M/s VIKASH TECH - Starting your journey with the ERP system

This is a small tutorial for getting started with ERP system at M/s VIKASH TECH. This will be a starter guide for those who have started using, or want to start their ERP setup.

 · 8 min read

What is Our ERP System?

Our ERP System is a full-featured business management solution that helps SMEs to record all their business transactions in a single system. With our ERPN system, SMEs can make informed, fact-based, timely decisions to remain ahead in the competition. It serves as the backbone of a business adding strength, transparency, and control to your growing enterprise.

The ERP will help you to:

  1. Track all invoices and payments.
  2. Know what quantity of which product is available in stock.
  3. Identify and track your key performance indicators (KPIs).
  4. Identify open customer queries.
  5. Manage employee payroll.
  6. Assign tasks and follow up on them.
  7. Maintain a database of all your customers, suppliers, and contacts.
  8. Prepare quotations.
  9. Track your budgets and spending.
  10. Determine effective selling price based on the actual raw material, machinery, and effort cost.
  11. Get reminders on maintenance schedules.
  12. Publish your website.

And a ton more.

Is the ERP only for SMEs?

Our ERP system scales well from SMEs to even large enterprises. It is used by several retail chains, schools, hospitals, restaurants, hotels, and other businesses.

Do I Need an ERP?

Our ERP system is a modern tool that covers not only accounting but also all other business functions, on an integrated platform. It has many benefits over both traditional accounting as well as ERP applications.

Benefits over traditional accounting software:

  1. Do a lot more than just accounting! Manage inventory, billing, quotes, leads, payroll, and much more.
  2. Keep all your data safe and in one place. Don’t keep hunting for data when you need it across spreadsheets and different computers. Manage everyone on the same page. All users get the same updated data.
  3. Stop repetitive work. Don’t enter the same information from your word processor into your accounting tool. It's all integrated.
  4. Keep track. Get the entire history of a customer or a deal in one place.

Benefits over big ERPs

  1. Saves money.
  2. Easier to configure: Big ERPs are notoriously hard to set up and will ask you a zillion questions before you can do something meaningful.
  3. Easier to use: Modern web-like user interface will keep your users happy and in familiar territory.
  4. Superb Support System: Our team is available to support you throughout your journey.

Concepts and Terms

Before you start implementation, lets get familiar with the terminology that is used and some basic concepts in ERP.

Basic Concepts


This represents the Company records for which ERP is setup. With this same setup, you can create multiple Company records, each representing a different legal entity. The accounting for each Company will be different, but they will share the Customer, Supplier and Item records.

Setup > Company


Represents a customer. A Customer can be an individual or an organization. You can create multiple Contacts and Addresses for each Customer.

Selling > Customer


Represents a supplier of goods or services. Your telephone company is a Supplier, so is your raw materials Supplier. Again, a Supplier can be an individual or an organization and has multiple Contacts and Addresses.

Buying > Supplier


A Product, sub-product or Service that is either bought, sold or manufactured and is uniquely identified.

Stock > Item


An Account is a heading under which financial and business transactions are carried on. Examples of accounts are "Debtors", "Creditors", "VAT Payable", “Travel Expenses”, "Sales", "Share Capital", etc. The ERP keeps track of your customers' and suppliers' balances in the background, so you don't need to create dedicated Accounts for them.

Accounting > Chart of Accounts


An address represents location details of a Customer or Supplier. These can be of different locations such as Head Office, Factory, Warehouse, Shop etc.

Selling > Address


An individual Contact belongs to a Customer or Supplier or is just an independent. A Contact has a name and contact details like email and phone number.

Selling > Contact


A list of all Communication with a Contact or Lead. All emails sent from the system are added to the Communication table.

Support > Communication

Price List

A Price List is a place where different rate plans can be stored. It’s a name you give to a set of Item Prices stored under a particular List.

Selling > Price List
Buying > Price List


Fiscal Year

Represents a Financial Year or Accounting Year. You can operate multiple Fiscal Years at the same time. Each Fiscal Year has a start date and an end date and transactions can only be recorded in this period. When you “close” a fiscal year, it's balances are transferred as “opening” balances for the next fiscal year.

Setup > Company > Fiscal Year

Cost Center

A Cost Center is like an Account, but the only difference is that its structure represents your business more closely than Accounts. For example, in your Chart of Accounts, you can separate your expenses by its type (i.e., travel, marketing, etc.). In your Chart of Cost Centers, you can separate them by product line or business group (e.g., online sales, retail sales, etc.).

Accounting > Chart of Cost Centers

Journal Entry

A document that contains General Ledger (GL) entries and the sum of Debits and Credits of those entries is the same. In ERP you can update Payments, Returns, etc., using Journal Entries.

Accounting > Journal Entry

Sales Invoice

A bill sent to Customers for delivery of Items (goods or services).

Accounting > Sales Invoice

Purchase Invoice

A bill sent by a Supplier for delivery of Items (goods or services).

Accounting > Purchase Invoice


The ERP system allows you to book transactions in multiple currencies. There is only one currency for your book of accounts though. While posting your Invoices with payments in different currencies, the amount is converted to the default currency by the specified conversion rate.

Setup > Currency


Customer Group 

A classification of Customers, usually based on market segment.

Selling > Setup > Customer Group


A person who could be a future source of business. A Lead may generate Opportunities. (from: “may lead to a sale”).

CRM > Lead


A potential sale. (from: “opportunity for a business”).

CRM > Opportunity


Customer's request to price an item or service.

Selling > Quotation

Sales Order

A note confirming the terms of delivery and price of an Item (product or service) by the Customer. Deliveries, Work Orders and Invoices are made on basis of Sales Orders.

Selling > Sales Order


A geographical area classification for sales management. You can set targets for Territories and each sale is linked to a Territory.

Selling > Setup > Territory

Sales Partner

A third party distributer / dealer / affiliate / commission agent who sells the company’s products usually for a commission.

Selling > Setup > Sales Partner

Sales Person

Someone who pitches to the Customer and closes deals. You can set targets for Sales Persons and tag them in transactions.

Selling > Setup > Sales Person


Purchase Order

A contract given to a Supplier to deliver the specified Items at the specified cost, quantity, dates and other terms.

Buying > Purchase Order

Material Request

A request made by a system User, or automatically generated by ERP based on reorder level or projected quantity in Production Plan for purchasing a set of Items

Buying > Material Request

Stock (Inventory)


A logical Warehouse against which stock entries are made.

Stock > Warehouse

Stock Entry

Material transfer from a Warehouse, to a Warehouse or from one Warehouse to another.

Stock > Stock Entry

Delivery Note

A list of Items with quantities for shipment. A Delivery Note will reduce the stock of Items for the Warehouse from where you ship. A Delivery Note is usually made against a Sales Order.

Stock > Delivery Note

Purchase Receipt

A note stating that a particular set of Items were received from the Supplier, most likely against a Purchase Order.

Stock > Purchase Receipt

Serial Number 

A unique number given to a particular unit of an Item.

Stock > Serial Number


A number given to a group of units of a particular Item that may be purchased or manufactured in a group.

Stock > Batch

Stock Ledger Entry

A unified table for all material movement from one warehouse to another. This is the table that is updated when a Stock Entry, Delivery Note, Purchase Receipt, and Sales Invoice (POS) is made.

Stock Reconciliation

Update Stock of multiple Items from a spreadsheet (CSV) file.

Stock > Stock Reconciliation

Quality Inspection

A note prepared to record certain parameters of an Item at the time of Receipt from Supplier, or Delivery to Customer.

Stock > Quality Inspection

Item Group

A classification of Item.

Stock > Setup > Item Group

Human Resource Management


Record of a person who has been in present or past, in the employment of the company.

Human Resources > Employee

Leave Application

A record of an approved or rejected request for leave.

Human Resource > Leave Application

Leave Type 

A type of leave (e.g., Sick Leave, Maternity Leave, etc.).

Human Resource > Leave and Attendance > Leave Type

Payroll Entry 

A tool that helps in creation of multiple Salary Slips for Employees.

Human Resource > Payroll Entry

Salary Slip 

A record of the monthly salary given to an Employee.

Human Resource > Salary Slip

Salary Structure 

A template identifying all the components of an Employees' salary (earnings), tax and other social security deductions.

Human Resource > Salary and Payroll > Salary Structure


A record of the performance of an Employee over a specified period based on certain parameters.

Human Resources > Appraisal

Appraisal Template 

A template recording the different parameters of an Employees' performance and their weightage for a particular role.

Human Resources > Employee Setup > Appraisal Template


A record indicating presence or absence of an Employee on a particular day.

Human Resources > Attendance


Bill of Materials (BOM) 

A list of Operations and Items with their quantities, that are required to produce another Item. A Bill of Materials (BOM) is used to plan purchases and do product costing.

Manufacturing > BOM


A place where a BOM operation takes place. It is useful to calculate the direct cost of the product.

Manufacturing > Workstation

Work Order 

A document signaling production (manufacture) of a particular Item with specified quantities.

Manufacturing > Work Order

Production Planning Tool 

A tool for automatic creation of Work Orders and Purchase Requests based on Open Sales Orders in a given period.

Manufacturing > Production Planning Tool


Blog Post 

A short article that appears in the “Blog” section of the website generated from the ERP website module. Blog is a short form of “Web Log”.

Website > Blog Post

Web Page 

A web page with a unique URL (web address) on the website generated from ERP.

Website > Web Page

Setup / Customization 

Custom Field 

A user-defined field on a form/table.

Setup > Customize ERP > Custom Field

Global Defaults 

This is the section where you set default values for various parameters of the system.

Setup > Data > Global Defaults

Print Heading 

A title that can be set on a transaction just for printing. For example, you want to print a Quotation with a title “Proposal” or “Pro forma Invoice”.

Setup > Branding and Printing > Print Headings

Terms and Conditions 

Text of your terms of the contract. In Sales/Purchase transactions there might be certain Terms and Conditions based on which the Supplier provides goods or services to the Customer. You can apply the Terms and Conditions to transactions and they will appear when printing the document.

Selling > Setup > Terms and Conditions

Unit of Measure (UOM) 

How quantity is measured for an Item. E.g., Kg, No., Pair, Packet, etc.

Stock > Setup > UOM

Moving forward we will understand the setting up of your ERP instance for your company.

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