Version 4.3.9.12

Efficient payroll management involves not only the correct recording of payments but also clear visibility into their impact on company profitability and the ability to generate quick reports. The payroll section in iFlows is designed to offer you detailed control over every aspect, from automatic per diem calculation to flexible exports.

Step-by-Step User Guide

The functionalities are structured on two levels: individual salary management per employee and centralized reporting.

1. Detailed Salary Recording per Employee

To record a salary payment or to view an employee's history, follow these steps:

1. Navigate to Financial > Employees and access the Salaries tab. Here you will see a list of all active employees.
2. Next to the desired employee, in the Actions column, click on the green icon with the dollar symbol ($), titled Record Salary Payment.

This action will open the salary management window for that employee. At the top you can add a new payment, and at the bottom of the same window, you will find the "Salary History" table, which centralizes all previous payments.

1. Automatic Per Diem Calculation

To automate the per diem calculation, first ensure you have set the per diem value in the employee's file (in the Salary section, complete the Per Diem / day field).

1. When adding a new salary payment, fill in the "Per Diem Days" field with the corresponding number of days.
   
2. The platform will automatically multiply the number of days by the set value per day and fill in the "Per Diem Value" field.
   
3. Press the Add button to save this entry in the salary history.

1. Control of Inclusion in the Profit Report

To correctly reflect salary expenses in financial reports, you can decide which salary components are included.

1. Next to each component (Advance, Final Payment, Commission, Bonus, etc.), there is a toggle.
2. When a toggle is ACTIVATED, that value will be automatically recorded as an expense in the Profit Report, in the "Expenses without Doc." column.
3. Important: After setting the desired state for the toggles, you must press the Save button at the bottom of the window so that these preferences are remembered for future recordings.

1. Salary History Management

The "Salary History" table gives you full control over past records:

• Edit and Delete: For each line in the history, you have the Edit (pencil icon) and Delete (trash can icon) buttons available to make quick corrections.
• Individual Export: To download the complete income history for the selected employee, use the Export button. This will generate a detailed Excel report just for that person.

2. Centralized Export of Monthly Salaries

For company-level reporting, you can quickly extract salary data for all employees.

1. 1. Where to find it: Navigate to the main page Financial > Employees > Salaries.

• How it works: Click on the Export button in the top-right corner. Select the month and year for which you want the report. The platform will instantly generate an Excel document that centralizes all employees and their salary details for the selected period.

What problem does it solve?

Until now, to include complex details (images, technical specifications, extended descriptions) in a quote, you had two options:

1. To have them predefined in the product file in the nomenclature. This approach did not cover scenarios for personalized or ad-hoc created products.
2. To add them at the level of the entire document. In the case of multiple products, the details were not directly associated with a specific product.

The new "Additional Details" option completely removes these barriers. Now you have the flexibility to add rich content (text, images, tables) directly at the level of each product line in the quote, for specific situations where you need to detail certain products and that information does not apply to the standard.

Step-by-Step User Guide

The process is intuitive and takes place entirely on the quote creation or editing page.

1. Access the details option

After adding a product to the quote, you will notice a new icon in the shape of a page with a pencil called Additional Details, located next to the "Product Description" field. Click on it to open the editing window.

2. Add rich and personalized content

In the window that opens, you have a full text editor at your disposal, where you can:

• Write and format text: Add technical specifications, detailed descriptions, lists of benefits, or any other relevant information.
• Insert images: Upload product images, technical schemes, or diagrams to provide strong visual context. You can freely combine text and images to create complete presentations.
• Create tables: Structure complex data, such as lists of features or comparisons.

3. Resize and align images

Once an image is inserted into the editor, you can click on it to access formatting options. From here, you can:

• Resize the image: Choose a predefined size (100%, 50%, 25%) to fit perfectly on the page.
• Align the image: Position the image to the left, right, or center for an aesthetic arrangement alongside the text.

4. Save and view the result

Once finished, press the Add Additional Details button. The content will be saved for that product line. When generating the PDF document, these details will be elegantly displayed immediately below the corresponding product line.

Key Benefits

• Total flexibility for personalized products: Ideal for custom-made products. You can add unique specifications and images for each client without overloading the product nomenclature.
• More convincing quotes: Enrich quotes with visual support and detailed descriptions to help the client fully understand the product's value and eliminate any ambiguity.

Granular control over details: You can use the same generic product in different quotes but with completely different additional details, perfectly adapted to the context of each sale.

As the number of custom email templates grows, managing them becomes a challenge. Without a clear structure, it is difficult to quickly find the right template.

The Sections functionality solves these problems by introducing a categorization system. It allows you to group templates according to their purpose (e.g., Quotes, Invoices, Supplier Orders) and gives you the flexibility to use multiple custom templates in contexts where previously only one was possible. Thus, you achieve superior organization, speed in operation, and much more nuanced communication.

Step-by-Step User Guide

The basic principle is simple: each email template you create is now associated with a specific Section in the platform.

1. Creating a new template and associating it with a Section

When adding a new template, associating it with a section is the first and most important step.

1. Navigate to Settings > Templates and select the Email tab.
2. Click on Add New Email Template.
3. The first fields you need to fill in are:
   • Section: Choose from the list the context in which the template will be used (e.g., Quote, Invoice, Client, Supplier Order, etc.).
   • Language: Define the language in which the template is written.

2. Immediate benefits in platform use

Once the templates are organized by sections, you will notice advantages in several places:

• Flexibility in template selection: When you send an email from a specific area (e.g., from a quote), the platform will no longer use a single default template. Instead, it will offer you a list from which you can choose any of the templates you created and allocated to the "Quote" section. You can have, for example, "Quote - First contact", "Quote - Follow-up", "Quote - Special discount".
• Smart List of Variable Fields: When you edit a template, the list of Variable Fields automatically adapts to the chosen section. Thus, if you are working on a template for the "Invoice" section, you will only have relevant variables for invoices available ([factura.numar], [factura.total_de_plata]), which makes the personalization process much faster and error-free.
• Automatic translation of attached PDF documents: If you set a template's language to English (or another available language), the PDF document attached to the email (invoice, quote, order) will also be automatically generated with the interface translated into that language.

3. Efficient management and filtering of templates

On the main page at Settings > Templates, you can now use the new "Section" filter to quickly view all templates from a specific category, making their administration much simpler.

We have added two new fields in the Financial > Suppliers section that allow you to predefine the VAT rate and email template for each partner individually.

This functionality is particularly useful in two common scenarios:

• Collaboration with external (intra-community) suppliers: You can set a VAT rate of 0% for these partners, ensuring that all orders generated for them will automatically have the correct tax regime, and purchases will automatically carry the same rate.
• Communication in foreign languages: You can associate a translated email template (e.g., in English) with an external supplier, so that all communications are automatically sent in the correct language.

Step-by-Step User Guide

Configuration of these settings is done directly from the supplier edit page.

1. Setting the Default VAT Rate for a Supplier

Where to find the option:

1. Navigate to Financial > Suppliers and identify the desired supplier.
2. Click the Edit button.
3. In the Invoicing section, locate the VAT Rate field.

How it works:
Select from the list the VAT rate that this supplier usually uses on their invoices. For example, for intra-community acquisitions, you will select 0%.

Benefit: When creating a new order for this supplier, the VAT rate you set here will be automatically applied to the document, eliminating the risk of omitting this detail.

2. Choosing a Default Email Template

Ideal for standardizing communication and using the correct language for each partner.

Where to find the option:

1. Access the supplier edit page (following steps 1 and 2 above).
2. In the Delivery section, locate the Default Email Template field.

How it works:
Choose from the list an email template you previously created (for example, a standard order template translated into English).

Benefit: When you use the function to send the order via email directly from the platform, iFlows will automatically load the template you selected, ensuring fast, correct, and professional communication.