1. About Xcalious ERP

A cloud-based ERP solution to centralize and automate business processes across departments.

2. Get Started / Onboarding

You will receive an email invitation to join Xcalious ERP. Follow these steps to get started:

1. Accept the Invitation Email
   Look for an email with the subject: 'Join Xcalious Technologies' Powerful ERP System Today!'. Click the 'Accept Invitation' link inside.
2. Complete Registration
   After clicking the link, fill out the registration form with your company details and set a strong password.
3. First Login
   Navigate to https://erp.xcalious.com and log in using the email and password you just created.

3. Setup Prerequisites (Admin)

3.1 Administration & HR Setup

First, set up the organizational structure and user accounts.

1. Create Departments: Navigate to Home → Administration → Utilities → Department.

   

2. Create User Roles: Define access control levels at Home → Administration → Utilities → User Roles.

   

3. Create Employees (Users): Add users via Home → HR → Employee → Create New. Assign roles during this step. The system will then email login credentials to the new employee.

   

4. Bank Account Setup: Add company bank accounts at Home → Administration → Accounting → Bank Account. You must create at least one default account.

   

3.2 Catalog & Party Setup

Create the master data that will be used across all modules. It's recommended to follow this sequence. Bulk upload options are also available.

• Administration → Catalog → Create → Group
• Administration → Catalog → Create → Category
• Administration → Catalog → Create → Brand/Manufacturer
• Administration → Catalog → Create → HSN
• Administration → Catalog → Create → Unit
• Administration → Catalog → Create → Products
• Sales & Purchase → Vendor → Create New
• Sales & Purchase → Customer → Create New

3.3 Company Configuration

Click on your user icon in the top-right corner and select Account Settings to configure core company details.

• Company Details: Set your GST, PAN, address, and logo. [cite: 60]
• Code Generator: Define numbering rules for invoices and purchase orders.
• Print Settings: Customize templates for invoices and packing slips.
• Email & WhatsApp Settings: Configure integrations for notifications.
• Ledger Mapping: Set default posting ledgers for sales and purchases.

4. Core Module Workflows

4.1 Sales & Purchase Module

A. Create Quotation

• Path: Home → Sales & Purchase → Quotations → Create New
• Inputs: Customer, Items, Quantity, Price, Taxes. [cite: 87]
• Output: A saved quotation that can be converted to a Sales Order or Invoice.

B. Create Sale (Invoice)

• Path: Home → Sales & Purchase → Sale → Create New
• Key Options: Choose Price Type (e.g., Retail/Wholesale).
• Outputs: A sales invoice is created, ledger entries are updated, and stock is reduced.

C. Sales Return (Credit Note)

• Path: Home → Sales & Purchase → Sale Return (Credit Note) → Create New
• Inputs: Reference the original invoice and specify items being returned.
• Outputs: A credit note is generated, stock levels are increased, and accounting entries are adjusted.

4.2 Inventory & Warehouse

The Operations Hub provides a complete overview of order tracking, from picking to delivery.

Material Inward & Outward (GRN & GDN)

• Goods Receipt Note (GRN): Used to record incoming materials. Can be created against a Purchase Order, as a direct receipt, or for opening balances.
• Goods Delivery Note (GDN): Used to record outgoing materials for sales orders or internal transfers.

4.3 Accounting & Finance

Voucher & Settlement

Record financial entries and manage outstanding balances from the Account Voucher screen.

• Path: Home → Accounting → Account Voucher → Voucher → Create New
• Voucher Types: Create Payment, Receipt, Journal, Sales, or Purchase vouchers.
• Settlements: Use the Vendor Settlement and Customer Settlement buttons to easily clear outstanding payments against invoices.

5. Reports

Access a wide range of reports from the Reports menu in the top navigation bar.

6. User Interface & Navigation

Dashboard / Home Screen

The dashboard provides a high-level overview of key business metrics, including:

• Revenue and Inventory Value
• Alerts and Instructions
• Today's Orders and Total Sales
• Inventory insights like expiring stock and low stock items
• Charts for Top 10 Products, Inventory Movement, and Turnover [cite: 196, 198, 199]

User Roles & Permissions

Roles define what a user can see and do. They are created by an administrator at Home → Administration → Utilities → User Roles and assigned to users in the HR module.

7. Data Management

8. Administration & Configuration

Key administrator tasks include:

• User Management: Add, edit, or deactivate users from HR → Employee.
• Role Management: Define granular permissions for different user roles.
• System Settings: Configure company-wide settings from the Account Settings menu.

9. Troubleshooting & Common Errors

Invoice not posting / ledger mapping issue

Check the posting ledger settings under Account settings → Purchase/Sales Posting Ledger Based On. Ensure the correct ledgers exist and are mapped.

User cannot access a specific menu

The user's role likely does not have the required permission. An admin needs to check the user's role and active status, then update the role's permissions if necessary.

Duplicate entry / Code already exists

This error occurs when trying to create a record (e.g., product, invoice) with a code that already exists. Search for the existing record first or use a unique code.

10. FAQs