📍 Context
Kafinea General Interface
Note: The basic structure of all Kafinea records is the same. Once you have found your bearings, you can navigate with complete autonomy within the ERP.
1. Create a record #
There are multiple ways to create a record in Kafinea. Here is a non-exhaustive list:
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Manual creation: an + Add record button is present at the top right of all modules in each application, sometimes translated with the name of the record in question, such as + Add prospect. After clicking, an entry form appears and allows you to fill in the fields you want. Once the form is filled out, press Save.
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Quick creation from another record: certain records can be created from an entry field present on another record. For example, it is possible to create a new product in the Catalog module directly from the entry screen of a new customer invoice. This is a practical feature to avoid having to interrupt the current entry of a record. To do this, press the + button at the end of the field in question. A quick creation form is displayed with a reduced number of fields. Once Save is pressed, the new record is created in its respective module.
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Automated creation by workflow: workflows can trigger the automatic creation of a record. For example, a workflow applied to a customer purchase order can generate an automatic recurring customer invoice.
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.csv import: by using the data import functionality via .csv, you can import pre-existing records into Kafinea.
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Import via API: the Kafinea API allows for the creation of new records in a dynamic and automated way using data from a computer system external to Kafinea.
2. Structure of a record #
A Kafinea record always includes the following elements:
- a header
- a Summary view
- a Details view
- a Modifications tab
- one or more relational tabs
The header #
The header is in the upper left part of a record. It is customizable and displays the information of your choice to have some important data at a single glance. To customize this header, use the layout manager in the Kafinea settings.
The Summary view #
The Summary view provides part of the record’s information and the actions to be carried out in relation to it. It is composed of different blocks. Some are common to all records:
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Key fields: this block groups the fields that can be used in the context of graphic reports (such as histograms) or on dashboard widgets. These fields are customizable for each module from the layout manager.
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Documents: this block allows you to upload and consult documents related to the record in question. For example, this is where you would add PDF supporting documents for accounting items such as supplier invoices. Adding a document injects it into Kafinea’s powerful Electronic Document Management system, thus allowing for a sorting system by folder or by tag.
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Activities: this block allows you to add and display tasks to be performed or planned activities for a record. For example, a Call back prospect task can be assigned to an entire sales team or only to one of the sales agents.
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Comments: this block allows you to add and consult comments posted by all users with access to this record. This is very practical for sharing information or taking notes to keep.
Additional blocks with advanced features specific to their respective module are available on certain modules.
Tip: A switch titled Roll up is present on the Comments block of certain records. If the switch is ON, comments added to records related to the record being viewed will be displayed. For example, one might think that a company that has not paid an invoice has never been contacted since no one left a comment on the unpaid invoice record. However, by activating the roll up, you can see that an accountant called the company and left a comment on the customer account record indicating that the dispute is being resolved. A true cross-information system!
The Details view #
The Details view displays all the information of a record in the form of blocks. It is at the bottom of this screen that the table is located, featuring products and services that are the subject of a transaction on quote, purchase order, invoice, and credit note records.
The Modifications tab #
The Modifications tab keeps a history of all operations performed on a record, such as the creation of this record, the addition, modification, or deletion of a field, etc. The system indicates which user performed each operation and at what time.
Relational tabs #
This functionality is one of Kafinea’s great strengths. For each record, you have the possibility to see its relationships with other records in one click and switch to one of these related records without having to go back through the navigation menu.
Example: From a customer account, you can click on the Customer invoices relational tab. The system displays all invoices issued in the name of this customer. By clicking on one of them, a pop-up window displays information about this invoice. If you wish to see more details or modify this invoice, Details and Edit buttons are at your disposal. Once on this invoice, you can click on the Accounting entries relational tab, display the list of accounting entries linked to this invoice, and click on one of them to open it for more details in the Accounting module. A drill down system that allows you to navigate deep into the software in just a few clicks.
3. Edit a record #
There are two ways to edit a record:
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The Edit button: from the Details view or the Summary view, click on the Edit button at the top of the record. The record enters edit mode: all modifiable fields become editable. Once your modifications are made, click on Save.
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Inline editing: from the Details view, click directly on the value of a field to modify it without entering full edit mode. Validate by clicking on the confirmation icon that appears next to the field.
Note: Some fields are read-only and cannot be modified (calculated fields, system fields, etc.).
4. Duplicate a record #
To duplicate a record, open the More menu (⋮) located at the top right of the record, then click on Duplicate. A new record is created with the same values as the original. You can then modify the desired fields before saving.
Tip: Duplication is particularly useful for quickly creating similar records, for example, quotes or purchase orders with identical product lines.
5. Delete a record #
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Deletion from the record: open the More menu (⋮) at the top right of the record, then click on Delete. A confirmation is requested before permanent deletion.
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Mass deletion from a list: from a list, check the records to be deleted, then use the Delete mass action button.
Important: Some records may be protected by permanent locking. In this case, deletion is blocked and a message informs you of this.
6. Other actions on a record #
The More menu (⋮) at the top right of the record gives access to additional actions depending on the module:
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Generate a PDF document: allows you to produce a document from a document template (quote, invoice, purchase order, etc.).
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Send by email: allows you to send the record or a generated document directly by email from Kafinea.
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Tags: you can associate tags with a record to categorize it and find it easily via filters.
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Follow a record: by clicking on the Follow button, you subscribe to notifications of modifications to this record. You will be informed when other users make changes to it.
7. Frequently Asked Questions #
How to find a deleted record?
Kafinea has a recycle bin accessible from Main Menu > Configuration > Settings > Recycle Bin. Deleted records are kept there temporarily and can be restored.
How to know who modified a field?
Consult the Modifications tab of the record. It displays the complete history of operations with the user’s name and the date of each modification.
How to customize the blocks displayed in Summary view?
Use the layout manager to configure the blocks and fields visible on the Summary view of each module.