This session gives you an overview of User Setup  in iVendNext.

Each unit in this chapter is designed for focused learning and should be reviewed carefully. Topics Covered in this session:

• User Basics and Types

• User Creation

• User Authentication
  

• User Interface Language

• Retail Configuration

• Reason Code Master

• Data Import and Export

To maintain a structured learning path, participants must complete all units within the session before advancing to the next chapter.

User Basics and Types

The article below provides an introduction to User Types in iVendNext.

1. Overview

This training module provides a foundational understanding of users and user types within the iVendNext application. Mastering the distinctions between user types and how roles and permissions govern access is crucial to showcase the application’s capabilities to potential clients.

In iVendNext, you can create multiple users and assign them different roles. Permission control is implemented at both the User and Role levels.

2. What are Users?

Users are individuals or entities who interact with the iVendNext system. There are different categories of users based on their relationship with the organization and the level of access they require.

3. System Users

iVendNext allows you to define System users:

System Users: 

These are typically internal users such as employees, managers, and administrators.

• They require extensive access to the iVendNext system to perform various business operations.

• They have a higher level of access and more detailed permissions.

• System Users can interact with multiple modules, generate reports, and customize workflows.

• They generally have full access to iVendNext modules and features.

• They provide access to company-wide data and reports.

• System Users can view, create, edit, and delete records.

• They have full data entry capabilities across all modules.

• System Users are created by an administrator within iVendNext.

• They can access the desk and website portal.

The table below outlines the distinct features associated with different System Users.

Feature	System Users
User Type	Internal users (employees, managers, administrators)
Access Scope	Extensive access to business operations
Permissions	Higher-level access with detailed permissions
System Interaction	Access modules, generate reports, and customize workflows
Feature Accessibility	Full access to iVendNext modules and features
Data Access	Company-wide data and reports
Record Management	Can view, create, edit, and delete records
Data Entry	Full data entry capabilities across modules
User Creation	Created by an administrator in iVendNext
Interface Complexity	Comprehensive backend interface
Portal Access	Can access the desk and website portal

4. Roles and Permissions

A Role is a set of permissions assigned to a user so they can access the documents they need. Roles define the permissions for accessing various documents in iVendNext.

• For example, a sales employee needs access to sales transactions but not access to approve leaves. Assigning a 'Sales User' role allows access to documents like Quotations and Sales Orders because permissions are already set for that role.

• Permissions are set from the Roles Permission Manager.

• Permissions are applied on Users based on what Roles they are assigned.

• Roles can be set for users from their User page.

• Most commonly used roles are already defined in iVendNext, but you can add more roles if needed.

5. Identifying Role Types: Desk Access

How do you know if a Role is intended for a System User or a Website User?

• In the Role master, there is a field called "Desk Access".

• If the "Desk Access" field is checked, that Role is for a System User. A role with desk access can access iVendNext modules and the company's documents. The level of access depends on the specific roles assigned to the user.

• If the "Desk Access" field is unchecked, then that Role is for a Website User.

6. Role Profiles

Role Profiles store different roles so that multiple roles can be assigned at once.

• Role Profiles act as a template to store and select multiple roles.

• This Role Profile can then be assigned to a User.

• For example, a Sales Supervisor might need the roles Employee, Sales Manager, Sales User, and Sales Master Manager.

• Role Profiles are useful for assigning multiple roles at once when adding multiple employees.

7. The Administrator Role

The Administrator in iVendNext is the highest level user.

• The Administrator is above the System Manager and has all the rights and permissions for an iVendNext account.

• While a System Manager has permissions to most items, the Administrator has unrestricted access.

• The Administrator ensures the overall functioning of the system meets organizational needs.

• For cloud-hosted accounts, customers typically cannot access their account as an Administrator for security reasons, as upgrades are managed from the backend by the provider who holds the credentials. An exception might exist for very large accounts hosted exclusively on one server.

• For self-hosted on-premises accounts, the admin credentials are with the account user.

8. Limited Users and User Types

There is also the concept of Limited Users.

• Limited users get limited access to the system.

• They can access only specific documents of specific modules.

• This is useful in scenarios where many employees only need access to a small set of functionalities, like daily attendance or leave applications, rather than all modules.

The User Type document plays an important role in handling this use case.

• The default User Types are "System User" and "Website User". These are standard user types and cannot be deleted or edited.

• iVendNext has added a new default user type called "Employee Self Service" to handle the case of limited access for employees.

• For non-standard user types (like Employee Self Service), you can configure specific permissions.

• Non-standard user types can only access the documents explicitly mentioned in the user type configuration.

• User permissions can be applied to limit users to specific records. When "Apply User Permission on" is set (e.g., on "Employee" for an Employee Self Service user), that user can only view documents linked to their specific record (e.g., a salary slip linked to their employee id).

• You can list Document Types in the User Type configuration where the limited user should have SELECT access (viewing only). Users will not be able to create records for documents where they only have Select permission.

Key Concepts

In summary, iVendNext manages user access through Users, Roles, and Permissions.

User Types in iVendNext:

System Users: Internal users with extensive access, including administrative and managerial roles. They require Desk Access permissions.

Website Users: External users (customers, suppliers) with limited web portal access and no Desk Access.

Roles and Permissions:

Roles define access levels for documents and modules.

The Desk Access field differentiates roles for System Users (checked) and Website Users (unchecked).

Role Profiles & User Management:

Role Profiles group multiple roles for easier assignment, particularly when managing a large user base.

Administrator & System Manager Access:

The Administrator has the highest level of unrestricted access.

The System Manager has significant permissions but operates below the Administrator.

Access rules differ based on whether the system is cloud-hosted or self-hosted.

Limited User Access:

Some scenarios require restricted access, managed through custom User Types.

Standard User Types: System and Website Users.

Non-standard User Types (e.g., Employee Self-Service) allow controlled access to specific documents.

Understanding these key concepts will help you explain iVendNext's user management feature to potential customers.

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Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

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Once you've completed the article, continue to the next topic in the training module to build on your understanding.

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User Creation

The article below provides an introduction to User Creation in iVendNext.

Overview

User creation plays a key role in showcasing how the application manages access levels to ensure security. This document outlines the key user types and common operations performed in iVendNext, such as adding new users, modifying existing user details, and restricting access.

A user is defined as a person who is authorized to interact with the application. Users can be added by a System Manager.

1. User Types in iVendNext

iVendNext supports different types of users based on their role and required access level within the system. There are two main types:

• Website Users: These users are typically external, such as Customers, Suppliers, or Students. They have access only to the portal and not to any internal modules. Their interaction is limited to functionalities relevant to their needs via a web portal, with a simpler interface than System Users.

• System Users: These are typically internal users like employees, managers, and administrators. They use iVendNext within the company and have access to modules, company data, etc.. They possess a higher level of access and permissions, allowing interaction with multiple modules, report generation, and workflow customization.

The system also allows for the creation of Custom Users. The User Type can be selected from a dropdown list when configuring user settings.

2. Adding New Users

Adding a new user involves several steps, primarily performed by a System Manager.

Step-by-Step Process to Create a New User:

1. Access the User List View Screen: Navigate to Home > Users and Permissions > User.

2. Access the New User Creation Screen: Click the Add New User button.

3. Enter User Details: Add the user's email address and name. The email address serves as the unique identifier.

4. Save Changes: Click the Save button.

5. Set Roles: After saving, a list of roles with checkboxes appears. Check the roles you want to assign and save the document.

6. Additional Information: More details like username, language, gender, phone number, mobile number, birth date, location, interests, bio, and banner image can be added.

7. Change Password: A System Manager can set a new password and optionally send a password update notification or log out the user from all devices.

8. Document Follow: Users can follow documents and receive email notifications upon updates.

9. Email Settings: Configure settings for email threads, sending copy of outgoing emails, mentions, email signature, and mailing list subscriptions.

10. Module Access: Users gain access to modules based on their assigned roles. Access can be restricted if needed.

Understanding the New User Creation Screen Sections

The New User Creation Screen is organized into tabs, each containing specific information.

User Details: This section includes basic information like First Name, Last Name, Email, Full Name, Username, Language, Time Zone, Retail Permission, Is POS User, Send Welcome Email, Module Profile, as well as optional fields like Middle Name. The 'Enabled' checkbox is located here, which determines if the user is active and can log in. 

Roles and Permissions: This section is where you assign Roles and manage Module Profile access for the user. (Suggested Image: Roles & Permissions tab screenshot)

More Information: This tab holds additional optional details such as Gender, Birth Date, Interests, Phone, Location, Bio, and Mobile No. 

Settings: This comprehensive section includes various settings for the user, such as Desk Settings (theme, banner image), Navigation Settings, List Settings, Form Settings, the ability to Change Password, Document Follow settings (notifications, auto-follow options), Email settings (signature, notifications, outgoing copy, mentions), Workspace settings (Default Workspace), Security Settings (Simultaneous Sessions, Restrict IP, Login After/Before times, User Type, Third Party Authentication), and API Access (Generate Keys). 

Connections: This section includes settings related to profile connections, logs (Access Log, Activity Log, Energy Point Log, Route History), activity tracking (Communication, ToDo), integrations, and token cache. 

Additional Login Methods: This tab allows specifying QR/Bar Code or MSR Code for login authentication. A random QR/Barcode can also be generated. 

Cashier Settings: This section is specifically for configuring settings related to users who perform POS operations. It includes allowing access to specific Stores and setting a Default Shift Profile. 

Additional Buttons on the User Creation Screen

The New User Creation Screen dashboard also features several additional buttons:

• Permissions: Provides options to Set User Permissions (restricting access to documents) and View Permitted Documents report.

• Password: Offers options to Reset Password (sending a reset email) and Reset OTP Secret for Two Factor Authentication.

• Create User Email: Allows creating an Email Account for the user based on their email address.

• Impersonate: Allows Administrators or System Managers to log in as another user for troubleshooting, logging entries in the activity log for both the impersonator and the impersonated user.

• Cards: Typically refers to access permissions for different types of documents or records (e.g., Purchase Orders, Sales Invoices), allowing administrators to control view, create, or edit rights.

3. Changing Existing User's Email ID

To modify the email address of an existing user:

1. Go to the User List.

2. Open the User whose email needs to be changed.

3. Click on Menu.

4. Select Rename.

5. Enter the New Email Id in the "New Name" field.

6. Save it.

4. Changing User Password

Passwords can be changed by the user themselves or by a System Manager for any user.

Steps to Change Password:

1. Go to the User List.

2. Open the user for whom the password needs changing.

3. Go to the 'Settings' tab.

4. Expand the section named 'Change Password'.

5. Enter the new password. The system indicates password strength.

6. Save the form.

The 'Change Password' section is only visible once a User has been set up. There is an option to Logout From All Devices After Changing Passwords. (Suggested Image: Change Password section in Settings screenshot)

5. Disabling Any User

Disabling a user prohibits them from accessing the iVendNext system. This is useful when employees leave or specific users need to be blocked.

Steps to Disable a User:

1. Type ‘User List’ in the awesome bar.

2. Select the user you want to disable.

3. Uncheck the ‘Enabled’ checkbox for the selected user.

4. Save your changes.

Once saved, the user is marked as 'Disabled'. A disabled user can be re-enabled later, which retrieves all their previous configurations. (Suggested Image: User Details screen showing unchecked 'Enabled' checkbox and Disabled User screen)

6. User Restriction (Document Access)

In iVendNext, you can restrict a user's access to specific documents, often based on whether they created or own the document. This is done using User Permissions and Role Permissions.

Step-by-Step Process to Restrict Access based on Creator:

1. Role Permission Manager: Navigate to Home > Users and Permissions > Permissions > Role Permissions Manager.

2. Select Document Type: Choose the Document Type (e.g., Sales Order) for which you want to set permissions. Permissions for the selected document type will load. Scroll to the specific role you want to restrict.

3. Apply User Permission: For the target Role (e.g., Sales User), check the "Only If Creator" checkbox.

This setting ensures that a user with that role can only access documents they created. Permissions in iVendNext are set on Roles and Document Types using rights like Read, Write, Create, Delete, etc.. Permissions apply at different levels, such as Document level (Level 0) and Field level (Higher levels). User Permissions are used to limit users to specific records. (Suggested Image: Role Permission Manager screen showing "Only If Creator" checkbox)

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

User Authentication

The article below provides an introduction to User Authentication in iVendNext.

Overview

One of the key challenges in the retail industry when it comes to security. Sharing passwords, smartcards, and similar credentials can seriously compromise the integrity of a system. Indeed, an effective security system can identify authorized users through three main methods:

1. What You Know

Passwords & PINs: These are the most common forms of authentication. Users must remember and enter these codes to gain access. The downside is that passwords can be shared or stolen.

2. What You Have

Smartcards & Tokens: Physical devices like smartcards, USB tokens, or even smartphones can be used for authentication. The user must have the physical item to gain access. These can still be shared or lost, but it's generally harder than sharing a password.

3. What You Are

Biometrics: This includes fingerprint scans, facial recognition, iris scans, and voice recognition. Since these traits are unique to individuals, they provide a high level of security. Devices like SecuGen fingerprint readers are an example of this type of authentication.

Requiring both a password (something you know) and a fingerprint scan (something you are) makes it much harder for unauthorized individuals to gain access, even if they have one of the credentials.

There are various user authentication and security settings within the iVendNext system, which can be used to protect user accounts. Here is a brief description of some of the security features in the sources, which can be useful in creating a secure user authentication process:

Password Policies: 

The system allows for the enforcement of password strength using a password strength checker. Passwords can be set to require a minimum score based on the number of characters, capitalization, and special characters. The system also allows for the configuration of a time limit for users to reset their passwords. Additionally, the system can limit the number of password reset requests per hour.

Session Expiry: 

The system can automatically log users out of a session after a specified number of idle hours. This feature adds an extra layer of security by preventing unauthorized access through unattended active sessions.

Login Methods: 

Users can log in using their mobile number, username, or a login link sent to their email. The system can also be configured to allow only one active session per user.

Brute Force Security: 

The system has a brute force security feature that will lock an account after a specified number of consecutive login attempts, and will only allow login attempts after a certain number of seconds, preventing intruders from guessing login credentials.

Two-Factor Authentication: 

The system allows users to enable two-factor authentication, which adds an extra layer of security by requiring a second method of verification to log in. This can be configured for OTP Apps, SMS, or email. It is also possible to bypass two-factor authentication for users who log in from a restricted IP address.

In addition to these, iVendNext also supports Biometrics. What this means is that a user can authenticate using biometrics in iVendNext POS.

Biometrics Authentication

Biometric authentication is a security process that verifies a user's identity using unique biological characteristics. In the context of user login, it ensures that the person trying to gain access is indeed the authorized individual by analyzing physical traits that are difficult to replicate or share. 

Types of Biometric Authentication

The primary biometric authentication types are listed below:

1. Fingerprint Scanning:

Uses the unique patterns of a user's fingerprint. Example: SecuGen fingerprint readers

2. Facial Recognition:

Analyzes the user's facial features. 

3. Iris Scanning:

Examines the unique patterns in the colored ring of the user's eye.

4. Voice Recognition:

Analyzes the unique characteristics of a user's voice.

5. Hand Geometry:

Measures the size and shape of the user's hand.

Enable Biometric Authentication

Authentication is more challenging than authorization, for retailers, especially when multiple users are using a common POS terminal.

The settings pertaining to Biometric Authentication can be found under System Settings. Navigate to: Home > Settings > System Settings to access the System Settings screen.

On the System Settings screen navigate to the Login Tab. Put a tick in the “allow using fingerprint (SecuGen)” box. This will unlock the SecuGen License Key box where you can input SecuGen License Key details.  

iVendNext has been tested to work well with SecuGen Fingerprint Devices. Here are some of the key features of SecuGen Fingerprint Reader:

USB Full Speed Interface: 

The IQ SC1 features a USB Full Speed interface, allowing for efficient communication with smart cards.

Smart Card Compatibility: 

It supports ISO 7816 Class A, B, and C (5 V, 3 V, 1.8 V) cards, as well as CAC, SIPRNET, J-LIS, and MyKad cards.

Certifications: 

The IQ SC1 is certified for EMV™ Level 1 (Contact) and PBOC, making it suitable for e-Banking and e-Payment applications.

Durability: 

Highly durable, the IQ SC1 can withstand up to 200,000 card insertion cycles.

Operating Systems: 

It is fully compliant with PC/SC and CCID specifications, and supports Windows®, Solaris™, Linux®, macOS, and Android™ 3.1 and later.

Style: 

With its sleek design, the IQ SC1 is an ideal peripheral for various smart card applications.

Authentication Vs Authorization

When talking about Fingerprint Authentication, it is important for us to know the difference between Authentication and Authorization. 

Authentication

Authentication is the process of verifying the identity of a user. It confirms that the user is who they claim to be. This is typically the first step in the login process. Some examples are:

Username and Password: 

The most common form where users enter their credentials.

Biometric Verification: 

Using fingerprints, facial recognition, or iris scans.

Multi-Factor Authentication (MFA): 

Combining two or more methods, like a password and a one-time code sent to a smartphone.

Authorization

Authorization, on the other hand, is the process of determining what resources a user has access to once they are authenticated. It controls what a user can and cannot do within the system. Some examples are:

Role-Based Access Control (RBAC): 

Users are assigned roles, and each role has specific permissions.

Access Control Lists (ACL): 

Specific permissions are assigned to individual users or groups.

Policy-Based Access Control: 

Decisions are made based on policies defined by the organization.

How does Biometric Fingerprint Authentication work?

The Biometric Fingerprint Authorization process in iVendNext can be summarized below:

Enrollment:

The user's biometric data is captured and stored as a reference template during the initial user setup.

Login:

When the user tries to log in, their biometric data is captured again.

Comparison:

The captured data is compared with the stored template.

Access:

If there is a match, the user is authenticated and granted access. If not, access is denied.

Steps to use SecuGen Biometric Fingerprint Device to log in

The steps to use a SecuGen biometric fingerprint device to log in to iVendNext are summarized below:

Step 1: Installation

Connect the Device: 

Plug your SecuGen fingerprint reader into a USB port on your computer.

Install Drivers: 

If necessary, download and install the appropriate drivers for your device. This might be done automatically when you plug in the device, or you may need to download them from the SecuGen website.

Step 2: Enrollment

Open the Application: 

Launch the application or system you want to use with the fingerprint reader.

Access Security Settings: 

Navigate to the security or biometric settings within the application.

Enroll Your Fingerprint: 

Follow the prompts to enroll your fingerprint. This usually involves placing your finger on the sensor multiple times to capture a clear image.

Save the Template: 

The system will store your fingerprint data securely for future authentication.

Step 3: Logging In

Open the Login Screen: 

When you need to log in, go to the login screen of the application.

Place Your Finger on the Sensor: 

Place your finger on the fingerprint reader.

Verify Your Identity: 

The system will compare your fingerprint with the stored template.

Access Granted: 

If the fingerprint matches, you will be granted access to the application.

Step 4: Managing Fingerprints

Add Additional Fingerprints: 

You can enroll more than one finger for convenience and security.

Remove Fingerprints: 

If needed, you can remove fingerprints from the system through the security settings.

Important Points To Remember

Sometimes in spite of proper configuration the SecuGen fingerprint device can fail to capture fingerprints. 

Clean Sensor: 

Ensure the fingerprint sensor is clean and free from dust or debris.

Proper Placement: 

Place the pad of your finger (not the tip) at the center of the sensor.

Consistent Pressure: 

Apply even pressure and keep your finger still during scanning.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

User Interface Language

The article below provides an introduction to User Interface Language in iVendNext.

Overview

Changing the user interface language in iVendNext POS can significantly enhance the user experience. This process involves altering the language settings within the application so that menus, prompts, labels, and other on-screen text are displayed in the desired language.

Steps to change the user interface language

The steps to change the user interface language in iVendNext are summarized below:

For Individual Users:

1. Go to My Settings: 

Navigate to the "My Settings" section in your iVendNext account.

2. Select Language: 

Choose the desired language from the language options available.

3. Save User: 

Save the changes. Your iVendNext account will automatically refresh and display the selected language.

For System Managers (to change language for other users):

1. Go to Setup Home: 

Navigate to "Home" > "Users".

2. Set Language: 

Select the desired language.

3. Save System Settings: 

Save the changes and refresh your iVendNext account. The language will be updated for the selected user.

For System Managers (to change language for all the users):

1. Go to Setup Home: 

Navigate to "Home" > "iVendNext Settings".

2. Set Language: 

Select the desired language.

3. Save System Settings: 

Save the changes and refresh your iVendNext account. The language will be updated for all the users.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Retail Configuration

The article below provides an introduction to Retail Configuration in iVendNext.

Overview 

iVendNext is a powerful, web-based retail management software that is specifically designed keeping the retailers in view. The software is powered by AI, and has a native ERP and CRM built-in. Not only this, the software offers a POS solution which is highly customizable and tailored to suit different retail verticals. This all-in-one retail solution to work effectively requires some settings, collectively known as Retail Configuration.  

Retail Settings refer to the configuration options and parameters that are specifically tailored for retail operations. These settings help retailers manage and streamline various retail processes within the software, such as inventory management, sales, customer relationships, and financial transactions.

These retail settings found under the Settings module on iVendNext are applied at the Global level. What this means is that the configuration made using these settings are  applicable to all the Stores and POS terminals.

Retail Configuration can be broadly grouped into the following modules :

1. Company

2. Store 

3. Point Of Sale 

4. User

If the retail configurations are not specified at the POS level, the retail configurations specified at the Store level will be applicable. If it is not specified at the Store level, the retail configurations specified at the Company level are picked. 

Retail Configuration

This article outlines the key settings essential for retail operations and is split across the following sections: 

The Company Specific Settings

The Company Specific settings are listed below: 

• Company Settings

• Country

• Currency

• Chart of Accounts

• POS Invoice Posting Settings

• System Settings

• Timezone

• Date Format

• Time Format

• Number Format

• User Login Methods

• Password Policy

The Store Specific Settings

The Store Specific settings are listed below: 

• Store Settings

• Selling Price List

• Cash Customer

• Negative Inventory

• Tax Number

• Tax Category

• Email Account

• Email Template

• Stock Settings

• Default Item Naming Series

• Default Item Group

• Default Stock UOM

• Default Warehouse

• Buying Settings

• Default Supplier Naming Series

• Default Supplier Group

• Default Buying Price List

• Selling Settings

• Default Customer Naming Series

• Default Customer Group

• Default Selling Price List

The User Specific Settings

The User Specific Settings are listed below:

• Roles and Permissions

• User

• User Permissions

• Role

• Role Profile

• User Settings

• POS User

• POS User Permissions

The Point of Sale (POS) Specific Settings

The Point of Sale (POS) Specific settings are listed below:

• POS Settings

• Shift Profile

• POS Profile

• POS Terminal

• POS Permissions

The Company Specific Settings

The Company Specific Settings are important settings required to set up a company, define currency configuration, and manage accounting features. Some of the important settings are explained below:

Country

Specify the details about the Country the company intends to operate its business. Select the value from the drop down list or choose to create a new one by clicking on the Create a new Country option.

Currency

Specify the Currency that will be used as the standard unit of exchange for the company's financial transactions. The currency depends on the value selected in the Country field. Select the value from the drop down list or choose to create a new one by clicking on the Create a new Currency option.

Chart of Accounts

Chart of Account is a hierarchical tree structure that allows you to organize accounts into parent-child relationships. This allows you to track assets, liabilities, income, and expenses to generate financial statements like balance sheets and profit & loss statements. You can create a chart of accounts based on a standard template or an existing company.

Invoice Posting Settings

Invoice Posting Settings refer to the configuration options that determine how invoices are processed and recorded in the application. The choice of POS invoice posting method actually depends on your business requirement. 

You have three options for posting POS invoices:

• One to One - Real Time Posting: This option updates your ledger immediately as each transaction occurs at the POS terminal. This provides real-time visibility into your sales and financial data.

• One to One - On Shift Closure: This option posts each POS transaction to the ledger when the cashier closes their shift. This allows for a batched update of transactions at the end of a shift.

• Rollup Posting - On Shift Closure: This option consolidates multiple sales into a single POS invoice or sales receipt at the end of a shift. Similarly, expenses are rolled up into a single purchase or bill. This method simplifies accounting by reducing the number of entries.

Note: POS Invoice Posting settings can not be changed until the day is closed. 

Time Zone

Specify the standard time based on the geographic region that the company will use for its operations and activities. Setting the correct time zone is crucial for accurate time tracking, scheduling, and timestamping events such as transactions, and automated processes. If your company is based in New York, USA, you would set the timezone to "America/New_York" (which is Eastern Standard Time, EST)

Date Format

Specify the format dates are displayed and formatted throughout the application. The date format specifies the order and structure of the day, month, and year in dates. Choosing the appropriate date format depends on the region your company operates in. For instance, in India, the DD-MM-YYYY format is commonly used, while in the USA, the MM-DD-YYYY format is more prevalent

Time Format

Specify the format time is displayed and structured throughout the application. The time format determines whether time is represented in a 12-hour or 24-hour clock format. Choosing the appropriate time format depends on the region your company operates in.

Number Format

Specify the format numerical values are displayed throughout the application. This includes the use of decimal separators, thousands separators, and the overall structure of numbers. Choosing the appropriate number format depends on the region your company operates in and is crucial for clear presentation of financial data, quantities, prices, and other numerical information. For example: In India: 1,23,456.78 (using commas for thousands and lakhs, and a period for decimals). In the USA: 123,456.78 (using commas for thousands and a period for decimals). In Europe: 123.456,78 (using periods for thousands and a comma for decimals).

User Login Methods

User Login Methods refer to the different ways you can sign into an  application. You can log in to the iVendNext application using the following methods:

• Username and Password

• Mobile Number

• Email Link

• QR/Bar Code

• MSR Card

Password Policy

Password Policy refers to the set of rules that define how passwords should be created. You can implement a Password Policy in iVendNext to ensure the security and protection of sensitive data pertaining to user accounts.

The Store Specific Settings 

The Store Specific Settings are important settings required for smooth management of store operations, inventory, purchasing, and sales processes in iVendNext application. Some of the important settings are explained below:

Selling Price List

Selling Price List determines the Selling Rate of the item. It is the rate at which an item is sold at the Point of Sale (POS). This field is visible only when the “Is Retail Store” checkbox is ticked.

Cash Customer

Cash Customer refers to a customer who makes immediate payment for items purchased in cash at the point of sale. You can set a default cash customer in the application. Selecting a default cash customer simplifies the cashier's workflow by removing the necessity to manually choose a customer for every cash transaction. This field is visible only when the “Is Retail Store” checkbox is ticked.

Negative Inventory Setting

Allow Negative Inventory is a setting that allows the application to accept and record negative stock levels. This means that the application allows you to create POS transactions, such as delivery notes or sales invoices, even if there isn't enough stock available in the store.

Tax Number

A Tax Number is a unique identifier assigned to a company or entity for tax purposes. This number is used to track and manage tax-related transactions, ensuring compliance with local tax regulations. It is essential for accurate tax calculation, reporting, and filing.

Tax Category

Tax Category refers to the classification of items or services based on their applicable tax rates. This helps manage tax-related aspects for different types of items within the store or POS transactions.

Email Account

An Email Account refers to the configuration of email services that allows the system to send and receive emails. This setup is crucial for automating communication processes, such as sending order confirmations, shipping notifications, and receiving customer inquiries. 

Email Template

An Email Template refers to pre-designed email formats that can be used for various automated communications within the system. These templates help standardize the content and appearance of emails sent out for specific purposes, such as order confirmations, shipping notifications, or inventory alerts.

Default Item Naming Series

Item Naming Series refers to a structured pattern used to generate unique identifiers for items. The Item Code entered will, by default, determine the Item Name. To use a Naming Series to name Items, select the 'Naming Series' option. You can define a naming series pattern with prefixes and suffixes. For example, a pattern like `ITEM-####` will generate identifiers like `ITEM-0001`, `ITEM-0002`, and so on. 

Default Item Group

A method of classifying items based on some common characteristics or features. Each Item Group has default settings such as default price lists, stores, cost centers, expense/income accounts, suppliers, and item tax templates. Not only this, Item Groups can have a hierarchical structure with parent and child groups. Default Item Group is the pre-defined group that is automatically assigned to new items when they are created.

Default Stock UOM

Default Stock UOM (Unit of Measure) is the standard unit used to measure and manage inventory items. The default unit of measure for stock is set as numbers (Nos). However, it can be changed as per business requirements. For example, if the default UOM is set to "pieces," all items will be counted and managed in pieces. Setting up a default stock UOM also helps in price calculations during sale and purchase transactions.

Default Warehouse

The Default Warehouse is the primary location where inventory items are stored and managed. When you create new items, they are automatically assigned to this warehouse unless specified otherwise. In addition to this, all stock-related transactions, such as stock entries, stock transfers, and stock valuations, are primarily associated with the Default Warehouse. Also when items are picked for orders or received from suppliers, the Default Warehouse is usually the starting point.

Supplier Naming Series

Supplier Naming Series refers to a structured pattern used to generate unique identifiers for suppliers. The Supplier Code entered will, by default, determine the Supplier Name. You can define a naming series pattern with prefixes and suffixes. To use a Naming Series to name Suppliers, select the 'Naming Series' option. For example, a pattern like SUPPLIER-#### will generate identifiers like SUPPLIER-0001, SUPPLIER-0002, and so on. iVendNext assigns a unique identifier based on the default naming series when a new Supplier is created.

Default Supplier Group

A method of classifying suppliers based on certain criteria, such as their location, type of items supplied, or business. Each Supplier Group has default settings such as default price lists, payment terms, and shipping methods. Default Supplier Group is the pre-defined group that is automatically assigned to new suppliers when they are created.

Default Buying Price List

Buying Price List for suppliers is the standard price list used when purchasing items from suppliers. It includes the base cost, any applicable taxes, discounts, and other charges. You can create multiple buying price lists to cater to different suppliers, purchase orders, or inventory categories. The DEfault Buying Price List is the price list that is automatically applied to purchase orders or stock entries unless specified otherwise.

Default Customer Naming Series

Customer Naming Series refers to a structured pattern used to generate unique identifiers for customers. The Customer Code entered will, by default, determine the Customer Name. You can define a naming series pattern with prefixes and suffixes. To use a Naming Series to name Customers, select the 'Naming Series' option. For example, a series with prefix CUST#### will have numbers like CUST00001, CUST00002, and so on. iVendNext assigns a unique identifier based on the default naming series when a new Customer is created.

Default Customer Group

A method of classifying customers based on some common characteristics or features. Each Customer Group has default settings such as default price lists, stores, and item tax templates. Not only this, Customer Groups can have a hierarchical structure with parent and child groups. Default Customer Group is the pre-defined group that is automatically assigned to new customers when they are created. This eliminates the need to manually assign customers to a group.

Default Selling Price List

Selling Price List for customers is the standard price list used when selling items to customers. It includes the base price, any applicable taxes, discounts, and other charges. You can create multiple selling price lists to cater to different customer groups, regions, or sales channels. The Default Selling Price List is the price list that is automatically applied to new sales transactions unless specified otherwise.

The User Specific Settings

The User Specific Settings are important settings required to ensure that users only have access to the information and functionalities that are relevant to their roles. Some of the important settings are explained below:

User

User Permissions

Role

Role Profile

POS User

A POS (Point of Sale) User is an individual who operates the point of sale application to handle customer transactions at the retail store. 

POS User Permissions

POS User Permissions determine what actions a POS (Point of Sale) user can perform and what information they can access. The settings affecting POS User Permissions are explained below:

Tax Inclusive Pricing

Check this box to specify all product prices to include the applicable tax. This means that if the selling price of an item is $100, and if tax rate is 10% then the selling price includes the 10% tax. When you create a new item in iVend Next, the new item would by default be marked tax inclusive. 

Bypass Credit Limit Check at Sales

Check this box if you want the system to bypass the credit limit check at the POS terminal. Credit limit is the maximum amount of credit that a retailer allows to his customers. A customer can use this credit limit when making an On Account payment at the POS. No further sale can be made to this customer using the On Account payment type when the credit limit is exhausted. 

Allow Multiple Salesperson on Transaction Item

Check this box if you want to allow more than one sales person per transaction item. If the system is set up to select multiple sales persons per transaction item, then due to limitations of SAP Business One, only one of the selected sales persons would be integrated with SAP Business One for each transaction item.

Open Sale Attribute (UDF) Automatically

During a sale, a retailer can collect additional information pertaining to a product or a customer via attributes. For example, a retailer may want to capture the Phone, or the Postal Code of the walk-in customer. Check this box if you want the system to open the sales attribute (UDF) screen automatically on every transaction

Collect Entire Sale Order in Advance

Check this box if you want to force the cashier to collect the entire amount on the sale transaction in advance i.e. at the time of order booking. This setting is extremely beneficial in cases where the retailer is required to Home Deliver the products from the parent warehouse location. Uncheck the Collect Entire Sales Order Amount in the Advance box if you want to allow the customer the flexibility to pay the sale amount in phases. This enables two options SO Minimum Deposit Required and SO Delivery Minimum Percentage paid using which the customer can pay the amount in phases.

Allow Zero Price Sale

Check this box if you want to allow the cashier to be able to sell zero priced products. This means that the product is given as a part of some promotion.  

Use Inter Store Transactions

Check this box if you want to allow the cashier to be able to see the transaction done at one store across the other store. This will also allow the cashier to create a sale at one store and deliver the product sold from another store.

New Row For Scan

Check this box if you want a new line to be created for every product scan during the transaction at the POS. If the same product is scanned twice, the quantity count in the Quantity field of the product is increased from 1 to 2 instead of showing the second scan as a separate line. 

Multiple Transaction Mode

Check this box if you want to allow the cashier to club multiple transaction types in a single transaction. For example, you can perform a sales transaction and a sales refund transaction in a single transaction. 

Allow Multiple Tender

Check this box if you want to allow the customer to make payment using multiple tender types. Tender types are the different ways a customer pays for the purchases made. For Example, Cash, Credit Card, On Account, Gift Cards etc.

Enable Suspend / Recall Transactions

Check this box if you want to allow the cashier to be able to suspend and recall a sale transaction. 

Allow Recalling Multiple Suspended Transactions

Check this box if you want to allow the cashier to be able to recall multiple suspended transactions and then combine all of these in a single sale transaction.

Delete Suspended Transaction at Day End

Check this box if you want to allow the cashier to be able to Delete Suspended Transactions at Day End.

Print Suspended Transactions

Check this box if you want to allow the cashier to be able to print suspended transactions.

Open Product Search if Barcode is not recognised

Check this box if you want the Product Search Screen to open when the barcode scanned is not recognized by the system.  

Prevent further scan if Barcode is not recognised

Check this box if you want to refrain the system from further scanning the barcode when the initial barcode scan is not recognised. When an item barcode scanned at the POS terminal is not recognised, the system emits a beep alert followed by the message "Barcode not found". The system prevents further scan of barcode.

Allow Product Scanning

Check this box if you want to allow the cashier to be able to scan products at the POS terminal. 

Allow Customer Scanning

Check this box if you want to allow the cashier to be able to change the customer on POS by either scanning or entering the customer information from the scan area. 

Allow Transaction Scanning

Check this box if you want to allow the cashier to be able to fetch historical information about the transaction by either scanning or entering the transaction id in the scan area. 

Allow Sales Person Scanning

Check this box if you want to allow the cashier to be able to fetch historical information about the sales person by either scanning or entering the transaction id in the scan area.  

Allow Coupon Scanning

Check this box if you want to allow the cashier to be able to fetch Coupon information by either scanning the coupon or entering the coupon ID in the scan area. 

Allow Barcode Scanning of Loyalty Card

Check this box if you want to allow the cashier to be able to fetch Loyalty Card information by either scanning the Loyalty Card or entering the Loyalty Card Number in the scan area, using a Barcode scanner

Cash In

Check this box if you want to prompt the cashier to enter a reason for Cash In. Cash In displays the amount that has been manually put in the till manually.

Cash Out

Check this box if you want to prompt the cashier to enter a reason for Cash Out. Cash Out displays the amount that has been manually put out from the till.

Void Sale

Check this box if you want to prompt the cashier to enter a reason for voiding a sale transaction.  

Void Item

Check this box if you want to prompt the cashier to enter a reason for voiding some items from a sale transaction.  

Item Return

Check this box if you want to prompt the cashier to enter a reason for refunding some items from a sale transaction.

Sale Return

Check this box if you want to prompt the cashier to enter a reason when performing a sale refund.

Sale Discount

Check this box if you want to prompt the cashier to enter a reason when offering a sale level discount.

Item Discount

Check this box if you want to prompt the cashier to enter a reason when offering a line level discount.

Price Override

Check this box if you want to prompt the cashier to enter a reason when changing the price of the product while selling it to the customer.

Reason Suspend Transaction

Check this box if you want to prompt the cashier to enter a reason when suspending a sale transaction.

The Point of Sale (POS) Specific Settings

Different retail environments have unique requirements. The POS specific settings allow a business to tailor the POS application to suit specific requirements, such as customizing the user interface, defining the payment methods, and improving the inventory management processes. Some of the important settings are explained below:

Shift Profile

A Shift Profile is used to manage the operational details of a cashier's shift at a particular POS terminal. By configuring these settings, you can establish controls for cash management and ensure accountability during each cashier's shift. Some of the important settings are explained below:

Float Amount: 

The starting cash amount in the cash drawer at the beginning of the shift.

Variance Allowed: 

The acceptable difference between the system's calculated cash total and the physical cash count at the end of the shift.

Count Required on Shift Close: 

Whether the cashier is required to perform a cash count at the end of the shift.

Warning Level and Lock Out Level: 

These settings define thresholds for cash discrepancies. The system can issue warnings or even lock the POS terminal if the cash variance exceeds these limits.

POS Profile

The POS Profile is a central configuration for your POS system, defining various operational aspects. It acts as a template for your POS terminals. To access the POS profile settings in iVendNext: Navigate to: Home > Retail > Point of Sale Profile to access the POS Profile. The important POS Profile Settings are covered below:

General Information: 

This includes the POS profile name, the associated store, company, any ongoing campaigns, and the interface profile used for the POS terminal. 

Payment Methods: 

This defines the payment methods that customers can use, such as cash, credit cards, and gift cards.

Configuration: 

This section includes options to control the display of images and unavailable items on the POS interface, and automatically adds specific items to the shopping cart. It also offers settings for stock validation upon saving, hiding expected amounts, and overriding pricing rules.

Filters: 

This section allows for the filtering of items and customers based on item groups and customer groups, streamlining transactions.

Print Settings: 

This allows the mapping of print formats to the POS profile, which determines the appearance of receipts and other printouts.

POS Terminal

A POS Terminal is the physical point where sales transactions are processed. In iVendNext, the POS terminal settings link the physical terminal to the software system. To access the POS Terminal in iVendNext: Navigate to: Home > Retail > POS Terminal.

The important POS Terminal settings are covered below:

Company: 

The company associated with this POS terminal.

Store: 

The store or warehouse where the POS terminal is located.

Hardware Profile: 

This links the POS terminal to the specific hardware configuration, including printers, scanners, and cash drawers.

POS Permissions

This determines the specific actions the user is allowed to perform within the POS application. For example, a cashier role might have permissions to process sales, while a manager role could have additional permissions to view reports, manage inventory, and change settings.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Reason Code Master

The article below provides an introduction to Reason Code Master in iVendNext.

Overview 

Reason Codes are defined for capturing extra information on why a particular activity was performed at the POS. These reason codes must be enabled on the Retail Settings screen under the Reason Code Required Tab. 

To access the Retail Settings, go to: Home > Retail. Then under the Settings section click on the Retail Settings shortcut. Click on the Reason Code Required tab on the Retail Settings screen. 

Use the Reason Code Required section to define and set up reason codes for various POS related activities.

1. Prerequisites 

There are no prerequisites as such before defining the Reason Codes.

2. Steps to setup Reason Codes 

The Steps to setup Reason Codes are explained below:

Navigate to: Home > Retail. Then under the Stores Operations section click on the Reason Code shortcut. This will open the Retail Code Master screen.

Click on the Add Reason Code Master button. This will take you to the Reason Code List View screen.

Fill in the required information including the mandatory fields on the New Reason Code Master screen click the Save button, to save the data and exit the screen.

This will create a new Reason Code and can be seen on the Reason Code List View screen. We have created some Reason Codes for illustration as shown in the image below.

3. Reason Code Master Screen 

The various fields on the Reason Code Master screen are explained below:

ID

Specify the Reason Code ID.

Description

Specify the Reason Code Description.

Reason Type

Select the Reason Type from the drop down list.

Is Active

Check this box to mark the Reason Code as active. Only those Reason Codes can be used at the POS which are marked as active.

Comment Required

Check this box to enable the comments. When this option is enabled, the cashier will have to specify a comment for the reason code selected.

The screenshot above depicts a Price Override Reason Code.

The Price Override Feature in iVendNext allows authorized users to manually adjust item prices at the point of sale. This ensures flexibility in pricing while maintaining control over discounts and special offers. This feature comes handy in handling promotions, customer-specific pricing, and unexpected price adjustments. Some of the key aspects of the Price Override functionality include:

Authorization Control

Only designated users can override prices, preventing unauthorized discounts.

Reason Codes

Overrides require a predefined reason code, ensuring transparency and tracking.

Limit Restrictions

Businesses can set percentage limits on price reductions to prevent excessive discounts.

Audit Trail

Every override is logged, helping retailers maintain accountability and compliance.

4. POS Reason Code Implementation 

We have already covered how to define and set up Reason Codes. Let us consider the following example to illustrate how a Reason Code is implemented on the Point of Sale. 

It is very common for the Cash Drawer to reach its tipple point before day end and the cashier is bound to take out some cash from the cash drawer. The application allows the cashier to use the Cash Out feature in iVendNext to take out cash. 

We have already enabled the Cash Out reason code on the Reason Code Required screen. 

Navigate to: Home > Retail. Click on the iVendNext POS shortcut. This will open the iVendNext POS screen. On the Transaction Screen select the Miscellaneous option. 

Click the Cash Out Tile. This will open the Cash Out pop up screen where you will have to specify the Cash Out Amount, select the Reason Code from the drop down list, and enter a comment.

5. POS Reason Code Required

The Reason Code Master is a feature in iVendNext that allows retailers to capture additional information about specific activities performed at the Point of Sale (POS). 

These activities are summarized below:

Cash In: 

Records cash added to the drawer (e.g., float replenishment or manager deposits).

Cash Out: 

Documents cash removed from the drawer (e.g., for bank deposits or safe storage).

Void Sale: 

Captures reasons for canceling an ongoing sale transaction. (e.g. customer request).

Item Return: 

Tracks individual product returns, including defects or wrong items.

Sale Return: 

Logs full transaction refunds, such as customer dissatisfaction or order cancellations.

Sale Discount: 

Justifies manual discounts applied to an entire transaction (e.g., loyalty or bulk purchase).

Item Discount: 

Explains per-item price reductions (e.g., promotions or damaged goods).

Price Override: 

Authorizes manual price adjustments for special cases (e.g., manager-approved deals).

Suspend Transaction: 

Notes why a sale was paused (e.g., customer delay or payment issues).

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Data Import and Export

The article below provides an introduction to Data Import and Export in iVendNext.

Overview

In iVendNext, data management is a crucial aspect that involves importing, exporting, and bulk editing data from and to spreadsheet files (like .csv) using the Data Import Tool. This tool is particularly useful for setting up data from other systems and managing master data. You can import, export bulk edit data from and to spreadsheet files (.csv) from the Data Import Export Tool. This tool will be very helpful initially to set up your data from other systems.

The Data Import Tool allows users to:

1. Insert New Records:

Import lists of items, such as customers, from old systems into iVendNext by downloading a template, entering data, and uploading it back.

2. Update Existing Records:

Bulk updates existing data by exporting records with the necessary fields, making changes in a spreadsheet, and re-importing the updated data.

This process ensures that data is accurately and efficiently managed within the iVendNext system, facilitating smooth operations and data integrity.

Using Data Export

'Data Export' helps you extract data from any DocTypes to a CSV or an Excel format.

To access Data Export, go to: Home > Settings > Data Export

Go to the 'Data Export' DocType.

Select the DocType from which the data is to be extracted.

Select the file format whether CSV or Excel.

Tick the checkbox if you want to export the data without any header notes and column descriptions.

Select the fields to export, the red ones are mandatory.

You can also add filters to select only specific data. For example, 'Status = Draft' will export all Sales Orders having the status as 'Draft'.

Click on Export to download the file.

After exporting data, you can use the same file to import data using Data Import.

Using Data Import

The Data Import Tool lets you import records from a CSV/Excel file.

Data Import Tool is an easy way to upload (or edit) bulk data (especially master data) into the system.

To begin importing data, go to: Home > Data Import and Settings > Import Data

Alternatively, go to the Document you want to import and click on Menu > Import

Before using Data Import ensure that you have all of your data ready.

Inserting New Records 

Let's say you want to import the list of Customers from your old system into iVendNext. The first step is to download a template in which we can enter our data.

Download the Template 

Go to Customer List, click on Menu > Import. Click on New.

Select Import Type as Insert New Records.

Click on Save.

Now, click on Download Template.

While inserting new records, the template should be blank. If you have a few Customers in your system, you can select Export Type as "5 Records" to see the format in which you have to enter the data in the template.

Select the File Type of the export template.

Select the fields that you want to fill in as the Customer details.

Click on Export.

Entering Data in the Template 

Your downloaded template will look something like this:

Open the downloaded template in a spreadsheet application (like Excel, Numbers, or Libre Office) and enter the data below the column headings shown as follows:

Now, save your template as an Excel or Comma Separated Values (CSV) file. You can leave the ID column as blank while inserting new records.

When you import this template, each row will make a Customer record in the system.

Importing the Template 

After updating your template file, go back to the Data Import form and attach the file by clicking on the Attach button.

Select the template file and click on Upload.

After the upload is successful, click on Start Import.

If there are any errors in your template, they will be shown in the Warnings section. The warnings will be categorized by Row or Column with their number so that you can easily track them down in the template and resolve them. You must resolve all the warnings before you can import the data.

After you have resolved the warnings, click on Start Import again to import the data. On successful import of the data, you'll see a log of each record that was created in the Import Log section.

Updating Existing Records 

Let's say you want to update Customer data in bulk in your system. The first step is to download the template with the data.

Download the Template 

Go to Customer List, click on Menu > Import. Click on New.

Select Import Type as Update Existing Records

Click on Save.

Now, click on Download Template.

While updating existing records, you must export the records from the system with the ID field and the fields that you want to update. You can choose All Records or Filtered Records depending on your case.

Select the fields that you want to update for the Customer records.

Click on Export.

Updating Data in the Template 

Your downloaded template will look something like this:

Now, change the values in your template and save the file as Excel or CSV.

While exporting records for updating them, ensure that the ID column is exported and is untouched. The values in the ID column are used to identify the records in the system. You can update the values in other columns but not in the ID column. If you remove some child table row, the system will consider that the row is supposed to be deleted.

Importing the Template 

Follow the steps in Importing the Template section above.

Importing Child Records 

Data in iVendNext is stored in tables like a spreadsheet with columns and rows of data. Each form like Sales Order has multiple fields like Customer, Company, etc. It also has tables like the item table, tax table, etc. In Data Import, the set of fields in the Sales Order are treated as the main table and the rows inside the child table (item table) are treated as the child table for data import.

Each form in iVendNext can have multiple child tables associated with it. The child tables are linked to the parent tables and are implemented where there are multiple values for any property. For example, an Item can have multiple prices, a Sales Invoice has multiple Items, Taxes, and so on.

When you export a document with child tables, for e.g., each child row will appear on a separate row but it is associated with a single parent row. The subsequent values in the parent columns will remain blank. You must ensure that this order is not broken when you are importing them via Data Import.

Additional Import Options 

Import from Google Sheets 

You can also import data from Google Sheets. Import your template in Google Sheets and enter the data. Make sure the Google Sheet is public. You can test this by opening the Google Sheets URL in an incognito browser window.

Submit After Import 

In iVendNext document types are mainly of two types - masters and transactions. The masters are records like Customer and Task which can only be saved not submitted. Transactions like Sales Orders, Purchase Invoices are submittable documents and can be submitted.

When you select a submittable document type for Import, you can tick Submit After Import to submit the document after it is imported.

Don't Send Emails 

Let's say you have created a Notification in your system and whenever a Lead is created an email is sent. Now, if you are bulk importing Leads then a lot of emails will be sent, which may not be desired. You can disable this option to avoid sending emails.

Additional Information

Upload Limit 

There is no hard limit on the number of records that can be imported. But you must try and upload only a few thousand records at a time. Importing a large number of records (let's say 50,000) might slow down the system considerably for the users that are using the system.

CSV Files 

A CSV (Comma Separated Value) file is a data file that you can upload into iVendNext to update various data. Any spreadsheet file from popular spreadsheet applications like MS Excel or Open Office Spreadsheet can be saved as a CSV file.

If you are using Microsoft Excel and using non-English characters, make sure to save your file encoded as UTF-8.

For older versions of Excel, there is no clear way of saving as UTF-8. So save your file as CSV, then open it in Notepad, then save as “UTF-8”. (Or upgrade your Excel!)

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.