What is user authorization? How to enable privileges and lock modules in ERP software? How to deny access to modules in ERP?

User authorization

By definition that I snitched from Wikipedia, Authorization is the function of specifying access rights/privileges to resources related to information security and computer security in general and to access control in particular. More formally, "to authorize" is to define an access policy. For example, human resources staff are normally authorized to access employee records and this policy is usually formalized as access control rules in a computer system. During operation, the system uses the access control rules to decide whether access requests from (authentication) shall be approved (granted) or disapproved (rejected). Resources include individual files or an item's data, computer programs, computer devices and functionality provided by computer applications. Examples of consumers are computer users, computer Software and other Hardware on the computer.

In most systems, in ERPAG as well, there are 3 main types of users:

Customer portal.

user types

Admin has full access. Access to everything. Each and every module, price, option, each corner of the software. In the system, there has to be at least one Admin. One Admin to rule them all, one admin to limit them. One admin to assign them privileges and access to ERPAG.

Operator and Customer portal have limited view/access.

Customer portal (B2B) portal is used to enable your customers to access the software you use, to have an insight into your inventory and place orders themselves. These orders go straight to your sales orders list, so you are free of all the hassle of ordering by phone and mishearing something (What, I thought I ordered 5 dozen Karen, not 50!).

For operators, there are 3 settings:

1. Full access (access everything you allow them to);
2. Read-only (they can see the document, open a document, but they can’t edit the document);
3. Denied (the unchecked modules/reports/document lists won’t even be visible to them).

user authorization legend

User authorization for operators

Editing documents

user authorization editing documents

Edit: Another user – allows them (or doesn’t) to edit documents that other user(s) created. For example, Mike can’t edit the document that Karen created.

Edit: After an hour – this forbids operators to edit documents after an hour has expired. This is a great feature if you want to give them a time limit within which they can alter the quantity or price. Well, Karen, you had an hour to reduce the price, it's your fault you took a long lunch break!

Edit: Selling price – forbids/allows operators to edit selling price in sales orders, invoices or products.

Edit: Rebate – forbids/allows operators to edit rebate (discount) in sales orders and purchase orders.

Edit: Purchase price – same as with selling price, this option forbids/allows operators to edit the purchase price in documents or products.

Edit: Terms of payment – forbids/allows operators to edit terms of payment in documents, customers, or suppliers. This means that if and Admin assigns NET 7 as a term of payment, the operator can’t change it to be NET 30 (for example).

Edit: Cost per hour – enables/disables the operator to edit cost per hour for work operations in work orders.

Edit: Estimated cost – enables/disables the operator to edit estimated cost in work orders.

Search scope: All suppliers – by disabling this option, the user will only see the items that can be purchased from the selected supplier in the PO. With this option, the search scope for the products that can be selected in the PO is limited to the items appearing in the supplier’s price list.

Show: Purchase price – by disabling this option the user won’t be able to see the purchase prices in any documents (supplier invoices, purchase orders, purchase report etc.). Note that they can still see the prices from journal vouchers in the accounting module, so you might want to lock that option too.

Warehouse permissions

user authorization warehouse permissions

This option limits users to see the items, documents and create documents only from specific warehouses. In case you have multiple warehouses: A and B, and you allow your operator only to see warehouse B, in that case, each purchase order, sales order, work order, that is generated for warehouse A won’t be visible to your user.


user authorization shelves

When you limit shelves to your users, they will only be able to sell items from those shelves. In ERPAG, one item can only belong to one shelf. If you are selling clothes, for example, you will stock your dresses on shelf A, your shirts on shelf B, your handbags on shelf C. With shelf authorization you can limit your operator to only sell certain products from the selected shelf. If you assign only shelf C to Maria, she will only have handbags in her dropdown menu when she is creating a sales order.

Bank accounts

user authorization bank accounts

With this limitation, you are enabling your operator to see certain bank account reports or to record payments to specific bank accounts. If you have Stripe and PayPal, and you lock PayPal for Elena. She will be able to only record payments on Stripe.


user authorization year

With this option you can easily hide entire business year from your operators. This will hide every document and journal voucher generated in deselected year.

Locking modules

user authorization locking general modules

Locking up entire modules (sales, purchasing, inventory, manufacturing, accounting, mobile app, administration) will hide the button from the left-hand menu. To lock-up entire module you need to uncheck each box to be ‘Denied’ in the module.

If you want to partially lock the module, you just need to uncheck the boxes in front of the features you don’t want to be visible. You can leave just reports to be visible in the sales module, instead of the entire sales order list, webshops, quotations, POS etc.

You can even prevent your employees from importing new products by making import options non-visible to them just by unchecking the boxes in the administration panel.

Note that in some cases users can reach specific data with a workaround. For example, they can find out the selling price by opening the Sales Report, or opening a corresponding journal voucher for that Invoice/Sales Order. So always make sure you locked each and every way of finding out the data you want to hide.


user authorization IP filter

ERPAG will automatically recognize your IP address and populate the ‘Your current IP address’ field.

You can block connection from other IP addresses by simply entering them in the box, and allow only specific IP addresses, again by entering them in the corresponding box. This filter comes in handy In case you want to forbid your users from logging in outside the company (for example from their home).

Important note: If your ISP assigns a dynamic IP address, which changes from time to time, then you won’t be able to use this option.

2019. ERPAG Inc


Functions of inventory management
Functions of inventory management software

Inventory - Introduction

What supplies and what quantities do you need to own? The role and functions of the stock. What supplies and in what quantities does the company have at a given moment? The importance of inventory management

Here are the top 5 features that you need to look for in an inventory management system:

  1. Advanced  inventory control (SKU, LOT, SERIAL)
  2. Barcoding and Scanning
  3. Different units of measurement
  4. Configurability -Different item types- (BOM, Variations, Kit/Set..)
  5. Optimization (Low stock nottifications, expiration dates, forcasting, reporting  )

Inventories are goods that are found in the warehouses of the company. These are the materials used in the production process or they meet customer demand, and consist of raw materials, materials pulled into the production in process, and finished products. These products usually belong to the company itself and it represents its most important asset.

The role and functions of the stock

Inventory management is a determining point in the strategic management of any organization.

The main function of inventory management is to determine the sufficient amount and type of input products, products in process and finished products, facilitating production and sales operations and minimizing costs by keeping them at an optimal level.

Efficient inventory management is essential to ensure that the business has enough products stored to meet consumer demand. If it is not handled correctly it can result in the business losing money on potential sales that cannot be satisfied or that you waste money taking care of too much inventory. An inventory management system can prevent these types of errors from occurring.


Inventory is included in all the important segments of one's company and has important effects on all the main functions of the company - we mainly have inventories because that allows us to perform the functions of purchasing, production and sales at different levels.

Each function has to generate different inventory demands:

Sales: Costumer demand must be satisfied quickly and completely to avoid the buyer resorting to competition, so you not only must have sufficient inventory to meet market demand, but also, you should consider an additional amount for unexpected requests.

Production: Production and delivery do not usually occur instantaneously, so you must have stock of the product that can be used in a timely manner and that the actual sale does not wait until the completion of the production process.

Purchases: When a significant increase is expected in the prices of basic raw materials, a sufficient quantity must be stored at the lowest price prevailing at the moment. In the same way, if shortages of necessary raw materials are foreseen, it is essential to have a reserve to continue regularly with production operations.

product list

In order for the inventory management process to be successful, it has to represent a combined answer to two very important questions:

What supplies and what quantities do you need to own?

The company workflow determines the quantity of supplies. For a re-seller, this depends on the supply and demand options of the market. For a manufacturing company, it also takes into account the quantity of components within the final product, all components that are part of the final product must be in stock and their quantity is directly related to the final product manufacturing plan. A manufacturing company has the need for those supplies that are the basis for the production of the final product, and the quantity is determined by the amount needed for the production of that final product.

What supplies and in what quantities does the company have at a given moment?

It would be best if an organization could only order what it needed at the time. To accomplish this, you must know the items that make your current inventory and their quantities levels. In the warehouse business every day there are so many changes in the situation, and therefore there are so many opportunities for making mistakes.

The stocks represent a significant investment and potential source of waste that needs to be carefully controlled. If you overstock, you will spend money on the storage, and lose it if inventory is damaged. On the other hand, in the event that there is not enough stock, you may have to stop production until the necessary material is purchased and thus waste time and work. In order to reduce costs and maintain the stock at an optimum level, you will need a system developed to help you decide when and how much stock you need to order.

In Erpag, both of these questions are answered by the back-ordering option and the fulfillment list, e.g. a list of all the items that you need to order and/or produce, taking into account the demand, the current stock levels and the BOMs of the items that need to be manufactured.

sales order list

The importance of inventory management

Inventory problems can and do contribute to business failures. When a company unintentionally runs out of inventory, the results are not pleasant. If it’s a retail store, it loses the profit for this item. If the firm is a manufacturer, the lack of inventory could cause production to stop. On the other hand, if a company maintains excessive inventories, the additional maintenance cost and potential damage can lead to great loses.

When managing inventory, whether is manufacturing or reselling business, it is necessary to bear in mind two determining factors that affect their level. On the one hand, inventories are necessary to achieve the continuity of the production process, while on the other hand they cause holding costs. Therefore, it is necessary to define the level of supplies that will enable the continuous sales and/or production process to take place, causing the least possible costs. Such a level of inventory is called the optimal level.

Inventories represent a sustained movement of inputs (materials, finished products or merchandise). The level of inventory at each given moment is the result of the difference between the inflow and outflow and the quantity of goods found on the stock from the previous period – it has a great dynamic that is not easy to follow.

A good inventory management software reviews the state of supply and demand, the movement of items and delivery times. The inventory management is supposed to ensure customer satisfaction with minimal costs.

Good reporting and analytical views are essential for inventory management. That is why Erpag was developed as a very report-oriented ERP system, giving you a fulfillment list of all the items that need to be ordered so you can maintain your stock levels.

2019. ERPAG Inc

Bulk edit & column formula

bulk edit

How can I assign a different product category to all my products at once? How can I change the selling price for all my services at once? How can I give a discount to my VIP customers for certain products in MRP software?


1. Introduction

The data in ERPAG are organized into lists and details (content). For example, there is a list of "products and services", which is a list of all items entered. By activating an item on the list, we enter into the details of the item, where we have the ability to change data (since the lists are "read-only").

Such concept is easy to understand (for example, I activated that item and that item I want to change), reduces the possibility of a random error, provides an additional "depth" of data (for example, there is an additional supplier price list for the supplier), since there is a limited amount of data such concept positively affects the performance of the application.

The disadvantage of such a concept is when we need massive data alterations. For example, we need to change the "product category" from one category to another for 30 items. Then we should activate the corresponding items 30 times, enter the edit mode, change the "product category" value, record the item and close the form with details.

The solution to such a fatigue process is a "bulk action", an action that takes place on the selected items from the list. Specifically, in ERPAG, the most common mass operations are drawn to the surface (as in our case, the "product category"), but there are also fields that are rarely changed, and the change is slightly more complex than simply replacing one value with another. The solution for this problem is the "bulk edit", which has for now been implemented for "products and services", "customers" and "suppliers"


2. Bulk Edit - The basics

When we selected the data from the list, and activated the "bulk edit" option, the edit form is opened for the table entry of the data.
bulk edit

The form is divided into two parts - "Available fields" (1 on the image above), and edit table (2 on the image above).

3. Available Fields

This panel is initially collapsed, and the most used fields are turned on by default. By expanding the panel, we get all possible fields for changing. The fields are thematically grouped (like in the entry form) and only the marked/checked fields will appear in the edit table below.

bulk edit products

The selection is completely interactive, so checking/unchecking of certain field automatically adds/removes the column from the table below.

The reasons for implementing this option are:
  • displaying all available data in one table is not practical;
  • the mass change is usually applied only on a few data types;
  • the more unnecessary columns we have during the data alteration, the possibility of error increases;
  • the finding of a certain data is difficult;
  • the higher number of columns impacts the performances in a negative way.
Our advice is to mark only the necessary fields.

4. Edit table

Like the fields are grouped in "Available Fields", they are grouped in the edit table.

bulk edit

The data entry is the same as in any ERPAG table, as well as the possibility of searching, filtering, sorting, copy/paste from a spreadsheet etc.

Note that in ERPAG tables there is a pretty practical option "Set column value".

When the ERPAG table is in edit mode, on the column menu (click/tap on the column header) the option "Set column value" appears.

set column value

set column value

This option gives us the ability to set the same value for the entire column. In our example, we want the "tax category" to have the "Default" value.

bulk edit tax category

Setting values using this option is limited to an active filter. In our example, we will only filter the "product type" to display the "service" and assign the appropriate value of "tax category".

bulk edit

bulk edit

After canceling the filter, our table looks like pictured below.

bulk edit tax category

6. The formula - Set Column value

In numerical fields, there is often a need for the value of one field to depend on the value of the other.

For example, if we have "price tiers" and prices are lower than our default selling price by a certain percentage.
In our case, we will make that the selected items for bulk edit have a "selling price" of $ 50.

For numeric fields, the look of "Set column value" field is different.

formula column value

The next thing we want is to have a 5% lower "Selling price" for the "Start-up Customers" price tier type.

set column value formula

We choose the offered formula ("decrease -%"), enter the value "5" and select "base - column" to be "Selling price". With this, we implemented the formula for a percentage reduction of 5% of the value from the column "Selling price" and entered the value in the active column.

set column value formula

In the "Base column" you can only select fields that are a numerical type (eg prices, quantity ...) from the table.

Only basic formulas are implemented, for complex operations, you can use export to XLS, enter the formula in the spreadsheet application, copy the resulting column and paste in the appropriate column in the ERPAG table.

7. Saving/Recording the changes
Saving is done as in any edit form using the "save" option. Since the amount of data loaded is higher, the recording may take a few seconds (in rare cases, a few minutes).

bulk edit


The bulk edit option does not have operation check of other users, so we recommend that, when doing this, one operator will make changes. What in practice means that if two operators work on the same items at the same time, the one that last activates the option to capture the changes, his data will be valid.

2019. ERPAG Inc

Customer portal B2B for small business

How to implement B2b Customer portal in a small business company?
What is B2B?  What are the core features of modern Customer portal? 

The first thing that crosses your mind is - does a small business have the need for a B2B solution?
It’s ok to have e-commerce but B2B? Really?
Like, I have 20 buyers and do I really need a B2B platform? We can handle it by phone slash email.

Let me save you the time and effort, and just give you the answer:
Of course, it’s a clever thing to have a B2B solution. Why?
Our statistical data shows that B2B brings 50% less time of engagement per order
and cuts errors by 70%.

It also streamlines the Supply Chain Management process and unleashes the company resources for other, usually more important tasks.
How do we know that these are ”more important”?

The answer is simple: it is the essence of the modern small business - it is what a small business
stands for - delivering goods and services that bring more value to the market and the users.
So, any task or action that puts you sidetrack from what you do best is a waste of your precious time and resources.

Just think about it: your customers enter their own orders directly into your system from your website.

They schedule the delivery.

You, on the other hand, can apply different sales terms automatically and enable them
to attach documentation or any other type of attachment necessary to fulfill their order according to their needs. They can do it in their pace, in the time of day (or night) that suits them best, and you are free to focus on the manufacturing/delivering the best goods and services to your
loyal customers.

to learn more about manufacturing see :

So, what's the catch, why it’s not a standard to have a B2B portal or why it’s not such a widespread business practice?

Well, the main cause is complexity. You need to implement different solutions that share the same data, and that is usually not doable without introducing a third party in the whole process -
and that can often be very expensive and time-consuming. In the end, it can bring more problems than it solves, so many small business owners decide not to follow the B2B path.

That's why the ERPAG approach is to enable a user-friendly and a technically affordable B2B portal that follows the SMB logic. All you need to do is to create accounts in your user dashboard.

For each user/B2B customer you can define:

Tier pricing
Volume discounts
Credit limits
Warehouse access (available quantity)
Minimum and maximum quantity

All customers orders are automatically entered into the system so they can be reviewed and approved.
As the orders change status, they automatically trigger the purchasing process,
so you can order missing parts from manufacturing or if you are just a wholesale
- order them from your vendors.
As the ordered items enter you warehouses, all orders are automatically updated
and the status is changing from ‘ordered’ to ‘available’.
In this scenario, your B2B customers can follow the expected delivery dates and pay their invoices.

The security is fully covered with data encryption and user level privileges
so you don't have to worry that any sensible data can be displayed to your B2B customers.

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What is Dropshipping?
What is dropshipping

When to use dropshipping?How to manage dropshipping?Advices from experts and case studies examples.

The extremely popular subject in the last couple of years is – Dropshipping! People all over the world who figured out how this business model works, made millions so far.
Dropshipping, in general, means that a seller has his own online webshop, he doesn’t have a warehouse nor he stocks his items or ever gets in contact with it, their main job is actually digital marketing. When a customer places an order on his webshop, he places a purchase order to his supplier. The supplier sends the items directly to the customer, in the name of the dropshipper.
Let’s go through the steps quickly:
You have your own webshop where you sell various items, or even just one item, for example – jewelry.
You are not the manufacturer, you don’t have a warehouse or a room or a container where you stock this jewelry. You never even touch or see in person the precious rings, bracelets and necklaces.
Your job is strictly marketing – convincing people to check out your website, optimize conversion, promote your website on social media: Facebook, Instagram, Twitter.
The jewelry is actually stocked/produced somewhere else (most probably in China, but it can be in your own country as well). The manufacturer/reseller is getting an X amount of orders from you on daily basis, and he packs and sends the items to people who ordered it from you. Note that on the packed sales order the name of the displayed company is yours, not the manufacturers. The customer will actually never know that he didn’t get an order directly from you.
This is not affiliate marketing, it’s far better than that. You get to develop your own brand.
And, of course, this is not an ‘easy way to get the money’, even though it seems that way. For the dropshipping business you need to recognize the demand of the market, social trends and psychology of people.
I know that this seems like a ‘reselling’, but it’s not. This is more sophisticated and, as I already mentioned, it gives you an opportunity to develop your own global brand, the thing that was not even close to possible up until recently.
The first, and the most important step, is that you find a group of people who are passionate about something. Whether they are vegans, or ‘save the oceans, save the trees’ people or make-up/fitness/yoga gurus – do your research, target the people, explore their passion and spam their social media with the items they will find interesting and ‘up their alley’.
The dropshippers usually use Shopify or WooCommerce (ERPAG integrates with both, just throwing that out there) platforms as their Web Shop. It’s not pricey and it covers their needs – display the item, price and shipping. Now when we mentioned shipping, you can either put a cheap price and a small shipping fee, or just pump the price up and give a free shipping, or – the most popular way of trading these days – give away the product for free, while the customer just needs to pay for the shipping (which is actually not that low at all, since it covers your purchase price and your profit).
You can order one item, or a few, in order to check for yourself what are you selling, and make some high-quality pictures of the product. These pictures can attract a lot of buyers over social media such as Instagram or Pinterest.
ERPAG, as an inventory management software, can be used as a fulfillment channel, to download the sales orders from the webshop, and help you create and email purchase orders for committed quantity toward your suppliers.
The question we often get asked, is: “My finished product is based on BOM (Bill Of Materials). I get my parts from my suppliers. Each of my components has a different supplier, and a third party is actually assembling all that for me, into my finished product. Can ERPAG manage that?” In short, the answer to this question is – Y (as in Yes, just shorter). 
Simply download your sales orders from your webshop, the quantity will be either available, partial quantity or no quantity. If you have available quantity, you are in luck, just let your 3rd party (contractor) send the items for you. If you have partial or no quantity at all, then you will have to produce it. Which is actually done quite easy, since you are not the one who is manufacturing it. 
You are just placing the orders for the parts to your suppliers, and the separate work order for the finished product to your contractor. Your suppliers ship the parts directly to your contractor, he manufactures your product, and sends it out to your customers. 
You are just doing the ‘easier’ part – clicking and ordering and making sure everything goes smoothly and that your end users build up confidence in your brand and website. They will surely recommend your product to their friends and family, and there is no better marketing than a living word passed from one to another. In our experience, that is the best-selling dropship business – product design. You are selling your idea, you are the mastermind, while the other companies do the ‘hard, physical work’ for you.
dropshipping chart

This seems like an ‘easy money’, but, sadly, there are a few downsides. One of them is the fact that everyone wants to get rich fast, so the dropshipping business is highly competitive. The bigger the company the lower their markups are, so they can offer the lowest prices and still gain a reasonable profit. While the newcomers with a smaller budget can even deal with loss. That brings us to the second downside – low-profit margins for a lot of work - you will have to shuffle between managing your webshop, marketing, sales orders, inventory, and your real job.
In conclusion – dropshipping is worth a try if you have a backup plan. If you have a steady job, and a bit of money aside for investment, you can give it a go, but only if, in case you deal with a loss, that doesn’t harm your home budget and savings in a long-run. Like any other business start-up, dropshipping requires time, devotion, research, passion, knowledge and most of all - guts.

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Stripe & ERPAG integration

Stripe payment integration. How to connect? How to sync data between Stripe and your account?
The best way to handle online payment and close your sales orders. Connect e-commerce in your account with Stripe.

Everyone is well aware that the fast and secure payment collection of sold goods or services is one of the priorities of each company. It is therefore necessary to allow your client to make a payment in a simpler way. The introduction of various POS charging terminals requires installation and maintenance costs, and staff should be trained for their use. However, with the emergence of a CLOUD service (like ERPAG), there is a problem when accessing POS terminals on client computers because the browser forbids access to local computer resources due to security. Fortunately, there are now a large number of services on the market that enable ONLINE billing, and you do not need a POS terminal anymore. One of the services that stands out for quality, safety, speed, ease of use and speed of implementation is certainly Stripe.

In order to enable ERPAG users to charge via Stripe service, ERPAG enabled the connection using the Stripe API (Application Programming Interface).

By connecting ERPAG and Stripe, the user gets the opportunity for his clients to pay for items or services:

1) based on issued invoices, Sales order, Quotation, by clicking the link generated in the document itself;
2) based on the issued Receipt Note from the POS;
3) through Mobile APP;
4) through the Partner Portal.

Regardless of ERPAG filling the PCI compliance standards, ERPAG does not record any credit card information, but using the Stripe API opens an isolated Stripe checkout overlay and receives only a temporary token from Stripe. This means that all the information the user enters about the credit card, in fact, is entered directly to Stripe. By activating the billing, ERPAG returns the temporary token to Stripe and, on the basis of this, gets information on whether the transaction is successful or not (as shown in the picture).

stripe integration

Preparing and adjusting Stripe

The first step for successful linking is to retrieve the API keys from Stripe-1. In the browser, open the page and log in using your Stripe account. Then click on the link "Developers", "API keys" as shown in the picture.

stripe integration

Preparing and setting up ERPAG

In order for ERPAG to communicate with your Stripe account, you must enter the previously received API keys in ERPAG. Log into ERPAG using your ERPAG account and activate the "Stripe" option from the "Administration" menu.

stripe integration

The next step is to enter your API keys.

stripe integration

After entering, make sure to check the validity by clicking on the VERIFY button and finally, save the document.


Payment is available in ERPAG in several ways.

The first way is by creating a Sales Order, Invoice, Quotation or another document, downloading it as a PDF or emailing the document to the customer. The buyer will activate the link generated in the document.

stripe integration

By activating the link, a new webpage with the document content is previewed to the customer.

stripe integration

By clicking on the "Pay with Card" button, a Stripe Checkout form opens in which the customer enters the credit card information, and by clicking the Pay button, he makes a payment.

After successful payment, the customer receives information that the payment on the document basis has been successfully executed and the status of the document in ERPAG will be changed to PAID.

Another way is to pay through the Point of Sale. By clicking the + sign in the Credit Card field, we can choose whether the credit card information will be entered directly into the POS or the Receipt note will be sent to the customer's e-mail.

stripe integration

If the Receipt note is emailed, POS will wait for the customer to receive the mail (for example on his mobile device).

stripe integration

Then the customer makes a payment by activating the link from the mail itself and filling in the information from his credit card. At the moment when the payment is successful, ERPAG will receive information and record receipt notes as paid, this will generate the printing of the receipt.

The third way is by using a mobile application. Enter an item in the Point of Sale in the mobile app and click on the cart.

stripe integration

Then click on the Credit Card > Request money, enter the email address of your customer and confirm by clicking on the 'Request money' button.

stripe integration

Like in the previous case, the application will wait for the customer to receive an email, make a payment and receive feedback that the payment was successful.

The fourth way is payment through the Customer portal. The customer logs into ERPAG using the credentials you have provided them. By logging in the customer gains access to your customer portal where he can make a purchase.

stripe integration

By clicking on the cart button the customer goes to the page where he can review his purchase, and after activating the 'Checkout' button gets the Stripe payment form.

stripe integration