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It is possible to use Verpura's own email module or to use Office365. The module of Verpura is an integrated open-source program which provides access to IMAP-able accounts. The Verpura email addresses are retrievable via IMAP and POP – but also via other devices. It is also achievable to use a foreign e-mail infrastructure. We gladly transfer your domain to Verpura. If there is Office365 integrated, Verpura includes all features of the bought Office365 account (Please look at www.microsoft.com for more information). Even without remembering the Office365 access data, a user can synchronize data with Verpura. In this way all emails would be automatically stored to the corresponding contact-history of Verpura and the contacts will be synchronized between Outlook and Verpura.
It is only available if Office365 is integrated. It shows the Office365 component Notes. Notes Webapp is directly involved in Verpura and you do not have to log in again in Office365. Notes includes the following functions which could be shown if you have access to the Microsoft website. (Please look at www.microsoft.com for more information) There is a new interface in process which enables synchronization between the Verpura Todo List (standard-website) and Notes.
Use Verpura’s own calendar-module or the calendar of Office365. Verpura’s own calendar-module is not a development of Verpura GmbH but an integrated open-source-calendar application. It is also possible to establish appointments for several people of a company and to import and export the data from the calendar. Synchronization with other calendars is not possible. It can individually integrate several calendars with one access, to schedule for example the availability of a conference room, machines etc. If Office365 is needed, Verpura can handle all functions of the user's Office365 account (Please look at www.microsoft.com for more information) . Even without remembering the Office365 access data, a user can synchronize the data with Verpura.
Use the Verpura's own spreadsheet module or the Excel of Office365. The Verpura's own spreadsheet-module is not a development of Verpura GmbH but an integrated open-source-spreadsheet application. It is possible to edit data in tabular form, to form sums and to design simple formulas. The file format of Verpura’s own spreadsheet-module is HTML – the data can be viewed with any browser. Documents can also be released so that the user can edit them. If Office365 is needed, Verpura can handle some functions of the user's Office365 account (Please look at www.microsoft.com for more information) . Even without remembering the Office365 access data, a user can synchronize the data with Verpura. You can choose where the data should be stored.
Use the text processing module of Verpura or the Word of Office365. The Verpura’s own text processing module is not a development of Verpura GmbH but an integrated open-source-text processing program. It is possible to edit text, to format it, to print it etc. The file format of the Verpura’s own text processing module is HTML – the data can be opened with any browser. Documents can also be shared so that the receiver can edit them. If Office365 is needed, Verpura can handle all functions of the user's Office365 account (Please look at www.microsoft.com for more information). Even without remembering the Office365 access data, a user can synchronize the data with Verpura. You can choose where the data should be stored.
Use Verpura’s own presentation module or PowerPoint of Office365. The presentation module of Verpura is not a development of Verpura GmbH but an integrated open-source-presentation program. It is achievable to associate text and pictures to presentation, to edit, to format and to print it. The file format of Verpura’s own presentation module is HTML – the data can be shown with any browser. Documents can also be shared like this, that the receiver can edit them. If Office365 is needed, Verpura can handle all functions of the user's Office365 account (Please look at www.microsoft.com for more information). Even without remembering the Office365 access data, a user can synchronize the data with Verpura. You can choose where the data should be stored.
The files in the personal or company-wide database management can be shared. In addition you have to add a receiver’s name, an email-address, optionally an end date and optionally a text. Using these data, an email with a link will be generated. This email is sent to a given email-address. If the email receiver follows this email, the sent file opens in a browser or will be offered to download. This is changing according to the file type and the receiver’s environment what will handle the files. Verpura’s own file formats can be also shared as writable – then the receiver can modify the file. A share can also be ended simply in the share overview – then the access is blocked. The access always occurs on the latest version of the file – sending the changes after ending the share, the link will stay current. If a directory is shared, it will be packed in a ZIP archive and then the download will be offered.
Verpura includes a company-wide and a personal file management. Users can store files categorized. In addition directories can be created. There are already given directories from the system which includes some files like invoices, offers, notes of delivery etc. For every project, every product, every contact etc. a directory will be created and then files can be stored there. The access to these files is possible at the respective modules (project management, goods management, contact management etc.) or at the file management module. Files can be also transmitted via html, Java-Applet and Flash. However, the whole file management can be integrated by WEBDAV into the file explorer of your operating system. For example as an X-disk drive for personal file management and Y-disk drive for the company-wide file management. Depending on your operating system it is enough to enter the access data or there must be a small program (a WEBDAV Client) to be installed. These data are also protected by the automatic Verpura-data daily backup. The access model „Start-Up“ includes only a company-wide file management for a one-person-company.
With the file export you will receive an archive to download which includes all data from the data management and also from the database. Certainly you are able to download these data individually. At the owner's expense we will send you your data on CD or DVD or VOL. Optionally the data backup is also possible to your terminals. In this way the whole data will be saved on your device daily. In this case we need an FTP or SFTP access to the desired storage where the data will be saved. Depending on the available storage we make all backups to your terminal or even just special backups. Moreover a backup via sync is also possible. In this way only the modifications will be transferred daily to your storage.
The cash book helps to manage the petty cash. In this way you can log all incomings and outgoings. It is also achievable to establish daily reports to control the cash balance easily. Furthermore appearing defect or excess stocks can be considered. The cash book is linked together with the other Verpura modules. For example if a cash payment of an invoice is ensued it is noted in the cash book. The cash book has to be unalterable to suffice the regulations applying. Incorrect entries can be cancelled – these changes have to be understandable afterwards.
The logbook serves the logging of the journeys. It is able for tax purposes that you need to use a logbook for assignment of journeys to projects. The journey places, journey reasons, mileages, day/time etc. are logged. There is also a logbook Symbian-App where you are able to fill in the data. A corresponding iOS and an Android-App are in progress. For our partners the integration of an automatic GPS logger is available. The logbook has to be unalterable to suffice the valid regulations. Incorrect entries can be cancelled – these changes have to be understandable afterwards.
Contacts are companies, clubs, private persons or something like that. These are divided into anyone who’s interested, customers, suppliers, customers and suppliers as well as other. A lot of information can be stored in contacts. Also additional files like pictures can be attached. Many other data in other modules in Verpura can be assigned to contacts or contact persons. One contact can also be assigned to many other contact persons. Contact persons can be for example employees of a company. It is also possible to set a primary contact person. When creating mass emails or export of data for transmission, at first the data of the contact person will be used – if it’s not available the data of the contact will be inserted.
The todo list can be used in addition to assign tasks. These tasks are simultaneously assigned to a contact person. Tasks can be opened or done. A task can be assigned to a person or to the whole company. This will be realized in the actions in Verpura. So an action can be a task, a demand and a quality etc. of a contact person. It is achievable to filter the contact persons in the action to distribute for example only useful information for one target group. An interface to Notes in Office365 is in process. A task also has a date – in the business process it is very necessary to keep contacts – in this way it is very simple to create a reminder for example in six months.
Contact persons are the central element in the contact management. They are assigned to a contact. If a contact is a private person it will be also the default-contact-person. A contact can also have more contact persons. Contact persons can be assigned to actions which contain features, interests, contact supports (email, phone, fax, meeting, etc.). Contact types are determinable absolutely free and they can store anything. To a contact person much information can be stored. If this is not enough on request also further storage possibilities can be added. Should there be no information at the contact data in the mass mail module or at the export then the information will be automatically assumed to the contact if there is some available. An interface to Facebook, Xing and LinkedIn is in progress.
Newsletter or Massmailer is called a module, with it a personalized and formatted email is possible to be sent simply to defined groups of participants. It is possible to filter contact types (customer, interests, suppliers, employees, etc.), territorial filtering (countries, zip code areas) and to filter by actions (and with it interests, last contact, etc.). Furthermore the mailing can be also monitored. The emails are sent through the Verpura’s-own mail server. These data can also be exported in formats like CSV, XLS, XML and PDF, sending or generating personalized emails is possible through other programs. With personalized it means that the receiver is personally addressed with salutation, title, first name and last name and that it will be possible to send the information preferably targeted.
There are three different types of invoices in Verpura: invoices for projects or offers, invoices for existing contacts and cash sale invoices. Furthermore you are able to set the layout completely. Two layouts are also possible to be deposited – for example one for printing on a finished letter paper, and a layout for printing including the letter in the background. An invoice can be edited so long, till it gets an invoice number. Then it is only able to rescind it or payments can be entered to invoices. If the invoice is paid an entry will be established in the document acquisition which is committed to the accountant or to the book keeper. There are also very much additional functions as for example 5 + 1 of free actions, one is able to adjust if the stock is relevant or not, one can give many different deductibles, etc.
A credit can be directly generated from an invoice or can also be provided independently of an invoice. The credit can be either issued of the whole value or also of a single line. The layout of the credit can be set completely on your own – also two layouts for example one for the letter paper in the background and one without can be established. A credit can be used as a voucher or to keep an already rendered invoice.
The offers can be easily assembled from the existing goods, achievements and stock list. It is also possible to invoke goods and achievements which are not arranged yet – this makes sense if something is used only one time. Text can also be added to offers, prices can be altered, etc. Discounts are automatically shown globally in the contact, with the supplier, per product group in the contact or suppliers etc. if they were entered. A final discount from the whole offer can be made. The layout is freely scalable – with a background or not. Furthermore there is a report where all offers of a user, all offers of a company, all invoices, one outgoing order, a delivery note, etc. can be generated. Offers can also be copied or be edited and also delivery orders can be generated.
The dunning module of Verpura knows up to four different dunning levels where the last dunning level was meant to be forwarded to a collection agency. Periods of time can be set between the dunning levels. In a dunning trail, dunning for all not paid invokes or already rendered dunning on which nobody reacted will be created. It is achievable to determine the percentage or fix default charges. The layout of the dunning can be completely adjusted – with background or without – according to whether it should be printed on preprinted letter paper or the letter paper is coincident printed.
A delivery note can be established on your own or be generated from an offer. With a generated delivery note positions and etc. can be removed if several deliveries occur. With a delivery note the stock can be changed. Goods, service/time booking and the quantity can appear. The layout of the delivery notes can be completely adapted – with a background or without – depending on whether it should be printed on preprinted letter paper or the letter paper is coincident printed.
A project can be generated from an offer or it can be generated on your own. Many files can be assigned to a project which can be accessed directly in the project or in the file management. A project can be divided into partial projects or milestones – in this way an easy Gantt diagram can be provided which shows the project. Service/time bookings, goods and the quantity can be registered to a project or a partial project. An invoice can be generated for a project – also several invoices are able to be made for a project. It is possible to set time bookings, services, goods and quantity to the set not eligible or to generally invert it that they are not shown on the invoice but this must be regarded on the postcalculation.
An outgoing order can be established directly or can be generated from an offer. In this way a form is created that can be sent to a supplier – either directly by email or printed out. A product can be also assigned to several suppliers or can give it different prices and discounts per supplier and product group. The layout of the notes of delivery can be completely adjusted – with a background or without – according on whether it should be printed on preprinted letter paper or the letter paper is coincident printed. This module is also called supplier's orders.
It is possible to assign many files to a product, upload is available directly at product detail page or through the file management. An existing barcode can be used or a new one can be generated. The stock in different warehouses can be managed. Furthermore it is displayed how many products are freely available, already used in an offer, already assigned to a project etc. There are many different fields with information which can be stored to a good. There is also the possibility to manage the serial numbers. Furthermore the products can be sorted in categories and assign several suppliers to a product. For the valuation of a product there are three different possibilities to choose from – the last price, the real purchase price, the mixed price – this is relevant for the postcalculation.
With services it is possible to register services etc. A service can be registered in an offer, an invoice, a credit, to a project etc. A time booking is a service, linked with a start and an end. An hourly rate can be indicated to a service. For a time reservation or an entered service can be denoted what was exactly produced. A service can also be a part of a stocklist.
With the module incoming order the orders can be saved. This can be generated from an offer. From an incoming order an invoice, an offer, a delivery note or an order confirmation can be also generated. This module is also called customer order. Goods, services and stocks can be added and the state of an incoming order can be changed. A connection to a web shop system is possible here.
Goods, services, time bookings and stocks can be registered to projects, invoices, offers, delivery notes, storage location etc. Therefor there are different overviews where this can be looked at. For example if an invoice is cancelled, these things will be posted back again. Partially there are also conditional bookings – for example if something is registered to a product and you declare that it is not eligible. More generally because a service can belong to many projects or are already booked as a lump sum. It is also possible to capture time bookings in our Windows app or in our Windows 8 Metro app. In the online version of Verpura there is also a time booking stopwatch.
This module can capture the milestones of users. Then these data can be delivered to a bookkeeper or tax advisor monthly, quarterly, annually or in another period of time. Then bookkeeper can establish the accounting. It is also possible to add photographs or scans of the accounting that the bookkeeper or tax advisor can check after missing details. Therefor there is also an Android and an iOS app, with them you can capture the accounting directly on mobile – including pictures of the accounting. The accounting categories can be adjusted here – in Austria for cash method of accounting and companies the double-entry accounting, and for Germany to SKR03 and SKR04.
From the account capture the turnover tax advance return can be generated. This can be provided monthly or quarterly. Here it is possible to change values before sending it if you have not deposited the account to the account capture. Then Verpura transmits the data automatically via web service to the finance authority. This function is only available in Austria at the moment.
The action-list can be used in addition to assign tasks. These tasks are simultaneously assigned to a contact person. Tasks can be opened or done. A task can be assigned to a person or to the whole company. This will be realized in the actions in Verpura. So an action can be a task, a demand and a quality etc. of a contact person. It is achievable to filter the contact persons in the action to distribute for example only useful information for one target group. An interface to Notes in Office365 is in process. A task also has a date – in the business process it is very necessary to keep contacts – in this way it is very simple to create a reminder for example in six months.
Verpura can be customized to fit your company's needs. For this you have a couple of different possibilities – You can configure your company-wide preferences and the preferences for your Verpura user. You can also change the layout of the documents generated by Verpura. The possibilities to adapt your preferences are being extended continuously. If you miss anything here just contact us. Verpura Premium can be tailored and adjusted to your companies needs and also adjusted to work with your existing programs.