Mercurio · sales and business management

Mercurio is cloud-based sales and business management for your companies: customers and suppliers, quotes, orders, delivery notes and invoices, stock with its batches and warehouses, logistics, subscription services, treasury, accounting and taxes. It is all designed for a group of companies: customers, suppliers and items are shared, and each company has its own (its warehouses, its series, its documents, its accounts).

Each person sees what their profiles allow (a sales rep does not see the accounts; the warehouse does not see margins), and each feature (batches, CRM, accounting…) is switched on or off in the account settings: if something in this guide does not appear on your screen, it is for one of those two reasons.

#Signing in

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1. 1
   Your username or your email: either works.
2. 2
   Your password; the eye next to it shows it while you type.
3. 3
   Signs in with those details.
4. 4
   To try Mercurio with your own companies: a 30-day trial account.
5. 5
   In the demo, sign in with one click as any of the people in the group: each one sees what their role needs.
6. 6
   Language and theme (light or dark), even before signing in.

#The screen

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1. 1
   The sidebar: the sections, grouped (sales, purchasing, warehouse…). Only those your profile can see and the features switched on appear; a number next to one flags what is pending.
2. 2
   The company you are working with: everything you see (documents, stock, figures) belongs to it.
3. 3
   The search box: customers, suppliers, items, documents, batches and serial numbers, from any screen.
4. 4
   The bell: your notifications (what is assigned to you, what is expiring, what has failed), with the unread ones.
5. 5
   The help for this screen (also with F1).
6. 6
   The language and the light or dark theme.
7. 7
   Your menu: your account, Claude, your password and signing out.
8. 8
   Help and the user guide, also from the sidebar.

The screen is always the same: on the left, the sidebar with the sections; at the top, the top bar with the section name, the company, the search box and your tools; and in the middle, the content. Records (a customer, a document, an item) open in a panel on the right, without losing the list underneath: close them with the ✕ or with Esc, and widen them by dragging their left edge.

#The company you are working with

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   The selected company, ticked. Each one shows its tax ID and how its invoices are recorded with the tax authority (SII, TicketBAI or VeriFactu).
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   Click another to switch: the screen reloads with its data.

Customers, suppliers and items are the same for every company in the group (with their own terms, prices and accounts in each one). Everything else belongs to each company: the warehouses and their stock, the series and documents, treasury, accounting and taxes. You only see the companies you have been given: a sales rep may work with two and not see the third. The selected company is remembered in your browser.

#Help and the user guide

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   Where you are: what this screen is and, if you have a record open, what that record is.
2. 2
   This screen’s chapter in this guide, in your language.
3. 3
   The animated guides: a task step by step on real screenshots, with the focus moving around the screen.
4. 4
   F1 opens this help on any screen, even with a record or a dialogue open.

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   The chapter for the section you are in.
2. 2
   The whole guide, with its contents and its search box.
3. 3
   The help for this screen, with its guides.

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   Who you are, in which account and with which profile.
2. 2
   To ask Claude about your data, with your own permissions.
3. 3
   Your password.
4. 4
   Sign out (on a shared computer, always).

The guide opens in another browser tab, in the language you have chosen. It has a search box (/ key), a contents list that follows your reading, and each screenshot enlarges with a click; hovering over a number highlights what it points to.

#Language and theme

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   Spanish, Catalan, Galician, Basque and English. It changes straight away, without signing out.

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   The theme button: from dark to light and back.

The language is the screen’s: the documents you send to a customer (quotes, invoices, emails) go out in the language of their record, not yours. Language and theme are remembered in your browser.

#On a phone

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1. 1
   The sections (the sidebar, folded away).
2. 2
   The company.
3. 3
   The search box.
4. 4
   Notifications.
5. 5
   Help.
6. 6
   Your menu, with the language and the theme.

Mercurio works the same on a computer, a tablet and a phone: on small screens lists turn into cards and records take up the whole screen. The warehouse also has its own app for handheld scanners, which works offline.

The Dashboard is the first thing you see when you sign in. It is not the same for everyone: it shows what your profile can see of the company selected at the top. Management sees sales, margin, collections and payments; a sales rep, sales, margin and what is still to be delivered; the warehouse, what has to be picked and what is running short. If you change company, the Dashboard changes with it.

#What you see

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   The greeting, the account, the company and today’s date (the company’s, which is what counts for dates).
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   How today is going: the company’s indicators, one per card.
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   Each card, with its figure, the comparison and the line for the last twelve months. Click it to see the detail.
4. 4
   The ⓘ: what the figure shows, how it is calculated and how to read it.
5. 5
   In red, what needs attention (here, overdue collections).
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   The full reports, to go beyond the Dashboard.
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   Recalculates the figures (it says how long ago they were calculated).
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   Sales month by month against the previous year.

Management’s indicators, from left to right and top to bottom:

#The ⓘ of each figure

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   The ⓘ, in three parts: what the figure shows, exactly how it is calculated and how to read it (what to look at and what to do about it).

Every figure in Mercurio has its ⓘ with these three parts, including those in lists and records. Close it by clicking outside or with Esc.

#Further down

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   Each month’s sales (the last twelve and the current one, up to today) next to those of the same month a year earlier; on a mobile, the chart slides sideways and starts with the latest months. Hover over a bar to see both figures and click it to see that month’s sales by customer.
2. 2
   The customers who have bought most this year, with how much they are up or down on last year.
3. 3
   The year’s best-selling items.
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   Customers buying noticeably less than last year: a timely phone call.

Each list has its View report, which opens the full report with its filters; clicking a customer or an item opens its record. At the end, Your account shows which account, company and access you are working with, and Your sections takes you in one click to each section you can open.

#Depending on your role

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   A sales rep sees sales, margin and what is still to be delivered, but not collections or payments.

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   The warehouse sees what has to be delivered and picked and the stock, but not sales or margin.

A task is something someone has to do: call a customer, prepare a quote, check an order. It has an owner (a person or a team), a due date, a priority and, almost always, a record it refers to: a customer, a document, a contract, a job, a batch… You are not the only one who creates tasks: automations create them too, as do the CRM (the next step of each opportunity), templates and repeating tasks.

Along the top are the tabs: My tasks (your day), List, Board and Calendar (the same tasks, seen in different ways), Templates and Time.

#My tasks

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   Quick add: type the task as you would say it and press Enter.
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   The full form, for whatever does not fit in a sentence.
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   Your overdue tasks, today’s, those for the next 7 days and those with no due date (click one to keep just those), what was done this week and the time logged.
4. 4
   Your open tasks by due date: overdue, today, tomorrow, the next few days, later and no date.
5. 5
   The circle marks it as done. Each row shows its type, its number, the record it belongs to and its due date; click the row to open its record.

My tasks holds your own and, if you belong to a team (customer service, administration…), also your team’s tasks that nobody has taken yet: Claim makes one yours. What you do today stays at the bottom, under “Done today”.

#Quick add: type as you speak

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   The sentence, just as you would write it in a note.
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   The type, from the verb at the start: call, visit, write, meeting.
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   The day and the time: today, tomorrow, Friday, “in 3 days”, 15/11, “at 10”…
4. 4
   The priority: “!” is high; “!!” or “urgent”, urgent.
5. 5
   The #tags.
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   The customer (or supplier) it is linked to: what comes after “to”, “with” or “for”.
7. 7
   Add it (or press Enter).

As you type, Mercurio recognises what it can and shows it underneath as pills; the rest stays as the task’s title (here, “Call Casa Fuertes about the Christmas order”). If a pill is not what you meant (“Friday” was part of the title), click its ✕ and it goes back into the title. It understands all five languages at once, whichever you write in:

With @name you assign it to someone else (if you have the permission to assign tasks).

#A task’s record

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   Its number, its status, its priority, the title and the record it belongs to.
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   Mark it as done.
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   Change it; in the menu, change its status, cancel it or delete it.
4. 4
   The work (checklist and subtasks), the comments, the time, the attachments and the history.
5. 5
   Due date, owner, status and the time spent against the estimate.
6. 6
   Who owns it, who is helping and who created it.
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   The record it refers to: click to open its record.
8. 8
   Whether it repeats and when you are reminded of it.

In Comments, “@name” alerts that person and adds them to the task. In Time, the timer counts how long you have been at it (starting work on an open task puts it “in progress”; each person can only have one running) and you can log time by hand. Attachments holds links to documents in Google Drive, OneDrive or SharePoint: the file stays where it is, with its permissions.

#Checklist and subtasks

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   The checklist: the steps you tick off, with who and when; drag to reorder them.
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   The subtasks: parts with their own owner and due date, which inherit the parent task’s record.
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   Add a subtask with the same quick add.

When you mark a task with open subtasks as done, Mercurio asks whether to close them too; if the parent task is cancelled, so are its subtasks.

#Repeating tasks

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   A task that repeats says so at the top.
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   How often, which occurrence this is, the next dates and the reminder.

A task can repeat every so many days, weeks, months or years (or on the last day of the month, or on working days only), and end on a date, after a number of times or never. There are two ways:

• By calendar: the next one is created on its date even if this one is still open (the meeting every Monday).
• On completion: the next one counts from the day you finish this one (checking the cold room 15 days after the last time).

In the calendar, occurrences that do not exist yet are shown with a dashed border.

#Meet or Teams meetings

If the account is connected to Google Workspace or Microsoft 365 and you have connected your personal account (user menu), your tasks and visits go to your Google or Outlook calendar. A meeting task taken to the calendar comes back with its Google Meet or Microsoft Teams link, and its record shows the “Meeting on Google Meet” box (or on Microsoft Teams) with the Join the meeting button.

#List, board and calendar

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   The view’s indicators: open, overdue, due today, next 7 days, no due date, urgent, on hold, unassigned, done and time. Many filter when you click them.
2. 2
   Whose: my tasks, my teams’ tasks, those I assigned, those I am helping with or, with permission, the whole team’s.
3. 3
   Filter by status, priority, type and tag, and save the combination as a view.
4. 4
   Create a task with the full form.
5. 5
   The list, by due date: number, title and record, type, priority, status, owner and due date.

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   One column per status: to do, in progress, on hold and done (those from the last 14 days).
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   Create a task straight into that column.
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   Drag a card to another column to change its status (or use its menu).

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   Go to another week or back to today.
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   Show the week or the month.
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   Also show the done ones (crossed out).
4. 4
   The + on each day creates a task for that day. Drag a task to another day to move it (it keeps its time).

#Templates

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   A template: a set of tasks that are always done the same way, with how many there are and what type of record they are for.
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   Apply creates all its tasks, linked to the record you choose, with their due dates counted from a date.

Each task in a template has a relative due date (“2 days before”, “on the same day”, “5 days after”, in working days if you like) and an owner by role: whoever applies the template, the owner you choose when applying it, the customer’s sales rep, a person or a team. Templates can also be applied from the Tasks tab of records and from an automation.

#Time

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   The period: this week, last week, this month or last month.
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   The time logged, on how many tasks, by how many people and in how many entries.
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   Export it for a timesheet or to invoice the work to a customer.
4. 4
   Each time entry: the task, who, when and how long.

#The Tasks tab on records

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   The Tasks tab in a customer’s record (also in suppliers, documents, contracts, jobs, opportunities…).
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   Quick add: the task stays linked to this record.

The tab shows the tasks linked to the record and, for a customer or supplier, also those on their documents, contracts and jobs (private ones only if you are involved), open ones first. From there you can also apply a template meant for that type of record.

The CRM is the sales rep’s desk. It gathers everything that happens before an order —who has asked, which opportunities are open, who needs a visit— and what is worth knowing about each customer so you do not lose them. It is not a separate program: it works on the same customers, quotes and invoices as the rest of Mercurio, so whatever is invoiced counts towards targets and commission on its own.

Along the top are the tabs: Today, Opportunities, Leads, Visits, Routes, Portfolio, Targets and Commission (whoever sets up the CRM also sees Settings). A sales rep sees their own; whoever runs the team can choose whose to see.

#Today: your day

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   Your day, with the company’s date. The ⓘ explains where each thing comes from.
2. 2
   What is urgent, in figures: leads to handle (and those already past their deadline), opportunities with no next step, overdue steps, today’s visits and how you are doing against the monthly target. Click one to go to it.
3. 3
   The next steps of your opportunities that are due today or already overdue, oldest first.
4. 4
   Your visit route for today: how many stops you have done and the next one, with Log visit when you arrive.
5. 5
   The leads with the nearest reply deadline; in red, those already past it.
6. 6
   Log a visit, a call or a meeting you have just had.
7. 7
   Below, your priorities: who to defend, where to grow and who to look after.

Today is the first thing worth checking in the morning. It all comes from a single database query with your leads, your opportunities, your routes and your customers’ sales summary, so it opens instantly, on your phone too.

#Your priorities: defend, grow and look after

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   Defend: customers who have stopped ordering when they used to, who buy much less than a year ago or who were lost recently, with the euros at stake.
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   Grow: the family that customers like them buy and they do not, or what they are short of their annual potential.
3. 3
   Look after: your best customers by purchases over the last 12 months; flagged, those who have not had a visit for a while.
4. 4
   Each customer with a sentence explaining why they are there, their phone, See their analysis and Plan the visit.

#Opportunities and their board

An opportunity is a possible sale to a customer: what they want, how much it could be worth and when they will decide. It moves through the pipeline stages (new, qualified, proposal sent, negotiation…) until it is won, lost or postponed. Each stage has its probability, and the weighted amount is the amount times that probability: what, realistically, you expect to win.

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   How many are open, what they add up to, the weighted amount and those that need attention (no next step, or an overdue one: click them to filter).
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   View them as a board (one column per stage) or as a list (with what was won and lost in 12 months, the win rate and the average cycle).
3. 3
   Search by title or customer and filter by family.
4. 4
   Open a new opportunity.
5. 5
   Each column shows how many it holds, their amount and their weighted amount.
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   Each card: title, customer, amount and probability, decision date and its next step. In amber, no next step; in red, overdue; the clock, it has been in the stage too long.

To move an opportunity to another stage, drag it to another column (on a phone, press and hold) or use its Move to… menu. While you drag it, the destination column lights up.

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   The card, dragged over the destination column: dropping it changes its stage.

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   Its code, its stage, its title, the customer and the sales rep.
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   Change its details: amount, margin, family, competitors, decision date…
3. 3
   Move it to another stage; in the menu, win it, lose it or postpone it, and create or link a quote.
4. 4
   Its quotes, the activity (visit reports and contacts), its tasks and the history of stage changes.
5. 5
   Amount, probability (its stage’s, or the one you give it), weighted amount and the date it will be decided.
6. 6
   What will be done with it next; Change to set another one.
7. 7
   Its details: customer, sales rep, family, margin, competitors and how long it has been in the stage.

#Leads and their qualification

A lead is someone who asks: through the website form, the customer portal, email, the phone, a trade fair, a referral or Claude. Mercurio checks whether they are already a customer (by tax ID, email or the last nine digits of their phone number), warns you if it is a repeated request and assigns it by itself: to the customer’s sales rep or, if they are new, through the assignment rules (area, channel, postcode, family) to the sales rep with the lightest load.

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   Open leads, new ones (untouched), those with no sales rep and those already past their first-reply deadline. Click one to filter.
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   How they are handled: hours to the first reply, how many on time, how many are converted and the average score.
3. 3
   Search, and filter by status and channel.
4. 4
   Record one that comes in by phone or at a trade fair.
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   Each lead: when it arrived, who is asking, through which channel, what they are interested in, its score, its status and its sales rep.

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   Its code, the channel it came through and its status.
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   Convert into a customer (the existing one, or a new one with their details) and, if you like, into an opportunity.
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   Take it yourself, mark it in progress, qualify it, log a contact or discard it (with the reason).
4. 4
   The qualification questions and the points for each answer.
5. 5
   Its score from 0 to 100, when it arrived, its sales rep and the estimated amount.
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   Who they are: name, company, job title, phone, email and address.
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   What they are interested in, in their own words, the family, the source (the campaign, the trade fair…) and their language.
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   The first-reply deadline: from when it is assigned, the hours set in the CRM settings.

#Visits and the visit report

Every visit, call, meeting, video call or email with a customer is logged in a visit report: how it went, what was discussed and what needs doing next. Visit reports feed the customer analysis and the routes (the last contact), and they are best logged from your phone, as you leave the customer.

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   The contacts in the period, how many in person, how many ended in an order or with interest, and what share of the visits was logged at the customer’s premises.
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   The period and the filters by result and type of contact.
3. 3
   Log a visit report.
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   The visit reports, latest first: customer, type, result, notes and whether the location was at the customer’s.

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   The customer (already filled in if you come from their record, a route or an opportunity).
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   Type of contact: visit, call, meeting, video call or email.
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   How it went (required): placed an order, interested, needs follow-up, not interested, not there or issue.
4. 4
   What they said, what you showed them, what is still pending.
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   The location when logging it (if the browser provides it): it tells whether you were at the customer’s.
6. 6
   The next step: a call, another visit, sending something. Required if there is an open opportunity.
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   Saves the visit report.

#Routes

A route is a day’s visit plan: the customers, in the order you will go round them. Mercurio suggests who to see from your portfolio and opens the route in Google Maps.

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   This week’s routes, their stops and how much has been done.
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   Change week.
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   Plan a new route (or with the + on each day).
4. 4
   Each route on its day, with its completed stops: click to open it.

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   Add another customer to the route.
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   Google Maps opens the route with the pending stops, in order.
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   At each stop: log the visit, get directions and call.

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   The day, the area (or all of yours), the town if you like and how many visits.
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   The suggestion is redone with whatever you change above.
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   The suggested customers, each with its reason; remove the ones you do not want and drag them into order.
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   Saves the route on its day.

#Portfolio

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   The customers in your portfolio, what they buy over 12 months against the previous 12, what the at-risk ones have stopped buying, and the new and won-back ones.
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   How many there are in each sales status; click one to see them.
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   Search, filter by area and save views.
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   Each customer with their status, what they buy over 12 months and how it has changed, their last purchase, their last visit and their open opportunities. Click one to see their sales analysis.

Each customer’s sales status is set by rules on their purchases over the last 12 months and the previous 12, for each company:

The status is reviewed every week and after each invoice, and it only alerts you when it changes. It can be set by hand with a note (the automatic review respects it until you put it back on the rules) from the customer’s analysis.

#A customer’s sales analysis

The sales analysis brings together on one screen everything worth knowing about a customer before you call or visit them. It opens from the portfolio, from the priorities (See their analysis) and in the CRM tab of each customer’s record.

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   The CRM tab of the customer’s record.
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   Where they stand: their sales status and why, since when, their sales rep, their area, their segment and their annual potential.
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   Log a visit, or plan it into your route for a given day.
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   Their figures: 12-month purchases and how they have changed, margin, number of purchases and average ticket, how often they order, their ranking among customers, how many days they take to pay and what is already in the pipeline.
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   Worth knowing: alerts with their reasons, from the most serious (red) to those that are just for information.

Further down come the 24-month trend with what is already in the pipeline (orders, quotes, opportunities and recurring fees), this year against last year month by month, the mix by family (in amber, those they have stopped buying), their seasonality and strong months, how they pay (actual days to payment, delay, unpaid bills and credit used), their price against their segment’s average, their visits, their opportunities and the history of their sales status.

#Targets

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   The period: this month, last month, the quarter or the year.
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   The target for the whole company and, next to it, each sales rep’s: what has been invoiced against the target, with a mark showing the time elapsed.
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   The other targets: margin, orders and new customers.

#Commission

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   What was invoiced with a sales rep in the period, its commission, what is still to be paid out and what has already been paid out.
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   Each sales rep in detail: commission, earned (what has already been earned), paid out and outstanding.
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   Each invoice with its commission, what has been collected and what is outstanding: click one to open it.

A customer is one record for the whole group: their company name, tax ID, addresses and contacts are the same for every company. What changes from one company to another are their terms (price list, discounts, payment method, credit risk, sales rep) and their figures: if Alacena Distribución and La Alacena Gourmet both sell to them, each has its own.

#The list

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   The indicators: how many customers there are, how many work with the selected company, the new ones this year, the blocked ones, what is outstanding and what is overdue. Each with its ⓘ.
2. 2
   The search box: by name, trading name, code, tax ID, email or town.
3. 3
   Active, inactive or all (active by default).
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   The filters: blocked, only those of the selected company, by sales rep, area, province, tag or a custom field. Views saves a combination of filters so you can come back to it.
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   Which columns are shown, exporting what is filtered to a spreadsheet and reloading.
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   The account’s sales reps: their area, their commission and which customers are assigned to each.
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   Add a customer.
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   The list: code, name (with the trading name underneath), tax ID, town, sales rep, phone, tags, status and type of business. Click a row to open its record.

The list brings customers 50 at a time (above it, it says how many there are: “Showing 50 of …”) and, at the end, Load more brings the next 50. You do not need the whole list to search or filter, because the database does the search across all of them. Filters combine with each other.

#A customer’s record

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   Their code, name, trading name, tax ID and town.
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   The record opens read-only: to change their details, Edit.
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   More actions: block or unblock them, deactivate or reactivate them, and make them a supplier as well.
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   The tabs: summary, terms, addresses, contacts, banks and mandates and, depending on the account’s features, portal, emails, CRM and tasks; the last one, history (slide the bar to see the ones that do not fit).
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   Their figures with the selected company: sales this year, outstanding, overdue and credit used against their limit.
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   Their tax and contact details, shared by the whole group.
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   Their latest orders, delivery notes and invoices: click one to open it.

The record opens in the right-hand panel and the list stays underneath: you can go from one customer to another without losing your filters. Widen it by dragging its left edge (it remembers the width you leave it at).

#Terms with each company

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   The terms belong to the company selected at the top: each company in the group has its own.
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   Their price list, their discounts, whether they carry equivalence surcharge and the transaction type (domestic, intra-EU, export…).
3. 3
   How they pay: payment method, debit account, fixed payment days and the month with no payments.
4. 4
   Who looks after them, their area and their delivery route.
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   Their credit limit and how much they have used, with what is still available.

Further down are delivery (carriage and how often their delivery notes are invoiced) and documents and e-invoicing (in which language they go out, whether they are emailed and in which format). Documents use everything you put here on their own: when you create an order for them, their price list, discounts and payment method are already there.

#Addresses, contacts and banks

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   Add another address: for delivery, invoicing or collection, with its opening hours and its contact.
2. 2
   Each address says what it is for and which one is used by default on orders, with its phone, its opening hours and, if the customer orders by EDI, its GLN (the code of that delivery point); the pencil changes it.

Contacts has the customer’s people with their position, phone and email. Banks and mandates has their accounts and their SEPA mandates for collecting by direct debit. Portal says who from the customer signs in to their B2B portal and with which role; Emails, the emails exchanged with them, if the account has Google Workspace or Microsoft 365 connected; CRM, their sales analysis, opportunities and visits; and Tasks, theirs and those of their documents. History shows every change to the record, who made it and when, including changes to their addresses, contacts and terms.

#Adding a customer

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1. 1
   Company, sole trader or private individual.
2. 2
   The name on the invoices (required).
3. 3
   The name they trade under, if different.
4. 4
   Their tax ID: the letter or check digit is validated, and Mercurio checks that no other customer has it already.
5. 5
   To sell to another EU country: the EU VAT number, which is checked against VIES.
6. 6
   The customer series and the code they will get when you save.
7. 7
   Saves the customer and opens their record.

A quote is an offer: what you are selling a customer, at what price and until when it is valid. It does not move stock or create anything to collect: it is the first link in the sale. If the customer accepts it, it becomes an order (or goes straight to an invoice) with one click and without retyping anything; if not, it is left declined with its reason, or expired once its date has passed.

#The list

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1. 1
   The indicators for the whole company: what is open (sent and with no answer), what has been accepted this year, the win rate, those expired with no answer, those expiring within 7 days and the drafts. Those with a frame filter the list when you click them.
2. 2
   The search box: by number, by customer or by the customer’s reference.
3. 3
   The filters: period, status, customer, only open ones, only expired ones, sales rep and source. Views saves a combination so you can come back to it.
4. 4
   Which columns are shown, exporting what is filtered to a spreadsheet and reloading.
5. 5
   Create a quote.
6. 6
   The list: number, date, customer, validity (in red if it has already passed), status and total. Click a row to open its record.

The list brings the quotes 50 at a time and, at the end, Load more brings the next 50; the database does the searching and filtering across all the selected company’s quotes. The statuses of a quote are: draft (no number yet), sent (issued and waiting for an answer), accepted, declined (with its reason, shown under the number), expired and void.

#A quote’s record

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1. 1
   The type, the number and the status; underneath, the customer, the date and the total.
2. 2
   The main actions: mark it accepted or turn it into an order (which also accepts it).
3. 3
   The quote’s PDF, and send it by email to the customer with the PDF attached.
4. 4
   More actions: declined (with its reason), mark as expired, void, duplicate and internal notes.
5. 5
   The tabs: the document, its emails, its tasks and the change history.
6. 6
   The figures: total, taxable base, tax and, if your profile can see margins, the margin on cost.
7. 7
   Its details: series, date, valid until, payment method, sales rep, the customer’s reference, warehouse and language.
8. 8
   The customer as they were when it was issued; Open record opens their record.

Further down are the lines (with where each price came from: the price list or the special term that was applied), the totals with the tax breakdown, the remarks and the internal notes. An issued quote can no longer be changed: if it needs altering, Duplicate makes a draft copy for you to correct and send again.

#Creating a quote

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1. 1
   The customer: choosing them brings in their payment method, delivery address, sales rep, language and price list with this company.
2. 2
   The date (underneath, the number it will get when issued) and until when it is valid: one month by default. On the left, the series, if there is more than one.
3. 3
   Payment method, delivery address, sales rep and the customer’s reference (their order number, which is printed on the document).
4. 4
   More options: document language, transaction type, early payment discount, warehouse and internal notes.
5. 5
   The lines: the quantity and the item by its code, EAN or name (Enter, and on to the next one). Text line adds a free-text line.
6. 6
   Each line with its price and discount, set by the pricing engine. You change the quantity right there; click the line for everything else.
7. 7
   Save draft (no number) or Issue quote: it is numbered and marked as sent.

#Where each price comes from

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1. 1
   The price and up to three cascading discounts (10% and 5% make 14.5%).
2. 2
   Where the price comes from: the customer’s price list (or the default one), the winning special term, their trade discount and current promotions.
3. 3
   The line’s tax and, if the customer is under the equivalence surcharge scheme, its surcharge.
4. 4
   Notes printed under the description on the document.

The price of each line is calculated by the pricing engine, the same one used by orders, invoices, the customer portal and the Price lists simulator: it looks at the customer’s price list and its quantity breaks, the winning special term, the customer’s trade discount and current promotions. If you change the price by hand, it is kept and marked “manual price”; Use the engine price puts it back to the calculated one.

#Accepting, declining and turning into an order

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1. 1
   Each line goes across with what was quoted: enter 0 for anything the customer does not want, or change the quantity.
2. 2
   The order date: today, unless you change it.
3. 3
   Tick it to confirm the order straight away (it is numbered and reserves the stock); unticked, it stays as a draft.
4. 4
   Creates the order and opens it; the quote is left accepted and linked to it.

Accepted only changes the status (the customer has said yes but is not ordering yet). Turn into order creates the order with the quote’s lines; those who can invoice also see Invoice, to turn it straight into an invoice (for a job that is paid in one go, for example). In both cases the quote is marked accepted automatically, and each one’s document chain links to the other. Declined… asks for the reason (price, lead time, the competition…): it shows in the list and helps you improve the next ones.

An order is what the customer firmly orders: what, how much and for when. When you confirm it, it is numbered and reserves the stock, and from then on it counts in what has to be delivered. It is delivered with one or more delivery notes (all at once or in several shipments) and invoiced afterwards with the delivery notes; if the company does not use delivery notes, the order is invoiced directly.

Orders arrive by many routes: the office enters them (by hand or from a quote), the customer places them on the B2B portal, or they come in by EDI from a large retailer, or from an online shop or a marketplace. They all end up here, with their source in view.

#The list

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1. 1
   The indicators: what is still to deliver (in euros, before tax), open orders, late ones, those on hold, those due for delivery today and the drafts. Those with a frame filter the list.
2. 2
   The search box: by number, by customer or by their reference (the customer’s order number).
3. 3
   The filters: period, status, customer, what is still to deliver, those from the portal awaiting confirmation, late ones, sales rep and source.
4. 4
   From the portal, to confirm: the orders your customers have placed on the B2B portal that are waiting for you to confirm them.
5. 5
   Enter an order by hand.
6. 6
   The list: number, date, customer, delivery date (in red if it has already passed), status, total and what is still to deliver on each one. Click a row to open its record.

The statuses of an order are: draft (not confirmed), open (confirmed and to be delivered), being prepared (the warehouse is working on it), part-delivered (partly delivered), delivered, on hold and cancelled. The number next to Orders in the sidebar counts the open ones: confirmed and not yet being prepared.

#An order’s record

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1. 1
   The order’s number and status.
2. 2
   Deliver: turn it into a delivery note, all of it or part. Those who can invoice also see Invoice.
3. 3
   The PDF (the order confirmation), sending it by email and more actions: being prepared, put on hold, cancel, duplicate and internal notes.
4. 4
   Total, base, tax, what is still to deliver and the margin.
5. 5
   Its details: the delivery date, payment method, sales rep, their reference (the customer’s order number) and the warehouse it ships from.
6. 6
   The customer and the delivery address.
7. 7
   The lines, with where each price comes from and a bar showing what has been delivered on each.

A confirmed order is no longer edited: what changes is what gets delivered. If the customer wants more, you create another order; if they want less, you deliver less and mark it as delivered. Duplicate makes a draft copy (for a customer who orders the same every week, for example).

#Delivering an order

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1. 1
   Each line with everything outstanding. For a partial shipment, change the quantities: the rest stays outstanding on the order.
2. 2
   The delivery note date: today, unless you change it.
3. 3
   Tick it to issue the delivery note straight away (the stock goes out); unticked, it stays as a draft so it can be checked.
4. 4
   Creates the delivery note and opens it.

#What has been delivered, line by line

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1. 1
   The document chain: the delivery notes created from this order, with their status (issued or already invoiced). Click one to open it on top: its invoice is in its own chain.
2. 2
   Each line says how much of what was ordered has been delivered, with its bar: full means fully delivered.

When part of an order is not going to go out (the customer no longer wants it, the item has been discontinued), Mark as delivered closes the order with what has been delivered: it no longer counts in “To deliver” and the stock reservation is released.

#Orders on hold

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1. 1
   The status: on hold.
2. 2
   Why it is on hold: the customer is over their credit limit, has returned or unpaid bills, or someone put it on hold by hand with a reason.
3. 3
   Release: the order goes back to open and can be delivered. Only those who can approve credit risk see it.

An order is put on hold automatically when it is confirmed if the customer is over their credit limit or has unpaid bills, and it can be put on hold by hand with Put on hold… (the customer asks you to wait, a payment is missing…), always with a reason. While it is on hold, nothing leaves the warehouse. It is released by someone with the “Approve credit risk” permission: usually management or administration.

#Orders from the portal, EDI and online shops

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1. 1
   Their reference: the order number on the marketplace or in the online shop.
2. 2
   The source: where the order came from (back office, B2B portal, EDI, online shop, marketplace…).
3. 3
   The E-invoicing / EDI block: the source order (from the marketplace or the online shop, with its number) and each message that has come in or gone out through the channel, with its status.

• B2B portal: the customer places the order on their portal and it arrives as a draft (unless the portal is set up to confirm them automatically), with the From the portal, to confirm chip in the list and a warning on its record. Check the lines, the stock and the delivery date and click Confirm order: it is numbered, reserves the stock and the customer sees it confirmed on their portal.
• EDI: orders from large retailers (ORDERS messages) come in automatically through the VAN, the intermediary for EDI messages; the confirmation (ORDRSP), the dispatch advice (DESADV) and the invoice (INVOIC) go out through the same channel.
• Online shops and marketplaces: each order from the shop arrives with its number, which is kept as their reference, and Mercurio sends the shop the available stock.
• Another group company: its purchase order creates here, already confirmed, the mirror sales order, with the Intra-group source and the Mirror order card, which links to the other company’s order. It is delivered like any other; cancelling one also cancels the other as long as nothing has gone out (see Purchasing).

On the record, the E-invoicing / EDI block shows what has come in or gone out through each channel and its status; if something fails, the error says what is missing and Try again sends it again. Channels are set up in B2B.

A delivery note is the document for a delivery: what leaves the warehouse for the customer. When it is issued, it is numbered and the stock goes out, with the batches and serial numbers of each unit; the customer signs it on receipt (on paper or on the delivery driver’s phone). It is then invoiced: on its own, in part, or together with others for the same customer (customers who get one invoice a month, for example).

A delivery note almost always comes from an order (with Deliver, or when picking is finished in Logistics), but you can also create one directly, for a counter sale or a delivery with no order.

#The list

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1. 1
   Two tabs: delivery notes and customer returns.
2. 2
   The indicators: what has been delivered and is still to invoice, how many delivery notes have something uninvoiced, the age in days of the oldest, those issued this month and the drafts.
3. 3
   The search box: by number, by customer or by their reference.
4. 4
   The filters: period, status, customer, only what is to invoice, sales rep and source.
5. 5
   Invoice several: tick several delivery notes for the same customer and make a single invoice for them.
6. 6
   The list: number, date, customer, status, total and what is still to invoice on each one.

The statuses of a delivery note are: draft (nothing has gone out yet), issued (delivered, with something to invoice) and invoiced (everything is already on an invoice). Those who cannot invoice do not see Invoice several; those who do not sell do not see New delivery note.

#A delivery note’s record

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1. 1
   The number and status: issued, with something to invoice.
2. 2
   Invoice: turn it into an invoice, all of it or part.
3. 3
   The PDF, and send it by email to the customer.
4. 4
   Total, base, tax, what is still to invoice and the margin.
5. 5
   Its details: date, delivery date, payment method, sales rep, the customer’s reference and the warehouse it left from.
6. 6
   The customer and the delivery address.

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1. 1
   Each line with the batches that went out (with their expiry date and how many units of each) or its serial numbers, where the price comes from and a bar showing how much of what was delivered has been invoiced.
2. 2
   The totals, with the base and the tax amount for each VAT rate.

An issued delivery note is not changed: if something has gone wrong (an extra line, a price), it is corrected when invoicing or, if it has already been invoiced, with a corrective invoice. If the customer sends goods back, you create a return (further down).

#Batches and serial numbers

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1. 1
   The item’s stock in the warehouse and what is already reserved for other orders.
2. 2
   Which warehouse this line ships from (by default, the document’s).
3. 3
   The batches that will go out: proposed by the item’s policy (here FEFO, earliest expiry first), with their expiry date and location.
4. 4
   Choose by hand starts from that proposal so you can change the quantity from each batch or tick other serial numbers.

For items with batches (tinned food, cheese, wine) or serial numbers (machinery), every unit that goes out is recorded on the delivery note: that way you know who each batch was sold to if it ever has to be recalled (see Traceability). You do not need to choose them one by one: on issue, Mercurio takes them according to the item’s policy:

It never proposes batches that are blocked, quarantined, expired or with less shelf life than the item requires, nor anything reserved for other orders. If there is not enough available, the line says so (“… short”) and the delivery note is not issued until there are goods or you deliver less.

#The PDF and the copy for printing

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1. 1
   The official PDF: the one that is filed and sent by email, in the document’s language.
2. 2
   Downloads it; if it does not exist yet, the server generates it in a few seconds.
3. 3
   The copy for printing is made by your browser instantly: it is neither filed nor sent.
4. 4
   Which language the copy comes out in (by default, the customer’s).
5. 5
   With prices or without: a delivery note without prices for the carrier or the customer’s warehouse, with room for a signature.

The official PDF is an accessible PDF with the company’s branding (on invoices, also with the tax QR code and the mandatory statements). It is generated once with the details of the issued document and is identical to the one the customer receives. The copy for printing is for everyday needs: printing it in another language or leaving out the prices.

#Invoicing delivery notes

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1. 1
   Invoice several mode: tick delivery notes for one customer; they are added up at the top and Invoice puts them together on a single invoice.
2. 2
   While you are choosing, the list shows only what is still to invoice.
3. 3
   Each delivery note’s tick box (clicking the row works too).

To invoice a single delivery note, open it and click Invoice: each line comes with everything outstanding and you can invoice just part of it (the rest stays to invoice). The animated guide “Invoicing a delivery note” in the help (F1) shows it step by step.

#Returns

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1. 1
   What has been returned and not yet credited, how many returns are still to credit, this month’s and the drafts.
2. 2
   Only those still to credit.
3. 3
   Returns, with their status: received (the goods have come back) or credited (it already has its corrective invoice).

A return is created from the invoice for what was sold, with Correct by return… (in Invoices): it is created as a draft with what is coming back and the batches and serial numbers it went out with. When it is recorded, the goods go back into stock; then Credit creates the corrective invoice as a draft for you to review and issue. Customers with a portal can also request a return from there: the office accepts it and it is created in the same way.

An invoice is the document that gives you the right to be paid and goes into the VAT books. It comes from one or more delivery notes, from an order or from scratch, and is prepared as a draft. When it is issued, four things happen at once:

1. it is numbered with its series, always in date order;
2. its due dates are created (the instalments of its payment method);
3. it is posted to the accounts (if accounting is switched on);
4. it is recorded with the tax authority using the company’s system: VeriFactu, the SII or TicketBAI.

From then on, an invoice is never changed or deleted: if it has a mistake, it is corrected with a corrective invoice.

#The list

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1. 1
   The indicators: what has been invoiced this month and this year (before tax), what is outstanding, what is overdue, the tax records the tax authority has not yet accepted, and the drafts.
2. 2
   The search box: by number, by customer or by their reference.
3. 3
   The filters: period, status, customer, unpaid, overdue, type (standard, simplified or corrective), sales rep, series and source.
4. 4
   Create an invoice from scratch (standard or simplified).
5. 5
   The list: number (with C for corrective invoices and S for simplified ones), date, customer, status (and Overdue if anything on it is overdue), total and what is still to collect.

In Columns you can add the taxable base, the margin, the source and the Tax register column, which shows how each invoice’s recording with the tax authority is going.

#An invoice’s record

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1. 1
   The number and status: issued.
2. 2
   Record payment: enter what the customer has paid against their due dates.
3. 3
   The PDF (with the tax QR code), and send it by email to the customer.
4. 4
   More actions: correct by difference or by return, view its journal entry, duplicate and internal notes.
5. 5
   The tabs: the document, its collections, its tax register, its emails, its tasks and the history.
6. 6
   Total, base, tax, what is outstanding and the margin.
7. 7
   The chain: the delivery note (or notes) it invoices.

Further down are the lines (each one says which delivery note it comes from), the totals with the breakdown for each tax rate, the mandatory statements the law requires for the type of transaction and, if cost accounting is switched on, its cost centres. The customer’s details are saved as they were when it was issued: if they later change address, the invoice does not change.

#Issuing an invoice

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1. 1
   A draft can be changed entirely (Edit) and has no number.
2. 2
   On issue: the number it will get, its date, how it is recorded with the tax authority and, if it does not come from a delivery note, the fact that it moves stock.
3. 3
   Confirms and issues it.

Before issuing, Mercurio checks what the law requires: the customer’s tax ID and address on a full invoice, that the date is not earlier than that of the last invoice in the series and, on a simplified invoice, that it does not exceed its limit. If anything is missing, it tells you why and the invoice stays as a draft. If the customer is over their credit limit, issuing it requires the “Approve credit risk” permission.

#Collections and due dates

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1. 1
   The invoice total, what is still to collect and what is already overdue and unpaid.
2. 2
   The instalments: each one with its date, its method (direct debit, bank transfer…), its amount and its status. Overdue ones in red.
3. 3
   The payments already recorded, with their date, method and reference.
4. 4
   The customer’s credit risk with this company against their limit.

Due dates come from the payment method when the invoice is issued, adjusted to the customer’s payment days and month with no payments. Record payment enters a payment (if it is less than what is outstanding, it is applied in order and the rest stays outstanding); direct debits are collected in bulk with a SEPA batch from Treasury, which also chases overdue ones.

#Recording with the tax authority: the Tax register tab

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1. 1
   The system and the book: here, the SII, issued invoices book.
2. 2
   The record’s status: waiting to send, sent, accepted, accepted with errors or rejected.
3. 3
   Its details: registration, invoice type (F1 is a full invoice), when it was generated, the submission deadline, when the tax authority accepted it and the CSV code of its reply.
4. 4
   The XML exactly as it was sent and its record in Taxes → Tax records, with the chain verified.
5. 5
   Cancel the record: only for an invoice that should never have been issued.

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1. 1
   A simplified invoice (a shop till receipt), with no recipient.
2. 2
   In VeriFactu, each record carries its fingerprint and that of the company’s previous record: the chain. If anyone tampered with an issued invoice, the chain would break.
3. 3
   The QR code printed on the invoice: with it, the customer checks it on the AEAT website.

The system sends the record by itself, a few minutes after the invoice is issued (in the demo, to a simulator shaped like the official service). If the tax authority does not answer, it retries by itself and the tab says “Waiting after … attempts with no reply”; Try again brings it forward. If the record is rejected or accepted with errors, the reply gives the reason (the customer’s tax ID, their name…): correct it and click Try again. If what is wrong is the invoice itself, correct the invoice with a corrective invoice.

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1. 1
   The reason: it is kept in the record and in the audit log.
2. 2
   You have to confirm it explicitly.
3. 3
   Creates the cancellation record, which is sent like the others.

#Sending an invoice by email

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1. 1
   In the demo, the email goes to nobody: it lands in the capture mailbox, with its PDF.
2. 2
   To: the customer’s contacts who receive invoices (if there are none, their invoicing email address or the one on their record). You can remove and add recipients.
3. 3
   Copy to anyone you like.
4. 4
   The language: the customer’s; changing it changes the default subject and text.
5. 5
   The subject and text, which you can edit.
6. 6
   Sends it with the official PDF attached.

#Correcting an invoice

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1. 1
   What will happen: the corrective invoice is created as a draft with all the lines negative.
2. 2
   The reason code the tax authority requires: R1 (error based on law), R2 (insolvency), R3 (bad debt) or R4 (other).
3. 3
   The reason, required: it is printed on the corrective invoice.
4. 4
   Creates the draft and opens it.

There are two ways of correcting an invoice, both from the invoice’s More actions:

The corrective invoice has its own series (R), is linked to the invoice it corrects and is recorded with the tax authority like any other.

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1. 1
   A corrective invoice, with its R series.
2. 2
   Which invoice it corrects, with its reason code and reason; Open opens it.
3. 3
   Its amounts, negative: what is credited to the customer.

#Simplified, intra-EU and surcharge invoices

• Simplified invoice (the till receipt): without the recipient’s details, for shop sales. You choose it when creating a new invoice (Standard or Simplified) and it has its own series. It has a limit: €400 (€3,000 in retail and hospitality); above that you must issue a full invoice, with the customer’s tax ID.
• Intra-EU supply: to a customer in another EU country with a VAT number that is valid in VIES. The transaction is intra-EU, VAT is exempt (art. 25 of the Ley del IVA) and the customer declares it in their own country (reverse charge). The invoice carries the mandatory statement and the transaction appears in modelo 349.
• Equivalence surcharge: retailers under this scheme (a local shop, for example) pay, on top of VAT, a surcharge on each line: 5.2% on 21% VAT, 1.4% on 10% VAT and 0.5% on 4% VAT. It is ticked in the customer’s terms and Mercurio applies it automatically.

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1. 1
   The mandatory statement, in the document’s language (here, English).
2. 2
   The base, exempt as an intra-EU supply.

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1. 1
   The statement for the equivalence surcharge scheme.
2. 2
   VAT and, underneath, the surcharge for each rate.

Mercurio decides the mandatory statements on issue, based on each line’s tax (exempt, intra-EU, reverse charge, corrective, cash accounting…), and they appear exactly like that on the PDF.

#E-invoicing: Facturae, Peppol and EDI

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1. 1
   The transaction type: intra-EU.
2. 2
   Which channel this invoice goes out through (here, Peppol) and how it is going: if it has not gone out yet, the warning says why.

Some customers do not receive the invoice as a PDF but as an e-invoice: public administrations, as a signed Facturae file sent to FACe (with their DIR3 codes); European companies, through Peppol; large retailers, through EDI (INVOIC). It is set up in the customer’s terms and the invoice goes out by itself when issued through the company’s channel (in B2B). On the record, the E-invoicing / EDI block shows how each submission is going here and at its destination (in FACe: registered, booked, paid or rejected), with its reference; if it fails, the error says what is missing (a GLN, a DIR3 code, the Peppol participant) and Try again sends it again.

The price of each line on a document is set by the pricing engine, always in the same way: in the office, on the customer portal, on orders arriving by EDI or in what Claude is asked. To decide it, it looks, in this order, at:

It is all set up in this section, in four tabs: Price lists, Special terms, Promotions and the Price simulator. Special terms and promotions (and quantity breaks) belong to the “Advanced pricing” feature: if it is switched off, their tabs explain this and prices come only from the price lists and each customer’s trade discount.

#Price lists

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1. 1
   The section’s four tabs.
2. 2
   The indicators: sales price lists, prices entered, customers on their own list, and active special terms and promotions.
3. 3
   Sales lists, purchase lists or all of them, and those that have been deactivated.
4. 4
   Create a price list.
5. 5
   Each card: code, name, whether it is for all companies or for one, how it is calculated (fixed prices, on cost or on another price list), whether it includes VAT, how many prices it has and how many customers use it. The star marks the default one.

A price list is a list of prices. It can be for all the companies in the group or for just one, and it is calculated in one of three ways:

In the last two, a price entered by hand overrides the calculation. Then it is rounded (to the cent, ending in .95 or .99, or to multiples) and, if it includes VAT (a shop’s retail price), it is converted to the taxable base when selling. Each customer buys on the price list set in their terms with each company; anyone without one buys on their company’s default list or the general one.

#A price list’s prices

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1. 1
   Its prices, its details (how it is calculated, validity, default) and its change history.
2. 2
   Change its details.
3. 3
   Search for an item, and show only the items with a price on this list.
4. 4
   Recalculate: raise or lower prices in one go (all of them or those of one family) by a %, from a given date. Before applying, it tells you how many will change.
5. 5
   The grid: the cost, the single-unit price in force today (click the pencil to change it right there), the margin and, on the right, quantity breaks and future-dated prices.

On a price list, each item has its single-unit price and, if needed, quantity breaks (from 6 units, from 24…) and future prices with their date (January’s increase, prepared in December). When selling, the break with the highest “from” that does not exceed the quantity applies and, within it, the price with the most recent date that has already arrived. The margin is (price − cost) / price.

#Creating a price list

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1. 1
   The code (short and in capitals; it cannot be changed later) and the name.
2. 2
   Sales or purchasing, for all companies or for one, and its currency.
3. 3
   How it is calculated: fixed prices, on cost with a mark-up, or on another price list with a %.
4. 4
   Rounding for calculated prices, and whether it includes VAT.
5. 5
   From and until when it is valid, and whether it is the default (the previous default stops being so automatically).
6. 6
   Creates it and opens its record so you can enter the prices.

#Special terms

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1. 1
   Search by customer, item, tag or note.
2. 2
   Filter by customer, by item or by status: current, upcoming, expired or inactive.
3. 3
   Agree a price or a discount.
4. 4
   Each special term: who for (a customer or a tag, with #), what (an item, a family, a brand or everything), the term (price or discount), from how many units, its validity, its priority, the company and its status.

A special term is an agreed price or discount: with one customer or with everyone who has a tag on their record (#horeca, #gourmet…), for an item, a family, a brand or the whole catalogue, from a given quantity and between two dates. There are three kinds:

• Price: replaces the list price and allows discounts; if it does not include the first discount, the customer’s trade discount applies.
• Net price: replaces the list price and allows no further discounts, not even the trade discount.
• Discounts: up to three, cascading on the list price (10% and 5% make 14.5%).

If several apply to the same sale, the one with the highest priority wins and, if they are equal, the most specific one: a customer before a tag, an item before a family or a brand. On documents, the line says which special term was applied.

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1. 1
   Who for: a customer, those with a tag, or everyone; and which company it applies in.
2. 2
   What: an item, a family, a brand or the whole catalogue.
3. 3
   The term: price, net price or discounts.
4. 4
   Up to three cascading discounts; above them, the agreed price.
5. 5
   Saves it: from that moment on, documents apply it.

#Promotions

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1. 1
   Search, and filter by status and by type.
2. 2
   Create a promotion.
3. 3
   Each promotion: its type and rule, which items or families it applies to, its dates, its channels (back office, B2B portal, online shop, EDI), the company and its status.

Promotions apply within their dates and in the channels they specify: one may be for the portal or the online shop only. The engine reports them with each price, and the order or invoice applies them to the line.

#The price simulator

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1. 1
   What you want to know: the customer (or none, for the default price list), the item, the quantity, the date and the channel.
2. 2
   Calculates as an order would, in the company selected at the top.
3. 3
   The result: price, discounts, net price, amount and total including tax.
4. 4
   Why this price: each step of the engine (the price list, its price and quantity breaks, the special term that wins and those that do not, the trade discount, the net price, the tax). In colour, the steps that changed something.

The simulator uses the same engine as documents, the portal and Claude: if a customer asks why they are getting a particular price, the answer is here, step by step. Change the quantity to see quantity breaks and promotions, or the date to see a future price.

A supplier sells you the goods you store and resell; a creditor provides you with services or passes on costs to you (the accountants, the rent, electricity, transport) and their invoices go to expenses, not to stock. Both are in this section and you tell them apart with the Type filter.

As with customers, there is one record for the whole group (company name, tax ID, addresses, contacts and banks) and each company has its own terms with them: payment method, lead time, carriage, withholding. The same party can be a customer and a supplier at once, with a single record.

#The list

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1. 1
   The indicators: how many suppliers and creditors there are, how many work with the selected company, the creditors, the blocked ones, what you owe them and what is overdue. Each with its ⓘ.
2. 2
   The search box: by name, code, tax ID, email or town.
3. 3
   The filters: active or not, suppliers or creditors, blocked, only those that work with the selected company, province and tag. Views saves a combination so you can come back to it.
4. 4
   Which columns are shown, exporting what is filtered to a spreadsheet and reloading.
5. 5
   Add a supplier or a creditor.
6. 6
   The list: code, name (with the trading name underneath), tax ID, town, phone, tags and status. Click a row to open its record.

Supplier codes start with P and creditor codes with A (each with its own series). The list brings them 50 at a time and, at the end, Load more brings the next 50; the database does the search across all of them.

#A supplier’s record

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1. 1
   Supplier or creditor, with their code, name, tax ID and town.
2. 2
   The record opens read-only: to change their details, Edit.
3. 3
   The tabs: summary, purchase terms, addresses, contacts, banks, emails, tasks and history.
4. 4
   What you have bought from them this year and what you owe them, with the selected company.
5. 5
   Their tax details, shared by the whole group. This supplier is French: their EU VAT number shows as valid in VIES, with the date and the name registered there.
6. 6
   Asks VIES again whether their EU VAT number is still registered.
7. 7
   Their registered address, their email (where orders are sent), their phone and their website.

Further down are their classification and notes (tags and notes) and their latest documents (orders, receipts and invoices): click one to open it. In More actions (⋮) you block them so nothing can be bought from them, deactivate them or add them as a customer as well.

#Purchase terms

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1. 1
   The terms belong to the company selected at the top: each company in the group has its own with them.
2. 2
   How they are paid: payment method, account they are paid into by transfer, early payment discount, their IRPF withholding (Spanish personal income tax) and the transaction type (worked out automatically from their country and EU VAT number).
3. 3
   How they supply: their lead time in days (used by the purchase suggestions), minimum order, carriage, the days on which you order from them and their GLN for EDI.
4. 4
   The withholding settings: which tax forms the tax you withhold from them goes to.
5. 5
   Change the settings (saved without going through Edit).
6. 6
   Change the payment and supply terms.

Documents use what you put here on their own: when you create an order for them, their payment method and carriage are already there; when you record their invoice, their withholding. A document already created keeps the terms it had.

#Adding a supplier

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1. 1
   Tick it if they provide you with services or pass on costs (accountants, rent, utilities): they are numbered in the creditors series.
2. 2
   Company, sole trader, private individual, public body or organisation.
3. 3
   The name on their invoices (required).
4. 4
   Their tax ID: the letter or check digit is validated, and Mercurio checks that no other party has it already.
5. 5
   If they are from another EU country, their EU VAT number, which is checked against VIES.
6. 6
   Saves the supplier and opens their record.

A purchase goes through three steps, each with its own document and tab: the purchase order (what you order), the goods receipt (what arrives: it goes into stock) and the supplier invoice (what they charge you: it goes to the accounts, the VAT books and payments). Each document is created from the previous one with whatever is still pending, so the same thing is never received or invoiced twice.

#Purchase orders

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1. 1
   The three tabs: orders, goods receipts and supplier invoices.
2. 2
   The indicators: what is still to arrive (in euros), open orders, late ones, those arriving today and unsent drafts. Those you can click filter the list.
3. 3
   Search by our number, by the supplier or by the number they give it.
4. 4
   The filters: dates, status, supplier, only what is still to be received or what is late, and saved views.
5. 5
   Create an order by hand (those from the suggestions are created automatically, as drafts).
6. 6
   Each order with its date, supplier, expected delivery, status, total and what is still to be received.

An order starts as a draft; when you send it, it gets its number and can no longer be changed, and the envelope on its record emails it to the supplier with the PDF (in the language of their documents). It then becomes part-received or received as the goods arrive, and it can be cancelled as long as nothing has arrived. If you know the rest will not come, Mark as received closes it.

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1. 1
   The type, the number and the status (sent).
2. 2
   When the goods arrive: creates the goods receipt with what is pending.
3. 3
   Its PDF, email it, and more actions: record its invoice, cancel it or duplicate it.
4. 4
   The order total, its base, its taxes and what is still to be received.
5. 5
   Date, expected delivery, payment method, the number the supplier gives it and the warehouse it will arrive at.
6. 6
   The lines, with the supplier’s price and, underneath, how much of each has arrived.

#Receiving the goods

When the lorry arrives, open the order and click Receive. What is pending on each line appears: if only part has arrived, change the quantities (the rest stays pending on the order), and enter the date and the number of their delivery note (Supplier’s no.). Once created, the goods receipt opens as a draft so you can record the batches, expiry dates and serial numbers of whatever needs them.

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1. 1
   Each line with what is still to arrive. If only part has come, change the quantity: the rest stays outstanding on the order.
2. 2
   The day the goods arrive.
3. 3
   The number of their delivery note, so you can find it later and match it with their invoice.
4. 4
   Unticked, the goods receipt stays as a draft so you can record the batches, expiry dates and serial numbers. Tick it if there is nothing to record: the goods go into stock straight away.
5. 5
   Creates the goods receipt and opens it.

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1. 1
   The quantity that has arrived, in the unit you choose (a box of 24 is 24 stock units).
2. 2
   The price agreed with the supplier (the one on the item’s record), with its explanation.
3. 3
   The batch as it comes on the box; if it has none, enter your own. If it already exists, the stock goes into that batch.
4. 4
   Its expiry date (required if the item expires) and its manufacturing date.
5. 5
   This item’s latest batches: click one if a batch you already have arrives again.
6. 6
   If it arrives in several batches, split the quantity between them: the total must match the line.

Every line for an item with batches carries the batch missing warning in red until you record it; an item with serial numbers asks for one number per unit (you can paste them from a spreadsheet). Without them, the goods receipt cannot be recorded. When you click Record receipt, the goods go into stock in the receipt’s warehouse, at the line price, and the order is received (or part-received).

#Goods receipts

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1. 1
   The goods receipt, with its number and status (received).
2. 2
   When the supplier’s invoice arrives, you record it from here with what was received.
3. 3
   Which order it comes from (and, once it has one, its invoice): each document links to its related ones.
4. 4
   Each line with its batch and expiry date, the order it comes from and how much has been invoiced.

In the Goods receipts tab, To invoice is what has been received but whose invoice has not yet arrived; Invoice several records several goods receipts from the same supplier on a single invoice (the usual thing with suppliers who invoice at the end of the month).

#Supplier invoices

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1. 1
   What has been bought this month and this year, excluding taxes.
2. 2
   What you owe suppliers and what is already overdue and unpaid.
3. 3
   With SII (Immediate Supply of Information), the invoices whose record the AEAT (Spanish Tax Agency) has not yet accepted.
4. 4
   The filters: dates, status, supplier, what is still to pay, what is overdue, the type (standard or corrective) and the series.
5. 5
   Record an invoice without a goods receipt: a creditor’s (electricity, the accountants) or one for a service.

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1. 1
   Each line, with what has been received and not invoiced; if the invoice only covers part of it, change the quantity.
2. 2
   The date of their invoice.
3. 3
   The number of their invoice: required to record it, and it cannot be repeated within the year for the same supplier.
4. 4
   Tick it to record it straight away; unticked, it stays as a draft so you can review it.

When you record it, the invoice creates its payment due dates according to the supplier’s payment method, is posted to the accounts (if you keep your accounts in Mercurio), goes into the input VAT book and, with SII, is sent to the AEAT. If it carries withholding, the total to pay is the total minus the withholding, which your company pays to the Tax Agency (forms 111 or 115). An invoice with a wrong price is corrected with Correct by difference…, which creates a corrective invoice as a draft to leave it with the difference.

#Purchases between group companies

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1. 1
   An order from La Alacena Gourmet to another company in the group.
2. 2
   Its source, Intra-group: this is how a transaction between group companies is recognised.
3. 3
   The supplier is Alacena Distribución, set up as a supplier with the “intra-group” tag.

When one group company buys from another (in the demo, the Gourmet shop buys from the distributor), you only need to raise the purchase order: the supplier is the other company (a supplier with its tax ID) and, when you send it, Mercurio creates and issues by itself, in the selling company, the mirror sales order: the same lines, with the prices and discounts of your order (what was agreed; a line with no price takes the customer’s price list one), and the delivery date you expect. The buyer does not need to work in the selling company: the system does it.

The two orders are linked. Each one’s record shows the Mirror order card with the other’s company, number, status and total, and Open takes you to it (switching to that company, if you work in it; if not, you can see it but not open it). What the selling company ships is what you receive. Both carry the Intra-group source (on the record and in the Source column of the lists; turn it on in Columns), and the consolidation of accounts in Accounting eliminates those sales and purchases between them so they are not counted twice.

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1. 1
   The mirror order: the sales order that Mercurio created and issued in Alacena Distribución when this one was sent.
2. 2
   Its company, its number, its status (here, delivered: what Distribución shipped is what Gourmet received), its date and its total.
3. 3
   Opens it: switches to Alacena Distribución and shows it in Sales → Orders. It only appears if you work in that company and can see its orders; if not, the card says so.

Every night, after working out the sales forecasts, Mercurio looks at each item in each warehouse and decides whether it needs ordering: it compares what you really have (the available stock) with what you will sell while the order arrives plus a buffer (the reorder point). If it falls short, it suggests the quantity that brings it up to the target, in the supplier’s boxes. You review, remove or change whatever you like and turn the lines into draft orders, one per supplier and warehouse.

#Purchase suggestions

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1. 1
   The purchase suggestions and the transfer suggestions between warehouses.
2. 2
   The indicators: lines to order, the urgent ones, how many suppliers, what it would cost, what will expire unsold and what is already in a draft order.
3. 3
   What the company calculates with: the default service level, cover and lead time, and when the forecasts are from.
4. 4
   Change those three figures (with the “Plan” permission).
5. 5
   The filters: warehouse, family, urgent only and, to check an item, also what does not need ordering.
6. 6
   The lines, grouped by supplier (by name; within each one, urgent lines first): the tick box selects all of that supplier’s lines.
7. 7
   Create that supplier’s order with its selected lines.
8. 8
   Or create all the orders for the selected lines in one go.

#A line and its reasons

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1. 1
   From an item’s record or its forecast you get here with only its lines.
2. 2
   Each line is an item in a warehouse. Untick it if you do not want to order it.
3. 3
   Its available stock (in red if it is below the safety stock), its reorder point, the target and how many days the current stock will last (cover).
4. 4
   What is suggested, in the supplier’s purchase unit (here, boxes of 12): change it if you like.
5. 5
   Opens the calculation step by step.

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1. 1
   The verdict: why it needs ordering (or not), and how much.
2. 2
   The available stock: on hand − reserved for customers + on order − what will expire unsold.
3. 3
   The reorder point: what will be sold during the supplier’s lead time plus the safety stock. Set means the warehouse setting decides it, not the forecast.
4. 4
   Go to the item’s record or its sales forecast.

#Turning suggestions into orders

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1. 1
   How many orders will be created (one per supplier and warehouse), for how many suppliers, with how many lines and their estimated amount.
2. 2
   It creates them as drafts in Purchasing: you review them and send them from there.

#Transfer suggestions

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1. 1
   The lines to send, to how many destinations, how many vans need loading and the total units.
2. 2
   The warehouse that sends (the central one, by default).
3. 3
   Creates the transfer for that destination, as a draft in Stock.
4. 4
   For each destination, each item with what is available there, what it is short of, what the source has to spare and what is proposed to send (editable).

A destination (a branch, a shop or a van-sales van) appears when what is available there, plus what is already on the way, drops below its reorder point, its minimum or two weeks of its forecast. It is offered what it is short of up to its maximum (or two weeks of forecast), without exceeding what the source has to spare above its own reorder point. Vans have their own forecast: what each one sells. Transfers are created as drafts in Stock so you can prepare and send them.

An item is anything you put on a document: a product kept in the warehouse, but also a service, carriage, a returnable container with its deposit, a contract fee or a kit (several items sold as one). Items belong to the whole account, shared by every company in the group; what changes from one company to another is their stock, their prices in each price list and their cost.

#The list and the families

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1. 1
   The family tree: click one to see its items and those of its sub-families. The number is how many it has.
2. 2
   Add and change families and brands.
3. 3
   The search box: by code, name (in any language), brand or barcode. With the scanner, just scan the code.
4. 4
   The filters: brand, type, active or not, those with batches or serial numbers, and custom fields.
5. 5
   Add an item.
6. 6
   Code, name, family, brand, price in the default price list, cost, how its stock is controlled (the batch, expiry and serial number icons) and status.

The price in the list is the one in the selected company’s default price list, for one unit and for today; the cost is that of the last purchase or, if there is none, the standard cost (only with the “See costs” permission).

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1. 1
   The families (a tree) and the brands (a list).
2. 2
   A new family; New sub-family, in each one’s menu.
3. 3
   Each family with its short code, its colour and what its new items inherit: VAT, the picking policy and the controls (here, serial numbers).

#An item’s record

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1. 1
   The type, the code and the status.
2. 2
   The record opens read-only: to change it, Edit.
3. 3
   The tabs: general, stock and control, logistics, purchasing, prices, custom fields, tasks and history (and Kit if it is a kit).
4. 4
   Sale price, what is available in the selected company, VAT and cost.
5. 5
   Code, type, family, brand, the unit stock is counted in, and the sales and purchase VAT.
6. 6
   The name in the five languages: each document goes out in the customer’s language (if it is missing, in Spanish).
7. 7
   Minimum sale, multiple, maximum discount, whether it appears on the portal and in the online shop, and whether it is blocked for selling or buying.

The types: product (bought, stored and sold: it has stock), service (work or hours, no stock), kit, carriage, container (returnable, with its deposit) and fee (what is invoiced every month or every year on a contract). The unit is the one stock is counted in (unit, kilo, litre…) and cannot be changed once there are movements.

#Stock and control: batches, expiry, serial numbers and variable weight

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1. 1
   What the company has: on hand, reserved for orders, available (on hand − reserved) and its value.
2. 2
   How it is controlled: whether it tracks stock, whether it can go negative, and whether it carries batches, expiry, serial numbers or variable weight.
3. 3
   Which batch goes out first: here FEFO, the one that expires first. Underneath, how the company values its stock.
4. 4
   Its shelf life (suggests the expiry date on receipt), the minimum days left to sell a batch, how far in advance it warns of what is expiring and, with serial numbers, the months of warranty.
5. 5
   Further down, its stock in each warehouse and its batches with stock.

• Batches: every receipt carries its batch and every outgoing movement says which batch it comes from; that way you know who each one was sold to (Traceability).
• Expiry: each batch has its date; expired batches, or those with less life left than the minimum days left to sell, are not sold.
• Serial numbers: each unit has its own (machines, equipment); you know who it was sold to, where it is installed and until when it is under warranty, which starts when it is sold.
• Variable weight: sold by the piece with the actual weight of each one (cheeses, hams). Stock is kept in kilos and the piece is an alternative unit (“1 unit = 2.8 kg”, in Logistics), so each piece moves the kilos it really weighs. It cannot be combined with serial numbers.

These options appear if their feature is switched on (Settings → Features) and cannot be changed once the item has movements: they would change how existing stock has been counted.

#Logistics: units and barcodes

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1. 1
   EAN, weight, volume, units per box and boxes per pallet.
2. 2
   The commodity code and the country of origin, for exporting and for Intrastat.
3. 3
   Other units it is bought or sold in (the box, the pallet, the piece) and how many stock units each is worth.
4. 4
   The codes the scanner recognises: the unit’s EAN, the box’s DUN-14… Each one reads its own unit.

#Purchasing: costs and suppliers

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1. 1
   The standard cost (you set it, for quoting) and the last cost (that of the last purchase received).
2. 2
   Who it is bought from: their reference, the company, the minimum, the multiple, the purchase unit and the price. The ★ marks the preferred one.
3. 3
   Add another supplier.

The preferred supplier is the one proposed by purchase orders and the purchase suggestions; their lead time, minimum and multiple are the ones the suggestions use to work out when and how much to order. Each supplier can apply to every company or to just one.

#Kits

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1. 1
   An item of type kit.
2. 2
   What each unit of the kit contains and how much of each component.

When you sell a kit, what each component contains comes out of stock. If you prefer to keep kits ready assembled (made-up Christmas hampers), they are assembled and disassembled in Stock: the components go out and the kit comes in, at the cost of what it contains.

#Capital goods and custom fields

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1. 1
   The capital goods setting for VAT purposes. It is saved as soon as you change it, without going through Edit.

Mark as capital goods what you buy for your own company and will use for more than a year (machinery, vehicles, furniture): the VAT on purchases of it goes in the capital goods boxes of form 303 (VAT return) and form 390 (annual VAT summary), and it does not count as an expense in form 130. Do not mark it on what you buy to resell.

The Custom fields tab holds the data your company needs and Mercurio does not include (a designation of origin, a format, a season): they are defined in Settings → Custom fields and appear as columns and filters in the list.

Stock in Mercurio comes from a movements ledger: every goods receipt, delivery note, return, transfer, stocktake, kit assembly, service job or adjustment writes a line with what comes in or goes out, from which warehouse, location, batch or serial number, and at what cost. What there is is the sum of that ledger, so stock is never “touched” by hand without leaving a trace: it is corrected with another movement.

Three figures worth telling apart:

• On hand: what there is in the warehouses.
• Reserved: what is set aside for confirmed customer orders that have not gone out yet. It is still in the warehouse, but it already has an owner.
• Available = on hand − reserved: what you can really promise.

#Stock on hand

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1. 1
   The tabs: stock on hand, movements and transfers.
2. 2
   The indicators: items with stock, those below their minimum, batches expiring within 30 days, expired ones, blocked ones and transfers on the way. Click one to filter.
3. 3
   Search for an item by code, name or EAN (also with the scanner).
4. 4
   The filters: a warehouse (otherwise, all of the company’s), family, only with stock, below minimum, what is expiring and how it is controlled (batches, serial numbers).
5. 5
   Assemble or disassemble kits and adjust stock (a breakage, a mistake, opening stock).
6. 6
   Each item with its on hand, reserved, available, minimum, the earliest expiry of its batches and its status (OK, below minimum, out of stock). Click one to see its details.

With the “See costs” permission you also see the stock value: each item’s quantity times its cost according to the company’s valuation method. This is the book value of the stock; for its value on a past date, see Reports → Stock valuation.

#An item in the warehouse

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1. 1
   The item, with how it is controlled (with batches).
2. 2
   Adjust it and, under ⋮, transfer it to another warehouse, assemble kits or go to its item record.
3. 3
   Summary, stock by location and batch, its movements, the orders that have it reserved, and history.
4. 4
   On hand, reserved, available, what is on the way in transfers, and cover: how many days it will last at the pace of the last 90.
5. 5
   Each warehouse with its on hand, reserved and available, and its restocking parameters: minimum · reorder point · maximum. In amber, those below their minimum.
6. 6
   What has gone out each month (sales, consumption and assembly): its seasonality and whether it is moving.

Click a warehouse in By warehouse to change its parameters (with “Move stock” or “Plan”):

• Minimum stock: below it, the item shows as below minimum.
• Reorder point: when it gets here, it is time to order. Safety stock: the buffer for the unexpected.
• Maximum stock: stock is replenished up to here (it is what the purchase suggestions propose).
• Picking location and reserve location: where goods are picked from and where the rest is kept.

Leave blank whatever you do not want to control: whatever you do not set, the suggestions work out from the sales forecast.

12

1. 1
   What there is in each warehouse, line by line: the location (aisle, rack, level and bin), the batch with its expiry date, and the quantity.
2. 2
   The branch does not use locations: each line is a batch with its expiry date and quantity. Van-sales vans are warehouses too: their load is your stock.

#How stock goes out: FIFO, LIFO and FEFO

When an order is picked or a delivery note is issued, Mercurio suggests which batch or serial number goes out according to the item’s (or its family’s) picking policy:

It never suggests a batch that is expired, quarantined, blocked or recalled, or one with fewer days left than the item’s minimum days left to sell, or stock reserved for another order. The picker can choose others by hand.

#Adjustments and write-offs

Adjust (in the Stock on hand bar or on the item’s record) is for anything that does not come from a document. Choose the type, the warehouse, the batch or serial number and the location if the item has them, the quantity and the reason (it stays in the ledger with who did it):

• Adjustment: corrects upwards or downwards (a mistake, something that turned up).
• Write-off: removes what has been broken, has expired or been lost. It always subtracts.
• Opening stock: what there is when you start using Mercurio, at its cost. It always adds.

To square up the stock of a whole warehouse, a stocktake is better: it counts, compares and adjusts in one go.

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1. 1
   The warehouse; above it, the item and how much of it there is in that warehouse.
2. 2
   The type: adjustment, write-off or opening stock.
3. 3
   For an adjustment, whether stock comes in or goes out.
4. 4
   The location, the batch (with its expiry date if it is new), the quantity and, with variable weight, the actual weight: whatever the item needs.
5. 5
   The reason; below, those from the latest adjustments, to pick with one tap.
6. 6
   Makes the adjustment: it goes into the movements ledger.

#The movements ledger

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1. 1
   Search by item, by document (the reference) or by batch.
2. 2
   Filter by warehouse, type (purchase, sale, transfer, adjustment, write-off, stocktake…), ins or outs, and dates.
3. 3
   Export it to a spreadsheet (for the accountants or an audit).
4. 4
   Each movement with its date, type, item, warehouse, batch or serial number, the quantity (outgoing ones in red) and the document that produced it, and for whom.

#Transfers between warehouses

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1. 1
   Transfers in transit, units on the way, the oldest not yet received, drafts and those that arrived short.
2. 2
   Filter by status and by warehouse (sending or receiving).
3. 3
   Prepare a transfer.
4. 4
   Each transfer with its number, its date, from where to where, how many lines and units, shortages and its status.

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1. 1
   Where it leaves from.
2. 2
   Where it is going: another warehouse, a shop or a van.
3. 3
   Who is taking it (optional).
4. 4
   The items, with the scanner or by searching: those with stock at the source are offered. Batches are chosen automatically when it is sent.
5. 5
   Save it to send later, or save it and send it now: the goods leave the source.

#Warehouses, locations and vans

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1. 1
   Warehouses are set up in Settings → Warehouses (by the administrator).
2. 2
   Main sites and branches, each with its manager and its locations. The ★ marks the default one.
3. 3
   The van-sales or service vans: mobile warehouses that load up at the central warehouse and sell or repair on the road.
4. 4
   A warehouse, a shop, a van or consignment stock at a customer’s premises.

Each warehouse belongs to one company and has its own stock. The types: warehouse (receives, stores and dispatches), shop (sells over the counter), van (mobile warehouse) and consignment stock (your goods at a customer’s premises until they sell or use them). With the “Locations” feature, each warehouse has its locations with an aisle, rack, level and bin code (A-03-2-B), a type (picking, reserve, goods-in, dispatch, quarantine, cold storage, returns) and a walk sequence, the one picking follows; they are generated by ranges in one go. Without the “Multiple warehouses” feature, each company works with just one.

A stocktake compares what Mercurio says with what is really on the shelves. When you open it, a snapshot is taken of what there is (the expected quantity), then it is counted (on the web, with the PDA or the mobile in the warehouse app, or on paper with the count sheet) and, when you adjust stock, each difference corrects the stock. Whatever moves while you count (a delivery note going out, a goods receipt coming in) is taken into account: there is no need to shut the warehouse.

#The list of stocktakes

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1. 1
   Counts in progress, lines still to be counted, warehouses that have gone more than a year without a full stocktake and those adjusted this year.
2. 2
   Filter by status and warehouse.
3. 3
   Start a count.
4. 4
   Each stocktake with its warehouse, the type (and, if it is blind, the crossed-out eye), how much has been counted, the lines with differences, when it was opened and by whom, and its status.

#Opening a stocktake

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1. 1
   The warehouse being counted.
2. 2
   Full (the whole warehouse), partial (some families, zones or aisles) or cycle count (by ABC class).
3. 3
   In a cycle count, which classes are counted this time.
4. 4
   Blind count: the person counting does not see what there should be, and counts what they see without being influenced.
5. 5
   Opens the stocktake and takes the snapshot of what there is.

#Count

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1. 1
   The stocktake, its status and whether it is blind.
2. 2
   The count sheet as a PDF, for counting on paper.
3. 3
   When it has been counted: adjusts the stock and closes the stocktake.
4. 4
   How many lines it has, how many have been counted and how many have differences.
5. 5
   Scan the code (or type it) and press Enter. A GS1-128 code also carries the batch and the expiry date.
6. 6
   The location (it stays set between scans), the batch, its expiry date if it is new, or the serial number.
7. 7
   Add: each scan adds the quantity. Set: the quantity replaces what has been counted.
8. 8
   The lines: all, not counted, counted or with differences, and a search box.

Each line is an item in a location, with its batch or serial number: the expected quantity (what there was in the snapshot), the counted quantity and the difference. To correct a count, click the line. In a blind stocktake, the expected quantity is only visible to those who can adjust stock.

#Reviewing and adjusting

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1. 1
   How many counted lines do not match. With “See costs”, also the value of the surplus, the shortfall and the net.
2. 2
   What is left not counted and what will be done with it when you adjust.
3. 3
   The lines with differences, from the highest value to the lowest: expected, counted and difference.
4. 4
   Adjust stock once everything has been reviewed.

Check large differences before adjusting: they are usually a counting or location mistake (something counted in the next bin). When you click Adjust stock you choose what to do with what was not counted:

• Leave it as it is: the usual choice in a partial or cycle count; only what was counted is adjusted.
• Set it to zero: the usual choice in a full stocktake; if it was not counted, it was not there.

Each counted line adjusts the stock to what was counted, taking off what moved between the snapshot and the count. The stocktake is left adjusted and its adjustments go into the Stock ledger as stocktake movements. An open stocktake can be cancelled (under ⋮): what was counted is lost and nothing is adjusted.

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1. 1
   What it does: adjusts every counted line, allowing for what has moved since the snapshot, and closes the stocktake. Below, how many lines have a difference and how many are still uncounted.
2. 2
   The usual choice for a partial or cyclical count: only what was counted is adjusted.
3. 3
   The usual choice for a full count: anything not counted was not there.
4. 4
   Adjusts the stock with the chosen option.

A batch groups together the units of an item that were made together: they arrive with their code and expiry date and, since every receipt and every outgoing movement says which batch it belongs to, Mercurio always knows which supplier each batch came from, where it is now and which customers it was sold to. This is what you need if a manufacturer warns of a defect or a health authority orders a product to be recalled. The same applies, one by one, to units with a serial number (machines, equipment).

#Batches

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1. 1
   The tabs: batches, batch alerts and serial numbers.
2. 2
   Batches with stock, those expiring within 30 days, expired ones with stock, blocked or quarantined ones, recalled ones and open alerts.
3. 3
   Search by our batch, by the supplier’s batch or by item.
4. 4
   Filter by status, by expiry (expired, 7, 30 or 90 days) and only with stock.
5. 5
   From the earliest to expire to the latest: the item, the expiry date with the days left (in amber, those expiring soon), the status, the stock and the supplier.

A batch can be available, quarantined (while it is being checked: a lab test, a complaint), blocked (not sold or transferred until it is released) or recalled from the market. The last three still count as physical stock, but picking does not suggest them: they cannot be sold.

#A batch’s record

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1. 1
   The batch, its item and its status (here, recalled and with an open alert).
2. 2
   Open a batch alert; under ⋮, release it, quarantine it, block it, correct its details or export who received it.
3. 3
   Summary, traceability, movements, alerts, tasks and history.
4. 4
   Why it is in this state and the alert in progress, with its reason.
5. 5
   What is left, what was received, what was sent to customers, to how many customers, and the days until it expires.
6. 6
   Item, supplier batch, expiry date, manufacturing date, supplier and first receipt.
7. 7
   Where it is now: the first thing to set aside in a recall.

#Backwards and forwards

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1. 1
   Backwards: each receipt of the batch, with its date, the supplier, the document and the warehouse.
2. 2
   Here, a purchase from its supplier: the goods receipt and the quantity received.
3. 3
   Forwards: each customer who received it, with the net quantity delivered, their last delivery and their delivery notes or invoices (click one to open it).

Further down are the other outgoings (write-offs, consumption), the kits it was assembled into and what is left. With the “Contact details” permission, each customer shows their phone and email so you can notify them. Export who received it (under ⋮) downloads that list to a spreadsheet.

#Quarantine and blocking

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1. 1
   The batch’s status.
2. 2
   And its reason: here, received with the lorry’s cold chamber out of temperature range, waiting for the lab.
3. 3
   Once it is resolved, Release makes it available for sale again.

From ⋮ on the batch’s record, each change of status asks for its reason and is kept in the history: quarantine (while it is checked), block (not sold or transferred), recall from the market and release. If you also need to notify the customers who received it, a batch alert is better: it recalls or blocks the batch and keeps track of the notifications.

#Batch alerts

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1. 1
   The type of alert (recall, notice or block), the batch and its status.
2. 2
   The list of customers for the health authority and, once everything is resolved, closing the alert with its conclusion.
3. 3
   The progress: customers affected, how many have been notified, how many have confirmed and how much of what was delivered has been returned.
4. 4
   Type, reason (what customers are told), who raised it, the expiry date and the batch’s status.
5. 5
   All, those still to be notified, those still to confirm and those confirmed.
6. 6
   Each customer with what was delivered to them: record notified by… (email, phone or visit), acknowledged, the return and notes.

The types of alert:

• Recall: the batch is recalled and customers are asked to return it.
• Notice: customers are informed (a label change, a precaution); the batch is blocked in the meantime.
• Block: the batch is blocked while it is investigated; who it was delivered to is noted in case they need to be notified.

When you open it, the list of customers who received the batch is fixed, with what was delivered to each. Whatever they return comes in later with a customer return. Open alerts appear in the Batch alerts tab, with their progress.

#Serial numbers

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1. 1
   Units in stock, sold, installed at customers’ premises, under repair, under warranty, and those whose warranty ends within 30 days.
2. 2
   Search for a unit by its number, its item or its customer.
3. 3
   Each unit with its item, its status, where it is (warehouse or customer) and its warranty.

A unit’s record says where it is (in a warehouse or at a customer’s premises), when it came in and was sold, and its warranty, which starts when it is sold, for the months set on the item. Its tabs show its movement history, the contracts it is installed under and the service jobs. A fault under warranty is not invoiced: Service checks this automatically.

Logistics is the path an order takes from the moment it is confirmed until the customer signs for it. It is handled in four tabs —Picking, Packing, Shipments and Deliveries—, and each one appears when its feature is switched on (Settings → Features) and your profile is allowed to do it:

The warehouse manager and the operatives prepare; whoever organises shipping decides whether each delivery note goes with a carrier or on one of your own routes; the driver delivers from the phone. Everything that happens in the warehouse can also be done with the Warehouse app, on a handheld terminal or a phone, by scanning codes.

#Picking: what has to be prepared

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1. 1
   The warehouse’s indicators: orders to prepare, how many have stock shortages, the units waiting, the open picking lists, those finished today and the lines picked short in the last week.
2. 2
   The orders to prepare in this warehouse that are not yet in any picking list, by delivery date: today’s and the late ones first.
3. 3
   All of them, only those due today (or that should already have gone out) or only those with shortages.
4. 4
   Selects every order in the list at once.
5. 5
   Creates the picking list for the selected orders: with one, a single order list; with several, a wave.
6. 6
   The box to select the order and, on the row, the customer, the town, the lines, the units and the weight still to go, with its delivery date.
7. 7
   Prepare just that order, without selecting it.

Each order carries its tags: the delivery date (in red if it should already have gone out), Partly shipped if something went out before and, in red, out of stock with the lines that have no stock in the warehouse (hover over it to see which items). An order with shortages can still be prepared: whatever there is gets picked and the rest stays pending on the order for the next picking list.

Below are the warehouse’s picking lists, open ones or all, with their progress (lines picked out of the total), their units, their shortages and who is preparing them; Mine leaves only yours.

#Preparing a wave

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1. 1
   A wave puts the lines of several orders into a single walk through the warehouse; when it is finished, each order gets its own delivery note.
2. 2
   If any order has shortages, it says so: whatever there is gets prepared and the rest stays pending.
3. 3
   Who prepares it: they get a notification and see it under Mine and in the warehouse app. With nobody assigned, whoever opens it first takes it.
4. 4
   Creates the picking list and opens it.

#The pick list

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1. 1
   The picking list number, whether it is a single order or a wave, its status, the warehouse and who is preparing it.
2. 2
   Finish closes the picking list and creates one delivery note per order with what was picked.
3. 3
   Pick everything proposed in one go, assign it to someone else, print the picking sheet or cancel it.
4. 4
   The pick route (with the lines still to pick), the orders it carries and its history.
5. 5
   The lines it has, those picked, the shortages and the units.
6. 6
   Each line, in route order: the location, the item, the batch with its expiry date, the order it goes to and the quantity; in green, already picked.
7. 7
   The pencil: pick from another batch, from another location or a smaller quantity (with the reason for the shortage).

The list follows the walking order through the warehouse (that of its locations, set under Settings → Warehouses) and, within each location, by item and by the batch that expires first. The batch is proposed by each item’s issue policy (FIFO, FEFO…): never a blocked or expired one, or one reserved for another order. A line in amber was picked short (and says why: breakage, not found, expired…); one in red had no stock when the picking list was created: if the goods turn up, pick it with the pencil.

Clicking Finish creates the delivery notes for its orders with what was picked, their batches and their locations; if you tick Issue the delivery notes, they are issued straight away with their number and the stock is taken out (if not, they stay as drafts so you can check them in Delivery notes). Whatever was not picked counts as a shortage and its order is still pending for the next picking list.

#Packing: parcels and labels

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1. 1
   The delivery notes in the period, how many are still to dispatch (and of those, how many have no parcels), how many go with a carrier or on one of your own routes, and the parcels.
2. 2
   By default, the ones to dispatch from the last 7 days: what still has to go out.
3. 3
   Each delivery note with its customer, the destination, the weight of its lines, its parcels and its situation: no parcels, to dispatch, in a shipment or on a route. Click one for its parcels.

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1. 1
   The labels of all its parcels as a PDF, to print them and stick them on.
2. 2
   Send it out: with a carrier (Create shipment) or on one of your own delivery routes (To a route).
3. 3
   Who it is going to: recipient, address and delivery hours.
4. 4
   The delivery note: which order and which picking list it comes from, its lines, the weight of the lines and the total.
5. 5
   Add another parcel: a box, a pallet, an envelope…
6. 6
   Each parcel, with its SSCC at the top: the type, the real weight and, for a pallet, its dimensions.

Each parcel gets an SSCC (Serial Shipping Container Code) when it is saved: 18 digits that identify it all along the way and that its label carries as a GS1-128 barcode with application identifier (00). It is what the carrier scans on collection and the customer on receipt. Enter the real weight of each parcel (the carrier charges by it): with no parcels, a shipment creates one with the weight of the lines.

#Shipments with a carrier

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1. 1
   The carrier and its service (24 h, 48 h…).
2. 2
   The delivery notes that travel together: the selected one and, if there are any, those for the same destination that have not left yet (tick them so they go in the same shipment).
3. 3
   The day the carrier comes to collect it and what the carriage costs, if you know it.
4. 4
   Whether the carrier collects payment on delivery (and transfers it to you later), with the amount.
5. 5
   Create shipment leaves it ready; Create and label also requests the label and the tracking number from the carrier.

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1. 1
   Its status, the carrier, the service, the parcels and the weight.
2. 2
   The tracking number: copy it to give it to the customer or open the carrier’s website.
3. 3
   Where it is: each step with its time; in grey, the ones that have not happened yet.
4. 4
   Who it is going to, when it is collected and the carriage.
5. 5
   Print its labels again.

The Shipments tab shows them all, with what is worth keeping an eye on at the top: those on the way, those not labelled (without a label the carrier will not take them), those awaiting collection, the delivered ones, the exceptions (recipient absent, wrong address, damage…), the average delivery time and what is still to be collected cash on delivery. A shipment can be cancelled until it has been collected: its delivery notes go back to waiting to be dispatched, with their parcels.

#Own delivery: the routes

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1. 1
   The route: its day, its status, the driver and the vehicle.
2. 2
   When planned, Start the round; while out for delivery, Close the route on return (with the odometer reading). Edit changes the driver, the vehicle or the notes.
3. 3
   The stops, the delivered ones, the failed ones, what was collected and the kilometres.
4. 4
   See the route on Google Maps, optimise the order of the stops and add delivery notes waiting to be dispatched.
5. 5
   Each stop’s menu: on a pending one, directions, move it up or down and remove it from the route; on one already done, view the proof of delivery.
6. 6
   Each stop in order: the customer, the address, the delivery note with its parcels and amount, the delivery hours and, once delivered, who received it, at what time and whether there is a signature or photo; if it could not be delivered, the reason.

Deliveries shows the day’s routes (change the day with the arrows), with what has been delivered, what is pending, what could not be delivered, what was collected and the kilometres. A route is a day, a driver and a vehicle with the delivery notes they deliver, in order: it is created with New route and delivery notes are added to it from here or from each one’s parcels (To a route).

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1. 1
   The signature of whoever received it, with their name and the time.
2. 2
   The photo of the delivery, if the driver took one.
3. 3
   Where the driver was when delivering, on the map.

If a stop could not be delivered, its delivery note is free again: call the customer (the driver left the reason: nobody there, closed, refused…) and add it to the route of whichever day suits. When a route is closed with pending stops, they stay pending for another one.

#My deliveries: the driver’s phone

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1. 1
   Their routes for today, with what is still to be delivered on each: tap one to see it.
2. 2
   The route for what is left, on the map, and Close the route on your return, with the odometer reading. Before setting off, Start the round appears in its place.
3. 3
   The next stop: call the customer, get directions, deliver or record that it could not be delivered. The ones already done stay folded away at the end.

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1. 1
   Who receives it (and their ID number, if needed).
2. 2
   The signature, with a finger.
3. 3
   A photo of the parcel delivered.
4. 4
   Collecting payment in hand and whether it was a partial delivery.
5. 5
   Confirms the delivery.

#Carriers and GS1 codes

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1. 1
   How the company’s parcels are numbered: the GS1 prefix and the SSCC extension digit.
2. 2
   Add another carrier.
3. 3
   The carriers with their mode (simulated or live), their services (the first one is the default), your customer number and whether it is active.

In a carrier’s record you choose its adapter (SEUR, MRW, GLS, Correos Express, DHL…), the mode —simulated generates the tracking number and the events in that carrier’s real format; live talks to its API, with the credentials stored encrypted under Integrations—, its services, your customer number and the tracking link, with {seguimiento} where the number goes: that is how its website opens from each shipment.

A contract is what a customer is invoiced at regular intervals without anyone having to remember: the rental of a coffee machine, the maintenance of a glass washer, coffee supplied with a monthly minimum. Each contract states what is invoiced (its lines), how often (monthly, quarterly, yearly…), on what day and how it is collected, when the price goes up and what it covers if someone has to go and repair its machines. Contracts belong to the company selected at the top: in the demo, those of Alacena Servicios.

#The list

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1. 1
   The fees: what the active contracts invoice per month and per year, how many there are, what each customer pays on average and how many already have an invoice due.
2. 2
   How the portfolio is moving: new contracts and cancellations over the last year, the churn rate, what customers owe for returned direct debits and the suspended contracts.
3. 3
   What the contracts invoiced each month, with the current month on the right.
4. 4
   The search box: by number, customer or description.
5. 5
   The filters: the status (active ones by default), those that already have an invoice due and saved views.
6. 6
   Which columns are shown, exporting what is filtered to a spreadsheet and reloading.
7. 7
   The list, most recent first: number, customer and description, the monthly fee, the frequency, the next invoice and the status. Click a row to open its record.

The monthly fee is that of today’s fixed lines: a contract that only charges for usage (coffee by the kilo, copies on a photocopier) has no fixed fee and shows a dash. Whoever can create contracts also sees the New contract button.

#A contract’s record

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1. 1
   Its number and status; below, the customer and the description.
2. 2
   Depending on your profile and its status: activate it, invoice it now, record usage, suspend it, reactivate it, end it or go to the customer.
3. 3
   The tabs: summary, lines, invoices, plan, usage, reviews, technical service, tasks and history.
4. 4
   The monthly fee, what is invoiced each period, the next invoice and what the customer still owes on this contract.
5. 5
   How and when it is invoiced: frequency, day, in advance or in arrears, pro-rating, start, end and how far it has been invoiced.
6. 6
   The minimum term, what happens when it reaches the end (automatic renewal, manual or none) and the price review: by CPI, a fixed percentage or by hand.
7. 7
   Payment: the payment method and, if it is a direct debit, the SEPA mandate it is collected under.
8. 8
   What it covers when someone has to go and repair its machines, where the service is provided and which machines it has.

The record opens in the panel on the right, read-only: whoever has the «Edit contracts» permission also sees Edit. A contract invoiced in advance invoices each period on the day it starts (usual for a rental); one invoiced in arrears, on the day after it ends (typical of usage, which is not known until then). With pro-rating, the first and last periods are invoiced for the days actually used.

#Lines and usage

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1. 1
   Each line, fixed or usage-based, with its price, the monthly minimum, the installed machine (by its serial number) and its preventive maintenance.

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1. 1
   Each reading: how much, on what day, who recorded it (the technician, the portal, the office) and whether it has been invoiced.

There are two kinds of line:

Usage readings are recorded by the technician on a visit, by the customer from the portal or by the office from More actions → Record usage. When a period is invoiced, what was recorded between its dates is added up; a reading that has not been invoiced yet can be deleted if it is wrong.

#Price reviews and billing plan

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1. 1
   Each review applied: the percentage, from when, and each line’s price before and after, so you can explain it to the customer.

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1. 1
   What it will be invoiced over the next 12 months, invoice by invoice, at today’s prices.

The price review is applied automatically in the contract’s anniversary month: it raises the lines marked as reviewable by the year-on-year CPI published by the INE that month (simulated in the demo) or by the agreed percentage. The notice comes beforehand, with the days’ notice the contract states, so you can talk to the customer in good time. The plan is a forecast, not a commitment: usage and reviews are added when invoicing.

#Suspension for returned direct debits

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1. 1
   The status and, in red, how many direct debits have been returned.
2. 2
   Why it is suspended and how it comes out of it: automatically, as soon as what was returned is collected.

When the bank returns a direct debit on a contract, the due date becomes outstanding again with its charges. If the number of returned direct debits set in the settings is reached (three in the demo), the contract is suspended automatically: it stops being invoiced, although the machines stay at the customer’s. As soon as what was returned is collected (in Treasury → Receivables and payables), it is reactivated automatically and is invoiced again from the period that is due; the suspended periods are not invoiced. You can also suspend it by hand (a closure for building work, for example) and reactivate it later with Reactivate.

#Invoicing the recurring fees

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1. 1
   Up to what date to invoice: today, this week, end of month, end of next month or the day you choose on the calendar.
2. 2
   The batch: how many contracts, their net amount, how many are collected by direct debit and whether automatic billing is switched on.
3. 3
   Each contract with its period and net amount; clicking it shows its lines (fixed ones pro-rated if necessary and the recorded usage). Untick any you do not want to invoice yet.
4. 4
   Invoice the batch as drafts, to check the invoices before issuing them, or issued straight away.
5. 5
   What the active contracts will invoice each month of the coming year: to forecast cash flow.
6. 6
   Price reviews in the next 31 days, so you can warn customers in time (shown when the “Price review” feature is on).

The Billing run tab is visible to whoever has the «Invoice recurring fees» permission. It is a preview: nothing is invoiced until you click Invoice as drafts or Invoice and issue and confirm. Invoices are grouped by customer when the contract says so (One invoice per customer); any invoice that cannot be issued (because some detail is missing, for example) stays as a draft with its reason, and the result is shown right here with a link to each one.

#Automatic billing

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1. 1
   What the system does every morning: nothing (you invoice), prepare the invoices as drafts or issue them directly.
2. 2
   How many days in advance it invoices the periods that start, so the direct debit arrives in time.
3. 3
   How many unpaid returned direct debits suspend a contract (with «Never», none is suspended automatically).
4. 4
   Saves the company’s settings.

Every morning the system invoices what is due, applies the price reviews on their anniversary and counts each contract’s returned direct debits. As drafts is the prudent choice to start with: you check the invoices and issue them yourself from Invoices or from the notice on this same tab (Issue them).

Breakdowns of a contract’s machines are handled by Technical service with the contract’s cover: whatever is covered is not invoiced.

A job is a technical service visit to a customer’s machine: a breakdown, an installation, a removal or maintenance. It starts from a call-out (by phone, email, from the customer portal or the one preventive maintenance creates automatically), is assigned to a technician with a day and time, the technician starts it on arrival, finishes it with the solution and the customer’s signature and, afterwards, it is closed to an invoice or delivery note with whatever the contract and the warranty do not cover.

#Jobs

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1. 1
   The indicators: open jobs, unassigned call-outs, urgent ones, today’s visits, finished jobs to close, how long it takes to fix a breakdown and how many are fixed first time.
2. 2
   The search box: by number, customer, problem or the machine’s serial number.
3. 3
   Which jobs: open, finished and to be closed, closed and invoiced, or cancelled; and the priority.
4. 4
   My jobs: only yours. A technician has it ticked from the start.
5. 5
   Add a call-out.
6. 6
   The list: open jobs by urgency and planned date, with the priority, the customer and the problem, the machine, the technician, when and the status. Click one to open its record.

Open jobs are listed by urgency and, within each level, by planned date; closed ones, from newest to oldest. An overdue job (its planned date has passed and it is still not done) comes first among those of its urgency.

#A job’s record

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1. 1
   The number and type, the status and priority; below, the customer and their machine.
2. 2
   The action due now according to its status: Assign, Start, Finish or Close.
3. 3
   Edit it, change the technician or date, put it back to assigned, cancel it with a reason, see its document or go to the customer.
4. 4
   The tabs: summary, work and parts, the machine, tasks and history.
5. 5
   Who goes, when, the hours and who pays (the cover).
6. 6
   The call-out: what is wrong, how it came in, when, the contact and the address.
7. 7
   The work: diagnosis, solution, when it started and ended, the kilometres and the planned duration.
8. 8
   Why a contract or the warranty covers it (or not); and, alongside, the customer’s signature.

The cover is decided by the database when the job is created: if the machine is under an active contract, the contract’s; if not, whether it is under warranty; if not, it is chargeable. It can be changed by hand (and the record says so).

#Work, parts and machine

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1. 1
   The parts, the hours and the call-out, each covered or chargeable according to the job’s cover.
2. 2
   How many lines will be invoiced on closing; an empty price is the customer’s price list price.

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1. 1
   The machine by its serial number: its status and warranty.
2. 2
   The contract that covers it.
3. 3
   Its previous jobs, with the problem and the solution: check what failed last time before you go.