ToolERP is the most advanced Small Business Software. It is built using high end industry standard 3 tier architecture. It uses Ruby on Rails to store all your business data in MySQL relational database. It provides world wide access using Apache web server. This enables it to be accessed from anywhere using a simple Internet connection. It is very easy to install and use. It can be deployed in Standalone, LAN and WAN modes. To find out how to deploy TooLERP please read the appropriate Install Guide.
NOTE: To use TooLERP in WAN mode, it is recommended that you secure the installation using SSL (Secure Socket Layer). SSL is used by all organizations that provide sensitive data over Internet, e.g. Banks, Credit Card Companies etc. SSL encrypts the data before it is sent over Internet between client(your browser) and server(TooLERP Server).
This guide is organized based on the screens you see in TooLERP. Each screen heading gives you details about the functionality provided in the screen.
1.Home
2.Company
3.Users
4.Accounts
5.Terms
6.Items
7.Customers
8.Estimates
9.Invoices
10.Receipts
11.Expenses
12.Journals
13.Reports
Use the following username and password to login. This is a seeded user and comes pre installed in TooLERP.
Home is the first screen that you will see after you log in. It gives a map to your TooLERP installation. The screen contains live clickable image which lets you navigate to various important parts of TooLERP. It also shows the most generic business activities in a logical way.
Use this screen to enter the details of your company. The information you enter here is used as "Remit To" on printed invoices. You can enter only one company. You can edit the company information whenever you feel like. Doing so will change the Remit To information on the future and past invoices.
Use the Users screen to control who has access to ToolERP. Using this screen you can define new users, delete existing users or change passwords. You cannot delete the seeded user Admin. You should change the default admin passwd the first time you log in. You should regularly review your users and try to keep them to minimum. You should only create new users when needed and you should delete the existing users when you no longer need them. Keeping user lists under control is the first step to system security.
Accounts screen shows the Chart of Accounts. These are most commonly used accounts. You can define new accounts and use them to record transactions. You cannot delete any accounts. You can only disable the accounts you have entered. You cannot disable the seeded accounts. This ensures the stability of the system.
To create new account click on "New Account". This will open a New Account window. Enter unique Name and Number and choose appropriate Account Type. The press the Create button. The new accounts are created in Active status. You can toggle this by clicking on Active check mark.
TooLERP validates the data you enter. If a validation fails it will tell you the cause and place of failure. Resolve the errors and the try again.
You can search records using exact words or fuzzy words. This is true for all the screens where ever you see search. To search for exact word just enter the word in the search box. To search using fuzzy words (regular expression) use a percent "%" sign on either side of the word. "%" in front will bring all records starting with the word. "%" sign at the end will bring all the records ending with the word. See the examples below.
Exact search and results.
Records are ordered (sorted) in ascending order by default. You can change the ordering and you can choose which column to order on. See the example below.
Records ordered (sorted) in descending order on Account Number column.
Terms screen shows the Payment Terms. TooLERP comes seeded with most used payment terms. You can define new Payment Terms and use them. You can disable Payment Terms entered by you. You cannot delete any Payment Terms. This is true for all the seeded data in TooLERP.
To enter a new Payment Term click on "New Term". A "New Term" window will open. Enter a unique Name and correct number in Due Days field. This value determines the calculation of Due Date of Invoices and Estimates.
Use Items screen to view and edit existing items. TooLERP comes with two seeded Items. "Web Services" and "Database Services". This is just to provide you an easy start with Item Setup. You can change them to suite your needs before you enter any Invoices or Estimates.
If you have just started using TooLERP you will have to define new items. Click on "New Item" to open the window. Enter unique Name and pick appropriate accounts. Enter Price in your currency. This value denotes the Price/Unit. Units can be any units of measure. Enter Tax% , Tax Description and Tax Agency if you charge Sales Tax and press Create.
You can use newly created items for creating Estimates or Invoices immediately. You can use only Active items for creating Estimates or Invoices. You cannot delete the items you create. You can mark them Inactive to stop them from appearing in pick lists in Estimate and Invoice Lines. You can change the item information at any time. Note that a change in Price will NOT affect the current Invoice Lines where as a change in Name will. A better approach is to mark the item inactive and and enter a new item. The "Id" column is a system generated unique number for each row. You can use it to identify items. This number does not change for the life of the item. You cannot change this number in any way.
Use Customers screen to manage your customers. Customers Name must be unique. You can use Id field to identify Customers. This is a unchangeable system generated unique number for each row. Two seeded Customers "Test Customer" and "Test Customer2" are provided as a starting point. You can use these but you should change them to store details of your real customers before you enter any Estimates or Invoices.
To create new customer click on "New Customer". Enter the Name, Address and Payment Terms you want to assign to the Customer. These Payment Terms will be populated as default Payment Terms when you enter Estimates or Invoices. They can be easily overridden while creating Estimates or Invoices. You should consciously enter valid Address data. This data is not validated to make sure if the City or the Country really exists.
Estimates screen shows the list of your Estimates. No seeded Estimates or Invoices are provided.
To create a new Estimate click on "New Estimate". New Estimate screen opens.
Choose a Customer. Payment Terms and Due Date details will be populated automatically when you choose the Customer. Press "Save".
This saves the Estimate Header and "Enter Estimate Lines" window opens.
To enter a Line click on "Add Line". A "New Line" window opens.
Choose the Item and enter the Quantity. All the other details are auto populated. Press "Save". Line is saved and is added to Estimate.
Repeat this process to enter as many lines as you want. To print the Estimate, click on "Print". A formatted Estimated is shown. You can now print it to a paper or to a PDF file.
To print to a PDF file, please download and install a free tool PrimoPDF http://www.primopdf.com/
Invoices screen shows your Invoices. The "Days" column shows the number of days the Invoice is due in. It shows a negative(-) value for overdue Invoices.
Use the exact same procedure as Estimates to enter Invoices. Press "Show" to see the Invoice Lines. Press "Edit" to edit Invoice Header.
You can delete an Invoice Header only if it has no Lines (you can delete the lines if they have no Receipt applied to them).
Use Receipts screen to view and enter Customer Receipts.
To enter a new Receipt click on "New Receipt". New Receipt window opens.
Choose Customer and Payment Method. By default the Payment Method is "Check". For "Check" you will have to enter Ref#. Use this to store Check#. Press "Save". A new Receipt is entered.
A newly entered Receipt is "Unapplied". That means it not attached to any Invoice. To apply a Receipt to an Invoice click on "New Receipt Application".
"New Receipt Application" window opens. Choose the Invoice you want to apply this Receipts to.
All the relevant information is populated when you choose the Invoice. Press "Create".
A "Receipt Application" is created. This means that the Receipt is now attached to the Invoice and the Invoice has been paid. You should/must deposit the Receipt in Bank after you apply it. This should happen after you have actually deposited the Receipt(Check or Cash) in you Bank Account. Click on "Deposit" to deposit the Receipt. "Deposit Receipt" window opens. Make sure you have chosen correct Bank Account and Deposit Date. Enter the name of the person who deposited in "Deposited By" and press "Deposit".
This will deposit your Receipt in your Bank Account.
You can delete the Receipt Applications anytime. This will remove the attachment from the Invoice and Invoice will become due or over due. You can re-create Receipt Applications anytime also. After each Receipt Application the screen will show you the remaining amount. You can only apply the remaining amount to the next Invoice. You can also view the applications using Invoice Lines screen in the "Receipt" column. It lists all the Receipt Numbers applied to the each Invoice Line. To see the actual Receipt Lines click on "Show".
You can delete a Receipt only if 1. It has not been Deposited and 2. If it has not been applied at all.
Use "Expenses" screen to record and view all your expenses. To enter a new expense click on "New Expense". A "New Expense" window opens. Choose the "Expense Type".
Most widely used expense have already provided in the pick list. To add a new Expense Type, you can add a new Account with type Expense and it will show up in this pick list.
After you have chosen the "Expense Type" choose appropriate "Payment From". This is the account you will be paying the expense from. If you choose "Checking" you will have to enter "Ref#" which is your Check# that you use to pay this expense. Enter the "Amount" and "Description". "Payee" is the payee you pay the expense to. This is optional. If you are paying off "Sales Taxes" then you should choose "State Tax Agency".
Press "Create" and the expense will be added.
When you withdraw cash for business expenses choose "Cash Withdrawal (For Business Expenses)" as Expense Type.
For cash withdrawal for personal expenses choose "Money Withdrawal (For Personal Expenses)".
NOTE: TooLERP does not track your Personal Expenses. It only tracks Business Expenses.
Journals screens shows all the Journal Entries that the system makes to keep your transactions in sync. Normally your would not need to make a journal entry if you use TooLERP correctly. In case you need to make a Journal Entry, first consult with your CPA to make sure you are debiting and crediting correct accounts.
You can trace each journal entry back to the transaction that actually created it. This way you have both forward and reverse tie up in the system and you know which transaction created each journal entry.
TooLERP provides numerous reports to give you multi dimensional view of your data. Use these reports to get all the information you need to run your business effectively. The names of the reports are self explanatory.
You should always log out of the system when you are not using it. This protects the system from un-authorized access.