Frequently Asked Questions

Frequently Asked Questions

ERPLY Books

Customer Support

support@erplybooks.com
+372 668 8961

 

Do I have to sign a contract with ERPLY Books?

A contract will follow (verbal or written) if you sign up for a paid plan. You can change the plan’s pricing whenever you wish to by contacting us.

Which countries does ERPLY Books support?

ERPLY Books is accessible anywhere where there’s internet availability. For example, You can use ERPLY Books in English, Estonian, Russian, German, Finnish, Danish, Lithuanian, Spanish, French, Latvian, Greek, Hindi and Chinese language. This also includes bank statement importing options for EU, AU, CA, US, ZA and most of MX.

How to start using ERPLY Books?

First, you’ll have to create an account and add users. If you wish to start from the beginning or continue doing your accounting, then inserting your organisation data is the only compulsory action. Also, You have an opportunity to transfer any previous accounting data into ERPLY Books.

How can I import data from my previous accounting software to ERPLY Books?

If you have the needed data in an Excel file then you can just copy and paste it into ERPLY Books. In addition, watch more from this video.

Can my ERPLY Books account have multiple users?

Yes, you can add users from the module Settings -> Users by adding the user’s email address, assigning a role to the user and alternatively connecting it with an organisation’s location or any other project. After adding the user, he/she has to sign up as an ERPLY Books user to get access to the authorized organisation.

Can one user have multiple organisations?

Yes,you can add an organisation by clicking on your current organisation name and choosing Add Organisation.

Can you use ERPLY Books in a tablet?

Yes, ERPLY Books is accessible from a tablet or a smart phone. You’ll have to download the ERPLY Books’ app from Google Play or iTunes store to use it on your mobile devices. It has all the necessary functions to manage your accounting but it is still not as exhaustive as the computer version.

Which shortcuts can be used in ERPLY Books?

For saving use Ctrl/command + s

If you want to delate  (if you have selected a row from table): Ctrl/command + d

Redirection to dashboard:  Ctrl/command + m

 

How does ERPLY Books function?

To make ERPLY Books feasible to everyone, even people without in-depth knowledge of accounting, we have created it based on everyday accounting activities (e.g when selling products or services you’ll have to just create the invoice and let the system generate the needed entries automatically). The same situation is applicable when buying products or services. If you have set up the organisation’s account correctly and use all the correct modules for all kinds of activities, then you don’t have to worry about the entries – they will be created automatically once you’ve saved your activity.

You’ll have to do the account mapping beforehand for ERPLY Books to choose the correct accounts when creating automatic entries. If you use our set up Chart of Accounts then all the account mapping has been done for you. If you want to use your previous Chart of Accounts then this has to be firstly added to your organisation’s account and you’ll have to check whether all the System Accounts in ERPLY Books have the correct corresponding account from your Chart of Accounts. To check that, go to Settings > Initial Data > System Accounts.

In which format can the reports be saved and printed?

You can download all reports in the following formats: PDF, .xlsx, .csv and .html.

How can I get a backup file for my data?

Backups are made automatically by ERPLY Books. If you want to download your own copies then you’d have to download separate .csv files from separate reports.

How to create and use reference numbers?

You can add a reference number to a contact on its contact card. Go to Incomes (or Purchases & Expenses) > Contacts, mark the suitable contact, click on “Contact Sheet” and “Create new” reference number. Reference numbers are displayed by default on the invoices and transactions that are made with using a reference number get automatically linked with the corresponding invoice and/or contact in Bank Import.

What to do when there isn’t a needed functionality in ERPLY Books?

Do not fall into despair! Contact our Client Support support@margn.com so we can advise and help you in a matter of time.

How can I make a copy from a document?

From the module Reports -> Sales/Purchase Invoices you can select an item and press Copy. If you wish to make copies of multiple invoices (e.g recurring invoices), then act accordingly – choose the suitable invoices (by holding down the key ctrl) and press Copy.

What are the Purchase and Sales Articles?

Purchase and Sales Articles define everything you purchase and/or sell. To create and save an invoice, You have to add correct articles (not just accounts). To edit or add Purchase and Sales Articles, go to the module Incomes (or Purchases & Expenses) -> Purchase and Sales Articles. You can also add a revenue and/or an expense account to all the articles if necessary.

How to record Fixed Assets in ERPLY Books?

Fixed Assets can be added or bought under the module Purchases & Expenses -> Purchase Invoice (Add New) -> Purchase Fixed Assets. All the purchased Fixed Assets are visible from the module Accounting -> Fixed Assets or seen separately as Articles under the module Incomes (or Purchases & Expenses) -> Purchase and Sales Articles. It is important to add the correct lifespan (in months) to all of the Fixed Assets. To calculate the depreciation, go to Accounting -> Calculate Depreciation.

Can I send Sales Invoices from ERPLY Books?

Yes, just like copying an invoice it is possible to send it out also. Just choose the suitable invoices, under More click Copy and choose Send. NB! It is important that all the contacts have an email address added under their contact sheet for this functionality to work properly.

Can I design my own invoices?

It is not possible to design them on your own but we can do it for you. Just describe us the outcome or needed changes and we will create a suitable form for you. According to our price list there can be an additional fee for this service. Minor changes are free of charge.

How can I reconcile bank account with ERPLY Books?

ERPLY Books has two functionalities for managing bank transactions (of course there are functionalities to add payments manually):

  • bank import;
  • and bank reconciliation.

First one, bank import is meant for recording bank transactions while importing the bank statement into ERPLY Books. Bank reconciliation is meant for confirming bank transactions.

You can use only bank import or only bank reconciliation. Or both. Or none of them. All options are available in ERPLY Books. To learn more about bank import, watch this video. You can also read a short manual about verifying bank transactions here.

Can I add invoices in Bank Import?

Yes, to do that, press right click on the payment in Bank Import and add a new invoice.
Bank Import in ERPLY Books supports all of the bank statements issued by banks operating in Estonia. Additionally it supports major international banks’ statements and also PayPal. The automation deriving from Bank Import’s ability to learn from previous tasks and transactions is the most powerful feature in ERPLY Books and soon going to be a regular part of everyday accounting.

How to export multiple payments into one file?

ERPLY Books allows you to incorporate multiple payments into one file and therefore save time on paying multiple debts at the same time. To do that go to Open Payables, choose the suitable invoices and click on Export Payments to File. Since all banks in the Eurozone are obligated to support SEPA payments, choose the SEPA payment as the payment type. This means that the file format will be ISO 20022 XML which must be also chosen when uploading the file into Your bank.

How to record prepayments?

In Bank Import You can should only select a customer or a supplier who will be connected with the payment. This payment will then be automatically marked as a prepayment. To add prepayments manually, go to Open Receivables or Open Payables (depending on client or supplier) and without choosing any invoices press Add Payment.

How to make Bank Import even more automatic?

If the client’s or supplier’s name in the bank statement is the same as in Contacts module, then this increases the automation in linking the correct payment with the correct invoice and/or contact. Also – use Bank Import correctly every time. Since the system learns from previous activities, it is advised to connect everything properly. Also it is possible to make Bank Rules to automate different consistent payments.

How to use a prepayment?

To use existing prepayment, go to Open Payables or Open Receivables, select an invoice and press “Use Prepayment”.

How to record a credit bill?

Copy the suitable invoice and change the quantities and/or sum to negative.

How to record a credit note payment?

Add a negative payment to the credit note manually.

How to edit a payment?

You can find and edit a payment from Reports -> Cash Out. To find and edit a receipt go to Reports -> Cash In. Then, choose the suitable payment/receipt, double click on it and you can change the needed fields. In the end, save the changes.

How to do a Mutual Settlement?

To settle invoices, type into the Dashboard’s Search Box ‘Settle Sales and Purchase Invoices’. The system will take you firstly to sales invoices module and then to purchase invoices module. Choose the correct invoices and save. The mutual settlements act is downloaded to Your computer immediately after saving.

How to link a payment/receipt with multiple invoices without using bank statement?

Go to Bank Import module and without choosing the bank statement choose from the Bank cell ‘Add Manually (In)’ or ‘Add Manually (Out)’. Add the payment sum and then find the correct invoices.

How to link a payment/receipt with multiple invoices in Bank Import?

Click on the payment&receipt in Bank Import, then click on Find Paid Invoice(s). Choose the correct ones and link them with the payment/receipt. You can also manually divide the payment into sections when clicking on the payment in Bank Import and then clicking on Add Activity. Divide the payment onto separate rows and later save.

Is there an option to confirm an invoice?

Yes, you’ll find the corresponding cell when you open an invoice.

How to record Bank Fees?

We advise you to do it directly in Bank Import. Choose a payment and add the corresponding account (Bank Fees account). Next time the system will automatically choose the correct account for this payment.

How to lock a period or end a year?

There are various ways of locking or ending a period in ERPLY Books. We advise you to lock a certain period, when you’ve done its’ accounting correctly and don’t want to make any changes to it. Also, You can lock a whole period, certain accounts, invoices or entries. But if you’ve done all the accounting of the year under review and submitted needed reports, then you can end it also in ERPLY Books. Read more here.

How to integrate ERPLY with ERPLY Books?

Integrating ERPLY with ERPLY Books is very simple. Yet, due to the complexity of Your company there might be several questions that need an answer before syncing. In addition, to read more how to integrate ERPLY POS and ERPLY Books please click here.

What are project in ERPLY Books?

Project is just a feature, a parameter that works across all the modules in ERPLY Books. It doesn’t have to be a warehouse, it can also be an individual employee, a group of people, a car, a product, a city etc. It’s also possible to use hierarchy between projects –  the Main Project option unites other projects under it. To read more about project click here.

Mass editing in ERPLY Books

To see a video instruction how to do mass editing in ERPLY Books click here.

Purchasing fixed assets

Purchasing fixed assets is a regular purchase deal. Firstly, the module for purchasing or registering fixed assets is the same and you can get there via: Expenses (Add new) → Purchase fixed assets.  Similar to importing other data, you can import data here from an Excel table. Read more about fixed assets from here.

 How to manage customer statements?

To get more information about customer statements we recommend to watch this video.

How to manage emails sent from ERPLY Books?

In ERPLY Books you can check if the sent emails have been opened and “bouncing” aka returning of emails, which might complicate your accounting as sender. Also, there are several reasons for “bouncing”, such as getting blacklisted, size of the list of recipients etc. Knowledge about opened and returned emails can give important information to the sender on how to continue with accounting. For further information, read more here.