The current version 1.7.5 of the Enterprise software gFM-Business has a wide range of functions to optimize workflows in companies and manage a variety of data. So that the start with the CRM- and Merchandise management system As we want gFM-Business to run as smoothly as possible, we have summarized instructions in this article on how to install and set up gFM-Business as a single-user version under Mac OS X or Windows. We describe the installation, how to enter important master data and default settings for the company, how to create and import new articles, customers and documents and how to set up the Interface for Gambio-based online stores. These instructions are valid for the single-user version of gFM-Business Light and for the demo version of gFM-Business.
Installation of a gFM-Business single user version
The single-user version of gFM-Business Light and the demo version of gFM-Business can be easily installed on your computer using an installation program on both Mac OS X and Windows. You can download a demo version of gFM-Business from the Support & Downloads for Mac OS X or Windows.
For the installation under Mac OS X, a new drive is connected via DMG file, which contains the program "Install gFM-Business" and a quick start guide in PDF format. Under Windows, the installation program is called "Setup_gFM_Business.exe" and, like its Mac counterpart, can be started simply by double-clicking. During the installation of gFM-Business, two components are copied to your hard disk: the database directory, in which all gFM-Business databases are located, and the system directory, in which all documents from gFM-Business will later be saved.
Under Windows, gFM-Business is installed completely in the document directory of the logged-in user - under Mac OS X, the databases are installed in the program directory of the Mac and the system directory in the document folder of the logged-in user. Under Windows, a gFM-Business shortcut is set up on the desktop by default - under Mac OS X, a gFM-Business shortcut can be dragged and dropped from the program directory into the dock.
The first launch of gFM-Business
To start gFM-Business under Mac OS X, double-click the program [gFM-Business]which is located in the directory [gFM-Business] of the Applications folder on your Mac. Under Windows, double-click the shortcut [gFM-Business] on the desktop of your computer. The login for the first start of gFM-Business is:
- User: gfmbusiness
- Password: gfmbusiness
After entering the above-mentioned user data, you will find yourself in the main menu of gFM-Business, where a welcome wizard is displayed after the first start. The wizard allows you to enter the most important master data and to export or import data as part of a software update.
We recommend that after the first start in the context of the setup under [Settings > User] to create the users you want and the default user "gfmbusiness" for data protection reasons.
Selecting the system and document directory
Every installation of gFM-Business requires a directory in which the created or archived documents can be saved. In the single-user versions, this directory is usually located in the document folder of the logged-in user and is automatically added to the standard directories during installation. It is therefore only necessary to select the system and document directory if the documents are to be saved in a different location or if gFM-Business cannot find the directory and prompts you to select the directory.
The system and document directory has the following structure:
- gFM-Business - System and document directory
- Actions - Directory for file attachments in the action chronicle
- Offers - Directory for offer documents
- Archive - Directory for archived documents
- Orders - Directory for order confirmations
- Documentation - Directory for the gFM Business documentation in PDF format
- Export - Standard directory for data exports
- Credit notes - List for credit memo documents
- Performance logs - Directory for time recording service logs
- Delivery bills - Directory for delivery note documents
- Lists - Standard directory for printed lists
- Reminders - List for reminder documents
- Invoices - Directory for invoice documents
- SEPA - Directory for exported SEPA files
- System - System directory for gFM-Business
- Temp - Temporary directory for gFM-Business
- Dates - Directory for exported appointments in ICS format
- Update - Directory for temporary databases during a software update
- Business cards - Standard directory for business cards (vCards)
When installing a gFM-Business Professional multi-user version, it often makes sense to install the system and document directory on a network drive rather than locally on one computer, so that all computers in the same network can access the directory. Network drive. If the system and document directory is copied to another drive, gFM-Business must be informed of this new path, which can be done under [Settings > Company master data] takes place. Click on the arrow symbol in front of the system path to open a dialog in which the new path can be set.
Saving company master data
Under [Settings > Company master data] all master data that relates to your company, recurs during your work with gFM-Business and is used for print layouts, for example. All data entered in this mask under [Address and letterhead] will automatically appear in all gFM-Business print layouts. On the right-hand side of this screen, you can insert a company logo as an image file, which will also be used on all print layouts. Under the register buttons [Bank details] and [Locations] you can enter as many additional bank details and branches of your company as you wish.
Under [Settings > Preferences] all the default settings that gFM-Business should use in the future are saved. This menu item contains the following tab buttons:
- Texts/PathsText templates for sending invoicing documents by e-mail. All templates support the same placeholders as templates in the Correspondence module.
- InvoicingDefault settings for the invoicing module such as any number of payment types, settings for all number ranges, article revenue accounts, default currency, VAT rates, posting accounts and statistics records. The details for the standard financial account and standard receivables account are entered when creating new posting records in the Cash book used.
- CurrenciesSettings and current exchange rates for foreign currencies. Foreign exchange rates can be updated at the touch of a button via an ECB service.
- ArticleProduct categories, article options and option values as well as value lists for free selection, free fields and business areas, creation of any number of price groups/customer groups with which special prices and graduated prices can be mapped.
- Value listsManage all value lists from which you want to select within gFM-Business.
- Fields: In this screen you manage all freely definable fields for the Article management in CRM and for all document types in the invoicing module. Each field can have an individual label, a special input type and, optionally, its own Value list have.
- DialogsIn this screen you can specify which standard input values are to be entered in dialog boxes within gFM-Business when creating new data records. This information can also be saved on a user-specific basis, so that users from different departments can have different default input values.
- Devices: Here you can add as many printers, scanners and e-mail addresses (SMTP-Server) for use in gFM-Business. You can also activate the interface for Gambio-based online stores in this screen.
Set up paths for print layouts
Under [Settings > Print layouts] all print layouts available in gFM-Business are displayed. In order for gFM-Business to save all printouts in the correct directories as PDF files, the following must be done for each Print layout the corresponding storage path must be specified.
For this purpose, you will find the function [Set all paths]which can be used to set up the storage paths of all print layouts in one step. After selecting this function, a corresponding dialog appears in which you simply select the system/document directory in which all other directories are located. gFM Business then automatically sets the paths of all standard print layouts to the path you have set.
Save settings on a user-specific basis
Under [Settings > User] you can set individually for each user which menu items should be visible in the main menu and in the navigation. In addition, under the tab [Dialogs] the default input values for dialog boxes can be set user-specifically.
Input or import of article master data
The basic setup of gFM-Business is now complete. In the next step, you can now start entering article master data for your products or importing it from an external file.
For the import of article data from external files, you will find in the document directory "Export" the sample file Export_Article.xlsx in Excel format. If you format the export file with your articles in this form, you can import your articles into gFM Business without having to adjust the field sequence. Any number of article attributes, suppliers and an article stock can be entered for each article. To import data records from an external file, select the main function [Import data] off. Please note that the main function can only be selected if there is at least one item in the Database is located. If the database is still empty, first create an empty article to select the function. The sample files for importing article and customer data can also be Downloaded become.
Input or import of customer data
Once you have maintained your article master in gFM-Business, you can start entering or importing customer data. To import customer data from external files, you will find the document directory "Export" the sample file "Export_Customers.xlsx" in Excel format. If you format the export file with your customer addresses in this form, you can import your customers into gFM Business without having to adjust the field sequence. Any number of addresses and contact persons can be saved for each customer.
Enter under [MySQL settings] enter the server and login data for the MySQL database of your Gambio-based online store at [FTP settings] the server and login data for FTP access to your online store. Due to different store configurations, we strongly recommend that you first test the functions of gFM-Business with a test store. With all other settings, you can define which information should be entered by default when creating or importing new items.
Import of manufacturers, categories, customer groups and options
Once the master data of the online store has been entered, you can import manufacturers, product categories, customer groups and product options from your Gambio GX2 online store. All imports are available as a main function under [Settings > Online store] available. After the import, all corresponding data from the online store is available under [Settings > Preferences > Articles] available. Previously entered product categories, manufacturers, customer groups and product options are overwritten when importing from the online store.
Importing data from Gambio online stores
After activating the online store interface, the import function of the modules [Customers], [Article], [Invoicing > Orders] and [Invoicing > Invoices] the new menu item "Gambio online store" is available. After selecting this menu item, a new window opens in which all data records on the store server are displayed.
Data records already imported into gFM-Business are highlighted in color. In the lower Function bar There are buttons to mark all data records or data records that have not yet been imported and to remove the corresponding markings. The online store interface allows you to import customers, articles and orders, either as an order or directly as an invoice.
Export of articles to Gambio online stores
After activating the online store interface, you will find the following under [Articles > Article master > Online store] a new tab in which all shop-relevant data for an item can be maintained and items can be exported to the online store. After clicking on the [Shop export] button, a dialog appears in which you can select whether the current item or all accessed items should be exported to the online store. In this way, for example, certain items can be selected and specifically updated on the online store server.
Markus Schall has been developing individual databases, interfaces and business applications based on Claris FileMaker since 1994. He is a Claris partner, FMM Award winner 2011 and developer of the ERP software gFM-Business. He is also a book author and founder of the M. Schall Publishers.
And if you don't use Gambia, how do you import?
In principle, data can be imported from a file using the same function. Simply select the main function [Import data] and select [File] in the following popover dialog. A sample file for importing without adjusting the field sequence can be found in the gFM Business document folder [Export].