchase turnover invoiced - Sales Journal - Purchases journal \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

8 Human resources management (HRM) 8.1 Leave Used to record employee leave, to create new leave click on New fill in the required details and click Create Leave Request You can view the balance by clicking Balance of Leave 8.2 Expense Report Used to record any other company expenses that are not directly related to production. \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

9 Documents Used to list all documents which can be found in the system. You are also free to add your own folder and documents . \" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.

\" Quick User Guide PracSys ERP /CRM\" https://pracsolutions.co.za is a Licensed Software This means that: You cannot: make copies, share them, or make derivative works.