Initial Setup:
The initial setup of ProdSys involves configuring the system to meet the specific needs of your organization. This process includes defining key settings, user roles, and other foundational elements that will ensure the system operates effectively and efficiently. Below are the primary steps involved in the initial setup:
Organizational Information:
Enter your organization's basic information, including company name, address, and contact details.
Go to menu: System / Settings
Open: Organization Settings
Set up your organization’s default language and country settings.
Go to menu: System / Settings
Open: Language
Set up departments in the company
Go to menu: System / Settings / Departments
Set up your organization’s default country.
Go to menu: System / Settings
Open: Default Country
Setting up reports and email format
Go to menu: System / Settings / Reports
Employee, User Roles and Permissions:
Create employees in contact register
Go to menu: Contact / Contact list
Filter on employees and add new.
Create user roles based on your organization’s structure. Each role should have specific access to the necessary modules within ProdSys.
Go to menu: System / Permissions
Assign users to roles, ensuring that they have the appropriate permissions to perform their tasks.
Go to menu: System / Users
Financial Settings:
Configure payment terms, bank account details, and invoicing settings.
Payment terms: System / Settings / Payment terms
Vat codes: System / Settings / Vat codes
Currencies: System / Settings / Currencies
Delivery terms: System / Settings / Delivery terms
CRN: System / Settings / Customer Reference Number (CRN)
Finance accounts: System / Settings / Finance accounts
Bank Accounts: System / Settings / Bank Accounts
Customer and Supplier Information:
Set up customer groups and supplier classifications for better management and reporting.
Contact status : System / Settings / Contact status
Industry: System / Settings / Industry
Note type: System / Settings / Note type
Category: System / Settings / Contact Category
Import or manually enter customer, supplier, and contact details into the system.
Got to : Import help page
Document Templates:
Configure report and email template for orders and invoices.
Reports: System / Setting / Report
Configure time registration settings and time rules to track employee attendance accurately.
Hour codes: System / Setting / Hour codes
Work schedules: System / Setting / Work schedules
Time rules: System / Setting / Time rules
Time addition types: System / Setting / Time addition types
Time and Attendance Settings:
Set up work calendars, including working hours, holidays, and shift patterns.
Calendar: System / Setting / Calendar
Logistics and Warehouse Configuration:
Define warehouse locations, zones, and bin configurations.
https://app.prodsys.com/#/settings/warehouse-locations
Set up logistic carriers and delivery terms that will be used in shipping processes.
https://app.prodsys.com/#/settings/carriers
Article Configuration:
Configure article module-specific settings, such as units of measure.
Material: System / Settings / Material
Color Codes: System / Settings / Color codes
Status: System / Settings / Status
Groups: System / Settings / Groups
Units: System / Settings / Units
Profiles: System / Settings / Profile
Distribution: System / Settings / Distribution
Dimensions: System / Settings / Dimensions
Create Product, Articles and Equipment:
Enter details for your products and articles, including pricing, descriptions, and categories.
Products: Article / Products
Articles: Article / Articles
Equipments: Article / Equipments
For importing Articles goto: Import help page
Create Product templates
Configure product templates, if applicable, to standardize order line creation.
Product templates: Article / Product templates
Create Product packages
Configure product packages, if applicable, to standardize order lines creation.
This makes it possible to add multiple order lines at once.
Product packages : Article / Product packages
API connection to external system
Setting up connection to external system with API integrations and turn on service updates like currency exchanges, public register brreg etc
Extension: System / Settings / Extension
Testing and Validation:
Test the configured system with sample data to ensure all modules and settings work as expected.
Validate the setup by running through key business processes, such as order creation, inventory management, and financial reporting.
Once the initial setup is complete, the system is ready for use. Ongoing configuration may be required as your organization’s needs evolve, and ProdSys offers the flexibility to adjust settings as necessary.