Frequently asked questions (FAQ)

In the following you will find frequently asked questions about the enterprise software gFM-Business. gFM-Business is a CRM, invoicing and merchandise management system based on the FileMaker platform, which runs under Mac OS X, Windows and on the Apple iPad.


System requirements and installation

Which versions of gFM-Business require a FileMaker Pro license?

The standalone versions gFM-Business Free/Basic and Light do not require a separate FileMaker license to run on a Windows PC or Mac. A FileMaker Pro (Advanced) license is required whenever users with a Mac or PC need to access gFM-Business over the network, which applies to all multi-user licenses. gFM-Business Professional always requires a FileMaker license for each concurrent access to the database.

All versions of FileMaker Pro require a license to customize print layouts. One-time changes can also be made using the demo version of FileMaker Pro Advanced, which is fully functional for 60 days.

Which FileMaker versions is gFM-Business compatible with?

  • OS X: Apple Macintosh computer with Intel processor, Mac OS X 10.10 “Yosemite” or later, minimum 4GB memory, minimum 200MB disk space, FileMaker Pro 15 or later
  • Windows: At least Microsoft Windows 7SP1, minimum 4GB of memory, minimum 200MB of disk space, FileMaker Pro 15 or later
  • Apple iPad: FileMaker Go 15 or later, iOS 8.1.2 or later, iTunes 10.x or later

What licenses do I need to use gFM-Business in a network?

To use gFM-Business in a network, a multi-user license of gFM-Business with the desired number of network licenses (simultaneous connections) is required. If, for example, the application is to be installed on a total of six computers, of which a maximum of four access the database simultaneously, three network licenses are required (multi-user license + 3 network licenses = 4 simultaneous accesses). For network use, a FileMaker Pro license is also required on each Mac OS X or Windows workstation.

What do I need to run gFM Business on the iPad?

To run the gFM business software on the Apple iPad, you need the FileMaker Go app, which can be downloaded for free from the App Store. If you want to run gFM-Business as a single-user license on the iPad, all databases (.fmp12 or .gfm) must be transferred to the iPad via iTunes. To do this, select the FileMaker Go app in iTunes and then transfer the databases. To access gFM business from an iPad over the network, select the host and database gFM business in FileMaker Go.

On which operating systems can gFM-Business run?

gFM-Business requires at least Mac OS X 10.10 “Yosemite” or Windows 7, 4 GB RAM and 200 MB storage capacity. Running on the Apple iPad requires at least iOS 8.1 and FileMaker Go 15.

Is a server always required for use in the network?

No, for small Workgroups of up to three users can also share gFM business over a network using FileMaker Pro. Network sharing can be done either by a user or on a dedicated computer. The disadvantage of this solution is that backups of the databases must be performed manually. For four or more users, we recommend using a FileMaker Server. This offers many other advantages such as automatic backups, schedules for automatically executed scripts and much more.

How can gFM business be accessed via the Internet?

If you want to access the databases over the Internet, you can use a FileMaker Server that has an Internet share. Access is also possible via VPN, Terminal Services, Citrix or VNC. As an “out-of-the-box” solution, we offer the use of the gFM Business Cloud where your databases are shared on a FileMaker Server on the Internet. Basically, there are various ways to access gFM business via the Internet, which is why an individual selection based on the desired requirements is recommended at this point.

Is gFM business compatible with the FileMaker Cloud?

gFM-Business can of course be released on the Internet without any problems using the FileMaker Cloud. This is possible with the databases of the Professional versions (.fmp12) as well as with those of the free-/Basic and Light versions (.gfm). Access to the gFM business databases shared with the FileMaker Cloud requires FileMaker Pro.

Are files installed in the Library folder or in the Windows folder?

No, gFM-Business does not install any files in the user system folder “Library” or in the Windows directory.

Can the single-user version be installed on a USB stick?

In order to use the software alternately on several computers, the single-user versions gFM-Business free, Basic and Light can also be easily installed on a USB stick or on an external hard disk. With the exception of the font for EAN13 barcodes (Light only), no files are installed in your system.

Can gFM business be moved within the file system?

You can also easily copy gFM-Business to another location on your hard disk. If the gFM business document directory is moved, please note that the system/document path and the storage paths of all print layouts must be adjusted accordingly.

Can the single-user version be installed on a Dropbox?

You can also install gFM-Business Basic and Light as a standalone version on a dropbox to access the database from multiple locations. It should be noted that the databases can only be accessed from one location at a time. As soon as gFM-Business is closed after use, all databases are automatically synchronized with the dropbox and are then available in updated form at all locations. This procedure also works with other synchronization services such as Apple iCloud Drive.

Which e-mail accounts does the integrated e-mail client support?

The e-mail client integrated in the gFM-Business ERP software can be used to receive e-mails with POP3 or IMAP accounts. The use of any number of e-mail accounts is supported. E-mails are sent via SMTP.

Which printers and scanners are supported?

In principle, gFM-Business works together with any printer that has been set up in the system under macOS or Windows. gFM-Business supports all scanners that have a Twain interface to the Since gFM-Business 3.6.0, scanners installed in the system using ImageCapture technology are additionally supported under macOS.

Which telephone systems are supported?

Under Windows, the Windows TAPI function is supported so that any telephone system can be used that can be connected via Windows TAPI. Under Mac OS X, the Fritz!Box is supported with DialList, DialFritz and fritz.mac Suite as well as telephone systems via the STARFACE Client, TeamCall direct and Gigaset QuickSync.

Which online shops are supported by the shop interface?

The online shop interface integrated in the gFM Business ERP software is based on the REST API technology and currently supports online shops from Shopware (5.x), Gambio (GX3) and WooCommerce for WordPress. In gFM-Business Light and Professional, several online shops can be connected in parallel, even in mixed operation with different shop systems. Within the scope of a custom or open license, the online shop interface can also be adapted to additional fields and tables or extended for use with other online shop systems.

Does gFM-Business support the EU Data Protection Basic Regulation (EU-DSGVO) – BDSG?

gFM-Business contains all necessary components to comply with the EU Data Protection Basic Regulation (EU-DSGVO). With the integrated user administration you can set up or restrict the access to the software person-related. gFM-Business supports you optimally with the adherence to the DSGVO and contains a print layout for an information according to art. 15 of the DSGVO.

Please note that each company itself is responsible for compliance with the regulation and that, for example, personal data may not be passed on to third parties unencrypted. For example, an exported Excel spreadsheet must be encrypted and stored with a password before it is passed on to third parties.

Is the gFM-Business ERP software GoBD-compliant?

gFM-Business supports the principles of proper keeping and storage of books, records and records in electronic form as well as data access (GoBD). With the integrated user administration, you can set up or restrict access to the software on a personal basis. No changes can be made to any posting-relevant documents after the posting transaction. All documents are automatically archived as PDF files when they are printed or sent by e-mail. Please note that each company itself is responsible for compliance with this Regulation and that some elements of the Regulation, such as timely recording, also apply to transactions outside gFM business.

Can data from free/Basic be transferred after an upgrade to Light/Pro?

When upgrading from gFM-Business free or Basic to gFM-Business Light or Professional, all data from the old version can easily be transferred to the new Light or Professional version.

Can adapted print layouts be transferred from free to Light/Pro?

If you have customized print layouts in the freeware version or in gFM-Business Basic, the file “gFM_Drucklaouts” cannot be transferred if you upgrade to gFM-Business Light or Professional.

Functions, operation and navigation

Where can I find the documentation for gFM-Business?

In all versions of gFM-Business there is a user manual in the “Documentation” directory of the gFM-Business document folder. By default, the gFM Business document folder is located in the document directory of the logged on user. In every mask of gFM-Business, the context-sensitive help can be called up in the toolbar with the question mark symbol [?]

Differences between the different versions?

The enterprise software gFM-Business is available on two platforms. The freeware versions gFM-Business free and gFM-Business Basic have a limited range of functions compared to gFM-Business Light and Professional. gFM-Business Light has the same range of functions as gFM-Business Professional with the exception of the group calendar, which is only available in the Professional version. In our version comparison you can find all available functions with a comparison of the version in which the function is available. gFM-Business Basic has the same range of functions as gFM-Business free without a data record limit.

How and in which versions can print layouts be adapted?

FileMaker Pro software is required to customize print layouts. With FileMaker Pro, you can print all layouts in all versions of gFM-Business Light and Professional also support adding new print layouts or duplicating and editing existing print layouts. For information about editing print layouts with FileMaker Pro, see the gFM Business Documentation.

What are the differences between gFM-Business Custom and the open license?

With gFM Business Custom you can customize and extend all screen masks and list views according to your individual requirements. gFM-Business Custom includes an account that allows you to access FileMaker Layout mode to make appropriate changes. gFM-Business Custom can also be extended by us to include new tables, fields and functions.

The open license from gFM-Business contains an account that provides access to all of FileMaker’s features. In addition to the layout mode, scripts, value lists, own functions, data sources and all other database-specific parameters can also be edited. Buyers of an open license can adapt and extend the software completely according to their individual requirements.

Can user rights be assigned and areas be blocked for users?

Yes, the user administration contains the possibility to assign user rights separately for all modules. Both the main menu and the internal navigation can be individually adapted for each user. Individual menu items as well as entire modules can be shown or hidden. There are many more user-defined settings available for each user.


Training on gFM Business or FileMaker?

Yes, training on gFM-Business or FileMaker can be conducted either by telephone and remote maintenance or, if desired, on site.

Is gFM-Business multi-client capable?

No, gFM business is not multi-client capable.

Can receipts and cover letters be created in several languages?

Yes, the print layout file is open in all versions and can be edited with FileMaker Pro. gFM-Business Light and Professional also allow the addition of new print layouts and already contain all documents in English. Other foreign-language or different document templates can easily be created on the basis of an existing template.

Which data can be imported from other systems?

gFM-Business allows the data import of customer addresses and article master data from any data sources. The field order can be adjusted directly during the import. If further data are to be imported as customer addresses and article master data from third party systems, a manual import can optionally be ordered by us.

Which online banking programs are supported by gFM-Business?

gFM-Business supports the direct data import of account statements under Mac OS X from Bank X, MacGiro and StarMoney. The software also supports the Swift standard MT940 format and can therefore normally work with any online banking program.

How can data be transferred to a tax consultant?

Posting documents such as invoices and credit notes are automatically booked in the cash book in gFM-Business. The accounts specified in advance are used for this purpose. All postings from the cash book can be made either via the integrated DATEV interface or in any text format (.txt or .csv)or as an Excel spreadsheet.

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