Dashboard & Quick Setup

Quickenerp Best Practices

Following these practices will ensure your Quickenerp experience is efficient, secure, and maintainable.

Daily Operations

• Use the Chatter Effectively – Add internal notes with @mentions to notify colleagues (e.g. "@john can you review this order?"). The chatter maintains a complete audit trail – every change, note, and email is timestamped and attributed to the user who made it. Never use external email for discussions about a specific record; keep it in the chatter where it's permanently linked.
• Archive Instead of Delete – When a record is no longer active (a customer who left, a product discontinued, a project completed), archive it (Actions – Archive) rather than deleting. Archived records are hidden from default views but:
• They remain accessible via the "Archived" filter.
• Historical reports still include them.
• Relationships to other records are preserved.
• They can be unarchived if needed.
• Set Smart Defaults – Configure default values in Settings to reduce data entry. Examples: default sales team, default warehouse, default payment terms for new customers, default tax for products. Every field you pre-fill saves time on every transaction.
• Master Filters & Saved Searches – If you run the same search daily (e.g. "Overdue invoices from VIP customers"), save it as a favourite search. One click replaces five clicks every time.

Automation

• Automated Actions – These server-side rules trigger when a record meets certain conditions. Examples:
• Send an email notification when a new order exceeds $10,000.
• Update the salesperson on a lead when the lead's country changes.
• Create a follow-up activity when an opportunity stays in "Proposal" stage for 7 days.
• Scheduled Actions – Automated cron jobs that run on a schedule. Examples:
• Send automated inventory reorder emails every Monday at 8 AM.
• Archive invoices older than 5 years every month.
• Generate a daily sales summary email to the management team.

Data Management

• Regular Backups – Quickenerp (as a SaaS) is backed up automatically by the platform. For your own reference:
• Export critical data monthly (Contacts, Products, Chart of Accounts).
• Use the Export feature to download Excel copies of your master data.
• Audit Trails – Enable field tracking for critical fields (Settings – General Settings – Technical – Field Tracking). Tracked fields show a history of changes in the chatter – who changed what and when. Enable for:
• Sales order prices and quantities.
• Invoice amounts.
• Product costs and sales prices.
• User access groups.
• Name Convention – Establish a consistent naming convention across your database. Examples:
• Customers: "Company Name (Country)" or as per your CRM standard.
• Products: "Category – Product Name – Attribute" (e.g. "Hardware – Steel Bolt – M10").
• Projects: "Client – Project Name" (e.g. "Acme Corp – Website Redesign").

Performance Tips

• Use filters aggressively – don't scroll through 10,000 records when a filter narrows it to 20.
• Close unused tabs – each open tab consumes browser memory.
• Use the mobile apps (iOS/Android) for on-the-go approvals and notifications.
• Report performance issues to support – slow page loads may indicate a need for optimisation.

Three Core View Types

Quickenerp uses different view types to display data. Each view serves a different purpose. You can switch between them using the icons in the top-right of the content area.

1. List View

Best for: Reviewing many records in a spreadsheet-like table. Performing batch operations.

Features

• Shows records as rows in a table with columns representing fields.
• Click any column header to sort by that column (ascending/descending toggle).
• Use the Filters button to show/hide predefined filters (e.g. "My Records", "Created This Month").
• Use Group By to organise records into collapsible sections by a field (e.g. group invoices by "State").
• Use the checkboxes on the left to select multiple records. Selected records can be:
• Bulk deleted (click Actions > Delete)
• Bulk updated (click Actions > Update)
• Exported to Excel/CSV (click Actions > Export All)
• Printed as PDF report (click Print > select report)
• Click any record row to open its detailed form view.
• The optional columns button (gear icon on the right) lets you show/hide columns in the list.

List View Shortcuts

• Click a column header to sort by it.
• Shift+Click multiple column headers for multi-column sorting.
• Hover over a cell to see its full content (truncated text expands in a tooltip).

2. Form View

Best for: Viewing and editing one record in detail with all its fields, tabs, and relations.

Layout Structure

• Header – Status bar, smart buttons (related record counts like Invoices, Deliveries), and action buttons (Edit, Create, Print).
• Body – All fields of the record arranged in a logical layout. Fields are grouped into sections with section headers.
• Notebook (Tabs) – Organises related information into tabs. For example, an invoice has tabs for "Invoice Lines", "Journal Items", "Other Info", "Accounting". Click each tab to switch content.
• Chatter – At the bottom of every form, showing messages, log notes, field tracking changes, and attachments.

Form Editing

• Click Edit to enter edit mode. Fields become editable (white background).
• Required fields are marked with a red line on the left or a red asterisk.
• Many-to-one fields (like Customer, Product) have a dropdown arrow. Start typing to search. Click the arrow to see recent items.
• Click Save to persist changes. Click Discard to revert all unsaved changes.
• Undo is available via Ctrl+Z within the current editing session, but once saved you must manually reverse changes.

3. Kanban View

Best for: Visual workflow management – like sticky notes on a whiteboard. Common in CRM, Projects, Manufacturing, and Recruitment.

Features

• Records appear as cards organised in vertical columns by stage/status.
• Drag and drop cards between columns to change their stage. For example, drag a lead from "New" to "Qualified" to update its pipeline stage.
• Each card shows key information: record name, assignee avatar, priority (coloured flags), deadline date, and stage-specific fields.
• Click a card to open a preview popup – view/edit key fields without leaving the kanban.
• Double-click a card to open the full form view.
• Quick Create – Click the + button at the top of any column to create a new record directly in that stage.
• Fold Columns – Columns beyond a configured fold point are collapsed by default to keep the view clean. Click to expand them.
• WIP Limits – Configure a maximum number of cards per column. A coloured bar appears near the limit.

4. Other View Types

• Pivot View – Dynamic cross-tabulation reports. Drag dimensions (e.g. Customer, Product, Date) to rows and columns. Measures (e.g. Total, Quantity) are automatically aggregated. Export to Excel for further analysis.
• Graph View – Visual charts. Supports bar (vertical/horizontal), line, pie, and donut chart types. Click a chart segment to drill down.
• Calendar View – Records shown on a monthly/weekly/daily calendar by a date field. Common in Tasks (deadline), Events (start date), and Time Off (leave dates).
• Cohort View – Track groups of records over time. For example, group customers by their first order month and see repeat purchase rates in subsequent months. Excellent for retention analysis.
• Map View – Records plotted on a geographic map by address or coordinates. Useful for delivery route planning, territory management, and store locator pages.
• Activity View – Shows upcoming activities grouped by type (Calls, Meetings, To-Dos) with a timeline. Personal task management across all modules.
• Grid View – Inline-editable spreadsheet. Edit multiple records directly without opening each form. Common in Inventory (stock counts) and Sales (price list editing).

Switching Between Views

Look for the view icons in the top-right of the content area (below the breadcrumb):

Not all view types are available for every model. The system shows only the views that have been configured for the current data type.

Company Configuration (Deep Dive)

The company record stores all legal and operational information about your business entity. Access it via Settings > Users > Companies or Settings > General Settings – "Company" section.

Company Record – All Fields Explained

Multi-Company Setup (Advanced)

If your organisation runs multiple legal entities:

1. Go to Settings > Users > Companies and click Create to add each company.
2. Fill in each company's details independently (different tax IDs, addresses, logos).
3. Go to Settings > Users > Users, open each user, and in the Multi-Company tab:
• Add the companies the user should have access to.
• Set their Default Company – the one they start in when they log in.
4. Configure Inter-Company Rules in Settings if companies trade with each other (e.g. one company sells to another). These rules can auto-create invoices and POs between companies.
5. Sharing Data: By default, products, contacts, and chart of accounts can be shared across companies or kept separate. Configure in Settings: Settings > General Settings > Multi-Company.

Recent Company-Specific Features

• Company-Dependent Fields – Certain fields can have different values per company. For example, the same product can have different sales prices in different companies.
• Per-Company Email Servers – Each company can have its own SMTP/IMTP configuration, so invoices from Company A come from its domain and Company B from its domain.
• Sequences by Company – Each company can have independent numbering sequences (e.g. INV/2026/0001 vs INV-A/2026/0001).