erp expense module - SugarForge

erp EXPENSE module 

Manual for Version 1.0. 

erp EXPENSE module is an addon module for Sugar Suite, the well-known Open Source 

Customer Relationship Management Software.


table of contents 

1. Introduction 

1.1 serie a GmbH – Software and Consulting 03 

1.2 What will be covered in this manual 03 

1.3 What is erp expense module 03 

2. Expenses Datafields 

2.1 Master Data 04 

2.2 Receipts 04 

2.3 List view 04 

2.3.1 Mass Update 05 

2.3.2 Export 05 

2.4 Duplicate expense 05 

2.5 Delete expense 05 

2.6 Expense Detail View 05 

2.7 Create expense 05 

2.8 Import components 06 

2.8.1 Step 0 06 

2.8.2 Step 1 06 

2.8.3 Step 2 06 

2.8.4 Step 3 06 

2.8.5 Please Note 06 

3. Templates 

3.1 How to customize the OO template - step 1 07 




4. Installation 

4.1 Step 1 – Download 08 

4.2 Step 2 – Unzip! 08 

4.3 Step 3 – Switch to Administration 08 

4.4 Step 4 – Switch to Module Loader 08 

4.5 Step 5 – Module Loader 08 

4.6 Step 6 – Install from local file 09 

4.7 Step 7 – Browsing the files 09 

4.8 Step 8 – Uploading 09 


4.10 Step 10 – Installation 09 

4.11 Step 11 – Switching back to Module Loader 09 

4.19 Step 12 – Check installed Modules 10 

4.20 Step 13 – Administration 10 

4.21 Step 14 – Switch to repair module 10 

4.22 Step 15 – Repair Module 10 

4.23 Step 16 – Installation complete 10 

5. Deinstallation 

5.1 Step 1 – Switching to Administration 11 

5.2 Step 2 – Switching to Module Loader 11 


5.4 Step 4 – Uninstallation 11 

5.5 Step 5 – Switch to Module Loader 11 

5.6 Step 6 – Complete 11 

6. Legal 

6.1 Contact 12 

6.2 License 12 

erp EXPENSE module _manual 

2


1. Introduction 

Welcome to the manual of erp EX- 

PENSE module , Version 1.0. erp 

EXPENSE module is an addon module 

for Sugar Suite Open Source, the 

well-known Open Source Customer 

Relationship Management Software, 

developed by serie a GmbH software 

and consulting. 

The module is fully integrated into 

Sugar Suite and uses all common 

features like search function, studio, 

export / import and teams. With the 

aid of studio, you are able to completely 

redesign the interface without 

programming, and adapt master data 

to your requirements. erp EXPENSE 

module enables comprehensive customization 

of virtually every detail. 

Whether you have licensed the 

software or are starting a demo, this 

manual will help you to get the most 

out of our expense tracking software. 

1.1 serie a GmbH – Software 

and Consulting 

Founded in 1998, serie a GmbH is at 

the forefront of Open Source software 

and internet technologies, providing 

products and services like consulting, 

software engineering and system 

management. By working for years 

with affiliated groups and upper sized 

businesses, serie a listened to the 

wants, needs, and complaints of business 

people who hoped to develop or 

improve their businesses. Through 

that feedback and expert knowledge, 

serie a designed individual solutions 

and products that helped companies 

in many ways. 

1.2 What will be covered in this 

manual 

This manual is intended for the end 

user and admin of the Inventory 

Module, and covers the installation 

guide and manual. If information on 

the installation of the application is 

required, please read the installationguide 

at 4.0. If information on the 

handling of the application is required, 

please read the manual at 2.0. 

If you have any questions which are 

not covered in this manual please 

visit the forums at www.sugarforge. 

org/forum/group_id=333 

1.3 What is erp EXPENSE 

module 

erp EXPENSE module is a comprehensive 

and affordable expense 

tracking software for managing and 

tracking employee expenses within 

Sugar Suite. The solution gives you 

an easy way to gather and organize 

information about all expenses: travel 

expenses, accommodation expenses, 

meal expenses, entertainment expenses 

and will help you organize, 

track and report your expenses. erp 

EXPENSE module is easy to use 

and very intuitive. For example, the 

destination field: The field features a 

autocomplete function and selects all 

entries from the database to generate 

a selecable repertory of destinations. 

erp EXPENSE module consists of 

two areas: Expense master data and 

receipts. The unlimited amount of receipts 

are summated in the detailview 

and listview. 

Expense reports will be exported to 

.pdf or .odt, the native Open Office dataformat. 

You can customize the look 

and feel of the expense report without 

programming within your Open Office 

template in an easy wysiwyg way. If 

you like to export via PDF and want to 

customize your report, have a look at 

FPDF (http://www.fpdf.org/). 

erp EXPENSE module is multilingual 

(english and german) and 

ready for international deployment. 

The currency is directly linked to the 

sugar user account. 


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2. EXPENSES DATAFIeLDs 

With erp EXPENSES module you 

are able to register expenses into 

sugarcrm. 

The module has ready-made master 

data, but is changeable (the set and 

layout) within the studio. 

Receipts are dedicated and totalized 

within expenses. You can view the 

sum up at the bottom of the expense 

and in the listview. 

2.1 Master Data 

> No (auto) 

> AIM (input) 

> Serial-No. (input) 

> Amount (automatically 

calculated) 

> Country (pull down) 

> Destination (AJAX autocomplete) 

> Date from (input) 

> Date to (input) 

> Time from (input) 

> Time to (input) 

> Description (text area) 

> Assigned to (select) 

2.3 List view 

The list view is costumizable 

via the studio. Try the advanced 

search or the saved search & 

layout. 

The destination field has got some 

extrapower with our AJAX autocomplete 

function. The function checks all 

your destination entries and provides 

usefull choices. 

2.2 Receipts 

> No (input) 

> Description (input) 

> Category (input) 

> Amount (input) 


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2.3.1 Mass Update 

Mass Updates are a nice way of updating 

many records at once. Just check 

the checkbox of the data and choose a 

Mass Update field below the list. 

2.6 Expense detail view 

You will get to the detail view after you have clicked on a record in the list view. 

The detail view will show all fields of the record. 

You can do Mass Updates on: 

> Assigned to 

> Date to 

> Date from 

> Team 

> Country 

2.3.2 Export 

Export selected records, the current 

page or the entire list to csv comma 

delimited files. 

2.4 Duplicate expense 

2.7 Create expense 

You´ll see the “duplicate“ button at 

the top of the components form. Use 

it and you´ll get a duplicate of the 

component. 

2.5 Delete expense 

Select “Create Expense“ and you will see the create expense screen. 

You will see the “delete“ button at the 

top of the components form. When 

using “delete“, you will be asked if you 

are sure of deleting this record. Now 

you have two choices: “Yes“ is going to 

delete the record. “No“ will cancel the 

process, and brings you back to the 

list view. 

Complete the form and save. Now you´ll have a new expense. You can see the 

expense in the list view. 


5


2.8 Import expenses 

changed. You have to have these fields 

serie a digitale medien und systeme GmbH Angebot | 05.03.07 

in your data file. 

serie This feature a digitale is intended medien for und automated systeme GmbH file processing. You will have the possibility 

Import of importing components 

an external datafile (made in excel etc.) to the module. Use 2.8.5 Please Note 

Angebot | 05.03.07 

3.8 

Salesforce files, comma delimited files or tab delimited files to import your data 

You 

into 

will 

sugar 

have 

suite. 

various choices of importing data to the inventory module. Use Salesforce You won´t files, comma 

3.8 be able to import exported 

delimited Import files components 

or tab delimited files to import your data into sugar suite. 

ERP INVENTORY MODULE data files. 

You will have various choices of importing data to the inventory module. Use Salesforce 

2.8.1 Step Please files, import comma files from other ERP 

3.8.1 delimited Step files 0 or tab delimited files to import your data into sugar suite. 

INVENTORY MODULE installations via 

You will find the link on the leftside of the screen. 


database (phpmyadmin etc.) 

3.8.1 Step 0 


2.8.2 Step 1 

3.8.2 Step 1 

Choose the data source. 

3.8.2 Step 1 

Choose the data source 

3.8.3 Step 2 

Upload 2.8.3 Step the data. 2 

3.8.3 Step 2 

Upload the data. 

Browse 


2.8.4 Step 3 

3.8.4 Step 3 

Map the fields of your data file to the fields of the module. As you know, you can 

Map the fields of your data file to the fields of the module. As you know, you can change the fields of the 

change inventory the module fields in the of the admin inventory / studio. module in the admin / studio. 

Important: The The fields fields „Name“ “Aim“, and “Assigned „Category“ cannot to“, „Date be changed. from“ and You have „Date to to“ have cannot this fields be in you data 

file. 


Hermes Logistik GmbH & Co. KG Inventory Components | Seite 10 

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Hermes Logistik GmbH & Co. KG Inventory Components | Seite 10


3. TEmplatES 

One of the finest things about erp 

EXPENSE module is the varity of 

choices to export the expense report. 

People who don´t have programming 

skills can use a Open Office template 

and change the expense template in a 

wysiwyg way. Just upload the template 

to the documents module, fill out 

the form in the expense module, press 

„odt. export“ and you are ready to go. 

There is also a pdf export. If you have 

experience in php just look at 

http://fpdf.org and checkout the possibilities 

of complelty redesigning the 

template. It is really easy to change 

text and logo inside the template. Just 

look into the ExportPDF.php and change 

what has to be changed. 

3.1 How to customize the OO template - step 1 

Open the Open Office file: expenses_template.odt. in Open Office 


You are now able to completly redesign the template. You just have to keep 

fields with the predefined fieldnames because here, erp EXPENSE module 

fills in the data. Please refer to the Open Office manual to get a grip on designing 

.odt files. 


Save the file under the name: expense_template.odt. The filename has to stay, 

because the module identifies this name within the document module 


After uploading the file to Sugar CRMs Documents module, go back to your 

expenses. You will now see a new button with the name „.odt export“. Press the 

button and get your expenses report. 


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4. Installation 

This section is intended for the system 

administrator or installer of 

the application. Please check the sugar 

suite administration guide to get 

info on upgrading and rebuilding data 

for previous versions of the module. 

erp EXPENSE module v1.0 can be 

easily installed in a minute and should 

be loaded through SugarCRM‘s Module 

Loader. The module was developed 

with SugarCRM 4.5.1 but should 

install on any 4.5.1* installation. 

> Install from Sugar Exchange 

Load the package direct, within 

SugarCRM, inside the module 

loader. If you do so jump to 4.9 

on this document and install container.zip 

first! 

> Install from local File 

Load the package from you local 

harddrive. If this is your choice, start 

the Installationmanual at 4.1 

4.1 Step 1- Download 

Download erp EXPENSE module . 

4.2 Step 2 - Unzip! 



4.3 Step 3 – Switch to Administration 

2.0.3 Step 3 – Switch to Administration 

2.0.3 Push Step the 3 Admin – Switch button to Administration to open the administration. 

Push the admin button to open the administration (bitte ADMIN einkreisen) 

Push the admin button to open the administration (bitte ADMIN einkreisen) 

4.4 Step 4 – Switch to Module Loader 

2.0.4 Step 4 – Switch to Module Loader 

2.0.4 Step 4 – Switch to Module Loader 

Click on Module Loader. 

Click on Module Loader. (bitte Module Loader einkreisen) 

Click on Module Loader. (bitte Module Loader einkreisen) 

4.5 Step 5 – Module Loader 


2.0.5 The system Step 5 – displays Module Loader the module loader with all installed modules and all “available-but-not-installed“ 

modules. Click the “Install from local file“ 

The system displays the moduleloader with all installed modules and all „available-but-not-installed“ modules 

flag. 

Click the „Install from Local File“ flag. 

The Package contains expenses.zip, 

licences.txt and expenses_template. 

odt. 


Hermes Logistik GmbH & Co. KG Installation | Seite 7 


8

4.6 Step 6 – Install from local file 

2.0.6 Step 6 – Install from local file 


serie a digitale medien und systeme GmbH 

4.10 Step 10 - Installation 

2.0.10 Step 10 - Installation 


Browse 


2.0.10 Step 10 - Installation 

2.0.7 Step 7 – Browsing the files 

Click „Commit“ to install the module. Click Click “Commit“ „Cancel“ to to install cancel the the module. 

Click “Cancel“ to cancel the 

installation. 

Click the “Browse“ button.. 

...and select the file: container.zip. Container.zip is located within the ERP_INVENTORY_MODULE_V1.0.zip 

2.0.11 Step 11 – Switching back installation. to Module Loader 

you opened at step 1. 

4.7 Step 7 – Browsing the files 

Click „Commit“ to install 4.11 the Step module. 11 – Click Switching „Cancel“ to cancel the 

...and select the file: expense.zip. Expense.zip is located within the 

back to Module Loader 

2.0.8 erp EXPENSE Step 8 - Uploading 

module _V1.0.zip you opened at step 1. 2.0.11 Step 11 – Switching back to Module Loader 

Click the „Browse“ button.. (bitte Durchsuchen in „Browse“ ändern) 

4.8 Step 8 - Uploading 

The Log displays the installtion log. Push the „Back to Module Loader“ button to 

loader 

2.0.12 Step 12 – Check installed Modules 

Upload the file. 

4.9 Step 9 – Module Loader 

Browse 

The Log displays the The installtion Log displays log. Push the installtion the „Back to Module Lo 

loader 

log. Push the “Back to Module 

Loader“ button to get back to the 

2.0.12 Step 12 – Check module installed loader. Modules 

Sugar Hermes Suites Logistik module GmbH & Co. panel KG displays all uploaded modules. Push the Install 

Installation | Seite 8 

Button of the module to start the installation 

Now you´ll see the installed container module in the installed modules panel. Th 

Upload the file. (Bitte Durchsuchen in Browse Ändern) running yet. You have to install the inventory.zip now! Click the „Install from loca 

installation. 

2.0.9 Step 9 – Module Loader 


Now you´ll see the installed container module in the installed mo 

running yet. You have to install the inventory.zip now! Click the „In 

installation. 


Click „Browse“.. (bitte Durchsuchen in „Browse“ ändern) 

Hermes Logistik GmbH & Co. KG 


Click „Browse“.. (bitte Durchsuchen in „Browse“ ändern) 9 

Sugar Suites module panel displays all uploaded modules. Push the Hermes Install Logistik Button GmbH to & start Co. KGthe installation

2.0.11 Step 11 – Switching back to Module Loader 

ep 19 – Check installed Modules 

erp inventory module 

The Log displays the installtion log. Push the „Back to Module Loader“ button to get back to the module 

loader 

4.12 Step 12 – Check installed Modules 

2.0.12 Step 12 – Check installed Modules 

4.16 Step 16 - Installation complete 

Once this process is done, the module 

is ready to go. 

Now you´ll see the installed container module in the installed modules panel. 

The module is not up and running yet. Please rebuild audit, repair relationsships 

displays the 

and 

installed 

upgrade 

container 

files with 

and 

the 

inventory 

repair module. 

module within the installed panel. The modules 

t up and running. Please rebuild audit, repair relationsships and upgrade files with the repair 

Now you´ll see the installed container module in the installed modules panel. The module is not up and 

running yet. You have to install the inventory.zip now! Click the „Install from local file“ flag and switch back to 

4.13 Step 13 – Administration 

installation. 

ep 20 – Administration 


serie a digitale medien und und systeme GmbH Angebot Angebot | | 19.03.07 19.03.07 

n push Once the admin again push button the to Admin open the button administration to open the administration. 

2.0.21 Step 21 21 – Switch to to repair module 

4.14 Step 14 – Switch to repair module 

Click „Browse“.. (bitte Durchsuchen in „Browse“ ändern) 


stik GmbH & Co. KG Installation | Seite 12 

Switch to to repaircenter with with clicking on on „Repair“ 

2.0.22 4.15 Step 1522 22 - - - Repair Module 

Please upgrade studio, rebuild extensions, rebuild audit, repair database (execute 

sql), rebuild rebuild audit. relationships Click the rebuild and (pro audit only) link. upgrade teams. 

Please the link. 

2.0.23 Step 23 23 – Rebuild Audit 

ERP INVENTORY MODULE I manual 10


ale medien und systeme GmbH Angebot | 19.03.07 

llation 

5. Deinstallation 

– Switching to Administration 


2.1 Deinstallation 

in button to open the administration 


5.1 Step 1 – Switching to Administration 

5.5 Step 5 – Switch to Module 

– Switching 

2.1.1 Step 

to 

1 

Module 

– Switching 

Loader 

to Administration 

Loader 

Now you´ll see the installed container module in the installed modules panel. 

Push the admin Admin button to open the administration. 

2.1.2 5.2 Step Step 2 2 – – Switching to to Module Loader 

Once uninstallation is complete, push Once the „Back uninstallation to Module is complete, Loader“ Button push for swit 

loader. 

the “Back to Module Loader“ Button 

for switching back to module loader. 

5.6 Step 5 – Deinstallation 

complete 

le Loader 

Module Loader 

Deinstallation is now completed. You 

can delete the module now. 

Click on Module Loader. 

Click on Module Loader 

2.1.3 5.3 Step Step 3 3 Module Module Loader Loader 

2.1.6 Step 6 Module Loader 

The System displays the installed modules within the module loader. Push the 

isplays the installed moduls within the module loader. Push the button called „uninstall“ to 

button called “Uninstall“ to initialise the process. In contrast to the installation 

rocess. In contrast to the installation process, the order of the uninstallation process does not 

process, the order of the uninstallation process does not matter. 

Uninstallation 5.4 Step 4 Uninstallation 

mit“ link to uninstall or cancel the uninstallation with the „cancel“ button 

The Click System the “Commit“ displays link the to installed uninstall moduls or cancel within the the uninstallation module loader. with Push the the button called „uninstall“ to 

initialise “Cancel“ the button process. In contrast to the installation process, the order of the uninstallation process does not 

matter. 

2.1.4 Step 4 Uninstallation 

Click the „Commit“ link to uninstall or cancel the uninstallation with the „cancel“ button 


Switch to Module Loader 

11


6. Legal 

6.1 Contact 

Please visit http://www.sugarforge. 

org/projects/erp or contact us at: 

info@seria-a.de 

http://www.serie-a.de is the company 

home page of the serie a GmbH. 

6.2 License 

Please read the LICENSE.txt or 

LICENSE.xhtml in the sources or 

check about info in the Extension. 

If you need a different license, please 

contact us at: meijerink@serie-a.de. 

You can contact the main developer 

and owner of the extension at 

meijerink@serie-a.de 

serie a 

software and consulting 

Founded in 1998, serie a GmbH is at the forefront of Open Source software 

and internet technologies, providing products and services like consulting, 

software engineering and system management. By working for years 

with affiliated groups and upper sized businesses, serie a listened to the 

wants, needs, and complaints of business people who hoped to develop or 

improve their businesses. Through that feedback and expert knowledge, 

serie a designed individual solutions and products that helped companies 

in many ways. 

You can contact the main developer and owner of the extension at 

meijerink@serie-a.de. 

12

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