This guide outlines the steps to get started with using Rackbeat. If you are interested in using Rackbeat, you can contact Netvisor's sales. Rackbeat can be implemented directly through Netvisor Store. Once the environment is opened, you can proceed with the implementation using the following instructions. 

Note! There are instructional videos available for Rackbeat implementation on the opi.netvisor website:
Settings, registers, opening balances, and inventory 
Orders, value recording, product structure and models, integrations 


CONTENTS

1. Opening through store

Rackbeat can be opened through Netvisor's store. To implement services, you need one of these access rights: User administrator (KH), Accounting office administrator (TPK), Company administrator, Company user profile, or All rights profile. Whoever opens Rackbeat from the store will directly receive user credentials for the program, and the interface traffic between Netvisor and Rackbeat will use this person's credentials. If the company is a customer of an accounting office, we recommend that the opening is done by the company itself to avoid a situation where the connection is lost if the company changes accounting offices and the opener's credentials would be removed from the company. 


Opening is successful from the Store's Start implementation button. After this, the view below opens. Here, you need to consider the stock valuation method. Note: it is advisable to read this guide before making a choice, as it cannot be changed later. We recommend booking training on this topic with our trainers from the calendar before starting use. 


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 Waiting for activation.


The opener will receive an email from Rackbeat, which allows them to log in for the first time. We recommend changing the password to the desired one on the Rackbeat side. Rackbeat will open within an hour of the opening. If something goes wrong during the opening and the status does not update and remains in the waiting for activation status, the situation will reset the next night, and you can try the opening again the next day. 


2. Logging into Rackbeat

See the Logging into Rackbeat guide for instructions on how to log into Rackbeat.

3. Rackbeat settings

Before starting to use the system, it is important to ensure that the company's settings are correct. 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 starting.

4. Establishing customer, product, and supplier registers

Before starting production use, registers are imported as a CSV file into Rackbeat. More details on this topic can be found here. When registers are imported into Rackbeat, balances are not imported simultaneously; this is done separately through inventory. More details on inventory will be provided here (guide coming soon). CSV import is not mandatory, as products, customers, and suppliers can be established in Rackbeat as needed during use.

(5. Batch and serial number implementation)

If necessary, batch and serial number implementation must be done before inventory or at the latest before the product has a balance. Add-ons > Serial numbers and batch tracking can be added through add-ons. Once batch tracking or serial numbers are activated, they are set on the product card for each product individually. Please note that batch tracking and serial numbers must be activated for the product before it has inventory transactions. Batch tracking or serial numbers cannot be activated later for a product that already has inventory transactions. You do not need to worry about the prices displayed on this page.

6. Opening balances are added using inventory

More details on inventory can be found here: Rackbeat Inventory / Warehouse Reset. Opening balances can be imported using CSV import (Guide section "Inventory entry using CSV file") or manually (Guide section "New inventory entry").

If the product register is small, opening balances can also be done manually as inventory transactions (Inventory > Inventory transactions > Create inventory transaction).

Other useful instructions and tips for Rackbeat

  • How to add access rights to Rackbeat? 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, Initial 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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