Merchanter Knowledge Base

How to Raise an Account Credit Note

Published July 28th, 2023 by Omer Khaled

When to use Account Credit Notes For most scenarios Credit Notes should be raised by finding a creditable invoice and creating the credit note based on it's details. This links the invoice and credit note together and can provide security checks that an appropriate value is being credited and to the correct customer. In exceptional circumstances

How to run End of Day cashing up process (Z-read)

Published May 24th, 2023 by Omer Khaled

End of day (Z-read) Can the End of Day process only be run at the end of the day? No - we have called it the end of day process as that is when it will typically be done, but the process/report can be run at any time. Just be aware cash sales cannot be posted to a cash drawer whilst it is being reconciled. The Z-Report is the End of Day report th

How to raise a Supplier Return

Published July 28th, 2023 by Omer Khaled

Introduction Whilst a purchase order is being placed with a Supplier, including during the receipt of goods, the quantities can be amended. However, once a purchase order has been set to Complete (matched to a supplier invoice) then a Supplier Return is required to amend the quantity and value of goods in stock, and potentially arrange documentatio

PrintNode Install Guide

Published March 17th, 2023 by Omer Khaled

PrintNode Overview PrintNode is a hosted printing service that securely adds remote printing to the Merchanter application. Only one instance of the software can be installed in one location. For example if a branch/depot wants to use 4 printers with Merchanter, all the 4 printers must be configured and visible on the PC where PrintNode will be inst

How to edit Purchasing and Credit Note Limits

Published June 27th, 2024 by Omer Khaled

What are Purchasing Limits? Purchasing limits are a financial value under which a user can create and confirm purchase orders. They can raise Draft purchase orders above this value, but require a senior user authorisation to release and send the purchase order. What are Credit Note Limits? Credit Note limits are a financial value under which a user

Web Shop Integration (WooCommerce)

Published January 26th, 2023 by Omer Khaled

Woo Commerce Integration Guide WooCommerce is an ecommerce plugin for WordPress. It makes creating and managing an online store simple, with reasonable levels of flexibility and several vital features such as inventory and tax management, secure payments, and shipping integration. How integration works on Merchanter Merchanter will act as the master

How to add Bank Details to an Invoice document

Published March 10th, 2023 by Omer Khaled

How to add bank account details in Merchanter Settings To add bank details on Customer Invoices go to Settings -> Sales Order Settings -> Invoice Payment Details In the pop-up box click new and select the currency for example £, Euro or Dollars then in the text box add the bank details. It is possible to add different bank details for differen

How to configure Email/SMTP

Published January 20th, 2023 by Omer Khaled

Overview Merchanter uses your existing SMTP email service (Office 365, Gmail, etc.) to manage sending emails from the system. There are two ways you can configure an email account in the Merchanter - Based on Ledger or Depot. Ledger based Email Account This is used when you would like to assign a single email address for all depots. This means docum

Unmapped customers causing failed to Invoice export (Xero)

Published March 10th, 2023 by Omer Khaled

The main reason for invoices not going over to Xero is because the Customers are not correctly mapped. Step 1. Send Customers to the accounting software The easiest way to do this is to select the customer and then click ‘Edit’ and ‘Save’. If any errors appear, please fix them first then save again. Have Live Log open It’s always a good idea to h

How to Add/Edit Employee on UT400

Published March 10th, 2023 by Omer Khaled

Employee Overview Within Merchanter you can setup Employees. These refer to the people who work for the business. Using Merchanter requires a User Account, and a User Account requires an Employee (except Shared User Accounts). You can setup employees for anyone who works for the business. An Employee does not need to have a corresponding User Acc

Add Header and Footer Images to Documents

Published March 11th, 2023 by Omer Khaled

What are Header and Footer images? When creating Merchanter documents for printing/emailing a common image can be used across multiple document templates. So the same logo details can be applied to quotes/dispatch notes/invoices/purchase orders from a single image file. This means if the company branding, trade association details or the likes cha

Aligning a Cell/Object to appear near Footer of Page (AuraQ)

Published March 10th, 2023 by Omer Khaled

Open the document in Word and highlight the Cell/Object that needs to be aligned. Right Click and select More Layout Options In the pop-up box select the below settings.

How to troubleshoot printers not working

Published March 17th, 2023 by Omer Khaled

PrintNode Troubleshooting Guide These instructions will guide you through troubleshooting problems printing with Windows. If you still have trouble after following these, or are using macOS / OS X or Linux, please contact us for support at support@ten-25.co.uk. Printnode PC on Before following the guide please make sure the PrintNode PC is turned o

How to change/reset User Password

Published March 10th, 2023 by Omer Khaled

How to Change your Password To change your user password click on user icon on the right top corner and select My Account. This will bring up a new window, select ‘Change password’. Now you can enter the new password. Once done click ‘Save’. Resetting other User's Passwords (Prime User) Only Prime users can reset other user's passwords, but all

How to create/edit cash drawers

Published July 21st, 2023 by Omer Khaled

Adding a new Cash Drawer to Merchanter To create a new cash drawer click on Sales -> Cash Drawers. This will bring all existing cash drawers, click on the green ‘New cash drawer’ button on the top right side of the screen. Fill up the details such as Name, Description and Printer Context and click Save once done. Editing the details on a Cash Dra

How to add, edit or delete Company Logo's, Header and Footer in Merchanter/UT400

Published January 17th, 2024 by Omer Khaled

Prime or Admin Access Level Required Only Prime and Admin Users can add, edit, or delete company logos and images. Recommended Image Types and Sizes JPEG and PNG are recommended image types Order header is 1003px x 211px (16.77cm wide, any height) Order footer is 153px x 72px (Up to 7cm wide, any height) BrandStrip is a JPEG 400px by 40px Logo is

Enable SMTP Authentication for Office 365

Published February 3rd, 2023 by Omer Khaled

In order to send document emails from Merchanter via your Microsoft 365 email address, you’ll first need to enable SMTP authentication for that email address in your Microsoft 365 admin center. Otherwise, Microsoft 365 will block requests to the SMTP server. SMTP authentication can only be enabled by the Email Admin To get started, open the Active

How to create a Credit Note against a Sales Invoice

Published July 28th, 2023 by Omer Khaled

Find an invoice to credit against Merchanter works on the basis that a credit note should be raised from a cash or credit invoice. There are Account Credits available as a senior user function, but should only be used in exceptional cases. Use the global search to find the order or go to Sales > Sales Order and select the order you would like to

How to run End of day (Z-read) for Cash Drawer on Merchanter

Published July 21st, 2023 by Omer Khaled

The Z-Report is the End of Day report that calculates and displays the payments received through that drawer for that day. Warning: Once End of Day Process has been started you will not be able to use the cash drawer until its fully completed. To run the end of day report click on Sales -> Cash Drawers Running the End of Day cashing up job This

Subtotals on Orders - How to setup and use

Published May 16th, 2024 by Omer Khaled

Subtotals Overview Subtotals is a feature on Sales Orders in Merchanter/UT400 where you can add a subtotal line that will total the sales value for the order lines to the top of the order, or the next subtotal line. It shows with a default label of ‘Subtotal:’, but you can overtype this is more specific text if required. Using Subtotals in Sales Ord

Turn on Gridlines in AuraQ Docs

Published March 10th, 2023 by Omer Khaled

If you cannot see the outlines of your labels in a Word template, you need to turn on Table Gridlines.Templates in Microsoft Word are made using Tables – the cells in the table represent the labels on a sheet. This is how the document looks without the gridlines. To turn the gridlines on click on Home and then click on Borders Icon. From the dropdow

How to Add/Remove Cells on Documents (AuraQ)

Published March 11th, 2023 by Omer Khaled

How to remove a Cell Download and open the document in Word. Highlight the cell that you would like to remove and right click then select delete. This will delete the cell but can lead to alignment issues. A better way is to delete the cell content and then highlight the cell that want to delete with the cell next to it and press right click. Now s

How to Turn on Purchase Invoice Integration (Xero)

Published August 7th, 2023 by Omer Khaled

Step 1 - Enable Purchase Ledger integration Go to Settings -> Organization Settings -> Financial Ledger Settings. Double click on the Financial Ledger and select the Accounts Integration Tab. Turn ‘Purchase Ledger Integration enabled’ to Yes. Step 2 - Update Xero API Client Go to Settings -> Accounts Integration -> Xero API Clients. Doub

How to Approve Orders for Invoicing (Credit Customers)

Published July 21st, 2023 by Omer Khaled

Approving order check This is a management function to review and approve orders for invoicing. The system will perform a series of checks on dispatched/supplied orders to help check and approve before raising and sending the invoice to the customer. This should reduce the need for credit notes, or missed opportunities by under charging a customer.

How to Set PIN for User Accounts.

Published March 10th, 2023 by Omer Khaled

PIN overview PINs are used in Merchanter to quickly confirm the identity of a person performing an operation, or authorising release of orders by senior users (on credit stop, over limit, etc.) Junior Users - setup a PIN to identify yourself when working on a shared login Senior Users - setup a PIN to quick release/authorise orders that are on credi

App Assessment Questionnaire QuickBooks

Published February 3rd, 2023 by Omer Khaled

All apps that connect to production QuickBooks Online companies are expected to comply with Intuit’s platform requirements and guidelines. This includes both private (i.e. unlisted) apps and apps that want to be listed on the App Store. Use the below screenshots as guidance when filling up the security assessment for QuickBooks

Document template displaying incorrect information

Published March 10th, 2023 by Omer Khaled

Updating Field to show correct data Below is an example where the dispatch note document is not pulling the correct data for one of the fields (Delivery date). To fix this issue download and open the document in word. Then highlight the field that needs to be fixed and press right click. Select Update Field from the menu, this will show the actual f