Master data are the shared lists that other PharmaERP pages pick from. A change to one of these lists affects every page that uses it. Administrators look after the lists.
Where to find it
In the left menu, open System Settings. Under the heading Master Data you see the lists. In this version the menu shows only Countries and Currencies.
The change history of each of these two lists is not a menu item. Open it with the Country History or Currency History button at the top of the page, or with the history icon on a row.
The lists
List | What it is used for | Status |
|---|---|---|
Currencies | The currency codes and symbols (for example EUR and €) that customers and suppliers trade in. | Available — see its own page |
Countries | The countries that customers and suppliers belong to, each with a code, a default currency and a VAT %. | Available — see its own page |
Cities | A list of city names, each belonging to a country. | Not switched on yet |
Units | A list of standard product values, such as strength (for example 10 mg). | Not switched on yet |
Packages | A short list of pack descriptions, each a size and a type (for example 10 x 1 ml, Ampoule). | Not switched on yet |
Product Types | The kinds of product (for example Generic Human Medicine) that a supplier supplies or a customer buys. | Not switched on yet |
Categories | The Business Area of each customer and supplier (for example Medication wholesaler). | Not switched on yet |
Customer Status | The status names that show where a customer or supplier stands, for example Lead, Active or Closed. | Not switched on yet |
When to change a list
Change a list only when the business needs it. Countries and currencies change rarely.
Countries: change the list when a new customer or supplier comes from a country that is not yet in it, when a country name is misspelt, or when the default currency of a country is wrong.
Currencies: add a currency when the business starts trading with a party in a new currency.
Which order to set them up
Set up Currencies before Countries. Each country is given a default currency from the currency list, so the currency must exist first.
When you add a customer or supplier in Customer DB or Supplier DB, choosing the country fills in the currency. Check it and confirm it.
Note: The six lists marked "Not switched on yet" are hidden for everybody in this version, including administrators. This guide will describe them when they are switched on.