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Enterpryze
Help Centre

Let’s get you started on Enterpryze! Use our Quick Start to hit the ground running and check out Settings to take you through the module set-up step-by-step.

enterpryze help centre illustration

Preparing for your new Enterpryze experience

Aide Memoire

noun: an aid to the memory, especially a book or note.

Do not try to replicate your current system

Changing system needs some careful consideration. There are reasons why you are changing and those need to be reflected in how you will set up the new system. At a simple level only import the data you will need for the future. There is little value in bringing in old Customer, supplier and inventory data that you don’t need anymore. Same applies to completed transactions. Whilst it may seem important to have access to old transactions try and keep these either in your old system for lookup or in excel. By bringing across old data it will effect how you setup the system. After all old transaction data will require old customer and inventory data which could undermine the new setup.

Prioritise the project properly from the outset

It is important to start with the end in mind.  That relates to reporting and data as much as the end result of the project. Start by setting the objectives of the project and a go live date. That will help to define the priority this has for your business. Day to day activities can see strategic projects get pushed out. But if clear objectives are defined and the benefits easily understood then projects like this can move from important to urgent. Make sure the timeline is as short as possible without incurring risk. Project fatigue can be a big barrier to success.

Identify any Risk/Impact/Action

Risk mitigation is important for any project. Large or small. Every business has risk and change can bring with it new risks that may not have been considered before. However simply identifying them and putting actions in place will help you prepare your business to manage these.

Some key risks to look for are:

  • People – will my staff be ready to use the system properly
  • Customers – will the project impact how my customers interact with me
  • Processes – will new process slow my business or speed it up
  • Data – do I have the necessary data for the system and will my team be able to understand it
  • Reporting – have I outlined the reporting I will need
Review current business processes

New systems bring with them different ways of operating. Whether you are setting up inventory for the first time or enabling your team with mobile apps your processes may change. Enterpryze because of its ‘cleverly connected’ nature will work differently to your existing manual or point systems. This is the perfect time to review your current processes and simplify them. It is also the perfect time to see if an integrated solution has benefits to your processes beyond those you are familiar with.

 Identify your own requirements; decide Must haves V’s Nice to Haves

The important thing to remember is that you don’t have to do everything on one go. There is minimum setup required but after that you can add to the solution over time. Focus in on what you must have at the beginning. Then you can ‘Land and Expand’ the solution to meet your requirements. For example if you have never had inventory management before why not start with item categories for existing stock and as you buy in new products add them to inventory. If you have never used expenses before why not add it on a month after you go live. There are limits to what you can undertake in one go. So for your sanity and that of your team focus on must haves first and let Enterpryze support you on your digital transformation journey.

 Prepare your data; ensure you are putting clean data into your new application

This is the perfect time to clean up your data. Enterpryze comes with a powerful data importer to help you bring the data in from Excel. So if you are importing from another system or if you are creating information from new you can use excel to clean it up, add missing fields or delete unwanted information. The saying Garbage in Garbage out is very relevant. So ensure that the data is accurate.

Review the templates provided in the application – and decide if you require custom

Enterpryze provides a number of different document layouts to send to your customers and suppliers. Make sure you select the one that suits you most.  But don’t worry you can always change it in the future.

 Identify if you have any Training or Service requirement (including Implementation, On Boarding, on site Training, etc..)

If you need help to setup Enterpryze our team are at hand with a range of services to help you get started. You can use our help centre to self serve your setup or click on the add-ons and services section of Enterpryze to purchase document designs, online 1 to 1 training and setup services.

 Don’t panic about entering everything into your application right away. All programs make it very easy to add customers, vendors, and employees at any time

There are certain things Enterpryze needs to get you started. But you can add to your solution over time. In fact taking things out is harder them adding them in! So Start simple and grow.

3 quick steps to get you invoicing

Step 1 - Setup your companies details

Settings > Company Details

This is where you provide the basic details about your company.  Fill in your company details in full. This information will be used in documents like quotes, invoices etc.

Under Company Logo you can upload your logo. This will be used automatically on your documents and email templates etc.

Image format:

  • The max file size of your logo is 200kb
  • Image size should be 600px X 600px
  • Picture formats supported are JPEG or PNG

NOTE: Ensure you fill in the correct Tax Code , as well as your full address details.  These are required to be correct for the system to function.

Tip!
Ensure you include your logo as this enables you to brand your documents.

Step 2 - Item Settings

Items > Add Item

All Items need a unique Item Code and a clear Description – this can be in any format you require. Similar Items can be assigned to an Item Group for ease of searching and also for separate revenue and cost recording.

Items can be set up to handle the following scenarios: stock, service and bill of materials.

  • An ‘Item’ type can be bought and sold and stocked in one or more Warehouses.
  • A ‘Service’ type can also be bought and sold but there is no stock tracking. Typically this would be used for labour or miscellaneous charges, e.g. delivery.

The Items can be assigned a price on one or more Sales and Purchase Price Lists on the Price Lists tab.

Tip!
Unique Item Codes and descriptions are searchable throughout Enterpryze so ensure that you standardise these. 

Step 3 – Setting up customers & Suppliers

Companies > Customers / Suppliers

This screen enables you to create new Customers and Suppliers.  Enter the details for each corresponding field in the header information and tabs.

  • The GST or Tax Code is required for accurate Tax reporting.
  • The default tax code sets the tax rate for this business partner
  • Payment terms days will be used for calculating your cash flow

GOOD TO KNOW – You can add multiple contacts and multiple addresses for each Business Partner

The information that you enter this stage will be used throughout Enterpryze, so make sure they are correct!

What is next?

See our Settings section for additional module settings.

When you have a bit more time start customising your solution

The Settings menu allows you to define your system settings.  It will enable you to define:

  • Organisation Details:  basic details of your company
  • Users: add new users and/or edit your existing users
  • Modules: set up of modules you intend to use
  • Finance and Banking: set up your default Bank GL Accounts, payment terms etc

Organisation settings


This is where you provide the basic details for your company. This information will be used in documents such as quotes, invoices etc.

Under Company logo you can upload your logo.  This is used automatically on your document and email templates etc.

Image format:

  • The max file size of your logo is 200kb
  • Image width should be 600px
  • Picture formats supported are JPEG or PNG

NOTE:  Ensure you fill in the correct Tax ID – as well as your full address details.  These are required to be correct for the system to function.

User settings

Create and manage the users you want to add to your company.  You can use the pencil icon to edit and update the user details.

Once set up you can review and edit their permissions against any company they are assigned to. You can disapprove or change permissions for a user directly from here also.  You can assign users to Teams.

NOTE: When a user is assigned as an Management user, they will have far reaching rights in the system!  For example, they can see Profit & Loss; do certain financial transactions and view all all Expenses; etc


Module settings

1. Sales and CRM

If you set up price lists, you can choose the default price list to use.  You can chose the default currency for your documents here also.

Check the boxes to hide inactive opportunity stages or enable gross profit calculations.

Don’t forget to Save after making changes.


2. Service


By checking this box, when you complete the resolution tab in your service calls they will auto close.

3. Purchasing

All active Enterpryze users that you have set up are listed here. Set the approver(s) against the users, and enter the limit they can approve. Approvals apply to purchase request and purchase orders.

Click: Set User Limits


4. Expense


Enterpryze Expenses captures receipt and mileage information and provides the user with key information on the status of their expenses. Expenses can be added through the mobile app or via the browser.

Indicate if expense amounts include taxes, and select your distance unit (kilometers or miles).

Drill down to add and edit your users and your expense items, to enter in your mileage rate and to record your engine capacity details.

5. Delivery

Choose if you want to only show open Sales orders and Deliveries or hide your prices in the Delivery Mobile App by checking the box.  Indicate if you are using virtual warehouses, and if you want to select a write off warehouse.

Van delivery users can be assigned to a warehouse and orders assigned to that warehouse will appear on the users Delivery mobile app for the day scheduled. Please ensure virtual warehouses is not ticked on.

Automate orders and deliveries by setting up a preferred delivery time per Customer.


6. Van Sell


If you are using the Van Sell mobile app you can use this section to indicate which documents are visible, and which payment methods are accepted.

7. Price lists visibility

This is where you set up your price lists as you can have multiple. You may not want all users to see all price lists, particularly where they contain costs or purchase prices. Therefore you can set a price list as visible for all users. Or in user level, you can set which price lists a user can see.


7. Price lists


Here you can set up various Price Lists to reflect the prices you charge different customers.  You can also set a currency rate if you buy or sell overseas; the default is the local currency. These Price Lists can then be linked to the customer or supplier as a default.

8. Item groups

If you have many Items, or you want to control the accounting for different types of Items, you can build Item Groups. This is where you can add a new Item Group or change the name of an existing Item Group.


9. Warehouses


If you keep your stock Items in different physical locations or even want to separate them in the same physical location, you can set up and name different Warehouses to reflect these locations. Then you can link them to Items and track the incoming and outgoing stock against them. If you have Suppliers who deliver directly to your Customers, you can tick the Dropship option which means the stock tracking is switched off for Items delivered via this Warehouse.

Finance and Banking

Set up or edit your Payment Terms here – Enter the details for each corresponding field.

Payment – Set up your default Bank GL Accounts for use in making and receiving cash and bank payments. You can select from any GL Accounts that are marked as Cash Accounts.


Download and explore the Enterpryze apps suite

Enterpryze for Service

Manage service calls with drag and drop scheduling. Track your service engineers on the road with integrated mapping. Use digital proof of completion to reduce billing time and provide greater transparency to customers.

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service-small

Enterpryze for Expense

Easy-to-use, mobile expense management. Use the online and offline capable mobile apps to log expenses on the go in real time.

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expense-small

Enterpryze for mobileCollect

Enable your sales staff to directly sell products on the go. Users can view Stock levels for the Van, as well as general stock availability.

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mobile-collect-2

Enterpryze for Purchase

Simplify the purchase order and request process. Get instant insight into approved outgoings and forecast costs. Easily create new purchase orders.

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purchase-small

Enterpryze for Deliver

Keep your teams on schedule with real-time arrival and departure times from your drivers. See what’s been delivered, and when it arrived.

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deliver-small

Enterpryze for Sales

Get the tools your sales team need while on the road to make the order-to-cash process faster. Create new quotes and sales orders to easily control your pipeline.

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sales-small

Download the apps

Access Apps Store or Google Play and get started using Enterpryze.

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