Frequently asked questions (FAQ)

Below you will find frequently asked questions about the business software gFM-Business. gFM-Business is a software program based on the FileMaker Platform-based CRM, invoicing and merchandise management system that 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 single-user 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 always required if users are to access gFM-Business with a Mac or PC via the network, which applies to all multi-user licenses. gFM-Business Professional always requires a FileMaker license for each simultaneous access to the database.

A FileMaker Pro license is required in all versions for the individual adaptation of print layouts. One-off changes can also be made with the Demo version of FileMaker Pro Advanced, which can be run without restriction for a period of 60 days.

With which FileMaker versions is gFM-Business compatible?

• OS X: Apple Macintosh computer with Intel processor, Mac OS X 10.14 "Mojave" or higher, at least 4GB RAM, at least 200MB hard disk space, FileMaker Pro 17 or higher
• Windows: At least Microsoft Windows 7 SP1, at least 4GB RAM, at least 200MB hard disk space, FileMaker Pro 17 or higher
• Apple iPad: FileMaker Go 17 or later, iOS 8.1.2 or later, iTunes 10.x or later

Which licenses do I need to use gFM-Business in the 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. For example, if the application is to be installed on a total of six computers, of which a maximum of four can access the database simultaneously, three network seat licenses are required (multi-seat license + 3 network seat 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 enterprise software on the Apple iPad, you need the "FileMaker Go" app, which can be downloaded free of charge from the App Store. If you want to run gFM-Business as a single user license on the iPad, all databases (.fmp12 or .gfm) to the iPad via iTunes. To do this, select the app "FileMaker Go" and then transfer the databases. If you want to access gFM-Business from an iPad over the network, select the host and the database "gFM-Business" in FileMaker Go.

On which operating systems can gFM-Business run?

gFM-Business requires at least Mac OS X 10.14 "Mojave" or Windows 7, 4 GB RAM and 200 MB storage capacity. At least iOS 8.1 and FileMaker Go 17 are required to run on the Apple iPad.

Is a server always required for use in the network?

No, for small workgroups of up to three users, gFM Business can also be shared on the network with FileMaker Pro. Sharing on the network 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 carried out manually. For four or more users, we recommend the use of 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 the databases are to be accessed via the Internet, a FileMaker server can be used that has a share on the Internet. Access via VPN, Terminal Services, Citrix or VNC is also possible. As an "out-of-the-box" solution, we offer the use of the gFM Business Cloud, in which your databases are shared on a FileMaker server on the Internet. In principle, 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 generally be shared on the Internet with the FileMaker Cloud without any problems. This is possible with the databases of the Professional versions (.fmp12) as well as with those of the free/Basic and Light versions (.gfm). FileMaker Pro is required to access the gFM Business databases shared with the FileMaker Cloud.

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 on your system.

Can gFM-Business be moved within the file system?

You can also copy gFM Business to another location on your hard disk without any problems. If the gFM-Business document directory is moved, please make sure to adjust the system/document path and the storage paths of all print layouts accordingly.

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

You can also install gFM-Business Basic and Light as a single-user version on a Dropbox in order to access the database from multiple locations. Please note 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 with any printer that has been set up in the system under macOS or Windows. gFM-Business supports all scanners that provide a Twain interface. Since gFM-Business 3.6.0, scanners installed in the system via ImageCapture technology are also supported under macOS.

Which telephone systems are supported?

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

Which online stores are supported by the store interface?

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

Does gFM-Business support the EU General Data Protection Regulation (EU-GDPR) - BDSG?

gFM-Business contains all the necessary components to comply with the EU General Data Protection Regulation (GDPR). With the integrated user management, you can set up or restrict access to the software on a person-specific basis. gFM-Business provides you with optimum support in complying with the GDPR and includes a print layout for information in accordance with Art. 15 of the GDPR.

Please note that each company is responsible for complying with the regulation and, for example, personal data may not be passed on to third parties without encryption. For example, an exported Excel spreadsheet must be encrypted and provided with a password before it is passed on to third parties.

Is the gFM-Business ERP software GoBD-compliant?

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

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

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

Can customized 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_Printlayouts" cannot be transferred when you upgrade to gFM-Business Light or Professional. You can find out how to transfer all customized print layouts from the freeware version to gFM-Business Light or Professional without any problems in this post.

How do I download gFM-Business to my computer?

Below you will find all versions of the business software gFM-Business for download. After clicking on the button you will receive an e-mail containing your personal download link for gFM-Business.

 gFM-Business Light

Incl. FileMaker Pro Runtime, trial version for installation

 gFM-Business Professional

Requires Claris FileMaker Pro version 17 or higher (Download trial version)

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 directory "Documentation" of the gFM Business document folder. By default, the gFM-Business document folder is located in the document directory of the logged-in user. The context-sensitive help can be called up in the toolbar with the question mark symbol [?] in every mask of gFM-Business.

Are there video tutorials for gFM-Business?

Yes, we have published several video tutorials and introductory videos for the gFM-Business invoicing program. All videos can be viewed on the Video instructions or directly in the gFM-Business business software. To call up the videos in gFM Business, click on the "Videos" icon on the right-hand side of the toolbar.

In what ways do the different versions differ?

The business software gFM-Business is available on two platforms. The freeware version 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 will find all available functions with a comparison of the version in which the function is available. The functional scope of gFM-Business Basic corresponds to that of gFM-Business free without data record limit.

Functional scope of gFM-Business free and Basic

Functional scope of gFM-Business Light and Professional (Light without calendar)

How and in which versions can print layouts be customized?

The "FileMaker Pro" software is required to customize print layouts. With FileMaker Pro, all print layouts in all versions of gFM-Business can be customized and extended. gFM-Business Light and Professional also support adding new print layouts or duplicating and editing existing print layouts. All information about editing print layouts with FileMaker Pro can be found in 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 contains an account with which the FileMaker layout mode is accessible in order to be able to make appropriate changes. gFM-Business Custom can also be extended by us with new tables, fields and functions.

The open license of gFM-Business contains an account with which all FileMaker functions are accessible. In addition to the layout mode, scripts, value lists, custom functions, data sources and all other database-specific parameters can also be edited. Purchasers of an open license can therefore fully customize and extend the software according to their individual requirements.

Can user rights be assigned and areas blocked for users?

Yes, the user administration contains the option of assigning user rights separately for all modules. Both the main menu and the internal navigation can be customized for each user. Both individual menu items and entire modules can be shown or hidden. Many other user-defined settings are available for each user.

Does goFileMaker.de offer training for gFM-Business or FileMaker?

Yes, training on gFM-Business or FileMaker can be carried out either by telephone and remote maintenance or, on request, on site.

Is gFM-Business multi-client capable?

gFM-Business Professional is multi-client capable and supports the use of any number of clients with separate company masters and separate number ranges for documents. gFM-Business free, Basic and Light are not multi-client capable.

Can receipts and cover letters be created in multiple 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 and receipt templates can be easily created on the basis of an existing template.

What data can be imported from other systems?

gFM-Business allows the data import of customer addresses and article master data from any data source. The field sequence can be adjusted directly during the import. If data other than customer addresses and article master data is to be imported from third-party systems, we can optionally commission a manual import.

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 MT940 format according to the Swift standard and can therefore normally work with any online banking program.

How can data be transferred to a tax consultant?

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