This guide helps you navigate Rackbeat settings: general settings, numbering, currencies, user management, and activation of add-ons. The guide focuses particularly on considerations related to the integration of Rackbeat and Netvisor.

This guide explains Rackbeat settings. You can access the settings from the top right corner under your name and Company basic information and settings.

Here are the most important settings for starting use:
  • General > Accounting > Inventory valuation method. The inventory valuation method cannot be changed after the first inventory transaction has been created
  • Add-ons > Serial numbers and batch tracking can be added through add-ons. When batch tracking or serial numbers are activated, they are set on the product card for each product individually. Note that batch tracking and serial numbers must be activated for the product before there are inventory transactions. Batch tracking or serial numbers cannot be activated later for a product that already has inventory transactions. You don't need to worry about the prices shown on this page.
  • General > Advanced settings > Allow support to operate in your environment. This allows customer service to access the environment at the customer's request
  • General > Bank > If you want bank details to appear on Rackbeat documents, they can be defined here. The setting does not affect Netvisor's banking transactions
  • Currencies > Ensure that the euro is the default currency
  • In the Layouts section, you can edit order templates and customize the templates yourself. Sales invoices are sent from Netvisor, so language versions must be created if necessary

  • Payment terms > Add the necessary payment terms

  • In numbering, it is good to ensure that there is no overlap. If there are existing purchase and sales orders in Netvisor, it must be ensured that the number series do not overlap and cause confusion. If all orders/invoices are handled on the Rackbeat side in the future, Rackbeat numbering should start from a larger number than what exists in Netvisor. If some orders/invoices are handled solely on the Netvisor side, Netvisor's own order/invoice numbers must be significantly larger than the numbers used by Rackbeat to avoid overlap. This is because Netvisor continues invoice numbering sequentially from the largest order/invoice number found in the system.

  • Languages > check the languages and add Finnish if it is missing

General settings

Here you will find the general settings of the program. 

Numbers

In numbering, it is good to ensure that there is no overlap. If there are existing purchase and sales orders in Netvisor, it must be ensured that the number series do not overlap and cause confusion. If all orders/invoices are handled on the Rackbeat side in the future, Rackbeat numbering should start from a larger number than what exists in Netvisor. If some orders/invoices are handled solely on the Netvisor side, Netvisor's own order/invoice numbers must be significantly larger than the numbers used by Rackbeat to avoid overlap. This is because Netvisor continues invoice numbering sequentially from the largest order/invoice number found in the system. 

  • General number series: Where to start numbering events if there is no specific number series for the event type.
  • Purchase order number: Where to start numbering purchase orders.
  • Invoice number: Where to start numbering purchase invoices. This affects the numbering of purchase invoices within Rackbeat. Netvisor receives the actual purchase invoice number that comes into the program. 
  • Reception number: Where to start numbering purchase receptions.
  • Sales order number: Where to start numbering sales orders.
  • Invoice number: Where to start numbering sales invoices. The invoice number is transferred as is to Netvisor as the invoice number. 
  • Offer number: Where to start numbering sales offers.

Information

In the Information tab, company information is entered into the program. The information is used on Rackbeat documents, such as sales orders. The information set here does not affect, for example, the e-invoice message sent from Netvisor.

Addresses

These can be, for example, delivery addresses that can be used when the company's warehouse is located at a different address than the company's main location.

Bank

If you want bank details to appear on Rackbeat documents, they can be defined here. The setting does not affect Netvisor's banking transactions. If, for example, you want to receive advance payments against orders, the bank account must be added. Also note that if you want payment terms to appear on the order, this also requires adding a bank account to the program.

Defaults

The tab shows the default settings for products, customers, and suppliers.

Product defaults

Unit = Suggest a specific unit for each new product.
Group = Suggest a specific product group for each new product.
Default location = Which warehouse location serves as the default for new products. If the company has only one warehouse or wants to use a specific warehouse within the warehouse initially, it is defined here.
Default supplier = Suggest a specific supplier for the product.
Suggest new number = If you want continuous numbering for product codes, select this as active. Then Rackbeat suggests a running number for products. 

Customer default settings

Currency = Do you want to use a specific currency as the default for customers.
Language = Do you want to use a specific language as the default for customers. The language can affect, for example, the translation of product names on the order confirmation.
Payment terms = Which payment term is desired as the default payment term. Payment terms move with orders to Netvisor. These must be created before customers.
Group = Do you want to use a specific customer group as the default.
Layout = Do you want to use a specific layout for document templates as standard.
VAT handling = Do you want to use a specific VAT handling as the default.
Country = Do you want a specific country as the default country for customers.
Delivery terms = Do you want to use a specific delivery term as the default.
Suggest new number = If selected, Rackbeat suggests a running new customer number for a new customer. The customer number is transferred to Netvisor with customer information. Rackbeat determines the customer number.

Supplier default settings

Currency = Do you want to use a specific currency as the default currency for the supplier.
Language = Do you want to use a specific language as the default language for the supplier.
Payment terms = Do you want specific payment terms as the default for the supplier.
Group = Is a specific supplier group used as the default group.
Layout = Do you want a specific layout for document templates as the default for suppliers.
VAT handling = Do you want a specific VAT handling for suppliers as the default.
Country = Do you want a specific country for suppliers as the default.
Delivery terms = Do you want a specific delivery term for suppliers as the default.
Suggest new number = If selected, Rackbeat suggests a running new number for suppliers. The supplier number is transferred to Netvisor. Rackbeat determines the supplier number.

Accounting

Inventory valuation method = Which inventory valuation method is in use. NOTE! This cannot be changed after transactions are in the system. Rackbeat offers FIFO or average price as options.

Running average price calculation 

  • Running average price calculation is an inventory valuation method obtained by summing all inventory purchases together divided by the quantity in stock.
  • In this case, you cannot correct the product's average price at any stage.

FIFO calculation

  • The costs of the first purchased units are allocated to the last sold units.
  • The method assumes that the materials and supplies arriving first in the warehouse are used first.
  • According to the business accounting law, which strongly affects the business income tax law, the inventory value must be calculated using the FIFO method.

Fields

The user can create additional information fields in Rackbeat for the following areas:

- Product
- Customer
- Supplier
- Purchase
- Sales

Fields do not directly transfer in the integration to Netvisor if the user has added them themselves. If the field is added to Rackbeat through integration, it can be utilized in the integration. Fields can be used, for example, to group products more precisely or to determine which products are desired to be transferred to the online store. 

Advanced settings

Allow inventory balance sharing = If you want to show the product-specific inventory balance in another system via a direct link, select this setting as active. Enables, for example, showing the product balance in a CRM system.

Notify integration errors by email = If active, Rackbeat notifies the user of detected errors by email. This does not affect the Netvisor integration. 

Logo = Image that the company wants to appear on Rackbeat documents, such as sales confirmation.

Number of decimals in prices = How many decimal places are used for pricing.
Decimal separator = What character is used as the decimal separator on prints.
Thousand separator = What character is used as the thousand separator on prints.
Number of decimals in quantities = How many decimal places are used for tracking quantities.
Date format = In what format dates are displayed.
Monday first = Does the week tracking start from Monday.
Allow editing of product structures with work orders = If active, the product structure can be edited even if it is in use on an open production order.
Allow support to operate in your environment = This allows support staff to access the customer's environment at their request. This is important to be active.

Include product description on sales line = With this selection, the text included in the Description field on the product card is included in the sales line description and the text is also visible to the customer on pdf prints.
Inventory value linked to billing: If this is enabled, reception and dispatch do not affect accounting until the corresponding invoice (sales/purchase) is recorded. Additionally, recording an invoice without a related order or purchase also automatically adjusts inventory quantity.
Close service = Closes the service. If the company wants to stop using Rackbeat, it is advisable to notify Netvisor customer support. 

Currencies

On this page, you can define which currencies you want to use for product pricing. The user can freely add the necessary currencies to the system. For the currency, you can decide whether to use a fixed exchange rate or a fluctuating market-based rate. 

Extra currencies can be removed through this view

Employees

The page shows a list of employees added to Rackbeat. From the view, you can add new employees. Employees are used in order templates in the Our reference and Delivery responsible fields.

You can edit the employee either from the employee number or from the notepad icon on the right side of the row.

Employee information is completed with name and email. The email address is used for login. Information is inherited through user addition. Employee numbering is automatic and sequential. The title can be defined if desired.

Receive notifications? = The selection directs system communication

Phone = Employee's phone number

Language = The available languages are those defined in the system. This selection does not direct the language choice of the user interface. 

Default warehouse = If you want the employee's purchase orders to be directed to a specific warehouse by default, the warehouse should be set here behind the employee.

If you delete an employee and they existed on old orders/invoices in the Our reference field, this information will be removed from those orders/invoices. 

Layouts

The user can define different print templates according to their needs, for example, different order confirmations can be created for different customers. Template models can be made as many as the user needs.

Documents whose layout can be edited are as follows:

The appearance of invoices is not changed by default because Netvisor is the master system for invoicing. The basic settings of the layout are:


Basic settings of the template model address the following issues:

Name = What name the template model is found under, for example, on the customer card.

Language = What is the language of the template model. This ensures the correct language for prints. If you need prints in languages other than Finnish, new layout templates must be created for different languages

Bank account = Are the details of a specific bank account shown on the template model

Font size = What font size is desired. This is mandatory information.

Logo = The user can upload an image file if they want to use a logo on the template model. If no logo is uploaded, the company name defined in Rackbeat is used.

Logo location = Does the logo appear on the left side of the document, is it centered, or does it appear on the right side. 

Logo size = Is the logo restricted to fit the template, or is the actual width of the image file used.

Signature = Another image file can be added here, which is used at the bottom of the layout. 

Payment terms

Payment terms can be defined in Rackbeat for use, for example, on sales orders.

A name, type, days, and description are given to the payment term. On the Languages tab, language translations can also be defined for the payment term. Different types can be defined for the payment term. It is recommended to choose the type as Net. Actual accounts receivable tracking takes place in Netvisor. If you want the payment term to appear on pdf documents, a bank account must also be added to Rackbeat.

To make the payment term visible on orders, a bank account must first be added to Rackbeat from the company settings. Then the bank account is added behind the desired layout. The sales order will then have the option to select "Show payment terms" as active, which will print the payment term on the order. NOTE: If the payment term has a % sign, such as 14 days net, 7 days -2%, the invoice transfer checks the customer's default payment term from Netvisor. If there is a correct payment term in Netvisor, the cash discount will be correct on the invoice payment term.

Delivery terms

Delivery terms can be managed in Rackbeat, which are used, for example, on sales orders. A name, description, and possible language translations are given to the delivery term.

Inventory transaction types

Different types of inventory transactions are defined as needed. These are used, for example, for tracking and reporting inventory transactions. The most common transaction types are found in the system by default. Additional transaction types can be created if necessary. Give the type a name and type, e.g., "acquire." The choice of type affects whether, for example, all Acquisition type transactions can be reported at once.

Languages

Languages can be defined for which language translations can be defined, for example, on the product card. The user can freely add the necessary languages to the system. A name and language code are given to the language, after which it is available.

Projects

Projects can be defined in Rackbeat, for example, for tracking purchases. Projects can also be imported via the interface from project management systems. A number, name, and possible description are given to the project. Projects defined in Rackbeat do not transfer to Netvisor.


Users

Through the user listing, you can add new users to the system and edit the information of existing users.


The user is given a name, email, password, language, and a subscription package is selected. The user's language choice affects the user interface language and can be changed later. The user's subscription package affects the available functions. Note! You don't need to worry about the price shown in the subscription package when using the program with Netvisor. 

The subscription package determines the user's access rights. 

Warehouse worker = The user can handle shipments, receptions, and create new inventory transactions through the mobile application. Warehouse worker view in the user interface:

Standard = All rights to all functions found in the system.

The user is also created as an employee by default in Rackbeat. The user's password can be changed, and the user can do it independently. User accounts do not cost extra in Rackbeat. A message is sent separately to the new user's email. The message does not include the user's password. This must be communicated to the user separately, for example, by sending them a text message or email from your own email. 

Note! Terminating a user in Rackbeat follows a notice period of 3 months. So when users are removed from the user view, a date is added after the user's name indicating when the user will be removed from the users. 

Billing

Shows the number of users and possible add-ons. 

Applications

The Applications page will show applications that the user can use to expand Rackbeat usage with third-party products. Applications such as Shopify and Woocommerce online stores are activated here.

Notifications

This page will show possible error notifications from applications. For example, if Rackbeat's own Shopify integration is used, possible error notifications from that integration will be listed here.

Message log

The message log can be used to check emails sent from the system. The log shows from which event the message was created, its timestamp, the address to which it was sent, and whether the sending was successful or not.

Add-ons

Through add-ons, batch tracking, serial number tracking, and the B2B portal can be activated for use. When batch tracking or serial numbers are activated in add-ons, they are set on the product card for each product individually. Note that batch tracking and serial numbers must be activated for the product before there are inventory transactions. Batch tracking or serial numbers cannot be activated later for a product that already has inventory transactions.Note! You don't need to worry about the prices shown on this page. 

Data export

Through data export, you can centrally download the data contained in the system into excel files.

B2B users

Through B2B users, Rackbeat users can create user accounts for their customers in Rackbeat's B2B online store. A Finnish page is not yet available for this view. Creating a B2B user sends an email to the customer. After this, the customer must be separately provided with the online store link visible in the B2B view. When a B2B user places an order in the online store, a sales order is automatically created in Rackbeat. 

Name = User's name
Email = User's email
Customer = Which customer the user represents in Rackbeat's customer register. Orders placed by the user are directed to this customer.
Allowed product groups = Does the user have the right to order products from all or only selected product groups.
Order status = Do orders come confirmed or confirmed and ready for delivery to Rackbeat.
Hide inventory balances = Are inventory balances shown to the user in the B2B portal
Allow backorders = Are orders accepted for products that are not in stock at the time of order.
User's language = In which language the user uses the B2B portal.

Note! Only the main product is visible to the B2B user, meaning model variations and their inventory balances are not visible if model variations are enabled. 

Keywords: Rackbeat settings, Netvisor integration, inventory valuation, numbering, add-ons, B2B portal, payment terms, user management

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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