# Special Functions # Inventory Functions # Temperature Logging The system caters for logging temperature of products in the following areas: - Sales Order picking - Invoice - Dispatch stock - O/S Orders and Receiving - GRV (Supplier Invoice) - Warehouse Transfer Temperature columns may be hidden on some of the grids. Check to see if temperature column is available. These columns have editable functions meaning that temperature can be entered directly on grid. --- ##### Sales Order Picking The temperature column is hidden by default [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/image.png) Update multiple lines with the same temperature Click on Functions, then temperature update This function will override and update all lines in document with the temperature [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/3zbimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/3zbimage.png) --- ##### Invoice The temperature column is hidden by default [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/ZScimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/ZScimage.png) The temperature is captured per invoice line [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/U3Aimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/U3Aimage.png) --- ##### Dispatch Stock The temperature column is hidden by default [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/54Cimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/54Cimage.png) --- ##### Outstanding orders and Receiving The temperature column is hidden by default A - Temperature can be added in grid B - Temperature can be added on receiving [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/Iv0image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/Iv0image.png) --- ##### GRV - Supplier Invoice The temperature column is hidden by default [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/Cciimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/Cciimage.png) GRV Line update with temperature [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/gSkimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/gSkimage.png) --- ##### Warehouse transfer The temperature column is hidden by default Warehouse transfer has Sending temperature and receiving temperature [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/KRRimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/KRRimage.png) Temperature update on sending [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/BbIimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/BbIimage.png) Receiving stock and receiving temperature [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/scaled-1680-/Ehwimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/Ehwimage.png) # Email to Supplier document # Email to Huge ERP setup When the email is sent to the default email address. It will create a Purchase Order or GRV based on the setup. The application will try to identify the supplier, but if it cannot, it will use the default supplier Same goes for the line items, if the app cannot find the supplier item code, it will use the default Custom item. The Payables Hub email utility will handle the following: 1. Multiple attachments, will create multiple documents 2. Only processes PDF documents 3. Ignores statements ##### Unknown Supplier Create an unknown Supplier [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/mX9image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/mX9image.png) ##### Unknown Item setup Setup a custom type item called Unknown. Make the sell price zero and set to amount [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/EtEimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/EtEimage.png) --- ##### Setting default Supplier and Custom item a. Setup a default custom type item b. Setup a default supplier [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/3Quimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/3Quimage.png) --- ##### User Setup in Huge ERP Setup a User for reading of emails - SupplierEmail This creates a log against the user that we know has had an automatic document created from the Payable Email Hub [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/QrUimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/QrUimage.png) --- ##### Creation of the supplier invoice as GRV 1. The AI will summarize the invoice and put in as the Description 2. The AI will create each line with the description, quantity and value [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/Ulwimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/Ulwimage.png) ##### Supplier item code For successful item allocation, ensure that one updates the item code against the supplier related to the stock item you want AI to assign. [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/yG9image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/yG9image.png) # Change Item code on PO and GRV This special function allows one to change an item code only without the selection changing all the details on the item to the new item code. Mainly used for the email to PO and GRV function where the line item has been set to the default item. This option is only available on the Purchase Order and GRV function. The description, quantity and price are correct, but the item code is incorrect. To only change the item code there are two ways to change: 1. Click on the icon on the grid 2. Click on the replace item code button Click on the icon on the grid [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/Y71image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/Y71image.png) Item edited with replace button [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/Xilimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/Xilimage.png) Rules: - Cannot have a blank item code - If document is completed or processed, one cannot change # Shared Email Box Shared email box is setup on Outlook and linked to ##### Outlook shared mailbox Customer email addresses are setup as shared email boxes. Add in shared mailbox [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/fmJimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/fmJimage.png) Mail box setup, then link to a user [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/G3kimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/G3kimage.png) Link the shared mail box to the customeremail user [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/aOOimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/aOOimage.png) # Email utility setup The online AI email utility allows emails of supplier invoices to be created as Purchase Orders or GRVs in the Huge ERP system. ### Setting up Company utility ##### Overview menu [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/MiGimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/MiGimage.png) --- ##### Inbox Allows one to check any issues with failed emails [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/punimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/punimage.png) --- ##### Client Routing This is where we setup new client routing to ERP namespaces [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/wJzimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/wJzimage.png) Setup the new client and link to the server and namespace [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/C80image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/C80image.png) --- ##### Unknown Senders Setup rules for unknow emails [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/LK8image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/LK8image.png) # Expense Capture Expense Capture # Capture an expense Log into the expense app [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/WZximage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/WZximage.png) Click on New Claim Take a Photo or select from Library [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/qeXimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/qeXimage.png) After photo or selection, image will display for expense Click on Analysis Receipt [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/QPqimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/QPqimage.png) AI checks receipt and populates the expense [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/Qtjimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/Qtjimage.png) Select the Expense category and click on Submit claim [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/UDvimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/UDvimage.png) Expense claims pick up from the Huge ERP system [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/LxSimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/LxSimage.png) # Expense preparation In order to setup the Expense app to work, there are some setups in the system to be setup. Create Unknown custom item and Unknown expense category. This is used where the user does not know where to allocate expense, the system will default to this expense. [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/zTLimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/zTLimage.png) Set the default unknown category and subcategory [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/LTDimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/LTDimage.png) Create all your expenses [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/qxPpyOimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/qxPpyOimage.png) # Expense setup in Payables Hub Initial setup of Expense setup in Payables Hub [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/tDFimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/tDFimage.png)
Client RoutingSetup the company for expense module
Expense Employees Setup the various employees that will be allowed to use expense app
Expense ClaimsManagement of claims, successful and not successful
--- ##### Client Routing setup for Expense Module Active Expense Module for Company [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/TEgimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/TEgimage.png) Enable Expense module [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/iOhimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/iOhimage.png) --- ##### Setup Expense employee An employee can be linked to multiple companies. For each company, the employee code needs to be set in order for the system to link the user in the company [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/qJhimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/qJhimage.png) --- ##### Expense Claims Allow admin to handle any errors to expense claims [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/wy1image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/wy1image.png)