It is with great pleasure that we present the new version 8.0 of our gFM-Business ERP software. This version brings with it numerous new functions and improvements that make your work processes even more efficient and offer you new possibilities in company organization. Particularly noteworthy are the enhancements in the "Incoming invoices" module and the integration of new interfaces and tools.
The gFM-Business Professional ERP software is a customizable business solution based on the FileMaker platform that efficiently covers all central business processes. It offers comprehensive modules such as CRM for contacts, correspondence and document management, article and multi-warehouse management, Parts lists and batches, as well as a complete Invoice from quotation to invoice, including dunning. Additional functions include an inquiry and order system for suppliers, company management for projects, tasks, inventory and personnel, as well as extensive statistics. A multichannel online storeInterfacemulti-client capability and multilingualism make the solution ideal for growing companies. Flexibility and adaptability to specific requirements round off the service package.
Below we give you a detailed overview of the new functions and their benefits.
Electronic invoices: Import and creation in standard formats
gFM-Business Professional 8.0 extends the "Invoice receipt" module to include the import of electronic invoices in the Factur-X/ZUGFeRD and XRechnung formats. These formats are standard in many industries and are increasingly required by companies and public institutions. With gFM-Business 8.0, you can easily import electronic invoices and process them directly in the system.
In addition, the new version also offers the creation of electronic invoices in the same formats. This makes communication with customers and suppliers much easier, as you can now create and send invoices in accordance with standards. Automatic validation ensures that your invoices meet all requirements and are legally compliant.
gFM-Business Professional with invoice receipt
gFM-Business Professional already contains a new module for incoming invoices in the billing module since the last version 7.5. In the new module, incoming invoices with any number of article items can be managed and further processed in gFM-Business.
In the register [Positions] any number of items can be entered for an incoming invoice. In the tab [Document image] the original incoming invoice can be saved as a PDF file or image. When importing electronic invoices, the PDF file and the corresponding XML text are automatically saved in the respective tabs.
The module [Orders] contains new functions with which a purchase order can be fully or partially converted into an incoming invoice.
Import electronic invoices
With the "Import e-invoice" function, electronic invoices in the ZUGFeRD/Factur-X and XRechnung formats can be imported in the module for incoming invoices. After calling up this function, a file selection dialog appears in which a PDF file of a ZUGFeRD or Factur-X invoice or an XML file of an XRechnung can be selected. After selecting a corresponding file, a new document is created for the incoming invoice with all the items it contains and the original PDF file is stored in the [Document image] tab and the XML source code in the [XML] tab. An imported invoice can no longer be edited after the import, but the items can be posted to the warehouse stock if the article items are available in the article stock.
Automatic recognition of suppliers and articles
When importing an electronic invoice, gFM-Business uses the name to check whether the supplier exists in CRM and automatically inserts the customer ID of the corresponding supplier into the incoming invoice.
When importing voucher items, gFM Business uses the article number to check whether an article with the same supplier article number exists in the article master and then links the item to the article from the article master. If an article number has been assigned, the green info symbol appears to call up the info window for the article item.
Post items as warehouse stock
Items that have been assigned to an item from gFM Business can be posted to stock in the same way (even partially) as is possible in the "Orders" module. Either individual items can be posted to stock using the "Post stock" function from the context menu of the item or all document items can be posted to stock in one step using the main "Post stock" function. Within the items, specify the storage location to which the item is to be posted.
Post incoming invoice to the posting list
With the main function [Post incoming invoice] an incoming invoice can be automatically posted to the posting list so that it can then be transferred to the tax consultant as part of a DATEV export, for example. The fields for the debit account and the credit account are located at the bottom of the screen in the module for incoming invoices. The credit account is automatically filled with the vendor account from the CRM if a customer ID has been assigned to the vendor. You can select the corresponding accounts using the [S] and [K] buttons in front of the debit and credit account fields.
Create electronic invoices
The interface for creating electronic invoices in the ZUGFeRD/Factur-X and XRechnung formats has been revised in gFM-Business Professional 8.0. To create invoices automatically as ZUGFeRD or XRechnung, activate the corresponding function under [Settings > Preferences > Invoice].
If you select [Factur-X/ZUGFeRD] as the format, gFM-Business automatically creates a PDF file containing the data required for the electronic invoice required XML has been embedded within the PDF. You can send the PDF as usual.
If you select XRechnung as the format, an additional file with the extension .XML is generated in addition to the PDF file of the invoice, which contains the structured data of the electronic invoice. In this case, you must send both the PDF file and the XML file.
Improved address capture with Google integration
Another highlight of gFM-Business 8.0 is the integration of Google Search, Google Maps and Google Street View into the address management. These functions are available both when entering new customers and addresses and as pop-up buttons on the "Customers > Overview" and "Customers > Addresses" layouts. With just a few clicks, you can check addresses, locate them geographically and even call up a visual view of the location. This not only saves time, but also increases the accuracy and quality of your address data.
A Google input assistant has been added to the dialog for entering new customers and addresses. After entering the company name in the first line, Google search results appear on the right-hand side, which can be selected with a click. After selection, all available fields are automatically entered and Google Maps and Google Street View of the location are displayed on the right-hand side.
Info popover with Google Maps and Google Street View
All address blocks in CRM, correspondence and invoicing now contain buttons for displaying an info popover with Google Maps and Google Street View for the respective address.
Standard API for logistics service providers
The new version integrates a standard API for logistics service providers such as DHL, GLS and UPS. This function allows you to generate and download parcel labels directly from the ERP software. The API is flexibly configurable and offers the following setting options:
- API URL
- API Key
- API username and password
- Client ID and client secret
- Status of the required fields (user name, password, client ID, client secret)
- Token URL
- cURL statement
- JSON payload and response
- Status, whether data is delivered Base64-encoded
These extensive configuration options ensure that the API can be adapted to the requirements of different logistics service providers, making it easier to integrate into your existing shipping processes. The "Client ID" and "Client Secret" fields are optional and are only used if your logistics service provider explicitly requests this data. If the token URL is different from the API URL, enter it in the corresponding field. In the "Token (Login)" field, select which data is required for the login. We have already pre-filled the login data for DHL, UPS and DPD, which should make it possible to log in to their interfaces.
Create parcel labels with the logistics API
In the [Invoicing] module, the data for the shipping service provider, the product used (parcel size) and the number of parcels can be entered in the [Details] tab of the [Orders], [Delivery bills] and [Invoices] modules. Once this data has been entered, a [Label] button appears, which can be used to generate and download the parcel label.
User management: New field for start layout
A new field for the start layout has been added to the user administration. This field allows you to individually define which layout is displayed for a user after starting the software. The default value is the main menu. What is new is that a user can now also define any other screen as the start screen after the start. This function improves user-friendliness by giving every user quick and direct access to their most important work areas.
All plugins updated
gFM-Business 8.0 contains updated plugins in all versions as well as the new Dacons MailIt 10 plugin and an updated DynaPDF plugin. If you empty the FileMaker plugin folder, gFM-Business automatically installs all plugins in the current version, after which the software must be restarted once. You can find the FileMaker plugin folder by opening the FileMaker preferences from the menu bar (Mac under "FileMaker Pro" and Windows under "Edit").
