Preferences

 

In the menu [START] you can adjust your settings for Verpura. There are 4 menu-items for doing that:

 

  - [START] – [MASTER DATA]: here you can enter your company data.

  - [START] – [EDIT PROFILE]: here you can edit your user data.

  - [START] – [PROPERTIES]: here you can adjust the preferences of your verpura account. This menu-item can be hidden for some users if required.

  - [START] – [ADMIN]: you can manage users and rights with this menu. If you do not want to have this menu-item contact us.

 

These preferences are adjusted continually.If you miss some properties just contact us. Verpura Premium can be tailored and adjusted to your companies needs and also adjusted to work with your existing programs.

 

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Figure: Your vERPura settings

 

In Verpura invoices can be emailed to your customers. You can adjust these emails in „Email preferences “.

 

To use the whole size of your display you can adjust the Verpura menu to only be shown when you click on the small Verpura logo at the top. When you activate this feature you have to refresh the page one more time to enable it.

 

 

Payment conditions 

 

You have different possibilities to manage the payment conditions like the due date of invoices, discounts or allowances.

 

Properties

 

The most general payment conditions can be managed in the menu [General] – [Properties] in the fieldset „Payment modalities“:

 

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Contacts

 

Additionally you can define special payment conditions for every contact. To do this open the slidebox „payment conditions“ in the menu [Contacts] – [Overview].

 

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In this slidebox you can also define that this contact gets a discount on a specific product category.

Verpura takes the payment conditions you set in the properties as default payment conditions for new contacts.

 

Offers

 

You have the possibility to define the discount on the total sum of an offer at the bottom of the page in the fieldset “sums”:

 

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Additionally you can define a discount for every offer line:

 

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Do not forget to save your changes with the save button on the right side.

 

Projects

 

You can adjust the payment conditions for every project. Click on a project in the menu [Projects] – [Overview] and enter them in the fieldset „Payment conditions“:

 

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Verpura takes the payment conditions you set for the contact as default payment conditions for new projects.

These paymentconditions apply to the total sum of all invoices created for this project.

 

Project bookings

 

Additionally you have the possibility to define a discount for every product or service booked on this project.

 

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You have the possibility to enter a fixed discount or a discount in percent. Do not forget to save your changes with the save button on the right side.

 

Invoices

 

When you create an invoice (LINK) you have the possibility to ultimately adjust the payment conditions. You can do this in the fieldset “limitations”:

 

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The default payment conditions are taken from the project settings when you create an invoice from a project, from the contact settings when you create an customer invoice and from the properties when you create an invoice for a cashsale.

 

In the block Financial online you can enter your credentials for accessing the online services of the tax office. This functionality is currently only available for the Austrian tax office.

 

When you enter a new product in Verpura you have the possibility to generate a new barcode for the new product. In the preferences you have the possibility to choose the way these barcodes are generated. The most common ways are the EAN (European Article Number) or the UPC (Universal Product Code).

 

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Figure: Different ways to generate barcodes

 

In the box „Dunning settings“ there is a button that directs you to a page where you can adjust your dunning settings: A general period of grace (Respiro-Frist), the amount limit and the dunning charges as well as a text for each dunning level. In the dunning text there are some variables that can be used to personalize your dunning. E.g. you could „Dear {RECIPIENT_NAME}!“. The variable „{RECIPIENT_NAME}“ will be replaced by the name of the recipient in the dunning afterwards! For each dunning level you can define a separate dunning charge and a due date.

 

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Figure: Dunning settings

 

 

Additionally there is a box „Massmail HTML Stylesheet”. Verpura can send personalized Mails to receiver groups defined by you. You can do this in the menu [CONTACTS] – [MASSMAIL]. This module is only available in the Verpura Business and Premium editions. This stylesheet contains pure HTML. If your IT-knowledge is not sufficient to adjust this stylesheet to your needs we are glad to help you. Also in this stylesheet there are placeholders that should not be modified so that they will work properly afterwards – but if there is some information that you do not want to be printed on the mail you can remove them. The content of your massmail will be inserted between the two stylesheets. 

In the next box you’ll find fields to define the default kilometer allowance and the tax for it. By default this field is prefilled with the values defined by the Austrian law, but you can change the values at any time.

If you want to be notified by email if the amount of a product is lower than a defined amount, you can define the email address these warning emails should be sent in the next box. If you do not want any notification-emails leave the field blank. 

In the box „Price/Cost-Strategies“, you can define what price and cost are suggested by Verpura when booking a product. The products in your storehouses can have changing purchase- and retail prices. Here you can define which way these things should be calculated. This also can have influence on the post-calculation of projects.

 

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Figure: Price/cost - strategies

 

Furthermore the timing interval for timebookings can be changed between 1 to 60 minutes. Depending on your agreement with your customers, timebookings can be calculated exactly or rounded to a defined interval. 

Additionally you can define an advertisement text for your PDF-documents. This could be a promotion or the announcement of an event, etc. 

Another Feature is the logo upload. You can customize your generated PDF-documents with this logo but it is also possible to completely adjust your PDF-documents to your corporate company layout.

 

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 Figure: Logo-upload

 

In the next box you can close the current business year. When you confirm that you really want to close the current business year you cannot do any bookings in the old business year anymore. If you closed the old business year by mistake please contact us! 

Please note that new bookings can only be done beginning from the startdate of the new businessyear – so the new businessyear should start without a gap. Additionally you can define the starting values of the numbering of your invoices, offers and so on.

 

If you are the administrator of your client and you have the admin right, you will have in this view the possibility to define the country and currency settings for your account. Like the following picture shows, all your self-made tax types and the accounting categories, also the currency symbol will be changed. Before you save the settings you will see a message if you realy want to do this.

 

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Figure: Change currency and country settins

 

In the next box you can adjust your PDF-Templates:

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Figure: Standard edit templates

 

Tip: To adjust your documents to your corporate layout you can upload your company logo in preferences. If you wish to further individualize your PDF-Documents please contact us.

You can also adjust your documents yourself. For this go to the menu [START] - [SETTINGS] and click on the button in the block [Edit default patterns] to open the administration for document templates:

 

You will find templates for all PDF-files generated by Verpura here. You can access the Verpura standard and the currently used template. The letter can be adjusted and tested here.

Verpura generates PDF documents by performing an XSL transformation. The design is defined by so-called Formatting Objects (FO). Further information you will find here. Roughly, Verpura generates the PDF document from a XML file with the content and a stylesheet that defines the appearance. There are also proprietary editors for these stylesheets, eg. www.altova.com/XMLSpy.

 

xml 

XML-file with reference data (e.g. Invoicedata)

+

 xml

XML-file with layout (XSL-Stylesheet)

=

 pdf

Generated PDF-file (e.g. finished invoice)

 

An XML-File with content might look like that:

 

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 Figure: XML-File with content (partly)

 

The corresponding XSL File might look like the following. It contains like xsl:value-of that insert the content from the xml file above in the layout:

 

xsl

Figure: the corresponding XSL-File for the layout

 

The complete PDF file is generated from these two files. You can adjust and test the XSL file and submit the new XSL file with a click on the button “adopt your pattern“. Be sure to save your last working version of the XSL file before adjusting it so that you can revert to a working version if you made some faulty changes.

The last box allows you to define your textblocks. These predefined blocks can then be inserted in offers or invoices as headers or footers. This saves you time when you use the same or similar texts for a couple of documents. You can also combine and change those texts in offers or invoices.

 

The master data overview looks like this:

 

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Figure: Master data overview

 

In the menu [START] – [MASTERDATE] you can define the basic information about your “client”. Your client can have one or more users. The client represents your company. Therefore you should enter the address and a contact person of your company here. Additionally you can define your bank details like e.g. your vat-identification number. The VAT-ID is unique within the EU and is used to follow money and product transactions.

The IBAN (International Bank Account Number) is an international number for your bank account and can be retrieved from your bank. The BIC (Bank Identifier Code) is the worldwide unique number for your bank.

Your bank details, as well as your company details will be printed on all your documents.

 

Here you can also export your data from the filespace and/or the database. More about this under Data export.

 

At the end you can define the taxes you need for your company. The current taxes of your country should be prefilled in your account. If you need any other tax-rates you can add a new one or edit an existing one by clicking on the magnifying glass.

 

 

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Figure: Tax rates

 

In the menu [Start] – [Edit profile]  you can edit the details of your user:

 

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Figure: Edit profile

 

Here you can edit your user profile. You can enter name and address and set private holidays for your timerecording. Furthermore you can configure Verpuras webmail module to use your own E-Mail server. If you need help with this please contact us.

If you use your Verpura account with an Office 365 account you can also define your Office 365 user data here. Additionally you can configure if your Office documents should be stored on our Verpura-Server or on the Microsoft Server. Further information you’ll find in Files. Your Office365 E-mails can be synchronized with Verpura. This means that whenever you receive an E-Mail, Verpura creates a new Todo with the Sender, Subject an partly the text of the E-Mail.

 

Attention: Use a Office 365 account always only for one Verpura user, otherwhise this can lead to complications while synchronizing!

 

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Figure: Office 365 Settings

 

Additionally your contacts and actions get synchronized with your Office 365 account (correct "Outlook Server" and "Office Domain" is required for this). This means, when you change a contact or make a new one in Verpura, this contact will be adopted to Office 365. The same also works the other way, when you modify a Office 365 contact, this contact will be changed in Verpura also. The same principe also works with actions (task list) in Verpura and tasks in Office 365. If a task is created in Office 365, you can decide if a new task category should be created, or if all created tasks from Office 365 should be saved as the same task category.

 

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Figure: Office 365 - Verpura synchronization

 

With the button “Contact Sync Users” you’ll be forwarded to another page where you can select which contacts should be synchronized with which users. 

 

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Figure: Verpura-Contacts with Office 365 synchronize

 

When you select  „Some“, you’ll see a new button in the Office 365 preferences, that leads you to a page where you can select which contacts should be synchronized. Contacts that you create will automatically be synchronized. If you do not want other users to have control over this you can disable it in the right management.

 

ADMIN

 

With the admin module you can make your own library for your Office 365 accounts. This is only advantageous if your account is an E3 Plan with the domain "@verpura.eu", provided from us. Your files get saved in a secure sector in the Sharepoint server and nobody else can access your files then. Although this module is used to manage the users of your client. You can add users delete users and manage their rights in VERPURA. This means you can decide which module of VERPURA can be used by the user. When you delete a user you do not delete all the data – the user just is not able to log in his Verpura Account anymore. This means you can restore a deleted user at any time. You will find the form of the User management in the menu [START] – [ADMIN].

 

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Figure: Customer Management Overview

 

When you click on [ADMIN] you will see the edit-mask. All your users are listed on this site and you will also find 3 buttons: „Create new user“, „Delete user“, „Revert deleted user“.

 

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Figure: Create new user

 

To create a new user you have to fill out all fields of this form. After this you get redirected to the users overview again and the new user will be listed at the end of the list. There is a limit for the number of users in VERPURA: Each client may have at most 25 active users (deleted users do not count as active users)

 

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Figure: Users list

 

Hint: Almost all tables in Verpura can be searched using search box. Note that also part terms will be found in Verpura, it means that when you have the term “Mustermann” in a row in the table and it will be found through the search keyword “Muster”, “mann” or “usterma”.
 
By clicking on “Extended search”you can limit Verpura only to search specific columns of the table in the opening box. You only need to select the columns. And using the Control-Key(Ctrl), a multiple selection is possible.
 
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 Figure: Extended search
 
You can also sort the table by clicking one of the column headers. By first click the column will be sorted in ascending and with a second click it will be in descending.
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 Figure: Column headers
 
At the end of the table, you also have the option to export the contents of the table as CVS, Excel, XML or PDF.You can export the data from a table in Verpura and then import into other programs or edit it in Excel, etc.
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Figure: Export data

 

To delete a user you have to check the checkbox next to the user. You can also delete several users at once. After deleting a user, he will not be listed in the users overview anymore.

 

To restore a user also check the checkbox next to the user. You can restore several deleted users at once.

 

When you clock on a user in the users overview you see all modules this user is allowed to access. If a module is checked the user has the right to use it. You can edit the rights of a user by checking or unchecking certain modules. E.g.: When you deactivate the checkbox “Module Invoices” and click on the save-button, the user will not be able to use the invoices module of VERPURA.

 

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Figure: Edit user rights

 

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