Help Articles For ERPNext Part 6

Set Precision

Numeric fields such as Float, Currency and Percent are based on a customisable precision of ERPNext v16 to determine the number of decimal places that can be typed and displayed. The default of these field types is three place values; this implies that users can be able to input and display values up to three digits. In the financial reporting, it is very important to be accurate when it comes to valuing inventories, calculating taxes and ensuring that reports are always constant.

The settings may be varied or scaled down to one area only according to the needs of your business and this is customisable. Global environments assist in ensuring things are retained as they are, however, in some cases field-level precision becomes much more precise such as the exchange rates, quantities or percentages.

To change the precision for everyone, go to:

Home > System Settings > Settings

You can change the default accuracy for all Float and Currency values in ERPNext by going to the System Settings. These settings will apply to all relevant fields unless they are changed at the field level. Any changes made here will affect the entire system, including all users and transactions.

Precision of any field can also be set up separately. In order to do this one should go to Customise Form and select the appropriate DocType. The second step is to locate the row of the field that you would change the precision in and edit the value of Precision. Failure to see the Precision field will arise in case the field type is not Float or Currency and also not Percent.

In ERPNext v16, settings for accuracy at the field level are more important than settings for accuracy at the global level. You can keep higher or lower decimal accuracy for some fields (like currency fields that are rounded to two decimals or fields with more decimal places) without changing the rest of the system.

Set Language

ERPNext v16 is a program that can be used in more than one language. This lets each user work in their own language, which makes it easier for teams from all over the world to use and get to. You can set language preferences for each user or for the whole account, depending on what the business needs.

Following the steps below will show you how to change the language in your ERPNext account and how administrators can set a default language for all users.

1. Picking a Language for the User’s Account

In ERPNext, every user can choose the language they want to see the system interface, labels, messages, and standard translations in.

Follow these steps to change the language on your ERPNext account.

1.1 Click on “My Settings”

Click on your User Profile in the upper right corner of the screen, and then on My Settings. You can change your language, date format, and time zone on this page.

1.2 Pick a Language

Choose your language from the drop-down menu in the Language field. This list shows all the languages that are currently available and turned on in your ERPNext v16 installation.

1.3 Save User

After you pick a language, click Save. After you save, your ERPNext account will refresh right away, and wherever possible, the user interface will be translated into the language you chose.

You can also change the language settings and profiles of other users as a System Manager.

2. Choose the Language for an Account Around the Globe

Administrators can choose a default language for the entire ERPNext v16 system, and each user can also set their own language. This language will be used for everyone who hasn’t picked one yet.

2.1 Go to Setup

Go to:

Home > Settings > System Settings > Choose Language

To pick a language, open System Settings and go to the Language section. This setting chooses the default language for the ERPNext account.

After saving the system settings, refresh your ERPNext account. After the refresh, the language for the whole system will be changed for everyone who needs it.

Please keep in mind that ERPNext v16 can only work with a few languages right now. Some modules and features may support translation better than others. You can help improve translations or add new languages with the ERPNext/Frappe translation platform and community contributions.

Edit Submitted Document

In ERPNext v16, a document is locked after it is submitted to keep the data safe and easy to check. You can’t change papers that have already been sent in. First, you have to cancel the document, and then you can change it. If you have the right permissions to cancel, change, and submit documents, the steps below will show you how to update a document that has already been submitted.

Step 1: Cancel the document that was sent

Open the file you sent and want to change. In the upper right corner is the Cancel button. You can only see it if you have permission to cancel and there are no active dependencies that would stop you from doing so.

If you click Cancel, the document’s status will change from “Submitted” to “Cancelled.” This step lets you make a new version of the record you sent in while making sure that the original record stays the same for audit purposes.

Step 2: Change the file

There will be an Amend button in the same place after the document has been successfully cancelled.

When you click Amend, a new copy of the document is made with a new name (usually with the suffix -1, -2, etc.) and it is linked to the cancelled document as an amendment. You will be able to change this changed document completely when it opens in Draft mode.

Step 3: Send the document after saving it

Click the Amend button, and then change the fields, line items, taxes, or any other important information in the document.

Click Save after you’ve made all the changes, read the document again, and then click Submit to finish the new version. The new document is now the official record, and the old one that was cancelled stays in the system so that it can be used as a reference and for audit tracking.

Note: If the document you want to change is linked to other documents that come after it, you need to cancel those documents first before you can cancel the parent document.

You have to do the following first if you need to change a Sales Order that has a Delivery Note and a Sales Invoice linked to it:

Stop the sales invoice
Stop the delivery note
Stop the Order for Sale
Make changes to the Sales Order, save it, and send it again.
Make a new Sales Invoice and Delivery Note and send them in as needed.

This cancellation flow in ERPNext v16 is based on dependencies. This makes sure that all related transactions are correct and that the accounting and stock records are up to date.

Delete Submitted Document

In ERPNext v16, you can’t delete documents that have been submitted directly to protect data, keep audit trails, and stay compliant. You can’t delete a document that you sent until you cancel it. Only people with the right roles and permissions can delete or cancel anything.

These steps will show you how to remove a document that was sent in ERPNext v16.

These steps assume that you have the right permissions to delete and cancel the document you want to. You probably don’t have the right role rights or there are dependency constraints if you don’t see the Cancel or Delete buttons.

Step 1: Cancel Submitted Document

Open the file you sent that you want to get rid of. The Cancel button is in the top right corner of the form for the document. You can only see this button when the document is in the “Submitted” state and you can cancel it.

If you click Cancel, the status of the document will change from Submitted to Cancelled. You have to do this step because ERPNext doesn’t let you delete records that have already been submitted.

Step 2: Delete the document

The status of the document will change to “Cancelled” when it is successfully cancelled, and the Amend button will show up. This shows that the cancellation was done right.

To delete the file, click on the Menu (the three-dot menu or More options) and then click on Delete. Say yes to the action when asked. After that, the document you picked will no longer be in the active records for that DocType.

You can delete more than one submitted document at a time by selecting them in the List View and then clicking both Cancel and Delete at the same time. The same checks for permissions and dependencies apply to bulk deletion as well.

If the parent document is linked to other documents, you need to cancel all of the dependent (child) documents before you can delete it.

The DocType displays no longer show deleted documents, but they are still tracked internally and can be found in Deleted Documents. Depending on your permissions, you can either restore or permanently delete documents from there.

The Deleted Documents section makes it easy to see which documents have been restored, so administrators can check deletions and get information back if they need to.

Set Current Value for Naming Series

With the Naming Series feature in ERPNext v16, you can create a systematic and sequential way to name documents and masters. A naming series normally has a prefix, optional separators, and a number that goes up by one every time. If the prefix for a Sales Order is SO, for instance, the document names will be SO-00001, SO-00002, and so on. This makes sure that all the records in the system are different, consistent, and easy to find. You can adjust the number series for transactions and masters to match your business needs, like the company, the fiscal year, or other variables.

1. Setting the Current Value

You can define a naming pattern in ERPNext, and you can also set the Current Value for a given name series prefix by hand. If you’re new to ERPNext and already have records from an older system, this is incredibly beneficial. Setting the proper current value will make sure that the numbers on the documents stay the same and don’t have any gaps or duplication.

To assist us comprehend this, let’s look at a real-life scenario.

Let’s imagine you used to handle Sales Orders in a previous system, and the highest Sales Order number there was SO00322. When you first use ERPNext, you want the next Sales Order to be SO00323, not SO00001, which is the first one. You need to update the Current Value for the Sales Order naming series to do this.Go to the Naming Series Tool

To access to the Naming Series settings panel, perform these steps:

Click on Setup, then System, and finally Naming Series.

This site lists all the naming series prefixes that can be used with different DocTypes and gives you tools to keep track of their present counters.

Part of the Update Series

On the Naming Series page, look for the Update Series section. This section lets you check and alter the current counter value for a certain prefix.

Pick a Prefix

The prefix for sales orders in our case is SO. Pick SO from the list of prefixes. Choose the proper prefix that goes with the naming series in the Sales Order DocType.

Current Value

ERPNext keeps track of how many papers have been made with a given series all by itself. The Current Value will show 12 if you have 12 Sales Orders in ERPNext right now.

Change the Current Value to 322 by hand to make the numbers match your old system, and then click on Update Series Number. This tells ERPNext that the next document with this prefix should have a number that is one higher than current one.

The next new Sales Order will automatically get the number SO00323, which will keep your old data in line with this arrangement.

2. The number of the error series

You can encounter a Duplicate Name error when you try to save a transaction. You might encounter an error like this when you try to save an Item Price record:

There is another item with the same name as Item Price RFD/00016.

This issue signifies that ERPNext tried to name the new Item Price record RFD/00016, but there is already a record with that name in the system.

These types of issues occur when the Current Value of a naming series prefix is not equal to the highest number in the database. As an example with the current item prices, when I already had 20 or more records of the item price the current value was set to 15 by error, and the next time ERPNext is asked to use the item price the same price will be recalculated and used again.

The report that has a DocType of that type (here, an Item Price) should be looked at first, and then the record with the highest current ID should be selected, to have the correct Current Value of a series.

Assuming that you see that the actual highest Item Price number is 22, you should change back to the Naming Series page, select the correct prefix of Item Price, and change the Current Value to 22, and then Update Series Number. This shall rectify the issue of the name.

These are applicable to any ERPNext v16 documents having customizable naming series and prefixes such as transactions, masters, and records that are generated automatically by the system.

One of another routine problems: This could be the issue in your effort to transmit a document to another person:

It is already in use the name is ToDo TDI00014286.

It is an error that represents that the Current Value of the ToDo naming series prefix (TDI) is inaccurate or invalid anymore.

In order to fix this problem, one should do the following steps:

Check ToDo List or Report to determine what the highest ToDo ID is that is already present.
Choose from the Settings menu Select Naming Series.
The prefix TDI should be selected in the Update Series section.
Make sure that the Current Value is the same as the highest ToDo number in the system.
Change the Current Value and then click on Update Series Numbering if it doesn’t.

After the update, ERPNext will stop sending you duplicate errors and start handing out unique and sequential names again.

Easy steps to setup Workflow

In ERPNext v16, you can make a Workflow if a corporation needs different levels of permission for a document, such as managerial review, finance approval, or final authorisation. Workflows assist make sure that only approved roles may do things with documents at each stage, keep track of the statuses of documents throughout their lifecycle, and make sure that approval processes are followed. This is highly useful for things like Quotations, Purchase Orders, Expense Claims, and Leave Applications.

To create a workflow in ERPNext, go to Workflow List > Create New. Give the workflow a name and set two crucial parts:

1. States

And

2. Transition Rules

These sections work together to decide who can do each activity and how a document advances from one step to the next.

States:

A document goes through multiple states when it gets approved at different levels. Most of the time, each state is connected to a position and a document status, which can be Draft, Submitted, or Cancelled.

For example, a document that an end user makes may start off as a Draft. When it is sent in for evaluation, it may go into a Pending Approval state. Then, depending on what the approver does, it may go into an Approved or Rejected state. In ERPNext v16, each state shows what level of access a role has (Read, Write, Submit, Cancel) when the document is in that state.

Transition Rules:

Transition Rules inform you who can edit a document and how it moves from one state to another. Each rule tells you what the present state is, what the next state is, what you should do, and who can do it.

For instance, a Sales User might be allowed to create a Quotation and leave it in Draft mode. To send the quote to a Sales Manager for approval, click on a link that says “Submit for Approval.” After that, a person with the Sales Manager job can either Accept or Reject the Quotation. The document goes to the final Approved state if it is approved. If it isn’t authorised, it could have to go back to the Draft state to be changed and sent in again. These adjustments make sure that each position can only accomplish what it is supposed to do.

Messages regarding mistakes:

You can’t change your mind about a paper once you’ve sent it in.

This is a typical mistake that individuals make when they set up workflows. This happens when a process state with Doc Status = Cancelled (2) is set up before a state with Doc Status = Submitted (1) in the document lifecycle.

In ERPNext, a document can’t be Cancelled (Doc Status 2) until it has been Submitted (Doc Status 1). In other words, the only method to get to workflow stages with Doc Status 2 is through transitions that start from a state with Doc Status 1. You can avoid these kinds of problems when executing a workflow by making sure that states and transitions are in the appropriate order.

It’s ideal to start with a simple workflow that doesn’t have too many states or transitions. Then, when needed, you can add more complexity. This way, it’s easy to understand how workflows work and for users to get used to them.

Make your first process and see what it can achieve. We’d love to know what you think and how workflows help your business run more smoothly in ERPNext v16!

Tree Master Renaming

In ERPNext v16, a lot of documents are stored in a tree-like format. The Chart of Accounts, Cost Centers, Item Groups, Customer Groups, Territories, and Sales Persons are all examples of these. People use these tree-based masters a lot in reports and transactions to highlight how things are related in a hierarchy.

You can read the documentation on managing tree structures to learn more about how parent-child relationships function and how they effect reporting and data management.

Follow the procedures below to modify the ID (name) of a master that is stored in a tree structure. Let’s imagine we wish to update the name of an account in the Chart of Accounts.

Step 1: Open the Document’s Tree View

Find the tree master you need in the ERPNext menu. To get to Accounts, follow these steps:

Accounting → Chart of Accounts

This will bring up the tree view interface, which displays all of the parent and child nodes in a hierarchical form. In Tree View, you should only do things that change the structure, like renaming, relocating, or adding child nodes.

Step 2: Look for the Document node whose name you want to modify

Locate the precise node (Account) in the tree whose name you wish to alter.You may need to open parent nodes to see the full record.When you click on that node, a menu or action choice will show up.

You can Add Child, Rename, or Move, depending on what you are allowed to do.You will be able to change the document’s name.

Step 3: Give the account a new name

When you click Rename, a box will pop up asking you to fill in the new name for the document you picked.

Enter the new name and hit “Update” ERPNext v16 will handle all of the internal linkages and references to this record in transactions, reports, and other masters. This will make sure that the data is always the same.

As soon as you change the name, it will show up in the tree view and everywhere else this master is utilized. If you follow these instructions, you can safely rename any tree-structured master in ERPNext v16 without losing any past data or references.

Letter Head in the Report

In ERPNext v16, the Letter Head settings for reports come from the Company master automatically.This makes sure that the company’s logo, address, and header formatting are always the same on reports that are printed or exported.

To make sure that the right company Letter Head shows up in reports, you need to make sure that the Default Letter Head is set up correctly in the right Company record.

Click on Company under the Accounting menu.

Open the Company master you require and look at the field for the Letter Head. This parameter instructs the system the Letter Head to use when it makes reports and print formats for that business.

If you don’t set a Letter Head in the Company master, ERPNext will utilize the Letter Head record that has the Default checkbox marked in the Letter Head master.This behaviour operates throughout the system and makes sure that a Letter Head is still visible even if there isn’t a company-level setup.

If you have more than one business running from the same ERPNext account, it’s very vital to set up a default Letter Head for each Company. When you transfer between firms, this protects reports from presenting the wrong branding. It also makes sure that each company’s reports have the right logo and address information.

You need to refresh your ERPNext session (or reload the browser) to get rid of any cached settings if you change or update the Letter Head in the Company master. After refreshing, open the report again and verify the print format or print preview to make sure that the new Letter Head is being used correctly.

Help Articles For ERPNext Part 6