Head Quarters : Amsterdam, Netherlands
info@eorch.com

DOCUMENTATION

Orchestrator for your Enterprise

USER DOCUMENTATION

Eorch was developed to try to offer an ERP,HRMS and CRM software with the main goal of simplicity:

  • Simple to install
  • Simple to use
  • Simple to develop

Our Eorch Software consists of the below three major components:

  1. Eorch Enterprise Resource Planning (Eorch-ERP)
  2. Eorch Human Resource Management System (Eorch-HRMS)
  3. Eorch Customer Relationship Management (Eorch-CRM)

LIST OF MODULES

The list of standard modules is defined on page List of Modules.

INSTALLATION STEPS

Eorch is a SaaS model, so there is nothing to do to install it. Just try Free Demo

If you are already a member, Login

To purchase a SaaS model go to Pricing

PREREQUISITES

OPERATING SYSTEM (OS)

Nearly every modern OS is supported.

Clients:  Every OS, that can run a webbrowser

Server: Every operating System (OS) , that supports a web-server with PHP and a SQL Database

DATABASE

MySQL 5.0.3+ (any MySQL options/parameters supported).

MariaDB 5.0.3+

PostgreSQL 8.1.4+

Size of the database needed is less than 1Mb per 100 customers/suppliers who are registered into database.

PHP

Min. required version: 5.4.0+ (requires functions like DateTimeZone.getOffset), Max 7.3.*

Support for user sessions must be enabled (it is the default value for PHP)

128Mb of memory allowed by PHP configuration to use ( PHP memory limit).

Works however magick_quotes parameter is set

Works however register_globals parameter is set

Works however safe_mode parameter is set

DISK STORAGE

Eorch program files use about 150 MByte on disk.

Some additional disk space required for Extra Modules or Templates

Eorch Database Files use about 35 MByte on disk.

Some disk space required by Database-System itself and temporary files required more space.

However, if you upload joined files, more disk space is required to store generated PDF or ODT documents. Storage depends on size and number of attached files.

CPU

Old Intel Pentium processor or its equivalent can be used . For more than 30 users, 1GHz CPU or more is recommended.

FIRST SETUP

Foundation/Company

The very first step is to set up the company/foundation details. You need to go from the home page with the following steps: Home -> Setup -> Company/Foundation and you can add the necessary information.

Name Signifies the name of the company/foundation

Logo – A logo of the company needs to be added here (in the formats of .png, .jpg or .gif). The size of the logo is not recommended anywhere but the format specified is png and there should not be any transparent layer.

Country – Upon defining the country, other options become dependent on this selection.

VAT Management – You need to define how you would manage VAT (or if you do not want).

SECOND SETUP 

Modules

The second necessary step is that of activating the modules. The modules which need to be activated depend on what is wanted by you with Eorch. Mostly, you might want to use up all the modules. One by one, you need to make each module activated. For instance, for managing a company, you have to activate a minimum of certain modules including Third Party, Invoices and Products and may be more.

For activation of a module, you have to go to the page “Home -> Setup -> Modules” and then you need to click on the button ‘on/off’ in the column of “Status” for enabling it.

The standard modules have been enlisted on the page List of Modules.

In case of any uncertainty regarding the functioning of a module, you can activate it to see which new menu item shows up in Eorch (in the bar placed horizontally), also after activation of a module, you need to check that you have assigned the requisite permission for the new features which were enabled. The module can be activated or deactivated as per your wants.

After activation of a module, there might be a need for further configuration (clicking on the setup icon which would appear on the module line’s right if a specific setup is needed in any module.

Menus

Here you have to choose which menu manager is required by you for the internal and external users. The menu manager alters the labels, organization and orders which are placed in the top and left menu items.

Display

This page lets you set the default application language and also the look and feel of the screens. During the first use, everything can be kept with the default values.

Users

The step at the end is of creating users and assigning them permissions. Mostly all the modules which have been activated earlier, will not be accessible if requisite permission is not given by you. For doing this, you need to navigate to the menu Home -> Users & Groups for defining the users and their rights. You should be attentive to check and reset the rights of users upon enabling a new module. The availability of the list of rights depends on the modules which have been activated. The recommended procedure is to configure the permissions after the modules, which you want to use, have been activated. In case of certain actions, if there are no rights available to perform an action then Eorch would not make the action visible. Some crucial features might be missed out. If you are the administrator then you need to navigate to Home -> Users & Groups, then after selecting the desired user, you need to click on the ‘Permission’ tab for giving rights to any user or yourself.

These configuration steps can be avoided for every new user which has been created, by configuration of the default rights (the rights which get allocated automatically every time upon creation of a new user).

GENERAL INFORMATION ON USAGE

Start Off the Application

For starting off, the application needs to be launched and that can be done either by clicking on the icon which has been installed on the desktop by the installation package or also upon typing in the necessary URL in the web browser.

Post the launch of the application, you would be able to see the login page where there would be at least 2 fields:

Login – it is the login of the user for connecting. In case of it being the first usage, it is the user which has been entered during the last step of the installation process (eg: the admin).

Password – this is the user’s password for connecting. In case of the first usage, it would be the password which had been entered during the last step of the installation process (eg: changeme)

Menu Usage

Every menu present on the horizontal bar is connected to one module. Upon activation of a module, the associated menu also appears in the menu bar placed horizontally. The entry of the menu does not appear in the menus unless the module gets activated. For activating a module, see First Setup.

For using a module, you need to click on the menu which is associated with the module. Then a menu would appear in the bar placed vertically for performing different tasks which are connected to that module.

Some Example Modules:

1. Module Users

Process of Installation

This module is kept enabled and is the only one which cannot be disabled. Thus, there is nothing to be done for installing it.

Life Cycles/Rules of Business

Anyone who is a part of your company/foundation is an internal user and can use the Eorch system.

Any customer or supplier or anyone else who has been given the permission to make use of the Eorch system is an external user.

In both the situations, permissions help in defining the level of access to the system.

An external user might have a separate menu manager than an internal user (refer to Home -> Setup -> Display)

Creation of an Internal User

This step is quite simple: Navigate to menu Home -> Users & Groups -> New User.

Creating an external user

There is a slight complexity in creation of an external user:

For the process of creation of an external user, you need to have the access of the card of contacts/addresses of any third party.

Third parties -> Contacts/Addresses -> List, upon selecting the contact, click on the button “Create User”.

Note: The button denoting “Create user” appears if the contact/address is not using the Eorch system. On the contrary, if that contact/address is already using and has the login permission of Eorch, then the button of “Create user” would not appear in the card of contacts/addresses.

Permissions being Defined

Reach on the tab of “Permission” of the card of the user and then click the + or – for giving or removal of permission.

User card can be reached by: Home -> Users & Groups -> Users.

A user has the ownership of the permission of self and all the permissions of groups in which the user is a part.

2. Module Third Parties

Module “Third Parties” lets you handle the customers, prospective clients and/suppliers (referred to as Tiers). The significance of this module is that it is a necessity for other modules which are dependent on these concepts (orders, invoices, contracts, proposals and more).

Any Third Party refers to a customer or a prospect or a supplier. It might be a corporation or a business entity (for instance an LLC, a trade association etc) or it can also be an individual. However, a contact, on the contrary, has to be an individual i.e she/he can represent any business entity (for instance, the CEO or someone else belonging to a LLC or the manager of sales of a trade customer, an association’s president or treasurer etc.) or an individual.

Installation

Eorch distribution comes equipped with this module and so there is no separate need for installing it.

Configuration

For this module to be used, there has to be an administrator account enabled first, using the options in menu i.e “Home – Setup – Modules”.

Next you need to select the tab where the module has been enlisted. Post that you can click on “Activate”.

Thus, the module gets activated.

If there appears an icon at the line’s end for this module, then click on it for accessing the specifics of the setup page which would be particular to that module.

Creation of a new Third Party

Upon clicking on the tab ‘Third Parties’, under the menus ‘Third Party’ you need to select ‘New Third Party’ or ‘New Prospect’ or ‘New Customer’(eg: Third Parties -> Third Party -> New Customer). Feed in the requisite information and it is not mandatory to fill in all the fields.

After creation of the Third Party, Notes can be added and also linked files by making use of the simultaneous tabs.

Modification of a Third Party

After going into the menu of third party, you need to click on the name of the third party for modifying it.

The “Modify” button (at the bottom right) needs to be clicked and all the changes have to be typed in.

Continue by clicking on the “Save” button.

Deleting a Third Party

Navigate to the Third Party and then click on the “Delete” button. Upon the presence of any linked objects of a third party (like invoices, contracts and more), it would not be possible to delete.

Creation of a Contact

There are multiple means of creating contacts/addresses

>> Navigate to the menu of Third Parties – Contacts/Addresses – New contact/address. Then provide the requisite information (not all fields are to be mandatorily completed). This would lead to the creation of a contact which cannot be linked to any third.

>> At the third, you need to go to the customer/supplier tab and then click the “Create Contact”. Upon entering the requested information (not all fields need to be filled up), a contact would be created which would be linked to the third.

Editing Contacts

Upon navigating to the menu Third Parties – Contacts/Addresses – List. You need to click on the contact for editing and selecting the tab sheet or input any personal information.

Click on “Modify” (placed on the bottom right).

You have to enter the necessary changes.

Then you need to click on “Save”.

Deleting Contacts

You have to navigate to contact and then click on ‘Delete’.

Rules of Business/ Life Cycles

There are only two states for a third party: Active or Inactive. A third party which has been deleted does not alter its state. It just disappears totally from Eorch.

One or multiple physical contacts or addresses can be created for a Third Party (these would be utilized as contacts for sending emails relating to commercial proposals, orders, invoices and more).