Getting Started

Jump to:

• Need help?
• Quick start guide.
• Account and billing.
• Demonstration videos.
• Complete User Manual.

Quick start guide

Jump to:

1. Overview of MRPeasy.
2. Play with demo data.
3. Remove demo data and prepare a test task.
4. Enter parts and products.
5. Plan and report production.
6. Buy parts and materials.
7. Sell products.
8. Stock management.
9. Usage tips.

Overview of MRPeasy

MRPeasy is suitable for both make-to-stock and make-to-order production modes.

The program is divided into eight main sections:

• CRM - sales and order management.
• Production planning - production planning and management.
• Stock - inventory management.
• Procurement - purchasing management.
• Dashboard - quick overview of main indicators.
• My production plan and Internet-kiosk - real-time reporting of manufacturing operations by the worker.
• Settings - your MRPeasy settings, account management, user management, and database maintenance.
• Accounting - standard accounting module.

General usage flowchart:

Play with demo data

1. Play with the demo data, which is already present in the system, to get a quick overview.
   • The demo company produces a simple product, a Wooden Table:
     • It is made of legs, a top, and varnish. These are separate items with vendors, lead times, and prices.
     • It is produced in two steps - Assembly and Painting. Both of these have an associated workstation, designated duration, and costs.
   • Try to buy some parts with a Purchase Order.
   • Try to make some tables with a Manufacturing Order.
   • Try to sell some tables with a Customer Order.
   • You can clean up and re-upload fresh demo data in the Demo data and videos section.
2. Watch the demonstration videos.
3. Follow the Testing manual.

Prepare a test task

Once you are ready to start testing with your own data:

1. Empty the database from demo data, at Settings -> Database maintenance.
2. Add other users who will test the system, at Settings -> Human resources.
3. Enter a simple test task. 
   • A simplified product with a few materials and operations will be perfect.
     • Define the outcomes that you wish to accomplish with each test task.
   • Read and apply the MRPEASY IMPLEMENTATION GUIDELINES.
   • Follow the examples in the Testing manual.

Enter your parts and products

At Stock -> Items, you should enter your items in the following order:

1. The parts and materials you buy.
   • For procured items, add the Purchase Terms to define the vendor(s), cost, and lead time.
2. The products you make.
   • For manufactured items, add a Bill of Materials (BOM) and a Routing.

See also:

• Demo videos:
  • Setting up procured items.
  • Setting up manufactured items.
  • Bespoke Manufacturing, Engineer-To-Order (ETO), Configure-To-Order (CTO).
    
• User Manual: Item details.

Plan and report production

At Production planning -> Manufacturing orders, you can create new Manufacturing Orders (MO) for making the products.

• You can report the progress and usage of materials from stock by pressing Go to production inside the MO.
• Products are counted into stock once the MO is finished.
• You can add new users and give them rights either to My Production Plan or Internet-kiosk so your colleagues can log in and report production in real time.

See also:

• Demo videos:
  • Production Planning and Management.
  • Real-time reporting by shop-floor workers.
• User Manual:
  • Scheduling a new manufacturing order.
  • Manufacturing Order details.

Make-to-stock (MTS) manufacturing

In the make-to-stock manufacturing mode, the manufacturing is planned before orders from customers arrive.

For making to stock, there are several ways of creating Manufacturing Orders (MOs):

• Add a new MO at Production planning -> Manufacturing orders.
• Assign a Reorder Point (ROP) for each item, even 0, and use the Stock -> Critical on-hand report to create MOs for items that are below their reorder point.
• Create MOs from the Procurement -> Forecasting function.

Make-to-order (MTO) manufacturing

In the make-to-order manufacturing mode, the basis of production planning is a sales order, a "Customer Order" (CO) in MRPeasy.

1. Add a new CO at CRM -> Customer Orders.
2. After saving it, you can estimate costs and delivery dates.
3. When you are ready to start planning production, you can:
   • Automatically generate one MO per one CO line.
   • Create one MO for several COs (i.e. the same product, different orders).
   • Manually create a Manufacturing Order (MO) and book it to the CO.

Buy parts and materials

At Procurement -> Purchase Orders, you can create Purchase Orders (PO) to order items from your vendors. 

Mark the PO as received to take the ordered items into stock. 

See also:

• Demo video: Purchasing Management.
• User manual: Purchase Order details. 

Low inventory alerts

There are two reports that show what needs to be ordered and which help to easily raise necessary Purchase Orders:

1. Procurement -> Requirements. 
   • A list of items missing in specific sales and manufacturing orders.
2. Procurement -> Critical on-hand. 
   • A list of items for which availability is below their Reorder point (ROP).

These reports are automatically generated based on the information from stock, customer orders, and manufacturing orders.

• If parts are missing for a MO, demand is raised for these automatically.
• If products are missing for a CO, demand is raised for these after you try to book them.

Sell products

At CRM -> Customer Orders, you can create new Customer Orders (CO) to enter new sales orders.

The CO is the core document for tracking the sale from quotation to delivery, including issuing of documents such as order confirmations, invoices, waybills, and also tracking payments.

• Create quotations, order confirmations, or invoices.
• Estimate costs and dates.
• Book products for the CO.
  • Booking means reserving some specific items for this order.
  • These items could be available in stock right now, or these items could still be planned (e.g. reserved from a future PO or MO).
  • If items are unavailable, this will result in demand being created for the products.
• Create a Shipment, a waybill, and pick the products to take them off stock.

See also:

• Demo videos:
  • Sales Management.
  • Bespoke Manufacturing, Engineer-To-Order (ETO), Configure-To-Order (CTO).
• User Manual: Customer Order details.

If you make to order, the process of handling the order could look like the one below.

Stock management

The Stock -> Items provides a detailed overview of your stock. It distinguishes between:

• In stock vs Expected (coming in the future) quantities.
• Available vs Booked (reserved for something) quantities.

Inventory transactions are automatically made when users in different roles (e.g. sales, production, procurement) report what they've done.

See also:

• Demo videos:
  • Inventory Management.
  • Setting up: Inventory levels.
• User manual:
  • Reading inventory numbers.
  • Starting inventory values.
  • Storage locations.
  • Booking and consumption of goods.

Basic principles of inventory management in MRPeasy

1. Before items can be used for something these must be booked first.
2. The method of inventory management is "stock lot tracking".
   • You could label your items with stock lot labels to keep track of batches.
   • Enjoy detailed Stock Movement reports.

Complete User Manual

The User Manual can be found here:

/documentation

A one-page online version of the User Manual:

/documentation/one

If you wish to have the complete User Manual in PDF format, then print a one-page version and choose the option Print as PDF.

Demo Data and Videos

In the software section Demo data and videos, you can watch demo videos, upload demo data, and clear the database.

Watch the demonstration video and get 5 days FREE

We have an 4-minute video that describes how MRPeasy generally works. This will also give you 5 free days.

In addition, there is a great number of training videos available on every possible topic. If you are new or had a pause in working with MRPeasy, these are great learning tools and memory refreshers.

Uploading the demo data

As the first step, it's most convenient if some data is already properly uploaded into MRPeasy for general testing. You can upload the same demo data that is used in the videos to test different functions.

Are you not making tables? That's ok, the same principles apply to all industries, from building tables to producing airplanes.

How to delete the demo data and clear the database

There are two options for emptying the database:

1. To delete all data (except users and settings), click the Empty the database button.
2. To delete all orders (MO, CO, PO, RMA, SO) and inventory levels only, click the Delete all orders and stock button.
   The so-called seed or master data will remain - customers, vendors, articles, BOMs, Routings, Workstations, etc.

Demo video

Usage tips

Jump to:

1. Demo video: Usage tips.
2. Buttons and icons.
3. Quick help.
4. Data tables.
5. Search wildcards and operators.
6. Browser security settings.
7. Miscellaneous.

Buttons and icons

• Add Add a new entry
• Edit Edit/View an existing entry
• Bulk editing Bulk editing
• Choose columns Choose columns to be displayed
• Search Search by specified conditions
• Clear Clear the search conditions
• Saved searches Saved searches - possibility for each user to save personal filters or use a saved filter. Selected columns, their order, and filled parameters are saved.
• Reports View reports
• Important notice Important notice
• Actions View action log
• Rebook materials Rebook materials for planned Manufacturing Orders (Production schedule)
• Press and drag up or down to change order Drag up or down
• Create a Purchase Order Create a Purchase order (Critical on-hand, Requirements)
• Consume Consume item (MO details for worker)
• Pick Pick item (Shipment)
• Create a manufacturing order Create a Manufacturing order (Critical on-hand in Stock)
• Return item to stock Return item to stock
• Print barcode Print barcode
• Start Start the production operation
• Pause Pause the production operation
• Stop Finish the production operation
• Show images Show images
• Move Move window
• Quick help Quick help
• Tasks Tasks
• Page navigation Page navigation
• List or detailed view List or detailed view
• Sales pipeline view Sales pipeline view
• View sums View sums
• Users Sign in for more users at the internet-kiosk device
• User Switch between users or sign out from internet-kiosk

Quick help

For any particular page throughout the program, its explanation can be found by clicking on the Quick help button in the top right-hand corner.

Data tables

• Tables can be sorted by clicking on column titles.
• The order of columns can be arranged by clicking, holding, and dragging their titles.
• In many tables, it is possible to show additional columns or hide unneeded ones by clicking on the "Choose columns" button.
• The table layouts are remembered for each user separately.
• If the list of items contains more than 20 elements, the software displays only the first 20 items by default. Click Load more to load the rest of the list.
• In drop-down menus such as Status, it is possible to select multiple options while holding the Ctrl key.

Search wildcards and operators

There are several wildcards and operators, that can be used when searching:

1. _ can be used as a placeholder (wildcard) for any single symbol.
   • "w__d" finds all results that have exactly two symbols between "w" and "d", e.g. "wood".
2. % can be used as a placeholder (wildcard) for multiple symbols.
   • "w%d" finds all results that have any number of symbols between "w" and "d", e.g. "wood" and also "washed".
3. && ignores the order of words.
   • "wood && table" finds both "wooden table" and "table from wood".
4. || finds data, that contains at least one of the words when searching by text.
   • "wood || table" finds both "wooden chair" and "plastic table".
5. - (minus) finds data that does not contain certain words.
   • "-plastic" excludes "plastic" from the results.
   • "table && -plastic" finds all data for "table" except for those containing "plastic".
   •  "-" is a negative operator only when it is the first character, or if it is following a space. 
   • If your data starts with "-" or there's some suffix added with "-" according to which you wish to search, e.g. "-abc", then please use "%-abc" to find the data.
6. "" (double quotation marks) finds rows without data in that column.
   • -"" finds non-blank lines.
7. Several conditions may apply together. They can be grouped and prioritized using parentheses.
   • "table && -(plastic || white)" finds all tables which are neither plastic nor white.

Browser security settings

MRPeasy is an internet-based software and works in browser. Please check your browser privacy settings: cookies, JavaScript (scripting), and website data must be allowed (at least "Allow from Current Website Only").

Miscellaneous

• Tooltips are provided for all fields throughout the program. If a field is not understandable, simply move your mouse over its title.
• MRPeasy is only accessible online; it is not downloadable software.
• Sometimes the system seems to be malfunctioning when the user is using multiple browser tabs or windows at the same time. This is not recommended.

Database Maintenance

Under Settings -> Database maintenance it is possible to:

1. Download a database backup.
2. Restore a database backup.
3. Archive old data.
4. Partially clear or fully empty the database.
5. Required user access rights.

Database backup and restoration

You can download your database backup file to have a copy of it on your computer. It is advised to do this at least once a month.

You can upload the database backup file to restore your data. The valid backup file is the following:

• The file is not older than 30 days.
• It is downloaded from the same account it is restored to (it is not possible to upload a backup file from one account to another account).
• It is not edited in any way.

Your current database will be erased during upload and replaced with the data from the backup file. It is advised to download a new backup file before uploading an older backup.
All users will be signed out during the restoration.

Attention! The MRPeasy database backup file can be used/read in the MRPeasy only. Please do not try to open and edit it in other programs.

Archiving old data

It is possible to archive older data, which has not been used for the last 6 months, 1, 1.5, or 2 years in bulk at Settings -> Database Maintenance -> Archive old data.

Archived objects are not deleted completely. These are normally hidden but can be found at any time.

The following objects are archived:

1. Items, bills of materials, and routings.
2. Customer Orders, Purchase Orders, Manufacturing Orders, Service Orders, and RMA Orders.

1. Archiving items, bills of materials, and routings

Those goods that have not been used for a given period and are not in stock can be archived. Stock items are archived along with their bills of materials and routings. BOMs and routings that belong to archived products are also archived.

Archived:

1. items can be found at Stock -> Items by searching for the part number.
2. BOMs can be found at Production planning -> BOM by searching for the BOM number.
3. routings can be found at Production planning -> Routings by searching for the routing number.

Archived items, BOMs, and routings can be restored:

1. Find it.
2. Open it.
3. Click the Restore button.

2. Archiving orders

The following orders are archived:

• Customer orders: in statuses Shipped and Invoiced, and Delivered.
• Purchase orders: in status Received.
• Manufacturing orders: in statuses Done, Shipped, and Closed.
• Service orders: in status Done, Shipped, and Closed.
• RMA orders: in statuses Shipped and Invoiced, and Delivered

Archived orders get the status Archived.

Orders with the status Archived can be found by this status, but these aren’t shown in the general list.

Emptying the database

There are two options for emptying the database:

1. Empty the database
   - Delete all data (except users, settings, and sites).
   - Numbering formats will be reset.
2. Delete orders and stock
   - Delete all orders (MO, CO, PO, RMA, SO) and inventory levels.
   - The so-called seed or master data will remain - items, customers, vendors, BOMs, routings, workstations, etc.
   - Numbering formats will not be reset.

It is advised to download a new backup file before any deletion!

User access rights for database operations

Required user access rights:

• To download a database backup the user must have Read right for the Settings -> Database maintenance section.
• To restore a database backup, archive data, or empty the database the user must have Read and Update rights for the Settings -> Database maintenance section.

Account and Billing

You can see and manage the state of your account at Settings -> Account and billing. 

Here you can:

1. See the paid until date, the number of users, and the next invoice amount.
2. Order MRPeasy.
3. See and pay invoices.
4. Change your pricing plan.
5. Downgrade your account.
6. Pay for more users.
7. Change the billing cycle.
8. Change the company name, contact e-mail, and billing e-mail for the account.
9. Stop billing.
10. Delete your account.

How to order MRPeasy

Note that you will not be charged during the free trial period and neither for the free trial.

At the end of the free trial, a proforma invoice will automatically be issued for the next billing period. Once it is paid you can continue using MRPeasy.

To order MRPeasy:

• Follow the instructions, which you will receive in your email after the end of the trial.
• Or go to Settings -> Account and billing -> Invoices, open the Invoice and proceed to checkout.
• If you wish to continue with automatic renewal, choose to save the card or Paypal details for the next payments.

After the proforma invoice is paid, a tax invoice is automatically generated and can be found in Settings -> Account and billing -> Invoices.

You can also enter and change payment details anytime at Settings -> Account and billing -> Payment data.

You can define a separate billing email address, where invoices will be delivered to.

How to pay your invoices

You can see your invoices at Settings -> Account and billing -> Invoices.

All invoices are displayed here:

• invoices for the MRPeasy subscription;
• plus additional invoices, e.g. for adding new users, upgrade, or ordered training.

To pay an unpaid invoice, open it, and proceed to checkout.

How to add more users to the subscription

To add more users to the subscription:

1. Go to Settings -> Human Resources and press the "+" button, after which you can choose how many users you'd like to add.
   • The software will automatically generate a proforma invoice, which is proportional to the time until the end of the current billing cycle.
   • The amount of the invoice = (pricing plan price) X (number of new licenses) X (days until the end of the current billing cycle) / (365 or 30, depending on the billing cycle).
   • Once you have 10 users, going forward you pay for 10 additional users at once at a discount price. E.g. if you already pay for 11 users, then you can add a user straight away, up until the 20th user.
2. Go to Settings -> Account and billing -> Invoices and pay the invoice.
3. Go to Settings -> Human Resources and press the "+" button again to enter the pre-paid users.

NB! Users can be freely added during the free trial, without any restrictions.

How to change the pricing plan

To change your pricing plan:

1. Go to Settings -> Account and billing -> Profile.
2. Click Edit and choose your desired plan.
3. Save

If you upgrade and are a paying customer, the billing system will create an additional invoice that you need to pay manually once. Your plan will be updated after payment.

For downgrading, please see the next section for additional instructions.

How to downgrade the account

To downgrade from a higher software edition (pricing plan) to a lower one act as follows:

1. Check that your account does not exceed any limits of the chosen lower pricing plan.
   • Limits are listed in the MRPeasy Terms and Conditions: /terms/#limits
2. Disable all special features, which are provided by the higher edition.
   • This can be done at Settings -> System settings -> Professional functions and/or Enterprise functions. 
   • A special feature can be disabled if there is no special data that is created by that function. For example, to disable the Serial numbers functionality, all serial numbers should be deleted.
3. Change your pricing plan at Settings -> Account and Billing -> Profile.
4. In Settings -> Account and Billing check that you have the desired pricing plan and the next invoice amount is as expected.

How to choose the Corporate plan

1. Your account should be paid for the Unlimited edition with at least 4 full users. In this case, you can upgrade your pricing plan to Corporate at any time.
2. The Corporate plan can be agreed upon and used for the functionality, agreed upon between the client and the provider. Contact the Support Department for more information via the Support Ticket system in Settings -> Support. 

How to change the billing cycle

You can change your billing cycle at Settings -> Account and billing -> Profile.

The new billing cycle will take effect after the current billing period ends.

How to change the company name and contact e-mail associated with the account

Contact e-mail

This is the e-mail of the account administrator. You can see the Contact e-mail at Settings -> Account and billing -> Profile. Your company's contact e-mail is in use for sending information from MRPeasy to you. 

There are two ways to change it:

1. Change the e-mail of the administrator user at Settings -> Human resources -> Users.
2. Or, assign some other user as the administrator.

Company name and billing e-mail

You can see and edit the Company and Billing e-mail associated with the account at Settings -> Account and billing -> Profile.

The Company is used on invoices issued by MRPeasy to your company.

• Note that the billing address is entered at Settings -> System settings -> Company details -> Address.

Invoices issued by MRPeasy are sent on the Billing e-mail, if it is filled.

How to stop billing

If you want just to stop making payments, you can delete your payment details:

1. Go to Settings -> Account and Billing -> Payment data.
2. Delete the payment details.

In this case, you will be able to continue to use your account until the end of your paid period. 

How to delete the account

To delete your account:

1. Log in as the administrator.
2. Go to Settings -> Account and billing -> Profile.
3. Click the Delete my account button.
4. Follow the instructions.

NB! Only the administrator can delete the account. 

Need Help?

We're here for you!

The Settings -> Support page allows managing support options.

If you get stuck:

1. Look into the Quick help for instructions from the User Manual, and the training videos.
2. Search the Help Centre for frequently asked questions.
3. Write to our support team at Settings -> Support.
4. Ask your question to Mr. Peasy, our AI Chatbot.
5. You can order personal training hours with our specialists.
6. Our Authorized Partners can offer personal implementation services.
7. You can allow technical support access to your data to help diagnose specific issues.

Quick Help

For any particular page throughout the program, its explanation can be found by clicking on the Quick Help button in the top right-hand corner.

Support Ticket System

If you get stuck and need help, then please go to Settings -> Support -> Support tickets and create a new support ticket describing the problem in 3 steps:

1. Your action – what you did (describe step-by-step, very detailed);
2. The expected result;
3. The actual output, and relevant additional information, e.g. error messages, company ID, username, time, a full screenshot including browser bars, video, etc.

Once you have filed a support ticket, the response will be sent to you in the same place.

Please select the relevant category for your ticket:

• Functionality question – You have a question about existing functionality or availability.
• Development proposal – You have an idea for development.
• Error message – You have received an error message such as "Please contact customer support", there is some technical error with the software.
• Account and billing – You have questions about your account and billing.
• Other - You have other questions.

Mr. Peasy the AI Chatbot

Mr. Peasy is designed to provide quick and accurate responses to your MRPeasy-related queries, saving you time browsing the manuals. While it does not replace our human support, it’s a handy resource for prompt replies to common questions.

To ask a question from Mr. Peasy, go to Settings -> Support -> Ask Mr. Peasy.
Click the chatbot icon at the page’s bottom, type your question, and press Enter or click Send. Mr. Peasy will promptly respond.

We encourage you to try it out and share your feedback.

Training Hours

You can read about training hours and find the price per hour from Settings -> Support -> Training hours.

Training hours are for learning the functionality of MRPeasy with the help of our specialist.

Disclaimer! Please note, that we can train existing MRPeasy functionality, but cannot consult you on how to use MRPeasy in your business, with your data. We also cannot help you in setting up integrations with accounting and other external programs.

Implementation Help

If you want a personal approach, someone to guide you and help you set up MRPeasy for your business please turn to our partners.

Implementation consultations are provided by MRPeasy Authorized Consultants, which are independent consulting companies. Authorized Consultants have their own service and pricing policy. The Authorized Consultants can be found here: /consultants/

Support Access

If you have an issue that you want to have MRPeasy technical support to take a look at and help you resolve, then you can allow access to your database, so the issue could be investigated.

Access to your database can be allowed at Settings -> Support -> Settings. To revoke access, please ask this via a support ticket.

Support access is something only some of the MRPeasy tech. support personnel with special access privileges can utilize, when a customer specifically asks for technical help with a clear question. Even then, the data is obfuscated, mostly showing only codes, numbers, and dates (i.e. item descriptions, vendor or customer names, contacts, addresses, workstation names, tasks, operation descriptions, attachments, notes, account names, etc. cannot be seen).

As a policy, MRPeasy employees:

• never access customers' data, with the only exception being when Support access is allowed and assistance is explicitly asked for solving a specific issue. Only some tech. support employees have this clearance;
• never review customers' data;
• never input, change, edit, or update customer data in their databases;
• never manually create, edit, or delete accounts/databases. Databases are created automatically with a new account, and can be only deleted by the customer, or automatically if the account expires;
• never add, edit, or remove users;
• cannot see, add or edit payment information.

Task Management

Task Management pane can be used to give assignments to team members or to yourself. Task Management enables a simple way to organize work and keep track of assignments. The Tasks pane can be used for sending short messages, as well as for keeping longer discussions.

Tasks pane can be accessed from the upper right corner by clicking on Tasks icon Tasks.

Tasks can have

• a deadline,
• content with attachments
• and comments from team members. 

Usage tips

• Every user can create a new task and assign it to other users.
• When a task is done, mark the checkbox Done. 
• When a new task is assigned or an existing task is updated, the Tasks button in the upper right corner starts to blink.
• A new or updated task is displayed in bold until it is opened.
• Only these tasks are shown which are created by the user, or assigned to him/her.
• To remove a task from the pane, the task must be deleted.
• The Tasks pane is updated automatically once per minute.

Access to the Tasks pane

Every user of MRPeasy (except the Internet-kiosk user at present) can open the Tasks pane in the upper right corner of the window. 

Dashboard

The Dashboard section of MRPeasy shows the most important metrics about the performance of your company.

Tips:

• Clicking on a widget will open the detailed report.
• Add or remove widgets by clicking on Customize dashboard.
• The order of widgets can be changed by clicking on a widget title and dragging it to a new place.
• Depending on user rights, some widgets may not be visible.

The following widgets are available:

• 7 Days Late Invoices - number of invoices that are in Unpaid or Paid Partially status and are overdue 7 days or more.
• Awaiting inspection - the number of stock lots that must be inspected.
  • Available with the Quality Control functionality.
• Cash and cash equivalents - current cash balance based on the general ledger.
  • Available with the Standard Accounting module.
• Cash flow - the balance of payments received from customers and payments made to customers from the beginning of the month.
• Cash flow forecast - cash flow forecast for the next two months.
• CO ready to ship - number of customer orders in status "Ready for shipment".
• Deliveries on time - the percentage of COs that have been shipped on time from the beginning of the month.
  • Deliveries on time % = (The number of on-time shipped COs) / (The number of all considered COs)
    
  • If the shipment date (date when Shipment was picked) is earlier or equal to CO "Delivery date", the CO is considered on time. If there are several shipments, the latest date is used.
  • The following COs are considered:
    • Orders, which should have been delivered this month - with a "Delivery date" from the beginning of this month to today, with any customer order status from "Confirmed" to "Delivered".
    • Orders, which are overdue - with a "Delivery date" before this month, with statuses "Confirmed", "Waiting for production", "In production", or "Ready for shipment".
    • Orders, which were delivered early - with a "Delivery date" in the future, with statuses "Shipped and invoiced" or "Delivered".
  • Orders, which do not have a "Delivery date" are ignored. Delivery dates of individual CO lines are not used.
• Expenses - total expenses from the beginning of the month based on the general ledger.
  • Available with the Standard Accounting module.
• Expire in 30 days - the number of stock lots that are due to expire in 30 days.
  • Available with the Expiry Date functionality.
• Income - total income from the beginning of the month based on the general ledger.
  • Available with the Standard Accounting module.
• Items below reorder point - number of stock items whose available quantity is below the minimum desired quantity, below the reorder point level.
• Late CO - number of customer orders that are confirmed, but not shipped, with a due date in the past.
• Late MO - number of manufacturing orders that are not finished and have either the due date or the finish date in the past.
• Late PO - number of purchase orders that are not received yet and have an expected date in the past.
• Manufacturing on time - the percentage of MOs that have been made on time from the beginning of the month.
  • Manufacturing on time % = (The number of finished MOs, where "Due date" equals to or is after the "Finish date")  / (The number of all MOs, for which "Due date" is on or after the 1st of this month)
  • This indicator only considers MOs, which have a "Due date" greater than the beginning of this month. MOs without a "Due date" are ignored.
• MO in progress - number of manufacturing orders that are in progress or paused.
• MO ready to start - number of manufacturing orders for which materials are ready in stock.
• OEE – the percentage of overall equipment effectiveness from the beginning of the month.
• Purchases on time - the percentage of PO lines that have been received on time from the beginning of the month.
  • Purchases on time % = The number of On-time PO lines / The number of all PO lines
    
  • If the "Received date" of a PO line equals or is before the "Expected date", then it is considered on time.
  • The following PO lines are considered:
    • Received lines with "Expected date" from the beginning of the month to the current date.
    • Not received lines with "Expected date" before the beginning of the month.
  • Purchases Orders with statuses "Cancelled" and "RFQ" are ignored.
• Rejection rate - the average rejection rate for the current month.
  • Available with the Quality Control functionality.
• Sales - the total sum of invoices from the beginning of the month.
• Stock - the total cost of inventory.
• TEEP – the percentage of total effective equipment performance from the beginning of the month.

Settings

The Settings section of MRPeasy gives the ability to:

• modify the settings of your MRPeasy account,
• set your company details and regional settings,
• define work hours, holidays, business days, etc.
• enable additional functionality,
• configure functionality and the user interface,
• access account and billing options,
• access customer support options,
• manage users and departments,
• create and modify different production sites and stocks,
• download database backups and restore backups.

The Settings section has the following sub-sections:

• System settings - contains the settings which customize how the application works.
• Account and billing - where you can manage your subscription.
• Human resources - contains settings regarding users, departments and departments planning.
• Production sites/Stocks - allows managing multiple physical stocks and/or production sites at different geographical locations. Available with the Multi-Stock and Production Sites functionality.
• Support - contains conversations with Customer Support (the Support Ticket System), purchasing of training hours and launch packages.
• Database maintenance - contains options for downloading and uploading backups, clearing the database.

Settings - Frequently Asked Questions

Account and billing:

1. How to order MRPeasy?
2. How to see and pay invoices? (incl. bills for additional users, training, ordered customizations).
3. How to order more users?
4. How to change the billing cycle?
5. How to choose the Corporate plan?
6. How to change your pricing plan?
7. How to change the company name and contact e-mail for billing for the account?
8. How to delete your account?

Users:

1. How to add users to the free trial?
2. How to add users to the subscription?
3. What is a free user?
4. How to access the database logs?
5. How to set user access permissions?
6. How to hide costs and prices from the user?
7. How to enter the hourly wage for labor cost calculations?
8. How to enable the internet-kiosk?
9. How to give order approval rights?
10. What is the lock handler?
11. How to limit the IP addresses the user can log in from?
12. How to enable two-factor authentication?
13. How to change the password?
14. How to delete a user?

MRPeasy system settings:

1. Where can I define my company details - name, billing address, etc.?
2. Where can I define the regional settings - base currency, the first day of the week, time zone, etc.?
3. How do I define additional foreign currencies and exchange rates?
4. How do I change the default numbering formats for documents?
5. Where can I enable Professional package functions?
6. Where can I enable Enterprise package functions?
7. What are the Software settings, which re-configure functionality?
8. What are the Usability settings, which re-configure the user interface?
9. How to add custom fields to the MRPeasy database?
10. How to define custom write-off types?
11. How can I edit PDFs of Purchase Orders, Invoices, etc.?
12. How can I manage different warehouses and production sites?

Integrations:

1. How to configure integrations?
2. How to connect with QuickBooks Online?
3. How to connect with Xero?
4. How to add attachments in MRPeasy?
5. How to display images and CAD files?
6. How to connect with Pipedrive?
7. How to connect with Shopify?
8. How to connect with Magento?
9. Where is the API documentation? (API usage is available only on Unlimited plan)

MRPeasy support:

1. How can I reach MRPeasy customer support?
2. How to access the Quick Help?
3. How can I order personal training?
4. How can I get personal implementation help?
5. How can I allow/deny technical support access to my database?

Database maintenance:

1. How can I download a backup of the database?
2. How can I restore my database from a backup?
3. How can I clear the database?

Jump to other FAQs:

• CRM FAQ.
• Production planning FAQ.
• Stock FAQ.
• Procurement FAQ.
• Production reporting FAQ.

System Settings

The Settings -> System settings section contains the settings which customize how the application works.

• Regional Settings - customize how the information is displayed according to local specifics, e.g. timezone, the first day of the week, base currency, etc.;
• Company Details - enter the information about your company, which will be displayed in the documents sent to your customers and vendors;
• Numeration Formats - set the numeration formats based on which document numbers are generated in MRPeasy;
• Work Hours - define the work hours for each day;
• Holidays - enter the dates of holidays when no work will take place;
• Professional Functions - enable or disable the Professional functions;
• Enterprise Functions - enable or disable the Enterprise functions;
• Software Settings - set preferences for the software interface;
• Usability Settings - set preferences for your personal interface;
• Notifications - set personal e-mail notifications;
• Additional Currencies - define additional currencies and their exchange rates;
• Allowed IPs - define IP addresses that are allowed to sign in to your account at MRPeasy;
• Integrations - configure integrations of MRPeasy with other software;
• PDF editor - customize the layouts of PDF documents;
• Label editor - customize labels;
• E-mail editor - customize subjects and texts of e-mails that can be sent to your customers and suppliers;
• Custom fields - add custom fields to your MRPeasy database;
• Write-off types - define custom write-off codes for manual write-offs;
• Customer Statuses - rename default customer statuses in CRM.

Regional Settings

The Settings -> System settings -> Regional settings page allows customizing how the information is displayed in MRPeasy according to your local specifics.

Demo video: Setting up business details, working hours, PDF editor.

The following information can be defined on this page:

• Time zone - time zone you are in by continent and city, e.g., Europe/London.
• Date Format - how dates are displayed, e.g., dd.mm.yyyy, mm/dd/yy, etc.
• First day of the week - which day the calendars display as the first day of the week.
• Decimal separator - choose whether the decimal separator is a comma or a dot.
• Thousands separator - choose whether the thousands separator is a comma, a dot, or space.
• CSV separator - choose whether the field separator in CSV files is a comma or a semicolon (when exported).
• Currency sign - your base currency. Enter the default currency sign, e.g., USD, EUR, GBP, AUD, etc.  You can use also signs $, €, £, however, they will not work for automatic update of the currency rate, if you will use it.
  Important! Changing the base currency sign in a live database will not result in any changes of financial values or recalculation of documents and exchange rates; only the sign is changed. 
• Currency format - how prices and costs are displayed, e.g. as 100€ or €100.
• Generic name of an undefined place in stock - name of the default storage location in Stock; by default, it is "General".

Company Details

The Settings -> System settings -> Company details page allows entering the information about your company, which will be displayed in the documents created by MRPeasy.

Demo video: Setting up business details, working hours, PDF editor.

The following information can be defined on this page:

• Company name - the name of your company. This information is printed on Invoices, Quotations, Purchase Orders, etc., and also on invoices from MRPeasy.
• Contact details - your company's address as free text. This information is displayed on Invoices, Quotations, Purchase Orders, etc., and also on invoices from MRPeasy.
• E-mail - enter your company's general e-mail address.
• Website - the URL of your company's website.
• Phone - your company's phone number.
• Reg. no. - your company's registration number.
• VAT number - your company's VAT number if you are from the EU and have a valid VAT number. It eliminates 20% of the VAT from MRPeasy's invoice to you.
• VAT rate / Tax rate - your VAT, GST, or Sales Tax rate. This will be added to the Invoices and Quotations you create as the default tax rate.
• Payment details - enter your payment details as free text. This information will be added to the Invoices and Quotations you create.

Holidays

The Settings -> System settings -> Holidays page allows entering the dates of holidays when no work takes place.

Demo video: Setting up business details, working hours, PDF editor.

• No manufacturing operations will be scheduled for these days.
• Custom holidays can be configured for each work station type at Production Planning -> Workstation Groups -> details of a workstation group.

Numbering Formats

The Settings -> System settings -> Numbering formats page allows setting the numeration formats and the current sequence numbers based on which document numbers are generated in MRPeasy.

Each time a new document is created the sequence number is increased by one.

Here are the default formats for each document:

Working Hours

The Settings -> System settings -> Working hours page allows defining the work hours for each calendar day.

Demo video: Setting up business details, working hours, PDF editor.

• The work hours define for how many hours a day workstations can be loaded.
• The default hours are Monday through Friday, 08:00 – 17:00.
• 24-hour workdays (e.g. three 8-hour shifts) must be defined as 00:00 – 23:59.
• Each day which has work hours is considered as a business day (material lead times are defined in business days for higher accuracy).
• Custom work hours can be configured for each workstation group at Production Planning -> Workstation Groups -> details of a workstation group.
• Work that was not completed or paused at the end of the working day is automatically suspended by the operation time tracker. This is done from 1 am to 3 am.

Professional Functions

In the section Settings -> System settings -> Professional functions, it is possible to turn on the Professional package functions.

Demo videos.

The additional functions available in the Professional package are:

• B2B Customer Portal - a web store that allows your customers to order products directly from you;
• Co-product BOM - add side-products (side-products, scrap, waste) to BOM, which can also be retrieved to stock from the same Manufacturing Order;
• Custom fields (always on) - add custom fields to the database;
• Disassembly BOM - ability to disassemble a product into parts.
• Expiry date - track expiry dates of stock lots;
• Fixed Quantity - fix a part quantity in a BOM irrelevant of the order quantity;
• Matrix BOM - define parametrical products, which have many variations;
• Non-inventory items - create items which are not tracked in inventory;
• Overlap and special sequences of production operations - subsequent operations can overlap; several chains of operations which can diverge/converge can take place at one time for one product;
• Parallel execution of production operations - an operation can be divided into smaller parallel operations among all available workstations of the same group;
• Piece payment - workers can be paid per piece; time payment can be disabled;
• Quality Control - items can be subject to quality control before taken into stock (both procured and manufactured);
• Serial numbers - individual pieces of any item can be tracked by its serial numbers;
• Subcontracting - using subcontracted processes in production, free issuing stock to subcontractors;
• Tiered pricing - define different sales price sheets and pricing tiers per order quantity;
• Unscheduled manufacturing orders - ability to remove planned manufacturing orders from the production schedule.

B2B Customer Portal

The B2B Customer Portal functionality provides a web store that your customers can use to place orders, track order progress, and access invoices, and that is deeply connected with your MRPeasy CRM. You can choose which customers receive access and control which products each can see and buy.

The Customer Portal empowers your customers to:

• Place orders.
• Monitor order statuses, dates, and tracking numbers.
• Access their invoices.

Jump to:

1. Demo video: Customer Portal.
2. Setting up.
   1. Enable the Customer Portal functionality.
   2. Invite customers, or revoke their access.
   3. Visibility of products for a customer.
   4. Customer’s currency.
   5. Product icons.
3. Using the Customer Portal.
   1. Overview.
   2. Ordering.
   3. Processing orders in MRPeasy CRM.
   4. Order statuses in the portal.

Setting up the Customer Portal

Enabling the B2B Customer Portal functionality

The B2B Customer Portal is enabled by default.

It can be enabled or disabled at Settings -> System Settings -> Professional Functions -> B2B Customer Portal.

For compatibility with the Customer Portal, the setting Auto-creation of variations of the Matrix BOM functionality should be switched off.

Inviting customers or revoking their access

To invite a customer to the Customer Portal:

1. Navigate to CRM -> Customers -> Customer details.
2. Press the Invite to Portal button.
3. The system will generate a pre-filled email for your customer with a unique link for logging into the Customer Portal. Send this email to your customer.
4. The customer can access the portal by opening their unique link.

To revoke a customer's access from the Customer Portal:

1. Navigate to CRM -> Customers -> Customer details.
2. Press the Revoke customer from Portal button. This will render the previously shared unique link invalid.

Product visibility in the Customer Portal

The list of products a customer can see and order is determined based on the pricelist assigned to the customer:

1. If a pricelist is assigned to the customer (part of Tiered Pricing functionality), only the products in the pricelist are visible.
2. If no pricelist is assigned to the customer, all items with a selling price defined in the item’s details (the default pricelist) are visible.

Customer’s currency

All prices are displayed in the currency assigned to the customer at CRM -> Customers -> Customer details.

If selling prices are defined in a different currency, these will be converted to the customer's currency using the exchange rate specified at Settings -> System Settings -> Additional Currencies.

Using the Customer Portal

Overview of the Customer Portal

In the portal, customers have access to the following pages:

• Catalog - where customers can add products to the cart.
• Cart - where customers can review their order and place it.
• My orders - where customers get a complete overview of all their orders and can access their details.
• Order details - where customers can see the order details and initiate a reorder.
• My invoices - where customers get a complete overview of their invoices and can access their details.
• Invoice details - where customers can see the invoice details and download the PDF copy.

Ordering through the Customer Portal

1. Adding products to the cart. Upon logging in, customers are directed to the Catalog page. Here, customers can add products to the cart.
2. Reviewing the cart. Next, on the Cart page (accessible from the top right), customers can review the order and make necessary changes.
3. Selecting a shipping address. One shipping address can be selected on the Cart page from the addresses defined in the customer’s details in the MRPeasy CRM. If the customer does not have a saved address, the option "Pickup at Vendor’s location" will be used.
4. Placing an order. The order is confirmed and placed upon clicking the Create Order button on the Cart page.
5. Invoicing and payments. Once an invoice for the order is created in the MRPeasy CRM, it will be accessible from the portal, along with information about payments.
6. Shipping. Once a shipment for the order is created in the MRPeasy CRM, it will be visible in the portal.
7. Reordering. Upon pressing Order again at Customer Portal -> My Orders -> Order details the Cart page is opened and pre-filled with the same items.

Processing portal orders in the MRPeasy CRM

When an order is placed through the Customer Portal:

• It will appear in a Confirmed status at CRM -> Customer Orders.
• A new task will notify the customer's account manager of the order.

Subsequently, such orders should be processed as any other orders in the MRPeasy CRM.

Some things to note:

• Invoices are not created automatically.
• When the CO delivery date is filled, it will be displayed as the estimated shipping date in the portal.
• Changes to CO statuses are mirrored in the portal.

CO statuses in MRPeasy CRM and Customer Portal

The Customer Portal displays only customer orders in the following statuses:

COs with other statuses are not shown in the Customer Portal.

Co-Product BOM

The Co-product BOM functionality allows for producing additional products as a result of one manufacturing order.

This allows line workers to report the number of co-products, side products, rejected products, or scrap.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Co-product BOM.

Jump to:

• Demo video: Co-Product BOM.
• Configuring co-products.
• Reporting co-products.
• Cost allocation to co-products.

Configuring additional products

Co-products must be previously configured in the BOM of the main product before these can be reported.

To set up additional products:

1. At Stock -> Items create the articles for the additional products, for example, Waste or Scrap.
2. Open the BOM of your product, where these items will be produced as additional side-products.
3. Add the possible additional products in the section Additional product.
4. Set the percentage of total MO costs, that are allocated to co-products. If undefined, the cost is 0.

Reporting co-products, adding additional products to stock

Additional products can be reported in several places:

• Co-products are added to stock when these are reported by workers in My production plan or in the Internet-kiosk when they pause or finish a production operation. The software will ask the quantities of products and additional products that have been processed.
• Also, co-products can be reported in the manufacturing operation details. Read: How to edit operation in a Manufacturing Order?

The cost of the additional products

It is possible to divide the costs of a manufacturing order between the main product and co-products of the main product.

To do so, the percentage of costs that are allocated to co-products must be set in the product's BOM details.

Note that:

• A cost allocation percentage is set per one unit.
• If the percentage is undefined, the cost is 0.

For example, with one co-product, if 20% of costs are allocated to a co-product, then:

• 100% - 20% = 80% of costs will be allocated to the main product (percentages must add up to 100%).
• One unit of co-product will be allocated 4 times (80/20) fewer costs than one unit of the main product, i.e. a co-product cost will 1/4th of the main product.
• If total MO cost is $1000, 24 main products and 4 co-products are made, then costs will be allocated as follows:

How to find the cost allocation percentage for a co-product

What is the cost of a co-product is a business decision. Standard costs for co-products and main products should be found, or cost ratios set. Only then, it is possible to calculate the cost allocation percentage to use in the software.

• General formula: Cost percentage of co-product A = (Cost per unit of co-product A) / (Sum of all unit costs of co- and main products)
• In case of 1 co-product: X = E / (D + E)
  X - the cost allocation percentage for the co-product. The unknown variable.
  D - the cost per unit of the main product.
  E - the cost per unit of the co-product.

If the costs are $40 and $10, we find the cost allocation percentage: X = 10 / (10 + 40) = 20%

If you have more co-products, then the same approach can be used for all.

For example, 3 co-products:

If there is no standard cost, but ratios or weights are in place instead, then the result can be found with the exact same approach, as in the above table. E.g. by-product 1 cost is 1/10th of the main product, by-product 2 cost is 2/10ths, by-product 3 cost is 3/10ths, etc.

Co-products in a multi-level MO

Attention! In multi-level MO, co-product BOM cost allocation can only be used at the first level (the main product of the MO).

• The creation of co-products of sub-assemblies can be reported during the reporting of their operations.
• The co-products of sub-assemblies will have a 0 cost, regardless of cost allocation percentage.

Custom Fields

Starting from the Professional edition of MRPeasy, the Settings -> System settings -> Custom fields page allows configuring additional database fields in your MRPeasy database.

Demo video: "Custom fields" functionality.

Notes:

• Max. 15 custom fields can be added.
• Custom fields provide additional opportunities for searching and sorting, but not for calculations.
• Custom fields are hidden by default in the tables, click Choose columns to make them visible.
• The custom field can be a free text, number, date, or a drop-down with pre-defined options.
• A custom field can be marked "Required", so the user must fill the field.
• For drop-down type custom fields, it is possible to add multi-line text for PDFs as one choice by using "\n" as the line-break character (e.g. "Line1\nLine2\nLine 3" for three separate lines within one option).
  • In the MRPeasy user interface, you will still see the text as a single line together with line-break characters ("Line1\nLine2\nLine 3"), the text will only be on separate lines on generated PDFs.

Custom fields can be added to the following objects:

Disassembly BOM

The Disassembly BOM functionality allows disassembling (cutting) a product into parts. The cost of the product is divided between new parts.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Disassembly BOM.

Jump to:

1. Demo video: Disassembly BOM.
2. Configuring disassembly BOM.
3. Cost allocation percentage calculation.
4. Disassembling a product.

Configuring disassembly BOM

1. When creating a BOM, choose the "This is disassembly BOM" option.
2. Enter the parts into which the product can be disassembled.
3. For each part, enter a quantity and a cost percentage. The sum of the cost percentages must be 100%. See the example below.

Connecting the disassembly BOM with routings:

• The routing can be selected in the disassembly BOM details. In this case, the disassembly manufacturing order will contain operations.
• If no routing is selected in the disassembly BOM details, then the manufacturing order will contain no operations and will be considered as an un-kitting MO.
• Routing can be linked to a normal BOM or a disassembly BOM, but not both.

Disassembly cost calculation example

For example, we wish to disassemble a table into its parts: 1 table top and 4 table legs. We have already figured out the expected standard costs (or cost ratios) for the parts.

The disassembly cost percentages for parts are calculated as follows:

And the disassembly BOM will look as follows:

If we disassemble the product, when the Disassembly MO has a cost of $19 per piece, we get the following result:

Disassembling a product

To disassemble a product, create a manufacturing order and select a disassembly BOM.

If the manufacturing order contains operations, then please complete operations and report the results. Parts are added to the stock when an operation is paused or finished.

If a manufacturing order contains no operations, it is automatically executed after the required quantity of products has been ordered and received. Parts are added to the stock automatically.

Expiry Date

The Expiry date functionality allows tracking expiry dates and setting shelf life for the stock lots of parts, ingredients, and finished products.

Please note that the Expiry Date functionality requires Tracing to be enabled.

Jump to:

1. Demo video: Expiry date.
2. Enabling Expiry dates functionality.
3. Automatic calculation of the expiry date.
4. Manually setting the expiry date.
5. Using expired goods.
6. The expiry date of kits/bundles.
7. Transferring items with expiry dates.

Enabling Expiry dates functionality

This functionality can be enabled at Settings -> System settings -> Professional functions -> Expiry dates.

When it is enabled, then:

1. The "Expiry date" field is available for stock lots (at Stock -> Stock lots). This field can be manually updated.
2. Default "Shelf life" in days can be set for items in the item's details page (at Stock -> Items).
3. Expired items are ignored when the software automatically creates bookings.
4. Automatically created bookings for materials and products are based on FEFO (First Expired, First Out), i.e. items that will expire earlier will be used before items that expire later.
5. The "Expire in 30 days" indicator will become available on the Dashboard, which will provide a report of all lots that will expire in 30 days.

Automatic calculation of expiry date

When purchase orders or manufacturing orders are created, the software tries to automatically estimate the expiry date by adding the Shelf life of the item to the date when this product is received in the stock, i.e Expiry date = Available date + Shelf life.

Manually setting the Expiry date

The Expiry date can be set for each stock lot at Stock -> Stock lots in the stock lot's details.

If a stock lot does not expire, leave this field empty.

Using expired goods

The software does not automatically book expired items, but it is possible to manually book expired items, use these in production, or ship them to the customers.

If a product has expired and is going to be shipped, then when picking the item for shipment, the software will issue a warning to the user.

Expiry date of kits / bundles

The expiry date of a kit is calculated automatically. It is equal to the earliest expiry date of products in that kit. To change the expiry date of the kit, please change the expiry dates of the contained products.

Transfer orders and expiry dates

When making a transfer order between sites:

• If the source stock lot has an expiry date set, then it will be copied to the target stock lot.
• Changing the expiry date in the initial stock lot updates the expiry date in the target stock lot also.

Fixed Quantity

The Fixed quantity functionality allows for the quantity of a component to be independent of the number of products on the Manufacturing Order. While normally the quantities on a BOM are multiplied by the number of items on the MO to calculate the required materials, the fixed quantity number will not be multiplied, it's fixed.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Fixed quantity.

When the Fixed quantity option is turned ON then:

• The Fixed quantity column becomes available on Bills of Materials.
• If some part is used a fixed amount, irrelevant to the order quantity, it can be entered in the Fixed Quantity column on the BOM (e.g. a user manual, gloves, tools boxed with the products, etc.)
• A material's quantity on a MO = MO's number of products x Quantity in the BOM + Fixed quantity in the BOM.

Demo video

Non-inventory items

The Non-inventory items functionality gives the ability to use non-inventory items, i.e. to turn off inventory tracking for these items.

Examples of non-inventory items include office furniture and supplies, cleaning supplies, equipment rentals, internet or travel expenses. Non-inventory items can also include small or incidental items necessary for daily operations but do not fit into a specific inventory category.

We do not recommend using non-inventory items for services, because in this case you will be not able to have any statistics on their sales. Please read what we recommend in this FAQ section article.

• Non-inventory items can only be used in Purchase Orders, Customer Orders, and Invoices (can be bought and sold, as, for example, office equipment).
• Non-inventory items cannot be used in BOMs, Manufacturing Orders, or Shipments.
• These items are not part of inventory or inventory management (these items do not have stock lots, bookings, etc). They aren't visible in Stock -> Inventory.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Non-inventory items.

When the functionality is enabled, then:

• The setting This is an inventory item (Yes/No) will become available when creating a new article at Stock -> Items. This setting Defaults to "Yes" (entered item is a stock item).
• Once the item has been saved, then this setting cannot be changed. An inventory item cannot be converted to non-inventory and vice-versa.

Jump to:

1. Demo video: Non-Inventory Items
2. Using non-inventory items in Customer Orders
3. Expense items for procured services
4. Charging for services

Using non-inventory items in Customer Orders

If the Professional function “Non-inventory items” is enabled, non-inventory items can be added to customer orders.

You can use these for services that have no direct cost (for example, an additional guarantee).

Non-inventory items are ignored when the software updates the customer order’s Status and Part status. If a customer order contains non-inventory items only, it is possible to select any CO status manually.

If the item has a cost (for example, shipping that you order from a vendor of yours), then please create a regular item. This allows linking customer orders with purchase orders, and thus allocating costs towards particular customer orders. For separating these items from inventory items, please create a separate product group.

Expense items in MRPeasy Accounting

If you pay for services or non-inventory items, which should be expensed immediately, it is possible to:

1. Set an expense account as the default posting account for non-inventory items.
   
   1. Go to Accounting -> Chart of accounts.
   2. Edit the expense account.
   3. Select it to be a default account for "non-inventory items".
2. Or, set a custom account for the product group, which contains the non-inventory items.

Posting date

If you have been billed for your non-inventory item now, but it is actually the last month's expense, then, for your correct bookkeeping enter the invoice date from the last month.

See also: Automatic accounting transactions.

Overlap and Special Sequences of Manufacturing Operations

The Overlap and special sequences of manufacturing operations functionality allow:

1. Overlapping consecutive production operations in case of batch production.
2. Configuring special (non-linear) operation sequences, e.g. parallel chains of operations, in a single Routing,

This function can be enabled at Settings -> System settings -> Professional functions ->  Overlap and special sequences of manufacturing operations. 

When this function is enabled:

• The Overlap column becomes available in the Routing Details with a checkbox (Yes/No) on every operations line. If selected, the overlap quantity, how many products must be finished in the previous operation before starting, can be defined.
• The Sequence columns are added to the Routing Details page, where it's possible to define for each operation its preceding operations.

Jump to:

1. What is Routing?
2. What is overlapping? How to set up an overlap of operations?
3. What is a special sequence? How to set up special sequences of operations?
4. Demo video

Overlap of operations

The Overlap setting in the Routings details means that consecutive operations in the same Manufacturing Orders can overlap, i.e. the next operation could start before the previous finishes when batch processing products. For example, when 10 assemblies of a table are finished (of 100 total), then the next operation, painting, can start.

For configuring Overlap for an operation:

1. Open the Routing of the product.
2. Tick the Overlap checkbox on the operation line, which can start before the one previous operation is finished. (The overlap setting cannot be applied to the 1st operation.)
3. Enter the number of products that need to be processed in the previous step before this operation can start.

If this function is used:

• The operation is divided into (many) smaller operations, each with an "Overlap" quantity (or greater).
• For best results, it is recommended that multiplication "Cycle time" * "Overlap" = 1 minute or more, and "Overlap" equals to or is a multiple of "Quantity".
• If "Overlap" quantity * "Cycle time" < 1 minute, then the software will round this up to 1 minute, which is the minimum scheduling time unit in MRPeasy.
• E.g. if "Cycle time = 0.05 min" and "Quantity = 1", then this means that 20 units are processed in 1 minute, and if the "Overlap = 1", MRPeasy will treat each separate 0.05-minute operation as a 1-minute operation (which means it would take 20 minutes for 20 units).
  To resolve this, the parameters should be defined along the following lines:
  - "Cycle time = 1 min"
  - "Quantity = 1 / 0.05 = 20"
  - "Overlap = a multiple of "Quantity" = 20 or more"

Take note:

• In practice, this kind of overlapping is easily applicable in a balanced production line (i.e. different steps take equal amounts of time). The overlapping scheduling is harder to apply to an unbalanced production line because it's more difficult to avoid queues or idling, which requires careful planning.
• This setting affects only the scheduling of the operations, allowing to plan the MO to be scheduled in a more compact way if workstations' are available.
• This setting does not forbid reporting the start of the next operation before the previous is reported finished.

Demo video: How to schedule manufacturing operations, which can overlap with each other, in a continuous flow manufacturing mode.

Special sequences of operations

The Sequence setting in the Routing details allows defining parallel and converging/diverging chains of operations. While by default the sequence of operations in routing is linear, this allows configuring a custom order of production operations. E.g. when two independent operations start in parallel and the third operation can only start before these two have finished.

For configuring a special sequence of operations:

1. Open the Routing of a product.
2. The first operation's Sequence value must be chosen as 0.
3. Set the Sequence values for the operations which can start immediately as 0.
4. For every other operation, in the operations' Sequence choice, choose the numbers of operations which need to be finished before this operation can start. (Press the Ctrl or Shift key, or click-hold left mouse button to select multiple values.)

Example:

The number in the Sequence field indicates after which operations this operation can start. The id number of an operation is displayed at the beginning of the operation's line.

Demo video: How to configure complex sequences of operations - parallel, converging, or diverging chains of operations.

Parallel Execution of Production Operations

This Parallel execution of production operations functionality allows dividing one operation into smaller pieces to be processed in parallel on several workstations at the same time. It's possible to define in the Routing that an operation is divided between all workstations of the same group.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Parallel execution of production operations

When this function is turned On:

• The Parallelize column becomes available in the Routing Details with a checkbox (Yes/No) on every operations line.
• If the Parallelize option is enabled for an operation, the will be divided into smaller parallel operations among all available workstations of the same group. 
• Then approximately: Operation duration = Cycle time x Quantity / Number of workstations*
  * The actually planned duration may differ due to differences in workstations' productivity and availability.

Jump to:

1. What is Routing?
2. What is a workstation group?

Demo video

Product Configurator / Matrix BOM / Product with Parameters

The Product Configurator / Matrix BOM  functionality is an extremely powerful feature, which allows:

1. managing a large set of configurations of a product,
2. easily configuring products with many variations,
3. configuring parameters and variations for a product,
4. automatically generating Bills of Materials for each configuration/variation according to selected parameter values,
5. selecting parameter values / configurations from drop-down fields.

Some usage examples:

• Products where parameters change used materials, e.g. garments that have variations in size and color.
• Machines, industrial equipment, electronics, bicycles, etc. which use different parts based on setup/configuration.
• Chemicals, beauty products, pharmaceuticals, food, etc, e.g. ice-cream which is produced in bulk and then packaged into many different standard packages;
• Bulk products such as fasteners, nails are produced thousands at a time, but then packaged into different boxes in different quantities.
• Etc.

Jump to:

1. How to enable BOM with Parameters / Matrix BOM?
2. What do the parameters, values, relations, and variations mean?
3. How to set up a BOM with parameters for an item?
4. Auto-creation of variations for orders from e-commerce.
5. Examples of setting up Matrix BOM.
6. Demo Video: BOM With Parameters (Matrix BOM).
7. Troubleshooting.

Enabling Product Configurator / Matrix BOM

To use this function, turn it ON at Settings -> System settings -> Professional functions -> Matrix BOM: Yes.

The following settings are possible:

• Auto-creation of variations (Yes/No): 
  - If yes, it is possible to choose all parameter values in any combination from drop-down fields when looking up the product (e.g. when entering a CO or a MO), and the software creates the variations that have not been defined earlier. 
  - If no, only pre-defined variations on the item's details page of a product are allowed to be used. 
• Variation part numbers (Yes/No): 
  - If yes, each variation will have a unique part number. It is possible to custom define a variation's part number at Stock -> Items -> Items details -> Variations -> Variation's details.
  - If yes, each parameter value must have a unique code, which, by default, will be added as a suffix to the main part number. E.g. for value Large suffix L is added to part number A01 -> A01/L.
  - If no, all variations will share the same part number.
• Separator: a symbol that is used in-between parameter value codes which are added to the product part number. E.g. "/" is used in A01/L, where L represents value Large.
  - If variations have separate part numbers, this character is used to connect/separate parameter codes which are added as suffixes to the main part number.
• Variable selling prices (Yes/No):
  - If yes, it is possible to set price adjustments for particular parameter values which affect the base sales price of the item. When creating a customer order or an invoice, the software will add price adjustments to the selling price, if it is taken from stock item's details. Please note that if a custom selling price is defined in a price list, then this price has a priority over the selling price from the item's details and price adjustments.

If turned on, then

• sections Parameters and Relations become available in Stock -> Stock settings;
• column Parameters can be enabled in tables, which display a list of items (e.g. Stock -> Items); this column displays the combination of parameter values of the specific product variation the line in the table refers to;
• parameters can be defined for stock items at the item details page;
• the Variations section becomes available in the item details page, for items that have saved parameters;
• Relations can be used in BOMs as line items;
• if some parameter values change quantities of raw materials, additional columns will appear on the BOM, for each variation of the parameter(s) value;
• specific parameter values of the product can be chosen when looking up the product (e.g. when entering a Customer Order, or a Manufacturing Order), as a result, the software will generate the BOM of this specific variation, and track this variation separately.

Matrix BOM terminology

Matrix BOM has four core components: parameters, parameter values, relations, and variations. 

• Parameters - a parameter is one variable of the product.
  Different parameter values can change the specific raw materials used, their quantities, or both:
  - If a parameter does not affect quantities of raw materials, then only the raw materials themselves can change according to chosen parameter values (via a relation).
  - If it does, then extra columns will appear on the BOM, where you must define quantities of raw materials for each parameter value. (Leave the quantity field empty, if quantity is zero for a given parameter value.)
  A common example of a parameter is Size, where for each size value the clothing item uses more or less fabric.
• Parameter values - parameter values are individual possible settings for a parameter.
  Parameter values can have individual codes, which are added as a suffix to the part number.
  Parameter values can change the base sales price of the item.
  E.g. for parameter Size, the values are S, M, L, etc. 
• Relations - if parameter values must change the raw material used, then the relation connects specific parameter values to specific stock items.
  One relation swaps out one part only (one line in the BOM). If a specific combination of parameters changes several parts (several lines in the BOM), you must create several relations, one for each part (line in the BOM).
  E.g., a common parameter Package has different values: Small box, Medium box, Large box. The Relation connects each value to a corresponding stock article, e.g. Small box -> #A-01 small carton 10x10x10 , Medium box -> #A-02 medium carton 20x20x20, etc.
• Variations - one variation corresponds to one final product with a certain combination of parameter values.
  E.g. a shirt Size: S, and Color: Red is one specific variation of the product.

Setting up product variations with Matrix BOM

1. In Stock -> Stock settings -> Parameters, the parameter(s) must be configured.
2. If a parameter's value (or combination of different parameters' values) swaps the individual materials of the product, Relations must be configured in Stock -> Stock settings -> Relations.
3. Add the parameter(s) to the product in the item details page, and save.
4. A subsection Variations appears in the item details. Select the allowed values of the parameter(s) for that product in this subsection, i.e. choose the allowed combinations.
5. Create the Bill of Materials.
6. If some parameter modifies the quantities of raw materials, then extra columns appear in the BOM for entering the corresponding quantity for every parameter value. (Leave the quantity field empty, if quantity is zero for a given parameter value.)
   The number of columns cannot exceed 150.
7. When a part is also parametrical, and the product and the part have the same parameters, then when creating a BOM for the product, select the part without selecting particular parameter values.
   When creating a MO, MRPeasy will use parameter values of the product to select the particular variation of the part. All possible variations of the parts must be created earlier.
   This is a multi-level Matrix BOM.
8. If a different part is to be used in the BOM according to different parameter values, then choose the relation as the line item to represent the part that will be swapped. The correct part is input according to chosen parameter values.
9. Create the Routing as normal. The routing is shared among all variations.

Now Matrix BOM is set up. When creating a CO or MO, choose the product and then the exact values of its parameters.

Auto-creation of variations for orders coming from e-commerce

If an order is received from e-commerce or Zapier integrations, then MRPeasy can create missing variations automatically, when all the following conditions are met:

1. Both options "Auto-creation of variations" and "Variation part numbers" are switched enabled in MRPeasy -> Settings -> System Settings -> Professional Functions -> Matrix BOM.
2. A separator (for example, "-") is set in Matrix BOM settings.
3. Parameters and values are configured in MRPeasy.
4. Product with parameters is configured in MRPeasy (for example, a product with a part number 'A0001' and parameters "Size" and "Color").

Now, when an order is received, e.g. with part number A0001-S-GR, then:

1. MRPeasy will split the SKU by separator, and understand that
2. the product is "A0001",
3. the first parameter's value is "S",
4. and the second parameter's value is "GR".
5. If this variation already exists for A0001, it will be used. Otherwise, this variation will be created automatically.

Matrix BOM examples

Jump to an example:

• Demo video.
• Example 1. A parameter value changes a part in the BOM via one relation
• Example 2. Using phantom BOM to add several parts when selecting a value (or a combination of values).
• Example 3. A parameter value adds or changes several parts in the BOM via several relations
• Example 4. A parameter value changes the item and part quantities in the BOM via a parameter that changes quantities of raw materials
• Example 5. Several parameter values combine to change a part and quantities in the BOM. Relations and parameters which change quantities are used at the same time
• Example 6. Multi-level Matrix BOM. A part or sub-assembly has the same parameters as the product and parameter values are passed down to part/sub-assembly.

Example 1. A parameter value changes a part in the BOM via one relation

• This example explains how one parameter can change the parts or raw materials of a product via a relation.
• In this specific example, an electronics product can have different power ratings, thus power is considered as a parameter, and each value would correspond to a different used Power Supply Unit (PSU).

Step 1. There is one parameter set up at Stock -> Stock settings -> Parameters:

1. Power - different values correspond to different Power Supply Units (PSUs). Values: 200W, 500W, 1000W, ...
   The Power parameter is configured as This parameter changes the quantities of raw materials: No.

Step 2. One relation is set up at Stock -> Stock settings -> Relations, which relates the Power parameter values to the PSU items:

Step 3. At the item's details, one parameter is chosen: Power. And the item is Saved.

Step 4. Allowed variations are added by clicking the + button in the Variations section of the item's details, which just became available.

Step 5. The Bill of Materials will need to be set up as follows for the item:

This means that if you choose Power value:

• 200W - the BOM will contain 1 "PSU 200W";
• 500W - the BOM will contain 1 "PSU 500W";
• 1000W - the BOM will contain 1 "PSU 1kW".
• All other parts are common among all variations.

Step 6. The Routing of the product, defined in the item's details, is shared among all variations.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Example 2. Using phantom BOM to add several parts when selecting a value (or a combination of values).

Sometimes, with one parameter value (or one combination of values), it is necessary to include many parts in the BOM.

An easy way to achieve this is with the help of phantom BOM:

1. Create an item, that represents the collection of parts that will be added to the BOM of the product.
2. Add a BOM to that item, which includes all the components, that should be added.
3. Include this item in the Matrix BOM.
4. When this item is added to Matrix BOM, all the parts in the BOM of this collection will be pulled into the BOM of the product, when a Multi-level Manufacturing Order is made.

Example 3. A parameter value adds or changes several parts in the BOM via several relations

• This example explains how one parameter can change several parts or raw materials of a product, by applying several relations to one parameter.
• In this specific example, an electronics product can have different power ratings, thus power is considered as a parameter, and each value would correspond to a different used Power Supply Unit (PSU).
• For each PSU a specific controller corresponding to the PSU must also be used in the BOM.

Step 1. There is one parameter set up at Stock -> Stock settings -> Parameters:

1. Power - different values correspond to different Power Supply Units (PSUs). Values: 200W, 500W, 1000W, ...
   The Power parameter is configured as This parameter changes the quantities of raw materials: No.

Step 2. Two relations are set up at Stock -> Stock settings -> Relations, one which relates the Power parameter values to the "PSU" items, other which relates the Power parameter values to "Controller" items:

Step 3. At the item's details, one parameter is chosen: Power. And the item is Saved.

Step 4. Allowed variations are added by clicking the + button in the Variations section of the item's details, which just became available.

Step 5. The Bill of Materials will need to be set up as follows for the item:

This means that if you choose Power value:

• 200W - the BOM will contain 1 "PSU 200W" and 1 "Controller A";
• 500W - the BOM will contain 1 "PSU 500W" and 1 "Controller B";
• 1000W - the BOM will contain 1 "PSU 1kW" and 1 "Controller C".
• All other parts are common among all variations.

Step 6. The Routing of the product, defined in the item's details, is shared among all variations.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Example 4. A parameter value changes the item and part quantities in the BOM via a parameter that changes quantities of raw materials

• This example explains how one parameter can change the quantities and/or parts or raw materials of a product, without the use of a relation.
• In this specific example, an electronics product can have different power ratings, thus power is considered as a parameter, and each power value would correspond to a different used Power Supply Unit (PSU).

Step 1. There is one parameter set up at Stock -> Stock settings -> Parameters:

1. Power - different values correspond to different Power Supply Units (PSUs). Values: 200W, 500W, 1000W, ...
   The Power parameter is configured as This parameter changes the quantities of raw materials: Yes.

Step 2. No relations are configured at Stock -> Stock settings -> Relations.

Step 3. At the item's details, one parameter is chosen: Power. And the item is Saved.

Step 4. Allowed variations are added by clicking the + button in the Variations section of the item, which just became available.

Step 5. The Bill of Materials will need to be set up as follows:

This means that if you choose Power value:

• 200W - the BOM will contain 1 "PSU 200W", 20 capacitors, and a PCB board;
• 500W - the BOM will contain 1 "PSU 500W", 30 capacitors, and a PCB board;
• 1000W - the BOM will contain 1 "PSU 1kW", 40 capacitors, and a PCB board.

Step 5. The Routing of the product, defined in the item's details, is shared among all variations.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Example 5. Several parameter values combine to change a part and quantities in the BOM. Relations and parameters which change quantities are used at the same time.

• This example explains how several parameters can combine to change the quantities and/or parts or raw materials of a product. Both relations are used, and parameters change the quantities of raw materials. 
• In this specific example, we're building a clothing item, which is manufactured in various sizes, fabrics, and colors.
• The combination of fabric and color determines the used material, the size determines the consumption of materials.

Step 1. There are 3 Parameters set up at Stock -> Stock settings -> Parameters:

1. Size - affects the quantities of materials consumed. Values: S, M, L, ...
   The Size parameter is configured as This parameter changes the quantities of raw materials: Yes.
2. Fabric - affects which material will be consumed together with Color. Values: Red, Blue, ...
   The Fabric parameter is configured as This parameter changes the quantities of raw materials: No.
3. Color - affects which material will be consumed together with Fabric. Values: Cotton, Linen, ...
   The Color parameter is configured as This parameter changes the quantities of raw materials: No.

Step 2. One Relation is set up at Stock -> Stock settings -> Relations, which relates the Fabric and Color values to specific materials.

Step 3. At the item's details, the three parameters are chosen: Size, Fabric, Color. And the item is Saved.

Step 4. Allowed variations are added by clicking the + button in the Variations section of the item's details, which just became available.

Step 5. The Bill of Materials for the item will need to be set up as follows:

This means that if you choose Size, Fabric, and Color combination:

• S, Cotton, Blue - the BOM would contain 1 unit of "Blue cotton", 1 "Accessory 1", and 1 "Belt 1";
• M, Linen, Red - the BOM would contain 1.5 units of "Red linen", 1 "Accessory 1", and 1.2 "Belt 1";
• etc.

Step 6. The Routing of the product, defined in the item's details, is shared among all variations.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Example 6. Multi-level Matrix BOM. 

• This example explains how to pass parameter values of the product to a parametrical part/sub-assembly which has the same parameters (or a subset of these).

Step 1. Set up the part/sub-assembly with a Matrix BOM.

Step 2. Define all the allowed variations of the part/sub-assembly. All variations of the part/sub-assembly must be predefined, auto-creation of variations does not automatically create part/sub-assembly variations!

Step 3. Set up the product, choose the parameters, and allowed variations (if auto-creation of variations is not used).

Step 4. In the Bill of Materials of the product, choose the part/sub-assembly without selecting the specific parameter values.

This means that if you choose specific values for Parameter 1 and Parameter 2 for the product, then the BOM would contain:

• 1 unit of Part XYZ with the same Parameter 1 and Parameter 2 values;
• 1 unit of Sub-assembly XYZ with the same Parameter 1 and Parameter 2 values.

Step 5. Set up the Routing of the product.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Troubleshooting

Added a new parameter to an existing item

Issue:

• I still have stock of the items, which do not have this parameter's values.
• I cannot select those old variations in forms, e.g. a CO.
• I cannot edit existing documents that contain these old variations.

Explanation:

• Because you added a new parameter, the old variations are not fully defined any longer. They have a new parameter, but its value is undefined.

To fix this, it is possible to:

1. Fully define the old variations, by selecting a value for this parameter for these:
   1. Open the item, and edit the old variations in the "Variations" section of the item details page.
   2. Select a value for the new parameter. If none of the values is relevant/applicable, add a new value to the parameter, e.g. "None", or "NA", which you will use.
   3. Save. Now, for this same variation, this value will be used for all existing items.
   4. You can now select these variations in forms and edit old documents.
2. Remove the new parameter (temporarily).
3. Write the old items off at Stock -> Inventory.
   

To prevent this:

• It might be advisable to create a new item instead when updating or adding parameters.

Piece Payment

The Piece payment functionality allows defining that a worker is paid per piece/per operation.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Piece payment.

When this function is enabled:

• The Piece-payment column is added to Routing Details with a checkbox (Yes/No) on every operations' line. It is possible setting a worker's wage per one piece of product produced.
• The Time-payment column is added to Routing Details with a checkbox (Yes/No) on every operations' line. Time payment is always enabled by default (even if the Piece payment functionality is not enabled), now it's possible to disable it.
• Calculation of the labor cost: Labor cost = (Operation duration* x Worker hourly rate) + (Piece-payment x Quantity)
  *The reported times are the basis for the final cost calculation.

Jump to:

1. What is Routing?
2. How is the cost of the product calculated or estimated?

Demo video

Quality Control

The Quality control functionality enables functions that are needed for quality control, it is possible to turn the quality control on for any stock item (both procured and produced) and perform inspections of arrived goods which are automatically put on hold for inspection.

Please note that the Quality Control functionality requires Tracing to be enabled.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Quality control.

If enabled, the following functions will become available:

• The Procurement -> Inspections tab becomes available.
• Two additional statuses are available for stock lots: "On hold" and "Rejected".
• It's possible to enable "Quality Control" for each item in the item details.
• It's possible to set a default "On-hold period" in days for each item in the item details. 
  • The "On-hold period" is a buffer time for planning purposes to cover the time it may take to inspect the goods. It could be used to indicate a quarantine period, that the goods should pass before inspection, but functionally the inspection can be completed anytime.
  • If the item is procured, The expected availability date of stock lot = Expected arrival date of PO + On hold period.
  • If the item is manufactured, The expected availability date of stock lot = Expected finish date of MO + On hold period.
• If procured items are subject to quality control, the quantity and the percentage of rejected items are shown for each vendor on Procurement -> Vendors page.
• It's possible to create Service orders for rejected items in Stock -> Stock lots -> Rejected stock lot details, or write the rejected items off.

Jump to:

1. Demo video: Quality Control
2. How does quality control functionality work?
3. Setting up quality control for an item.
4. Performing quality inspection of incoming goods.
5. Repairing, writing off rejected items.
6. User rights for performing inspections.

How the quality control functionality works

If a stock item is subject to quality control:

1. When a PO is received, or a MO finished, the stock lot of the items is assigned the status "On hold".
2. The list of on-hold items is displayed in Procurement -> Inspections with the status "New".
3. The quality control manager should approve or reject these, either fully or partially. 
4. Approved items get received into stock.
5. Rejected items:
   • Get the stock lot status "Rejected".
   • Are assigned a new unique stock lot number (with a reference to the original).
   • All bookings for the rejected items are canceled.
6. Rejected items can be:
   • Repaired with a Service order which can be created at Stock -> Stock lots -> Rejected stock lot details.
   • Manually written off at Stock -> Write-offs.

Setting up quality control for an item

For setting up quality control for an item:

1. Open the item's details at Stock -> Items.
2. Check the checkbox Quality control: Yes.
3. Enter the average On hold period in days. 
   The Availability date = Expected date of PO or expected finish date of MO + On hold period.
4. Save.

Repairing rejected items

To repair rejected items:

1. Go to Stock -> Stock lots.
2. Find the rejected lot and open it.
3. Click the button "Create a service order". A service order can be for repairing the whole rejected lot or for only part of them.

When a service order is created:

• It is possible to book additional materials and assign operations.
• The rejected items are booked as parts.
• A new target stock lot for repaired items will be created. This guarantees full traceability and correct cost control.
• With the Subcontracting functionality enabled, it is possible to assign operations to vendors, and you can issue a PO to track the progress of repair/replacement.

To write off rejected items from stock, create a write-off.

User rights for performing quality inspection

To perform quality control in Procurement -> Inspections the user needs to have appropriate rights set in Settings -> Human Resources -> Users -> User details.

Serial Numbers

The Serial numbers functionality provides the ability to use and track parts and products with unique serial numbers (S/N).

The Serial numbers functionality is for tracking every item individually. By default, MRPeasy tracks all items by batch already, so if tracking of Batch No./Lot No. is required, this function is not needed to use.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Serial numbers, after which

• the section Stock -> Serial numbers becomes available.
• for tracked items:
  - the section Serial number becomes available in stock lots details and Manufacturing Orders.
  - the item report Serial Numbers becomes available.
  - actions with serial numbers can be reported.
  - serial number labels can be printed.
• custom fields for serial numbers (displayed in the Stock -> Serial numbers section) become available.

Jump to:

1. Demo video: Serial numbers
2. Enable tracking of serial numbers for an item.
3. Enter serial numbers of purchased items.
4. Create serial numbers for manufactured items.
5. Serial numbers of nested subassemblies.
6. Report serial numbers of used components.
7. Finish manufacturing orders with serial numbers
8. Print serial number labels.
9. Ship serial numbered items to customers.
10. Transfer serial numbered items to another warehouse.
11. Accept customer returns of serial numbered products.
12. Write off serial numbered items.
13. Serial numbers statuses.

Enabling serial number tracking for an item

Serial numbers can be enabled in the item's details, at Stock -> Items -> Serial numbers: Yes.

The serial numbers are tracked and saved within its stock lots.

Entering serial numbers of purchased items

1. Open the Purchase Order.
2. Click on the line item's Target lot link.
3. In the Serial numbers section, click on the Add button to start adding serial numbers.
   If there are more than 100 serial numbers, these can be added by 100 at a time.

Serial numbers can be entered: 

• individually, by keyboard input or barcode scanning;
• all at once, by copying them from a Notepad or an Excel file and pasting them into the first serial number field. The software will place each number in its own field.

Creating serial numbers for manufactured items

1. Open the Manufacturing Order.
2. Scroll to the Serial numbers section.
3. Click Add serial number to the product.
   • In the reporting screens, this button will become available after the operation start.
   • By default, the software will auto-increment the last serial number of the item by one.

Serial numbers can be entered: 

• individually, by keyboard input or barcode scanning;
• all at once, by copying them from a Notepad or an Excel file and pasting them into the first serial number field. The software will place each number in its own field.

Serial numbers can be also manually entered or edited at each stock lot's details at Stock -> Stock lots. If there are more than 100 serial numbers, these can be added by 100 at a time.

Finishing manufacturing orders with serial numbers

Serial numbers introduce some constraints on finishing the MO:

• In a normal MO, product serial numbers must be added before the MO can be finished. The MO can still be finished, if parts have unreported serial numbers.

• In a disassembly MO, serial numbers of both parts and products must be entered before the MO can be finished.

• Auto-assembly (kitting) and auto-disassembly (un-kitting) MOs are not automatically completed if parts or products have serial numbers. The MO must be manually finished after all serial numbers are entered.

Serial numbers of nested subassemblies in multi-level manufacturing orders

In case there is a subassembly that is nested in a multi-level MO, it is not possible to create serial numbers for the subassembly in the normal way.

Instead, the serial number can be created at the point when reporting which serial-numbered component was used in a specific serial-numbered product.

To enter a serial number for a subassembly:

1. Add a serial number to the main product of the MO.
2. Start reporting the used component serial numbers.
3. Select the subassembly and type in the desired serial number.
4. Once saved, the serial number of the component:
   • Is tied to the serial number of the product.
   • Can now be seen in Stock -> Serial numbers, where also a label for it could be printed.

Reporting used component serial numbers

1. Open the Manufacturing Order.
2. Scroll to the Serial numbers section.
3. Find the product serial number and click the View/Edit button.
4. Choose the component serial numbers.

Serial number label, serial number barcode

It is possible to print labels to identify items with serial numbers. The labels for serial numbers can be printed by clicking Print label at

• the Stock -> Serial numbers page,
• the Stock Lot details page,
• the Manufacturing order, where the products with serial numbers were manufactured.

The size, information, and layout of the label can be edited with the Label editor. 

The standard label also contains the unique serial number barcode, if the Barcode System functionality is enabled.

Read also: What happens when a serial number barcode is scanned?

Subcontracting

The Subcontracting functionality enables placing subcontracting Purchase Orders to manage outsourced services or manufacturing done by subcontractors (vendors).

This functionality provides support for the following types of subcontracting:

1. Some operations in your production process are outsourced to your vendor.
2. A product is wholly produced by the subcontractor(s), while you only issue materials.

There are two alternative approaches that can be used:

1. Using only Purchase Orders.
   • Suitable only if you do not perform any operations.
   • Suitable if there is one subcontractor or a supply chain of several.
2. Using Manufacturing Orders and Purchase Orders combined.
   • Suitable if the vendors perform some operations in your production process.
   • Suitable if there is one subcontractor or a supply chain of several.
     • May be preferred if there is a chain of several subcontractors, even if you do not perform any operations.

Jump to:

1. Demo video: Subcontracting
2. Enabling Subcontracting
3. Method 1: Using Purchase Orders only to order products and ship materials.
   1. Summary.
   2. Use cases.
   3. Setup.
   4. Usage.
   5. Cost of products.
4. Method 2: Assigning operations to vendors inside Manufacturing Orders, and then raising Purchase Orders for these.
   1. Summary
   2. Use cases.
   3. Setup.
   4. Assemblies are sourced from subcontractors in a multi-level MO.
   5. Usage.
   6. Cost of products.

Enabling Subcontracting

The subcontracting functionality can be enabled at Settings -> System settings -> Professional functions -> Subcontracting.

When this is enabled, then:

• In a Purchase Order, it is possible to send materials to the vendor, if the ordered item has a Bill of Materials and an associated Purchase Term.
  A subcontracting BOM can be selected in the Purchase Terms details.
• In a Manufacturing Order, it is possible to issue Purchase Orders to vendors, if they perform some operations.
• It is possible to choose a vendor as a workstation group in the Routing.
• The Subcontracts section is shown in a Manufacturing Order if the order has outsourced operations.
• The Materials and Shipments sections are shown in a Purchase Order if the items have Bills of Materials.

Method 1. Using only Purchase Orders to order products and ship materials.

Summary

• A Purchase Order is created for the product(s).
• Materials are issued from stock by making a Shipment to the vendor.
• The product is received to stock with the receipt of the PO.

Use cases

• The vendor fully makes this product. You do not perform any operations.
• You buy and issue the materials to the vendor.
• Possibly, you track how much of your (consignment) inventory is at a vendor's location.
  • A site is created for the vendor.
• Possibly, you are shipping items from one vendor to another vendor.
  • You use materials from one vendor's site and order the delivery to another vendor's site.
  • Each stage of the product's completion must be a separate item:
    • Each stage's BOM lists the item of the previous stage, plus additional parts you issue only for this stage.

Important considerations:

• If you are managing a supply chain of several subcontractors, there is no one place to see the overall progress of such a project.
  • In contrast, when using Method 2, by placing the sequence of vendors into routing, the progress can easily be tracked inside one MO.
• One MO is for one product only (in any quantity), different products need different MOs.

Setup

1. Save the Subcontractor as a Vendor at Procurement -> Vendors.
2. Set up a procured item.
   • Item setting This is a procured item = Yes.
3. Add a Bill of Materials. 
   • This is the list of materials that you will send to the vendor per product.
4. Create Purchase Terms for this item.
   • Enter the price that you are charged and the lead time.
   • Connect the BOM with the purchase term, by selecting it in the subcontracting BOM field.
     
     

Usage

1. Create a new Purchase Order.
2. Add the products to the purchase order. 
   • If the Multi-Stock functionality is used, you can select which site to book materials from.
3. Save. 
   • The Materials and Shipments sections will appear.
4. In the Materials section, click Book Materials.
   • The available materials are reserved for this PO based on the BOMs of the products.
   • If the Multi-Stock functionality is used, you can select which site to book materials from.
5. In the Shipments section, create a Shipment.
6. Ship the materials. 
   • You can open the Shipment from the PO or from Stock -> Shipments.
   • Click Pick on an individual line, or Pick all items to pick all at once.
7. Report PO receipt as usual.

Cost of products

The inventory cost of the final product will include:

• the purchase price on the Purchase Order,
• plus the cost of the materials that have been shipped.

Method 2. Assigning operations in Manufacturing Orders to vendors.

Summary

• A Manufacturing Order is created for the product.
• Some or all operations in the Routing are assigned to vendor(s).
• Materials are used from stock when these are reported consumed in the MO.
• The product is received in stock when the MO is completed.

Use cases

• A subcontractor performs some operations when making a product, e.g. finishing.
• A Purchase Order must be issued to the subcontractor for the services.
• You wish to consolidate all the required services in several MOs to a single PO from one vendor.
• There is variability in inputs (material usage) and outputs (product received), possibly combined with vendor unit conversions.
• There may be materials required, that never were in the BOM initially.
• The product is sent from one vendor to another. 
  • Possibly you don't perform any operations yourself.
  • Inside the MO there is a good overview of the progress of the project.
  • Each stage of the product's completion does not need to be a separate item.

Important considerations:

• It is not possible to create a Shipment (and generate the documents) for sending materials to your vendor. Materials can just be reported as consumed in the MO.
• An MO is only connected to one site.
  • If there is a chain of several vendors, it is not possible to track (consignment) inventory at each vendor's location, if that is necessary.
  • Materials are booked and used from the site of the MO.
  • The product will come into the stock of the site of the MO.

Setup

1. Save the Subcontractor as a Vendor at Procurement -> Vendors.
2. Create a manufactured item.
   • Item setting This is a procured item = No.
3. Add a Bill of Materials. 
   • This is the list of materials that you will use to make the product.
4. Create a Routing for this item. If an operation is performed by a subcontractor, then
   • The Vendor should be selected as the Workstation group of the operation.
   • The dates for the Purchase Order will be calculated using Setup time and Cycle time. For example:
     • If your vendor has a 1-week lead time regardless of ordered quantity, then:
       - if in your system settings, you have configured a 5-day workweek, 8-hours per day,
       - then Setup time = 60min * 8h * 5d = 2400 minutes.
   • The prices for the Purchase Order will be either:
     • Calculated using the fixed cost and variable cost.
     • Or, if defined, taken from Purchase Terms.
5. Optionally, add Purchase Terms for handling some special cases:
   • (For adding purchase terms, temporarily configure the item as This is a procured item = Yes.)
   • Use several purchase terms, if the vendor has tiered pricing, depending on the quantity.
   • Use purchase terms, if there is a unit conversion required for the PO. For example:
     • Your product in your stock is counted in pcs, e.g. a single unit weighing 12 oz approximately due to variability in the filling.
     • The vendor bills you in units of weight, e.g. lbs.
     • The PO must also be in lbs.
     • For every 33 pcs received, the vendor bills you for 25 lbs. (And not 24.75 lbs = 12 oz x 33 pcs.)
     • The vendor unit will be named "25 lbs" and the conversion rate would be 33 pcs = vendor UoM "25 lbs".
     • If you make a MO for 33, and a PO for that vendor, the PO will show 1 x 25lbs.

Using subcontracted services for assemblies in a multi-level MO

In practice, you could have a product, that has an assembly obtained from a subcontractor, while you provide the materials.

1. If the assembly is set as a procured item, then you will see it in the materials list of the MO. But not its materials.
   • The materials need to be booked separately in the PO for the assembly.
   • This is the Method 1 described above.
2. If the assembly is set as a manufactured item, then you will see the subcontracted operations in the MO and its parts booked directly in the MO, for the MO.

Usage

1. Create a new Manufacturing Order.
2. Save.
   • Section Subcontracts will appear in the MO.
   • Each operation that is assigned to a vendor is listed there, in addition to being listed in the Operations section.
3. Create Purchase Orders for the outsourced operations, either from:
   • The Subcontracts section of the MO.
   • Or, from Procurement -> Requirements, which allows you to consolidate services for several MOs into one PO.
4. Report the progress of subcontracted operations.
   • The operation in the MO is started when the PO field Shipped on is filled.
   • The operation in the MO is finished when the PO is received.
5. Report consumption of materials at any time.
6. Finish the Manufacturing Order to get products into stock.

Cost of products

The cost of the subcontracting Purchase Order is added to the manufacturing overhead of the Manufacturing Order.

Read also: Calculation of applied manufacturing overhead, direct labor, and materials costs.

Tiered Pricing

The Tiered pricing functionality allows having several pricelists or configuring prices per quantity levels. Without this feature, it is possible to save one default price per item only.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Tiered pricing.

If this functionality is enabled then:

• The CRM -> Pricelist section becomes available.
• It's possible to set different price levels depending on the selling quantity at the item's details page.
  
• It is possible to set a default pricelist for a customer.

Prices from a pricelist have priority over prices from an item's details.

Jump to:

1. How to set price breaks?
2. How to create pricelists?
3. How to update one item in all pricelists?
4. How to update a pricelist?
5. How to import a pricelist?
6. Demo video: Tiered pricing.

Price based on a quantity: setting price breaks

When this function is enabled, then in item's details at Stock -> Items is possible to :

1. set several prices,
2. and a minimum order quantity for each price to apply.

When creating a customer order or an invoice, the software will automatically select the correct price based on the quantity.

Custom pricelists

A default pricelist can be selected for any customer in CRM -> Customers -> The customer details -> Pricelist.

When a customer order or an invoice for this customer is created:

1. MRPeasy tries to use prices from this customer's pricelist.
2. If no price is defined in the pricelist, the default selling price from Stock -> Items -> The item details -> Selling price is used.

For changing an item’s selling prices (that do not have a “Min. quantity”) in several pricelists at a time:

1. go to Stock -> Items -> The item details.
2. Under the Selling price field, there is a list of all pricelists that are defined in CRM -> Pricelists.
3. Enter prices for any pricelist to add the product to the pricelist, or leave some prices empty to delete the product from the pricelist.

Prices from a pricelist have priority over selling prices from an item's details.

Unscheduled Manufacturing Orders

The Unscheduled manufacturing orders functionality allows production managers to remove planned manufacturing orders from the production schedule, and to add them back to the schedule.

When a manufacturing order is unscheduled, workstation bookings are canceled. Thus, workstations can be used for other manufacturing orders.

When creating a new MO manually, it is possible not to include the MO in the production schedule and/or not to book parts.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Unscheduled manufacturing orders.

If the Unscheduled manufacturing orders functionality is enabled, then:

1. Buttons Add to schedule and Remove from the schedule are displayed in MO details under the Operations section.
2. When creating a new manufacturing order, a new option Do not book parts becomes available.
3. When creating a new manufacturing order, a new option Do not book workstations becomes available.
4. A new MO status Not scheduled is introduced, which is used for manufacturing orders which are not on the production schedule.
5. Column Not scheduled is displayed in the Gantt chart. The column contains a list of not scheduled manufacturing orders. They can be dragged to the Gantt chart for scheduling.

Manufacturing orders can be unscheduled only before they are started.

Demo video.

Enterprise Functions

In the section Settings -> System settings -> Enterprise functions it is possible to turn on the Enterprise package functions.

Demo videos.

The additional functions available in the Enterprise package are:

• Approval System - document approval by management before further processing;
• Backward Production Scheduling - backward production scheduling for Just-in-Time production;
• Barcode System - Barcode reader support, generation of barcodes;
• Maintenance Management System (MMS) - tracking maintenance cycles of machines;
• Master Production Schedule (MPS) - powerful tool for long-term planning;
• Multi-Stock and Production Sites - several warehouses and production sites;
• Packing – support for packing products into packages (e.g. boxes) in the production.
• Return Merchandise Authorization (RMA) - processing customer returns and repairs;
• Revision/Version Control System (VCS) - tracking revision changes of BOMs and Routings;
• Sales Management - performance reports of sales staff;
• Two-factor authentication (2FA) - two-step login process for extra security.

Approval System

The Approval system functionality gives the manager the ability to approve a document before it can be processed further.

When a document is approved

• the timestamp and the user who approved the document is saved in the document,
• the order can be processed further.

Enabling approvals:

1. The Approval System functionality can be enabled at Settings -> System settings -> Enterprise settings -> Order Approval System: Yes.
   Now, here, it is possible to choose which of the following new orders will require approval:
   - Manufacturing Orders.
   - Purchase Orders, if these are over a certain value.
2. For being able to approve documents, the user must have the corresponding "This user can approve ..." rights enabled at Settings -> Human Resources -> Users -> The user’s details.
3. Indicators "Pending approval ..." are visible in the Dashboard, when enabled.

Approving Purchase Orders

1. When a new purchase order (PO) is created, and yet unapproved, its status is New.
2. Before approval, the button Send PO is disabled.
3. Once the PO is approved, the status is changed to Approved.
4. Approved purchase orders can be ordered from vendors.
5. After the PO is approved and before it is ordered, the approval can be revoked. Then the status is changed back to New.
6. When an unordered purchase order changes after approval, it requires a new approval again. 
7. PO cannot be changed (products, quantities, prices) after the order is sent, if the user hasn't PO approval right.

Approving Manufacturing Orders

1. When a new manufacturing order (MO) is created, and yet unapproved, its’ status is New.
2. Before approval, it is hidden from the worker at My Production Plan and Internet-kiosk.
3. Once the MO is approved, the status is changed to Scheduled.
4. Until the MO is started, the approval can be revoked. Then the status is changed back to New.

Demo video

Backward Production Scheduling

Backward production scheduling is used for scheduling production operations as late as possible before the delivery date.

• The software will find the latest possible time for operations of the Manufacturing Order before the delivery date.
• This is very important in just-in-time manufacturing and delivery, so there would be minimal standing inventory of products.
• By default, in contrast, Forward scheduling is used, which means that production is planned to finish as soon as possible, at the first available time. 

The backward scheduling feature is automatically available from the Enterprise plan. Functions that are enabled are the following:

1. While creating a new Manufacturing Order, setting the Due date will trigger backward scheduling.
2. When setting a Due date in a Procurement Forecast:
   • backward scheduling will be used for finding the latest start times for Manufacturing Orders,
   • and the latest times for Purchase Orders to be placed.
3. The setting Backward scheduling becomes available at Settings -> System settings -> Software settings.
   
   • When enabled, if Manufacturing Orders are automatically created from the Customer Order, then backward scheduling is used based on the Delivery dates in the Customer Order.

Jump to:

1. Demo video: Backward scheduling.
2. Backward scheduling when manually creating MOs.
3. Backward production scheduling from COs.

Backward production scheduling

Starting from the Enterprise pricing plan the software also allows backward scheduling. For backward scheduling:

1. Start adding a new Manufacturing Order at Production planning -> Manufacturing Orders.
2. Set the Due date. As a result:
   • The software will try to find the latest possible time to finish just in time before the Due date. Ideally, the Manufacturing Order would be finished on the previous day.
3. Save the manufacturing order to put it on the schedule.

Backward Scheduling in Customer Orders

In customer orders, it is possible to set a general delivery date or a separate delivery date for every line. This is the day when the customer order should be ready for shipment.

To utilize backward scheduling in Customer Orders, turn ON the option Backward Scheduling at Settings -> System settings -> Software settings.

For using backward scheduling from a Customer Order:

1. Open the Customer Order
2. Fill in the Delivery date(s).
3. Click Check stock and book items.
   
4. Check the option for "Create MOs for missing products".
5. Click Book all items and confirm.
6. The software tries to create Manufacturing Orders for missing products using backward scheduling, so they would be available latest on the delivery date.

Barcode System

The Barcode system functionality enables barcode reader support for MRPeasy, generation and printing barcodes from MRPeasy, and performing special functions after scanning a barcode.

The barcoding support can be enabled at Settings -> System settings -> Enterprise functions -> Barcodes.

When this functionality is enabled, then:

• It is possible to generate various barcodes.
• It is possible to scan barcodes, and according to the function and the scanned barcode, an action will take place: e.g. selection of an item, navigation to a software section, reporting of actions, etc.

Jump to:

1. Demo video: Barcode system.
2. Setting up:
   1. Implementing the Barcode System in your business. 
   2. Supported barcode scanners, and label printers.
   3. Enable and configure the Barcode System in MRPeasy.
3. Usage:
   1. Print barcodes.
   2. Actions performed by scanning.
   3. Notes.
   4. Troubleshooting.

Implementing the Barcode System

1. Start using MRPeasy without the Barcode System.
2. When MRPeasy has successfully been taken into use in some area of the business, only then start with implementing barcoding in that area.
   • Barcoding helps to perform various actions more quickly.
   • Users must know what those actions are and how to perform those, before enlisting the help of barcoding.
3. Read the documentation to learn about what features are available.
4. Start experimenting and initial usage:
   • Print barcodes with your regular printer.
   • Perform actions using your phone camera as a scanner using the MRPeasy iOS/Android app.
5. When experimenting is successful, and you want dedicated hardware (scanners, label printers, etc.), turn to your local barcoding hardware specialists.

Supported barcode readers and printers

• The MRPeasy iOS and Android apps allow the device's camera to be used as a barcode scanner.
  • To open the scanner, click the Scan barcode button on the top bar of the app.
  • There may be some technical limitations compared to using a dedicated barcode reader. E.g. QR-codes may be more reliable when using a camera for scanning.
  • Please download the MRPeasy app from Apple or Google app store:
    • https://itunes.apple.com/app/mrpeasy-manufacturing-software/id1179387308
    • https://play.google.com/store/apps/details?id=com.mrpeasy.android

• Regarding the specific choice of label printers and scanners, please turn to your local specialists. 
  • Since MRPeasy is online software, and a barcode reader technically works as a keyboard, a barcode reader that is compatible with your device should work with MRPeasy.
  • Generally, the barcode readers can be connected via USB (for computers) or via Bluetooth (tablets, smartphones).
  • As MRPeasy generates PDFs, the label printer should be able to print PDFs.

Enabling and configuring the Barcode System

Demo video: Enabling barcodes.

For setting up barcodes in MRPeasy:

1. Go to Settings -> System settings -> Enterprise functions
2. Enable the functionality Barcodes: Yes.
3. Select the type of barcode:
   • EAN-13, 1D barcode which will be used for your products if your products have a Global Trade Item Number (GTIN) from GS1.
     • CODE128 will be used on other types of labels and documents.
   • UPC-A, 1D barcode which will be used for your products if your products have a Global Trade Item Number (GTIN) from GS1.
     • CODE128 will be used on other types of labels and documents.
   • CODE128, a universal 1D barcode.
   • QR, a universal 2D barcode. More reliable if e.g. cellphone's or tablet's camera is used for scanning. 
4. If you selected EAN-13 or UPC-A barcodes:
   • Select how barcodes are assigned to stock items:
     • Manually, by you.
     • Automatically, by MRPeasy.
   • If you selected automatic assignment, enter your manufacturer code - a prefix obtained from GS1 that consists of your country code and company code.
5. Save the settings.
6. If your products have specific EAN-13 or UPC-A barcodes that you need to assign:
   • Go to Stock -> Items -> Item details page, and add the barcode to the field "Barcode UPC-A/EAN-13".
   • Or upload these with the import items from CSV functionality.
7. Regardless of your barcode type, if your vendors have EAN-13 or UPC-A barcodes:
   • You can use the vendor's barcodes if you fill in the item field "Barcode UPC-A/EAN-13" with the vendor's barcode of the item.
   • Now the system will recognize the items if you scan the barcode supplied by the vendor.
8. Now you can:
   • Print barcodes on labels and documents.
   • Generate a page of 1D barcodes for each item.
   • Perform actions by scanning the barcodes.

Printing barcodes

Jump to:

1. Printing barcodes on labels and documents.
2. 1D barcode generator for items.

Labels and documents

Barcodes can be printed on the following labels and documents:

1. Product/item labels.
   • If QR and CODE128 type barcodes are configured in system settings, they encode the Part number.
2. Stock lot labels.
3. Serial number labels.
4. Storage location labels.
5. Manufacturing Order labels.
6. Manufacturing Order PDFs.
   • Manufacturing Order barcode: On all PDFs.
   • Sub-assembly materials barcode: On wide, medium, and worksheet PDFs.
   • Sub-assembly all operations barcode: On wide and worksheet PDFs.
   • Individual operation barcode: On wide and worksheet PDFs.
7. Material requisition PDFs.
   
   • Manufacturing Order barcode.
   • Sub-assembly materials barcode.

Important notes:

• The values of barcodes generally do not only encode the specific object name, but also internal identifiers, and possibly other data. Data is separated by application identifiers (e.g., see: https://www.gs1.org/standards/barcodes/application-identifiers).
• The labels can be edited with the Label editor.
• The PDFs can be edited with the PDF editor.

1D barcode generator

On each item's details page at Stock -> Items -> Item details, it is possible to generate a page full of 1D barcodes with the "Print barcode" function:

• EAN-13 or UPC-A type barcode will be generated if the corresponding type is selected in the system settings.
• If CODE128 or QR type is selected in the system settings:
  • The barcode number will be taken from the item field "Barcode UPC-A/EAN-13".
  • CODE128 type barcode will be generated

Scanning barcodes

If the barcode is scanned, then the resulting action depends on the type of barcode you scanned and the page you are currently on. There could be several types of barcodes that can be scanned:

1. Item barcode.
2. Stock lot barcode.
3. Storage location barcode.
4. Serial number barcode.
5. Manufacturing order barcodes.
6. Notes.

Resulting actions for scanning item barcodes

Demo video: Item barcodes.

Resulting actions for scanning stock lot barcodes

Demo video: Stock lot barcodes.

Resulting actions for scanning storage location barcodes

Demo video: Storage location barcodes. 

Storage location barcodes enable quick reporting moving of items from one location to another. For example:

1. Scan lot barcode.
2. (Scan old location barcode, optionally.)
3. Scan the new location barcode.
4. Save.

Resulting actions for scanning serial numbers

In order to use serial numbers:

• The serial numbers functionality must be turned on at Settings -> System settings -> Professional functions -> Serial numbers: Yes.

Resulting actions for scanning Manufacturing Order (MO) barcodes

Demo video: Manufacturing order barcodes. 

Notes

• If a barcode was scanned on a page with a table of entries, use the Clear Clear button to clear the filter and show the full list again.
• If your web browser has the function "Search for text when I start typing," it should be turned off. Otherwise, the barcode scanner may not work correctly.
• The values of barcodes generally do not only encode the specific object name, but also internal identifiers, and possibly other data. Data is separated by application identifiers (e.g., see: https://www.gs1.org/standards/barcodes/application-identifiers).

Troubleshooting

1. There is no reaction from the software when a barcode is scanned.
   One of the possible reasons is that the browser is out of focus. Please click with the mouse anyplace inside the page in MRPeasy, and then scan again.
2. The page refreshes after a barcode is scanned.
   This may happen when a Bluetooth scanner wakes up after some time of inactivity. In this case, please scan the same barcode again.
3. Reading a barcode from a computer screen failed.
   In case you are trying to read a barcode from a computer screen - then, yes, this is often unsuccessful, because the PDF viewers merge the small lines unless it is really zoomed in. QR codes may provide better results.
4. The barcode is too dense (the label is small).
   If the printer's resolution is too small to properly print the barcode, you could try to:
   - increase the size of the barcode field size using the label editor;
   - increase the size of the label itself.
   If you cannot increase the label size or change the printer, then QR codes may provide better results.
5. Scanning is unreliable in low light (or with a smartphone).
   Very good lighting conditions and a very good camera are needed to consistently get good scanning results with a camera. Try making the barcode bigger. QR codes may provide better results.

Maintenance Management System

The Maintenance management system allows automatically tracking the maintenance cycles of workstations.

This functionality can be turned on at Settings -> System settings -> Enterprise functions -> Maintenance Management System.

If it is turned on, then:

• For a workstation is possible to set a maintenance cycle in working hours, units of the product processed or calendar days since the last maintenance, at Production planning -> Workstations -> Workstation details.
• The Production planning -> Workstations page displays columns Until maintenance (hours), Until maintenance (units) and Until maintenance (days). They indicate how much time, produced units or calendar days are left until the next maintenance. These counters are automatically updated according to reported manufacturing operations or days passed since the last maintenance.
• When service is performed, the counters are reset to zero.
• The maintenance can be performed at the workstation details page at Production planning -> Workstations -> Workstation details.
• The maintenance history report is kept at Production planning -> Workstations -> Work station reports: Maintenance.

Jump to:

1. How to schedule and perform workstation maintenance?
2. Demo video

Master Production Schedule

The Master Production Schedule (MPS) at Production planning -> MPS is a powerful inventory and production planning tool that focuses on medium- and long-term demand projections.

It helps to

• make a period-by-period plan for the foreseeable future;
• plan production against a sales forecast and firm orders;
• plan material purchases;
• plan inventory levels;
• test what-if scenarios;
• perform rough cut capacity planning;
• separate planning and scheduling processes from each other.

The MPS functionality comprises three different views:

1. The Master Production Schedule (MPS) is where the products and sales forecasts are entered, and a production plan is created.
2. The Required Capacity (RC) will show how planned production quantities in the MPS impact the workloads of workstation groups.
3. The Procurement Schedule (PS) provides a detailed overview of material demands by period.

Jump to:

1. Demo video: Master Production Schedule.
2. Enabling the MPS functionality.
3. Master Production Schedule view.
4. Required Capacity view.
5. Procurement Schedule view.
6. Multi-level BOM in MPS.
7. General notes.

Enabling the MPS functionality

To enable the Master Production Schedule functionality, go to Settings -> System Settings -> Enterprise Functions -> Master Production Schedule and set the value to Yes.

To be able to access and edit the MPS, the user must have the Read and Update rights for Production planning -> MPS.

There are three additional settings for the MPS functionality:

• Timescale period - choose whether the plan is weekly, monthly, or quarterly.
  • If the period is changed from shorter to longer, the production plan and sales forecast quantities will be recalculated.
  • If the period is changed to a shorter one, all manually entered values will be evenly distributed over the periods.
• Minimum workstation load - enter a minimum workstation group's load as a percentage, below which the required capacity value will be highlighted in light blue in the Required Capacity view.
• Maximum workstation load - enter a maximum workstation group's loads as a percentage, above which the required capacity value will be highlighted in orange in the Required Capacity.

Master Production Schedule view

The Production planning -> MPS -> Master production schedule (MPS) view is the primary sheet for master planning.

When opened the first time, this view is empty.

1. Add your products by pressing the "+" button on the top left.
2. The Starting inventory of the current period (on-hand inventory right now), the Firm orders (confirmed COs), and Scheduled already (MOs) are filled with current data in the system.
3. Enter your product sales forecast in the Sales forecast row.
4. Enter your planned total production output in the Production plan row.
5. Check the Ending inventory for each period and make up a production plan with satisfactory values.

For example, here’s a plan for a product where there is an issue in the 3^rd period, due to a new large order.

Master Production Schedule rows

The individual plan for each product in the MPS consists of 6 rows:

• Starting inventory – The starting inventory of this period.
  • The current period shows the “In stock” number right now.
  • In the next columns, the values equal to the ending inventory of the previous period.
• Sales forecast - The forecasted sales for the product.
  • Must be entered manually.
  • Not in use and not editable for the current period.
• Firm orders - Confirmed customer orders from the CRM module for which the delivery date falls within the period.
  • The current period includes overdue customer orders that have not yet been delivered.
  • All COs with a status of "Confirmed", “Waiting for production”, “In production” and “Ready for shipment” are considered.
• Production plan - The total planned production quantity (production forecast) for the period.
  • Must be entered manually.
  • If the production plan is not equal to the Scheduled already quantity, it will be highlighted in orange.
  • Not in use and not editable for the current period.
• Scheduled already -  The product quantity from manufacturing orders that are already scheduled in the Production Planning module.
  • The current period includes overdue MOs that are still in progress.
  • MOs with statuses “New”, “Scheduled”, and “In progress” are considered.
• Ending inventory -  The projected ending inventory quantity for the period.
  • Ending inventory = Starting inventory – GREATER OF(Forecast, Firm orders) + GREATER OF(Production plan, Scheduled MO)
  • The GREATER OF means that the greater of the two values is used. E.g. if there are more firm orders than forecast, then firm orders are considered.
  • The current period does not consider the Forecast or the Production plan.
    • Ending inventory (Current period) = Starting inventory - Firm orders + Scheduled MO.
  • Color coding of ending inventory:
    • Green, when equal to or greater than the product reorder point.
    • Yellow, when between 0 and the reorder point.
    • Orange, when negative.

Required Capacity view

The Production planning -> MPS -> Required Capacity (RC) view shows how many hours each workstation group has available in the period, and how many are required to fulfill the Production plan numbers from the MPS view.

To create a capacity plan:

1. Add your manufactured products in the MPS view.
2. For each product, add the Production plan numbers for desired manufacturing output in each period.
3. Check the Required Capacity view and compare the Total capacity (available working hours) with the calculated Required hours (hours of work needed to complete the production plan).
4. In order to simulate increased or decreased capacity manually overwrite the available hours for any period.

For example, here’s a plan for a workstation group, where the capacity is manually reduced in the 2nd period (e.g. due to annual leaves), and there is little work planned for the 4th period:

Required Capacity rows

The individual capacity plan for each workstation group (WSG) consists of 2 rows:

• Total capacity, hours - The total working hours for the entire workstation group.
  • The user can manually edit this to simulate a change in available capacity, in which case the number will be colored red. Empty the cell to auto-calculate the available hours again.
  • Calculated based on the weekly working hours of the WSG and the number of workstations, rounded down to the full hour. Idle times of workstations are ignored.
• Required hours - The total time required for operations across all products included in the MPS view where this WSG is present in the routing.
  • Calculated as the hours in all listed products' routings multiplied by their Production plan quantity for the period, rounded up to the full hours. The setup time is ignored.
  • The "Scheduled already" values from the MPS are ignored. This allows to simulate what-if scenarios with lower loads than already scheduled.
  • Color coding of required hours:
    • Light blue: When less than the minimum load value for the WSG set in MPS Settings.
    • Light green: When between the minimum and maximum load for the WSG set in MPS Settings.
    • Orange: When greater than the maximum load value for the WSG set in MPS Settings.

Procurement Schedule view

The Production planning -> MPS -> Procurement Schedule (PS) is used for procurement planning. It differs from the MPS view in that it provides an overview of material demand rather than product demand.

When opened the first time, this view is empty.

1. Add your parts by pressing the "+" button on the top left.
2. The Starting inventory of the current period (on-hand inventory right now), the Demand from MPS (based on planned production in MPS view), and Ordered quantity (expected POs) are filled with current data in the system.
3. Enter how much you plan on procuring in the Planned quantity row.
4. Check the Ending inventory and make up a procurement plan with satisfactory values.

For example, here’s a procurement schedule for a part, where no POs are yet created for future periods:

Procurement Schedule rows

The individual plan for each part in the procurement schedule consists of 5 rows:

• Starting inventory – The starting inventory of this period.
  • The current period shows “In stock” number right now.
  • In the next columns, the values equal to the ending inventory of the previous period.
• Demand by MPS – The calculated material demand that is based on the MPS view.
  • Demand by MPS = Sum of [Quantity from BOM x GREATER OF(Production plan, Scheduled already)] for all products where this material is in the BOM.
  • The current period does not consider the Production plan, only scheduled MOs are considered:
    • Demand by MPS = Sum of (Quantity from BOM x Scheduled already) for all products where this material is in the BOM.
• Planned quantity - The planned quantity for purchasing.
  • Must be manually entered.
  • Not in use and not editable for the current period.
• Ordered quantity - The expected quantity to be received from created POs.
  • According to the expected dates of the POs.
  • Not received POs are considered.
  • The current period includes items from actual purchase orders that are scheduled to arrive, and overdue POs that have not yet been received.
• Ending inventory -  The projected ending inventory quantity of the period.
  • Ending Inventory = Starting Inventory - Demand by MPS + GREATER OF(Planned quantity, Ordered quantity).
  • The current period does not consider the planned quantity, only created POs are considered:
    • Ending Inventory (Current period) = Starting Inventory - Demand by MPS + Ordered quantity
  • Color coding of ending inventory:
    • Green for values equal to or above the item reorder point.
    • Yellow for values between 0 and the reorder point.
    • Orange for negative values.

Multi-level BOM in MPS

For products with a multi-level Bill of Materials (BOM), the subassemblies will be automatically considered as part of the top-level product, when added to the Master Production Schedule (MPS).

• The Required Capacity view will show the required capacity for the subassemblies.
• The Procurement Schedule will show the required materials for the subassemblies.

The subassemblies should not be separately added, or there will be duplicate capacity and material requirements for them.

Kits (bundles) are treated in the same way as when creating MOs for them:

• If the kit is the product that is added to the MPS:
  • Multi-level BOM is not considered. The demand only for procured materials in the BOM of the kit is created.
  • If there are sub-assemblies or products that must be manufactured as part of the kit, the production of these will not be considered.
  • The subassemblies should be added separately to the MPS.
• If the kit is a subassembly in a product that is added to the MPS:
  • Multi-level BOM is considered. All its parts and subassemblies will be included.
  • Materials demand and capacity requirements will be created for all parts and subassemblies at all levels.
  • The subassemblies in the kit should not be separately added to the MPS.

General notes

• All the data is autosaved.
• Each time the MPS is opened the data is refreshed.
  • You can press the Refresh data button to reload the data anytime.
• The individual tables for products, parts, or workstations can be expanded and collapsed.
• The individual tables can be dragged up or down.
• The parts and products can be removed by clicking the “X” button.
• The first period in the view is the current period, stretching from this moment until the beginning of the next period.
  • Users can scroll the view from the current period to future periods, up to 5 years.
• The names of the period columns reflect the start dates of the corresponding periods.

Multiple Stocks and Production Sites

The Multiple stock and production sites functionality allows managing multiple physical stocks and/or production sites at different geographical locations.

There is a two-level system in MRPeasy for tracking the physical location of the goods:

1. Storage locations represent bins, shelves, racks, storage areas, or separate rooms inside one warehouse/site.
   • Available by default.
   • For a hierarchy inside storage locations, e.g. a bin location within a room, name the storage locations appropriately: "Room 1, A1", "Room 2, A1".
   • Each item has a default storage location, where it will be automatically placed to.
   • Different units of the same item can be in various storage locations.
2. Sites represent geographically separated production sites or warehouses.
   • Enabled by this functionality.
   • Each site has separate inventory management and its own storage locations, workstations, etc.
   • Purchases can be ordered to specific sites.
   • Customer orders can be filled from specific sites.
   • Each site has its own (site-specific) workstations.
   • Goods can be moved from one site to another with a Transfer Order. They cannot be directly booked or consumed from another site but must be moved first.
   • Generally, warehouses within one complex should not be set up as separate sites inside MRPeasy.

Jump to:

• Demo video: Multiple stocks and production sites.
• Enabling the multiple sites functionality.
• User access rights.
• Deleting a site.

Enabling multi-stock functionality

This functionality can be turned on at Settings -> System settings -> Enterprise functions -> Multiple stocks and production sites.

The following software sections become available:

• The Settings -> Production sites/Stocks page, where it is possible to define the different sites and their addresses.
• The Stock -> Transfer Orders page becomes available, where it is possible to make shipments between locations, print waybills, etc.

In the Stock section:

• In all functions and reports, a particular stock/site can be selected, or an overview of all sites can be seen.
• Reorder point value for an item can be defined for each stock.
• A default storage location (bin) for an item at every stock should be defined.

In the Procurement section:

• When creating a purchase order, a site must be selected for each line.
• Items on one PO can be ordered to different sites.
• The "Ship To" address of the site is printed on the PO PDF.

In the Production planning section:

• A production site can be selected in different functions and reports.
• A production site must be chosen when planning new manufacturing orders. The products will become available at this site and materials can only be booked from this site.
• A production site needs to be selected for every workstation. One workstation can be on one site - each site has separate workstations. One workstation group can have workstations on several sites.

In the CRM section:

• When booking goods for a customer order, a site needs to be chosen.

User access rights for multi-stock management

For adding stocks/production sites (in Settings -> Production sites/Stocks), or creating Transfer Orders, the user needs to have appropriate rights set in  Settings -> Human Resources -> User rights.

Deleting a site

Sites can be deleted at Settings -> Production sites/Stocks.

The first site/stock (displayed in italic font) cannot be deleted. 

A site can be deleted when:

• The inventory levels are 0 at that site. There is no stock.
• Workstations are removed from the site.

It is possible to find and restore a deleted site:

1. Go to Settings -> Production sites/Stocks.
2. Deleted sites are hidden by default. Search for the deleted site by its name.
3. Open its details.
4. Click "Restore".

Packing

Packing functionality enables support for packing multiple products into a package, e.g. a box of 10 units. It is possible to plan and use bulk packaging materials in the manufacturing process.

Attention! The use of the Packing function is not required if each item is packaged individually. In this case, the packaging material is a usual raw material and the packaging operation must be included in the routing.

Jump to:

1. Demo video: Packing.
2. Enable Packing.
3. Usage of packaging materials:
   1. Setting up packaging materials.
   2. Adding packaging to a BOM.
   3. Using packaging in Manufacturing Orders.
   4. Reporting in My production plan.
   5. Reporting in Internet kiosk.
   6. Shipping packaged goods, printing package labels.
4. Calculating the weight of shipments.
   
   

Enable Packing

Packing functionality can be enabled in Settings -> System settings -> Enterprise settings -> Packing.

When this functionality is enabled:

• The following features appear:
  • Section Packing on the BOM details page.
  • Column Packaged on the Stock -> Items and Stock -> Stock lots pages.
  • Button to Print package labels on the shipment details page.
  • Item setting Weight on the item details page.
  • Column Weight on the shipment details page.
• It is possible to:
  
  • Include packaging materials and package quantity in the BOM.
  • Include packaging costs in the cost of the manufactured product.
  • Plan and use packaging in MOs.
  • Keep track of the packaged and not packaged products.
  • Plan the need for packaging material.
  • Use the weight of products and packaging, calculate the weight of a shipment, and use it in shipping documents.

Usage of packaging materials

1. Setting up packaging materials

A packaging item is created as a usual stock item. It:

• must be an inventory item,
• and can be either procured or manufactured.

2. Adding packing information of a product into its BOM

In the Packing section of the BOM:

1. Select an item as the packaging material.
2. Enter a number of ready products that fit into the package.

If you do not need to use packaging in the BOM, clear the “Product group” and “Packaging” fields.

3. Using packaging in Manufacturing Orders

When an MO is created, the quantity of necessary packaging is calculated.

• The quantity of packaging is rounded up to a full number.

Packaging material is presented in the last row of the list of materials.

If the packaging material is a manufactured item with a bill of materials:

• Its parts (and operations) are not included in this MO. It will not be considered as a nested sub-assembly, which will be assembled in the same MO.
• A separate MO must be created to manufacture the packaging material.

Reporting packing in My production plan

The packaging is not consumed automatically when using the “Consume parts for end-products” button.

The packaging must be consumed explicitly:

1. Find the packaging material. It is the last row in the list of parts.
2. Click the Consume button.
3. Enter the quantity that is consumed.
4. As the packaging is consumed, the quantity of Packaged products increases immediately (in Stock -> Items and Stock -> Stock lots).

Reporting packing in Internet-kiosk

When a worker reports the finish of the last operation of the MO, then:

• All booked packaging will be automatically consumed.
• The MO will be marked finished.
• Packaged products are counted to stock.

4. Shipping packaged products, printing package labels

To print package labels, press Print package labels on the shipment details screen.

Package labels are used to place additional information on packages to reflect the number of products in the package and the number of packages in this shipment.

Package labels can include package weight if product weights are defined.

The size, information, and layout of the label can be edited with the Label editor.

Calculating the weight of shipments

When the Packing functionality is enabled, it is possible to define the weight of each product in the item details.

This will be then used to automatically calculate the weight of the shipment.

With the help of the PDF Editor, the weight can be added to the Waybill and Packing list.

Return Merchandise Authorization (RMA)

The Return merchandise authorization (RMA) functionality allows handling situations when a customer returns items for repair and maintenance, or for refund or replacement.

The functionality can be switched on at Settings -> System settings -> Enterprise functions -> RMA.

If RMA functionality is switched on, then:

• the tab Customer returns (RMAs) appears in the CRM section,
• and tab Inspections appears in the Procurement section.
• It's possible to accept return goods, inspect these, repair or maintain, provide replacements, and refunds.

Jump to:

1. What is a customer return? What is an RMA order?
2. What are the available RMA types?
3. What are the steps of the RMA process?
4. How to add returned items into inventory?
5. How to receive returned products into stock?
6. How to inspect the returned products for deciding the RMA type?
7. How to process a refund only?
8. How to receive returned products and process a refund?
9. How to receive returned products without a refund?
10. How to process a repair or maintenance of products?
11. How to process a replacement product?
12. How to receive returned products and reject the return?

Types of customer returns, RMA types

The following RMA types are available:

1. Credit only - provide a refund only, without returning the products.
2. Repair - repair the products.
3. Repair and invoice - repair the products and invoice the customer for the repair.
4. Replacement - send replacement products to the customer. Possible to receive returned products.
5. Receipt and credit - receive the returned products and provide a refund. 
6. Receipt and no credit - receive the returned products without a refund.
7. Reject and ship back - reject the return based on the inspection of the returned products, and ship the products back to the customer.

Generally, the RMA process has several steps

Processing a customer return takes place in several steps:

1. When a customer wishes to return items, a new RMA order must be created.
2. When items are received, a target stock lot is created and it goes to inspection for the decision whether the items should be repaired, replaced, refunded, just received to stock, or rejected and shipped back. The decision can be made upfront by choosing the RMA type in the RMA's details.
3. Items that are received for RMA inspection are not counted in inventory. But these can be found in Stock -> Stock lots by statuses that start with “RMA”.
4. If the item should be repaired, a new service order should be created. (A service order is a special type of Manufacturing Order)
5. If the item should be replaced, a new item should be booked.
6. When an item can be shipped (after service order is fulfilled or replacement item has been booked or item was rejected) status of the RMA order is automatically changed to Ready for shipment. To ship, open the RMA order, scroll to Shipments section and add a shipment. Once all items are picked for shipment, the status of the RMA order is automatically changed to Shipped and invoiced.

Issuing an invoice or giving a refunding

Invoices can be made in the RMA order's details at the Invoices section:

• If the repair should be done at the customer's expense, issue an invoice.
• If the return is rejected and shipping is on the customer's expense, issue an invoice.
• If the decision is to refund the customer, create a credit invoice.

Adding returned items to inventory

By default, items that are received via RMA orders, are not added to inventory. If the item is returned and should be added to the inventory:

1. Open the RMA order at CRM -> Customer returns (RMAs)
2. Click on target stock lot.
3. Change the status from RMA returned to Received.

Demo video

Revision/Version Control System (VCS)

The Revision control system allows saving revisions of stock items and keeping track of all changes made to Bills of Materials (BOMs) and Routings.

Demo video: Revision/Version Control System.

This functionality can be turned on at Settings -> System settings -> Enterprise functions -> Version control system.

If this is turned on, then:

• A revision (version) can be stored in stock item details.
• An item's revision can be stored in the stock lot details. If some particular stock lot is reworked, the revision can be changed manually.
• When creating a manufacturing or purchase order, a revision is copied from the item to this document. Also, the revision is copied to the target stock lot. When the revision is changed in the initial document, the new revision is copied to the target stock lot.
• When creating a transfer order, the revision is copied from the source stock lot to the target stock lot. Please note that changing the revision in the source stock lot after the transfer order was created, does not affect the target stock lot.
• Every update to a BOM or a Routing creates a new revision of the document.
• On the BOM and Routing details pages, there is the list of previous versions, with the Created date, Notes, and User information.
• It is possible to restore a previous version of the BOM or the Routing.
• It is possible to view a PDF of the previous version.
• It is possible to edit notes. In the Edit mode, move the mouse over the notes, and edit them.
• In the BOM and Routing subsections of Production Planning, in part Versions it is possible to search by number, date period, name, user created, and notes.

Sales Management

The CRM -> Sales management section shows reports about the performance of sales staff per period. Can be used for staff commission calculation.

• The reports can be selected from the drop-down menu.
• The user can be reported from the drop-down menu.
• The period of a report can be custom-defined or selected from pre-defined options.
• Reports can be saved in PDF or CSV.

There are three reports:

1. Contacts - list customers that have been contacted (based on the updates of the customer records).
2. Changed statuses - number of customers' statuses that have been changed.
3. Invoices - invoices that have been created.

Demo video

Two-factor authentication

The Two-factor authentication functionality provides higher security when logging in by requiring the user to authenticate using two-step verification/login. Every time the user logs in the additional code will be generated and sent to the user, what he/she should enter.

This functionality can be enabled at  Settings -> System settings -> Enterprise functions -> Two-factor authentication (2FA).

If this function is enabled:

• it is possible to force users to perform 2-step verification at signing in (configured per user).
• Users must use their smartphones (iOS,  Android or BlackBerry only) to generate a special code and enter it for signing in.

Please do not try to switch that On without complete understanding how it works.

Enabling two-factor authentication (2FA) for logging in

1. Enable it at Settings -> System settings -> Enterprise functions -> Two-factor authentication (2FA).
2. Install the Google Authenticator app on the user's phone who will use 2FA:
   • iOS: https://itunes.apple.com/us/app/google-authenticator/id388497605
   • Android: https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2
   • BlackBerry:  https://appworld.blackberry.com/webstore/content/29401059
3. Go to Settings -> Human resources and open the user's details page.
4. Enable Two-factor authentication (2FA) for the user and Save changes.
5. Click link Show 2FA key.
6. Open Google Authenticator app.
7. Click Begin setup or +.
8. Click Scan barcode and scan a QR-code that is displayed,
   or click Manual entry.
9. Enter the key to field Key.
10. The account can be your MRPeasy username.
11. Time-based must be turned on.

If 2FA box is checked for a particular user, the software will ask to enter the authentication code every time when logging in. The user should:

1. Open Google Authenticator app.
2. Enter the code that is generated by the app.

Software Settings

The Settings -> System settings -> Software settings page allows setting the preferences, which affect the behavior of the software.

Demo video: Software settings.

The following settings can be set from this page:

1. Edit mode - if documents can be edited right away when opened, or the "Edit" button must be clicked. 
2. Worker sees in "My production plan" - visibility settings of other operations for the worker in "My production plan".
3. Worker sees in Internet-kiosk - visibility settings of scheduled operations for the worker in Internet-kiosk.
4. Different tax rates - the possibility to set the tax rate for every item on an invoice.
5. Advanced Internet-kiosk - option to show more information in the Internet-kiosk.
6. Backward scheduling - backward scheduling for just-in-time delivery when automatically scheduling from a Customer Order.
7. Flexible CO quantity - if a Manufacturing Order (MO) was automatically created from a Customer Order (i.e. make-to-order), then if the final MO quantity changes, then the Customer Order quantity will be updated.
8. Materials requisition - the ability to create materials requisitions in manufacturing order details.
9. Several invoices per PO - the ability to create several incoming invoices per purchase order.
10. Update purchase terms from PO – ability to enable/disable automatic updating of an item’s price in its purchase terms, when the item’s price is edited in a purchase order.
11. Use planned goods – the ability to consume parts with statuses ‘Planned’ and 'On hold' in manufacturing orders and pick planned parts for shipments and transfer orders.
12. Decimal places - the ability to set the number of decimal places in price fields.
13. Update currency rates - if turned ON, the software will update currency rates automatically each night.
14. Tracing - when tracing is disabled, available items are booked into orders based on the FIFO method fully automatically by the system in the background.
    When it is enabled, bookings and stock lots are managed manually by the user, thus enabling tracking and tracing of stock lots.

Edit mode

By default, the Edit mode is turned off, which means that all documents are editable right away when opened.

Enabling Settings -> System Settings -> Software settings -> Edit mode forces the user to click the Edit button in a document if the user wishes to update it.

If several users try to edit the same data simultaneously, they may overwrite each other’s changes. Turning this setting on locks the document for whoever opened its Edit mode first, thereby solving the problem.

Read also: What is the lock handler?

Worker sees in "My production plan"

The Settings -> System Settings -> Software settings ->  Worker sees in "My production plan" allows choosing which operations from a Manufacturing Order are visible for the worker when looking at a Manufacturing Order in the "My production plan" section.

The worker can either see:

1. All operations from a Manufacturing Order, where the worker has an operation to perform.
2. The worker's operations plus the previous and the next.
3. The worker's operations only.

If it is a multi-level manufacturing order:

• According to visibility restrictions, only the operation(s) and materials of the concerning assemblies are seen. E.g. if the worker can only see 1 operation (his own), only the materials of this assembly are seen.
• If the user has access rights to Production planning and Workstations, the user will see all operations and materials in the Manufacturing Order, regardless of this setting.

Worker sees in Internet-kiosk

The Settings -> System Settings -> Software settings ->  Worker sees in Internet-Kiosk allows choosing which scheduled operations are visible for the worker in the Internet-kiosk.

The worker can either see:

• All operations that are scheduled for this worker.
• Ready for execution - operations are displayed only when all previous operations in that MO are finished.

Advanced Internet-kiosk

When the setting Settings -> System Settings -> Software Settings -> Advanced Internet-kiosk is turned on, then the internet-kiosk displays more information than by default.

When this setting is turned on, then the user can:

• see parts and materials,
• see attached files,
• report serial numbers of used parts and ready products.

By default, only the required quantity is shown for parts. In this setting, other columns can be enabled:

• stock lot,
• storage location.

Different Tax Rates

If the Settings -> System Settings -> Software settings -> Different tax rates option is turned on, it is possible to set a separate tax rate for every product on an invoice.

Additionally, it is possible to define:

• A default tax rate for each customer at CRM -> Customers -> A customer's details page.
• A default tax rate for each item at Stock -> Items -> An item's details page.

If an invoice is created, the following tax rate will be used:

1. The customer's custom tax rate.
2. If the above is not defined, the item's custom tax rate.
3. If the above is not defined, the tax rate from Settings -> System settings -> Company details.

Backward scheduling

When booking products for a customer order, the software can automatically create manufacturing orders for products that are missing from the stock.

Turning the Settings -> System Settings -> Software settings -> Backward scheduling setting on enables backward scheduling for just-in-time delivery, according to the Customer Order's delivery date, when automatically scheduling Manufacturing Orders from a Customer Order.

• The scheduling takes into account other operations and the planned idle times for machines. To use automatic scheduling, the item must have a Bill of Materials and a Routing.
• By default, the software schedules the Manufacturing Order to the first available time, which is called Forward planning.
• The software allows backward scheduling when using the Enterprise pricing plan: when you set the Delivery date, the software will try to find the latest possible time to finish Just-In-Time before the Delivery date.

Flexible CO quantity

When booking products for a customer order, the software can automatically create manufacturing orders for products that are missing from the stock.

If the Settings -> System Settings -> Software settings -> Flexible CO quantity option is turned on and a manufacturing order, which was created automatically, is finished with a different quantity, the quantity in the customer order will be updated.

Materials requisition

When the Settings -> System Settings -> Software settings -> Materials requisition option is turned ON, the Materials requisition PDF can be created:

• for the entire manufacturing order (the button Materials requisition on the right top corner of the MO details page);
• for each sub-assembly in multi-level manufacturing order (buttons Materials requisition near each sub-assembly on the MO details page);
• for several manufacturing orders in bulk from the Production planning -> Manufacturing orders list view (select several lines and press the printer icon on the top right of the list).

The Materials requisition sheet layout can be configured in the PDF Editor.

For preparing the Combined materials requisition list, choose desired MOs by checking the appropriate checkboxes in the MO list, and press the printer icon on top. The system will create the PDF with a combined requisition list.

Several invoices per PO

By default, one purchase order can be associated with one incoming invoice only. Changing the Settings -> System Settings -> Software settings -> Several invoices per PO to Yes allows entering several invoices per purchase order.

Generally, the "Several invoices per PO = Yes" functionality is intended to be used:

• when there are several invoices per one PO. I.e. there are several different Invoice IDs.
• when there may be an additional invoice from another company, e.g. the delivery company.

After enabling this functionality:

• Invoices section appears at the bottom of the PO.
• Additional fees are entered into invoices.
• Payments are entered into invoices.
• It is possible to add an invoice from another vendor to the PO (e.g. additional fees for freight).

If the option Separate invoices and deliveries is "Yes", then the Deliveries section appears at the bottom of the PO. For receiving the goods into stock the delivery must be entered.

If the option Separate invoices and deliveries is "No", then for receiving the goods into stock the invoice must be entered.

After enabling this Several invoices per PO functionality, it is not possible to add several invoices to pre-existing POs, if they already:

• have an invoice number,
• have payments entered,
• have been received, fully or partially.

Update purchase terms from PO

By default, the software updates the item’s price in purchase terms, when a purchase order (PO) with a different price is saved.

The Settings -> System Settings -> Software settings -> Update purchase terms from PO setting allows you to disable the default behavior.

To disable this functionality, so purchase terms will not be automatically updated, select the value No.

Use planned goods

By default, the software allows using stock items in status Planned or On hold. These items can be consumed in manufacturing orders or picked in shipments and transfer orders. See also: What are the stock lot statuses?

The Settings -> System Settings -> Software settings -> Use planned goods setting allows to deny using the planned goods.

To disable this functionality, and deny consumption or picking of planned goods, select the value No.

The benefits of having this setting enabled are the following:

1. If someone forgets to report a PO received or a MO finished, the next person is still able to record their actions. E.g. the parts can be consumed in MOs or shipped to customers.
2. You are able to ship products from a partially completed MO to a customer or consume these products as parts in other MOs.

If this setting is enabled, you should be aware of the following:

1. When planned goods are used, then when goods are finally received (e.g. PO is received, MO is finished), the financial transactions of usage of goods are done only retrospectively.
   
   • Initially, the cost of all used planned goods is considered as 0.
   • Once the products are finally received, the movements appear in the Stock -> Stock movements reports.
     • The transactions are backdated, according to the date these were reported.
   • Once the products are finally received, financial transactions are updated in the Accounting module.
     
     • When the user action is initially saved, a transaction with 0 value is recorded for that date, because the items are not in stock.
     • Once items are received, then that value is updated. If books are closed, this action is blocked.
   • If you use accounting integrations with synchronization of balances, as MRPeasy does not post backdated journals, the transactions are posted as "adjustments to previous periods" with the value date of when the synchronization takes place.
2. If you do not physically track stock lots and record this information in MRPeasy, you may experience situations, e.g. where items from the MO or PO (their target stock lot) are consumed, while the PO is actually physically not even received, and you are unable to edit the quantity of the MO or PO or cancel it.

Decimal places

The Settings -> System Settings -> Software settings -> Decimal places settings allow changing the number of decimal places used for unit, subtotal and total prices in CRM, Procurement, Stock, and Production planning modules.

By default,

• prices have two decimal places,
• except the price per unit in CRM and procurement sections. These prices can have four decimal places.

For numbers, smaller than 0.1, no rounding is performed and they are displayed based on the full internal precision, that is 10 decimal digits.

General rounding rules

With the above exception, MRPeasy uses a uniform rounding approach almost everywhere around the system:

• Numbers above 0.1 are rounded to show 2 decimal digits.
• Numbers below 0.1 are not rounded and are shown with all available decimal digits (up to 10).

Update currency rates

MRPeasy allows adding additional currencies to your account. By default, the currency rate that you entered is not updated automatically. To enable automatic updates, change the value of the Settings -> System Settings -> Software settings -> Update currency rates to Yes.

This function requires that all currencies are defined as 3-letter codes according to international standards (USD, GBP, AUD, EUR, etc.). See: https://en.wikipedia.org/wiki/ISO_4217

The provider of the real-time rates is Openexchangerates.org. The rates are mid-market rates derived from the mid-point between the "buy" and "sell" transactional rates from global currency markets. 

Tracing

The Tracing functionality enables precise tracking of goods and materials by stock lots throughout the purchase, production, and distribution processes.

Caution:

• Some automatic actions may happen immediately after Tracing is turned off.
• It is advised to download a database backup before changing the setting.

   Tracing turned off

1. Available goods are automatically distributed among orders where they are needed.
   
   • Part/product statuses of orders are calculated based on the availability of items, prioritized by the required date of each item.
   • Anytime the availability of goods or demand for them changes, this process is carried out in the background.
2. Items can be consumed (picked) from all stock.
   
   • When an item is consumed (picked), the stock lot is chosen according to the FIFO principle.
   • The user is never asked to and neither cannot select a stock lot.
3. Customer Orders:
   
   • Customer Order status must be Confirmed to generate demand and automatically book goods for them.
   • Customer Orders without delivery dates are prioritized before orders with delivery dates.
   • Orders with an earlier delivery date are before orders with a later delivery date.
4. Manufacturing Orders are prioritized according to the start date.

   Tracing turned on

1. Goods for an order are booked (reserved) from specific stock lots.
   
   • Existing bookings can only be manually changed by the user’s actions.
   • If the availability of goods, demand, or the order of consumption changes, the user must change the bookings manually.
   • It is possible to reserve specific goods for a specific order, these cannot be used for any other purpose.
   • Part statuses of orders are calculated based on the allocated stock lots.
2. Items can only be consumed (picked) from the booked stock lot.
   
   • The user can keep track of physical goods by labeling them with stock lot numbers and keeping track of which were used in which orders.
3. Customer Orders:
   
   • Goods must be booked via the Check stock and book items function.
   • Stock lots are shown in Shipments and can be shown on shipping documents.
4. Manufacturing Orders:
   
   • Stock lots are shown line-by-line in the Parts section, and can be managed individually.
   • Bulk actions are available for unbooking/booking materials for a single MO; and for rebooking all materials to planned MOs according to FIFO.

Expiry date and Quality control functions require Tracing turned on.

Usability Settings

The Settings -> System settings -> Usability settings page allows configuring the user interface.

The following settings are available:

• Dashboard as the homepage - if turned on, you will see the dashboard immediately after you sign in.
• Color scheme - choose the software color scheme.

Notifications

The Settings -> System settings -> Notifications page allows each user to configure which events to receive e-mail notifications about. E-mails are sent to the user’s username.

The following notifications can be used:

• I have a new task assigned.
• New items appeared on the Critical on-hand list - such a list is sent once an hour.
• My approval has been requested - visible when the Enterprise function Approval System is turned on.
• My weekly production schedule sent - your weekly production plan is sent one hour before the start of your business week.
• The workstation needs to be serviced - visible when the Enterprise function Maintenance Management System is turned on.
• A new item appeared in the Inspections list - such a list is sent once an hour. Visible when the Professional function Quality Control is turned on.
• Changes to the status of a customer, manufacturing, or purchase order. It is possible to select all statuses or specific ones.

Disclaimer

Email is not a 100% reliable channel of communication. Emails can be marked as spam, delayed, or lost along the way, or on the receiving mail server side. 
MRPeasy sends emails, but cannot be held responsible for delivering them to the addressee.

Additional Currencies

The Settings -> System settings -> Additional currencies page allows defining additional currencies and their exchange rates to the system’s base currency.

• Please note – the system uses only one base currency in stock, and to which the additional currencies relate to. The base currency is defined at Settings -> System settings -> Regional settings -> Currency sign.
• The idea of different currencies is to display them on purchasing/sales documents – Purchase order (PO), Customer orders (CO), and Invoice/Quotation/etc.
• It is also possible to set default currencies for customers and vendors.
• The price of every lot in the stock is displayed in the base currency. Even if a different currency is used when making a PO, the stock lot will still be displayed in the base currency, taking into account its exchange rate.
• When creating a document, the currency exchange rate is taken from the list of additional currencies. It is possible to change the rate in the particular document after.
• Important! Changing the currency sign in System setting -> Regional Settings (in a live database) will not result in any changes in financial values or recalculation of documents and exchange rates; only the sign is changed. 

Update rates automatically

MRPeasy can update currency rates automatically each night. To enable this functionality, please change the value of the Settings -> System Settings -> Software settings -> Update currency rates to Yes.

This function requires that all currencies are defined as 3-letter codes according to the international standards (USD, GBP, AUD, EUR, etc.). See: https://en.wikipedia.org/wiki/ISO_4217

The provider of the real-time rates is Openexchangerates.org. The rates are mid-market rates derived from the mid-point between the "buy" and "sell" transactional rates from global currency markets. 

Allowed IPs

The Settings -> System settings -> Allowed IPs page allows defining IP addresses from which it is allowed to sign in to your account at MRPeasy.

• The IP-address limits apply only to the users, for whom the setting Access limited is enabled in the user's settings at Settings -> Human resources -> user's rights. All other IP addresses will be blocked. 
• Access cannot be limited for the account administrator..
• Please note that if your company does not have an Internet connection with a static IP, better not to use this function because your IP can change. For more information about static IP please consult your Internet service provider (ISP).

Integrations

The Settings -> System settings -> Integrations page allows setting up and managing the integrations with MRPeasy.

The following integrations are currently available:

• Amazon
• BigCommerce
• EDI
• External files - Google Drive, OneDrive, Dropbox
• HubSpot
• Magento
• Pipedrive
• QuickBooks Online
• Salesforce
• Shipstation
• Shopify
• SolidWorks
• Ware2Go
• WooCommerce
• XERO
• Zapier
• Application Programming Interface (API) (for paid Unlimited accounts only)

Amazon

MRPeasy can be integrated with two Amazon services via Zapier:

1. Amazon Seller Central
2. Fulfillment by Amazon

Amazon Seller Central

This integration imports orders from Amazon Seller Central to MRPeasy.

Fulfillment by Amazon

The Fulfillment by Amazon integration on Zapier is no longer available, as Amazon has deprecated the API that was powering the integration. Sadly, this is outside of our control.
At this time, a direct replacement is unavailable.

BigCommerce

BigCommerce is a powerful e-commerce platform. BigCommerce and MRPeasy work seamlessly together so that sales are done in BigCommerce and products are manufactured, materials are handled, production is planned, and purchasing managed in MRPeasy.

Jump to:

1. Synchronization of orders: 
   1. Orders valid for import from BigCommerce.
   2. Posting an order from BigCommerce to MRPeasy.
   3. Booking products in MRPeasy.
   4. Ready for shipment notification.
   5. Shipping the products.
   6. Taxes.
2. Synchronization of inventory levels.
3. Setup:
   1. Connecting with BigCommerce.
   2. Customer information.
   3. Shipping costs.
   4. Marking orders as paid.
   5. Configuring products.
   6. Synchronizing inventory.
   7. Connecting several stores.
4. Support for integration.

Synchronization of orders

Orders valid for import from BigCommerce

1. Orders that are already in BigCommerce when you establish the integration will not be sent to MRPeasy until they are updated (opened and saved).

• This allows the user to re-import orders if needed. 

2. Orders that satisfy one of the following conditions can be imported from BigCommerce:

• not fulfilled, or
• created within the last 30 days.

3. Only paid orders can be imported from BigCommerce.

4. Products must be pre-defined in MRPeasy.

• Products are matched by the SKU field in BigCommerce and the Part Number field in MRPeasy.
• If some products must not be sent to MRPeasy (for example, a service), they must have no SKU value or an SKU that does not match any part number in MRPeasy.
• If the order has no products with matching SKUs:
  • It is not imported to MRPeasy.
  • A note is attached to the order.

5. Additional notes:

• POS orders should also be imported.
• If some plugin updates all orders, then too old orders will be ignored.
• If the integration was configured more than 30 days ago, then all valid orders are imported already.

Step 1. Posting an order from BigCommerce to MRPeasy

1. An order is imported to MRPeasy as a Customer Order at CRM -> Customer Orders.
2. A note "In production" is added to the order in BigCommerce.
3. The BigCommerce order number is copied to the Reference field in the MRPeasy Customer Order.

Step 2. Booking products for the order in MRPeasy

When an order has been imported into MRPeasy from BigCommerce:

1. The software tries to book products. Available products are booked immediately.
2. If there are products which couldn't be automatically booked, then:
   • The Customer Order status will be Confirmed.
   • The Product status will be Not booked.
   • To book these parts, please see the instructions: How to check stock and book products for a customer order?
   • Demand for these items is created automatically. If items have a Reorder point value set, then these will already be displayed on the Critical On-hand report, which shows shortages.

Step 3. Notification when products are available for shipment

When all products are ready:

1. The MRPeasy Customer Order’s status is changed to Ready for shipment.
2. In BigCommerce, the order status is changed to Awaiting shipment, and a note "Ready for shipment" is added in the order details, indicating that this order can be fully fulfilled.

Step 4. Shipping the items and subtracting the stock from MRPeasy

For shipping the items, there are two alternative options:

1. Create a shipment in MRPeasy and pick all items. If the shipment contains items from one customer order, then the shipment will be posted to BigCommerce. When the tracking information is updated in MRPeasy, it will be posted to BigCommerce.
   When the order is fully shipped in MRPeasy, the status of the order in BigCommerce will be changed to Shipped.
2. Change the status of the order to Shipped in BigCommerce. A shipment will be created in MRPeasy, and all items will be automatically marked picked so that products are deducted from the inventory.

Taxes

All prices in the imported Customer Order are without tax.

• All sales prices in MRPeasy are tax exclusive. If an item's price in BigCommerce is tax inclusive then its net sales price is derived.
• Taxes are added to invoices, not orders in MRPeasy.

If invoices are created (option "Mark orders as paid" is enabled):

• Taxes are added to sales invoices.
• Tax is calculated and rounded per line.
  • See: Tax calculations, rounding of tax.

Synchronizing inventory levels from MRPeasy to BigCommerce

MRPeasy can update available quantities of products in BigCommerce.

If this function is enabled:

• Once per hour MRPeasy will update available quantities of products in BigCommerce with available quantities from MRPeasy.
  See also: How to read the inventory numbers - in stock, available, expected?
• Products are matched by "Part number" in MRPeasy and "SKU" in BigCommerce.
• If some product does not exist in BigCommerce, or its’ inventory is not tracked in BigCommerce, then this product is ignored during the synchronization.

To enable this functionality:

1. Go to Settings -> System settings -> Integrations -> BigCommerce.
2. Click the "Edit" button next to your shop.
3. Select the option "Sync inventory levels".
4. If you have several sites in MRPeasy, it will be possible to choose what sites to synchronize.

Setting up the BigCommerce integration

To set up the integration between BigCommerce and MRPeasy:

1. Go to https://www.bigcommerce.com/apps/MRPeasy/ and click Get This App.
2. Sign up or sign in to your MRPeasy account.
3. Fill in the required information:
   
   • Select whether to import customer information or to use a generic customer.
   • If you do not import customer information, optionally, select to import shipping address only.
   • Select whether to import shipping costs or not.
   • Select whether to mark customer orders as paid or not.
   • If the Enterprise functionality "Multi-Stock and Production Sites" is enabled, select the site for booking products.
   • Select whether to synchronize inventory levels from MRPeasy to BigCommerce.
4. Click the Save button.
5. Set up products in MRPeasy.
6. Optionally, add another BigCommerce store.

Importing customer information from BigCommerce

Depending on your business specifics, you may want to import customer information from BigCommerce to MRPeasy.

For privacy and data consistency reasons, it is advised to have customer information in one place only. That is, if a customer signs up in BigCommerce, better to have his contact details in BigCommerce only.

You can set up the integration in one of the following ways:

1. Use a generic customer in MRPeasy, without importing any customer information. 
   • Do not select the option "Import customers".
     
   • Do not select the option "Import shipping address".
   • In this case, MRPeasy will create one generic customer in MRPeasy CRM, and use it for all orders that are imported from BigCommerce. It contains the domain name of your BigCommerce store.
2. Import the customer. 
   • Select the option "Import customers".
   • Now, when importing an order, MRPeasy looks for a customer with the same e-mail address.
     • MRPeasy searches by customer's general e-mail first. If no customer is found, MRPeasy searches by the customers' contacts' e-mail. If there are several records with the same e-mail, any record can be selected - it is not possible to predict which record will be used.
     • If the customer exists, it will be used to create the order.
     • If no customer is found, a new customer will be created.
     • The shipping address will be added to the customer's details.
3. Only import the shipping address, while using a generic customer in MRPeasy. 
   • Do not select the option "Import customers".
     
   • Select the option "Import shipping address".
   • Now, when importing an order, the shipping address is imported, saved in the generic customer’s details, and selected in CO.

Please note that BigCommerce allows updating the shipping address after the order has been placed. In this case, MRPeasy tries to update the address in the customer's details in MRPeasy. Nevertheless, please check that addresses match in both systems.

Importing shipping costs

To import shipping costs from BigCommerce to MRPeasy:

1. Go to your BigCommerce account -> Apps.
2. Configure the integration between BigCommerce and MRPeasy.
3. Select the option "Import shipping costs".
4. Select the stock item for saving shipping costs.

When an order is imported from BigCommerce, a new line with this item and the shipping cost is added to the order in MRPeasy.

Shipping costs will be imported from BigCommerce without tax.

Marking customer orders as paid

To mark customer order as paid:

1. Go to your BigCommerce account -> Apps.
2. Configure the integration between BigCommerce and MRPeasy.
3. Select the option "Mark orders as Paid".

When an order is imported from BigCommerce, a new invoice is created in MRPeasy with all products and shipping costs. The invoice is created with tax included. Full payment is added to the invoice.

Configuring products in MRPeasy and BigCommerce

Products must be set up in MRPeasy and BigCommerce separately.

The SKU field in BigCommerce must match the Part Number field in MRPeasy. Otherwise, the order of the product will not be imported to MRPeasy.

Please see:

1. Demo video: Inventory management in MRPeasy.
2. Demo video: Setting up procured items.
3. Demo video: Setting up manufactured items.
4. Demo video: Setting up inventory levels.
5. Setting up new items.
6. Import items.
7. Enter initial inventory values.

Connecting several BigCommerce stores with MRPeasy

It is possible to integrate multiple BigCommerce stores with MRPeasy.

To do that:

1. Please go to Settings -> System Settings -> Integrations.
2. At the BigCommerce section, click the "+" button to add an additional BigCommerce store.

If you do not import customer information, then every BigCommerce store has its own generic customer. It contains the domain name of your store.

Support

The integration between BigCommerce and MRPeasy is maintained by MRPeasy. If you have any technical questions about the integration, please turn to MRPeasy support.

Electronic Data Interchange (EDI)

EDI is a standardized communication protocol used for exchanging business documents and data between different computer systems or networks.

It enables seamless and quick electronic transfer of business documents such as purchase orders, invoices, and shipping notices, enhancing efficiency, accuracy, and speed in business processes.

Our technology partner Crossfire provides EDI integrations to MRPeasy. Please contact them here: https://www.crossfireintegration.com/

The reason for using a technology partner is that almost every EDI integration is unique.

External files

MRPeasy allows attaching files to various documents and objects from external cloud storage.

The files could be used for

• displaying the company logo on documents,
• attaching drawings and images to items, which can be viewed from the MRPeasy screen by the worker,
• attaching certificates to stock lots,
• attaching work instructions to routings,
• etc.

The following external storage solutions are supported for adding documents and attachments:

• Dropbox.
• Google Drive,
• Microsoft OneDrive.
• any external URL (direct link).

Jump to:

1. Document system in MRPeasy, attaching files.
2. Preview images, PDFs and CAD models inside MRPeasy.
3. Add your company logo to documents.
4. Attachments to items.
5. Item icons.
6. Automatically add item files to Purchase Order PDFs.
7. Can another user access what I have on my Google Drive / OneDrive / Dropbox?

Document system, attaching files

Links to files could be attached to stock items, stock lots, shipments, transfer orders, write-offs, customers, customer notes, customer orders (COs), customer returns (RMAs), manufacturing orders (MOs), workstations, workstation groups, bills of materials (BOMs), routings, vendors, purchase orders (POs), QC inspections, incoming invoices, and deliveries.

For attaching a file:

1. Open the document you wish to add the file to.
2. In the Files section, press the button of the respective service/method: Dropbox, Google Drive, OneDrive, or Direct link.
3. For cloud services:
   3.1. Log in to the cloud hosting service, if you haven't done so earlier.
   3.2. Choose the file.
   3.3. Confirm.
4. Click Save in MRPeasy.

Previewing images, PDFs, and CAD files

If images  (PNG, JPG, GIF, SVG, WEBP) or PDFs are attached:

• a button "Show images" is displayed on the right side of the screen.
• When this button is clicked, an area with attached images is expanded. This area can be moved to a new location or resized by dragging the borders. The last setting for displaying images will be saved and used for the same user.

Viewing 3D CAD models inside MRPeasy:

• 3D models are displayed in MRPeasy if the attached models are in Collada (.DAE) or XML3D format and if your browser supports WebGL (Google Chrome, probably Safari and Internet Explorer 11, and maybe Firefox).
• Most 3D CAD software packages can export models to Collada format.

Attachments to items

You can attach files (e.g. documents, drawings, specifications) to items, which can be accessed from various locations inside the software (e.g. in Manufacturing Orders, in My Production Plan, or Internet kiosk).

For attaching documents to items:

1. Upload it to cloud storage, or your local file server.
2. Attach it to the item at Stock -> Items -> Item details in the Files section.
3. Optionally, mark checkboxes for the following options:
   • Icon - if this is the icon of the item.
   • PO - if this file should be automatically added to a Purchase Order PDF as a link.

Stock item icons

Stock item icons can be displayed:

1. In the list of items at Stock -> Items. Add the column Icon to the table to see icons.
2. When selecting items (e.g. when adding items to COs or POs). When an item selection drop-down menu is opened, the icon is displayed when hovering the cursor over an item.
3. In PDFs: Quotation, Invoice, Order confirmation, Prepayment Invoice. Use the PDF editor to enable icons in the layouts of the documents.
4. In the Customer Portal, as an image of an item for sale. Direct links must be used when adding icons for the Customer Portal. Icons added from Google Drive, Dropbox, and OneDrive will not be visible in the portal. 

To add an icon to an item:

1. Attach an image to a stock item.
   • The file must be publicly shared.
   • GIF, JPEG, or PNG up to 50 KB.
   • The preferred size of the file is 160x120 px for the best visual and printing quality.
2. For this file, check the Icon checkbox.

The size of the icon on the screen and PDF is 9x7 mm. 

Attaching files to Purchase Order PDFs

The files attached to stock items can be automatically added as links to Purchase Orders PDFs. To set this up:

1. Attach a file to the item.
2. Check the PO checkbox for the file.

File hosting

Jump to:

1. Dropbox.
2. Google Drive.
3. Microsoft OneDrive.
4. Direct link (URL) from any file hosting service (e.g. a local fileserver).
5. Can another user access what I have on my Google Drive / OneDrive / Dropbox?

Dropbox integration

Dropbox is a very convenient way for synchronizing your files between multiple devices while also keeping these in cloud storage. To attach files from Dropbox, first create an account at Dropbox. Dropbox software can be installed on your computer, but it is not required.

Google Drive integration

Google Drive is a very convenient way to synchronize your files between multiple devices while also keeping these in cloud storage. To attach files from Google Drive, first create an account at Google. Google Drive software can be installed on your computer, but it is not required.

The integration with Google Drive can be configured at Settings -> System Settings -> Integrations -> Google Drive.

For the connection between MRPeasy and Google Drive, please allow pop-up windows, at least for the first time.

Disconnecting from Google Drive will disable attaching new files. But it will not delete existing attachments.

Limitations:

• The interface for attaching files is provided by Google. If it does not display some files or folders in your Google Drive, we cannot help.
  • Alternatively, to bypass this, you could save the file's link from Google Drive as a Direct link.

Microsoft OneDrive integration

Microsoft OneDrive is a very convenient way for synchronizing your files between multiple devices while also keeping these in cloud storage. To attach files from OneDrive, first create an account at OneDrive. OneDrive software can be installed on your computer, but it is not required. Files can be uploaded at http://onedrive.live.com.

In order to use OneDrive for Business, external file sharing must be enabled at https://admin.onedrive.com/?v=SharingSettings:

Direct link

If your company uses local file storage (a vault or a file server), you can save direct internet links (URLs) to files, if these URLs are visible via the Internet. These files will be used by MRPeasy in the same way, as files that are selected from external cloud storage.

The workflow is as follows:

1. Copy the URL of your file.
2. Where is the section for attaching files, click the blue button with the chain icon.
3. In the opened field paste the URL.
4. Save.

The only limitation is, that direct links to files cannot be used as a logo in PDF files. If this is needed, please sign up for any cloud storage, and upload the logo there.

Please note that the link must be a URL (a web address). You can check your file accessibility using your browser in incognito mode.

It is not possible to use paths to files in your local filesystem/network, e.g. "C:\...". Opening such a path is usually automatically blocked by web browsers because of security concerns.

So, to use direct links, your file server should be able to generate a URL link to the file, which you wish to access.

Can another user access what I have on my Google Drive / OneDrive / Dropbox?

With a Google Drive integration, all your users can access files in that account through the file picker in MRPeasy.

For other services, generally, others can only access files in the service through the file picker, if they log in to the same account on their computer.

• Dropbox: everyone must separately sign in to a Dropbox account in their web browser to choose files.
• Google Drive: a connection with one Google Drive account is established (at Settings -> System settings -> Integrations). All users in the MRPeasy account can choose files from this Google Drive account via the file picker in MRPeasy.
• OneDrive (personal) - everyone must separately sign in to a OneDrive account in their web browser to choose files.
• OneDrive (business) - everyone must separately sign in to a OneDrive account in their web browser. Directory rights are defined inside the company account.

HubSpot

HubSpot is a powerful CRM system, it gives great capabilities to manage your sales process. HubSpot and MRPeasy can work seamlessly together via Zapier, so that sales are done in HubSpot and production, inventory, and purchasing management, and order fulfillment is done in MRPeasy.

How to import deals from HubSpot to MRPeasy?

Integration between HubSpot and MRPeasy must be configured in Zapier.

1. Set up the trigger

1. Choose the app HubSpot and select the event Updated Deal Stage.
2. Select your HubSpot account.
3. Select the pipeline and stage.

2. Load customer details

2.1. First, it is needed to get ID of client's company.

1. Choose the app HubSpot and select the action Find Associations.
2. Select your HubSpot account.
3. Enter the ID of the object you want to search: Deal ID.
4. Select the type of the object: Deal.
5. Select the number of associations: One.
6. Select the object being associated: Company.

2.2. Next, get company details.

1. Choose the app HubSpot and select the action Find Company.
2. Select your HubSpot account.
3. Enter the first search property name Company information: Record ID (hs_object_id).
4. Enter the first search property value Deal to Company.

3. Get the list of products

3.1. First, it is needed to get IDs of products.

1. Choose the app HubSpot and select the action Find Associations.
2. Select your HubSpot account.
3. Enter the ID of the object you want to search: Deal ID.
4. Select the type of the object: Deal.
5. Select the number of associations: One.
6. Select the object being associated: Line Item.

3.2. Next, prepare IDs of products to request product details.

1. Choose the app Code by Zapier and select the action Run Javascript.
2. Enter the input data line_items: Deal To Line Item. 
3. Ask code from MRPeasy Support by opening a support ticket.

3.3. Load product details.

1. Choose the app HubSpot and select the action Find Line_item in HubSpot.
2. Select your HubSpot account.
3. Enter the first search property name Record ID (hs_object_id).
4. Enter the first search property value Hs Line Id.

3.4. Temporarily save details of all products.

1. Choose the app Code by Zapier and select the action Run Javascript.
2. Enter the input data
   sku: Line item information: SKU
   quantity: Price: Quantity
   price: Price: Net price
   deal_id: Deal ID
   line_item_ids: Deal to Line Item
3. Ask code from MRPeasy Support by opening a support ticket.
4. In Code, enter a unique STORE_KEY. Please copy a unique UUID version 4 from https://www.uuidgenerator.net/version4.

3.5. Pass products to the next stage.

1. Choose the app Filter by Zapier.
2. Configure the following condition: Only continue if ID exists.

4. Create a customer order

1. Choose the app MRPeasy and select the action Create Customer Order.
2. Select your MRPeasy account.
3. Enter the input data:
   Reference: Deal information: Deal Name
   Customer Name: if you want to import customer details, use Company information: Name. If you want to import orders anonymously, please enter any text (e.g. HubSpot customer).
   Shipping - Company: Company information: Name
   Shipping - Street Line 1: Company information: Street Address
   Shipping - Street Line 2: Company information: Street Address 2
   Shipping - City: Company information: City
   Shipping - State: Company information: State/Region
   Shipping - Postal Code: Company information: Postal Code
   Shipping - Country Code: Company information: Country/Region
   Shipping - Phone: Company information: Phone Number
   Lines - SKU: Lines Sku
   Lines - Quantity: Lines Quantity
   Lines - Total Price: Lines Price

When testing the Zap in the Zapier test environment, please note:

• If the HubSpot test deal has multiple lines, the first line of the deal will be repeated in MRPeasy test CO as many times as there are products in the deal. This is OK. This is a feature of the Zapier test environment. 
• Please enable this ZAP, and make a new deal in Hubspot to test the live environment. You should get a correct customer order in MRPeasy. 
• It may take up to 15 minutes before MRPeasy receives the deal from HubSpot and Zapier.

Update a customer order

Set up another ZAP using the "Update Customer Order" action instead of "Create Customer Order". In both ZAPs, be sure to pass the same order number in the "Customer Order Number" field (not "Reference") to update the correct order.

Magento

Magento is a powerful e-commerce platform. Magento and MRPeasy work seamlessly together so that sales are done in Magento and products are manufactured, materials are handled, production is planned, and purchasing managed in MRPeasy.

Jump to:

1. Synchronization of orders: 
   1. Orders valid for import from Magento.
   2. Posting an order from Magento to MRPeasy.
   3. Booking products in MRPeasy.
   4. Ready for shipment notification.
   5. Shipping the products.
   6. Taxes.
2. Synchronization of inventory levels.
3. Setting up the integration: 
   1. Requirements.
   2. Connecting with Magento.
   3. Customer information.
   4. Shipping costs.
   5. Marking orders as paid.
   6. Configuring products.
   7. Synchronizing inventory.
   8. Connecting several stores.
4. Support for integration.

Synchronization of orders

Orders valid for import from Magento

1. Orders that are already in Magento when you establish the integration will not be sent to MRPeasy until they are updated (opened and saved).

• This allows the user to re-import orders if needed. 

2. Orders that satisfy one of the following conditions can be imported from Magento:

• not fulfilled, or
• created within the last 30 days.

3. Only paid orders can be imported from Magento.

4. Products must be pre-defined in MRPeasy.

• Products are matched by the SKU field in Magento and the Part Number field in MRPeasy.
• If some products must not be sent to MRPeasy (for example, a service), they must have no SKU value or an SKU that does not match any part number in MRPeasy.
• If the order has no products with matching SKUs:
  • It is not imported to MRPeasy.
  • A note is attached to the order.

5. Additional notes:

• POS orders will be imported.
• If some plugin updates all orders, then too old orders will be ignored.
• If the integration was configured more than 30 days ago, then all valid orders are imported already.

Step 1. Posting an order from Magento to MRPeasy

1. An order is imported to MRPeasy as a Customer Order (CO).
2. A note "In production" is added to the order in Magento.
3. The Magento order number is copied to the Reference field in the MRPeasy CO.

Step 2. Booking products for the order in MRPeasy

When an order has been imported into MRPeasy from Magento:

1. The software tries to book products. Available products are booked immediately.
2. If there are products which couldn't be automatically booked, then:
   • The Customer Order status will be Confirmed.
   • The Product status will be Not booked.
   • To book these parts, please see the instructions: How to check stock and book products for a customer order?
   • Demand for these items is created automatically. If items have a Reorder point value set, then these will already be displayed on the Critical On-hand report, which shows shortages.

Step 3. Notification when products are available for shipment

When all products are ready:

1. The MRPeasy Customer Order’s status is changed to Ready for shipment.
2. In Magento, the note Ready for shipment is added in the order’s details, indicating that this order can be fully fulfilled.

Step 4. Shipping the items and subtracting the stock from MRPeasy

For shipping the items, either:

1. Create a shipment in MRPeasy and pick all items. The status of the order in Magento will be changed to Completed,
2. Or, change the status of the order to Completed in Magento, and a shipment will be created in MRPeasy, and all items will be automatically marked picked so that products are deducted from the inventory.

Taxes

All prices in the imported Customer Order are without tax.

• All sales prices in MRPeasy are tax exclusive. If an item's price in Magento is tax inclusive then its net sales price is derived.
• Taxes are added to invoices, not orders in MRPeasy.

If invoices are created (option "Mark orders as paid" is enabled):

• Taxes are added to sales invoices.
• Tax is calculated and rounded per line.
  • See: Tax calculations, rounding of tax.

Synchronizing inventory levels from MRPeasy to Magento

MRPeasy can update the available quantities of products in Magento.

If this function is enabled:

• Once per hour MRPeasy will update available quantities of products in Magento with available quantities from MRPeasy.
  See also: How to read the inventory numbers - in stock, available, expected?
• Products are matched by Part number in MRPeasy and SKU in Magento.
• If some product does not exist in Magento, or its’ inventory is not tracked in Magento, then this product is ignored during the synchronization.

To enable this functionality:

1. Go to Settings -> System settings -> Integrations -> Magento.
2. Click the Edit button next to your shop.
3. Select the option Sync inventory levels.
4. If you have several sites in MRPeasy or several inventory sources in Magento, choose what sites and inventory sources to synchronize.

If you are updating the existing integration, please check that MRPeasy can access inventory sources via API at Magento -> System -> Integrations -> MRPeasy Integration -> API -> Stores -> Inventory -> Sources.

Setting up the Magento integration

Requirements

• Magento 2.2 or newer
• Mageplaza Webhook plugin

Connecting Magento and MRPeasy

1. Go to MRPeasy -> Settings -> System settings -> Integrations -> Magento.
2. Click the Connect to Magento button.
3. Follow the instructions on that page.

Importing customer information from Magento

Depending on your business specifics, you may want to import customer information from Magento to MRPeasy.

For privacy and data consistency reasons, it is advised to have customer information in one place only. That is, if a customer signs up in Magento, better to have his contact details in Magento only.

You can set up the integration in one of the following ways:

1. Use a generic customer in MRPeasy, without importing any customer information. 
   • Do not select the option "Import customers".
     
   • Do not select the option "Import shipping address".
   • In this case, MRPeasy will create one generic customer in MRPeasy CRM, and use it for all orders that are imported from Magento. It contains the domain name of your Magento store.
2. Import the customer. 
   • Select the option "Import customers".
   • Now, when importing an order, MRPeasy looks for a customer with the same e-mail address.
     • MRPeasy searches by customer's general e-mail first. If no customer is found, MRPeasy searches by the customers' contacts' e-mail. If there are several records with the same e-mail, any record can be selected - it is not possible to predict which record will be used.
     • If the customer exists, it will be used to create the order.
     • If no customer is found, a new customer will be created.
     • The shipping address will be added to the customer's details.
3. Only import the shipping address, while using a generic customer in MRPeasy. 
   • Do not select the option "Import customers".
     
   • Select the option "Import shipping address".
   • Now, when importing an order, the shipping address is imported, saved in the generic customer’s details, and selected in CO.

Please note that Magento allows updating the shipping address after the order has been placed. In this case, please check that addresses match in both systems.

Importing shipping costs

To import shipping costs from Magento to MRPeasy:

1. Configure the integration between Magento and MRPeasy.
2. Select the option "Import shipping costs".
3. Select the stock item for saving shipping costs.

When an order is imported from Magento, a new line with this item and the shipping cost is added to the order in MRPeasy.

Shipping costs will be imported from Magento without tax.

Marking customer orders as paid

To mark customer order as paid:

1. Configure the integration between Magento and MRPeasy.
2. Select the option "Mark orders as Paid".

When an order is imported from Magento, a new invoice is created in MRPeasy with all products and shipping costs. The invoice is created with tax included. Full payment is added to the invoice.

Configuring products in MRPeasy and Magento

Products must be set up in MRPeasy and Magento separately.

The SKU field in Magento must match the Part Number field in MRPeasy. Otherwise, the order of the product will not be imported to MRPeasy.

Please see:

1. Demo video: Inventory management in MRPeasy.
2. Demo video: Setting up procured items.
3. Demo video: Setting up manufactured items.
4. Demo video: Setting up inventory levels.
5. Setting up new items.
6. Importing items.
7. Entering initial inventory values.

Connecting several Magento stores with MRPeasy

It is possible to integrate multiple Magento stores with MRPeasy.

To do that:

1. Please go to Settings -> System Settings -> Integrations.
2. At the Magento section, click the "+" button to add an additional Magento store.

If you do not import customer information, then every Magento store has its own generic customer. It contains the domain name of your Magento store.

Support

The integration between Magento and MRPeasy is maintained by MRPeasy. If you have any technical questions about the integration, please turn to MRPeasy support.

Pipedrive

Pipedrive is a powerful user-friendly CRM system, it gives great capabilities to manage your sales process. Pipedrive CRM and MRPeasy can work seamlessly together so that sales are done in Pipedrive and production, inventory, and purchasing management, and order fulfillment are done in MRPeasy.

Jump to:

1. Demo video: Pipedrive integration.
2. How does the integration between MRPeasy and Pipedrive work?
3. Configuring the integration.
4. Importing customers' information.
5. Matching customers in MRPeasy and Pipedrive.
6. Importing items between MRPeasy and Pipedrive.

How does the integration work between MRPeasy and Pipedrive?

The integration gaps different operational roles in a company so that all sales activities can take place in Pipedrive, and all manufacturing and fulfillment activities - order fulfillment, production planning and reporting, inventory control, and procurement - take place in MRPeasy.

It works like this:

1. When a deal in Pipedrive reaches a specified stage, it will be automatically imported to MRPeasy as a Customer Order (CO).
2. Once the customer order is imported to MRPeasy, then
   - the deal in Pipedrive can be automatically moved to a next stage,
   - it is possible to either manually or automatically book goods in MRPeasy.
3. If in MRPeasy the products become available and the order is ready for shipment or is shipped, then
   - the corresponding deal in Pipedrive can be automatically moved to the next stages,
   - and notes about the events can be added automatically to the deals.

Particular actions (stages and notes) are configured during the setup and can be customized later.

Setup of the integration between MRPeasy and Pipedrive

Before configuring the integration between Pipedrive and MRPeasy, please check the following:

1. Additional feature "Products" is turned ON in Pipedrive -> Tools and apps -> Products.
2. If there are products in Pipedrive and stock items in MRPeasy, the Product code of products in Pipedrive needs to match the Part number of stock items in MRPeasy.
3. You are a power user in Pipedrive and can view all deals.

To connect Pipedrive and MRPeasy, please do the following:

1. Go to MRPeasy -> Settings -> System settings -> Integration -> Pipedrive and click the button Connect to Pipedrive.
2. Log in to your Pipedrive account.
3. Allow MRPeasy to access the required data.
4. For every pipeline, select which deals to import into MRPeasy.
5. Choose whether to book products in MRPeasy for imported deals automatically or not.
6. Select whether to import customer addresses or not.
7. Select what to do in Pipedrive with deals which were just imported, deals which are ready for shipment, and deals which are shipped. It's possible to
   - move the deal to some other stage,
   - create a note in Pipedrive.
8. Save.

Import customer information from Pipedrive

For privacy and data consistency reasons, it is advised to have customer information in one place only. That is, if the main CRM is Pipedrive, better to have his contact details in Pipedrive only. In this case, MRPeasy will create a customer with the name only in MRPeasy CRM, and use it for all orders that are imported from Pipedrive.

Depending on your business specifics, you may want to import customer information from Pipedrive to MRPeasy.

To import customer address from Pipedrive to MRPeasy:

1. Go to Settings -> System settings -> Integrations -> Pipedrive.
2. Configure the integration between Pipedrive and MRPeasy.
3. Select the option "Import addresses".

When a new customer is created:

• Pipedrive "Company" or "Person" -> MRPeasy customer "Name".
• If the customer has several addresses in Pipedrive, the first one will be imported to MRPeasy.

To import more customer information, select the "Synchronize Customers" option. The software will show all possible fields for organizations and people from Pipedrive, and you can choose which information to import.

Synchronization is one-way to avoid collisions. When information changes in Pipedrive, it is updated in MRPeasy automatically, but not vice versa.

Matching customers in MRPeasy and Pipedrive

When importing an order from Pipedrive, MRPeasy tries to find an existing customer. If it is not found, a new customer is created.

When trying to match an existing customer in MRPeasy to the company or person in Pipedrive, the following lookup methods are tried:

1. Pipedrive "Company name" -> MRPeasy customer "Name".
2. Pipedrive "Person" -> MRPeasy customer "Name".
3. Pipedrive ID number ("NNNN") -> MRPeasy customer "Number" ("0PDONNNNN" or "0PDPNNNNN").
4. Pipedrive e-mail -> MRPeasy customer e-mail.

Importing products between MRPeasy and Pipedrive

Both Pipedrive and MRPeasy allow to export and import products using CSV files:

• in Pipedrive, please go to Settings -> Export data or Import data;
• in MRPeasy, please go to Stock -> Stock items and click on CSV to export data, or Import from CSV to import data.

Please note that products are matched by Product code in Pipedrive and Part number in MRPeasy.

Read also: How to import the list of articles into MRPeasy?

QuickBooks Online

QuickBooks Online is powerful online accounting software that has localizations for many countries. MRPeasy focuses on manufacturing resource planning, reporting, inventory management, sales, and procurement. MRPeasy together with QuickBooks accounting creates a very powerful ERP system. We strongly recommend performing all business operations in MRPeasy, and only accounting activities in QBO.

Jump to:

1. Demo video: QuickBooks Online integration
2. Scope of the integration.
3. Purchase Orders, Bills, and Invoices.
   1. Synchronization of items, customers, and vendors.
   2. Purchase orders, purchase invoices, bills.
      1. Additional fees.
      2. Vendor Credit Invoices.
      3. Vendor Prepayment Invoices.
   3. Sales invoices.
      1. Discounts.
      2. Prepayment invoices.
   4. Additional currencies.
   5. Tax rates.
   6. Synchronization of payments.
4. Inventory and manufacturing transactions.
   1. Inventory tracking principles in MRPeasy
5. Table of events and transactions, MRPeasy <-> QuickBooks.
6. Synchronization schedule.
7. Setup.
8. Troubleshooting, synchronization logs.

Scope of the integration

1. The core integration includes synchronization of purchasing and sales documents.

• Invoices, Credit Invoices, Prepayment invoices, Purchase Orders, and Purchase Invoices.
  • Items can have different purchases and sales accounts.
• Accounting transactions are created by the documents in QuickBooks.
• Manual synchronization of payments.

2. Optionally, an advanced in-depth integration can be configured that adds the synchronization of balances.

• In addition to documents, all inventory and manufacturing transactions of each day are posted to QuickBooks with a manual journal entry.
• These journals include balance changes of:
  • Inventory.
    • Items can have different inventory accounts.
  • Cost of Goods Sold (COGS).
    • Items can have different COGS accounts.
  • Work in Progress (WIP).
  • Applied expenses in the manufacturing of products - direct materials cost, direct labor cost, applied manufacturing overhead (factory burden) cost.
  • Applied transfer order expenses to products.
• Automatic synchronization of payments.

Purchase Orders, Bills, and Invoices

Posting new items, customers, and vendors to QuickBooks

Items, vendors, and customers are not automatically synchronized when the integration is established.

When posting invoices and purchase orders to QuickBooks, MRPeasy will create stock items, customers, and vendors in QuickBooks, if they do not exist.

It is possible to import these from QuickBooks to MRPeasy in bulk at MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks using the respective buttons.

• Stock items are matched by SKU in QuickBooks and Part number field in MRPeasy.
  • QuickBooks SKU = MRPeasy Part No.
  • QuickBooks Name = MRPeasy Part description.
  • According to the integration configuration, an Expense and a Sales account will be configured for every item created item in QuickBooks by MRPeasy.
• For matching customers and vendors, MRPeasy looks for the MRPeasy Name field value in the QuickBooks Company Name and Display Name fields.
  • When a new contact is created in QuickBooks:
    • QuickBooks DisplayName = MRPeasy Number + MRPeasy Name
    • QuickBooks CompanyName = MRPeasy Name

Purchase Orders, Purchase Invoices, Bills

During integration setup, you must choose if Purchase Orders in MRPeasy are posted to QuickBooks as Bills or Purchase orders.

• Once the Invoice ID has been entered on Purchase Orders or Purchase Invoices in MRPeasy, then it will be synchronized to QuickBooks.
• At Procurement -> Invoices, the column QuickBooks shows if the bill is sent to QuickBooks.
• See also: Synchronization of payments.

Additional fees

If Additional fees are entered on a Purchase Order in MRPeasy, then this is posted as a line item to QuickBooks.

If "Balances" are synchronized:

• Additional fees must be posted to the integration default account (Purchases). The additional fees are expenses that are added to inventory valuation. This will be expensed when finished goods are sold and included in COGS.
• If additional fees are expensed immediately, and not part of inventory valuation, then for these, non-inventory items in MRPeasy can be used. In the QuickBooks Online Bill, or product configuration page, if necessary, the desired expense account can be selected for the item.

Vendor Credit Invoices

Vendor Credit Invoices are posted to QuickBooks Online as Vendor Credits.

• Once the Invoice ID has been entered on the Vendor Credit Invoice in MRPeasy, it will be sent to QuickBooks.
• The overall process for sending Vendor Credit Invoices to QBO mirrors that of Bills.

The following preconditions must be met for the ability to send vendor credits to QuickBooks:

• The system setting “Several invoices per PO” is enabled and configured as “Separate invoices and deliveries = Yes”.
• The credit account for purchase credit invoices must be defined in the integration configuration at Settings -> System settings -> Integrations -> QuickBooks -> Change accounts.

Vendor Prepayment Invoices

Vendor Prepayment Invoices are posted to QuickBooks as Checks.

• The Vendor Prepayment Invoice in MRPeasy must be fully paid.
• On the final invoice, a negative value prepayment line is added.

The following precondition must be met for the ability to send vendor prepayments to QuickBooks:

• The system setting “Several invoices per PO” is enabled and configured as “Separate invoices and deliveries = Yes”.

Sales invoices

• Once the invoice type in MRPeasy is marked Invoice or Credit invoice, and the status is not Dummy, it is sent to QuickBooks.
• At CRM -> Invoices, the column QuickBooks shows if the invoice is sent to QuickBooks.
• See also: Synchronization of payments.

Discounts

• If the discount is applied for the full invoice, then this will be posted to QBO as a discount.
• If the discount is added for a line item, MRPeasy applies the discount to the item price before sending the invoice to QBO. This is because QBO does not allow adding discounts per line item.

Prepayments

Prepayment invoices are posted to QuickBooks as Sales Receipts.

• The Prepayment Invoice in MRPeasy must be fully paid.
• A Customer prepayments service is created if it was not created by MRPeasy earlier.
• On the final invoice, a negative value prepayment line is added.

Synchronization of payments

• Payments are automatically synchronized two-way only when "Balances" are synchronized.
• Payments for purchase invoices are synchronized only in case PO-s are sent to QBO as bills.
• If you do not sync balances, then payments will only be synchronized:
  • When a new invoice or a purchase order is sent to QuickBooks from MRPeasy (and it already has a saved payment).
  • When an invoice or a purchase order is opened in MRPeasy and button Update in QuickBooks is pressed.

Tax rates

The synchronization of tax rates works as follows:

1. MRPeasy operates with tax percentages only, there are no 'named' tax rates.
2. When a document with tax is sent to QuickBooks, the tax rate in QuickBooks with the same percentage is automatically chosen. If there are several tax rates with the same percentage, then the correct tax rate must be chosen in QuickBooks.
3. If you need a 'No tax' invoice, please leave the tax percentage field empty in MRPeasy.
4. If you need a 0% tax, please enter tax as '0%' in MRPeasy.
5. Unfortunately, MRPeasy cannot post 'Tax included' invoices. If this is important, please update these invoices in QuickBooks.

Additional currencies

If several currencies are used, in order to send invoices, POs, or bills to QuickBooks, standard 3-character currency codes (USD, GBP, EUR, etc. according to ISO 4217) should be used for

• the system's base currency in MRPeasy.
• additional (foreign) currencies in MRPeasy.

MRPeasy sends the exchange rate together with each invoice/PO/bill in foreign currency.

Note that QuickBooks has two important limitations:

1. Invoices to a customer and bills from a supplier must be in the same currency as his default currency in QBO.
2. Once created, it is not possible to change a customer's/supplier's currency in QBO.
   E.g. if a customers' currency in QBO should be changed, go to your QuickBooks account, find that customer, and make it inactive. After that, please post an invoice to QBO.

Inventory and manufacturing transactions

For an in-depth integration "Balances" can be synchronized.

This means that once per day a summary of inventory and manufacturing transactions is posted to QuickBooks with a manual journal.

Transactions corresponding to the following events are recorded:

1. Purchased goods are received to stock.
2. Materials are consumed in manufacturing.
3. Workers start and finish an operations.
4. Manufacturing is finished and products are put to stock.
5. Goods are shipped to customers.
6. Positive and negative manual inventory adjustments.
7. Fees are applied when goods are transported to another warehouse.
8. Parts are shipped to subcontractors.
9. Subcontractors perform operations with a product.

Detailed descriptions can be found in the section "Events and transactions".

Inventory tracking in MRPeasy

In MRPeasy, the principles of inventory tracking are the following:

1. MRPeasy uses stock lot tracking.
   • Each batch of physical items is accounted for separately.
   • All costs are based on specific stock lots.
   • Average costing is not used.
2. MRPeasy uses FIFO by default (or FEFO, when Expiry dates are used). 
   • It is also possible to manually manage inventory, e.g. for actual costing and/or for very detailed tracking and traceability.
   • Read about bookings and consumption of goods.
3. Financial transactions are automatically created when specific events happen with the inventory.
   • MRPeasy is a "Perpetual inventory system".
   • If you use the periodical method for inventory valuation (and Cost of Goods Sold calculation) (in QuickBooks Online), then synchronization of balances should be disabled.

Events and transactions

The following tables describe all events and transactions, which are synchronized.

1. Events in direction MRPeasy -> QuickBooks.
2. Events in direction QuickBooks -> MRPeasy.

Events in MRPeasy and the resulting events in QuickBooks Online:

Events in QuickBooks Online and the resulting events in MRPeasy:

Synchronization schedule:

• *) New invoices and purchase orders are sent to QuickBooks once per 5 minutes. Alternatively, it is possible to send a particular document to QuickBooks immediately by clicking the button Add to QuickBooks on the document's details page.
• **) The synchronization of payments happens in the following cases:
  a. When a new invoice or a purchase order is sent to QuickBooks from MRPeasy*. 
  b. When an invoice or a purchase order is opened in MRPeasy and the button Update in QuickBooks is pressed.
  c. During nightly synchronizations***.
• ***) Actions, that are made once per day, are performed during the evening (usually between 9 p.m. and 11 p.m.). These can be run manually by clicking button Synchronize at Settings -> System settings -> Integration -> QuickBooks. Manual synchronization can be performed once per 5 minutes.
  Actions that happen during this synchronization are:
  1. Synchronization of balances, by making a journal in QuickBooks.
  2. Synchronization of payments information between the systems.

Setup of the integration between MRPeasy and QuickBooks Online

Jump to:

1. Warning: disable inventory tracking in QuickBooks Online.
2. Connect MRPeasy and QuickBooks Online.
3. Select what to synchronize. 
   1. Considerations when syncing balances when the use of planned goods is allowed.
   2. Synchronization of payments.
4. Choose how Purchase Orders / Purchase Invoices and Credit-invoices are synchronized.
5. Select accounts for the integration.
6. Custom accounts for products.
7. Check products' Expense and Income accounts in QuickBooks Online.
8. Get balances in MRPeasy and QuickBooks Online in sync.
9. Import customers, vendors, and items from QuickBooks Online.
10. Review, change or disconnect the integration.

Warning: disable inventory tracking in QuickBooks Online

Inventory (stock) tracking should not be used in QuickBooks Online for items that are managed in MRPeasy. QuickBooks makes some automatic inventory transactions for these items, e.g. when they are bought or sold, which MRPeasy does not control.

Step 0. Stop all activity

You should cease all activity in MRPeasy and QuickBooks Online during the process of setting things up.

Step 1. Connect MRPeasy and QuickBooks Online

1. Log in to MRPeasy.
2. Navigate to Settings -> System settings -> Integrations.
3. Click on Connect to QuickBooks to connect MRPeasy and QuickBooks.

Step 2. Choose what to synchronize

It is possible to choose the synchronization of the following:

1. Sales 
   • Sales documents (Invoices, Credit Invoices, Prepayment invoices) are sent to QuickBooks automatically.
   • If not selected, these can be sent manually.
2. Procurement 
   • Purchasing documents (Purchase Orders or Purchase Invoices) are sent to QuickBooks automatically.
   • If not selected, POs can be sent manually.
3. Balances 
   • The inventory and manufacturing transactions that are recorded in MRPeasy are automatically posted to QuickBooks Online with manual journal entries.
   • Several additional accounts must be mapped.
   • These entries are shown in detail at MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks -> Synchronization logs.
   • If not selected:
     • The posting of balances with journals is completely disabled. Cannot be done manually.
     • Synchronization of payments is not automatic.
   • If you use tracked inventory in QuickBooks, syncing of balances should not be used.
   • If the periodic inventory system is used in your accounting (in QuickBooks Online), then synchronization of balances should be disabled. MRPeasy is a perpetual inventory system.
   • See also considerations when syncing balances when the use of planned goods is allowed.

Considerations when syncing balances when the use of planned goods is allowed

By default, the software allows using stock items in status Planned or On hold, which can be changed with the setting Settings -> System Settings -> Software settings -> Use planned goods.

If this setting is enabled, the following should be considered:

• The cost of all used planned goods is considered as 0, at the time when the goods are used.
• When goods are finally received (e.g. PO is received, MO is finished), financial transactions of the usage of goods are posted only retrospectively. With the value date of the next synchronization after the goods are received.
  • As MRPeasy does not post backdated journals, the transactions are posted as "adjustments to previous periods".
• The integration does not automatically synchronize transactions that are older than 3 months.
  • This means that if goods were used more than 3 months ago, the "adjustment for previous periods" will not be posted automatically.
  • It is possible to look up old transactions and synchronize them from here: https://app.mrpeasy.com/accounting/integrations/old-adjustments/quickbooks

Step 3. Choose how Purchase Orders and Credit invoices are sent to QuickBooks Online

Purchase Orders from MRPeasy can be posted as:

1. Purchase Orders in QuickBooks.
   - If Several invoices per PO is enabled, then POs are not posted to QuickBooks. Purchase Invoices are posted as Bills.
2. Bills in QuickBooks.

Credit invoices from MRPeasy can be posted as:

1. Credit Notes in QuickBooks, or
2. Refund Receipts in QuickBooks.

Step 4. Select accounts for the integration with QuickBooks Online

1. A default Purchases (Current Asset) account.
   - This is the product's Expense account on the QuickBooks Online Bill.
   - This account is used by MRPeasy when creating new items in QuickBooks Online.
   - If balances are synchronized, this account holds the value of billed, but not received goods. The PO receipt transaction (credit) is posted with a journal on this account. 
2. A Purchase credits (Current Asset) account.
   - This account is for items in the QBO Vendor Credit document, which is created when a Vendor Credit Invoice from MRPeasy is posted to QBO.
   - Credits received from vendors accumulate on this account.
3. A Bank (Current asset) account.
   - An account to where payments are saved if entered in MRPeasy.
4. A Customer Prepayments (Current liability) account.
   - It is used when a prepayment invoice is paid by a customer.
5. A default Sales (Revenue) account.
   - This is the Income account on the QuickBooks Online Invoice.
   - This account is used by MRPeasy when creating new items in QuickBooks Online.

If balances are not synchronized, skip to selecting custom accounts for your products.

If synchronization of balances is enabled, additionally select:

6. Default Finished goods (Current asset) and Materials on hand (Current asset) inventory accounts.
   - By default, all items with a BOM are considered finished goods; items without a BOM are considered materials.
   - Inventory/Stock tracking must not be used for items in QuickBooks Online.
7. A Work in progress (Current asset) account.
   - An account for holding the value of currently unfinished goods, open manufacturing orders.
   
8. An Applied manufacturing overhead (Current liability) account.
   - An account for posting manufacturing overhead costs, which are applied to the product's cost (to work in progress).
   - If the allocation of manufacturing overhead is not desired, then workstations’ hourly rates, and fixed, and variable costs in routings must be defined as 0 in MRPeasy.
9. A Direct labor (Current liability) account.
   - An account for posting direct labor costs, which are applied to product's cost (to work in progress) according to time worked on a job.
   - If the allocation of direct labor is not desired, then users’ hourly labor rates must be defined as 0 in MRPeasy.
10. A default Cost of goods sold (Expense) account.
11. Inventory Adjustments (Expense/Revenue) accounts.
12. A Transfer orders liability (Current liability) account.
    - If you have several sites between which you move items, then transfer fees, which are applied to inventory, are posted on this account.

If balances are not synchronized, save the mapping of accounts, and the integration is set up! Continue to getting MRPeasy and QuickBooks Online in sync.

If balances are synchronized, continue to check your product's Expense accounts in QuickBooks Online.

Step 5. Select custom accounts for products

Optionally, in the "Custom accounts" section on the integration configuration page, you can define custom accounts per product group:

1. A Purchases (Current asset) account.
   - This is the product's Expense account on the QuickBooks Online Bill.
   - This account is used by MRPeasy when creating new items in QuickBooks Online.
   - If balances are synchronized, this account holds the value of billed, but not received goods. The PO receipt transaction's credit is posted with a journal on this account.
2. A Sales (Revenue) account.
   - This is the product's Income account on the QuickBooks Online Invoice.
   - This account is used by MRPeasy when creating new items in QuickBooks Online. 
3. An Inventory (Current asset) account.
   - Inventory/Stock tracking must not be used for items in QuickBooks Online.
   - Used only if balances are synchronized.
4. A Cost of Goods Sold (Expense) account.
   - Used only if balances are synchronized.

If balances are not synchronized, save the mapping of accounts, and the integration is set up! Continue to getting MRPeasy and QuickBooks Online in sync.

If balances are synchronized, continue to the next step.

Step 6. Check products' Expense and Income accounts in QuickBooks Online

Important notes about the Purchases and Sales accounts:

1. The Purchases and Sales accounts from the integration configuration are used only in two cases:
   1. When creating new products in QuickBooks.
      • Purchases -> Expense account.
      • Sales -> Income account.
   2. When posting manual journals about inventory movements (if balances are synchronized).
2. The accounts on Purchase Orders, Bills, and Invoices in QuickBooks are chosen by QuickBooks from the details of the product in QuickBooks.

If balances are not synchronized, it is not required that the Expense account in the QuickBooks product matches its integration configuration.

If balances are synchronized, for all existing products in QuickBooks Online, you must verify that the Expense account matches the integration configuration.

1. Go to QuickBooks Online -> Sales -> Products and services.
2. Open a product.
3. Check that the Expense account in QuickBooks product details matches the Purchases account defined in the integration configuration.
4. Repeat for all products.
5. Once done, save the integration configuration.

After the mapping of accounts is saved, the integration is set up! Continue to getting MRPeasy and QuickBooks Online in sync.

Step 7. Get MRPeasy and QuickBooks Online in sync

When the integration is first established, it is important that data in both of the systems match.

First synchronization

The first time, when the connection between MRPeasy and QuickBooks Online is established:

1. The earlier input POs and Invoices are posted only after you open and save them. If you do not make changes to old documents, they are not posted to QuickBooks Online.
   - If you already have some invoices, POs, or bills in QuickBooks Online, you should not send these from MRPeasy to QuickBooks Online again. You will risk having duplicates in QuickBooks Online.
2. The changes in account balances from that day are posted to QuickBooks Online during the next nightly synchronization.

Get starting account balances in sync

If you are synchronizing balances, you must take great care that the beginning balances in MRPeasy and QuickBooks Online match.

This is easiest if there are no in-progress Manufacturing Orders, and no invoiced-and-not-received Purchase Orders in MRPeasy.

Generally, the following steps should be taken:

1. Establish the right balances for all of your accounts.
2. Make sure that the inventory counts and balances are correct in MRPeasy, and the balances match with QuickBooks Online.
3. Send data from MRPeasy to QuickBooks Online:
   - Post any changes of balances during this day with a journal entry by clicking "Synchronize now" in Settings -> System settings -> Integrations -> QuickBooks Online. 
   - Optionally, sales invoices by opening them and sending them to QuickBooks Online.
   - Optionally, purchase invoices by opening them and sending them to QuickBooks Online.
4. Check if the balances match in MRPeasy and QuickBooks Online.
   - You may need to adjust the manual journal, which was just created.

If you have in-progress Manufacturing Orders in MRPeasy, consider the following:

• If MO was started:
  - Before the day of initializing the integration, the integration's WIP account in QuickBooks Online should reflect the value of consumed materials from previous days.
  - On the day of initializing the integration, its transactions are posted with the first synchronization. No manual action necessary.
• Alternatively:
  a) You may want to finish all in-progress Manufacturing Orders, before initializing the integration. 
  b) If there is still in-progress manufacturing, you could also:
  - Manually create a stock lot for the finished goods in MRPeasy. Do not create a MO in MRPeasy.
  - Or, re-create the situation in MRPeasy and QuickBooks Online as if the manufacturing had not started. Start the MO only after step (5) above.

If there are invoiced and not received Purchase Orders in MRPeasy:

• The value of these POs should be reflected on the account in QuickBooks Online, which was configured as the Purchases account for the integration. I.e. these Bills should use that account.

Import stock items, customers, and vendors from QuickBooks Online

It is not mandatory to import items, customers, and vendors, as these will be created automatically in QuickBooks, when documents are synchronized.

Optionally, it is possible to import stock items, customers, and vendors from QuickBooks to MRPeasy at MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks, by using the respective buttons.

This will import new objects only. If some objects were imported before, these will be skipped and not imported twice.

Update or disconnect the integration

Should you wish to review the chosen settings for the integration, or make any changes to the integration, you can do this at Settings -> System settings -> Integrations -> QuickBooks -> Change accounts.

Please note that when you change accounts, then the next transactions are posted to the new accounts. No changes are made to any historical data already posted to QuickBooks.

The integration can be disconnected at Settings -> System settings -> Integrations -> QuickBooks -> Disconnect.

Troubleshooting

Issues:

1. I don't understand why some manual journal entries have been posted to QuickBooks, or how these are calculated.
   • To see detailed information about all manual journal that have been sent to QuickBooks, please go to Settings -> System settings -> Integrations -> QuickBooks -> Synchronization logs.
   • Please check the list of events and transactions to understand when certain transactions are recorded.
   • Note that MRPeasy posts journals always with the current date of the synchronization, which only happens after the action is actually performed in MRPeasy.
     • MRPeasy does not backdate any transactions in QuickBooks, while in MRPeasy stock movements transactions can be backdated or historical transactions changed in certain cases.
2. Invoice is not posted to QBO.
   • To quickly find the reason, please click the Add to QuickBooks button, after which you should see a relevant error message.
   • There may be several reasons:
     • Invoices are posted once per 5 minutes. To synchronize immediately, click Add to QuickBooks on the Invoice details page.
     • MRPeasy only posts invoices in statuses 'Unpaid', 'Paid partially' or 'Paid'; and types 'Invoice' or 'Credit invoice'. Invoices in other statuses or types are not posted. Please check the status and type of the invoice.
     • Quickbooks requires that all item names are unique. Please check that there are not several different items with the same name (item description).
     • The invoice was created before the integration was initialized. Please open and save it.
3. Purchase Order is not posted to QBO.
   • To quickly find the reason, please click the Add to QuickBooks button, after which you should see a relevant error message.
   • There may be several reasons:
     • a) Purchase Orders are posted once per 5 minutes. To synchronize immediately, click Add to QuickBooks on the Purchase Order details page.
     • The "Invoice ID" must be saved in the Purchase Order details in MRPeasy, before it will be posted. Please check that this is done and the PO is saved.
     • In MRPeasy you have enabled software setting "Several invoices per PO = Yes", in which case POs are not sent to QuickBooks. Please open the PO and create an incoming invoice to send a bill to QuickBooks.
     • The PO was created before the integration was initialized. Please open and save it.
4. Error messages when sending an invoice to QuickBooks Online after applying a tax.
   • When posting invoices to QBO, the applied tax rates must exist in QBO beforehand.
   • Please pre-configure these tax rates in QBO, or update these invoices and then try to post them again.
5. Error message "Business Validation Error: You must select an account for this transaction." when trying to post Invoice or PO to QBO.
   • Please go to QuickBooks -> Products, and check that every product in the document has both income and expense accounts set.
6. Error message "Invalid Reference Id : Accounts element id *** not found" when trying to synchronize balances.
   • Please go to MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks -> Change accounts, and check that all accounts are selected.
7. Error message "Duplicate Document Number Error."
   • This means that there is already a document in QBO with this number.
   • This may happen when you delete a document in MRPeasy, do not delete it in QBO, and re-create the document in MRPeasy. MRPeasy does not delete documents in QBO automatically. If a document has been posted to QBO, and it is needed to delete it, please delete it manually in both systems. The software works like that to avoid a conflict when a document is posted to QBO, and your accountant starts to process it, and at the same time, somebody deletes this document in MRPeasy.
8. Error message when sending a document to QBO: "[Item]: Parent Reference invalid : This selection can only be a Category".
   • To import an invoice with this item from MRPeasy to QBO you have to remove the colon from the Part description.
   • When an item is imported to Quickbooks and it includes ":" (colon) in its Part description, then QBO handles this item name as follows: 
     • Information before the colon (:) in the Part description is imported as Product "Category" in QBO.
     • Information after the colon (:) in Part description is imported as Product "Name" in QBO.
9. When trying to send an invoice for a purchase order to QBO it returns an error message stating "Invalid reference ID"
   • Please check that a tax with the same rate as in the MRPeasy invoice is configured in your QBO account. Please configure such tax rate, and then try to post this incoming invoice to QBO again.
10. When trying to send an update to QBO for an invoice for a purchase order it returns an error message stating "The purchase cannot be deleted as it would make the invoice, it is linked to, invalid."
    • The error occurs when in QBO you have an invoice linked to billable items on this bill. QBO does not let update bills that have invoices linked to the items on the bill.
    • To fix this, you have to either:
      • update the bill and the connected invoice in QBO manually,
      • or delete the connected invoice in QBO, update the bill through pressing the "Update in QuickBooks" button in MRPeasy, and then recreate the invoice for the billable line item.
11. When trying to send an invoice to QBO it returns an error message stating "Invalid bundle id ... passed to SalesItemLineDetail.ItemRef. Please use GroupLineDetail with bundles."
    • This error occurs when some item type on the invoice is set to Bundle in QBO. The item reference cannot be for a bundle or group.
    • To fix this, locate the item in QBO -> Products and services and change the type to "Product" or "Service".
12. When trying to send an invoice/PO/bill to QBO it returns an error message stating "The name supplied already exists: Another product or service is already using this name. Please use a different name." 
    • This error occurs if the document you are trying to post has several different products with the same part description.
    • The reason is that QuickBooks does not allow different products to have the same part description, even if part numbers (SKU) are different.
    • To post this document to QBO, please change the description of these products, so all would be different.

Reconciling accounts

How to reconcile a Direct labor account?

Direct labor cost is part of the cost of goods sold (Expense), and it is pre-applied to products before a pay run is made. This allows to estimate the real cost of products. But this also means that the pre-applied portion of labor costs must be reconciled with actual labor costs, to account for any difference between estimated and actual expenses.

Generic example:

1. A pay run is made.
   For example, resulting account transactions might be the following:
   D Wages and Salaries (Expense)
   C Payroll (Current liability)
   D Payroll (Current liability)
   C Bank (Current assets)
   
   
2. A manual journal entry is made to zero out direct labor liability for that period:
   D Direct labor account (Current liability)
   C Wages expense (Expense) / or COGS / or similar

Always consult your local accounting specialists, to make sure you follow local laws and regulations.

How to reconcile the manufacturing overhead account?

Applied manufacturing overhead is part of the cost of goods sold (Expense), and it is pre-applied to products before bills have actually been received. This allows to estimate the real cost of products. This also means that the pre-applied portion of expenses must be reconciled with actual expenses, to account for any difference between estimated and actual expenses.

Generic example:

1. Bills are entered on expense accounts as normal.
   For example, resulting account transactions might be the following:
   D Expense account(s), e.g. COGS
   C Accounts payable (Current liability)
   D Accounts payable (Current liability)
   C Bank (Current assets)
   
   
2. At the end of the accounting period, a manual journal entry is made to zero the applied manufacturing overhead account for that period:
   D Applied manufacturing overhead (Current liability)
   C Expenses account(s) / or COGS / or similar.

Always consult your local accounting specialists, to make sure you follow local laws and regulations.

How to reconcile the Transfer Orders Liability account?

Transfer orders cost is part of the cost of goods sold (Expense), and it is pre-applied to products before bills have actually been received. This allows us to estimate the real cost of products. But this also means that the pre-applied portion must be reconciled with actual expenses, to account for any difference between estimated and actual expenses.

Generic example:

1. Transportation expenses are entered as normal.
   For example, resulting account transactions might be the following:
   D Transportation (Expenses)
   C Accounts payable (Current liability)
   D Accounts payable (Current liability)
   C Bank (Current assets)
   
   
2. At the end of the accounting period, a manual journal entry is made to zero the Transfer Orders Liability account for that period:
   D Transfer Orders Liability (Current liability)
   C Expenses account(s) / or COGS / or similar.

Always consult your local accounting specialists, to make sure you follow local laws and regulations.

Old version

Above mentioned functionality is available in the new version of the integration, from October 2-nd, 2017. If you have used the integration before that day, this functionality is not available. To enable it, go to MRPeasy -> Settings -> System settings -> Integration -> QuickBooks, disconnect from QuickBooks, and connect again.

Support

The integration between QBO and MRPeasy is maintained by MRPeasy. If you have technical questions about the integration, please turn to MRPeasy support. However, our Support team is unable to consult you regarding the setup of your accounting in QBO.

Salesforce

MRPeasy can be integrated with Salesforce via Zapier.

Sales can be imported from Salesforce to MRPeasy as a customer order.

1. Set up the trigger

1. Choose the app Salesforce and select the event Updated Record.
2. Select your Salesforce account.
3. Select the object: Order.

2. Filter orders (optionally)

To import active orders only, configure this step:

1. Choose the app Filter by Zapier.
2. Only continue if Status exactly matches Activated.

3. Get the list of products