Features

ERPax provides comprehensive business management capabilities through a unified, automated system. New to ERPax? Start with the Platform Overview for a comprehensive introduction to all features and capabilities.

Unified Document Management

### Sales Documents - **Invoices** - Final sales invoices with automatic numbering - **Quotations** - Price quotes with automatic conversion to invoices - **Proforma Invoices** - Preliminary invoices before final invoicing - **Credit Notes** - Refunds and adjustments - **Debit Notes** - Additional charges - **Sales Orders** - Order management and fulfillment ### Purchase Documents - **Purchase Orders** - Supplier orders with tracking - **Requests** - Purchase requests with approval workflows - **Protocols** - Goods receipt confirmations - **Bills** - Supplier invoice management ### Recurring Documents - **Subscriptions** - Recurring service agreements - **Leases** - Equipment or property leases - Automatic renewals and billing period management ### Lead Documents - **Carts** - Shopping carts for e-commerce - **Requests** - Customer purchase requests **Key Benefit:** All document types use the same interface, same workflow, same power. ## Double-Entry Accounting Accounting features: ### Chart of Accounts - Hierarchical account structure - Account types (balance, statement) - Multi-level accounts (e.g., "100/101/102") ### Automatic Equation Generation - Seller equations (debit perspective) - Buyer equations (credit perspective) - Line item accounting entries - Tax accounting entries ### Financial Reporting - Real-time financial data - Balanced equations automatically - Complete audit trail (Powered by **PaperTrail**) - Multi-currency reporting (Powered by **Money-Rails** + **EU Central Bank**) **Key Benefit:** Accounting happens automatically when you confirm documents. **Technical Foundation:** Financial features are powered by Money-Rails for type-safe money objects and EU Central Bank for real-time exchange rates. All changes are tracked with PaperTrail for complete audit trails. ## Payment Processing Comprehensive payment management and tracking: ### Payment Tracking - Track payments against invoices - Multi-currency payments (Powered by **Money-Rails**) - Exchange rate handling (Powered by **EU Central Bank**) - Payment method management ### Overdue Management - Automatic overdue calculations - Overdue interest from sales agreements - Payment date tracking - Due date management ### Credit Management - Credit lines per sales agreement - Credit line usage tracking - Available credit calculations - Credit terms and conditions **Key Benefit:** Know exactly what's paid, what's due, what's overdue - automatically. ## Inventory & Product Management Complete product and inventory control: ### Product Catalog - Product variants and attributes - Multi-domain product visibility - Property management - Product relationships ### Pricing Management - Base price, cost, vendor price - Profit margin calculations - Minimum price enforcement - Discount rate management - Tax configuration (VAT/GST) ### Inventory Tracking - Real-time inventory quantities - Items in/out/available tracking - Multi-location management - Stock movements ### External Integration - Shopify product sync - E-commerce platform integration - External catalog management **Key Benefit:** Manage products once, use everywhere - sales, purchases, inventory. ## Business Relationship Management Unified model for all business partners: ### Address Model - Customers, suppliers, sellers, buyers - Agents (seller agents, buyer agents) - Consignees (shipping addresses) - Hierarchical relationships (parent/child) (Powered by **Ancestry**) ### Sales Agreements - Credit terms and conditions - Credit lines and limits - Interest rates (standard and overdue) - Validity periods - Payment and delivery terms ### Payment Methods - Multiple payment methods per address - Currency-specific payment methods - Payment method selection ### Accounting Accounts - Debit accounts per address - Credit accounts per address - Tax accounts configuration - Automatic account assignment **Key Benefit:** One model for all parties - simpler, more powerful, easier to manage. ## Multi-Tenant Architecture Built-in multi-tenancy for SaaS and enterprises: ### Data Isolation - Complete data isolation per tenant - Automatic scoping on all models - Foreign key constraints enforce isolation - Thread-local context management ### Hierarchical Domains - Enterprises with subsidiaries - Domain hierarchies - Shared resources at host level - Granular permissions ### Per-Tenant Customization - Locale (language) - Timezone - Currency - Business rules - Branding (logos, addresses) **Key Benefit:** Scale from startup to enterprise, isolate data completely, customize per tenant. ## EU Compliance Built-in compliance for European businesses: ### VAT Compliance - VAT Directive 2006/112/EC compliance - VAT calculations and reporting - Tax type support (VAT, GST) - Invoice compliance workflows ### Tax Management - Tax rates per item/line - Tax summaries and reporting - Tax accounts in accounting - Multi-tax-type support ### International Trade - **Incoterms compliance** - Support for International Commercial Terms (Incoterms) such as FOB, CIF, EXW, DDP, DAP to clearly define shipping responsibilities, costs, and risk transfer points between buyers and sellers in international transactions. Store Incoterms in the `delivery_terms` field on invoices. - **HS codes for customs** - Harmonized System codes for product classification and customs documentation - **Multi-currency operations** - Real exchange rate management via EU Central Bank integration - **EU currency bank integration** - Proper accounting treatment of currency fluctuations - **Exchange rate management** - Automatic exchange rate updates and currency conversion - **International shipping support** - Customs documentation and trade compliance workflows **Key Benefit:** Compliant from day one, no plugins, no extra costs. Perfect for businesses trading across borders. ## Workflow Automation Automatic workflows reduce manual work: ### Document Transitions - Quotation → Proforma Invoice → Invoice (automatic) - Cart → Purchase Order (automatic) - Request → Purchase Order (automatic) - Automatic type transitions based on state ### Number Generation - Automatic number generation per seller/buyer - Unique numbers per type and party - Protocol number generation - Sequence management ### Account Assignment - Automatic account assignment from addresses - Automatic account assignment from items - Tax account assignment - Debit/credit account setup ### Payment Tracking - Automatic payment date calculation - Overdue calculations - Payment status updates - Total paid/due tracking ### Notifications - Email notifications on save - Document delivery - Payment reminders - Status updates **Key Benefit:** Focus on business, not on moving data between systems. ## API & Integration RESTful API for programmatic access: ### ActiveAdmin JSON API - Standard REST endpoints - JSON responses - Filtering and searching - Pagination support ### External Integrations - Shopify product sync - E-commerce platform integration - Payment gateway integration - Shipping provider integration ### Webhooks & Events Webhook support is planned for future releases. When available, webhooks will support: - Document state changes - Payment events - Accounting events - Custom events **Key Benefit:** Integrate with anything - e-commerce, payment systems, shipping providers. See [Platform Overview](/platform-overview) for integration patterns and [API Reference](/api-reference) for complete API documentation. ## Security & Access Control Role-based access control and security: ### Role-Based Permissions - Admin, manager, seller, client, accountant, auditor roles (Powered by **CanCanCan**) - Namespace-based access (admin, sales, client, system) - Resource-level permissions - Action-level permissions ### Multi-Tenant Security - Data isolation guaranteed - Tenant-scoped queries - Cross-tenant access prevented - Secure multi-tenant operations ### Audit Trail - PaperTrail version tracking (Powered by **PaperTrail**) - User activity logging - Request logging - Complete audit history - Multi-tenant version scoping **Key Benefit:** Secure by default, flexible permissions, complete audit trail. ## Explore Features by Category - **[Invoicing & Documents](/admin/invoices)** - Complete document management - **[Accounting](/admin/accounting)** - Double-entry accounting system - **[Payments](/admin/payments)** - Payment processing and tracking - **[Inventory](/admin/items)** - Product and inventory management - **[Addresses](/admin/addresses)** - Business relationship management - **Multi-Tenancy** - Multi-tenant architecture --- **Ready to see these features in action?** [Get Started](/getting-started) or explore [API Reference](/admin/dashboard) for detailed documentation.