X-ERP

Partner master data

Customers, suppliers, prospects – all business partners united in one database. Each partner can simultaneously be a customer and supplier. Any number of contacts, delivery/invoice addresses, bank details, payment/shipping terms, discount groups, and catalog numbers. Automatic email assignment ensures that every document reaches the correct recipient.

• Interested parties
• Customers
• Suppliers
• Ticket system users
• Shop users
• Seller
• Contact Person
• Delivery Addresses
• Billing Addresses
• Localization
• Credit Limit
• Delivery Block
• Dunning Block
• Discount Groups
• Fixed discount
• Different invoice recipient
• Employee assignment
• Seller assignment (commission calculation)
• Partner-side catalog numbers (order numbers)
• Open items overview
• Histories
• Output control (report assignment, document format assignment, target assignment)
• Currency assignment
• Language Assignment
• Location Assignment

Text Blocks

Never type recurring texts again: Central text modules for quotes, invoices, emails, and contracts. Organized in groups (terms and conditions, contract clauses, accompanying texts), insertable with a click. Dynamic text variables automatically replace placeholders with current data. Consistent communication at maximum speed.

Price management

Multi-level sales price lists, supplier-specific purchase prices, tiered pricing, validity periods, and multi-currency. The sales price assistant allows mass price changes at the push of a button. Discount groups are automatically applied during document processing – your sales team always works with the correct conditions.

Employee Master Data

Your employees are your most important asset. The integrated personnel management includes master data, departments, vacation management with digital applications and approval workflows, commission groups for sales, as well as flexible types of leave. Everything from application to approval is handled digitally, transparently, and traceably.

• Leave Management
• Internal Time Tracking
• Commission Groups

Event Resources

Central management of all company resources: machines, rooms, equipment, and capacities. Define availabilities, qualifications, and utilization limits. Automatic resource allocation for projects and operations. Capacity planning with overload warnings. Each resource with a continuous maintenance and inspection history.

• Resource Catalog
• Availability Management
• Capacity Planning
• Utilization Optimization

Inventory management

Full control: Multiple storage locations, detailed storage space structures (aisle/shelf/level/compartment), real-time inventory management, transfers, inventory counting with target/actual comparison, inventory revaluation according to HGB. Every goods movement can be tracked completely. Storage media such as pallets and containers are tracked via barcode/RFID.

• Bin Locations
• Min. / Max. / Reorder Levels
• Warehouse Media
• Automated Warehouses (Robot / Carousel Connection)
• Continuous Inventory Value Posting
• Warehouse Locations
• Inventory Revaluation

Project Management

Projects with phases, milestones, budget, and progress tracking. The integrated Gantt chart shows dependencies and critical paths at a glance. Link project phases with documents, time entries, and costs for continuous project costing – from planning to post-calculation.

• Unlimited Structure with Subprojects
• Budget Monitoring
• Gantt-Chart
• Event Resources

Attachments

Files belong to the dataset: PDFs, images, contracts, and drawings can be attached directly to articles, partners, documents, or any dataset. Status workflow for review and approval. All employees have immediate access to relevant documents – without having to search in network drives or email inboxes.

• SQL Asset Management
• Bidirectional Calendar Integration

Sales

The complete sales process in one system: From the offer through the order confirmation, the delivery note, to the invoice – every step is automatically linked. Items with articles, quantities, prices, discounts, and taxes. Partial deliveries, collective invoices, and credit notes are, of course, included. XRechnung and ZUGFeRD for electronic invoice dispatch are included.

• External Doc
• Opportunities
• Visit Report
• Precalculation
• Framework Agreement
• Helpdesk Ticket
• Service Call
• Repair Request
• Repair Order
• Repair Acceptance
• Field Service Assignment
• Quotation
• Measurement
• Prepayment Request
• Prepayment Invoice
• Down Payment Request
• Deposit Invoice
• Shop Order
• Order Confirmation
• Material Request
• Loan
• Rental
• Picking List
• Delivery Note
• Dropshipping
• Work record
• In-Service Date
• Invoice
• Return
• Credit note
• Cancellation invoice
• Post-calculation
• Inventory
• Disposal certificate
• Contract

Field Service

Field Service Management fully integrated: Schedule field service appointments with deployment planning, manage service technician resources according to qualification and region, and control the entire service process through configurable statuses. The Gantt chart provides a visual overview of all deployments. Technicians document results directly in the system.

• Planning
• Gantt-Chart
• Success Evaluation

Purchase

From requirement to order in a few clicks: purchase price lists with tiers, automatic supplier suggestions, orders with quantity and delivery date control. Goods receipt with target/actual comparison, incoming invoice verification, and automatic warehouse posting. The entire procurement process digital and traceable.

• Import Archive
• External Doc
• Framework Agreement
• Purchase Request
• Request
• Price Info
• Repair Request
• Service Call
• Outsourcing
• Prepayment Invoice
• Down Payment Request
• Deposit Invoice
• Purchase Order
• Announcement
• Goods Receipt
• Dropshipping
• Invoice
• Return
• Credit note
• Cancellation invoice
• Charge Display
• Disposal
• Recycling
• Inventory
• Contract

Procurement Wizard

The intelligent wizard guides step by step through the procurement process: requirement detection, supplier suggestion based on purchasing history, price comparison, quantity/date confirmation, and order creation. Ideal for new employees and standard procurements. Make-or-buy decisions are supported with capacity checks.

• Availability Check
• Disposition Assistant
• Reallocation
• Order-related / Warehouse-related
• Material requirements planning

Device Service

Complete service history per device and serial number: Which maintenance tasks were performed? Which parts were replaced? When is the next inspection due? The device service documentation links serial numbers with service records and provides field service technicians with all information at a glance – also on mobile.

• Warranty monitoring (customer and supplier side)
• History

Picking & packing

Professional shipping documentation: Create packing lists with carton allocation – which item is in which carton, including dimensions and weight. Standardized carton types speed up the packing process. The recipient knows immediately what is in which package. Perfect for carriers, customs, and incoming goods at the customer.

• Carton / package assignment
• Scale connection
• Camera connection

Shipping

Everything for logistics: carriers, shipping methods (parcel, express, freight, pickup), shipping zones, and weight-based rates. Freight costs are automatically calculated on the document. Zone-based rate structures for domestic, EU, and overseas. Integration with common parcel services for tracking and notification.

• Shipping Types
• Shipping Zones

Production

Production control fully integrated: production orders with bill of materials, work plans with resource allocation, real-time operational data collection. The production Gantt chart shows machine utilization and bottlenecks. OEE data flows directly into cost calculation. Make-or-buy decisions are made based on data.

• Resource planning
• Parallel steps
• Step sequences (Start/Start, Start/End, End/Start, End/End)
• Data Acquisition
• Gantt-Chart
• Assembly / disassembly
• Forward / backward planning
• Serial number / batch products
• Bills of materials
• Quality management
• Serial number / batch tracking
• Split and merge tasks
• Resource allocation
• Project structure plan
• Withdrawal
• Complete Note

Contract Management

Contracts under control: durations, notice periods, automatic reminders, and renewal options – everything centrally managed. Link contracts with partners and documents. Receive timely reminders for expiring contracts and never miss a notice period again. Archived in a revision-proof manner.

• Customer and supplier contract management
• Document generation directly from the contract
• Maturity
• Monitoring of termination options
• Pause
• Premature Termination
• Cycle Definition

Relationship Map

The visual document relationship map makes connections visible: Which offer led to the order? Which delivery note belongs to it? Has the invoice been created? The graphical representation of all document linkages saves tedious searching and provides immediate transparency – from the first customer contact to payment.

Approvals

Multi-level approval processes for business-critical documents: Define which documents require approval based on amount or type. Approvers are automatically notified and can approve or reject. Full transparency over the approval status. Compliance and the four-eyes principle ensured by the system.

• Request Approvals
• Approve Process

CRM

Sales management at the highest level: Manage sales opportunities with pipeline stages, probabilities, and revenue forecasts. Plan activities (calls, visits, meetings) and link them with partners and records. Freely configurable statuses and types adapt to your sales process.

• Activities
• Opportunity Management
• Geo-Localization
• AI Integration
• Success Evaluations
• Email Integration

Intercom

Secure internal communication without external tools: The integrated messaging system enables internal company communication with groups, priorities, and read/delivery confirmations. Sensitive information stays within the company and not on external servers. Messages are linked with partners, records, or projects – all in context.

• Internal Communication
• Task Creation
• Reconciliation
• Status Overview

Wiki

Company knowledge centralized and searchable: The integrated knowledge database with categories, full-text search, and editorial workflow (Draft > Review > Approval > Archive) ensures that know-how is documented, up-to-date, and accessible to everyone. New employees get familiar faster, experienced colleagues share their knowledge efficiently.

• Knowledge Management
• AI Assistance

Bulletin

The digital bulletin board for your company: Publish announcements, news, and messages in categories (Company News, HR, IT Information). All employees see relevant information at login. No more notices that get overlooked – important messages reach every employee digitally and verifiably.

• Message Board
• Read Receipt

Archiving

GoBD-compliant document archiving directly in the ERP: Archive invoices, contracts, and correspondence in a tamper-proof manner. External files are assigned to the record and are immediately retrievable. The archiving meets the GoBD requirements for the immutable retention of business documents.

• SQL Archiving Management (audit-proof)

Email

Full email client in the ERP: Send, receive, reply, forward – with multiple IMAP/SMTP accounts, folder structure, HTML signatures, and templates with placeholders. Automatic incoming/outgoing rules sort and archive emails. Spam protection, attachment management, and complete email logging. All your business correspondence remains within the ERP context.

• Optionally: Outlook Integration or Internal Email System
• Group Folders
• Rules Incoming
• Rules Outgoing
• Spam Filter Comparison with Existing Partner Email Addresses
• Unlimited Folder Structure
• Email Viewable via MS SQL
• AI Integration (Text Generation, Partner Generation from Email)

Calendar

Integrated appointment scheduling with daily, weekly, and monthly views. Appointments with participants, reminders, repetitions, and categories. Invitations with acceptance/refusal, automatic holiday management by federal state, and flexible work time models with shifts. The workday assistant configures models in no time.

• Individual calendar
• Group function
• Resource calendar
• Bidirectional connection with attachments
• Day, week, month, year view
• Timeline
• Recurring appointments
• Invitations

DMS

Document management directly in the ERP: Capture, classify, version, and link documents centrally with partners, documents, projects, and other processes. OCR and full-text search make even scanned content quickly findable, while access rights ensure controlled usage.

• Central document storage
• OCR and full-text search
• Versioning and access rights
• Link with master data and transactions

AI Assist

AI-generated product descriptions, email responses, and product translations – directly from the ERP. The integrated AI connection supports you in creating texts, answering customer inquiries, and translating product data into any language. This way, you save time, improve text quality, and reach international markets faster.

Electronic "sticky notes"

Digital Post-Its for your workplace: Create personal notes and reminders directly on the ERP desktop. Color-coded, quickly created, always visible. The perfect addition for spontaneous thoughts, return calls, or short-term to-dos – without a separate note-taking tool.

• Instant notes
• Archive

Desktop Configurator

Each role gets its own workspace: The desktop configurator allows you to design an individual start screen for each user role – with quick access buttons, widgets, and role-specific menus. The warehouse worker sees goods receipt and picking, the accountant sees open items list and payment transactions. Maximum efficiency through minimal clicks.

Report Designer

Reports and documents exactly as you envision them: The integrated report designer allows you to design invoices, delivery notes, quotes, and analyses pixel-perfect – with your logo, your colors, and your layout. Pre-made templates speed up the start. The report viewer displays reports interactively with print, PDF export, and Excel export.

Dashboard Designer

Data becomes decisions: Create individual dashboards via drag-and-drop with charts, key figures, tables, and filters. Each role gets the dashboard it needs: Management sees revenue and cash flow, sales sees its pipeline, and the warehouse sees the inventory situation. Real-time data for data-driven decisions.

Extra Tables

Your ERP, your data: Create custom tables – completely without programming. Whether machine directories, vehicle fleet, certificates, or training records: Define fields, data types, and relationships. X-ERP automatically generates input and list pages. Your ERP grows with your requirements, without having to wait for the software manufacturer.

Extra Fields

Extend standard tables without losing the standard: Add additional fields to existing tables (items, partners, documents) – text, number, date, selection list. The fields automatically appear in input forms and are available for evaluations. Updates remain compatible, your individual fields are retained.

Formatted Search

With the formatted search, X-ERP automatically fills fields with the appropriate values.

Whether customer data, item information, prices, texts, delivery dates, accounts, or your own custom fields: X-ERP can determine values directly from existing data and suggest or enter them in the right place.

This makes daily work faster, safer, and more consistent.

Fewer manual entries.
Fewer errors.
More automation directly in the ERP.