gFM-Business 4.0 ERP software with many new features released

gFM-Business 4.0 ERP-Software für Mac, Windows und iOS

Today we released the brand new gFM-Business 4.0 ERP software for Mac, Windows and Apple iOS. The new version of the software, which is based on the FileMaker platform, contains numerous new functions such as an integrated e-mail client, new online shop interfaces based on the REST API, a ticket system for automated tracking of support cases, several enhancements in the statistics module and many other new functions in CRM and billing. Read in two separate articles on gofilemaker.de how you can set up the integrated e-mail client and the new online shop interface and use them with your online shop. The following article contains an overview of all new functions in the gFM-Business 4.0 ERP software. gFM-Business 4.0 is now available for download and can be purchased in our online shop. Customers with a valid license for a previous version can obtain the new version at a reduced upgrade price.

Integrated e-mail client for sending and receiving e-mails

gFM-Business 4.0 now includes an integrated e-mail client with which e-mails can be received and sent on any number of POP3 or IMAP accounts. All e-mail dispatch functions contained in gFM-Business are now carried out with the integrated e-mail client. Received e-mails from known e-mail addresses from the CRM module “Customers” are automatically assigned to the corresponding customers.

[Kunden - Ereignisse - E-Mails]

E-mails can be viewed and edited in the new window of the integrated e-mail client, in the CRM module “Customers” under [Events > E-mails] and in the “Correspondence” module under [Correspondence > E-mails]. To all Functions of the integrated e-mail client you will find on gofilemaker.de a separate contribution.

New online shop interfaces on REST-API basis

Onlineshop-Schnittstellen zu Shopware 5, Gambio GX3 und WooCommerce

The online shop interface previously integrated into gFM-Business was replaced by a new interface based on REST-API technology. gFM-Business free and Basic are also equipped with an online shop interface for the first time and support Shopware-5, Gambio-GX3 or WooCommerce. In gFM-Business Light and Professional 4.0, any number of online shops can be set up as import sources for customers, orders, invoices and articles (multi-shop capability).

Onlineshop-Schnittstellen einrichten

The new online shop interface supports in gFM-Business 4.0 online shops based on Gambio GX3, Shopware 5.x and WooCommerce for WordPress. Support for other online shop systems is planned for future versions of gFM-Business. To all Functions of the new online shop interface you will find a separate article on gofilemaker.de.

Integrated ticket system for support tickets

gFM-Business 4.0 includes a new ticket system that automatically tracks tickets as part of customer support. Send a new ticket easily and quickly by e-mail to your customer. If the customer replies to the e-mail of a created ticket, the customer’s reply is automatically assigned to the customer and the ticket in gFM-Business.

Preferences for Tickets

In the area [Settings > Preferences > Invoice] there is a new popover dialog for pre-settings for support tickets, which can be opened by clicking on the corresponding button.

Voreinstellungen für Tickets

Under the [Completed Stat.] item, enter the status with which a ticket is considered completed. This status is required for the correct display of completed tickets. Enter a matchword under the item [E-Mail Matchword], with the e-mails received should be assigned to a ticket. This match word must also be exactly identical on the e-mail template for tickets. We recommend to choose a matchword which concerns your company only, for example “gofilemaker.de Ticket-ID”.

Tickets have their own number range, whose core data such as prefix, difference and number of digits can be set up under [Settings > Defaults > Invoice] and the [Number ranges] button.

Set up e-mail template for tickets

For the e-mail that your customer receives as part of the ticket system, there is a new e-mail template “Ticket e-mail” in the section [Settings > Print layouts], which can be adapted to individual requirements.

E-Mail-Vorlage für Tickets einrichten

You can select the format of the e-mail using the Subject and Mail Text fields. For the “Rich” and “Text” formats, enter text only in the [E-mail Subject] and [Text] fields. With the “HTML” format, you can enter HTML instructions for your e-mail in the “Text” field to create graphical e-mails. Enter the following placeholders within the HTML code at the desired position:

  • {subject} – subject or name of the ticket
  • ticket number} – ticket number of the corresponding ticket
  • ticket status} – ticket status of the corresponding ticket
  • {Mailtext} – Text that was entered as a comment in the ticket.

All placeholders have been defined in the area [Settings > Print Layouts > E-Mail Placeholders] and can be easily extended if the ticket system is extended individually.

Creation of a new ticket

In the CRM module [Customers] under [Customers > Services > Tickets], all support tickets can be to the called customers and can be processed.

CRM: Ticket-Übersicht

In this mask, all tickets for a customer are displayed in chronological order. When a ticket has been completed, the ticket is grayed out and displayed at the end of the list. In the left column of the ticket list there are the following buttons for each ticket:

  • Function menu – Contains the following functions for a ticket:
    • New Ticket – Opens the dialog for creating a new ticket.
    • Protect ticket – With this function a ticket can be protected against deletion. Protected tickets are displayed at the top of the list.
    • Send by e-mail – Sends the called ticket to the customer by e-mail. Before the e-mail is finally sent, it is opened in a separate window of the e-mail client.
    • Delete Ticket – Deletes the selected ticket from the database.
    • Delete selected tickets – Deletes all selected tickets from the database.
  • Protect/unprotect ticket – With this symbol a ticket can be protected against deletion. Protected tickets are displayed at the top of the list.
  • Ticket messages – This icon displays a popover window with all ticket messages for a ticket.
  • Send by e-mail – This symbol can be used to send the ticket including any ticket messages to the customer by e-mail.

With the field [Search] the list of tickets can be filtered by the entered search term. Mark Tickets with the lower checkbox located in the left column of each Ticket.

To create a new ticket, click the [+] Add icon at the top right of the [Tickets] area, and the new ticket will be created. opens the input dialog for tickets. Enter the following data in the input dialog:

  • Date: Date of the ticket (automatically enters current date)
  • Department: Here you can enter any department. The value list of the drop-down list is automatically filled with all the values entered in this field.
  • Title: Title of the ticket (ticket name)
  • Message: Text message of the ticket (error description, customer inquiry, etc.)
  • Status: Ticket status

After clicking on the [New Ticket] button, the new ticket is entered into the database, assigned to the called customer and displayed in the ticket list.

Creation of new ticket messages

Each ticket can contain any number of ticket messages that can be generated from responses from and to customers. Ticket messages mark the progress within a ticket and can be displayed with the corresponding symbol in front of a ticket in the ticket list, whereupon the detail popover for tickets opens.

Detail-Popover mit Liste von Ticketmeldungen

In the upper part of the detail popup, the main ticket is displayed. Below this there is a register area with the registers [Messages] and [E-mails]. All ticket messages for a ticket are displayed in the [Messages] tab. To create a new ticket message, simply click in the field “Date” or in another field of the grey marked entry and start entering the ticket message. The ticket message is saved automatically. With the letter symbol in the first line of the ticket messages, a ticket message can be sent to the customer by e-mail. The [E-mails] tab displays a list of all e-mails assigned to the ticket being viewed.

Configurable address format and salutation by letter

In gFM Business 4.0 the format of the address used on letterheads and receipts as well as the generated salutation can be freely configured system-wide. This configuration can be made under [Settings > Defaults > Invoice] under the button [Address format]:

Adressformat und Briefanrede konfigurieren

The following options are available for displaying an address in the letter header of a document:

  • Two lines with country abbreviation without country (name/first name in one line)
  • Three-line with country abbreviation without country (name/first name in separate lines)
  • Two lines without country abbreviation with country (name/first name in one line)
  • Three-line without country code with country (name/first name in separate lines)

Changes to the address format also affect existing documents. Changes to the specifications for the salutation by letter only affect all newly created addresses. Existing addresses may have to be edited manually if this default value is changed.

Extended statistics in customers and companies

The statistics module in the [Customers] and [Companies] areas has been enhanced with the new [Sales] button. By default, the values for invoices (net/gross) and purchase orders (net/gross) are now displayed.

Erweitertes Statistikmodul

After clicking the [Turnover] button, these values are replaced by the values for turnover (net/gross) and credits (net/gross).

More new features and improvements

  • In the main menu, in the [Open items] tab, the sum of invoices in foreign currencies is now converted into the basic currency.
  • In the billing document, a completed document is now highlighted in green in the document history bar. This means that it is now possible to see at a glance which documents have already been completed in the course of the document process. were.

Erledigte Belege in der Belegverlaufsleiste

  • Article management: If a new vendor is entered and the purchase price is higher than the entered article purchase price, the system queries whether the purchase price of the new vendor should be copied into the article.
  • CRM/Customers: The display of the customer type in the CRM module “Customers” is now two-line in order to be able to display any other customer types.
  • CRM/Customers: From now on, the display of route maps in the CRM module “Customers” can be done either via Google Maps or via OpenStreetMap.
  • CRM/Customers: Contact persons now have 15 freely definable fields which can be edited in a popover window after clicking on the contact ID (Light and Professional only).
  • Settings: For foreign currencies, you can now manually enter your own conversion factors in the settings.
  • Billing document: After duplicating or moving a line item, the line item list no longer jumps to the first line item, but remains at the position of the duplicated or moved line item.
  • Billing document: New function [Insert item] inserts a new document item at the position of the selected item.
  • Billing document: Sequential item numbers can now be entered directly in the corresponding field. The position is then automatically moved to the newly entered position (Light and Professional only).
  • Invoice: New button to open the article search if the article number is not maintained. Enables optimal workflow for adding items with item search anywhere in a document.
  • Invoice: Completed or posted documents are grayed out in all document lists. on file.
  • Invoice: In gFM-Business free/Basic, the entry of document addresses has been improved; delivery addresses can now also be entered directly via the address number.
  • Project management: Completed projects are now highlighted in gray in the list view.

System requirements of gFM-Business 4.0

gFM-Business 4.0 has been completely renewed and requires at least FileMaker 15 (requires Mac OS X 10.10 “Yosemite” or higher) in the Professional version or network-capable versions. Please note that gFM-Business 4.0 can no longer run on Mac OS X 10.9 “Mavericks”. The MBS FileMaker Plugin can be easily adopted from gFM-Business 3.x.

Prices and availability

The new version gFM-Business 4.0 is now available in all versions and can be downloaded. Users of a previous version can upgrade to gFM-Business 4.0 at a reduced upgrade price. The upgrade discount can be booked directly in our online shop. All users who purchased gFM-Business 3.7.5 during the Grace Period will receive the upgrade free of charge and in the coming days will automatically receive a serial number for gFM-Business 4.0 by email.

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About Author

Markus Schall
Development of FileMaker databases since 1994, modification and extension of FileMaker solutions, conversion of FileMaker databases from .fm, .fp3, .fp5 (FileMaker 2-6) or .fp7 (FileMaker 7-11) to .fmp12 (FileMaker 12-17), interfaces to third-party systems such as online shops, CMS or other databases. Development of individual FileMaker database systems based on the gFM business framework with personal advice from Oldenburg. Operator of the online specialist portal goFileMaker.de, developer of the CRM and merchandise management system gFM-Business. Member of FileMaker Business Alliance, FileMaker Developers Subscription and FMM Expert. Winner of an FMM Award 2011, awarded by the FileMaker Magazine.

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