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Getting Started

The document below is intended to assist people with their first contact with Blue ERP.

Here are the steps involved in creating

  • a customer
  • some products
  • an invoice for that customer
  • receiving payment for that invoice

The same process applies for supplier invoices

 

A) Create the invoice 

  1. Install Blue ERP by following the instructions
  2. Create third parties you are dealing with by going to Contacts. In Blue ERP, all third parties are created as a contact and then only are defined as a customer or a vendor. Create a contact
  3. Go to Contacts->Customers and create a customer. Fill in the various fields as you see fit and refer below for more information
  4. Go to Products and create one or more products. See below for more information about the way taxes are treated
  5. Go to AR->Invoices and create a new invoice. Save it when done
  6. To send to your customer, on the "browse" screen of invoices, select the "star". This will get you to the "official invoice" screen. A printable version of the invoice will be shown. The templates used to represent invoices etc. are stored in the blue_admin/smarty/templates directory, you can add additional ones as needed to fit your specific conditions
  7. You can at any point in time have a look at invoice aging by going to AR->invoice and selecting "reports". If you don't enter a date then by default today's date will be selected

B) Process receipt

(note: the payment screen still uses the older ck-erp interface) 

  1. In the menu, select "Receipt". This can be found under the main heading in "AR" or on the side menu when selecting "invoice" (the later applies for both AR and AP)
  2. Click on "add a receipt" in the bottom right corner of the screen
  3. Enter the following information: customer, date, receipt number, and receipt amount
  4. Click on "refresh page"
  5. Click on "FIFO scheme" - this will allocate the amount arbitrarily to the oldest invoices. You can as well allocate receipt amounts to specific invoices
  6. Click on "post". At the bottom right corner, a message lets you know if the receipt has been properly saved or if there was some errors  

Note about contacts

In order to integrate with the contact module of egroupware, blueerp defines its contact separately. Two types of contact exist: customers and vendors. They both work the same way.

In particular, note the following:

  • the "name" field represent the name that very contact will be identified in drop down lists throughout BlueErp
  • the "account" field represent the default account that will be used to store trading with that particular third party. There is no need to have an account per customer/supplier; but it may be useful for main categories such as Trade Debtors / Australia and Trade Debtors / Export
  • In the Tax box, tick the tax that applies to that third party

Note about taxes

  • You can define and edit taxes by going to blue_admin
  • In BlueErp, applicable tax are calculated as the intersect of the taxes applicable to a third party; and the taxes applicable to a given item

For instance, with regards to GST (VAT in some countries):

  • For an export customer, do not tick any of the taxes. No product will have any tax applied to it
  • If the country defines different type of items, some of them not subject to GST, then do not tick any of the taxes in the product definition; and BlueErp will not add any tax component to this product

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