This guide explains how to implement, enable, activate, and start using Rackbeat. Ensure that each step is completed before beginning actual use. Before starting, we recommend reviewing the training material on opi.netvisor related to this topic.
If you are interested in using Rackbeat, you can contact Netvisor's sales.
There are instructional videos for Rackbeat implementation available on the opi.netvisor website:
Settings, registers, Opening balances, and inventory
Orders, value recording, product structure and models, integrations
1. Opening through store
Rackbeat can be opened through Netvisor's store. To implement, enable, activate, and start using the service, you need one of the following access rights: User administrator (KH), Accounting office administrator (TPK), Company administrator, Company user profile, or All rights profile.
The user who opens the service will automatically receive user credentials for Rackbeat. The interface traffic between Netvisor and Rackbeat takes place using this user's credentials. If the company is a customer of an accounting office, it is recommended that the opening is done by a company user. This ensures that the connection between the software remains in place even if the accounting office changes or the user is removed. Note. The person opening the service must have an email address added to the user information, and there must be a confirmed email address on the communication tab.
Opening is done in Netvisor via the path Netvisor Store > Additional services > Netvisor Varasto by Rackbeat > Start implementation. After starting the implementation, the view below opens. Here you select the stock valuation method to be used in Rackbeat. Note. This cannot be changed after it has been selected. Please familiarize yourself carefully with the valuation methods under the Bookkeeping heading here: Rackbeat settings.
Implementation automatically creates api identifiers for the user above. The integration reads or writes the following information to your company:
Customer list retrieval from Netvisor
Product list retrieval from Netvisor
Product information import to Netvisor
Vendor information retrieval from Netvisor
Vendor information import to Netvisor
Deleted purchase invoices
Customer information import to Netvisor
Purchase orders retrieval from Netvisor
Purchase order import to Netvisor
Purchase order retrieval from Netvisor
Sales invoice, credit note, or order import to Netvisor
Sales invoice and order list retrieval from Netvisor
Purchase invoice import to Netvisor
Purchase invoice list retrieval from Netvisor
Deleted sales invoices
Product information retrieval from Netvisor
Purchase invoice retrieval from Netvisor
Sales invoice and its receipts removal
Order retrieval from Netvisor
Customer information retrieval from Netvisor
Seller list retrieval from Netvisor
Sales order invoicing
Sales transaction list retrieval from Netvisor
Sales transaction import to Netvisor
Sales invoice status update
Once the stock selection is chosen, the Activate button is enabled.
Netvisor store will then display the status Waiting for activation.
The opener will receive an email from Rackbeat containing the information and instructions needed to log in. We recommend changing the password in Rackbeat upon first login. Rackbeat will open at the latest within an hour of starting the implementation. If something goes wrong during the opening and/or the status does not update, the situation will reset during the following night.
2. Logging into Rackbeat
You can log in to Rackbeat via the following link: https://app.rackbeat.com/login. Our guide provides more detailed instructions on the different login options if needed: Logging into Rackbeat.
3. Rackbeat settings
Before starting to use the system, it is important to ensure that the company's settings are suitable for your needs. More details about the settings can be found in the Rackbeat settings guide. At the beginning of the guide, there is a summary of the most important settings for getting started.
4. Establishing customer, product, and vendor registers
Before starting production use, registers in Netvisor or another software are imported into Rackbeat using a CSV file. This topic is covered in more detail in our guide CSV import of registers into Rackbeat.
5. Batch and serial number implementation
If it is necessary to activate batch or serial number handling for products, this must be done before the products are inventoried into stock or otherwise have transactions. The handling cannot be changed if the product already has transactions.
Batch and serial number handling is implemented via the path Company name (top right) > Company basic data and settings > System > Add-ons. Here, select "Install" next to the desired feature. After this, handling can be enabled for the desired products on their product cards via the path Stock > Products, click the desired product, make the desired selection at the bottom of the product card, and click save:
Note. Batch or serial number handling cannot be enabled or disabled for products that have stock transactions. If the product already has transactions and you want to change the handling, you must create a new product.
6. Opening balances are added using inventory
When the settings are correct, you can add product balances to Rackbeat by performing an inventory. The inventory can be done by recording the entries directly in Rackbeat or by importing the balances with a CSV file. If there are many transactions, we recommend importing the balances using a CSV file. More details on inventory can be found here: Rackbeat inventory / stock reset.
7. Other important considerations
When the settings have been checked and the required registers and stock balances have been imported into Rackbeat, there are still a few things that must be checked and are important to consider before starting use. Please at least note the following:
The numbering of sales invoices and orders must not overlap in Netvisor and Rackbeat (overlaps prevent documents from being transferred)
After implementation, it is highly recommended to create sales invoices and orders only via Rackbeat
If invoices are created in both systems, the invoice and order numbering in Netvisor must be significantly higher than the numbering in Rackbeat
Customer numbers must match between the software = the same customer has the same customer number in both systems
After implementation, customer editing and creation are done in Rackbeat > customer details do not update from Netvisor to Rackbeat, only the other way round
You can read more about the items to be considered and how to check them in our guide: Important considerations. If you have any questions about use or implementation, you can contact our support at [email protected].
Other useful instructions and tips for Rackbeat
How to add access rights to Rackbeat? The Rackbeat settings: Users guide explains how to add access rights for other users in the company.
What information is transferred between Rackbeat and Netvisor? The operational logic between Rackbeat and Netvisor is explained in the Operational logic between Rackbeat and Netvisor guide.
Handling previous orders in Netvisor. If the company already has orders on the Netvisor side, we recommend processing and invoicing them in Netvisor before starting use.
Numbering of sales orders and sales invoices. When starting to use Rackbeat, it is good to ensure that there is no overlap in the numbering of sales orders and invoices. If the invoice/order number has already been used in Netvisor, the same invoice number cannot be imported from Rackbeat, and the import will result in an error.
If some orders/invoices are handled solely on the Netvisor side, in this case, Netvisor's own order/invoice numbers must be significantly larger than the numbers used by Rackbeat to avoid overlap. An invoice created in Netvisor always receives the largest available invoice number automatically. When you create an invoice in Netvisor, modify its invoice number to be significantly larger, so that the next invoice created in Netvisor will receive one number larger. More detailed information can be found in the Handling invoice number series in Netvisor guide.
If in the future all orders/invoices are handled on the Rackbeat side, Rackbeat's numbering should be set to start from a larger number than what exists in Netvisor. More information on setting numbering in Rackbeat can be found in the Rackbeat general settings guide.
Keywords: Rackbeat, Rackbeat login, Rackbeat settings, Opening synchronization
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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