Our sql-ledger vmware virtual appliance now comes with LedgerSMB 1.2.21. (with our enhancements.) It is fully configured with a blank dataset and one user. . . . → Read More: LedgerSMB Virtual Appliance]]> LedgerSMB is particularly difficult to install and configure for newbies due to its dependence on few CPAN Perl modules, fixes required and creation/configuration of a central database to store users.

Our sql-ledger vmware virtual appliance now comes with LedgerSMB 1.2.21. (with our enhancements.) It is fully configured with a blank dataset and one user. You just download it and start using it immediately. (You can create more datasets and users yourself through web interface.)

You can easily upgrade to the newer version (as well as to our new enhancements) by running ‘git pull’ in the ‘/usr/local/www/data/ledgersmb/’ folder.

Order this appliance from our order page. Your order confirmation email will include the download link.

Instructions on using vmware appliance are here.

COPY (SELECT id, partnumber, description FROM parts ORDER BY partnumber) TO '/tmp/parts.csv' CSV HEADER;

All Sql-Ledger user-interface elements (menu, forms, reports) are displayed using standard HTML. You can use any modern browser to run the application. Firefox is recommended.

Sql-ledger menu is displayed in left frame. Menu items can be . . . → Read More: Usage Guidelines]]> SQL-Ledger is a browser-based application. Anybody familiar with internet browsing should feel at home using sql-ledger.

All Sql-Ledger user-interface elements (menu, forms, reports) are displayed using standard HTML. You can use any modern browser to run the application. Firefox is recommended.

Main menu

Sql-ledger menu is displayed in left frame. Menu items can be collapsed into sub menus or individual menu items by clicking them.

Update button

Lookup information (customer/vendor address) and calculations (invoices subtotals etc) are not automatically updated on a form after a change. You need to click the Update button to do these.

Update button does not store anything into database. It just looks up appropriate missing information, does any pending calculations, and adds one more line on multi-line forms like invoices and orders.

It is safe to click Update button as many times as you like. You can also trigger update action by pressing ‘Enter’ key in any text field.

Adding, changing and deleting records

You can add a new transaction (order, invoice etc.) or a master record (part, customer, vendor etc.) directly through the module menu.

To change or delete a transaction or master record, you use the Reports menu option in the sub menu. Once you display the report by clicking the Continue button, you can use the hyper links on report to change or delete the record.

Example

For example to add a new sale invoice, you click AR–Sale Invoice. To change or delete an existing invoice, you click AR–Reports–Transactions. A selection form is displayed where you can specify date range and include/exclude columns.

When you click Continue, all existing invoices are displayed. Now you can open any existing invoice by clicking invoice number hyper link.

Customers and vendors lookup

There are two ways customer / vendor can be selected on an invoice (or order, quotation).

Method 1

By default customer and vendors are displayed as drop down menus on invoices, orders and quotations.External Link

Method 2

If you have a large number of customers and/or vendors, it is more convenient to select customer by typing its number or name. To do so, goto Preferences and change Dropdown Limit to 0. Now invoice form will allow you to enter customer number or part of customer name to select it.

Parts Lookup

There are three possible ways you can lookup a part on an invoice, order or quotation.

Method 1: Specify Part Number

You can lookup a part by its number.

If you enter partial number, all parts matching this number will be displayed.

You can select the required part and click Continue to return back to invoice screen.

Method 2: Specify Part Description (Name)

You can enter complete or partial part description. If there are more than one part descriptions which match, these will be displayed.

Method 3: Specify Group to List Items in the Group

Departments, warehouses and projects

You can classify your transactions by specifying department, warehouse or project during transaction entry. More details on using these features can be found else where on this wiki.

The important thing to note is that you need to define at lease one department, warehouse or project before the respective drop down list will appear on transaction forms.

Item notes, serial numbers, delivery date, packaging information on invoice lines

By defaults line items on invoices show most commonly used columns.

If you want to enter more information against each line item, check the box next to Description heading on line items. Now when you enter an item code and update, you will see additional columns for delivery date, item notes, serial number, project, packaging, net weight, gross weight and volume.

For list of additional data columns that can be imported see step 4. invnumber,transdate,duedate,customernumber,curr,invoicedescription,partnumber,qty,sellprice,employeenumber,AR,department,warehouse A100,10/12/2008,10/30/2008,AE001,GBP,Invoice description comes here,B001,10,102,E-001,1100,HARDWARE,LONDON A100,10/12/2008,10/30/2008,AE001,GBP,Invoice description comes here,F003,6,69,E-001,1100,HARDWARE,LONDON A101,10/12/2008,10/31/2008,CP002,GBP,Test description,F003,2,32,E-002,1100,SERVICES,PARIS A102,10/13/2008,11/1/2008,ER003,GBP,Sale of goods,T007,6,12,E-003,1100,SERVICES,LONDON A103,10/14/2008,11/2/2008,SP007,GBP,Sale,K001,12,32,E-004,1100,HARDWARE,PARIS

(The last column AR is accounts receivable account number which is 1100 in UK . . . → Read More: Import Sale Invoices]]> Sales invoices can be imported from text files.

1. Format your data

   For list of additional data columns that can be imported see step 4.
   
invnumber,transdate,duedate,customernumber,curr,invoicedescription,partnumber,qty,sellprice,employeenumber,AR,department,warehouse
A100,10/12/2008,10/30/2008,AE001,GBP,Invoice description comes here,B001,10,102,E-001,1100,HARDWARE,LONDON
A100,10/12/2008,10/30/2008,AE001,GBP,Invoice description comes here,F003,6,69,E-001,1100,HARDWARE,LONDON
A101,10/12/2008,10/31/2008,CP002,GBP,Test description,F003,2,32,E-002,1100,SERVICES,PARIS
A102,10/13/2008,11/1/2008,ER003,GBP,Sale of goods,T007,6,12,E-003,1100,SERVICES,LONDON
A103,10/14/2008,11/2/2008,SP007,GBP,Sale,K001,12,32,E-004,1100,HARDWARE,PARIS


   (The last column AR is accounts receivable account number which is 1100 in UK chart of accounts)

   If your data contains invoices with more than one part, repeat the row with same invoice header information and change the part number and price information. Sql-ledger will import all these rows as a single invoice. (See invoice number A100 above)

2. Upload and preview

   Using Import–Sales Invoices menu option, upload this file into Sql-Ledger. You will be shown what will be imported before actual import is done. At this point you can check and uncheck the invoices to be imported.
   

3. Confirm data import

   When you click the Import Sales Invoices button, invoices will be imported. You will be show which invoices were imported successfully.
   

4. Additional data which can be imported

   The sample csv file provided above contains only the most commonly used columns. Here is the complete list.
   
transdate
invnumber
customernumber
curr
duedate
employeenumber
ordnumber
quonumber
datepaid
shippingpoint
shipvia
waybill
terms
notes
intnotes
language_code
ponumber
cashdiscount
discountterms
partnumber
description
sellprice
discount
qty
unit
serialnumber
projectnumber
deliverydate
AR
taxincluded