Product UI Documentation

Getting Started

It all starts with registration in the system. The buyer fills in the main sections of the system:

1. User information. Contains fields for full name (required), password creation (required), email (required), interface language selection (English, Chinese, Russian, Turkish available), Phone number (this field is not mandatory, but if filled in, the phone number will be indicated in the signature on documents and in orders to Suppliers, so that the Supplier can contact you), and Position in the company.
   On the same page, there is a checkbox "I would like to receive feedback from Quickinim" and a field "I accept the terms of use of the software" (required, part of the User Agreement).
2. Company information. Contains the fields Company name (required), Country (select the country of registration of the Company, the field is required), Company phone number, Company address, Company website, Company tax number (the field is not required, but if you fill it in, the Company's national tax number will be indicated in the signature on documents and orders to Suppliers).
3. Bank details. Adding a bank account for the company is optional, but filling in the details will allow you to immediately indicate the organization's bank details on printed order forms, to which you can issue an invoice. Contains fields: Currency (drop-down list from Euro, US Dollar, Polish Zloty, Russian Ruble, Belarusian Ruble, Kazakhstani Tenge, Turkish Lira, Kyrgyz Som, Chinese Yuan), Bank Country (drop-down list with a large number of countries), Bank name, Settlement account (text field with comment: Your bank account number; if specified, your account number will be indicated in the signature on documents and in orders to suppliers), SWIFT/Bank indicator (text field), Additional information.
4. Warehouse. Fields: Warehouse name (text field), Warehouse address (text field). Note for the user in this block: "The warehouse is the address where your company receives orders delivered by suppliers. When you enter one of the fields, the second field is required. This step is not mandatory; you can create warehouses later."

When you click the Finish button, the Quickinim main page will open with the newly created buyer user profile.

Add your suppliers to the Quickinim system

Information window for users: "You must add your suppliers to the Quickinim system before you start working. Each supplier has a set of goods that they supply to your company. Once you have added your suppliers and goods, you can place an order with the supplier."

Suppliers can be added in the following ways:

Add Products to Supplier companies

Information window for users: "Before you start working in the Quickinim system, you need to add Products to Supplier companies. Each supplier has a set of products that they supply to your company."

When adding a product, the following fields must be filled in:

• General information. Fields: Supplier name (drop-down list of previously added suppliers), Product name (text field), Status (Active/Inactive drop-down list), Buyer's item number (comment here: "Enter the buyer's item number. If your system has already assigned an item number to the product, enter it into the system. If there is no item number, leave the field blank, Quickinim will automatically generate and assign an Item number"), Supplier item number (comment here: "Item number in the Supplier's system, this item number will be entered in the order form and will allow the Supplier to quickly identify the ordered Item. This field is not mandatory"), Unit of measure (drop-down list from KG, M, M2, M3, L, PC, pkg, T)
• Additional information. Description (text field), Delivery time (days), Warranty (months), Customs code, Net weight, Unit of measurement for weight (drop-down list from Ton, Kilogram, Gram, Milligram, Pound, Ounce, Gran), Buyer's comment (the buyer's comment will be visible to the supplier when placing the order and will also be included in the printed order forms), Comment hidden from the supplier.
• Prices. You can add several prices with the specified quantity of goods (enter the value, the units of change will be substituted from those selected earlier), Price (excl. VAT) – you can specify several prices per unit in one price with a choice of different currencies (drop-down list from Euro, US Dollar, Polish Zloty, Russian Ruble, Belarusian Ruble, Kazakhstani Tenge, Turkish Lira, Kyrgyz Som, Chinese Yuan).

Any product can be copied to quickly create the next one. The list of added products includes Active and Inactive products (2 different tabs). You can perform the following actions: Edit the selected product, Add a product, Import or export a product (via Excel files), make a product inactive (or vice versa, Active for the Inactive list) or delete it. You can customize the visibility of columns and change their order.

Import products from file

You can also add a product by importing a file. Note for the user in this block: "Please select an Excel file to add new Supplier products. The Excel table must contain rows, each row containing data about the Supplier's products, as well as columns that will be assigned to the Supplier's product fields in step 2 of the wizard.

If some fields are missing (including mandatory fields, except for the product name and price), in step 2 you will be redirected to step 3, where you can set the values for these fields for all products.

Required fields:

• Buyer's item number
• Product name
• Product unit of measure
• Quantity
• Price (excluding VAT)
• Currency

Important! The buyer's item number can be left blank, in which case you will be offered automatic item number generation.

The other fields are optional.

The top row of the Excel file must contain column names (headings) and be located in the first row.

An example of the Excel file structure can be downloaded from the link.

Before you start importing, select the company for which the goods will be imported.

The user is prompted to download an Excel template file to fill out and upload to the system and select the supplier company (drop-down list of previously added suppliers). After uploading the file, the UI opens a page with the mapping of the fields filled in from the file and the fields in the system (product card).

After successful mapping and saving, the system will redirect you to the Completion block and display the message: "The import of the company's goods was successful!" with the option to choose between Import another file or Return to the goods page.

Create a Company Order for the Supplier

Information window for users: "Select the Supplier, currency, and products you want to order from the Supplier. The Supplier will receive a notification about the new order placed with a request to confirm the order."

When adding a product, you can either create it manually or import it from a file.

Manual order creation

In manual mode, you must fill in the "General Information" block:

• Supplier (drop-down list of previously added suppliers)
• Buyer's employee (select from the drop-down list)
• Order date
• Order number (if not entered, it will be generated automatically)
• Order currency (drop-down list from Euro, US Dollar, Polish Zloty, Russian Ruble, Belarusian Ruble, Kazakhstani Tenge, Turkish Lira, Kyrgyz Som, Chinese Yuan)
• Status (drop-down list: Draft, Published, Processing, Ready for shipment, Shipped, Cancelled). It is assumed that when an order is created, it is assigned the status Draft – in this state, the order is not visible to the supplier. When editing the order is complete, the purchaser changes the status to Published, and the order becomes visible to the supplier in the system on their side. The supplier then follows the order through the business process statuses to Shipped or Cancelled, with the ability to change delivery dates, indicating the relevant reasons in the order comments and notifying the purchaser. The history of order status changes will be visible in the History tab when editing the order.
• Warehouse for receiving goods (select from the drop-down list of previously added items. Comment: "The warehouse for receiving goods is the address to which the goods will be delivered to the buyer. The address is selected from the addresses of the Supplier and the Buyer. Warehouses are added in the company profile. The warehouse field in the order is mandatory."). It is possible to add a new warehouse from this menu – separately for the buyer and the supplier.
• Delivery terms (text field)
• Comment
• Hidden comment

Import orders from file

From the manual order addition menu, you can import a list of orders via an Excel file. An additional download menu will open with the option to download a template, mapping fields from the file and order card. After successfully downloading the file, the list of goods (which was specified in the file) will be displayed in the menu with the following options:

• Copy the product line (for quick creation of a similar one)
• Replace the product line. An additional menu will open with the option to select a product (from the list of added products) to replace, with the ability to search for the desired product. In this menu, you can customize the visibility and order of the displayed fields
• The product name is clickable and displays all previously entered information about the added product in a separate window on top of the current one
• You can add an order description or change what was added from the file
• You can change the "Desired delivery date" and "Planned delivery date"
• You can change the required quantity of each product in the order. The change will affect the total cost. Information about the total quantity of goods by unit of measurement is displayed (for example, if several products are specified in pieces, several in m2, then the total information will be displayed separately for all pieces and m2)
• You can change the price—the default price will be the price specified in the product card, but you can enter a different price while retaining the option to autofill the original price
• You can influence the cost of the order by item — enter your own value or leave the automatically calculated value
• You can create a new product for the supplier selected in the order card

Order editing functionality

After saving the order card, you can edit the order with the following functionality:

• Link the invoice to the order – a separate menu for adding a new invoice will open (the functionality is described below)
• Add packing slips related to the order – a separate "New packing slip" menu will open (the functionality is described below)
• Print order – you can choose to download the order file in .pdf, .docs, or .xlsx formats
• Export the order in the formats of your choice: xml, json – one of the options for use: for further import of the order into the ERP system
• Add files to the order
• Messages – a menu block where you can view the history of correspondence with the supplier, send new emails to the email address specified in the supplier's card, and add any emails of interested parties. The "Send new message" function is a separate window with a language selection, fields for entering the email addresses of recipients and recipients of copies, a choice of email templates, the option to create a new template or edit an existing one (templates are available in the system settings and are described below), an email subject line, the option to attach necessary files, and a text field (where text from the selected template is inserted)
• History – a list of actions related to the order, indicating the date, employee, and type of action

Orders menu

The menu for all orders contains a list of orders by status: In progress, Draft, Shipped, All (displays a list of all orders in any status). You can customize the visibility of columns and change their order. There is an important field called "Requires attention" that marks orders that, for example, have a payment term exceeding N days (a parameter that can be configured in the advanced system settings). The following actions are possible:

• Search and filter: You can search for the order you need by keywords from the order fields. There is a filter by order columns, after filling in and applying which, the corresponding filtered list of orders will be displayed.
• Create a report on orders: A separate window for creating a new report will open with the ability to filter by the following fields: Order date From/To, Desired delivery date From/To, Planned delivery date From/To, select suppliers (drop-down list from those previously added to the system, you can select several), Order status (drop-down list of all statuses, you can select several). At the bottom of the page, there will be a "List of order reports" with the option to search for a previously created report. Report creation is started by clicking the "Create report" button.

  To build a report, you can also check the following functions:

  • "Show production matrix" — if selected, you will be able to additionally select the "Group by calendar weeks" checkbox
  • "Add data on ordered items to the report" — if selected, you will be able to additionally select the "Show cost" checkbox
  • "Add a comment hidden from the supplier to the report"
  • "Show order status changes"
• Import order from file: You can select the file format in which you want to import the order: JSON, .XML, .XLSX. Clicking on each of the formats will open an additional information window with the option to download the corresponding file template, but even if one of the import options is selected, you can change the selection to any of the three formats in this additional window. After downloading and filling out the selected template, click the "Import order" button and the familiar "Import orders" window will open (described above):
  • JSON - Please note that unlike importing an Excel table, there is no selection of columns for each field. Therefore, if you want to import a file that was not generated by the current system, we recommend that you familiarize yourself with the sample file. An example of the structure of a JSON file can be downloaded from the link.
  • .XML – (similar to JSON)
  • .XLSX - Please select an Excel file to add orders to the system. The Excel table must contain rows, each row containing data about the order and individual items in it, as well as columns, which in step 2 of the wizard will be assigned to the order and item fields, respectively. Required fields: Quantity; Price per unit (excluding VAT). At least one field from: Product name; Buyer's product code; Supplier's product code; Item description. Important: The remaining fields are optional. The top row of the Excel file must contain column names (headings) and be located in the first row. An example of the Excel file structure can be downloaded from the link.
• Export orders: You can export a selected order or all orders to an Excel file (even if specific orders were selected in the previous window).

Create a packing list from the Supplier

Information window for users: "Please select Orders placed with Suppliers, fill in and attach packing lists for the shipment."

The "New packing list" creation menu allows you to add information to the shipment for convenient receipt of goods by the buyer. You can select the "Short labeling in QR codes" option. If enabled, some of the information will be missing when scanning the printed labels. The following information can be specified in the packing list:

• Specify the supplier (drop-down list of previously added suppliers)
• Selection of the buyer's employee - allows you to maintain personal responsibility for orders, the supplier can specify the manager from the buyer with whom he communicated in the QS system. This will also allow employees at the buyer's warehouse to contact the specified employee on their side, associated with a specific shipment, to resolve issues related to the shipment
• Batch location – a drop-down list of warehouses specified for the selected supplier
• Supplier packing list item number
• Buyer's packing list item number - If not entered, it will be generated automatically
• Status – drop-down list from Draft, Published, Delivered
• Shipment date
• Orders – a drop-down list of published orders associated with the supplier; multiple orders can be selected. For the selected orders, you can view detailed information about the order, a list of goods, go to the order to edit it, print the order, or export it in xml/json formats.
• Comment – text field.
• Comment hidden from the supplier
• Specify "Cargo items" – information is specified for convenient acceptance of goods from the supplier by the buyer at the warehouse, helps to answer questions about what is in a specific shipment (box, pallet, etc.) where to unload – because shipments are combined with many deliveries and not all shipments in a batch are intended for current acceptance at the buyer's warehouse. You can add several cargo items (by copying any of the created cargo items or entering them manually). The following information is specified in the cargo item:
  1. Number of cargo items – numeric field
  2. Size (length * width * height, in cm)
  3. Cargo type – drop-down list from Pallet, Box, Cube, Barrel, Other
  4. Weight unit – drop-down list from Ton, Kilogram, Gram, Milligram, Pound, Ounce, Grain
  5. Net weight of all cargo items – numeric field
  6. Net weight of one cargo item – filled in automatically depending on the values in the "Net weight of all cargo items" and "Number of cargo items" fields.
  7. Gross weight of all cargo items – numeric field
  8. Gross weight of one cargo item – filled in automatically depending on the values in the "Net weight of all cargo items" and "Number of cargo items" fields. Regarding the values entered in the net/gross fields, the system provides for verification of correctness with corresponding notifications, such as "Net weight cannot exceed or be equal to gross weight."
  9. List of goods from the order – for each cargo item, the corresponding list of goods is indicated with the possibility to change the "Quantity in cargo items" for each of the goods. The specified quantity of goods is checked against the quantity of goods in the order and an error is issued if more units are specified than are actually available in the order.

Packing lists menu

The menu for all packing slips contains a list of packing slips by status: Published, Delivered, Draft, All (displays a list of all packing slips in any status). You can customize the visibility of columns and change their order. The following actions are possible:

• Search for the desired order by keywords from the order fields. You can filter by order columns, and after filling in and applying the filter, the corresponding filtered list of orders will be displayed.
• Export orders. You can export the selected order or all orders at once to an Excel file (even if specific orders are selected in the previous window).

Packing list editing

After saving the Packing List card, you can edit it with the following functions:

• Change the values of the Packing List fields (the fields are described above)
• Print order – you can choose to download the packing list file in .pdf or .docs format
• Send a link to the packing list – a window will open where you can fill in the following fields: select the message language, enter the email recipient, enter the message subject, attach files (by default, .pdf and .docs files of the packing list from the system), enter the message text with a pre-filled version of the letter from the template and a link for editing the packing list
• Copy packing list – a new window will open for creating a packing list with the copied values
• Print label – option to download a .pdf file of the packing list with a QR code, which can be printed, attached to cargo items (pallets, boxes), scan it upon receipt at the warehouse from any smartphone (or similar device) and see all the key information about the cargo (the information will open as a browser page, even without a Quickinim account)
• Add files to the packing list
• Messages – a menu block where the correspondence history between the buyer and the supplier is kept. You can send new emails to the email address specified in the supplier's card and add any emails of interested parties. The "Send New Message" function is a separate window with a language selection, fields for entering the email addresses of recipients and carbon copy recipients, a choice of email templates, the option to create a new template or edit an existing one (templates are available in the system settings and are described below), an email subject line, the option to attach necessary files, and a text field (where text from the selected template is inserted).
• History – a list of actions related to the shipment, indicating the date, employee, and type of action

Create an invoice from the Supplier's company

Information window for users: "Please select Orders placed with Suppliers, fill in and attach invoices from Suppliers for the orders placed, as well as the planned payment dates. Suppliers will be able to see paid and unpaid invoices in their Personal Account."

You can add a new invoice by filling in the following information in the "General Information" block:

• Supplier (drop-down list of previously added suppliers)
• Account number – text field. If not entered, it will be generated automatically.
• Buyer's employee (select from the drop-down list)
• Invoice currency – drop-down list
• Invoice date
• Payment due date
• Payment date
• Bank accounts – drop-down list of previously added accounts for the selected supplier. You can add a new bank account – the corresponding "Create bank details" window will open (described above)
• Select orders – drop-down list of added orders from the selected supplier, you can select several. Select orders to get the related lists of goods that will be available for selection in the "Items" category
• Payment terms – text field
• Comment
• Hidden comment
• List of goods from the order – a list of goods corresponding to the selected order with the ability to add a new item to the invoice, view a filtered list of goods by all the columns presented, you can customize the visibility of columns and change their order. For goods, you can change the values in the following fields:
  • "Quantity" for each item
  • Price (excluding VAT)
  • VAT rate (%) – if you fill in the first lines with the same values, the system will suggest applying the same values to the entire list
  • Cost (including VAT)

All Invoices menu

The All Invoices menu contains a list of accounts added to the system by status: Unpaid, Paid, All (displays a list of all accounts with any status). You can customize the visibility of columns and change their order.

The following actions are available from the All Invoices menu:

• You can search for the desired account by keywords from the account fields. There is a filter by order columns, after filling in and applying which the corresponding filtered list of orders will be displayed.
• Export orders. You can export the selected order or all orders at once to an Excel file (even if specific orders are selected in the previous window).

1. License to Use

• 1.1 The Company grants you a limited, non-exclusive, non-transferable license to use the Software in accordance with the terms of this Agreement.
• 1.2 You may use the Software only for personal or commercial purposes, if permitted by the terms of the license.
• 1.3 You may not: Copy, modify, or distribute the Software without the express permission of the Company. Reverse engineer, decompile, or disassemble the Software. Use the Software in ways that violate applicable law or the rights of third parties.

2. Intellectual Property

• 2.1 All rights to the Software, including but not limited to copyrights, trademarks, and patents, belong to the Company.
• 2.2 This Agreement does not transfer any intellectual property rights related to the Software to you. You only receive the right to use the Software under this license.

3. Limitation of Liability

• 3.1 The Software is provided "as is," without any warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement of third party rights.
• 3.2 The Company shall not be liable for any damages arising from the use or inability to use the Software, including, but not limited to, loss of data, profits, or other losses.

4. Updates and Changes

• 4.1 The Company reserves the right to make changes to the functionality of the Software, as well as to update or discontinue its operation at any time without prior notice.
• 4.2 You are responsible for updating the Software to the latest version in a timely manner to avoid compatibility or security issues.

5. Privacy

• 5.1 When you use the Software, we may collect certain technical data, such as:
  • device information (e.g., device type, operating system version)
  • Software usage data (e.g., frequency of use, errors or crashes)
  • other information necessary to ensure the functionality and improve the quality of the software
• 5.2 We use this data exclusively for the following purposes:
  • improving the functionality and performance of the software
  • to correct errors and eliminate malfunctions
  • ensuring the security and protection of the software
• 5.3 We undertake not to transfer your data to third parties, except in cases provided for by law or necessary to ensure the operation of the software (e.g., hosting providers or cloud services).
• 5.4 You agree that using the software means you're cool with us collecting and processing this data.

6. Termination of the license

• 6.1 The Company may terminate your license to use the Software if you violate the terms of this Agreement.
• 6.2 Upon termination of the license, you must stop using the Software and delete all copies of it from your devices.

7. Applicable law

• 7.1 This Agreement is governed by the generally accepted principles of international law and the rules applicable to agreements of this type.
• 7.2 Any disputes arising in connection with this Agreement shall be resolved through negotiation. If no agreement can be reached, the dispute shall be referred to the competent court at the place of registration of the developer company.

8. Miscellaneous

• 8.1 If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
• 8.2 Failure by the Company to exercise any right or provision of this Agreement shall not constitute a waiver of such right or provision.

Example of use:

1. In Quickinim, orders from 1C are created via API using a specially designed button: when loading, the Description field is placed in 1C in the BP Characteristics field, and the Characteristics field is intentionally left blank so that the user can correct it themselves, but all field mapping is configured by the 1C programmer. The integration connection between the systems is configured via the user ID and the Quickinim integration token—this combination is configured and transmitted via the API.
   When sending from 1C to Quickinim, a new supplier with all fields and a new advisory order are created.
2. The second option is to export the order from 1C to JSON format and import it into Quickinim.