Templates

Understanding Email Templates

Email templates are a predefined email layout that have all the basic content ready. It may not be required to write an email every time you need to send one. This saves time and error in some cases. Email templates also make sure that they adhere to the brand guidelines. For example, if an email needs to be sent to the user each time a service ticket is logged. This can be sent in one click if the template is defined.

 

Setting Up an Email Template

Navigate to the left menu >Settings > Templates.

All the email templates will be visible here.

Click on the Email SMTP Settings tab. 

Enter all the details and click on Update.

To activate email, go to Settings and check the boxes Active Email and Manually Email.

Click on Update.

 

Viewing Automated Email Templates

Navigate to the left menu >Settings > Templates > Emails.

All email templates will be displayed here. 

You can check the Active checkbox to make it active.

In case you wish to edit anything, select the desired template and scroll to the right.

Click on Action > Edit.

Make changes to the template and click on Save & Exit.

 

Creating Email Templates

Navigate to the left menu >Settings > Templates.

Click on the plus button on the top right hand corner.

Enter the details and click on Save.

 

Transaction Approval

Understanding Transaction Approval

Your employees can make transactions and send them for approval after you set up transaction approvals for your business. The person who has approval access can check the transactions and make changes before they are approved. This keeps any mistakes from happening in the transactions.

AntMyERP comes with built-in Approval Management Systems that make it easy for you to handle various transaction approval processes and Approval workflows, such as approving quotations, leave requests, purchase orders, and sales orders.

 

Settings

Navigate to the left menu > Settings.

Click on CRM Sales > Quotation.

Under the quotation settings, Check the Quotation approval box.

Click on Update.

 

Using Transaction Approval 

Navigate to the left menu > CRM Sales > Quotations

Click on three dots, Click on Proposal authorization.

Default setting can be seen here. Select Default.

Select the employee that has to approve. 

Second option is the Product category and the third is the business wise category. 

Select any option and Click Update. 

Note: Until the select number of employees has given the approval, it cannot be shared with the customer. 

It will now be shown in the pending quotation index view. 

 

Approval System

Understanding Approval System

Your employees can make transactions and send them for approval after you set up transaction approvals for your business. The person who has approval access can check the transactions and make changes before they are approved. The automated approval system keeps any mistakes from happening in the transactions.

AntMyERP comes with built-in Approval Management Systems that make it easy for you to handle various transaction approval processes and Approval workflows, such as approving quotations, leave requests, purchase orders, Expense vouchers, and sales orders.

 

Settings

Navigate to the left menu > CRM Sales > Sales

The sales order Index will open.

Click on three dots, Click on Sales Settings > Sales Order

Under Sales Preferences settings, 

Turn on the Enable Sales Order Approval System

Click on Update.

 

Set the Approval Process for Sales order

Navigate to the left menu > CRM Sales > Sales

The sales order Index will open.

Click on three dots, Click on Sales Settings > Sales Authorization Order

Under Sales Order Approval Preference, The sales order is seen business wise. 

Select the Number of employees that are needed to keep authorization here.

Next, Select Any if any one employee is enough for approval. Then, Select the number of approvals needed

and click Update.

Under the sales option, select Authorization Pending. 

Note : All the sale orders that are yet to be approved are seen here. 

To give approval, go to the action Parameter and the approve or reject option will be visible. 

Once approved, it will be visible in the Sales order (pending) so that the execution team can approve it. 

 

Set the Approval Process for purchase Order

Navigate to the left menu > Purchase > Purchase Order

The Purchase Order Index will open.

Click on three dots, Click on Purchase Settings > PO Authorization

Under Purchase Order Approval Preference, The sales order is seen business wise. 

Select the Number of employees that are needed to keep authorization here.

Next, Select Any if any one employee is enough for approval. Then, Select the number of approvals needed

Then, Click on PO to see authorization and if any PO has been made. 

Under this, you can view, accept, or reject options for the pending approval.

This way, the authorization of PO can be turned on. 

 

Settings

Navigate to the left menu > Purchase > Purchase Order

The Purchase Order Index will open.

Click on three dots, Click on Purchase Settings 

Under Purchase Preferences settings, 

Turn on the Enable Purchase Order Approval System

Click on Update.

 

Set Approval Process for Spare Parts 

Navigate to the left menu >Service > Request spare 

The Service spare part Index will open.

Click on Spare parts, and Select Spare part pending

Note: here, you can see how many spare parts requests have come in that are yet to be approved. 

Click on the Action button to Approve or Reject.

A pop up will appear when you select reject. Here, give a reason for rejecting a spare part. Click Save. 

If you approve it, a pop up will come and you can select whether it’s chargeable or Non- Chargeable. 

 

Set Approval Process for Leave 

Navigate to the Left menu > HR > My HR

Click on Leave tab and select Leave Status 

The status of the leave will be seen here. 

From the Select option, Give Approval or reject from here. 

 

Setting Preferences

Understanding Settings Preferences

Setting Preferences in AntMyERP refers to all the preferences one sets depending on the user roles. Availability of features should be dependent on the job role. Hence, the facility of changing the settings preferences comes in handy.

 

Navigating Setting Preferences

Navigate to the left menu > Settings> Settings.

The following options will show up under the Preferences tab:

 

Project Title

The name of the dashboard is displayed here. This will be displayed under Loan/Repair Register as Creator Name.

 

Project Subtitle

The subtitle of the dashboard is displayed here. This will be displayed in the browser page name.

 

Per Page

The number of search results on a single page will be visible here.

 

Active Email

By checking this box, auto mail would be sent.

 

Manually Email

By checking this box, a manual email will be sent.

 

Active SMS

SMS can be enabled by checking this box.

 

Invoice Classic View

Invoice Classic View can be set by checking this box. Else, the normal invoice will be visible.

 

Country

The country name will be displayed here.

 

Date Format

The date format can be chosen from the options – DD-MM-YYYY or DD-MM-YY or MM-DD-YYYY or MM-DD-YY.

 

Time Zone

The time zone can be selected from the dropdown options.

 

Time Format

The time format can be selected either from 12 hour or 24 hour options. 

 

Name Format

The name format can be selected from the options – First Name, Last Name or Last Name, First Name or First Name, Middle Name, Last Name.

 

Financial Year Start Month

The start month of the financial year can be set here.

 

Financial Year

Setting the financial year start month will populate the year automatically.

 

Home Currency

The home currency can be selected.

 

Language

Language can be selected from the options provided – Hindi, English or Turkey.

 

Product Lift User Email

Email address used for Product Lift integration can be entered here.

 

Active Chat

By checking this box, the chat box can be enabled.

 

Multi Currency

If your organization deals with Multiple currencies, this check box needs to be checked.

 

Authorize Rounding Off Amount

Document where we need to display Amount with or without Round Off  we can enable/disable from here.

 

Multi Branch

If your organization has multiple branches, this checkbox needs to be checked.

 

Enable Prefix and Suffix

By checking this box, the format of the prefix and suffix under Finance setting the individual Branch of every document like Proposal, PO can be changed.

 

Stock Location

In case you have multiple branches, the stock location of the branches can be viewed by checking this box.

 

Enterprise Paper License

By checking this box, activates the product license.

 

Approval System

By checking this box, the approval system can be set for approval and authorization.

 

Extra Part Request Email

In case any part request is made, the email address entered here would receive email regarding the part request.

 

Customize Forms

Understanding Form builders

Customise sales quotation forms, PO, invoice, sales order, and challan using the Quotation Form Builder in AntMyERP. This user-friendly approach helps customers understand the parameters better and makes the process of creating a form more convenient for them. 

 

Form builders Settings Options

Navigate to The Left Menu > Purchase > Purchase Order 

Click on the Three dots on the top right corner.

Click on Purchase Settings.

Go to Purchase Preferences. 

Under Purchase preferences, Click on the PO Form builder. 

Under this, click on Sales PO, and from the Action button, select Default Setup.

 

Customise Purchase order Form

Navigate to the Left menu > Purchase > Purchase Order 

Click on the Plus button on the right corner of the page. 

From the drop menu, Select Purchase, A Purchase Order form will open.

For example, If you want to change the D and E options from the form, you can customise them through the settings options under Purchase preferences. 

If you want to change the Vendor to supplier, you can do this by

Navigate to The Left Menu > Purchase > Purchase Order 

Click on the Three dots on the top right corner.

Click on Purchase Settings.

Go to Purchase Preferences. 

Under Purchase preferences, Click on the PO Form builder. 

Under this, click on Sales PO and from the Action button, select User Defined setup.

Then go to Edit.

Here, you can customise the Branch name and address, Location, and everything else accordingly. 

After this, there are some parameters that can be removed from the form, display and print. 

Click on Save. 

Note: Once you refresh the form, all the changes made will be visible in the form. 

 

Customise Sales Quotation Forms

Navigate to the Left menu > Settings

From there, go to the third option on the left menu, which is Sales.

In the Sales menu, select Quotation Form Builder.

Here, you’ll see a listing of existing business form builders for quotations that have been added. If you want to create a new form, click the right side header button labelled Add Proposal.

A form builder interface will open for the selected type, for example, Sales Quotation.

Start by adding the fields you want to include in the quotation form. These fields will determine what information you can capture when creating a quotation.

In the Form, View, and Print columns, checkmark the fields you want to display at each stage. This customisation allows you to control the appearance of the form during creation, viewing, and printing.

Once you’ve selected the fields and made the desired changes, remember to save your modifications.

As you create, view, and print quotations, the fields you’ve added and customised in the form builder will be displayed according to your changes.