September 2024 Release 2.0
Last updated
Was this helpful?
Last updated
Was this helpful?
The "Take Deposit" feature in the Sales Order Centre has been enhanced to allow users to generate a single payment link for multiple sales orders from the same customer. Previously, only one payment link could be generated per order. This enhancement provides more flexibility in managing deposits for customers with multiple orders, streamlining the payment process.
A new configuration option, "Send or generate a single payment link for multiple sales orders," has been added under the Sales tab in App Config. This config must be enabled to use the multi-order link functionality.
Enable the "Send or generate a single payment link for multiple sales orders" app config.
In the Sales Order Centre, select multiple orders for the same customer and go to Options > Take Deposit > Generate Pay Deposit Link.
In the Generate Deposit Link pop-up, check the box next to "Generate single link for multiple orders" and click OK to continue.
A combined link for deposit payment will be generated for all the selected orders.
Link Visibility and Data:
The combined link will display the Order Numbers for all included orders in a comma-separated list under the Ref# column in the pop-up message.
The payment page will also display the Order Numbers and Customer POs in a comma-separated list.
The report will include data for all combined orders in a single PDF file.
Amount and Breakdown:
The total amount displayed on the payment page will be the sum of all deposit amounts for the combined orders.
Users will not be able to change the amount on the payment page.
A table will be included (only for combined links) to break down the deposit amount for each individual order.
Deposit Allocation:
Payments made through the combined link will be allocated correctly to each individual order and reflected on their respective SO pages.
Sales Order Centre Updates:
A new column "Deposit Links Combined?" has been added to the Sales Order Centre. This column will display a checkmark for all orders included in a combined deposit link.
Combined Link Management:
If a user tries to create a single link for one or more or all deposits in a combined group, a new link will be generated for the deposit payment and every deposit link in the combined group will turn into a single link deposit.
If a user tries to create a new combined group but chooses one deposit from another combined group, then the new combined group will be formed, and the remaining deposits in the old combined group will turn into single-link deposits.
We have added two new columns, "Vendor Bill#" and "Date", to the Item Reconciliation process, improving the workflow for generating Expense Bills or creating liabilities during reconciliation. These new columns provide enhanced visibility and control over vendor billing information, making the reconciliation process more streamlined.
When performing reconciliation, if you uncheck the "Add to Vendor Bill?" option, and proceed to create an Expense Bill or generate a liability by entering the Accrual Account and Vendor details, the "Vendor Bill#" and "Date" columns will now appear on the "Select Accrual Account & Vendor" screen.
Vendor Bill#: This field allows users to input the unique identification number assigned to the vendor’s bill. It ensures that each vendor bill can be easily tracked and referenced during reconciliation.
Date: This field lets users enter both the bill date and receipt date for the associated expense bill. It's important to note that the date entered here must be earlier than the parent bill's Receipt Date (for Expense Bills) or Item Receipt Date (for Item Receipts). This rule ensures that the reconciliation follows the proper transaction sequence, maintaining your records' accuracy and integrity.
Users can enter duplicate Vendor Bill# for the same vendor if the "Allow duplicate Vendor Bill Numbers in Bill" app configuration is enabled. This enhances flexibility for users who may receive multiple bills with the same identification number from the supplier.
We have introduced the ability to specify the quantity of items to move when splitting an ASN and transferring those items to a new ASN. This enhancement adds flexibility in managing item transfers within the Receive ASN module.
Select an ASN: Navigate to the Receive ASN module and choose the ASN you want to split.
Access the "Move Selected Lines to a New ASN" option: Select the ASN lines you want to move and go to the Options menu and select "Move Selected Lines to a New ASN".
Review the "Move ASN Lines" window: A new window will appear, displaying the details of the selected ASN, including the store and items.
Specify the quantity to move: In the "Qty to Move" column, enter the desired quantity of each item you want to transfer to the new ASN.
Confirm and create the new ASN: Once you've defined the quantities, click "Move ASN" to confirm the changes, and the system will generate a new ASN with the specified items and quantities.
A new feature has been introduced to notify users via email when a credit card transaction is declined. This enhancement ensures timely communication, allowing users to address declined payments promptly.
Users will now receive an email notification whenever a credit card transaction is declined. This provides immediate awareness of payment issues. A new app configuration, "Credit card declined - additional emails", has been added. In this app config, users can specify additional email addresses that should also receive notifications in case of a card decline.
When a credit card is declined, an email will be sent to all the listed recipients, ensuring that the right personnel are informed.
The Payment Term module now offers greater flexibility in calculating discounts. A new toggle button has been added, allowing users to choose whether the discount provided as per the payment term should be calculated including or excluding tax.
Functionality:
Toggle ON: Discount is calculated on the total amount, which includes both the original amount and the tax.
Toggle OFF: Discount is calculated only on the original amount, excluding the tax.
This enhancement provides increased accuracy in discount calculations, and enhanced control and flexibility for businesses to manage their payment terms.
We are pleased to introduce a significant update to the XoroERP system, bringing new flexibility and control to the Purchase Order (PO) module. To further streamline the procurement process and ensure consistency across modules, we have added three new columns at the PO detail level:
Season
Item Category
Item Group
These columns, which were previously mapped only to Sales Order (SO) Detail Items, are now available at the detail level of the Purchase Order (PO) as well. By introducing this enhancement, you can now track and manage these item attributes directly within your purchase orders, enabling more efficient workflows and better inventory management.
Season – This field helps you categorize products by their seasonal relevance, such as Spring, Summer, Fall, or Winter. It ensures that seasonal products are easily traceable through both the sales and purchasing processes, allowing for better forecasting, planning, and management of inventory that is time-sensitive.
Item Category – By mapping the Item Category at the PO level, users can now organize and group items based on predefined categories. This provides a structured way to manage products and enhances reporting capabilities, making it easier to generate analytics around different product categories, and further improving purchasing strategies.
Item Group – The Item Group column helps you classify products into broader groups for better organization. This field offers increased flexibility in tracking item group performance and makes reporting more consistent across both the PO and SO modules, facilitating better coordination between sales and purchasing teams.
Enhanced Consistency Across Modules: By having the same fields in both Sales Orders and Purchase Orders, users can maintain uniformity in data handling and reporting, reducing the chances of errors and discrepancies.
Improved Reporting and Analytics: These newly added fields allow for more detailed and organized reports, which will help businesses track item-level details more effectively, offering insights for better decision-making.
Streamlined Procurement Process: With Season, Item Category, and Item Group now part of the PO detail level, managing procurement becomes more intuitive, leading to more efficient workflows and reduced manual data entry.
We have introduced the ability to send vendor prepayment receipt confirmation via email. This enhancement is designed to streamline communication with vendors and improve the overall efficiency of your prepayment processes. With this enhancement, a payment receipt confirmation email will be sent to the vendor whenever the prepayment is made by the vendor. Additionally, any update made to the vendor prepayment will trigger an email to the vendor.
Key Features:
Vendor Prepayment Receipt Entity in Email Templates
A new entity, "Vendor Prepayment Receipt," has been added to the email template system. This allows users to define the email details (email subject, body, cc receipts) and make the process automated.
Targeted Email Delivery
When a Vendor Prepayment is made, an email notification is automatically sent to the vendor's Billing Email Address. If the Billing Email is empty or unavailable, the email is sent to the vendor's Main Email Address instead.
We have added the support for direct debit payment services in B2B. This update enables businesses to offer direct debit payment services to their customers, further simplifying the checkout process and reducing the complexity of payment transactions.
Direct Debit Payment Services A new setting, "Use Direct Debit Payment Services," has been added to the Other Attributes tab in the Presentation Centre. When this option is checked, the Direct Debit payment method will appear on the checkout screen, allowing customers to process ACH payments seamlessly.
Direct Debit Payment Option To process the ACH payments, Direct Debit option has been added to the B2B checkout page to take the advance payment required for placing the order. As you select this option, the system will initiate you to select the direct debit service and account. With this enhancement, we have integrated Fuze (i3 Verticals) Payments and GoCardless direct debit payment options with B2B to make payments easier for customers. Select the service and account and click "Confirm".
Automatic Disabling of Other Payment Services If ACH is enabled for a B2B presentation, the following options will be automatically disabled in the Presentation Centre:
"Use Default Payment Service"
"Payment Service" option
We have introduced a new module named "Activity Tracking Data Centre" in XoroERP. This new module is designed to provide complete visibility and auditability of changes made across all modules within the system. With this enhancement, users can track specific modifications, ensuring greater accountability and control over ERP activities.
The Activity Tracking Data Centre module captures and records every significant change made within XoroERP, detailing the modifications with precision. Whether it's an update to a record or a field change, this module allows users to monitor all system interactions in real-time, ensuring a robust audit trail.
Comprehensive Tracking Across Modules: This module monitors and logs activities performed in all modules of XoroERP. It captures every field update, showing both the old and new values, allowing for a clear understanding of changes. This ensures that no change goes unnoticed, enhancing data integrity and transparency.
Detailed Fields Captured: Each tracked activity is logged with the following details:
Txn Type: Type of transaction that was modified.
Txn Ref#: Reference number associated with the transaction.
Field Name: The specific field within the module that was updated.
Old Value: The original value before the update.
New Value: The value after the update.
Line Identifier: Identifies the specific line item affected (if applicable).
Operation Type: The type of operation performed, such as create, update, or delete.
Modified Datetime: The exact date and time when the modification occurred.
Modified By: The user who made the change.
Activity Tracking ID: A unique identifier for each tracked activity.
Access Control via Access Manager: To ensure the module is available only to authorized users, Admins can grant or restrict access to the Activity Tracking Data Centre using the Access Manager. This provides flexibility and security, ensuring only relevant personnel have access to sensitive tracking information.
"Show Activity" Option on Create Pages: Every module in XoroERP now includes a "Show Activity In" option on its Create page. When this option is selected, users are automatically redirected to the Activity Tracking Data Centre. The module will display the activity data corresponding to the selected record, offering quick access to the relevant changes.
We have introduced an enhancement to the Upload Bill Template in XoroERP, aimed at improving project classification and error validation during bill uploads. The enhancement involves adding a new 'ProjectClassName' column in the bill template and a corresponding Project Class dropdown in the Bill File Preview, providing greater flexibility and control in managing project-related billing data.
Addition of the 'ProjectClassName' Column:
A new column titled 'ProjectClassName' has been introduced in the Upload Bill Template. This allows users to associate bills with specific project classes directly through the template, ensuring better categorization and tracking of bills according to projects.
Project Class Dropdown in Bill File Preview:
After uploading the bill template, users will now see a Project Class dropdown in the Bill File Preview screen. This dropdown auto-populates with the valid project class options from the uploaded data.
This feature allows users to review and confirm the uploaded project class details before finalizing the upload, ensuring accuracy and reducing potential errors.
Error Handling:
If any record in the uploaded CSV file contains an invalid or unrecognized ProjectClassName, an error alert will be triggered, displaying a message that outlines which record(s) contains the error.
This real-time error validation ensures that users can correct invalid project class entries before proceeding with the upload, thereby preventing faulty data from entering the system.
We have introduced that adds Wave Details to the Invoice Centre Subform. This update brings improved visibility and traceability of wave-related information for each invoice.
The History Tab within the Invoice Subform now includes detailed information about the Wave associated with the invoice. This allows users to track which wave the invoice is connected to, providing greater transparency in the invoicing process.
We have introduced an enhancement to our sales order cancellation process, aimed at streamlining the workflow and improving user efficiency. This update introduces a new feature that allows for the automatic removal of linking with Purchase Orders (PO) when canceling a sales order.
When users cancel a sales order from the Sales Order module and Sales Order Centre, a new Auto Remove Linking toggle has been added to the Cancel confirmation pop up.
If this option is enabled, the system will automatically remove all the linked POs to the sales order.
Please note: If the app configuration setting "Restrict SO Cancellation, if SO is linked with PO" is enabled, the sales order cannot be canceled if it is linked to a PO. Therefore, in this case, the auto-remove linking toggle will not be visible, as the system will prevent any cancellation action.
We have introduced several enhancements to the Transfer Purchase Order (TPO) functionality in XoroERP, focusing on custom fields management at the header level. These updates provide users with greater flexibility in handling custom fields during the TPO lifecycle, including updates and deletions.
Addition of Header Level Custom Fields:
Users can now define and manage custom fields at the header level of a Transfer Purchase Order. This allows for more detailed customization and tracking of TPOs with specific business needs or project requirements.
Update Custom Fields After Saving TPO:
After saving a Transfer Purchase Order, users now have the ability to update custom fields. This ensures that any necessary modifications or additional information can be added post-save, providing better flexibility in managing TPO data.
Deletion of Custom Field Values Upon Voiding TPO:
When a Transfer Purchase Order is voided after being saved, the system now supports the deletion of custom field values associated with the TPO. This ensures that unnecessary custom data is automatically cleaned up upon cancellation.
Enhancements in the Purchase Order Centre:
Autofill Custom Field Values: When users click Edit in New Window or double-click on a row within the Transfer Purchase Order in the Purchase Order Centre, the header level custom fields will now autofill with their corresponding values. This allows for seamless review and editing of custom fields.
Batch Deletion of Custom Field Values: Users can now perform a batch deletion of custom field values when voiding multiple Transfer Purchase Orders at once. By selecting multiple rows and clicking the Void button, all custom fields associated with those TPOs will be deleted in one action.
We have introduced an enhancement to the Order Placed Confirmation Email functionality (for both Customers and Sales Rep) in the B2B portal, improving the communication process for both customers and sales representatives.
Brand Placeholder:
The confirmation email now includes a brand placeholder, allowing the brand name associated with the order to be dynamically inserted into the email. This helps provide clarity and ensures that the recipient is aware of the specific brand tied to their purchase.
Presentation Code Placeholder:
A presentation code placeholder has been added to the email template. This code represents the format or structure associated with the order, providing additional details that enhance the order summary for the recipient.
Order Type Placeholder:
The order type placeholder has been introduced, enabling the email to specify the type of order placed. This helps both the customer and sales rep easily identify the nature of the order at a glance.
We have added the ability to update the ship date of the sales order based on the delivery date of the purchase order linked to the sales order. When a purchase order is linked to the sales order, and the delivery date is updated at the item level on the purchase order, the ship date at the item level of the corresponding sales order is updated.
Auto-Update of Sales Order Ship Date
When a Purchase Order is linked to a Sales Order, and the delivery date is updated at the item level on the purchase order, the ship date at the item level of the corresponding sales order will now automatically update to match the new delivery date.
This ensures synchronization between the sales order and the purchase order, reducing manual adjustments and potential errors in shipment scheduling.
Notification Management
Two new app configurations have been added to enhance notification management for this process:
Update SO Ship Date Notification - Additional Emails: This app config allows you to add comma-separated email addresses (e.g., admin@xorosoft.com, sales@xorosoft.com) for internal users who should receive a notification when the sales order ship date is updated. Apart from the customer, additional email recipients will be notified of the ship date change.
Update SO Ship Date Notification Type: This app config allows you to select the notification types (email watchers and/or internal notification) for sending a comment notification to the users. If internal notification is selected, users will receive a notification directly within the system.
We have introduced an update to streamline vendor payment processes, reducing manual errors and increasing efficiency. This enhancement allows for the automatic application of vendor prepayment to bills linked to the corresponding PO.
When a bill is created that is associated with a Purchase Order (PO) which has a recorded vendor prepayment, the system will automatically utilize that prepayment to pay the bill. This not only saves time but also minimizes the risk of human error that can occur during manual payment processes. With this improvement, accounts payable practices become more efficient and reliable.
Here’s a brief overview of how to utilize this feature:
Activate the App Config: To utilize this feature, enable the "Auto Apply Purchase Order Linked Vendor Prepayment(s) On Bill" app config. When this app config is on it will auto apply vendor prepayment on linked PO bill.
Bill Generation: Once this configuration is enabled, whenever a bill is generated—whether through item receipt or directly—the system will check for any vendor prepayments associated with the linked PO.
Automatic Application: If a vendor prepayment exists, it will be automatically applied to the generated bill, effectively completing the payment process without additional user intervention.
Feature Overview: We are excited to announce a new XoroERP Global Search functionality enhancement. Users can now search using vendor first and last names directly from the Global Search bar. This new feature streamlines the process of locating vendor-specific records, improving efficiency and overall user experience.
Key Highlights:
Search by Vendor First Name and Last Name: Users can now input a vendor's first and last name in the Global Search bar to access relevant records quickly.
Improved Vendor Record Accessibility: This enhancement allows users to locate vendor-related data, including purchase orders, invoices, and account details, more easily.
Time-Saving: This new search option minimizes the time spent on locating vendor information and navigating multiple modules, improving workflow efficiency.
How It Works:
Navigate to the Global Search bar at the top of the XoroERP interface.
Enter the first name, last name, or a combination of both for the vendor you wish to search.
The system will return all relevant records associated with the vendor, including purchase orders, vendor accounts, and any other linked documents.
Feature Overview: We have introduced a crucial update to the Sales Order (SO) management process in XoroERP to enhance control over customer credit limits and ensure better compliance with financial restrictions. This update adds a permission-based restriction when auto-releasing SOs for defaulter customers, similar to the existing manual release process.
Key Enhancements:
Customer Credit Restriction in Auto-Release: Previously, the system enforced credit restrictions only during the manual release of SOs for defaulter customers. With this update, the same restriction is applied when SOs are auto-released for defaulter customers. A permission dialog now appears, ensuring that only authorized users can proceed with the release.
Permission Dialog for Defaulter Customers: The system now prompts users with a "Permission Required" dialog when attempting to auto-release a Sales Order for a defaulter customer. This ensures compliance with credit restrictions and prevents unauthorized release of restricted SOs.
Item Restrictions in Released Sales Orders:
Once a Sales Order is in Released status, restricted items (based on customer credit or system-defined rules) cannot be added to the SO and saved.
Non-restricted items can still be added to the released SO and saved, providing flexibility while maintaining compliance.
How It Works:
When attempting to auto-release an SO for a defaulter customer, a permission required dialog will appear, requiring authorized user intervention to continue with the release.
After the SO is in Released status:
Restricted items cannot be added or saved.
Non-restricted items can still be added to the order and saved without issues.
Memo Field Support in Account Register for Outgoing Payments
Feature Overview: We are pleased to announce an enhancement to the Outgoing Payment module that provides support for the Memo field in the Account Register. This feature allows users to seamlessly track and record important notes associated with outgoing payments, improving financial transparency and record-keeping.
Key Enhancements:
Memo Field in Outgoing Payment: The existing Memo field in the Outgoing Payment module, where users can enter notes related to payments, is now integrated with the Account Register.
Automatic Population in Account Register: Memo details entered in the Outgoing Payment module will now automatically populate in the Account Register, ensuring that any payment-related notes are easily visible and accessible in both modules.
How It Works:
Users can add relevant notes or details in the Memo field while processing an outgoing payment in the Outgoing Payment module, users can add relevant notes or details in the Memo field while processing an outgoing payment.
Once the payment is recorded, the memo information will automatically appear in the Account Register alongside the corresponding payment entry, enabling easier reconciliation and auditing.
This enhancement improves financial tracking by ensuring that any notes related to outgoing payments are consistently reflected in the Account Register, reducing the need for manual entry or cross-referencing between modules.
Feature Overview: We are pleased to announce an update to the Wave Center in XoroERP. This update ensures that the Customer Item Number associated with a particular item, as defined in the Item-Customer Mapping, is displayed directly in the Wave Center under a dedicated column, improving visibility and ease of access to customer-specific item information.
Key Enhancements:
Customer Item Number in Wave Center: The Customer Item Number is now fetched from the Item-Customer Mapping and displayed in the Wave Center. This allows users to view the customer-specific item reference directly within the Wave Center, streamlining order fulfillment and inventory management processes.
New Column in Wave Center: A new column titled 'Customer Item Number' has been added to the Wave Center, where the customer-specific item numbers will be reflected based on the mappings defined in the Item-Customer Mapping settings.
How It Works:
The Customer Item Number mapped for a particular item in the Item-Customer Mapping module will automatically populate in the new 'Customer Item Number' column within the Wave Center.
This ensures customer-specific item references are readily available when processing waves, improving accuracy and reducing manual lookups.
This enhancement improves the efficiency of wave processing by providing immediate visibility into customer-specific item numbers, reducing errors, and simplifying operations for businesses managing large inventories with customer-specific item mappings.
We have integrated Avalara tax calculation for B2B orders, enhancing the tax management process for B2B orders. Previously, Avalara tax calculations were not available for B2B transactions. With this release, if the Avalara tax service is configured for your XoroERP instance, Avalara will automatically calculate and apply the appropriate tax to the items in B2B orders within the customer portal.
To activate this feature, users need to enable the "Charge Tax on Order Items" option found in the "Other Attributes" section of the Presentation settings. Once enabled, the Avalara tax will be applied to order items in real-time, ensuring tax accuracy and compliance.
Real-time Avalara Tax Calculation: When creating a new B2B order in XoroERP, the system will now automatically calculate and display the Avalara tax amount on the order summary page. This provides immediate visibility into the total cost, including taxes, ensuring transparency for both you and your clients.
Dynamic Tax Updates: The calculated tax amount will dynamically update in response to changes in the order. This includes:
Quantity Changes: Modifying the quantity of items in the order will trigger a recalculation of the Avalara tax.
Address Changes: Altering the address (the state or city) will also initiate a recalculation, ensuring accurate tax based on the correct location.
Seamless Tax Display on Sales Order (SO): Once a Sales Order is created from the B2B order, the calculated Avalara taxes will be accurately reflected on the SO itself. This maintains consistency and ensures that all relevant tax information is readily available throughout the order lifecycle.
