Rhomicom (ERP) Operational Manuals V1 Patch 2.3

Empowering Organisations in a Cost Effective way

SOFTWARE MANUAL (A quick guide on the usage of the Rhomicom ERP System)



INTRODUCTION: Welcome to sales and inventory (sales invoice, pro-forma invoice, sales order, internal item request, item issue unbilled and sales return)


STARTING WITH SALES INVOICE

Step1. To start sells process you first have to select (sales/item issues) on your left side which is normally default checked then after you click on New (SI) or hit Ctrl + N on the Keyboard a dialog box will appear eg.

with a yellow colour filled and a blinking cursor then you can now search by code or by name. Using a bar code reader or typing manually.





Step 2. After Using the Bar code Scanner to scan the item or typing manually you will then have to adjust the quantity here the system will make all the necessary calculation with or without tax then you hit enter on the keyboard to drop the next line or you can click on new line to drop the new line. (NB) you click on New line if you still have more items to capture. NB: you will have to enter / type a description/comments. Also is the sales is based on payment on behalf on a customer/company then you will select the company. NB: if selecting the company you will have to search for the company first. Then after if the company info cannot be found, then you will have to quickly ADD the company / customer.

Then you will click on apply



NOT: you can also use the same sales invoice to capture Dues from Members/Customers




Before you can use sales to take or collect Dues, you must check the allow dues box with the Red round indication then after you will type in the annual dues and select the dues year, then after you will have to select the particular person. In selecting the person you can search by Id or by Name. The same area or interface can be used for sales of every item Eg. Membership Form, car sticker NB: for sales like you process it without checking allow dues.


Before you can use sales to take or collect Dues, you must check the allow dues box with the Red round indication then after you will type in the annual dues and select the dues year, then after you will have to select the particular person. In selecting the person you can search by Id or by Name. The same area or interface can be used for sales of every item Eg. Membership Form, car sticker NB: for sales like you process it without checking allow dues.


Step 3. Click on save or hit Ctrl + S and it will highlight all item green in colour and a dialog box will appear with a message as to approve or not. NB: if the highlighted colour is red then, that particular item has a zero quantity or more then the quantity being entered which the item has less quantity and it will affect the payment process.




Step 4. How to delete and make changes. During saving and you decided to continue to No in order to delete or make changes, you first have to click on No then it will bring you back, then at the back of the item code you will then click in the small box to highlight all that particular Row with a blue colour filled as shown below.



Step 5. Then you then select delete as shown in the picture below. NB: You can also adjust the quantity to 0 (Zero) if the person is not interested in that product or you can also increase the quantity is the person wish to add or purchase more. Then after all this changes you can now save again and click on Yes to continue the payment process.




Step 6. Before processing payment during sales you can select the convention factor weather box, strips, half box, pack etc. the system will make all the necessary calculation for that item. Follow the picture below to drop the UOM. If necessary.




Step 7. After clicking on the UOM a dialog box will appear as seen in the picture then you only have to increase the quantity as to how many boxes, packs etc. the person is going in for.


Step 8. Payment Process. After all the above information has been entered correctly you will save and approve by clicking on YES as shown below. During the saving process a dialog box will appear indicating the amount to be paid pay by the customer, amount given from the customer, amount being paid, change / balance Etc. as shown in the pictures below.


The same information will be done on payment by cheque; but with cheque you will need to provide a cheque Name and a Cheque number before you can process payment.


Step 9. You will now have to enter the correct amount given from the customer as to cash and when there is any change / balance it will appear or pup up in the fig4 with a negative sign. And if the change or balance in fig4. Show a positive sign then the money or amount paid by the customer is less than the amount he/she has to give. NB: The amount given should be enter as being given from the customer but not what the system has calculate as amount to pay.



Step 9. You will now have to enter the correct amount given from the customer as to cash/Bank/Prepayment Etc. and when there is any change / balance it will appear or pup up in the fig4 with a negative sign. And if the change or balance in fig4. Show a positive sign then the money or amount paid by the customer is less than the amount he/she has to give. NB: The amount given should be enter as being given from the customer but not what the system has calculate as amount to pay.



Step 10. Then after all you will then have to click on process payment button, a dialog box will appear then you click Yes if sure of the amount and continue by clicking print if only you are connected to a printer (P.O.S) to issues your receipt.




(A) SALES RETURN (SR) Definition: A sales return is merchandise sent back by a buyer to the seller, usually for one of the following reasons:  Excess quantity Ordered  Defective goods  Goods being too late  Product specifications are incorrect  Wrong items Ordered



The sales return is very similar to the sales invoice but quite different in usage. With the sales returns, you will only need the source document number/receipt number as shown above in fig: 0029.by clicking on the three buttons beside it or typing it manually. NB: you will make sure you take the old receipt given to the person, in order to verify and be sure of the item. After picking the sure number the system will bring all the necessary information as to what the person bought. Then you will continue by adjusting the quantity as to how many items are been return from the customer. NB: you only enter the quantity you will like to return to the customer only, but not the whole quantity as to what was sold.



You therefore continue by typing the reason behind the returns, as to faulty, lateness Etc. NB: if you try to save without the reason, the system will zero all the record by not saving them with a red filled, the reason is very important. [Show below]


If the reason been stated then you can continue to process and save to yes, if you are not sure, then you will select no to check again before saving. After saving you will then have to click on the payment process as to what the system has calculated been outstanding balance. Then you finally continue to the final process as to the save as the sales invoice.



(B) Pro Forma Invoice: A pro forma invoice is delivered to a buyer in special circumstances - typically, when all details for the invoice are not yet known. A pro forma invoice is a document that states a commitment on part of the seller to deliver the products or services as notified to the buyer for a specific price. It is thus not a true invoice. The seller should not register a pro forma invoice as an accounts receivable, and conversely the buyer should not register this type of invoice as accounts payable. Fig 00127. Shows the pro forma invoice as below;



1. With the pro forma invoice you will only need to select items/item code with the correct quantity that has been ordered from the customer. This basically have the same features with the sales invoice, just that with pro forma, you can’t make payment process.



2. After selecting all the items/item codes, you will now continue to the save button and select yes if sure.



3. You will then have to select print preview as show above with the arrow then you will print it out or save it as Pdf format and E-mail it to the customer if possible.



4.. NB: the filled red colour has zero store quantity and green has more than one store quantity



(C) SALES ORDER, A sales order is an internal document of the company, meaning it is generated by the company itself. A sales order should record the customer's originating purchase order which is an external document. NB: you cannot create any sales order without purchase order. NB: sales order reserved quantity being ordered into the system.



1. You will clink on sales order or ‘So’ as circled above, it will create a doc. Number, Doc; date and source doc; number as pro forma invoice (PRF). / you can also select the source document number to drop all the pro forma that has been created.



2. You will then need to add on or delete some item if possible as well as quantity.



3. Then you select yes as to the same with the pro forma invoice.



4. You will then have to select print preview, then you will print it out or save it as pdf format and E-mail it to the customer if possible.



5. NB: if sales order’s quantity is more than pro forma invoice, you will need to create a new line for the save item and add the extra quantity to it in order to reduce available quantity.



6. NB: the filled red colour has zero store quantity and green has more than one store quantity.



7. If the customer decide to increase the quantity of the reserved order or sales order, then you will have to create a new line for that reserved quantity.



(D) Internal Item Request; This is where a request is being made by workers in an organization only. As to shortage of product etc which must go true the store keeper before getting that particular item requested. NB: item request quantity can be reduce or increase by the store keeper as to the company’s rules. This has the same process as to the other, sales order, pro forma Etc. NB: the filled red colour has zero store quantity and green has more than one store quantity.



(E) Item issue unbilled; This where item which was been internally requested for in the organization will be settled by the store keeper. NB: This is without payment. And also has the same way of processing as to the orders. Eg Sales Invoice NB: The filled red colour has zero store quantity and green has more than one store quantity. This control stock in the warehouse and can also be used to control event costing.



Step 1: how to unbilled am item and link it to and event. A. Click on new issue but before you click on new issue will have to make sure you are in that particular store.



B. Then you will have to pick that particular item and fill all the necessary information as possible Eg. Description/comments. NB: if you want to sell an item then you will have to change the store to that particular store. There different types of store for different types of organization.



C. After selecting the item you will now have to link it to an event. NB: register should be created first in the system. Buy another user who has the privilege to do so.



D. Then you save the document.



E. This will automatically create an event costing to accounting.






PURCHASES


This is actually where goods and service are being bought from suppliers. There are types of purchasing document which generally includes;



1. Purchase order



2. Purchase requisition.



Purchase order:



A purchase order (PO) is a commercial document and first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. Acceptance of a purchase order by a seller forms a contract between the buyer and seller, so no contract exists until the purchase order is accepted. It is used to control the purchasing of products and services from external suppliers. Companies use purchase orders for several reasons:



Purchase orders allow buyers to clearly and explicitly communicate their intentions to sellers



Sellers are protected in case of a buyer's refusal to pay for goods or services



Purchase orders help a purchasing agent to manage incoming orders and pending orders



Purchase orders provide economies in that they streamline the purchasing process to a standard procedure



Purchase requisition.



A purchase requisition is a request sent to the purchasing department to procure goods or services. It is originated and approved by the department requiring the goods or services. Typically, it contains a description and quantity of the goods or services to be purchased, preferred make, a required delivery date, account number and the amount of money that the purchasing department is authorized to spend for the goods or services. Often, the names of suggested supply sources are also included.

A purchase requisition is owned by the originating department and should not be changed by the purchasing department without obtaining approval from the originating department. This important distinction (e.g. essential control) is not clearly defined in some of the more popular integrated procurement software systems on the market today.

A purchase requisition is not a purchase order and therefore should never be used to purchase goods or services or be used as an authorization to pay an invoice from a supplier or service provider. This is normally within the organization as in department.


ITEM LIST


ITEM LIST: this is the summary of all the items in the store with their item code, description, correct quantity, UOM, selling price, category Etc. shows the total number of items in the store with a default range display of 1-30 items at a time with a red colour indication.





Stpe2. Creating a new item. When creating a new item you will click on new on your right side as shown below in the Fig001.



1. You will click on New as circle with red colour then below you will see that the code/name and description box will be ready. Then you will type in the code as correct as on the label of the product or if the product has no code label on it, you can create one with a simple ideal code in order to make search easy.



2. Then you will type the correct and full Description on the product as to the product name and then you will then have to load an image if possible, then the new button at the top in red circle colour will change to save, then you will click on it as save. The item been create will pop up at the left side with it quantity indicating zero (0) and selling price also zero (0). Then you will have to check the (is Item Enabled?)



3. The black colour shows the edit button, where you can edit an old item if the information is suspicious and incorrect and after you update to make new changes.



4. The reset button with the yellow colour indicate reset, which is when u want everything at that particular area to be default as it was, then you will click on reset. 5. The next is the excel template this helps you to export template to excel for modification which all other thing can be done using excel and thereafter you can import it back into the software. Click on the drop down arrow key to display more import and export template. 6. The quick receipt, this is design to receive quantity into the software very easy and fast with the correct quantity adjusted and it other information as to expire date, quantity, unit cost per price Etc. as been colour in blue circle.



NB: when creating a new item and the item type is a service, then you will not have to adjust store and warehouse. You will only need to create the item right from the general interface. NB: when item type template has a template called (services), then you will not need any quantity or receipt before sales. Eg. Laundry Services, Restaurant service etc.





Step3. Creating New Item (Completing)



1. After the information above been stated you will now click on general below a drop box will appear as shown below in Fig002.2, the first two box is always default.(Apply template and item template)



2. The red circle indicate category as in CANNED DRINKS, SOAPS, DIAPERS ETC. which have been defined in the system, you will only click on the three dotted button beside the bar at it right side and then you will select any of the category base on the item created.



3. The next one is the base UOM; this indicates the unit of measure as in strip, box, pack, sachet Etc. NB: if the item have different UOM then Pieces is been selected first. (the next fig03.1. will show you how to deal with such problems)



4. The blue colour indicates the price less Tax and charges which shows the amount the product is going in for.





Step 4. Extra information gives you an advantage to type all the necessary information which is extra aside the barcode and description of the product. NB: any new changes / work being done here must be updated at the top were the save was.




e. UOM conversion, after creating the new product/item with all the information above. You will now have to specify as to whether the product /item have different basic unit of measure. Eg. Magic Malt, this product/item has more than one basic unit of measure; therefore you will need to create the less one first that is pieces, then you will specify the rest of the UOM below as shown in the picture below. As to box, pack, half, quarter etc.



1. You will click on New as shown below NB: if you hit on new it will change from new to save.



2. You will now have to pick a UOM from the unit of measure; a dialog box will appear



as shown in Fig03.3, then you will select the particular unit of measure as in box, pack etc.



3. Then you move to sort order. The sort order simples differentiate between the UOM as in how many UOM you creating for that particular item/product. So you can start with 1 for the first one and 2 for the other one in that order. But NB: the largest UOM must have the largest sort order as in if the item / product have different UOM. Eg; Magic Malt has about three different UOM so the first one is box, the second is pack and the last is half or quarter. The first as box which is the largest among them should have the largest sort order which is 3 (three) so the last should have half / quarter should be 1.



4. Conversion factor defines the number of pieces in the box, half, pack, etc. that make the item and the correct UOM. Eg. Ideal Milk 170g, the conversion factor for pack is = 24pieces and half = 12pieces. Therefore the conversion factor is the number of pieces in the box, pack, create, strips Etc.



5. Price less Tax: this is where price of the product/item based on the correct UOM, Sort order and Conversion factor is entered. You will have to enter the correct price for that particular UOM; if box, then box price. Not pieces price and it will reflect in the selling price box.

6. Then you finally save and update at the top as explain before.








11. DRUG AND CHEMICAL EXTRAS (Drug Interactions)Fig 004.1 This is also an external feature with helps to capture drug and chemical extras information.



1. Click on new (with the blue colour circle)



2. Follow the arrow to click on the three dots



3. Then you select your item / product /drug



4. The you enter the interaction effect



5. Click on the drop down to drop your actions



6. Then you save.





Drug and Chemical extras (Extras Labels) Fig004.2



1. Click on the extra labels



2. Enter the Generic Name, Trade Name, Usual Dosage, Maximum Dosage, Contraindications, and Food Interactions.





7. STORE AND WAREHOUSE; This is where various stores and warehouse are been created / defined, as show below;





1. You click on new .



2. You ADD a store .



3. You ADD a shelves .



4. Start date .



5. End date .



6. You click on save .




PRODUCT CATEGORIES



Product category: is one of the best way to categories item like all can drinks belongs to Can drinks saop = soap etc.



1. click on new



2. You type in your category name and description NB: category name and description can be the same.



3. Then you check is enable, to enable the category.



4. Click on save.



5. Or you can also export and import with Microsoft excel as shown below






STORE / WAREHOUSE



7. STORE AND WAREHOUSE; This is where various stores and warehouse are been created / defined, as show below;





1. You click on new and filled all the necessary information as shown above and the select save / click on save.



2. You can also edit an old one which has been change already as to any changes by that particular store or warehouse as in change of WH; Manager Etc.




RECEIPTS



This is where item is been receive into the system with expiry date, quantity being purchased, cost price, destination store, Etc.




NB: you only save if you sure about that item. If not you will need to proceed to receipt straight forward. NB: the triangle black in colour is indicating the excel button, which means you can export and import into the system with excel. NB: the left side of the fig. shows the search button. As in searching the particular item.


payment can only be done by the account payables department (a sub module in Accounting)

PURCHASE ORDER: you can receive using PURCHASE ORDER if you have created a PURCHASE ORDER already at Purchases. with PURCHASE ORDER you will have to select a PURCHASE ORDER NUMBER eg.



1.Click on New PO


select a PO Number, Supplier name and Site; here inviove line will drop automatically with all the item involved then you specify the destination store and expire date


Then you click on receive


but before you receive you need to provide a proper description



Miscellaneous Receipt: you can receive using Miscellaneous Receipt if you have not created a Purchase Order.



1.Click on New Miscellaneous Receipt


You can ADD a supplier and site if you like


you will then have to select the item one after the order and fill all the particular with the yellow filed eg;


but before you receive you need to provide a proper description; here you add as many lines



Then you click on Receive



The image also indicate invoices which has been paid and invoices which has not ben paid for, the RED colour indicate Paid invoice and the RED indicate unpaid eg.



This box also indicate the search eg.

should in case you much invoices and you want to pay for a particular one, you can search and the search box are on TAP eg. Receipt, Item, Supplier and Date.



Make payement; Here you cannot make payment unless you contact the account payable administrator.




RECEIPTS RETURNS


Receipt returns is where receipts are been return with reasons or conditions in terms of item quantity, expiry date, wrong receipt, etc. NB: to create a receipt return a receipt must be created first.





Step1.click on new, you will enter the receipt number (ever receipt has a receipt number) and click on find, it will automatic drop all the necessary information to that particular receipt information.


Then you will need to adjust the quantity and reason as to why the item is being return.NB: always make sure you have check the small box at the start of the line Eg.


Step2. Provide a proper description

NB: if you return an item then make sure you print out to the account payable administrator to make record refund


Step3. Click on RETURN.NB: Quantity Receive Cannot be more then Quantity Return


NB: the search box and the colour indication has alrady been discuased at RECEIPTS already



ITEM TYPE TEMPLATES


This are pre-define template for you when Creating new inventory item, This seb module makes it very easy and fast to create new item. most of the parameters will be filled here before you apply.




How to Create Item Type Template

1.Click on NEW


2.Is template enabled yes


3.Select item type and category


4.If there is any charges eg. Tax, Discount and Extra Charge


5.if there is any Planning Qty just enable it and specify the min and max level


6.Selling Price



7.GL ACCOUNT: make sure you provide all the filed which has been discuased during creating of new item at ITEM LIST


8.Stores and Warehouse: you will add the item to a particular store or WH. NB: you can also add Merchandise adn Non Merchandise item also to store /WH


9.Click on SAVE


10.You can change most of the item during applying eg. like selling price, charge account etc. the items may be the save but may be different in price and others the template helps you to fill most the line inorder to make work fast


11.how to apply at item list

you click on NEW, provide the code/name and description


12.Click on SAVE and ENABLE


12.From the arrow click and apply a template



ITEM BALANCES


This shows the item balances base on it item balance, stock with advance search. This sub-module helps to no the total Qty, Reserved Qty, Available Qty etc.

How to make search


1.You can make search by select any of the above indicated with red Code/name, Store, Category, Item type, qty type, low and high etc.


12.Click on Find


NB: any qty been reserved are (Sales order)



UNIT OF MEASURES


Unit of measure is where basic unit of measure is been defined / created as to sachet, btl, Tin, etc.



1. Step (1) click on new


2. You type in your name and description NB: name and description can be the same.


3.4. Click on save.


4. Or you can also export and import with Microsoft excel as shown above



STOCK TRANSFER


Stock transfer is where item are being transfer from one store to another store in an organization. With the assignment of item/storage locations in Inventory Management (IM) to the warehouse number in the Warehouse Management System (WM), the total stock balance between IM and WM remains the same when you post goods receipts and goods issues that result in stock quantity changes in the system. For these goods movements, two postings are normally required to complete the process – one in IM and one in WM. It is possible, however, to almost completely automate this process.



Step1. You click on new, then the yellow filled box will appear


Step2. You will specify the transfer date


Step3. Then you will search the item with code/description


Step4. Then you will enter the source store, destination, transfer quantity, and the reason.


Then you will click on Transfer



GL Interface Table



How to Send Transaction from GL to Accounting: The GL is what Communicate to Accounting


(1)Make search of eneteries which have not hit the GL by using the Start and End or Low and High, the low and high is anything between Eg, 100 low and 150 high


(2) you also search For and In any parameters from the arrows indicated above


(3)Click on SEND OUTSTANDING TRANSACTION TO GL


(4)You also Correct Imbalances by just clicking


(5)You can also correct wong transfers


(6)Void / Delete



PRODUCTION CREATION