Prim.io Release Notes: New ERP Features & Improvements 26.09

Here are the improvements and new features coming with the next Prim.io update.

General changes to lists and reports

Working with lists and reports is now more consistent across the system.

• Warehouse operations has moved under Logistics → Warehouse → Warehouse operations as a submenu. The individual warehouse operations appear in a list on the left of the screen.

• Every list now has a Columns button for choosing which columns are visible. Your choice is saved automatically and applied the next time you open the list. Column names are no longer shown above the table for switching on and off  -  they are in the panel on the right that the Columns button opens.

• The filter stays visible at all times. The filter button now switches between a short view with the main fields and an expanded view with everything available.
• Opening a document no longer hides the list behind it. The list collapses into a narrow strip and expands again with a single click, without closing the document.
• A required field with only one possible value is filled in automatically.
• Error messages appear as a hint on the field itself, without shifting the form.
• A double click no longer opens two identical dialogs, and Esc closes the topmost open dialog.

Settings can be opened by direct link

Each Settings screen now has its own address, so you can open it in a new tab or share a direct link to it. Prim.io also remembers the last screen you opened in each module.

New "What's new" screen

The first time you log in after the update, Prim.io shows a dialog describing the main changes. The information stays available at any time from the user account menu. The dialog is not shown on mobile devices.

CRM

UIC, Personal ID and Foreigner ID validation

Bulgarian UIC, Personal ID and Foreigner ID numbers are validated in the field itself, instead of the error appearing only on save. The check is not applied to partners from other countries.

CRM statuses by document type

Statuses are now configured centrally per document type - Purchase Order, Offer, Sales Order or Invoice. The status can be changed from the side panel, and matching columns and filters have been added to the lists. Configuration is in Document management, under the relevant document type.

Overdue invoice notifications

Overdue invoice notifications are sent only to customers with the Email notifications setting enabled. The setting can be applied to an individual customer or to a customer type. Without it, no notification is sent automatically. Notifications are not sent to archived customers - the same rule applies to system notifications.

Improvements to system notification templates

Parameter handling has been improved in the system templates for issued invoices and for upcoming payment due dates. When a notification concerns a single document, the parameters for its name, number, due date, amount, currency, office and sales representative are now replaced with the real values.

Details of individual documents continue to be shown in the operations list or in the notification table.

A new {{document_date}} parameter has been added for the document date. {{for_date_formated}} still shows the date the notification was sent. The template editor now lists every supported parameter, along with a note about which ones apply only to single-document notifications.

Tasks and events

The task list has a new Assigned by filter. The default period is the last 30 days, and high-priority tasks are marked in red.

Events have a new partner filter. Phone and email are now filled in for every event type, not just for email.

P&S

Reversal authorization with an employee code

Store settings can specify which employees are allowed to approve reversals. Each of them gets a personal authorization code.

When a cashier without that permission creates a credit document from the POS, the system asks for an authorization code. The authorization is cancelled if the quantity, amount, selected lines, POS, reversal reason or reversal case changes. If no employees are designated for authorization in the store, the process works as before.

Sales reversal reasons

In the reversal screen you can now switch freely between Return, Replacement, Reversal, Discount and Error without starting over.

You can also create your own reversal reasons. They are managed in P&S → P&S settings → Sales Order Types → Reversal reasons. For each reason you can set a code, a sort order and the code to be sent to the fiscal device.

The selected reversal reason is shown in:

• the sale details;
• the related warehouse operations and waybills;
• the printed documents;
• the sales list and its export;
• the Sales and Waybills reports.

Prim.io creates the built-in reasons Return, Replacement and Error automatically. If you do not add your own, only these are available.

KPI targets

Target rules has been renamed to KPI targets. Once you select a report and a year, the available KPIs are shown in a list with values by month, quarter, half-year and year.

Warehouse and Logistics

Item variations

Item variations make it much easier to create and manage Items that come in several versions. Instead of entering 42 separate Items for a shoe in 7 colors and 6 sizes, you create one base Item and specify the attributes it varies by. Prim.io generates every combination automatically.

The base Item holds the shared information - name, category, brand, attributes, UoMs and images. The actual Items are the individual variants, for example "Shoe, Black, 37". Each variant has its own stock on hand, barcodes and SKU codes, and is used in sales, orders and warehouse documents.

The feature is enabled in Logistics → Logistics settings → Nomenclature. When creating an Item, tick Item with variations, add the applicable attributes and choose the values, for example color and size. The system creates up to 500 combinations at a time and generates their names and SKU codes automatically.

When you add a base Item to a sale or an order, a matrix with all variants opens. You enter the quantities against the relevant combinations, with their stock on hand visible as you go. On confirmation, the selected variants are added to the document as separate lines. A specific variant can also be added directly by its barcode or SKU.

Prices can be handled in two ways. In Without prices mode you set a single price on the base Item that applies to every variant. With Variations with prices enabled, each variant can have its own price. All variant prices are entered in a single matrix and saved with one confirmation.

All variants are managed centrally from the base Item details. Changes to the shared data are applied automatically, and when you add a new value Prim.io creates the new combinations required. This keeps your Item data current without editing each variant separately.

Multiple barcodes per Item

You can now add multiple barcodes to a single Item and set their type, for example SKU, EAN or ASIN. This lets the same Item be identified by different codes depending on how you work or which external system you use.

The Item code is shown automatically as the first internal barcode. It is the primary identifier and cannot be deleted or moved.

For Items with variations, barcodes are managed separately for each variant; the base Item holds no barcodes. The same rule applies when working through the API and when importing from Excel.

Minimum order quantity and quantity step

The Item–Supplier link now supports:

• order UoM;
• minimum order quantity;
• step.

Minimum order quantity is the smallest quantity that can be ordered from that Vendor. Step sets the interval by which the quantity can be increased. For example, with a minimum of 12 and a step of 6, the allowed order quantities are 12, 18, 24, 30 and so on. When creating a Purchase Order for that Vendor, Prim.io limits the choice to the allowed values.

On import from Excel or API, and in documents created from a Request, the quantity is raised to the minimum and rounded up to the nearest step. The adjustments made are shown in the interface or returned in the API response.

Goods Issue mode per Item

An Item can be set to FIFO, LIFO or operator's choice. The setting determines which Batch is suggested during Goods Issue and picking.

Reversal of intercompany transfers

Closed Intercompany Transfers can now be reversed:

• by selected lines with a manually entered quantity;
• by Items;
• by sales.

An Intercompany Transfer now has editable details and is visible from both sides of the transaction.

Change in how scrap is recorded

The standalone Scrap and Scrap Dispatch Order transactions are being discontinued. Scrap will be recorded through the new process based on a Warehouse session of type Scrap.

For warehouse staff, the operation is still called Scrap in the mobile app. The change affects how the documents are created and processed in the system, not the name in the mobile interface.

Existing documents keep their numbers. The numbering series for the old transactions will be deactivated so they cannot be used for new documents.

The conversion is started from a temporary panel in Finance → Finance settings → Settings, Accounting financial categories for Expenditure with materials/Inventory shortages, where you also select the financial category to use. The panel is visible only while there are documents left to convert in the database.

Expenditure with materials

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The Expenditure with materials report now has a breakdown by financial category and two new views - by document and by line. From either view you can open the relevant details directly and narrow the filter with a single click.

You can now select “Net off surpluses” to reduce recorded shortages.

Delivery statuses

Logistics settings has a new Delivery statuses screen where you can create and manage your own statuses for tracking shipments.

For each status you can set:

• a color, for easier recognition;
• a related Sales Order status;
• a template for notifying the customer automatically;
• a hook to be triggered when the status changes.

In the carrier system settings you can map each carrier status to the corresponding delivery status in Prim.io. The status is then updated automatically  -  and in the related Sales Order  -  as the shipment moves.

Warehouse sessions

The Inventory session has been extended into a Warehouse session, which can be of the following types:

• physical inventory;
• scrap;
• goods acceptance;
• goods issue;
• request.

On closing, the session is converted into the corresponding document. Data collected in the warehouse can be fed straight into a Goods Receipt or Goods Issue, without entering the document a second time.

Mobile bins

The warehouse can now create mobile containers from a given prefix and count. The system tracks which container the goods are in and allows it to be assigned to the Packing area or unloaded.

A quick filter by Mobile bin has also been added to stock on hand.

The Packing area is now part of the warehouse

The Packing area is now managed as part of the warehouse rather than as a separate warehouse. Prim.io creates and maintains it automatically.

Picking lists

Packing list has been renamed to Picking list.

When a Picking list is created, the goods are blocked in the warehouse, and released again if it is voided. A new list includes only the lines that still have a quantity left to pack.

Warehouse settings can require picking, in which case a document must be picked before it can be packed.

Finance and Accounting

Choosing an account when paying immediately

When you create an incoming or outgoing financial document with Automatic payment! selected, the account and cash account fields are no longer shown while creating the document.

After you confirm it, a separate payment pop-up opens where you choose the account or cash account and complete the transaction. It also shows the fiscal device status when the payment goes through such a device. The last cash account and POS used are remembered.

Mass operations with a selectable scope

When starting a mass operation you can now choose which documents it applies to:

• all documents in the result;
• only the selected lines;
• a manually entered list of numbers;
• numbers from an Excel file.

The system reports how many numbers were recognized, not found or ambiguous.

Bulk payment

You can pay up to 500 documents at once. The documents must belong to the same company and be in the same currency.

The Write-off action has also been restored to bulk operations. The Write-off up to amount field sets the maximum remainder for which a write-off protocol is created.

Editing the parameters of an issued document

A new shared Edit parameters screen lets you change several fields at once:

• partner and contact person;
• sales representative;
• payment method;
• due date;
• tax event date;
• accounting date;
• description;
• note.

The document history records which parameters were changed.

AI processing of expense invoices without a UIC or VAT number

AI recognition can now process expense invoices where the Vendor has no UIC or VAT number, for documents issued outside the European Union. Instead of rejecting the invoice, Prim.io creates it against the built-in Vendor UnknownVendor and sets its status to For review. The actual Vendor name recognized from the document is kept in the invoice description.

The operator then needs to review the document, find or create the correct Vendor and replace it on the invoice. The built-in Vendor and its type are created automatically in systems with AI recognition enabled, and cannot be edited or deleted.

The change applies only to expense invoices processed through AI Invoices Import. Handling of Vendors that do have a UIC or a valid VAT number is unchanged.

The automatic office selection for a new Vendor with no previous invoices has also been improved. In that case the system uses the company's most frequently selected office, which prevents the document from being created against an unsuitable registered address.

New "Money Transfers" list

Movements between accounts are now in a separate list, which makes them easier to track.

Financial document statuses

Finance settings has a new shared Financial document statuses screen available from Finance → Finance settings. The statuses of incoming and outgoing financial documents are managed in one place, in separate tabs.

Changes to the OSS report

The company is now required in the filter, because its currency determines which exchange rates are used.

Advance invoices are now included in the report, with the used portion of the advance deducted. A new panel shows the financial documents included in the selected line.

Archive of submitted VAT files

The archive is now available to all users with accounting permissions, not only to the system user.

API

The following improvements have been made:

• Items can be found by code or SKU;
• attributes can also be recognized by code;
• filters on Item retrieval are applied and combined correctly;
• a price request for several SKUs returns a price for each of them;
• a reversal can be created without a financial document, and with immediate or deferred Goods Receipt.

Note. For a reversal through the API, the date supplied applies to the reversal only. The financial document, the warehouse operation and the payment keep the current date. Combining Pay now with Without financial document returns an error.

Integrations

Skroutz

Automatic order acceptance and bulk fulfillment have been added.

Innoship

For cash on delivery, the shipping service is no longer charged to the recipient a second time. The payer of the shipping service can be set in the settings and changed for an individual waybill. COD payments are now reconciled automatically.

Econt

Length, width and height are now submitted correctly for pallet shipments. For delivery to an office, selecting the office is mandatory; the address fields are shown only for delivery to an address.

Pigeon Express

The city can now be recognized by name when the postal code does not match or is not filled in. The Sales Order number is submitted in the waybill's external reference field. A check on settled COD payments has also been added.

Amazon

The VAT Calculation Report is now available for the older version of the integration as well. Invoices for split sales from the VAT report can be issued from a separate office.

EasySales

Order synchronization now supports payments with eMAG vouchers.

Changes to default results

After the update, some screens may show different results the first time you open them:

• Goods movement will show only Items with movements in the selected period by default.
• In Stock Loading, intercompany sales will not be included by default.
• The With/Without availabilities filter in Waybills will return results according to the new logic.
• The Delivery contact column in document lists will show the contact person.
• In Expenditure with materials, the Scrap and Shortages columns will show the correct values. 
• In reports with column selection, an excluded column will not be part of the table, the totals or the export.
• The Payment date column will be filled in based on the remainder, not on the document status.
• The To be invoiced, To be paid and Issued quantity columns are being removed from document lists. The remainders stay available through the Not invoiced and Due filters.
• The first time you log in after the update, local screen settings will be cleared. Your personal settings for color scheme, expanded filter, camera and columns in Item selection will be kept.

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