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• Archive Instead of Delete – When a record is no longer active (a customer who left, a product discontinued, a project completed), archive it (Actions – Archive) rather than deleting.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.

Importing Data into Quickenerp

The import feature lets you bulk-load data from CSV or Excel files. This is essential for:

• Migrating from another system (legacy ERP, spreadsheets).
• Loading a chart of accounts.
• Bulk-creating products, contacts, or orders.
• Updating existing records in bulk.

Import Process – Step by Step

1. Navigate to the model you want to import into (e.g. Contacts, Products, Chart of Accounts).
2. Switch to list view (not kanban).
3. Click the Favorites menu (star icon) next to the search bar.
4. Click Import Records.
5. Upload your file (CSV or Excel .xlsx).
6. Quickenerp reads the file headers and attempts to auto-match them to database fields.
7. Review the field mapping. Green check = matched. Yellow warning = ambiguous. Red error = not matched – you must map it manually.
8. For fields that are relationships (e.g. "Country", "Category", "Tax"), use the External ID or Name so Quickenerp can link correctly. You can download a sample template with correct headers.
9. Click Test Import to validate. Quickenerp checks the first 10 rows and reports any errors.
10. If the test passes, click Import to commit all rows.

Importing Related Records (Advanced)

For complex imports involving relationships:

Using External IDs

Each record in Quickenerp can have an External ID (also called XML ID). If you are importing related data (e.g. products and their categories), you need to:

1. First import categories and note their External IDs.
2. Then import products with a column for the category External ID.
3. Quickenerp links the product to the correct category.

Importing Many-to-Many and One-to-Many Fields

For fields that hold multiple values (e.g. Tags, Multiple Taxes):

Exporting Data

1. Navigate to the model and set up the filters and grouping to show the records you want.
2. Select individual records with checkboxes or leave none selected to export all.
3. Click the Actions menu (gear icon).
4. Click Export All Records or Export Selected Records.
5. A field selector appears. Check the fields you want to export. You can expand relational fields (e.g. Customer – Customer Name, Customer Email, Customer Phone).
6. Choose the Export Format: CSV (.csv), Excel (.xlsx), or PDF.
7. Check Include External IDs if you plan to re-import the data later (preserves record identities).
8. Click Export to download the file.

Import Best Practices

• Clean your data first – Remove duplicates, fix formatting, ensure dates are in a standard format (YYYY-MM-DD).
• Export a sample first – Export a few records from Quickenerp to see the correct column headers and field format.
• Use the test import – Always test before committing. Errors are much easier to fix on 10 rows than 10,000.
• Import in batches – For large datasets (100,000+ rows), split into multiple files of 10,000 rows each to avoid timeouts.
• Handle errors gracefully – Quickenerp shows which rows failed and why. Fix those rows and re-import only the failed ones (use a filter to exclude already-imported rows).

The Apps Menu

The Apps menu (visible to administrators) lists all available modules. From here you install, update, and uninstall applications.

Installing an App

1. Click the Apps menu from the app switcher (☰) or from any module's menu bar.
2. The app store view shows available modules grouped by category. Use the search bar to find a specific app.
3. Click any app card to open its detail page. This shows:

• Description and features of the app.
• Version number and author.
• Dependencies – other apps required for this one to work.
• Screenshots (if available).

Updating Apps

When updates are available for installed apps:

1. Go to the Apps menu.
2. Click the Update button at the top of the app list.
3. Quickenerp checks for updates and shows which apps will be upgraded.
4. Click Confirm to proceed. The system may go offline briefly during the update.
5. Alternatively, you can update individual apps by opening their card and clicking Upgrade.

Note: Apps are updated on the server side by the Quickenerp team. You don't need to download anything. Updates include bug fixes, security patches, and new features.

Uninstalling an App

1. Open the app's detail page from the Apps menu.
2. Click Uninstall.
3. A confirmation dialog warns: "Uninstalling this app will delete all its data permanently."
4. If you're certain, type "YES" and click Uninstall.
5. All data belonging to that app is removed. This is permanent and irreversible.

Caution: Uninstalling an app deletes data. For example, uninstalling Sales deletes all quotations, orders, and customer invoices created in Sales. Invoices posted to Accounting remain (they are in the Accounting module), but their Sales reference is lost.

App Dependencies

Some apps depend on others. For example, the eCommerce app requires the Website app and the Sales app. Quickenerp handles this automatically: