📍 Background
Kafinea's main interface
Note: The basic structure of all Kafinea records is the same. Once you get the hang of it, you’ll be able to navigate the ERP system on your own.
1. Create a record #
There are many ways to create a record in Kafinea. Here is a non-exhaustive list:
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Manual creation: A "+ Add Record " button is located at the top right of every module in each application; sometimes it is labeled with the name of the record in question, such as "+ Add Prospect." After clicking it, an input form appears where you can fill in the fields you want. Once the form is filled out, click Save.
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Quick creation from another record: Some records can be created from an input field on another record. For example, you can create a new product in the Catalog module directly from the screen for enteringa new invoice . This is a convenient feature that lets you avoid interrupting the record you’re currently entering. To do this, tap the + button at the end of the field in question. A quick creation form appears with a reduced number of fields. Once you tap Save, the new record is created in its respective module.
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Automated creation via workflows: Workflows can trigger the automatic creation of a record. For example, a workflow applied to a sales order can generate an automatic recurring invoice .
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CSV import: using the CSV data import feature, you can import pre-existing records into Kafinea.
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Import via API: The Kafinea API allows you to create new records dynamically and automatically 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 view Summary
- a view Details
- a Modifications tab
- one or more relational tabs
The header #
The header is located in the upper left corner of a record. It is customizable and displays the information of your choice so you can see important data at a glance. To customize this header, use the layout manager in the Kafinea settings.
The Summary View #
The Summary view displays some of the record's information and the actions to be performed on it. It consists of several sections. Some of these sections appear on all records:
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Key fields: This section includes fields that can be used in graphical reports (such as histograms) or in dashboard widgets. These fields can be customized for each module via the layout manager.
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Documents: this block allows you to upload and view documents related to the record in question. For example, this is where you would add PDF supporting documents such as supplier invoices. Adding a document injects it into Kafinea's powerful Electronic Document Management system, allowing you to sort by file or tag.
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Activities: This block allows you to add and display tasks to be performed or planned activities to a record. For example, a task such as " Call back prospect " can be assigned to an entire sales team or just to one of the sales agents.
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Comments: this block allows you to add and view comments posted by all users who have access to this record. It is very useful for sharing information or taking notes to keep.
Additional blocks with advanced functionalities specific to the module to which they belong are available on certain modules.
Tip: A toggle labeled " Roll Up" is located in the Comments section of certain records. If the toggle is set to ON, comments added to records to the record will be displayed. For example, one might assume that a company that hasn’t paid an invoice been contacted since no one has left a comment on the invoice record . However, by enabling 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-referencing system!
The Details view #
The Details view displays all the information for a record in blocks. At the bottom of this screen is the table listing the products and services included in transactions on quotes, purchase orders, invoices, and credit memos.
The Changes tab #
The Changes tab keeps a history of all actions performed on a record, such as creating the record, adding, modifying, or deleting a field, and so on. The system shows which user performed each action and when.
Relational tabs #
This feature is one of Kafinea's great strengths. For each record, you can see its relationships with other records at a glance and switch to one of these related records without having to go back to the navigation menu.
Example: From a customer account, you can click on the " Customer Invoices" tab. The system displays all invoices issued to that customer. Clicking on one of them opens a pop-up window showing information about that invoice. If you want to view more details or edit the invoice, the "Details" and "Edit" buttons are available. Once on this invoice, you can click on the " Accounting Entries" tab, view the list of accounting entries related to this invoice 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 with 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 the Edit button at the top of the record. The record enters edit mode: all editable fields become editable. Once you’ve made your changes, click Save.
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Inline editing: From the Details view, click directly on a field’s value to edit it without switching to full edit mode. Save your changes by clicking the confirmation icon that appears next to the field.
Note: Some fields are read-only and cannot be edited (calculated fields, system fields, etc.).
4. Duplicate a record #
To duplicate a record, open the More menu (⋮) in the upper-right corner of the record, then click Duplicate. A new record is created with the same values as the original. You can then edit the desired fields before saving.
Tip: Duplicating records is especially useful for quickly creating similar records, such as quotes or purchase orders with identical product lines.
5. Delete a record #
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Deleting from the record Open the More menu (⋮) in the top-right corner of the record, then click Delete. You will be asked to confirm before the record is permanently deleted.
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Bulk deletion from a list: In a list, select the records you want to delete, then click the "Delete" bulk action button.
Important: Some records may be protected by permanent locking. In this case, deletion is blocked, and a message will notify you.
6. Other actions on a recording #
The More menu (⋮) in the upper-right corner of the record access to additional actions depending on the module:
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Generate a PDF document: allows you to create a document based on a document template (quote, invoice, purchase order, etc.).
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Send via email: allows you to send the recording or a generated document directly via email from Kafinea.
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Tags: You can assign tags to a record to categorize it and easily find it using filters.
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Follow a record: By clicking the Follow button, you’ll subscribe to notifications about changes to this record. You’ll be notified when other users make changes to it.
7. Frequently Asked Questions #
How do I recover a deleted recording?
Kafinea has a Recycle Bin that can be accessed from Main Menu > Configuration > Settings > Recycle Bin. Deleted records are temporarily stored there and can be restored.
How can I tell who edited a field?
Go to the "Record Changes " tab. It displays the complete history of operations, including the user's name and the date of each change.
How do I customize the blocks displayed in Summary view?
Use the layout manager to configure the blocks and fields that appear on the Summary view of each module.