Easy ERP Cloud is a powerful, multi-tenant enterprise resource planning platform designed to unify your business operations. Whether you are managing complex manufacturing pipelines, multi-branch retail POS, or enterprise-grade accounting, everything is synchronized in real time.

Prerequisites

• A registered tenant account with active subscription.
• Admin or Owner role on your profile to configure global settings.
• A modern browser (Chrome, Firefox, Edge, Safari).

Recommended Next Steps

Setting up your ERP properly from day one ensures smooth operations. Follow this quick checklist to configure the core engine.

1. Global Settings

Navigate to Settings -> System Settings. Here you must define:

• Company Info: Name, Address, and Contact details (these appear on invoices).
• Localization: Set your Timezone, Default Language, Currency Symbol, and Number format (decimals).
• Media: Upload your brand's Logo and Favicon.

2. Barcode Engine Setup

Under settings, configure how the system generates barcodes for items without them:

• Choose between Sequential (0001, 0002) or Random generation.
• Set an optional prefix (e.g., ITM-).
• Define the total padded length.

3. Tax Engine

If your region requires VAT or GST, enable the Universal Tax Engine in settings. You can then define exact tax percentages under Admin Modules -> Tax Settings.

Collaboration is key. You can invite your entire staff and assign them strict role-based permissions.

How to add a User

1. Go to Admin Modules -> Staff Permissions.
2. Click + New User.
3. Enter their Name, Email, and temporary Password.
4. Select a Role. Pre-defined roles include:
   • Admin: Full access to settings, reports, and financials.
   • Accountant: Access to ledgers, charts of accounts, and P&L.
   • Salesman: Restricted to POS, Quotations, and viewing stock.
   • Data Entry: Restricted to Purchases and Stock Transfers.

There are two ways to generate an invoice: The standard B2B Sales Module, or the retail POS Terminal.

Standard Sales Invoice (B2B)

• Navigate to Sales -> Sell.
• Select a customer (Sundry Debtor) or create a quick party.
• Add items to the grid, verify rates, and apply row-level discounts if needed.
• Select the payment mode (Cash or Credit).
• Click Confirm. The system automatically updates the ledger and deducts stock.

Point of Sale (Retail)

• Navigate to Sales -> POS Terminal.
• Use a barcode scanner, or search products by typing.
• Items are instantly added to the cart.
• Click Pay, enter the tendered amount, and print the thermal receipt.

The inventory module is the heart of the ERP. Proper product setup ensures accurate P&L and stock valuation.

Adding an Item

Go to Inventory -> Live Inventory -> Add New Stock Item.

Track inventory across multiple physical locations, branches, or stores.

Godown Creation

In Easy ERP Cloud, a Warehouse is called a Godown. Since Godowns hold physical asset value, they are managed under the Chart of Accounts.

• Go to Ledgers -> Accounts.
• Click Create Account.
• Check the box "Is Godown / Warehouse?"
• Place it under the "Current Assets" group.

Once created, you can select specific Godowns during Purchases, Sales, and Production to route inventory accurately.

Move stock seamlessly between your Godowns/Warehouses without affecting profit and loss.

Initiating a Transfer

1. Go to Inventory -> Stock Transfer.
2. Select the Source Godown (where stock is currently held).
3. Select the Destination Godown.
4. Add items to the grid. The system will validate that the Source Godown has enough quantity.
5. Save the transfer.

Never run out of your best-selling products. The system actively monitors inventory levels against your predefined thresholds.

Configuring Alerts

Edit any item in your inventory and set the Min Stock Alert field. If your stock hits or drops below this number, the following happens:

• The item appears in the ⚠️ Low Stock Alert widget on the main Dashboard.
• It gets listed in the dedicated Reorder Report (Reports -> Low Stock Reorder List).
• If enabled, an SMS or Email notification is sent to the Admin.

The Chart of Accounts (COA) is the backbone of your financial reporting. Easy ERP Cloud comes with a standard COA pre-installed.

Understanding Account Groups

Every ledger must belong to an Account Group. Groups dictate where the ledger appears on the Balance Sheet or P&L.

Creating Ledgers

Go to Ledgers -> Accounts to create individual ledgers (e.g., "City Bank Account", "Internet Bill"). Assign them to the correct parent group.

The system automatically generates double-entry records for sales, purchases, and production. However, manual entries are needed for cash flow management.

Every Sale, POS transaction, and Purchase generates an immutable PDF invoice.

Managing Invoices

• Go to Reports -> Invoices to view the master directory of all generated bills.
• Click View PDF to open the print-ready A4 document.
• The PDF engine automatically embeds your Company Logo, details, and dynamic localized currency.
• Click the WhatsApp icon next to an invoice to instantly share the secure PDF link with the customer.

Easy ERP Cloud features real-time financial reporting. No batch processing required.

Available Reports

• Daybook (Transactions): A chronological list of all system activities. Filter by date, type, or user.
• Profit Margin Analytics: Item-level profitability. See exactly which products yield the highest margins based on real-time Average Cost (COGS).
• Customer Aging: Track overdue balances and credit limits for Sundry Debtors.
• Ledger Extracts: Go to Accounts, select a Ledger, and click 'View Ledger' to see its running balance over time. Exportable to PDF/CSV.

The Point of Sale (POS) interface is designed for high-speed retail counters.

Initial Setup

1. Ensure you have created a Cash in Hand ledger in accounting.
2. Ensure your products have Sales Rates defined.
3. Open Sales -> POS Terminal.
4. The system will automatically default to the Walk-in Customer. You can change this by searching for a registered customer.

Accelerate checkout times using hardware barcode scanners.

If you scan the same barcode again, the quantity in the cart automatically increments. You can also manually type a barcode or product name and press Enter.

POS transactions bypass A4 invoices and generate thermal-printer optimized receipts.

Printing

When you click Checkout & Print in the POS:

• The system records the sale and cash receipt in the background.
• An 80mm-width receipt is generated.
• The browser's print dialog opens automatically.

Tip: In your browser print settings, disable "Headers and Footers" and set margins to "None" for the best thermal output.

Handle customer refunds and inventory restocks simultaneously.

Processing a Return

1. Navigate to Sales -> Sales Return.
2. Select the customer returning the item.
3. Add the returned items and quantities to the grid.
4. Upon saving, the system will:
   • Credit the customer's account (or refund cash).
   • Move the items back into inventory (Movement: In).
   • Reverse the Cost of Goods Sold.

Manage your B2B clients and B2C retail customers in one place.

Customer Ledgers

Customers are stored as Sundry Debtors. Go to Ledgers -> Accounts to view them.

• Balances: A Debit (Dr) balance means the customer owes you money.
• Credit Limits: Edit a customer to set a maximum credit limit. The system warns you during sales if they exceed this limit.
• Statements: Generate PDF account statements to send for payment collection.

Set up your workforce hierarchy, shifts, and digital records.

Employee Management

• Go to HR & Payroll -> Employees.
• Register staff details, designate job titles, and assign Base Salaries.
• Document Vault: Upload contracts, IDs, and visas. The system tracks expiry dates and alerts you before documents expire.
• Portal Access: Generate login credentials so employees can access the Self-Service Portal (ESS) to view their payslips and request leave.

Track daily punches, overtime, and location data.

Clock-in Methods

Automate monthly salary slips based on attendance and advances.

Payroll Cycle

1. Go to HR & Payroll -> Payroll.
2. Click Generate Payroll for a specific month.
3. The engine calculates Base Salary + Overtime - Unpaid Leaves - Advance Deductions.
4. Review the Draft payslips.
5. Click Process Payment. This marks the payslip as Paid and generates an automated Accounting Expense entry (Debits Salary Expense, Credits Cash/Bank).

Define exactly what it takes to manufacture your finished goods.

Creating a Recipe (BOM)

A Bill of Materials links input ingredients to an output product.

• Ensure you have items categorized as Raw Materials and Finished Goods.
• Go to Production. When you start a batch, you select the Raw Materials consumed.
• The system calculates the total Cost of Goods consumed.
• This cost is automatically injected into the resulting Finished Good, giving you accurate per-unit valuation.

Execute manufacturing runs, assemblies, or batch processing.

The Production Process

1. Navigate to Inventory -> Manufacturing / Production.
2. Input Phase: Add Raw Materials (e.g., Paddy 1000 KG). The system removes this from stock.
3. Output Phase: Add Finished Goods (e.g., Miniket Rice 600 KG) and Byproducts (e.g., Husk 350 KG).
4. Wastage: The remaining 50 KG is automatically calculated as invisible shrinkage/wastage.
5. Save. Stock ledgers are instantly updated.

Analyze the efficiency of your production runs.