Help Articles For ERPNext
Adding Attachments to Outgoing Messages
It’s simple to add attachments to an email in ERPNext v16 as you’re writing it. This tool helps people contribute reports, pictures, supporting documents, or any other materials that are pertinent to an email without having to download and submit them again. It makes it easy to talk to each other and makes sure that all the important information is Communicated promptly and correctly.
You can choose files that are already attached to your document, such as invoices, quotes, delivery notes, or supporting papers, from the Attachments list in the email composer and add them to the email you are writing. Before you send the email, ERPNext will automatically show you all the files that are connected to the document. After that, you can pick one or more attachments. This makes sure that the records in the system and the messages sent to and from the outside world are the same, which saves time and cuts down on errors.
Copying and copying more than one record in Excel
If you have a list of records in an Excel sheet or another tabular format, you can rapidly fill out a Child Table in ERPNext v16 using the built-in copy-paste feature. This makes it much easier to enter data, such as adding numerous items, taxes, or links to transactions without needing to use file-based imports. This feature saves time and makes fewer mistakes when you have to deal with a lot of data.
If you have a list of things in an Excel sheet and wish to add them to the Items Child Table of a Sales Order, you can copy and paste them right into ERPNext. The system intelligently matches the pasted data to the fields in the child table based on the visible columns or the column headings.
How to copy and paste data from Excel
Ensure that a tab separates the data in the columns of the source data in excel or a text editor. This is the default when you copy data in the Excel. Ensure that the data structure is the same as the fields of the target child field and that all the required fields, e.g. item Code or Quantity are provided.
In order to select the records desired in Excel, one has to point the mouse button and press it. The next thing to do is to copy them with the menu or the Ctrl + C keys (or Cmd + C on macOS).
In case the excel sheet first row comprises column headings, the ERPNext will be used to insert the pasted data in the correct fields in the child table using the same. The field names or field labels in ERPNext must be compatible with the names of the header and the mapping will be appropriate.
If you don’t set up any column headings, ERPNext will automatically map the pasted data to the columns in the child table that are currently visible in the order they appear. In this situation, check that the columns in Excel are in the same order as the fields that are shown in the ERPNext child table.
Put the cursor in the target input field of the child table (for example, the first cell in the Item Code column) and paste the data there. This copy-and-paste method starts field change events right away, such getting pricing, figuring out taxes, checking data, and changing fields that depend on them. This is not the same as the Upload File or Data Import capability.Changing the Names of Files
You can modify the name (primary identifier) of a master document in ERPNext v16 after it has been made by utilising the Rename function. This is useful when you need to rectify problems in names, make sure records match new naming regulations, or update codes to satisfy business or legal demands.
With this function, you can not only rename files, but you can also combine two master documents into one record. When you merge, all the references in the document that is being merged go to the destination document. This makes sure that the data is the same throughout the system.
The List of Renamable Documents shows you which DocTypes in ERPNext can be renamed. Only specified master and setup documents can be renamed to keep transactions safe.
How to Change a Document’s Name
Step 1: Open the file that you wish to change the name of. Check that you have the right rights for the DocType. Usually, only people with higher-level roles, like System Manager, can rename it.
Step 2: In the document’s menu, which may be a three-dot or drop-down menu depending on how you look at it, click on the Rename option. This will open the Rename dialogue box, where you may enter in a new name or choose a different document to combine with.
You can alternatively click on the document’s title at the top of the form. When you do this, a pop-up window opens that enables you modify the name of the document right there. This makes it easy to make rapid changes without having to go through menus.
What Happens When You Change Your Name
When you change the name of a document in ERPNext, all of the transactions and references that are already related to it are also changed. For example, if you alter the name of an Item Code, the new name will show up in all records that employ that item, such as Sales Orders, Purchase Orders, Stock Entries, Invoices, and Reports.
This maintains the system’s referential integrity intact, so you don’t have to manually update or re-enter data after you change the name. When you merge documents, the system also merges previous data into the new document. The new document is then permanently removed.
List of Files That Can Be Renamed
Here is a list of all the documents in ERPNext v16 that you can change the name of. These are largely master and setup DocTypes that can be renamed without affecting accounting or audit trails:
- Contact
- Address
- Warehouse
- Supplier
- Customer
- User
- Sales Partner
- Project
- Cost Center
- Item Group
- Item
- Company
- Role
- Earning Type
- Note
- Serial No
- Account
- Territory
- Terms and Conditions
- Supplier Group
- Workstation
- Employee
- Sales Taxes and Charges Master
- Purchase Taxes and Charges Master
- Price List
- Party Type
- Mode of Payment
- Designation
- Department
- Deduction Type
- Customer Group
- Brand
- Branch
- Sales Person
You can’t rename documents that aren’t on this list to secure the data and meet ERPNext’s criteria for accounting and transactions.
For performance and browser stability, it’s suggested to paste no more than 100 records at a time. If you paste a lot of data at once, it can take longer to process or not finish at all, especially if there are a lot of checks and computations to do.
Bulk Renaming of Records
In ERPNext v16, you may utilize the Bulk Rename tool to change the names of a lot of records at once. This is quite useful when you need to repair naming problems, merge duplicates, or quickly change codes in a lot of documents.
To change the name of a single record, open the document and click to Menu > Rename. This is the same as the ordinary renaming option, however it only works on one record at a time.
You can also use ERPNext’s Rename Tool to change the names of more than one record at once. To go there, go to:
Settings > Rename Tool > Home
This utility is designed to swiftly rename a lot of files and make sure that all connected transactions and references are updated automatically, which keeps referential integrity across the system.
To use this tool to modify the names of more than one record:
1. Make a .csv file with two columns:
- First column: Old names for the records
- The second column is where you write the new names you want to use.
2. To upload the file, use the Rename Tool interface.
3. Click Rename to change the records. The system will maintain all of the related transactions up to date and make sure that all of the reports, forms, and child tables are the same.
You can also change the name of papers and combine them at the same time. You can open either record for Steve or Steve1, choose Menu > Rename, and tick the box next to Merge with existing. This will:
- Put together all of the connected documents from both systems, like sales orders, invoices, and addresses.
- Keep the record you choose as the main one.
- Remove the duplicate record from the system.
This makes sure that past transactions aren’t lost and links aren’t broken when data is integrated in ERPNext.
Deleting and Restoring Documents
In ERPNext v16, you can get rid of papers that you don’t require anymore. This is true for both transactional documents (like Sales Orders, Purchase Orders, and Payment Entries) and master records (like Items, Customers, and Suppliers). Deleting records keeps the database clean and gets rid of old ones.
To get rid of a file:
- Open the file you wish to delete.
- Click on the Menu menu in the document.
- Click Delete.
In ERPNext’s List View, you can choose more than one document at a time to delete them all at once. This is quite helpful for deleting records like Cancelled Transactions. After you choose them, you can delete more than one record at a time.
Note: You can’t delete documents right after you send them. Before you can delete the document, you have to cancel it. You can get rid of something once you cancel it.
Restoration of Deleted Documents
With the “Deleted Documents” option in ERPNext, you can find a document that you accidentally deleted or that you need to get back after it was erased. This is a temporary approach to recover back records that have been removed.
To see the list of deleted documents, go to:
Go to Settings > Data > Deleted Documents > Home.
1. How to Get Back Files You Deleted
1. Open the list of deleted files.
2. Open the document you want to restore.
3. Click the option that says “Restore.”
Here are some things to think about when restoring:
- If a document is deleted after being cancelled, it will be restored with a new name so that it doesn’t conflict with existing entries.
- Only System Managers can get back documents that have been removed.
- When you restore a document, all of its related references and child records are likewise restored, which keeps the data safe.
This feature protects users of ERPNext from losing data permanently by making sure that inadvertent deletions or temporary removals don’t happen.
