Erpnext Tutorial

ERPNext tutorial
Introduction
What is an ERP ? And why should businesses use it?
If you are already convinced you need an all-in-one enterprise solutions system for your
organization, you can skip this page.
Today, small and medium-sized businesses (SMEs) also face some of the problems that
large enterprises do. One of them being planning and managing their resources. SMEs
face similar complexities but limited resources to deal with them.
Small businesses have (like their bigger counterparts) have to:
 Do accounts to track their sales/purchases.
 Do their taxes.
 Pay their employees.
 Manage deliveries within promised timelines.
 Deliver quality goods and services.
 Communicate with customers, answer their queries.
Large enterprises invest millions of dollars in highly sophisticated systems like SAP. SAP
and similar systems are able to handle requirements from these large enterprises to
bring their multi-country, multi-company, multi-currency, global businesses into a
single platform. This has helped them achieve consolidation of data/records in the
fundamental processes such as accounting, taxation, payroll, reporting, and supply chain
to name a few.
In contrast to large enterprises, SMEs have been left out of the 1st wave of digital
revolution (1995-2015). The main reason for being left out is because they don't have
the financial resources to license, hire programmers and customize such software to
match their needs. Systems like SAP have been a no-go for most SMEs. Such systems
need a minimum CAPEX or OPEX layout of $100k (Yes, One Hundred Thousand
Dollars) and upwards. Even with cloud offerings (Software as a Service, SAAS) from such
vendors, there is no easy Do It Yourself (DIY) people can feel confident about.
So even today, small businesses continue to struggle to keep things organized. They
often use a mix of applications and tools such as spreadsheets, accounting software,
web-based CRMs to manage their day to day record keeping. As a consequence, they
have to access different systems to understand customers' master data, sales, cash flows,
or profitability. The information exists in different silos. It becomes hard to combine the
data in order to get useful insights or alerts. This leads to SMEs being reactive instead of
being proactive in their day to day operations. With such a constrained way of working,
there's limited scope for growth.
ERPNext addresses some fundamental problems SMEs struggle with when managing
their resources:
 Affordability: It is a Free and Open Source Software, freely available to download
and install.
 Completeness: All necessary modules are available Full List.
 Customization: It is easy to add fields, or add more features.
 Efficiency: Computing requirements are relatively low (cheaper to host and
manage).
 Wholesomeness: A single system and database that allows multiple users to
record transactions or extract data simultaneously.
What is ERPNext?
ERPNext is a full-featured business management solution that helps SMEs to record all
their business transactions in a single system. With ERPNext, SMEs can make informed,
fact-based, timely decisions to remain ahead in the competition. It serves as the
backbone of a business adding strength, transparency, and control to your growing
enterprise.
ERPNext will help you to:
 Track all invoices and payments.
 Know what quantity of which product is available in stock.
 Identify and track your key performance indicators (KPI's).

 Identify open customer queries.
 Manage employee payroll.
 Assign tasks and follow up on them.
 Maintain a database of all your customers, suppliers, and contacts.
 Prepare quotations.
 Track your budgets and spending.
 Determine effective selling price based on the actual raw material, machinery and
effort cost.
 Get reminders on maintenance schedules.
 Publish your website.
And a ton more.
Is ERPNext only for SMEs?

ERPNext scales well from SMEs to even large enterprises. ERPNext is used by several
retail chains in Africa as well as a highly regarded equities trading company in India with
over a thousand employees.
Check out a variety of User Stories to know more. Here is a video to get you started:
Note: Here is one video you can look…
Topics
You can also checkout the following topics
Do I Need an ERP?
ERPNext is a modern tool that covers not only accounting, but also all other business
functions, on an integrated platform. It has many benefits over both traditional
accounting as well as ERP applications.
Benefits over traditional accounting software:
 Do a lot more than just accounting! Manage inventory, billing, quotes, leads,
payroll and a lot more.
 Keep all your data safe and in one place. Don’t keep hunting for data when you
need it across spreadsheets and different computers. Manage everyone on the
same page. All users get the same updated data.
 Stop repetitive work. Don’t enter the same information from your word processor
to your accounting tool. It's all integrated.
 Keep track. Get the entire history of a customer or a deal in one place.
Benefits over big ERPs
 $$$ - Saves money.
 Easier to configure: Big ERPs are notoriously hard to setup and will ask you a
zillion questions before you can do something meaningful.
 Easier to use: Modern web-like user interface will keep your users happy and in
familiar territory.
 Open Source : This software is always free and you can host it anywhere you like.
Open Source
The source code is an Open Source software. It is open for anyone to understand, extend
or improve. And it is free!
Advantages of an Open Source software are:
1. You can choose to change your service provider anytime.

2. You can host the application anywhere, including your own server to gain
complete ownership and privacy of the data.
3. You can access a community to support you, incase you need help. You are not
dependant on your service provider.
4. You can benefit from using a product that is critiqued and used by a wide range
of people, who have reported hundreds of issues and suggestions to make this
product better, and this will always continue.
ERPNext Source Code
ERPnext source repository is hosted at GitHub and can be found here
 https://github.com/frappe/erpnext
Alternatives
There are many Open Source ERPs you can consider. Popular ones are:
1. Odoo
2. OpenBravo
3. Apache OfBiz
4. xTuple
5. Compiere (and forks)
Getting Started with ERPNext

There are many ways to get started with ERPNext.
1. See the Demo
If you want to check out the user interface and feel the application, just see the demo at:
 https://demo.erpnext.com
2. Start a Free Account at ERPNext.com
ERPNext.com is managed by the organization (Frappe) that publishes ERPNext. You can
start with your own account by signing up on the website.
You can also decide to host your application at erpnext.com by buying the hosting plans.
This way you support the organization that develops and improves ERPNext. You also
get one-to-one functional (usage) support with the hosting plans.
3. Download a Virtual Machine
To avoid the trouble of installing an instance, ERPNext is available as a Virtual Image (a

full loaded operating system with ERPNext installed). You can use this on any platform
including Microsoft Windows.
Click here to see instructions on how to use the Virtual Image
4. Install ERPNext on your Unix/Linux/Mac machine
If you are familiar with installing applications on *nix platforms, read the instructions on
how to install using Frappe Bench.
The Champion
We haveseem dozens of ERP implementations over the past few years and we realize
that successful implementations is a lot about intangibles and attitude.
ERPs are not required.
Like exercise.
The human body may seem like it does not require exercise today or even
tomorrow,but in the long run,if you wish to maintain your body and its health ,you
should get on the treadmill.
In the someway , ERPs improve the health of your organisations over a long run by
keeping it fit and efficient.The more you delay putting things in order,the more time
you lose,and the closer you get to a major disaster.
So when you start implementing an ERP, keep your sight on the long term
benefits.Like exercise, its painful in the short run,but will do wonders if you stay on
course.
The champion
ERP means organisations wide change and it does not happen without effort. Every
change requires a champion and it is the duty of the champion to organise and
energize the entire team towards implementations .The champion needs to be
resilient incase something goes wrong .
In many organisations we have seen,the champion is most often the owner or a

senior manager. Occasionaly,the champion is an outsider who is hired for a particular
purpose.
In either case,you must identify your champion first.
Most likely it’s you!
Lets Begin!
Implementation Strategy:
Before you start managing your operations in ERPNext, you must first become
familiar with the system and the terms used. For this we recommend
implementations should happen in two phases.
A Test Phase, where you enter dummy recrds representing your day to day
transactions and a Live Phase, where we start entering live data.
Test Phase:
 Read the Manual
 Create a free account at
https://erpnext.com(the easiest way to experiment).
 Create your first customer ,Supplier and Item.Add a few more so you get
familiar with them.
 Create Customer Groups, Item Groups, Warehouses,Supplier Groups, so that
you can classify your items.
 Complete a standard sales cycle – Lead > Opportunity > Quotation > Sales
Order > Delivery Note > Sales Invoice >Payment (Journal entry )
 Complete a standard purchase cycle- Material Request > Purchase Order >
Purchase Receipt > Payment (Journal Entry)
 Complete a manufacturing cycle (if applicable) – BOM > Production Planning
tool > > Work Order > Material Issue
 Replicate a real life scenario into the system.
 Create custom fields,prinbt formats etc as required.
Live Phase
Once you are familiar with erpnext , start entering your live data!
 Clean up the account of test data or better,start a fresh install.

 If you just want to clear your yransactions and not your master data like item,
customer Supplier,BOM etc,you can click delete the transaction of your
company and start fresh . To do so , open the company Record via Setup >
Masters > Company and delete your Company’s transactions by clicking on
the Delete Company Transactions button on the bottom of the Company
Form.
 You can also setup a new account at https://erpnext.com, and use the 14-day
free trial. Fimd the more ways of deploying ERPNext
 Setup all the modules with customer Groups, Item Groups,Warehouses,BOM’s
etc.
 Import Custoers,suppliers,Items,Contacts,and Addresses using Data Import
tool.
 Import opening stock using Stock Reconciliation Tool.
 Create opening acounting entries via Journal Entry and create outstanding
Sales Invoice and Purchase Invoices.
 If you need help, you can buy support or ask the user Forum.
Company Setup
A company is a legal entity made up of an association of people for carrying on
a commercial or industrial enterprise.
In ERPNext, the first Company is created when an ERPNext account. For each
Company, you can set a domain as manufacturing, retail, or services depending
on the nature of your business activity.
If you have more than one company, you can add them from:
Home > Accounting > Company
1. How to create a new Company
Go to the Company list, click on New.
Enter the name, abbreviation, and default currency for the company.
Save.
The abbreviation for your company is created by default. For example, FT for
Frappe Technologies. The abbreviation helps in differentiating assets of one
company from another.
The abbreviation also appears in various accounts, cost centers, taxes

templates, warehouse, etc, of your company.
You can also attach a company logo and add a description for the company.

1.1 Multi Company Structure
Let's assume you run a group of companies, some may be larger companies and
some may be smaller that are a part of the larger companie(s).
In ERPNext, you can set up multiple companies. The company structure can be
parallel, i.e., sister companies, parent-child companies, or a combination of
both.
A parent company is a larger organization which consists of one or more child

companies. A child company is a subsidiary of a parent company.
The company tree view displays the overall structure of your companies.
Once you build a company tree, ERPNext will validate if the accounts of the
child companies match the accounts in the parent company. All the accounts
can be combined in a consolidated chart of accounts statement.
1.2 Other Options when Creating a Company
Domain: The domain of work the company is into. Eg: manufacturing, services,
etc. Choose one when setting up your account.
Is Group: If checked, this becomes a parent company.
Parent Company: If this is a child company, set the parent from this field i.e.,
select a group company this company belongs to. If a parent company is set,
the chart of accounts for the new company you're creating will be created
based on the selected parent company.
1.3 Chart of Accounts
For each Company, the master for Chart of Accounts is maintained separately.
This allows you to maintain separate accounting for each company as per the
legal requirements. You can also import chart of accounts using the Charts Of
Accounts Importer.
ERPNext has localized Chart of Accounts readily available for some countries.
When creating a new Company, you can choose to set up the Chart of Account
for it from one of the following options.
Standard Chart of Accounts
Based on Existing Company's Chart of Account
Note that, if the Parent Company is selected when creating a new Company, the
Chart of Accounts will be created based on the existing Parent Company.
1.4 Defaults
Within the Company master, you can set many of the default values for masters
and accounts. These default accounts will help you in the quick posting of
accounting transactions, where the value for the account will be fetched from
the Company master if provided. As soon as the company is created, a default
Chart Of Accounts and Cost Center is automatically created.
The following defaults can be set for a company:
Default Finance Book
Default Letter Head
Default Holiday List
Standard Working Hours
Default Terms and Conditions
Country
Tax ID
Date of Establishment
2. Features
2.1 Monthly Sales Target
Set the monthly sales target number in the company currency, for example,
$10,000. Total monthly sales will be visible once transactions are made. To
know more click here.
2.2 Account Settings
Some of the following accounts will be set by default when you create a new
company, others can be created. The accounts can be seen in the Chart of
Accounts. These values can be changed later on if needed.
Default Bank Account
Default Cash Account
Default Receivable Account
Round Off Account
Round Off Cost Center
Write Off Account
Discount Allowed Account
Discount Received Account
Exchange Gain / Loss Account
Unrealized Exchange Gain/Loss Account
Default Payable Account

Default Employee Advance Account
Default Cost of Goods Sold Account
Default Income Account
Default Deferred Revenue Account
Default Deferred Expense Account
Default Payroll Payable Account
Default Expense Claim Payable Account
Default Cost Center
Credit Limit
Default Payment Terms Template
2.3 Stock Settings
Perpetual Inventory feature would lead to Stock transactions impacting the

company's books of accounts. Know more here. It is enabled by default.
Default Inventory Account
Stock Adjustment Account

Stock Received But Not Billed
Expenses Included In Valuation
2.4 Fixed Asset Depreciation Settings
For managing fixed assets in a company, the following accounts are needed.
Most of them will be created by default. They can be seen in the Chart of
Accounts.
Accumulated Depreciation Account
Depreciation Expense Account
Series for Asset Depreciation Entry (Journal Entry)
Expenses Included In Asset Valuation
Gain/Loss Account on Asset Disposal
Asset Depreciation Cost Center
Capital Work In Progress Account
Asset Received But Not Billed

2.5 HRA Settings
Set the default Component for the following Salary Components.
For the Indian user, setting the default value in this section will help in
Employee Tax Declaration calculations, especially for HRA exemption amount.
Basic Component
HRA Component
Arrear Component
2.6 Bank Remittance Settings
Only for India.
Using the Payment Order feature (in Accounts), you can give a single document
of transfer for multiple bank transfers. Updating value in the following fields
will help you generate Bank Remittance in a format which can be accepted and
can be also uploaded on the bank's portal.
Payment order allows a user to combine several payment entries/payment

requests into a single document. Bank Remittance allows a user to
send that single document to the bank as text format, this text format can be
manually uploaded to Kotak bank payments platform.
Client Code and Product Code are codes given by the bank to you. This is
required to be added in the text file as per the format specified by Kotak bank.
2.7 Budget
Exception Budget Approver Role: The role selected here can bypass the set
budget to approve expenses.
2.6 Company Info
For reference, the following details of your company can be saved in ERPNext:
Date of Incorporation
Phone No
Fax
Email
Website
Address
Registration Details
Note: When setting the address here, it is important to tick the 'Is Your
Company Address' checkbox.

For India, different addresses can be added with different GSTIN numbers if the
company has multiple locations. For example, if your company has offices in
Mumbai, Delhi, and Bangalore, you'll have to add different addresses with
different GSTIN numbers.
On saving a company, the following details/actions will be visible in the

dashboard:
Concept and Terms:

Before you start implementations ,lets get familiar with the terminology
that is used and some basic concepts in ERPNext.
Basic Concepts:
 Company:
 Customer
 Supplier
 Item
 Acount
 Address
 Contact
 Communication
 Price List
Acounting:
 Fiscal year
 Cost Center
 Journal entry
 Sales Invoice
 Purchase Invoice
 Currency
 Selling:
 Customer Group
 Lead
 Opportunity
 Quotation
 Sales Order
 Territory
 Sales Partner
 Sales Person
Buying:
 Purchase Order
 Material Request
Stock(Inventory):
 Warehouse
 Stock Entry
 Delivery Note
 Purchase Receipt
 Serial Number
 Batch
 Stock Ledger Entry
 Stock Reconciliation
 Quality Inspection
 Item Group
Resource Management :
 Employee
 Leave application
 Leave Type
 Payroll Entry
 Salary Slip
 Salary Structure
 Appraisal
 Appraisal Template
 Attendance
Manufacturing:
 Bill of Materials
 Workstation
 Work Order
 Production Planning Tool
Website:
 Blog Post
 Web Page
Setup/customization:
 Custom Field
 Global Defaults
 Print Handling
 Terms and Conditions
 Unit of Measure(UOM)
Basic Concepts
Company
This represents the Company records for which ERPNext is setup. With this
same setup, you can create multiple Company records, each representing a
different legal entity. The accounting for each Company will be different, but
they will share the Customer, Supplier and Item records.
Setup > Company

Customer
Represents a customer. A Customer can be an individual or an organization.

You can create multiple Contacts and Addresses for each Customer.
Selling > Customer
Supplier
Represents a supplier of goods or services. Your telephone company is a

Supplier, so is your raw materials Supplier. Again, a Supplier can be an
individual or an organization and has multiple Contacts and Addresses.
Buying > Supplier
Item
A Product, sub-product or Service that is either bought, sold or manufactured

and is uniquely identified.
Stock > Item
Account
An Account is a heading under which financial and business transactions are

carried on. For example, “Travel Expense” is an account, “Customer Zoe”,
“Supplier Mae” are accounts. ERPNext creates accounts for Customers and
Suppliers automatically.
Accounts > Chart of Accounts

Address
An address represents location details of a Customer or Supplier. These can be

of different locations such as Head Office, Factory, Warehouse, Shop etc.
Selling > Address
Contact
An individual Contact belongs to a Customer or Supplier or is just an

independent. A Contact has a name and contact details like email and phone
number.
Selling > Contact
Communication
A list of all Communication with a Contact or Lead. All emails sent from the
system are added to the Communication table.
Support > Communication
Price List
A Price List is a place where different rate plans can be stored. It’s a name you
give to a set of Item Prices stored under a particular List.
Selling > Price List

Buying > Price List
Accounting
Fiscal Year
Represents a Financial Year or Accounting Year. You can operate multiple Fiscal
Years at the same time. Each Fiscal Year has a start date and an end date and
transactions can only be recorded in this period. When you “close” a fiscal year,
it's balances are transferred as “opening” balances for the next fiscal year.
Setup > Company > Fiscal Year
Cost Center
A Cost Center is like an Account, but the only difference is that its structure
represents your business more closely than Accounts. For example, in your
Chart of Accounts, you can separate your expenses by its type (i.e., travel,
marketing, etc.). In your Chart of Cost Centers, you can separate them by
product line or business group (e.g., online sales, retail sales, etc.).
Accounts > Chart of Cost Centers
Journal Entry
A document that contains General Ledger (GL) entries and the sum of Debits
and Credits of those entries is the same. In ERPNext you can update Payments,
Returns, etc., using Journal Entries.
Accounts > Journal Entry
Sales Invoice
A bill sent to Customers for delivery of Items (goods or services).
Accounts > Sales Invoice
Purchase Invoice
A bill sent by a Supplier for delivery of Items (goods or services).
Accounts > Purchase Invoice
Currency
ERPNext allows you to book transactions in multiple currencies. There is only

one currency for your book of accounts though. While posting your Invoices
with payments in different currencies, the amount is converted to the default
currency by the specified conversion rate.
Setup > Currency
Selling
Customer Group
A classification of Customers, usually based on market segment.

Selling > Setup > Customer Group
Lead
A person who could be a future source of business. A Lead may generate

Opportunities. (from: “may lead to a sale”).
CRM > Lead
Opportunity
A potential sale. (from: “opportunity for a business”).
CRM > Opportunity
Quotation
Customer's request to price an item or service.
Selling > Quotation
Sales Order
A note confirming the terms of delivery and price of an Item (product or

service) by the Customer. Deliveries, Work Orders and Invoices are made on
basis of Sales Orders.
Selling > Sales Order

Territory
A geographical area classification for sales management. You can set targets for
Territories and each sale is linked to a Territory.
Selling > Setup > Territory
Sales Partner
A third party distributer / dealer / affiliate / commission agent who sells the
company’s products usually for a commission.
Selling > Setup > Sales Partner
Sales Person
Someone who pitches to the Customer and closes deals. You can set targets for
Sales Persons and tag them in transactions.
Selling > Setup > Sales Person
Buying
Purchase Order
A contract given to a Supplier to deliver the specified Items at the specified

cost, quantity, dates and other terms.
Buying > Purchase Order

Material Request
A request made by a system User, or automatically generated by ERPNext

based on reorder level or projected quantity in Production Plan for purchasing
a set of Items.
Buying > Material Request
Stock (Inventory)
Warehouse
A logical Warehouse against which stock entries are made.
Stock > Warehouse
Stock Entry
Material transfer from a Warehouse, to a Warehouse or from one Warehouse to

another.
Stock > Stock Entry
Delivery Note
A list of Items with quantities for shipment. A Delivery Note will reduce the
stock of Items for the Warehouse from where you ship. A Delivery Note is
usually made against a Sales Order.
Stock > Delivery Note
Purchase Receipt
A note stating that a particular set of Items were received from the Supplier,
most likely against a Purchase Order.
Stock > Purchase Receipt
Serial Number
A unique number given to a particular unit of an Item.
Stock > Serial Number
Batch
A number given to a group of units of a particular Item that may be purchased

or manufactured in a group.
Stock > Batch
Stock Ledger Entry
A unified table for all material movement from one warehouse to another. This
is the table that is updated when a Stock Entry, Delivery Note, Purchase
Receipt, and Sales Invoice (POS) is made.
Stock Reconciliation
Update Stock of multiple Items from a spreadsheet (CSV) file.
Stock > Stock Reconciliation
Quality Inspection
A note prepared to record certain parameters of an Item at the time of Receipt

from Supplier, or Delivery to Customer.
Stock > Quality Inspection
Item Group
A classification of Item.
Stock > Setup > Item Group
Human Resource Management
Employee
Record of a person who has been in present or past, in the employment of the
company.
Human Resources > Employee

Leave Application
A record of an approved or rejected request for leave.
Human Resource > Leave Application
Leave Type
A type of leave (e.g., Sick Leave, Maternity Leave, etc.).
Human Resource > Leave and Attendance > Leave Type
Payroll Entry
A tool that helps in creation of multiple Salary Slips for Employees.
Human Resource > Payroll Entry
Salary Slip
A record of the monthly salary given to an Employee.
Human Resource > Salary Slip
Salary Structure
A template identifying all the components of an Employees' salary (earnings),

tax and other social security deductions.
Human Resource > Salary and Payroll > Salary Structure
Appraisal
A record of the performance of an Employee over a specified period based on

certain parameters.
Human Resources > Appraisal
Appraisal Template
A template recording the different parameters of an Employees' performance

and their weightage for a particular role.
Human Resources > Employee Setup > Appraisal Template
Attendance
A record indicating presence or absence of an Employee on a particular day.
Human Resources > Attendance
Manufacturing
Bill of Materials (BOM)

A list of Operations and Items with their quantities, that are required to
produce another Item. A Bill of Materials (BOM) is used to plan purchases and
do product costing.
Manufacturing > BOM
Workstation
A place where a BOM operation takes place. It is useful to calculate the direct
cost of the product.
Manufacturing > Workstation
Work Order
A document signaling production (manufacture) of a particular Item with

specified quantities.
Manufacturing > Work Order
Production Planning Tool
A tool for automatic creation of Work Orders and Purchase Requests based on
Open Sales Orders in a given period.
Manufacturing > Production Planning Tool
Website
Blog Post
A short article that appears in the “Blog” section of the website generated from
the ERPNext website module. Blog is a short form of “Web Log”.
Website > Blog Post
Web Page
A web page with a unique URL (web address) on the website generated from
ERPNext.
Website > Web Page
Setup / Customization
Custom Field
A user defined field on a form / table.
Setup > Customize ERPNext > Custom Field
Global Defaults
This is the section where you set default values for various parameters of the
system.
Setup > Data > Global Defaults
Print Heading
A title that can be set on a transaction just for printing. For example, you want
to print a Quotation with a title “Proposal” or “Pro forma Invoice”.
Setup > Branding and Printing > Print Headings
Terms and Conditions
Text of your terms of contract.
Selling > Setup > Terms and Conditions
Unit of Measure (UOM)
How quantity is measured for an Item. E.g., Kg, No., Pair, Packet, etc.
Stock > Setup > UOM
Setting Up
Learn how to configure ERPNext for your business needs
Basic Setup
System Settings
System Setting contains settings for system-wide configuration of the account

involving settings related to security and administration.
Letter Head
A Letter Head contains your organization's name, logo, address, etc which
appears at the top portion in documents.
View Full Contents
Data Import and Export
Data Import
Data Import is an easy way to upload (or edit) bulk data (especially master
data) into the system.
Data Export
Data Export lets you export data from various ERPNext masters to a CSV or an
Excel format.
Charts Of Accounts Importer
This importer allows you to create your own Chart of Accounts according to
your requirement and import it into the system.
Backups
In the ERPNext, you can manually download database backup and can later be
resotred to a new site.
View Full Contents
User and Permissions
Adding Users
Users can be added by the System Manager. And can be given separate
permissions based on their role in the organization
Role Based Permissions
Permission to different documents can be controlled using Role Based

Permissions.
Sharing
You can share documents with other users via sharing in ERPNext.
Administrator
The administrator is above the System Manager and has all the rights and
permissions for an ERPNext account.
View Full Contents
Printing
Print Settings
In Print Settings you can set your printing preferences like Paper Size, default
text size, whether you want to output as PDF or HTML, etc.
Print Format
With Print Format, you can set how document types look when printing.
Print Format Builder
The Print Format builder helps you quickly make a simple customized Print
Format by dragging and dropping data fields and adding custom text or HTML.
Address Template
Address template can store different formats of addresses based on the region.
Terms and Conditions Template
Terms and conditions contain the terms and conditions of a service/product

offered by a seller to a buyer.
Custom Translations
With Custom Translations, user can print the customer's and supplier's
document in their local language.
Raw Printing
ERPNext let's you send raw commands to thermal printers directly to print
barcode, labels and much more.
View Full Contents
Workflows
Workflows
With workflows you can rewrite how a particular process/workflow is approved

in ERPNext.
Workflow Actions
Workflow Actions is a single place to manage all the pending actions you can
take on Workflows.
Workflow State
A Workflow State is a state in the workflow you create.
Assignment Rule
An Assignment Rule lets you set up automatic assignment of documents to
Users.
View Full Contents
Email and SMS
Email Domain
An email domain is the name of the network/service you're using for your
email account.
Email Account
You can sync your email account with ERPNext to send and receive emails from
ERPNext.
Linking Emails to Document
An email can be linked to multiple documents in ERPNext both manually and

automatically
SMS Settings
You can subscribe to an SMS provider to send SMS to mobile numbers.
Notification
You can configure various notifications in your system to remind you of
important activities.
Document Follow
Document Follow is a feature that allows users to track changes in documents

like via email notifications.
View Full Contents
System Configuration
Show or Hide Modules
You can globally Hide or Unhide certain modules by clicking on Show/Hide

Cards in your ERPNext Home Page.
Naming Series
Master and transactions can be given prefixes in the form of naming series.
Session Defaults
Session Defaults are configurable default values set during user sessions.
Bulk Rename
Bulk Renaming allows renaming multiple records at once.

Bulk Update
Bulk Update allows you to update a particular field of a DocType for all
documents.
Milestone Tracking
You can automatically track milestones based on the lifecycle of a document if

it undergoes multiple stages.
Auto Repeat
Auto Repeat feature helps you create certain documents automatically in a

given time period.
Domain Settings
You can select the domains to be active globally under Domain Settings.
Energy Point System
Energy Points System is a rating/karma system that you can enable for your
organization.
View Full Contents
Data Privacy
Personal Data Request

Personal data download tool enables a user to automatically download all the
personal data they have generated while using ERPNext.
Personal Data Deletion
Personal data deletion tool enables a user to anonymize all the personally
identifiable data a user has generated while using ERPNext
3. Related Topics
Setting Up Taxes
Setting Up Taxes
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. Click here to know about this.
3. Purchase Taxes and Charges Template
Purchase Taxes and Charges Template fetched taxes for your sales transactions
like Purchase Order and Purchase Invoice. Click here to know about this.
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. Click
here to know about this.
5. Tax Category
Tax category helps in automatically applying sales/purchase tax templates in

your transactions based on the customer/supplier chosen. Click here to know
about this.
6. Video
7. Related Topics
Set the monthly sales target number in the company currency, for example,
$10,000. Total monthly sales will be visible once transactions are made. To
know more click here.
Some of the following accounts will be set by default when you create a new
company, others can be created. The accounts can be seen in the Chart of
Accounts. These values can be changed later on if needed.
Round Off Account
Write Off Account

Default Cost Center
Credit Limit
2.3 Stock Settings

Perpetual Inventory feature would lead to Stock transactions impacting the
company's books of accounts. Know more here. It is enabled by default.
For managing fixed assets in a company, the following accounts are needed.
Most of them will be created by default. They can be seen in the Chart of
Accounts.

2.5 HRA Settings
For the Indian user, setting the default value in this
Company Setup
System Settings
Users and Permissions
Adding Users
Letter Head
Email Account
Administrator
Setting Up Taxes
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

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

Sales Taxes and Charges Template fetched taxes for your sales transactions like Sales
Order and Sales Invoice. Click here to know about this.


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. Click here to know about this.
5. Tax Category
Tax category helps in automatically applying sales/purchase tax templates in your
transactions based on the customer/supplier chosen. Click here to know about this.
6. Video
7. Related Topics
1. Company Setup
setting Up Taxes
1. Tax Accounts




5. Tax Category
6. Video
7. Related Topics
1. company Setup
A company is a legal entity made up of an association of people for carrying on a

commercial or industrial enterprise.
In ERPNext, the first Company is created when an ERPNext account. For each Company,
you can set a domain as manufacturing, retail, or services depending on the nature of
your business activity.

1. Go to the Company list, click on New.
2. Enter the name, abbreviation, and default currency for the company.
3. Save.
The abbreviation for your company is created by default. For example, FT for Frappe
Technologies. The abbreviation helps in differentiating assets of one company from
another.
The abbreviation also appears in various accounts, cost centers, taxes templates,
warehouse, etc, of your company.
Let's assume you run a group of companies, some may be larger companies and some
may be smaller that are a part of the larger companie(s).
In ERPNext, you can set up multiple companies. The company structure can be parallel,
i.e., sister companies, parent-child companies, or a combination of both.

Once you build a company tree, ERPNext will validate if the accounts of the child
companies match the accounts in the parent company. All the accounts can be
combined in a consolidated chart of accounts statement.
 Domain: The domain of work the company is into. Eg: manufacturing, services,
 Is Group: If checked, this becomes a parent company.
 Parent Company: If this is a child company, set the parent from this field i.e.,
select a group company this company belongs to. If a parent company is set, the
chart of accounts for the new company you're creating will be created based on
the selected parent company.
For each Company, the master for Chart of Accounts is maintained separately. This
allows you to maintain separate accounting for each company as per the legal
requirements. You can also import chart of accounts using the Charts Of Accounts
Importer.
ERPNext has localized Chart of Accounts readily available for some countries. When
creating a new Company, you can choose to set up the Chart of Account for it from one
of the following options.
 Standard Chart of Accounts
 Based on Existing Company's Chart of Account
Note that, if the Parent Company is selected when creating a new Company, the Chart of
Accounts will be created based on the existing Parent Company.
1.4 Defaults
Within the Company master, you can set many of the default values for masters and
accounts. These default accounts will help you in the quick posting of accounting
transactions, where the value for the account will be fetched from the Company master if
provided. As soon as the company is created, a default Chart Of Accounts and Cost
Center is automatically created.

 Default Finance Book
 Default Letter Head
 Default Holiday List
 Standard Working Hours
 Default Terms and Conditions
 Country
 Tax ID
 Date of Establishment
2. Features
Set the monthly sales target number in the company currency, for example, $10,000.
Total monthly sales will be visible once transactions are made. To know more click here.
Some of the following accounts will be set by default when you create a new company,
others can be created. The accounts can be seen in the Chart of Accounts. These values
can be changed later on if needed.
 Default Bank Account
 Default Cash Account
 Default Receivable Account
 Round Off Account
 Round Off Cost Center
 Write Off Account
 Discount Allowed Account
 Discount Received Account

 Exchange Gain / Loss Account
 Unrealized Exchange Gain/Loss Account
 Default Payable Account
 Default Employee Advance Account
 Default Cost of Goods Sold Account
 Default Income Account
 Default Deferred Revenue Account
 Default Deferred Expense Account
 Default Payroll Payable Account
 Default Expense Claim Payable Account
 Default Cost Center
 Credit Limit
 Default Payment Terms Template
2.3 Stock Settings
Perpetual Inventory feature would lead to Stock transactions impacting the company's
books of accounts. Know more here. It is enabled by default.
 Default Inventory Account
 Stock Adjustment Account
 Stock Received But Not Billed
 Expenses Included In Valuation

For managing fixed assets in a company, the following accounts are needed. Most of
them will be created by default. They can be seen in the Chart of Accounts.
 Accumulated Depreciation Account
 Depreciation Expense Account
 Series for Asset Depreciation Entry (Journal Entry)
 Expenses Included In Asset Valuation
 Gain/Loss Account on Asset Disposal
 Asset Depreciation Cost Center
 Capital Work In Progress Account
 Asset Received But Not Billed
2.5 HRA Settings

For the Indian user, setting the default value in this section will help in Employee Tax
Declaration calculations, especially for HRA exemption amount.
 Basic Component
 HRA Component
 Arrear Component
Only for India.
Using the Payment Order feature (in Accounts), you can give a single document of
transfer for multiple bank transfers. Updating value in the following fields will help you
generate Bank Remittance in a format which can be accepted and can be also uploaded
on the bank's portal.
Payment order allows a user to combine several payment entries/payment requests into
a single document. Bank Remittance allows a user to send that single document to the
bank as text format, this text format can be manually uploaded to Kotak bank payments
platform.
Client Code and Product Code are codes given by the bank to you. This is required to be
added in the text file as per the format specified by Kotak bank.
2.7 Budget
Exception Budget Approver Role: The role selected here can bypass the set budget to
approve expenses.
2.6 Company Info
 Date of Incorporation
 Phone No
 Fax
 Email
 Website
 Address
 Registration Details
Note: When setting the address here, it is important to tick the 'Is Your Company
Address' checkbox.
company has multiple locations. For example, if your company has offices in Mumbai,
Delhi, and Bangalore, you'll have to add different addresses with different GSTIN
numbers.

dashboard:
3. Related Topics
1. Setting Up Taxes
2. System Settings
3. Charts Of Accounts Importer
4. Users and Permissions
5. Adding Users
6. Letter Head
7. Email Account
8. Administrator
Setting Up Taxes
1. Tax Accounts




5. Tax Category
6. Video
7. Related Topics
1. Company Setup


1. Go to the Company list, click on New.
2. Enter the name, abbreviation, and default currency for the company.
3. Save.
another.


 Domain: The domain of work the company is into. Eg: manufacturing, services,
 Is Group: If checked, this becomes a parent company.
 Parent Company: If this is a child company, set the parent from this field i.e.,
select a group company this company belongs to. If a parent company is set, the
chart of accounts for the new company you're creating will be created based on
the selected parent company.
Importer.
 Standard Chart of Accounts
 Based on Existing Company's Chart of Account

1.4 Defaults
 Default Finance Book
 Default Letter Head
 Default Holiday List
 Standard Working Hours
 Default Terms and Conditions
 Country
 Tax ID
 Date of Establishment
2. Features
 Default Bank Account
 Default Cash Account
 Default Receivable Account
 Round Off Account
 Round Off Cost Center
 Write Off Account
 Discount Allowed Account
 Discount Received Account
 Exchange Gain / Loss Account
 Unrealized Exchange Gain/Loss Account
 Default Payable Account
 Default Employee Advance Account
 Default Cost of Goods Sold Account
 Default Income Account
 Default Deferred Revenue Account
 Default Deferred Expense Account
 Default Payroll Payable Account
 Default Expense Claim Payable Account

 Default Cost Center
 Credit Limit
 Default Payment Terms Template
2.3 Stock Settings
books of accounts. Know more here. It is enabled by default.
 Default Inventory Account
 Stock Adjustment Account
 Stock Received But Not Billed
 Expenses Included In Valuation
 Accumulated Depreciation Account
 Depreciation Expense Account
 Series for Asset Depreciation Entry (Journal Entry)
 Expenses Included In Asset Valuation
 Gain/Loss Account on Asset Disposal
 Asset Depreciation Cost Center

 Capital Work In Progress Account
 Asset Received But Not Billed
2.5 HRA Settings
 Basic Component
 HRA Component
 Arrear Component
Only for India.
platform.
2.7 Budget
approve expenses.
2.6 Company Info
 Date of Incorporation
 Phone No
 Fax
 Email
 Website
 Address
 Registration Details
Address' checkbox.
company has multiple locations. For example, if your company has offices in Mumbai,
Delhi, and Bangalore, you'll have to add different addresses with different GSTIN
numbers.

dashboard:
3. Related Topics
1. Setting Up Taxes
2. System Settings
3. Charts Of Accounts Importer
4. Users and Permissions
5. Adding Users
6. Letter Head
7. Email Account
8. Administrator
Company Setup
Go to the Company list, click on New.
Enter the name, abbreviation, and default currency for the company.
Save.
another.


Domain: The domain of work the company is into. Eg: manufacturing, services, etc.
Choose one when setting up your account.
Is Group: If checked, this becomes a parent company.
Parent Company: If this is a child company, set the parent from this field i.e., select a
group company this company belongs to. If a parent company is set, the chart of
accounts for the new company you're creating will be created based on the selected
parent company.
Importer.

Standard Chart of Accounts
Based on Existing Company's Chart of Account
1.4 Defaults
Default Finance Book
Default Letter Head
Default Holiday List
Standard Working Hours
Default Terms and Conditions

Country
Tax ID
Date of Establishment
2. Features

Round Off Account
Write Off Account


Default Cost Center
Credit Limit
2.3 Stock Settings

ooks of accounts. Know more here. It is enabled by default.


2.5 HRA Settings
Basic Component
HRA Component
Arrear Component
Only for India.
platform.
2.7 Budget
approve expenses.
2.6 Company Info
Date of Incorporation
Phone No
Fax
Email
Website
Address
Registration Details
Address' checkbox.
For India, different addresses can be added with different GSTIN numbers if the company
has multiple locations. For example, if your company has offices in Mumbai, Delhi, and
Bangalore, you'll have to add different addresses with different GSTIN numbers.
On saving a company, the following details/actions will be visible in the dashboard:
Global Defaults
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.
Show or Hide Modules
You can globally Hide or Unhide certain modules by clicking on Show/Hide Cards in your
ERPNext Home Page.
For example, if you are in the services business, you want to hide the Manufacturing
Module, you can do this using this tool.
Check/uncheck the items to show or hide modules.

In versions older than v12, click on your username, select 'Everyone' and check/uncheck
the modules
Adding Users
Users can be added by the System Manager. To add users go to:
Home > Users and Permissions > User
There are two main types of users:
Website users: Customers, Suppliers, Students, etc., who have access only to the portal
and not to any modules. System Users: People using ERPNext in the Company with
access to modules, company data, etc.

To know more about these two type of users, click here.
Under User, a lot of info can be entered. For the sake of usability, the information
entered for web users is minimal: First Name and Email.
An Email address is the unique key (ID) identifying the Users.
1. How to Create a New User
Go to the User list, click on New.
Add an Email address and name of the user.
Save.

Details like Username and Language can also be changed.
2. Features
2.1 Setting Roles
After saving, you will see a list of roles and checkboxes next to them. Just check the roles
you want the user to have and save the document. The roles have pre-defined
permissions, to know more about roles, click here. You can set Role profiles to use as a
template which selects multiple roles together.
2.2 More Information

More information about the employee can be set from this section:
Gender
Phone
Mobile No
Birth Date
Location
Interests
Bio
Banner Image
Ticking on 'Mute Sounds' will mute sounds that play on interacting with documents. The
user may need to do a Settings > Reload for the changes to take place.
2.3 Change Password
Set New Password: As a System Manager, you can set a new password for the user if it
needs to be changed.
Send Password Update Notification: Send an email notification to the user that their
password has been changed.
Log out from all devices while changing Password: When changing the user's password,
this logs out the user from PC and any mobile device they may have logged into.
2.4 Document Follow

With this option you can follow various documents in the system and get email
notifications when they are updated. Know more here.
2.5 Email Settings
Send Notifications for Email threads: The user will get notifications for Email
conversations that take place in document types like Opportunities.
Send Me A Copy of Outgoing Emails: Sends the user a copy of the emails they send. This
is useful for keeping track if the email got sent.
Allowed In Mentions: Allow this user's name to appear in thread conversations so that
they can be mentioned using '@'.
Email Signature: Adding an email signature here will set it as default for all outgoing
emails for the user. This is different from a footer which is set from the Company master.
2.6 Email Inbox
Subscribe the user to different mailing lists of your company from this section. Add a
new row and select the mailing list to assign this user. For example, mailing lists can be
jobs, support, sales, etc. To know more about Email Inbox, click here.
2.7 Allow Module Access
Users will have access to all modules for which they have role-based access. If you want
to restrict access of certain modules for this user, un-check the modules from this list.
2.8 Security Settings

Simultaneous Sessions: Simultaneous login sessions the user is allowed. You can use the
same set of credentials for multiple users by allowing more sessions. This can be
restricted from System Settings globally. For cloud account, the total number of
simultaneous sessions cannot exceed the total number of subscribed users.
User Type: If the user has any role checked other than Customer, Supplier, Patient, or
Student they automatically become a System User. This field is read-only.
Login After, Login Before: If you wish to give the user access to the system only between
office hours, or during weekends, specify it here. For example, if office hours are from 10
am to 6 pm, set the Login After, Login Before hours as 10:00 and 18:00.
Restrict IP: Restrict user login to the IPs specified here. This can be used so that the user
can log in only from office computers. Multiple IPs can be added separated by commas.
This section also shows other details like Last Login, Last IP, and Last Active time for the
user.
2.9 Third Party Authentication
This will allow users to use Facebook, Google, or GitHub to log in. To use this feature,
signup for a developer account with Facebook, Google, GitHub, etc. Create an app on
their console, specify an app name, the originating URL and callback URL, copy the client
ID and client secret info here to start using.
For more details, go to this page.
2.10 API Access
You can generate API Secret keys from this section using the Generate Keys button. This
can be used to access your account's data from another application, for example, an
offline POS system.
2.11 After saving

After saving a user, these buttons will be seen on the dashboard area of the User master.
Permissions
Set User Permissions: Will take you to the User Permissions page of Bruce from where
you can restrict Bruce's access to documents.
View Permitted Documents: Will take you to the 'Permitted Documents For User' report
for this user. Here you can see which documents does Bruce have access to. For example,
on selected Sales Order, the list of Sales Orders Bruce has access to will be displayed.
Password
Reset Password: An email with instructions to reset the user's password will be sent to
the user's Email Account.

Reset OTP Secret: Reset OTP Secret for logging in via Two Factor Authentication.
Create User Email will let you create an Email Account for the user based on the email
entered in the User master.
3. Login Methods
In System Settings, under the Security section, if you check the 'Allow Login using Mobile
No' checkbox, a mobile number can also be used to log in. While a Mobile No will be
unique, it will not be treated as a user ID.
Login with Email:
Login with Email or Mobile:

After adding these details, save the user.
4. Related Topics
Permission to different documents can be controlled using Role Based Permissions.
ERPNext has a role-based permission system. It means that you can assign Roles to
Users, and Permissions can be set on Roles. The Role Permissions Manager allows you to
set which roles can access which documents and with what permissions (read, write,
submit, etc.).
Once roles are assigned to a user, their access can be limited to specific documents. The
permission structure allows you to define different permission rules for different fields
using a concept called Permission Level of a field.
1. How to use the Role Permissions Manager
To start using the Role Permission Manager, go to:
Home > Users and Permissions > Role Permissions Manager
Permissions are applied on a combination of:
Roles: As we saw earlier, Users are assigned Roles and it is on these Roles that
permission rules are applied. For example, a sales user may be given the roles of an
Employee and a Sales User.

Examples of Roles include Accounts Manager, Employee, HR User, etc.
Document Types: Each type of document, master or transaction, has a separate list of
role-based permissions as seen in the preceding screenshot.
Examples of Document Types are Sales Invoice, Leave Application, Stock Entry, etc.
Permission Levels: In each document, you can group fields by "levels". Each group of
fields is denoted by a unique number (0 to 9). A separate set of permission rules can be
applied to each field group. By default, all fields are of level 0.
Permission "Level" connects fields with level X to a permission rule with level X. To know
more click here.
Document Stages: Permissions are applied on each stage of the document like Creation,
Saving, Submission, Cancellation, and Amendment. A role can be permitted to Print,
Email, Import or Export data, access Reports, or define User Permissions.

User Permissions: Using User Permissions in ERPNext a user can be restricted to access
only specific Documents for that Document Type. Eg: Only one Territory from all
Territories. User Permissions defined for other Document Types also get applied if they
are related to the current Document Type through Link Fields.
For example, a Customer is a link field in a Sales Order or Quotation. In the Role
Permissions Manager, User Permissions can be set using the 'Set User Permissions'
button.
To set User Permissions based on documents/fields go to:
Home > Users and Permissions > Permissions > User Permissions
Add a New Rule: In the Role Permissions Manager, to add a new rule, click on the Add a
New Rule button and a pop-up box will ask you to select a Role and a Permission Level.
Once you select this and click on 'Add', this will add a new row to your rules table.
2. How Role Based Permissions Work
Leave Application is a good example that encompasses all areas of a Permission System.
It should be created by an Employee. For this, Employee Role should be given Read,
Write, Create permissions.
An Employee should only be able to access his/her Leave Application. Hence, User
Permissions record should be created for each User-Employee combination.
HR Manager should be able to see all Leave Applications. Create a Permission Rule for
HR Manager at Level 0, with Read permissions. Apply User Permissions should be
disabled.

Leave Approver should be able to see and update Leave Applications of employees
under him/her. Leave Approver is given Read and Write access at Level 0. Relevant
Employee Documents should be enlisted in the User Permissions of Leave Approvers.
(This effort is reduced for Leave Approvers mentioned in Employee Documents, by
programmatically creating User Permission records).
It should be Approved/Rejected only by HR User or Leave Approver. The Status field of a
Leave Application is set at Level 1. HR User and Leave Approver are given Read and
Write permissions for Level 0, while everyone else (All) are given Read permission for
Level 1.

HR User should be able to delegate Leave Applications to his/her subordinates. HR User
is given the right to Set User Permissions. A User with HR User role would be able to
define User Permissions on Leave Application for other users.
In case you have correctly assigned the roles but still you're getting errors when
accessing documents, refer this page.
3. Related Topics
User Permissions
User Permissions
User permissions is a way of restricting user access to particular documents.
Role based permissions allow setting complete (by default) access to a document type
(doctype) like Sales Invoice, Orders, Quotation, etc. This means that when you assign a
Sales User role to a user, they can access all the Sales Orders and Quotations.
User Permissions can be used to restrict access to select documents based on the link
fields in the document. For example, consider that you do business with multiple
territories and you want to restrict access of certain Sales Users to Quotations/Sales
Order belonging to a particular territory. This can be done via User Permissions. The
restrictions can be set on Customer, Supplier, Customer Group, Supplier Group, etc.
Setting User Permissions are particularly useful when you want to restrict based on:
Allowing user to access data belonging to one Company
Allowing user to access data related to a specific Customer or Territory

To access User Permissions, go to:
Home > User and Permissions > User Permissions
1. How to create User Permissions
Go to the User Permissions list, click on New.
Select the user for which the rule has to be applied.
Select the type of document to be allowed (
Role Permission For Page And Report

User Permissions
Document Follow
3. Related Topics
Setting Up Taxes
System Settings
Users and Permissions
Adding Users
Letter Head
Role permission for Page and Report
Access to different pages and reports can be controlled in Role Permission for Page and
Report.
Document types are Sales Order, Customer, Supplier, etc. They are a document
typemeaning they can contain multiple documents of that type. A Page is a single page
like Selling Settings. You cannot create multiple Selling Settings, but you can create
multiple Sales Orders.
In ERPNext, user can make a custom user interface using Page and a custom report
using Report Builder or Query Report. ERPNext has a role-based permission
systemwhere you can assign roles to the user. The same role can be assigned to the
page and report to access them.
If the user has enabled developer mode, then they can add the roles directly in the page
and report record. In that case, the permissions will also be reflected in the JSON file for
the page/report. Consider you want to restrict the roles that can access certain pages
and reports in ERPNext, this can be done via the Role Permission for Page and Report.
To access Role Permission for Page and Report, go to:
Home > Users and Permissions > Role Permission for Page and Report
1. How to use Role Permission for Page and Report Tool
If developer mode is disabled, the user can assign the roles to the page and report, using
"Role Permission for Page and Report" page.
1.1 Reset to defaults
Using the "Reset to Defaults" button, the user can remove the custom permissions
applied on a page or report. Then default permissions will be applicable on that page or
report.
Setting Role Permissions from the Page/Report as a Developer

Role Permissions For Page
Go to: Home > Developer > Page.
Add a row and select which other roles can access the Page.
Role Permissions For Report
Go to: Home > Developer > Report.
Add rows with roles who can access the Report.

3. Related Topics
Role and Role Profile
User Permissions
Document Follow
Introduced in v12
Document Follow is a feature that allows users to track changes in documents via email
notifications.
1. How to Activate Document Follow
Go to: Settings > My Settings.
In the Document Follow section, tick the 'Send Notifications for documents followed by
me' checkbox.
Set the frequency at which you want to receive emails.
Now, you can receive emails for the documents you follow.
1.1 How to Follow documents
Go to any document, you'll see an option to follow the document.
Click on 'Follow'.

After following, you can also unfollow a document.
Note that you can only follow documents for which track changes are on.
To enable track changes, go to Menu > Customize > tick the Track Changes checkbox.
1.2 Automatic Follow
Cases where the document will be automatically followed after activating Document
Follow:
When you create a new document.

When you modify a document.
When you like a document using the heart icon.
When another user shares a document with you or assigns you to a document, you'll be
following the document.
This is what an email notification for Document Follow will look like:
2. Related Topics
Linking Emails to Documents
Introduced in v12
An email can be linked to multiple documents in ERPNext.
This can be done in the following two ways:
Email Aggregation in Contact, Customer, Supplier.
Automatic Email Linking.
1. Email Aggregation for Customer and Supplier
Email Aggregation takes place in Contact, Customer, and Supplier. All the Emails sent or
received from a Contact can be viewed in that Contact's Timeline and as well as linked
Customer's or Supplier's Timeline. To enable Email Aggregation, do the following:
In a Contact, add Links for the Customer or Supplier respectively.

Now when an Email is sent to or received from the Contact associated with Customer or
Supplier, that email is linked to the Customer or Supplier mentioned in the Links section
of the Contact.
2. Automatic Email Linking to a Document
Automatic Email Linking links an Email to the Document specified in the unique Email
Address generated by the system for a document. If an Email is sent or received using
the unique Email Address, the system will link that Email to the Document.
Enable Automatic Email Linking in Email Account. This feature can be used only with one
Email Account at a time.

Once this feature has been enabled, you will see a unique Email ID generated using the
Email ID mentioned in the Email Account.
Now you can copy the Email ID by clicking on it and you can send or receive Emails
using the unique Email ID. If an Email contains this unique Email ID either in the
Recipients, Cc or Bcc, section, the system will link that Email to the specified Document.
3. Related Topics
Auto Email Reports
Auto Email Reports automatically sends reports for the selected document.
You can setup Auto Email Report to send reports at regular intervals. These must be
saved reports of any type (Report Builder, Script or Query Report).
You can find Auto Email Report at
Home > Settings > Auto Email Report
1. How to create an Auto Email Report
Go to the Auto Email Report list, click on New.
Select the Report.
Select the user for which you want to create this report (permissions will apply for this
user).
Set the Email Addresses to which you want this report to be emailed and the frequency
of the report.
1.1 Additional options
You can also change the file format in which the report is created. A message can also be
added to be sent with the email report.
If your report has filters, you will be able to see them. Click on the table to edit it:
You can test the report by clicking on "Download" or "Send Now".

Here is an example of the email you will receive for a general ledger report:
2. Related Topics
Email Digest
Document Follow
Auto Email Reports
Auto Email Reports automatically sends reports for the selected document.
You can setup Auto Email Report to send reports at regular intervals. These must be
saved reports of any type (Report Builder, Script or Query Report).
You can find Auto Email Report at
Home > Settings > Auto Email Report
1. How to create an Auto Email Report
Go to the Auto Email Report list, click on New.
Select the Report.
Select the user for which you want to create this report (permissions will apply for this
user).
Set the Email Addresses to which you want this report to be emailed and the frequency
of the report.
1.1 Additional options
You can also change the file format in which the report is created. A message can also be
added to be sent with the email report.
If your report has filters, you will be able to see them. Click on the table to edit it:
You can test the report by clicking on "Download" or "Send Now".

Here is an example of the email you will receive for a general ledger report:
2. Related Topics
Email Digest
Email Digests allow you to get regular updates about your sales, expenses and other
critical numbers directly in your Email Inbox.
Email Digests are a great way for top managers to keep track of the big numbers like
“Sales Booked” or “Amount Collected” or “Invoices Raised” etc.
To set up Email Digest, go to:

Home > Settings > Email Digest
Enter a name for the Email digest.
Set the frequency of mails to be sent.
Add or remove recipients.
Select the items to be included in the digest.
Save.
Example:

Related Topics
Sending Email from any Document
In ERPNext you can send any document as email (with a PDF attachment) by clicking on
Menu > Email after opening any document.
Note: You must have outgoing Email Accountsset up for this.
After you click on send, the email gets added to the email queue. It will be in the
Sending status until it is Sent. The status of the email is displayed in the queue, if
sending has failed, it can be sent by clicking on Send Now.

The following options are available when sending an Email.
CC: Carbon Copy of the email. Useful when you want to keep someone in the
conversation loop but don't want to address the email directly to them.
BCC: Blind Carbon Copy is similar to CC but everyone else on the email thread cannot
see that the mail was also sent to the BCC recipients. This is useful to hide the email
address of certain people if you're sending the email to a lot of people who don't
necessarily know each other.
Email Template: You can create preset templates to send out standard replies. Email
Templates are already available in the system for Dispatch Notification, Leave Status
Notification, and Leave Approval Notification.
Send me a copy: This will send a copy to your email address. It's useful to ensure that the
email was sent without any errors.

Send Read Receipt: Ticking this checkbox will send you a notification if the receiver has
read the email. In case of multiple receivers, even if one has read the email, you'll get a
notification.
Attach Document Print: Attach the PDF of the document you're sending via email.
Select Attachments: Any additional attachments can be added here.
The following two fields are the fields which appear on the print screen:
Select Print Format: The print format of the document. Know more about Print
Format here.
Select Languages: The language in which the PDF is to be generated.

Related Topics
Email Domain
Email Account
Email Inbox
Auto Email Reports
Sending Email
Email Digest
Document Follow
Auto Email Reports
Sending Email from any Dor

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ERPNext tutorial

Small businesses have (like their bigger counterparts) have to:

 Do accounts to track their sales/purchases.

 Pay their employees.

 Manage deliveries within promised timelines.

 Deliver quality goods and services.

 Communicate with customers, answer their queries.

 Affordability: It is a Free and Open Source Software, freely available to download

 Completeness: All necessary modules are available Full List.

 Customization: It is easy to add fields, or add more features.

 Efficiency: Computing requirements are relatively low (cheaper to host and

 Wholesomeness: A single system and database that allows multiple users to

record transactions or extract data simultaneously.

ERPNext will help you to:

 Track all invoices and payments.

 Know what quantity of which product is available in stock.

 Identify and track your key performance indicators (KPI's).

 Manage employee payroll.

 Assign tasks and follow up on them.

 Maintain a database of all your customers, suppliers, and contacts.

 Track your budgets and spending.

 Get reminders on maintenance schedules.

 Publish your website.

And a ton more.

Is ERPNext only for SMEs?

Note: Here is one video you can look…

You can also checkout the following topics

payroll and a lot more.

need it across spreadsheets and different computers. Manage everyone on the

same page. All users get the same updated data.

to your accounting tool. It's all integrated.

Benefits over big ERPs

 $$$ - Saves money.

zillion questions before you can do something meaningful.

Advantages of an Open Source software are:

1. You can choose to change your service provider anytime.

complete ownership and privacy of the data.

dependant on your service provider.

product better, and this will always continue.

ERPNext Source Code

ERPnext source repository is hosted at GitHub and can be found here

5. Compiere (and forks)

Getting Started with ERPNext

1. See the Demo

2. Start a Free Account at ERPNext.com

3. Download a Virtual Machine

To avoid the trouble of installing an instance, ERPNext is available as a Virtual Image (a

Click here to see instructions on how to use the Virtual Image

4. Install ERPNext on your Unix/Linux/Mac machine

ERPs are not required.

In many organisations we have seen,the champion is most often the owner or a

In either case,you must identify your champion first.

Most likely it’s you!

 Clean up the account of test data or better,start a fresh install.

Home > Accounting > Company

1. How to create a new Company

Go to the Company list, click on New.

The abbreviation also appears in various accounts, cost centers, taxes

A parent company is a larger organization which consists of one or more child