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 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 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) to make 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 to My Production Plan or the 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 customer orders 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 an MO, demand is raised automatically.
• If products are missing for a CO, demand is raised for them after you try booking 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 documents such as order confirmations, invoices, and waybills and 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 in stock right now, or they could still be planned (e.g., reserved from a future PO or MO).
  • If items are unavailable, demand will be created for the products.
• Create a Shipment and 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, they 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, print a one-page version and choose Print as PDF.

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

If you need an explanation for any page throughout the program, click 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, clicking on the "Choose columns" button allows you to show additional columns or hide unneeded ones.
• 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 symbol.
   • "w__d" finds all results with 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 "washed."
3. && ignores the order of words.
   • "wood && table" finds both "wooden table" and "table from wood."
4. || finds data containing at least one word 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 has a 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 internet-based software that works in a 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 malfunction when the user uses multiple browser tabs or windows simultaneously. This is not recommended.

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 a 4-minute video that describes how MRPeasy generally works. You will also receive 5 free days.

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

Uploading the demo data

As the first step, it would be most convenient if some data were 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 okay. 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. Click the Empty the Database button to delete all data (except users and settings).
2. Click the Delete all orders and stock button to delete all orders (MO, CO, PO, RMA, SO) and inventory levels only.
   The so-called seed or master data will remain - customers, vendors, articles, BOMs, Routings, Workstations, etc.

Demo video

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 your computer and keep a copy. It is advised that you 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 impossible to upload a backup file from one account to another).
• It is not edited in any way.

Your current database will be erased during upload and replaced with the data from the backup file. You are 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.

Objects with the status Archived 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 account's company name, contact e-mail, and billing e-mail.
9. Stop billing.
10. Delete your account.

How to order MRPeasy

Note that you will not be charged during the free trial period or 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 to which invoices will be delivered.

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, upgrading, or ordering 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. Then, 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, you pay for 10 additional users at once at a discount price. For example, if you already pay for 11 users, 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 added freely 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, which you must 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 no special data is created by that function. For example, all serial numbers should be deleted to disable the Serial numbers functionality.
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 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 account administrator's email. You can see the Contact email at Settings -> Account and billing -> Profile. Your company's contact email is used to send 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.

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

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 can continue using 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 Mr. Peasy, our AI Chatbot, your question.
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 set 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 MRPeasy technical support to investigate and help you resolve, you can allow access to your database so the issue can be investigated.

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

Only some MRPeasy techs have support access. Support personnel with special access privileges can utilize it 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, except when Support access is allowed, and assistance is explicitly asked to solve 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 to send short messages and to keep longer discussions.

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

Tasks can have

• a deadline,
• content with attachments,
• 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 blinks.
• A new or updated task is displayed in bold until it is opened.
• Only these tasks are shown, 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

The Tasks pane, located in the upper right corner of the window, can be opened by every user of MRPeasy (except the Internet kiosk user at present). 

Dashboard

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

Tips:

• Clicking on a widget will open the detailed report.
• Add or remove widgets by clicking on the 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 in Unpaid or Paid Partially status and 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 - a number of customer orders "Ready for shipment."
• Deliveries on time - the percentage of COs that have been shipped on time since 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 (the date when the Shipment was picked) is earlier or equal to the 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 that 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 without 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 is the number of customer orders that are confirmed but not shipped and have a past due date.
• Late MO is the number of manufacturing orders that are not finished and have either a due date or a 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 with 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 is ready to start. The 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 that customize how the application works.
• Account and billing - where you can manage your subscription.
• Human resources - contains settings regarding users, departments, and workforce planning.
• Production sites/Stocks—This option allows managing multiple physical stocks and/or production sites at different geographical locations. It is 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 and 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, and pricing plan upgrades).
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 you to customize how 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 a 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 affect financial values or the recalculation of documents and exchange rates; only the sign will be 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 you to enter 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 invoices from MRPeasy.
• Contact details - your company's address is a free text. This information is displayed on invoices, quotations, purchase orders, etc., and 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. This eliminates 22% 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—Please 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 workstation group at Production Planning -> Workstation Groups -> Details of a Workstation Group.

Numbering Formats

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

Each time a new document is created, the sequence number increases 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 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 with work hours is considered 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.
• The operation time tracker automatically suspends work that is not completed or paused at the end of the working day. This is done from 1 a.m. to 3 a.m.

Professional Functions

You can turn on the Professional package functions in the Settings -> System settings -> Professional functions section.

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 to the order quantity;
• Matrix BOM - define parametrical products, which have many variations;
• Non-inventory items - create items that are not tracked in inventory;
• Overlap and special sequences of production operations - subsequent operations can overlap; several chains of operations that 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 being 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 - the 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. It 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 can be enabled at Settings -> System Settings -> Professional Functions -> B2B Customer Portal.

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

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 and place their orders.
• 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. On the Cart page, one shipping address can be selected 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. When you click Order again at Customer Portal -> My Orders -> Order details, the Cart page opens and is 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 be to 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.
• The estimated shipping date will be displayed in the portal when the CO delivery date is filled out.
• 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 due to 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 additional products, such as 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 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 for 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 operations 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 the 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 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 be 1/4th of the main product.
• If the 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

The cost of a co-product is a business decision. Standard costs for co-products and main products should be found, or cost ratios should be 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 you to configure 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 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) and can be manually updated.
2. The default "Shelf life" in days can be set for items on 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 expire earlier are used before items that expire later.
5. The "Expire in 30 days" indicator will become available on the Dashboard. It will provide a report of all lots that 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 item's Shelf life 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 in its details at Stock -> Stock lots.

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 them, use them in production, or ship them to customers.

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

Expiry date of kits/bundles

The expiry date of a kit is calculated automatically and is equal to the earliest expiry date of the products in that kit. To change the kit's expiration date, please change the expiration date of the products contained in it.

Transfer orders and expiry dates

When making a transfer order between sites:

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

Fixed Quantity

The Fixed quantity functionality allows a component's quantity to be independent of the number of products in 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 allows users to use non-inventory items, i.e., turn off inventory tracking for these items.

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

We do not recommend using non-inventory items for services because you will not be able to collect 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 (they can be bought and sold, such as office equipment).
• Non-inventory items cannot be used in BOMs, Manufacturing Orders, or Shipments.
• These items are not part of inventory or inventory management (they do not have stock lots, bookings, etc.) and 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" (the entered item is a stock item).
• Once the item has been saved, 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 without direct cost (for example, an additional guarantee).

When the software updates the customer order’s Status and Part status, non-inventory items are ignored. If a customer order contains only non-inventory items, 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), please create a regular item. This allows linking customer orders with purchase orders and thus allocating costs towards particular customer orders. To separate 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 as a default account for "non-inventory items."
2. Or, set a custom account for the product group containing the non-inventory items.

Posting date

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

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 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. The overlap quantity, which is how many products must be finished in the previous operation before starting, can be defined if selected.
• The Sequence columns are added to the Routing Details page, where each operation's preceding operations can be defined.

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 table assemblies are finished (of 100 total), 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 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.
• For example, if "Cycle time = 0.05 min" and "Quantity = 1", then 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). However, 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 only affects the scheduling of the operations, allowing 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 one is reported as 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 number of operations that need to be finished before this operation can start. (Press the Ctrl or Shift key, or click-hold the left mouse button to select multiple values.)

Example:

The number in the Sequence field indicates after which operations this operation can start. The operation's ID number is displayed at the beginning of its 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 for the division of one operation into smaller pieces to be processed in parallel on several workstations simultaneously. 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, it 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 actual planned duration may differ due to workstation productivity and availability differences.

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 with variations in size and color.
• Machines, industrial equipment, electronics, bicycles, etc., 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 and nails are produced thousands at a time and 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. 
• Unique variation numbers (Yes/No): 
  - If yes, each variation will have a unique part number. Customizing a variation's part number at Stock -> Items -> Items details -> Variations -> Variation's details is possible.
  - 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, the 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 that are added to the product part number. E.g., "/" is used in A01/L, where L represents the 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 priority over the selling price based on 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 on the item details page;
• the Variations section becomes available on 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, select the part without selecting particular parameter values when creating a BOM for the product.
   When creating an MO, MRPeasy will use the product's parameter values 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 "Unique variation 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. A product with parameters is configured in MRPeasy (for example, a product with 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 the 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 a product's parts or raw materials via a relation.
• In this specific example, an electronics product can have different power ratings, thus power is considered 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 from any product choice field when choosing the product. 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 representing the collection of parts that will be added to the product's BOM.
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 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, and the 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 from any product choice field when choosing the product. 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 the quantities of raw materials

• This example explains how one parameter can change a product's quantities and/or parts or raw materials without using a relation.
• In this specific example, an electronics product can have different power ratings. Thus, power is considered a parameter, and each power value corresponds 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 from any product choice field when choosing the product. 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 a product's quantities and/or parts or raw materials. Both relations are used, and parameters change the quantities of raw materials. 
• In this specific example, we're building a clothing item that 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 product's routing, 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 from any product choice field when choosing the product. 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 the product's parameter values to a parametrical part/sub-assembly with 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 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 product's Bill of Materials, 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 from any product choice field when choosing the product. 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 no longer fully defined. 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, 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 form variations 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 defines a worker as paid per piece/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 to set 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 needed for quality control. It is possible to turn 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 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 the stock lot is the expected finish date of MO + the 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 the Procurement -> Vendors page.
• It's possible to create Service orders for rejected items in Stock -> Stock lots -> Rejected stock lot details or write them 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 an MO is 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 only part of it.

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, operations can be assigned to vendors, and a PO can be issued 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 allows users to use and track parts and products with unique serial numbers (S/N).

The serial numbers functionality tracks 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.
14. User rights.

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 the Add button to add 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;
• You can copy and paste them all at once from a Notepad or an Excel file into the first serial number field. The software will then 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 starts.
   • 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;
• You can copy and paste them all at once from a Notepad or an Excel file into the first serial number field. The software will then place each number in its own field.

Serial numbers can also be 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:

• Product serial numbers must be added in a normal MO 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 a subassembly is nested in a multi-level MO, it is not possible to create serial numbers for the subassembly normally.

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 MO product.
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.
   • It can now be seen in Stock -> Serial numbers, where a label could also 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 label's size, information, and layout 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 the placing of subcontracting Purchase Orders to manage outsourced services or manufacturing done by subcontractors (vendors).

This functionality provides support for the following types of subcontracting:

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

Jump to:

1. Demo video: Subcontracting
2. Enabling Subcontracting
3. Alternative approaches to setting up subcontracting.
4. 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.
5. Method 2: Assign operations to vendors inside Manufacturing Orders, and then raise 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.

The following setting is available:

• Overshipment tolerance: When picking components for shipments, this setting allows exceeding the quantity defined in the BOM by a certain percentage.
  • For example, if the Overshipment tolerance is set to 10% and the BOM quantity for a component is 10, the user will be able to pick 11 units to send to the vendor instead of just 10.

When this is enabled, then:

• If the ordered item has a Bill of Materials and an associated Purchase Term, materials can be sent to the vendor in a purchase order.
  A subcontracting BOM can be selected from the details of the purchase terms.
• In a Manufacturing Order, it is possible to issue Purchase Orders to vendors if they perform some operations.
• Choosing a vendor as a workstation group in the Routing is possible.
• 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.

Alternative approaches to setting up subcontracting

Two alternative setups can be used:

1. Purchase Orders only.
   • Use if you do not perform any operations.
   • Use if you want to track (consignment) inventory at a vendor's location.
2. Manufacturing Orders and Purchase Orders combined.
   • Use when vendors perform some operations within your production process.
   • Use when there is a chain of several subcontractors, and you do not track inventory at the vendor's location.
     • The progress of a multi-stage project can be tracked inside one MO by placing the sequence of vendors into the routing.

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.

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 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 they are reported to have been 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 were never initially in the BOM.
• The product is sent from one vendor to another. 
  • Possibly, you don't perform any operations yourself.
  • Inside the MO 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:

• One MO is for one product only (in any quantity); different products need different MOs.
• It is impossible to create a Shipment document to send 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 impossible to track (consignment) inventory at each vendor's location, if necessary.
  • Materials are booked and used from the MO site.
  • The product will come into stock at the MO site.

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 a subcontractor performs an operation, 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 a unit conversion is required for the PO. For example:
     • Your product in your stock is counted in pcs, e.g., a single unit weighing approximately 12 oz 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 pieces received, the vendor bills you for 25 lbs. (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 an MO for 33 and a PO for that vendor, the PO will show 1 x 25 lbs.

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, you will see it in the MO's materials list 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.
   • The Operations section lists each operation assigned to a vendor in addition to 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 MO operation starts when the PO field Shipped is filled out.
   • 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, saving only one default price per item is possible.

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 the 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 price list.
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 price lists that are defined in CRM -> Pricelists.
3. Enter prices for any pricelist to add the product to it, or leave some prices empty to delete the product from it.

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 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, the option Do not book parts becomes available.
3. When creating a new manufacturing order, the option Do not book workstations becomes available.
4. A new MO status, Not Scheduled, is introduced, which is used for manufacturing orders that are not on the production schedule.
5. The Gantt chart displays the Not Scheduled column. This column contains a list of unscheduled manufacturing orders that can be dragged to the chart for scheduling.

Manufacturing orders can be unscheduled only before they are started.

Demo video.

Enterprise Functions

You can turn on the Enterprise package functions in the Settings -> System settings -> Enterprise functions section.

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) - a powerful tool for long-term planning;
• Multi-Stock and Production Sites - several warehouses and production sites;
• Packing – support for packing products into production packages (e.g., boxes).
• 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 allows the manager 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. 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. 
7. PO cannot be changed (products, quantities, prices) after the order is sent if the user has not approved the PO.

Approving Manufacturing Orders

1. When a new manufacturing order (MO) is created but 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. The approval can be revoked until the MO is started. Then, the status is changed back to New.

Demo video

Backward Production Scheduling

Backward production scheduling is used to schedule production operations as late as possible before delivery.

• 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, Forward scheduling is used, meaning 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 to find the latest start times for Manufacturing Orders,
   • and the latest times for Purchase Orders to be placed.
3. The setting Backward scheduling becomes available in 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 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's 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 are available by 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. Only after MRPeasy has successfully been implemented in some business areas can we start implementing barcoding in that area.
   • Barcoding helps to perform various actions more quickly.
   • Users must know what those actions are and how to perform them 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 app's top bar.
  • There may be some technical limitations compared to using a dedicated barcode reader. For example, QR Codes may be more reliable when used with a camera for scanning.
  • Please download the MRPeasy app from the 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

• Please turn to your local specialists regarding the specific choice of label printers and scanners. 
  • Since MRPeasy is online software, and a barcode reader technically works as a keyboard, a barcode reader compatible with your device should work with MRPeasy.
  • Generally, barcode readers can be connected via USB (for computers) or Bluetooth (for tablets and 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, 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 an automatic assignment, enter your manufacturer code - a prefix obtained from GS1 comprising your country and company codes.
5. Save the settings.
6. If your products have specific EAN-13 or UPC-A barcodes that you need to assign:
   • Go to the 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 of all operations barcodes: 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:

• Barcode values generally encode not only 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.
• Barcode values generally encode not only 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. The software does not react when a barcode is scanned.
   One possible reason is that the browser is out of focus. Please click with the mouse anywhere 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.
   If 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 you zoom in really deeply. 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 print the barcode properly, 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 get good scanning results with a camera consistently. Try making the barcode bigger. QR codes may provide better results.

Maintenance Management System

The Maintenance management system allows automatic tracking of 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:

• It is possible to set a maintenance cycle for a workstation 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). These counters indicate how much time, produced units or calendar days are left until the next maintenance. They are automatically updated according to reported manufacturing operations or days that have passed since the last maintenance.
• When service is performed, the counters are reset to zero.
• Maintenance can be performed on the workstation details page at Production Planning -> Workstations -> Workstation details.
• The maintenance history report is kept at Production Planning -> Workstations -> Workstation reports: Maintenance.

Jump to:

1. How do you 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
8. Limitations

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.

The user must have the Read and Update rights for Production planning -> MPS to access and edit the MPS.

There are three additional settings for the MPS functionality:

• Timescale period - choose whether the plan is weekly, monthly, or quarterly.
  • The production plan and sales forecast quantities will be recalculated if the period is changed from shorter to longer.
  • 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 with an issue in the third 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. For example, 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. Add the Production plan numbers for each product for the 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 the simulation of 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 providing 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 the “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 with this material 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 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 automatically be considered 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 they will have duplicate capacity and material requirements.

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 is created only for procured materials in the BOM of the kit.
  • If there are sub-assemblies or products that must be manufactured as part of the kit, the production of them 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 period columns' names reflect the corresponding periods' start dates.

Limitations

Parametrical products with Matrix BOMs are partially supported:

• Variation part numbers must be enabled.
• BOMs with parameters that change quantity are supported.
• BOMs with relations are not supported. These are excluded from the material demand calculation.

Multiple Stocks and Production Sites

The Multiple stock and production sites functionality allows you to manage multiple physical stocks and/or production sites in different geographical locations.

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

1. Storage locations are bins, shelves, racks, areas, or separate rooms inside one warehouse or 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.
   • 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.
   • With a transfer order, goods can be moved from one site to another. 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:

• A particular stock/site can be selected in all functions and reports, 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:

• A site must be selected for each line when creating a purchase order.
• 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 for different functions and reports.
• When planning new manufacturing orders, a production site must be chosen. 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 must be chosen.

User access rights for multi-stock management

To add stocks/production sites (in Settings -> Production sites/Stocks) or create 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. Bulk packaging materials can be planned and used in the manufacturing process.

Attention! 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 and 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 quantity 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 add additional information about the products in the package and the number of packages in this shipment.

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

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

Calculating the weight of shipments

When the Packing functionality is enabled, the weight of each product can be defined in the item details.

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

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 you to handle situations when a customer returns items for repair and maintenance, 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 returned goods, inspect them, repair or maintain them, provide replacements, and refund them.

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 to inventory?
5. How to receive returned products into stock?
6. How do we inspect the returned products to decide 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.
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—based on the inspection of the returned products, reject the return, 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. A new RMA order must be created when a customer wishes to return items.
2. When items are received, a target stock lot is created, and it goes to inspection to decide 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 received for RMA inspection are not counted in inventory. However, they can be found in Stock -> Stock lots by statuses that start with “RMA.”
4. A new service order should be created if the item is repaired. (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 the service order is fulfilled, the replacement item has been booked, or the item was rejected), the status of the RMA order is automatically changed to Ready for shipment. To ship, open the RMA order, scroll to the 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 in 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 at 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 the target stock lot.
3. Change the status from RMA returned to Received.

Demo video

Revision/Version Control System (VCS)

The Revision control system allows you to save revisions of stock items and track 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.
• The stock lot details can store an item's revision. If a 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 and 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 document revision.
• On the BOM and Routing details pages is the list of previous versions, with the Created date, Notes, and User information.
• Restoring a previous version of the BOM or the Routing is possible.
• It is possible to view a PDF of the previous version.
• Notes can be edited. In the Edit mode, move the mouse over the notes to edit them.
• In the BOM and Routing subsections of Production Planning, in part Versions, it is possible to search by number, date period, name, creator, and notes.

Sales Management

The CRM -> Sales management section shows reports about sales staff performance per period. It can be used to calculate staff commissions.

• 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, an additional code will be generated and sent to the user, which 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 when signing in (configured per user).
• Users must use their smartphones (iOS,  Android, or BlackBerry only) to generate and enter a special code to sign in.

Please do not try to switch that On without 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 the link to Show the 2FA key.
6. Open the 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 the 2FA box is checked for a particular user, the software will ask them to enter the authentication code whenever they log in. The user should:

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

Software Settings

The Settings -> System settings -> Software settings page allows you to set preferences that affect the software's behavior.

Demo video: Software settings.

The following settings can be set from this page:

1. Edit mode - whether documents can be edited immediately after opening or require clicking the "Edit" button. 
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 of setting 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 the Customer Order quantity will be updated if the final MO quantity changes.
8. Materials requisition - the ability to create materials requisition PDF 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 – the ability to enable/disable automatic updating of an item’s price in its purchase terms when it is edited in a purchase order.
11. MO partial completion - the ability to put ready products into stock in a partially completed MO when the last operation is paused.
12. 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.
13. Decimal places - the ability to set the number of decimal places in price fields.
14. Update currency rates - if turned ON, the software will update currency rates automatically each night.
15. 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 enabled, bookings and stock lots are managed manually by the user, enabling stock lot tracking and tracing.

Edit mode

By default, the Edit mode is turned off, meaning all documents are editable immediately 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 concerned assemblies are seen. For example, if the worker can only see one 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, a separate tax rate can be set 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 missing products 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 considers other operations and the planned idle times for machines. The item must have a Bill of Materials and a Routing to use automatic scheduling.
• 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 missing products 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.

To prepare the Combined materials requisition list, select the desired MOs by checking the appropriate checkboxes in the MO list and clicking the printer icon on top. The system will create the PDF with the combined requisition list.

After the materials are consumed, the specifics of their lots are replaced with the status “Issued” in the Materials requisition PDF.

Several invoices per PO

By default, one purchase order can be associated with only one incoming invoice. 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:

• The Invoices section appears at the bottom of the PO.
• Additional fees are entered into invoices.
• Payments are entered into invoices.
• An invoice from another vendor (e.g., additional freight fees) can be added to the PO.

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

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

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.

MO partial completion

When the setting Settings -> System Settings -> Software Settings -> MO partial completion is enabled, products reported by a worker when pausing or finishing the last operation of an MO are immediately received into stock.

Each time a worker reports the results of the last operation, a separate stock lot is created and marked as Received (or On-hold if Quality Control is enabled). These products can be shipped to customers or used in other processes.

Please note that:

1. While the MO is not yet completed, the cost of the earlier completed products is likely to change when further actions are performed with the MO.
   • If any input (materials, overhead, or labor) or output (final quantity of products, additional products) changes, then the product cost will change because manufacturing costs in the MO are divided equally among all produced items (the unit cost is the same in all target lots).
   • If you use the Standard Accounting module - when MO partial completion is allowed, in progress (not finished) MOs that were started before the “Books closing date” can be updated freely.
2. Changing this setting does not affect existing MOs; they cannot be partially completed. An MO is created according to the setting at the time of its creation.
3. Even if you enabled the ”Use Planned Goods” setting, not-ready products from MOs created with this option cannot be consumed until they are received in stock.

Use planned goods

By default, the software allows the use of stock items in the 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 you to deny using the planned goods.

To disable this functionality and deny consumption or pick up planned goods, select value No.

The benefit of having this setting enabled is the following:

• If someone forgets to report a PO received or a finished MO, the next person can still record their actions. For example, the parts can be consumed in MOs or shipped to customers.

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 planned goods used is considered to be 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 balance synchronization, 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 not even physically 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 the CRM and procurement sections. These prices can have four decimal places.

No rounding is performed for numbers smaller than 0.1, 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 you to add additional currencies to your account. By default, the currency rate you entered is not updated automatically. To enable automatic updates, change the value of 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

Openexchangerates.org provides the real-time rates. The rates are mid-market rates derived from the midpoint between the "buy" and "sell" transactional rates in 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.
• You are advised to download a database backup before changing the settings.

   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, they 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 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 configures 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 email notifications about. The emails 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, 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 you to define additional currencies and their exchange rates to the system’s base currency.

• Please note—the system uses only one base currency in stock, 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 orders (PO), Customer orders (CO), Invoices/Quotations, etc.
• It is also possible to set default currencies for customers and vendors.
• The price of every stock lot 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, considering 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 the 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 automatically update currency rates each night. To enable this functionality, please change the value of 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

Openexchangerates.org provides the real-time rates. The rates are mid-market rates derived from the midpoint between the "buy" and "sell" transactional rates in global currency markets. 

Allowed IPs

The Settings -> System settings -> Allowed IPs page allows you to define the IP addresses from which you can sign in to your account at MRPeasy.

• The IP address limits apply only to users for whom the Access limited setting 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 to 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 IPs please consult your Internet service provider (ISP).

Integrations

The Settings -> System settings -> Integrations page allows the 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 Amazon via Zapier:

Amazon Seller Central

This integration imports orders from Amazon Seller Central to MRPeasy. 

Attention! 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. When you establish the integration, orders that are already in BigCommerce 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 orders that are too old 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 to 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, its status in BigCommerce will change 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 to deduct products 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 the available quantities of products in BigCommerce with the quantities available 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, choosing what sites to synchronize will be possible.

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.
   • Select the site for booking products if the Enterprise functionality "Multi-Stock and Production Sites" is enabled.
   • 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. If a customer signs up in BigCommerce, it is 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 imported from BigCommerce. The customer's domain name will contain the domain name of your BigCommerce store.
2. Import the customer. 
   • Select the option "Import customers".
   • When importing an order, MRPeasy looks for a customer with the same e-mail address.
     • MRPeasy searches by the customer's general email first. If no customer is found, MRPeasy searches by the customer's contacts' email. If there are several records with the same email, 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".
   • 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 placing the order. In this case, MRPeasy tries to update the address in the customer's details in MRPeasy. Nevertheless, please check that the 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 to save 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 with all products and shipping costs is created in MRPeasy. 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 separately in MRPeasy and BigCommerce.

The SKU field in BigCommerce must match the Part Number field in MRPeasy. Otherwise, the product's order 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

MRPeasy maintains the integration between BigCommerce and MRPeasy. If you have any technical questions about the integration, please contact 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 get in touch with 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 files to be attached 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 to which you wish to add the file.
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 called "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, 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, My Production Plan, or the 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 the cursor hovers 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.
   Icons for the Customer Portal can be added from OneDrive and Dropbox integrations or as Direct links.
   Icons stored in Google Drive will not be visible in the Customer 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 to synchronize files between multiple devices while also keeping them in cloud storage. To attach files from Dropbox, first create an account. 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:

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

Microsoft OneDrive integration

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

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. MRPeasy will use these files in the same way as files selected from external cloud storage.

The workflow is as follows:

1. Copy the URL of your file.
2. Click the blue button with the chain icon in the file attachment section.
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 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.

Using paths to files in your local filesystem/network is impossible, 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 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): To choose files, everyone must sign in separately to a OneDrive account in their web browser.
• 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 that offers great capabilities for managing your sales process. HubSpot and MRPeasy can work seamlessly together via Zapier so that sales are handled in HubSpot and production, inventory, purchasing management, and order fulfillment are handled in MRPeasy.

How do you import deals from HubSpot to MRPeasy?

Integration between HubSpot and MRPeasy must be configured in Zapier.

1. Set up the trigger

1. Choose the HubSpot app 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 necessary to get the ID of the 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, getting the IDs of the products is necessary.

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 for 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 for 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 often as there are products in the deal. This is OK. This is a feature of the Zapier test environment. 
• Please enable this ZAP and create a new deal in Hubspot to test the live environment. You should then receive 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 sales are handled in Magento, products are manufactured, materials are handled, production is planned, and purchasing is 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 orders that are too old 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 to the order details, indicating that the 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 order status to Completed in Magento. 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 and 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 the available quantities of products in Magento with the quantities available from MRPeasy.
  See also: How do you 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 inventory sources in Magento, choose which 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. For example, if a customer signs up in Magento, his contact details should be 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 imported from Magento. The customer's domain name contains the domain name of your Magento store.
2. Import the customer. 
   • Select the option "Import customers".
   • When importing an order, MRPeasy looks for a customer with the same e-mail address.
     • MRPeasy searches by the customer's general email first. If no customer is found, MRPeasy searches by the customer's contacts' email. If there are several records with the same email, 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".
   • 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 placing the order. In this case, please check that the 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 to save 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 with all products and shipping costs is created in MRPeasy. The invoice is tax-inclusive, and full payment is added to it.

Configuring products in MRPeasy and Magento

Products must be set up separately in MRPeasy and Magento.

The SKU field in Magento must match the Part Number field in MRPeasy. Otherwise, the product's order 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, every Magento store has its own generic customer, which contains the domain name of your Magento store.

Support

MRPeasy maintains the integration between Magento and MRPeasy. If you have any technical questions about the integration, please contact MRPeasy support.

Pipedrive

Pipedrive is a powerful, user-friendly CRM system that provides great capabilities for managing your sales process. Pipedrive CRM and MRPeasy can work seamlessly together so that sales are done in Pipedrive and production, inventory, 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 between MRPeasy and Pipedrive work?

The integration gaps different operational roles in a company so that all sales activities can occur 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 the next stage,
   - It is possible to book goods manually or automatically 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,
   - 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 "Products" feature 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 must 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 that were just imported, deals that are ready for shipment, and deals that 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. If the main CRM is Pipedrive, it is 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 automatically updated in MRPeasy, 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 the export and import of 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 is currently experiencing issues with its API integrations. If you receive any unexpected errors, please notify us and also contact QuickBooks support.

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

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 Online.
   1. MRPeasy -> QuickBooks Online.
   2. QuickBooks Online -> MRPeasy.
   3. Synchronization schedule.
6. Setting up the integration with QuickBooks Online.
7. Troubleshooting and synchronization logs.
8. Support.

Scope of the integration

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

• Invoices, Credit Invoices, Prepayment invoices, Purchase Orders, Purchase Invoices, Vendor Credit Invoices, Vendor Prepayment Invoices.
  • Items can have different purchases and sales accounts.
• Accounting transactions are created using QuickBooks documents.
• Automatic synchronization of payments.

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

• In addition to the core integration, 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.

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 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 Invoices in MRPeasy, they 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). These fees are expenses added to inventory valuation. They will be expensed when finished goods are sold and included in COGS.
• If additional fees are expensed immediately and are not part of inventory valuation, non-inventory items in MRPeasy can be used for them. The desired expense account can be selected for the item in the QuickBooks Online Bill or product configuration page if necessary.
  Please note: this specific recommendation is only valid for purchase orders, not for customer orders.

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 QuickBooks Online 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 as 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 QuickBooks Online 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 QuickBooks Online. This is because QuickBooks Online 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

Purchase invoices, sales invoices, and credit invoices:

• Payments are automatically synchronized according to the synchronization schedule.
• Payments for purchase invoices are synchronized only if PO-s are sent to QuickBooks Online as bills.

Vendor prepayments and customer prepayments can only be sent one-way from MRPeasy to QuickBooks Online.

Tax rates

The synchronization of tax rates works as follows:

1. MRPeasy operates with tax percentages only; no 'named' tax rates exist.
2. When a document with tax is sent to QuickBooks, the tax rate with the same percentage is automatically chosen. If several tax rates have 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 QuickBooks Online.
2. Once created, it is not possible to change a customer's/supplier's currency in QuickBooks Online.
   For example, if a customer's currency in QuickBooks Online should be changed, go to your QuickBooks account, find that customer, and make it inactive. After that, please post an invoice to QuickBooks Online.

Inventory and manufacturing transactions

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

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

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 operations.
4. Manufacturing is finished, and products are put into 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. If payments are added to QuickBooks Online, they are synchronized to MRPeasy once per day in the evening.
• ***) Balances are synchronized once per day, during the evening (usually between 9 p.m. and 11 p.m.).
  This can be run manually by clicking the button Synchronize now at Settings -> System settings -> Integration -> QuickBooks. Manual synchronization can be performed once per 5 minutes.
  
  

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.
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 while 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 are sent to QuickBooks automatically.
   • If not selected, sales invoices can be sent manually.
2. Procurement 
   • Purchasing documents are sent to QuickBooks automatically.
   • If not selected, purchase orders or invoices 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.
   • The syncing of balances should be disabled:
     • If you use tracked inventory in QuickBooks.
     • If the periodic inventory system is used in your accounting (in QuickBooks Online). MRPeasy is a perpetual inventory system.
   • If not selected, the posting of balances with journals is completely disabled. Cannot be done manually.
   • 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 the use of stock items in status Planned or On hold, which can be changed with the settings Settings -> System Settings -> Software settings -> Use planned goods.

If this setting is enabled, the following should be considered:

• The cost of all planned goods used is considered to be 0 at the time when the goods are used.
• When goods are finally received (e.g., PO is received, MO is finished), financial transactions regarding 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 are enabled, then POs are not posted to QuickBooks. Purchase Invoices are posted as Bills.
2. Bills in QuickBooks.
   • Payments for bills are synchronized only if purchase orders are posted to QuickBooks Online as Bills.

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.
   - MRPeasy uses this account when creating new items in QuickBooks Online.
   - If balances are synchronized, this account holds the billed value but has not received the goods. The PO receipt transaction (credit) is posted in a journal on this account. 
2. A Purchase credits (Current Asset) account.
   - This account is for items in the QuickBooks Online Vendor Credit document, which is created when a Vendor Credit Invoice from MRPeasy is posted to QuickBooks Online.
   - Credits received from vendors accumulate on this account.
3. A Bank (Current asset) account.
   - An account where payments are saved if entered in MRPeasy.
4. A Customer Prepayments (Current Liability) account.
   - It is used when a customer pays a prepayment invoice.
5. A default Sales (Revenue) account.
   - This is the Income account on the QuickBooks Online Invoice.
   - MRPeasy uses this account 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 and 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 the 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 move items between several sites, transfer fees, which are applied to inventory, are posted on this account.

If balances are not synchronized, save the account mapping, and the integration is set up! Then, continue to sync MRPeasy and QuickBooks Online.

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.
   - MRPeasy uses this account 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 in a journal on this account.
2. A Sales (Revenue) account.
   - This is the product's Income account on the QuickBooks Online Invoice.
   - MRPeasy uses this account 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 account mapping, and the integration is set up! Then, continue to sync MRPeasy and QuickBooks Online.

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. QuickBooks chooses the accounts on purchase orders, bills, and invoices from the details of the product in QuickBooks.

If balances are not synchronized, the Expense account in the QuickBooks product does not need to match 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 get 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 ensure 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 that the balances match with QuickBooks Online.
3. Send data from MRPeasy to QuickBooks Online:
   - Post any balance changes 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 integration is initialized, its 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 is 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, you can import stock items, customers, and vendors from QuickBooks to MRPeasy by using the respective buttons at MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks.

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

If you wish to review the chosen integration settings 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 journals 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, but in MRPeasy, stock movements can be backdated or historical transactions changed in certain cases.
2. The invoice has not been posted to QuickBooks Online.
   • To quickly find the reason, please click the Add to QuickBooks button. You should then 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 the statuses 'Unpaid,' 'Paid partially,' or 'Paid' and the 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 be 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. The purchase order has not been posted to QuickBooks Online.
   • To quickly find the reason, please click the Add to QuickBooks button. You should then 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.
     • Before the purchase order is posted, the "Invoice ID" must be saved in the Purchase Order details in MRPeasy. Please check that this is done and that the PO is saved.
     • In MRPeasy, you have enabled the 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 QuickBooks Online, the applied tax rates must exist in QuickBooks Online beforehand.
   • Please pre-configure these tax rates in QuickBooks Online 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 an Invoice or PO to QuickBooks Online.
   • 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 QuickBooks Online with this number.
   • This may happen when you delete a document in MRPeasy; do not delete it in QuickBooks Online, and re-create the document in MRPeasy. MRPeasy does not automatically delete documents in QuickBooks Online. If a document has been posted to QuickBooks Online and it is needed to delete, please delete it manually in both systems. The software works like that to avoid a conflict when a document is posted to QuickBooks Online, and your accountant starts to process it, and at the same time, somebody deletes this document in MRPeasy.
8. When sending a document to QuickBooks Online, an error message appears: "[Item]: Parent Reference invalid: This selection can only be a Category."
   
   • To import an invoice with this item from MRPeasy to QuickBooks Online, 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 QuickBooks Online handles this item name as follows: 
     • Information before the colon (:) in the Part description is imported as a Product Category in QuickBooks Online.
     • Information after the colon (:) in Part description is imported as Product "Name" in QuickBooks Online.
9. When trying to send an invoice for a purchase order to QuickBooks Online, it returns an error message stating "Invalid reference ID"
   • Please check that your QuickBooks Online account has a tax rate configured like the one in the MRPeasy invoice. If not, please configure it and then try to post this incoming invoice to QuickBooks Online again.
10. When trying to send an update to QuickBooks Online 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 you have an invoice linked to billable items on a bill in QuickBooks Online. QuickBooks Online does not let you 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 QuickBooks Online manually,
      • or delete the connected invoice in QuickBooks Online, update the bill by 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 QuickBooks Online 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 QuickBooks Online. The item reference cannot be for a bundle or group.
    • To fix this, locate the item in QuickBooks Online -> Products and services and change the type to "Product" or "Service".
12. When trying to send an invoice/PO/bill to QuickBooks Online 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.
    • Please change the description of these products so that they all appear differently when this document is posted to QuickBooks Online.