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Nuclet: Base Nuclet for trading companies

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Overview

This Nuclet contains functionalities for 

• trading processes
• warehouse management
• form printing and
• email sending 

and thus offers the ideal starting point for your individual ERP system.

Integration

User functions

Master data

• Employees

  • It saves a little work if you first create the Benutzer and then the employee. If you then specify the associated user in the employee, the data entered in the user (name, first name, ...) is automatically transferred to the employee. Assigning employees to users is not mandatory, but helpful (see below)
  • Roles can be assigned to an employee. These roles control in which BOs this employee is available for selection as an editor. For this to work, the names of the roles must not be changed, or the parameters for the Valuelist Provider must then be adjusted in the affected layouts.
    • Order management => quotation, sales order
    • Accounting => outgoing invoice, credit note
    • Procurement => purchase order, incoming invoice
    • Warehousing => stock-in, stock transfer, stock-out, stock inventory
    • Goods issue => delivery note
  • If an employee is assigned to a user, and this employee is active and has e.g. the role "Auftragswesen", the field editor is automatically filled with the current employee when they create a quotation or sales order. The same applies analogously to other roles.

Business partners

• Customers

  • Addresses
    • If an address is marked e.g. as "billing address", it is offered as the billing address e.g. in a sales order for this customer
    • If this address is additionally marked as "billing address (default)", this address is automatically inserted as the billing address when a new sales order is created for this customer.
    • The same applies to the delivery address
  • Contacts
    • If a contact is marked as "default?", it is automatically inserted as the contact when e.g. a new sales order is created for this customer.
    • The language of the contact is also transferred into the sales order (and other BOs) and determines the language in which forms are printed.
  • Sales prices
    • Here you can assign each customer separate sales prices for certain articles that differ from the general sales prices

• Suppliers

  • Addresses
    • If an address is marked e.g. as "order address", it is offered as the order address e.g. in a purchase order for this supplier
    • If this address is additionally marked as "order address (default)", this address is automatically inserted as the order address when a new purchase order is created for this supplier.
  • Contacts
    • If a contact is marked as "default?", it is automatically inserted as the contact when e.g. a new purchase order is created for this supplier.
    • The language of the contact is also transferred into the purchase order (and other BOs) and determines the language in which forms are printed

Articles

• Properties

  • Sales article = an article that is offered in procurement (e.g. in a purchase order item)
  • Purchasing article = an article that is offered in order management (e.g. in a quotation item) 
  • Stock-managed = an article that is relevant for warehouse management, i.e. can be stocked in, out and transferred. It can have stock levels and stock movements.
  • Default warehouse, default storage location = this data is inserted by default e.g. into sales order items for this article
  • Serial-number-managed = this article mandatorily requires a serial number
  • Batch-managed = this article mandatorily requires a batch

• Unit of measure

  • A unit of measure can be specified for each article (e.g. piece, kg)
  • For each unit of measure, conversions into other units of measure can be defined (e.g. 1 kg = 1,000 g)
  • This gives you the option to specify the quantity e.g. in a quotation item in g instead of kg.

• Availability

  • Based on stock levels and purchase orders, the availability (in shipping warehouses) of an article can be calculated
  • Stock - reserved > 0 => In stock
  • Ordered > 0 => Ordered
  • Otherwise => Not available

• Sales prices

  • A sales price can be specified here
  • Customer-specific sales prices can be specified (see also Business partners - Customer)
  • Price group prices can be specified, i.e. a different price applies if a customer belongs to a certain price group (e.g. VIP, business customer, etc.)
  • Graduated prices can be specified (different prices depending on the sales quantity)
  • The hierarchy is 
    • customer-specific price
    • price group price
    • graduated price
    • sales price
  • i.e. it is checked from top to bottom whether there is a matching entry, and as soon as one is found, it is used.

• Purchase prices

  • Several suppliers with different purchase prices can be specified
  • A default supplier can be defined
  • For each supplier, a minimum order quantity and graduated prices can also be defined
  • A purchase order for this article must respect both the minimum order quantity for the article and for the supplier

Sales

• Documents

  • Documents are e.g. sales orders, delivery notes, outgoing invoices, credit notes, purchase orders or incoming invoices. They are all structured quite similarly
  • All documents follow their own state models with firmly defined state changes (see Statusmodell).
  • Documents should not be deleted, but rather transferred to the status Storniert (if possible), so that e.g. stock reservations that have been made are cleanly rolled back.
  • A document contains information about the customer, addresses, contacts and language; with appropriate customer configuration, these are filled automatically after selecting the customer
  • The language determines the language in print forms and emails
  • The editor is filled automatically with appropriate configuration (see topic Employees)
  • The VAT rate is determined automatically based on the country group of the country of the delivery address.
  • The actual tax rate is derived from the VAT rate and the quotation date VAT [%] automatisch ermittelt
  • A discount can be specified for the entire document and for individual items
  • On the topic of Text blocks and Remarks (internal) see topic Print outputs

• Quotation

  • For general properties see topic Documents
  • A sales order is automatically generated from an accepted quotation. Further sales orders can be generated via the object generator.
  • The job Setze alte Angebote auf Abgelaufen sets quotations in the status Offen to the status Abgelaufen, when the date Gültig bis erreicht wurde
  • The date Gültig bis on the state change to Offen from the current date and the Nuclet parameter Gültigkeitsdauer von Bestellvorschlägen is calculated.

• Sales order

  • For general properties see topic Documents
  • It can be created from a quotation or created directly
  • Delivery notes and invoices can be created from a sales order via the object generator
  • As soon as a sales order reaches the status Bestätigt the required material is reserved and is no longer available for other sales orders

• Delivery note

  • For general properties see topic Documents
  • It ensures the articles are booked out of the warehouse

• Outgoing invoice

  • For general properties see topic Documents
  • The job Setze alte Ausgangsrechnungen auf Überfällig sets outgoing invoices in the status Offen to the status Überfällig, when the date Fällig am has been reached.
  • The date Fällig am on the state change to Offen is calculated from the current date and the payment term.

Purchasing

• Purchase requisition

  • For each stock level record, a minimum stock level and a reorder quantity can be defined
  • If (stock - reserved + ordered) < minimum stock, the job Erzeuge Bestellvorschläge automatically creates a purchase requisition with the specified reorder quantity for this article and the default supplier
  • The job Setze alte Bestellvorschläge auf Abgelaufen sets purchase requisitions in the status Entwurf after x days (Nuclet parameter Gültigkeitsdauer von Angeboten) to the status Abgelaufen 
  • From a purchase requisition in the status Freigegeben a purchase order can be generated.

• Purchase order

  • For general properties see topic Documents
  • It can be created manually or generated from a purchase requisition. 
  • For each purchase order item, goods receipts can be created until each item has been delivered.
  • Goods receipts increase the stock level
  • The job Setze alte Bestellungen auf Überfällig sets purchase orders in the status Bestellt to the status Überfällig, when the date Fällig am erreicht wurde
  • The date Fällig am on the state change to Bestellt from the current date and the Nuclet parameter Fälligkeit Bestellungen is calculated.
• Incoming invoice
  • For general properties see topic Documents
  • An incoming invoice primarily serves to record the data of an invoice received for a purchase order
  • It has no further influence on other BOs

General functions

• If authorised, many BOs offer object generators (selection Objektgenerator in the detail view of the BOs). Here you can e.g. create a sales order from a customer or a quotation, or a purchase order from a purchase requisition or a supplier.
• If certain data of a value list is already used in other BOs (e.g. a delivery term in sales orders), then it can no longer be deleted. However, you can remove the flag "Aktiv" in the corresponding delivery term. This means the delivery term is no longer offered in the selection in sales orders in the future. This option exists for all value lists.
• Many BOs offer the option, in a tab Document attachment to store documents/files for this BO. Document attachments are not stored in the database but in the folder <NUCLOS-HOME>/data/documents. Therefore this folder should be part of the backup.
• If a BO has a Reference to another BO, e.g. a sales order has a reference to a customer, you can conversely look in the customer to see which sales orders exist for that customer. The sales orders are only displayed there and cannot be edited.

Administrator functions

Number ranges

• Number ranges determine how numbered BOs should be numbered
• See Nuclet: Number ranges

email sending

• See Nuclet: E-Mail-Versand
• Email sending is possible via so-called email templates. These allow the administrator to configure the emails to be sent and to change them during operation.
• To send emails, an email server must be specified in the system parameters (see Parameter für Mailversand) and the templates activated if necessary.
• The job "Erzeuge Beispieldaten" creates some sample templates (initially inactive)
  • Order confirmation to customer - is sent to the customer's contact when the sales order goes into the status Bestätigt wechselt
  • Invoice to customer - is sent to the customer's contact when the invoice goes into the status Offen wechselt
  • Purchase order to supplier - is sent to the supplier's contact when the purchase order goes into the status Bestellt wechselt
• The email log contains all sent, yet-to-be-sent and received emails

Print outputs

• Important BOs (quotations, sales orders, ...) can be printed as PDF.
• Every generated form is automatically saved on the corresponding BO in the tab Document attachments .
• There are various ways to influence this printout without much effort.

• Languages

  • In order to import the Nuclet at all, multilingualism (see Datensprache) must be activated
  • Data relevant for print forms (e.g. article name, payment term) can then be translated into the specified data languages
  • In the table System > Language, all languages that should be available for customers, suppliers and contacts can be created
  • If no translation is found for a language, the translation of the default language is used (see Nuclet parameters)
  • Number formats (1.000,00 (DE) vs. 1,000.00 (US)) and date formats (01.12.2000 (DE) vs. 12/01/2000 (US)) can also be assigned to each language. If no formats are found, the formats stored in the Nuclet parameters apply

• Form fields

  • Here form fields are created and translated (e.g. allgemein.datum = (Datum, Date, ...)) 
  • This allows print forms to be changed at runtime and configured for additional languages

• Variable components

  • In Form block text blocks (incl. translation) can be created, e.g. for the terms and conditions. These blocks can, in the tab Text blocks be added manually to documents
  • In the respective form configurations hinterlegten standard blocks are automatically added to every form
  • The text stored in the field Remarks (internal) is printed in the form. This allows individual additions per quotation, sales order, ...

Nuclet parameters

Jobs

Related pages