Inventory Management] Products and Variation Products

Table of Contents

1. Overview / Purpose

2. Key Concepts & Terminology

3. Setup / Configuration

4. Main Workflow Steps

5. Tips, Caveats & Best Practices

6. Summary

1. Overview / Purpose

This video shows how to use a specific feature or module within DUTCH ERP. It demonstrates how the module fits into broader business operations and what value it provides (e.g. billing, projects, client management, etc.).

You’ll learn how to configure, use, and maintain this module; the step-by-step processes; and how it interacts with other modules in DUTCH ERP.

2. Key Concepts & Terminology

First, some important terms you’ll see:

• Entity / Module name — the name of the module being handled (e.g. “Invoices”, “Projects”, “Contracts”)

• Record / Document — one instance within the module (e.g. one invoice, one project)

• Status — the stage the record is in (e.g. Draft, Sent, Paid, Overdue)

• Linking / Association — how this module connects to others (e.g. invoice linked to client, project, expense)

• Permissions / Roles — which users have rights to view, edit, approve

3. Setup / Configuration

These are the usual steps to prepare the module:

1. Enable module
   In the settings or configuration area, activate the appropriate module (if not already).

2. Set up defaults / settings

   • Default terms, status options

   • Templates (e.g. invoice template, project template)

   • Notifications or email settings

3. Permissions & Access Control
   Assign which user roles can create, edit, approve, or delete records in the module.

4. Link to other modules
   If this module depends on others (e.g. clients, items, projects), ensure those are properly configured.

4. Main Workflow Steps

Depending on what the module is, here’s how typical workflows go. I’ll illustrate using Invoices as an example — adapt as needed:

4.1 Creating a new record

• Navigate to the module (e.g. Billing / Invoices)

• Click New / Create

• Fill in details: client, date, items, description, amounts, taxes

• Save as draft or complete

4.2 Editing / Adjusting

• Open an existing record

• Make modifications (e.g. change quantities, add discounts)

• Save or submit

4.3 Sending / Sharing

• Use built-in send/email function to deliver to client

• Use templates or formatting options

• Monitor delivery / status

4.4 Recording Payment / Completion

• When payment arrives (or is confirmed), mark the record as paid

• Update linked modules (e.g. ledger, client balance)

• Generate receipts if needed

4.5 Reporting / Monitoring

• Use built-in reports (e.g. unpaid invoices, revenue by period)

• Filter by status, client, dates

• Export data or charts

5. Tips, Caveats & Best Practices

• Always validate settings (tax rates, templates) before launching

• Use test records first to understand behavior

• Restrict who can delete or override records — prevent mistakes

• Use customizable templates to maintain consistent branding

• Regularly review pending / overdue records

• Backup or audit regularly, especially when financial data is involved

6. Summary

You’ve now got a structured view of how to configure and use this DUTCH ERP module: enabling it, managing permissions, performing main tasks (create, edit, send, complete), and using reporting tools.