LogShip ERP — User Manual

Everything you need to know to work with LogShip ERP on desktop and mobile.

LogShip ERP is a complete Enterprise Resource Planning and Warehouse Management System. It covers the full lifecycle of sales, procurement, inventory, fulfillment, manufacturing, accounting, and partner management across multiple organisations and warehouses.

This manual is written for end users — sales staff, warehouse workers, administrators, and managers who use the application day-to-day.

Signing In

When you open LogShip ERP, you arrive at the sign-in screen.

1. Enter your usernameType the username provided to you by your administrator.
2. Enter your passwordType your password. Click the eye icon or press Alt+P to toggle password visibility.
3. Choose login options (optional)
   • Show Selection — Forces the role/organisation selection screen after login (useful if you work across multiple organisations).
   • Quick Login — Saves your credentials for faster access next time.
   • Mobile Worker — Takes you directly to the mobile warehouse dashboard instead of the main dashboard.
4. Click Sign InThe system authenticates you and proceeds to role selection or the dashboard.

Selecting Your Role & Organisation

After signing in, you may see the selection screen where you choose your working context. This determines which data you can see and which actions you can perform.

1. Select Tenant (Mandant)Choose the tenant/client you belong to. Most users only have one.
2. Select Role (Rolle)Your role determines your permissions. Options populate based on the selected tenant.
3. Select OrganisationChoose the organisation you want to work in. This filters all data to that organisation.
4. Select Warehouse (Lagerhaus)Choose your active warehouse. This affects stock views, shipments, and inventory operations.

Dashboard

The main dashboard gives you an at-a-glance overview of your operations.

Key Performance Indicators (KPIs)

Overview Cards

Below the KPIs, summary cards show totals for the selected time period:

• Orders — Total sales orders placed
• Invoices — Total invoices generated (role-dependent)
• Shipments — Total shipments created (role-dependent)
• Requests — Open support requests (role-dependent)

Time Period Filter

Use the buttons above the overview to change the time range:

Overview Chart

A trend chart visualises orders, invoices, shipments, and requests over the selected period, helping you spot patterns and anomalies.

Orders by Organisation

A horizontal bar chart shows how many open orders each organisation/merchant currently has, letting you see workload distribution at a glance.

Navigation

Sidebar Menu

The sidebar on the left is the main way to navigate between modules. It contains expandable sections:

Click any top-level menu to expand its sub-items. Click a sub-item to open that page. The active page is highlighted in the sidebar.

Top Navigation Bar

The horizontal bar at the top provides quick access to key areas. It displays role-based navigation cards:

User Menu

Click your name in the top-right corner to access:

• Account — View and edit your profile
• Logout — Sign out of the application

Working with Tabs

LogShip ERP supports multi-tab navigation, allowing you to keep multiple pages open and switch between them quickly — much like browser tabs.

How Tabs Work

• When you open a page, it appears as a new tab in the tab bar below the header.
• The Home tab is always present and cannot be closed.
• Click any tab to switch to that page.
• Click the × on a tab to close it.
• Tabs persist across page refreshes (saved to your browser).

Right-Click Menu

Right-click on any tab for additional options:

Global Search

The global search lets you find customers, products, orders, and invoices from anywhere in the application.

Opening Search

Press Ctrl+K (Windows/Linux) or Cmd+K (Mac), or click the search icon in the navigation bar.

Using Search

1. Type your queryStart typing a name, document number, SKU, or any keyword. Results appear in real-time with a slight delay for accuracy.
2. Browse results by categoryResults are organised into four columns:
   • Kunden (Customers) — Matching business partners
   • Produkte (Products) — Matching products with SKU and MPN
   • Aufträge (Orders) — Matching sales or purchase orders
   • Rechnungen (Invoices) — Matching invoices
3. Click a resultClick any result to navigate directly to that item for editing.

Theme & Language

Switching Theme

LogShip ERP supports Light and Dark mode. Toggle between them by clicking the moon/sun icon in the top-right corner or on the login page.

• Moon icon = You're in light mode. Click to switch to dark mode.
• Sun icon = You're in dark mode. Click to switch to light mode.

Your preference is saved and persists across sessions.

Changing Language

Click the flag icon in the top-right user menu to change the interface language:

Selecting a language reloads the page and translates all menu items, labels, and messages.

Keyboard Shortcuts

Sales Orders

The Sales Orders page is the central hub for managing all customer orders. Navigate to Sales → Orders in the sidebar.

Order List View

The order list displays all orders in a powerful data grid with the following columns:

Filtering Orders

• Organisation dropdown — Filter by specific organisation
• "Open Orders" toggle — Show only orders that haven't been shipped
• Column filters — Type in the filter row below any column header for real-time filtering

Real-Time Updates

The order list updates automatically when new orders arrive. You'll see a notification badge showing how many new orders are available. The list refreshes without interrupting your current work.

Action Buttons

Creating a Sales Order

Click + NEW from the order list to open the order creation form. The form is organised in tabs that you step through.

Tab 1: Order (Main Details)

Adding Order Lines

Below the header fields, you add the items the customer is ordering:

1. Click "Add Line"A new empty row appears.
2. Select a ProductUse the searchable dropdown. The system shows product name, SKU, and available stock.
3. Enter QuantityHow many units the customer wants.
4. Verify PriceAuto-populated from the selected price list. You can override if permitted by your role.
5. Add more lines as neededRepeat for each product.

Tab 2: Delivery

Configure delivery specifics: warehouse, delivery rule (Complete Order, Partial, etc.), priority, and optional drop-ship settings.

Tab 3: Invoicing

Set invoice rules (After Delivery, Immediate, etc.), payment terms, and tax settings.

Tab 4: Reference

Link this order to a Project, Campaign, or specify different billing partner and location.

Tab 5: Integration

Map external system IDs for marketplace orders (Shopify, Amazon, Shopware, Xentral, PlentyOne).

Tab 6: Status

View the document status, creation date, and processing flags. Read-only.

Saving the Order

Order Actions

When viewing an order, you can perform actions from the Action dropdown or the row actions in the list view:

Generating Shipments

To ship an order, generate a shipment document:

1. Open the order or click "Generate Shipment" from the action menu in the order list.
2. Verify the detailsA dialog appears with pre-filled warehouse and partner information.
3. Set the accounting dateDefaults to today.
4. Choose options
   • One Document — Creates a single shipment for all lines
   • In Progress — Keeps the shipment in draft for further editing
5. Click GenerateThe shipment is created and a document number is assigned.

After generation, you can print pick lists, assign tracking numbers, and print shipping labels.

Generating Invoices

1. Open the order or click "Generate Invoice" from the action menu.
2. Verify partner and order detailsin the dialog.
3. Click GenerateAn invoice document is created, inheriting all line items, prices, and tax calculations from the order.

Generated invoices can be found under Sales → Invoices and can be printed, emailed, or exported.

Fulfillment Orders

Fulfillment Orders are a specialised order type for 3PL warehouse operations. They track the entire fulfillment process including picking, packing, shipping, and fee calculation.

Navigate to Sales → Fulfillment Orders. The interface is similar to Sales Orders with additional columns for fulfillment fees and fee line tracking.

Returns & RMA

Return Merchandise Authorisation (RMA) handles customer returns:

1. Navigate to Sales → Customer RMA
2. Create a new RMASelect the customer and original order.
3. Add return linesSpecify which products are being returned and their quantities.
4. Process the returnItems are received back into inventory and credit notes can be generated.

Vendor returns (returning goods to suppliers) are managed under Procurements → Vendor RMA.

Products

Navigate to Materials → Products to manage your product catalogue.

Product List

The product list displays all products in a data grid with these columns:

• Organisation — Which org owns this product
• Product Code / Value — Unique identifier (clickable)
• SKU — Stock Keeping Unit
• MPN — Manufacturer Part Number
• EAN / Barcode — Barcode number (UPC/EAN)
• Weight — Product weight
• BOM — Has Bill of Materials (assembly)
• Image — Product thumbnail
• Name — Product name (clickable)
• Stock on Hand — Current inventory across all warehouses

Creating a Product

Click Create in the product list. The form has five tabs:

Tab 1: Basic

Tab 2: Classification

Tab 3: Gallery

Upload product images via drag-and-drop. Images are stored in the CMS and displayed in product views and order lines.

Tab 4: Reference

External identifiers: ASIN (Amazon), MPN (Manufacturer), and fulfillment pricing rules.

Tab 5: Status

Toggle operational flags that control how the product behaves in the system:

When Editing: Detail Tabs

When editing an existing product, additional detail tabs appear below the main form:

• BOM — Bill of Materials components
• Substitute — Alternative products
• Related — Cross-sell products
• Purchasing — Supplier information
• Price — Price list entries
• Accounting — GL account mapping
• Transaction — Stock movement history
• Located At — Warehouse locations for this product
• UOM Conversion — Unit conversions
• Costs — Cost calculations

Warehouses & Locators

Warehouse Management

Navigate to Materials → Warehouses to create and manage warehouses. Each warehouse has:

• Name, address, and organisation
• Whether it's an "In Transit" warehouse (for goods being shipped)
• Option to disallow negative inventory
• Reserve locator (safety stock)
• Source warehouse (for replenishment)

Locator Management

Navigate to Materials → Locators. Locators are specific storage positions within a warehouse, identified by coordinates:

• X — Aisle or column
• Y — Row
• Z — Level or shelf

Locator values are auto-generated (e.g., A-01-01).

Creating Locators

You have three ways to create locators:

1. Manual — Create one at a time
2. Auto Generate — Define X, Y, Z ranges and the system creates all combinations. Preview before confirming.
3. Sync from Another Warehouse — Copy the locator layout from an existing warehouse. Duplicate detection prevents conflicts.

3D Warehouse View

The locator page includes a 3D visualization of your warehouse layout. You can:

• View all locators in a 3D space
• Toggle edit mode to rearrange
• Switch to first-person view to virtually walk through the warehouse

Stock Takes (Physical Inventory)

Navigate to Materials → Stock Takes to perform physical inventory counts.

1. Create a new stock takeSelect the warehouse and movement date.
2. Count itemsFor each product in the warehouse, enter the actual quantity you physically count.
3. Review discrepanciesThe system compares your count against the recorded stock and highlights differences.
4. Submit for approvalComplete the stock take to update inventory records.

Stock Transfers

Navigate to Materials → Stock Transfers to move stock between warehouses or locators. Specify source, destination, product, and quantity.

Price Lists

Navigate to Materials → Price Lists. Price lists define product pricing for different customers, currencies, and scenarios.

Each price list can have multiple versions with valid date ranges, allowing you to schedule price changes in advance.

Business Partners

Navigate to Partners → Partners. Business partners include customers, vendors, employees, and other entities you do business with.

Partner List Features

• Phone Search — Find a partner by phone number using the special search field
• Quick Add — Create a partner with minimal fields
• Full Create — Comprehensive partner form

Partner List Columns

Creating a Partner

Click Create from the partner list. The form adapts based on the type of partner you're creating.

Core Fields

Partner Type Checkboxes

Enable one or more types to unlock the corresponding form tabs:

• Customer — Can buy from you (unlocks Customer tab)
• Vendor — Supplies goods to you (unlocks Vendor tab)
• Employee — Internal staff member
• Fulfillment Customer — Uses 3PL warehouse services (unlocks Fulfillment tab)

Partner Form Tabs

Customer Tab

Visible when "Customer" is checked. Configures how this customer is invoiced and delivered:

Vendor Tab

Visible when "Vendor" is checked. Configures purchasing defaults:

• Payment Rule (for purchase orders)
• PO Price List (vendor pricing)
• PO Payment Term
• PO Discount Schema

Fulfillment Customer Tab

Visible when "Fulfillment Customer" is checked. Configures 3PL pricing:

• Base Price — Per-order fulfillment fee
• Pick Price — Per-item picking fee
• Free Picks — Items included in base price
• Return Pricing — Return processing fees
• Storage Pricing — Monthly warehouse rent, shelf rent, pallet space
• Volume Pricing — Cubic metre charges
• Packaging Tiers — Small, Medium, Large, XL package rates

Preferences Tab

Document preferences: greeting, language, invoice print format, order reference format.

Sales Tab

Sales metrics: share of customer, sales volume, acquisition cost, lifetime value, DUNS number.

Purchase Orders

Navigate to Procurements → Orders to create and manage purchase orders with vendors.

The workflow mirrors sales orders: Create → Add Lines → Complete → Receive Goods → Pay Vendor.

Material Receipts

Navigate to Procurements → Receipts. When goods arrive from a vendor, create a material receipt to add items to inventory.

Mobile Warehouse App

The mobile app is designed for warehouse workers using phones, tablets, or dedicated scanning devices. It provides a streamlined interface for warehouse operations.

Accessing the Mobile App

• Via Browser: Navigate to /mobile on any mobile device
• Via Android App: Install the LogShip APK on your device
• Via PWA: Use the "Install App" option when prompted by your browser
• At Login: Check "Mobile Worker" on the sign-in page to go directly to the mobile dashboard

Mobile Dashboard

The dashboard shows a stats banner with open orders count by organisation, and a grid of task buttons:

Scanner Mode Toggle

A toggle button in the top-right switches between:

• Camera Mode (camera icon, green) — Uses the device camera to read barcodes
• Keyboard Mode (keyboard icon) — For manual entry or hardware scanners that emulate keyboard input

Your preference is saved and remembered across sessions.

Barcode Scanning

Most mobile workflows begin with scanning a barcode. Here's how it works:

Camera Scanning

1. Point your camera at the barcodeA green frame with corner brackets shows the scanning area. A pulsing animation indicates active scanning.
2. Hold steadyThe system reads the barcode automatically (supports Code 128, EAN, UPC, Code 39, Codabar).
3. Wait for confirmationYou'll hear a beep and feel a vibration when a barcode is successfully read. The scanned value fills in automatically.

Keyboard / Hardware Scanner

If using a dedicated hardware scanner (Zebra, Honeywell) or manual entry:

1. Tap the input field to focus it.
2. Scan with hardware scanner or type the value manually.
3. Press Enter to process.

Feedback

Mobile Inventory Counting

Use this to perform physical inventory counts directly from your mobile device.

1. Scan the product barcodeThe system identifies the product and shows its name, SKU, and current stock by locator.
2. Count each locatorFor each locator where the product is stored, you see the system quantity vs. your count. Use the scan button to count items one-by-one, or tap the edit button to enter a number directly with the number pad.
3. Add extra locatorsIf you find the product in a locator not listed, tap "Add Locator" to include it.
4. Review totalsA summary shows Original Total → New Total. Changed quantities are highlighted in green.
5. SubmitTap "Submit Inventory" to create the physical inventory document. You'll see a confirmation with the document number.

Mobile Stock Movement

Move products between locators within a warehouse.

1. Scan the productThe product is identified and its image is shown.
2. Select source locator (Von Lagerplatz)All locators with stock for this product are shown. The one with the highest stock is pre-selected. Tap a different chip to change.
3. Scan the target locator (Nach Lagerplatz)The section highlights in orange with "Jetzt scannen!" (Scan Now!) badge. Scan the target locator barcode or type it manually.
4. Adjust quantityUse the +/- buttons or type the number directly. Capped at the available quantity.
5. ConfirmTap "Umlagerung durchführen" (Perform Movement). A confirmation toast shows the document number.

Mobile Order Picking (Commissioning)

The picking workflow guides warehouse workers through fulfilling customer orders.

1. Scan or enter the shipment numberThe system loads the order details: customer address, shipping method, and all items to pick.
2. Pick each itemFor each line item, scan the product barcode to confirm you have the correct product, then pick the required quantity.
3. Configure shippingSelect the shipping service (DHL, etc.), choose a label printer, and enable/disable auto-printing.
4. Complete the shipmentMark the shipment as complete. Labels print automatically to your configured printer.

Mobile Return Processing

1. Choose search method
   • Shipment — Scan the shipment or return number
   • Business Partner — Search by customer name
   • OCR — Use the camera to read text from return documents
   • No-Shipment — Create a return for items without a shipment
2. Select return type (RMA Type)Choose from available return reason types.
3. Scan returned itemsScan each product barcode and adjust quantities.
4. Add photos (optional)Take photos of returned items as evidence using the device camera.
5. Configure notifications
   • Print return labels (on by default)
   • Send email notification (optional)
   • Include photos in email (optional)
6. SubmitThe RMA document is created and items are received back into inventory.

Mobile Label Printing

1. Search for productsScan barcodes or type product names to find items.
2. Add to print cartTap products to add them. Adjust the quantity for each using the number pad.
3. Review cartSee all selected products and their quantities. Remove items if needed.
4. PrintTap "Drucken" (Print). Barcode labels are generated and sent to the configured printer.

Public Shipment Tracking

The tracking page is available to anyone — no login required. Share the tracking URL with customers so they can follow their deliveries.

1. Enter tracking numberThe customer types or pastes the tracking number they received.
2. Enter postal code (optional)For security verification, the postal code or house number may be required.
3. View results
   • Delivery address
   • Product list — Items, quantities, and descriptions
   • Shipping timeline — A visual timeline of tracking events (picked, in transit, delivered)
   • Carrier tracking link — Direct link to the carrier's tracking page (DHL, etc.)

Requests & Support Tickets

Navigate to Requests → Requests. The request system works as an internal ticketing tool.

• Create requests — Report issues, ask questions, or track tasks
• Assign to users — Route requests to the right person
• Track status — Open, In Progress, Closed
• Categorise — By type, category, group, and priority
• Chat — Use the built-in chat feature to discuss requests with colleagues
• Standard responses — Use pre-defined response templates

Manufacturing

Navigate to Manufacturing in the sidebar. This module manages production:

• Productions — Create and track manufacturing orders
• Bill of Materials (BOM) — Define the components needed to build a product
• Part Types — Classify manufacturing components
• Quality Tests — Define and track quality control checks

Accounting

Navigate to Accountings in the sidebar:

• Journals — View and create journal entries
• Calendars — Manage accounting periods
• Schemas — Accounting schemas configuration
• Elements — General Ledger elements (assets, liabilities, equity, revenue, expenses)

Projects

Navigate to Projects in the sidebar. Create and manage projects with budgets, timelines, and team assignment. Projects can be linked to sales orders and requests for tracking.

Assets

Navigate to Assets in the sidebar. Manage fixed assets (equipment, vehicles, furniture) with asset groups, depreciation tracking, and history.

User Management

Navigate to Users → Users (requires admin privileges).

• Users — Create and manage user accounts
• Roles — Define permission sets (what each role can access)
• Organisations — Create and configure organisations
• Tenants — Multi-tenant management
• Leads — Manage sales leads before they become partners
• External Users — Users from outside your organisation with limited access

System Settings

Navigate to Settings in the sidebar. This module configures the system:

Integrations

Navigate to Integrations in the sidebar. LogShip ERP connects with:

Push Notifications

LogShip ERP can send push notifications to your browser or mobile device when important events happen (e.g. new orders arrive).

Enabling Notifications

1. Click the notification bell icon in the order list or use the PWA install prompt.
2. Allow notifications when your browser asks for permission.
3. Done! You'll receive notifications even when the app is in the background.

What Triggers Notifications

• New sales orders arriving
• Order status changes
• Notification actions: click to view the relevant order directly

Using Data Tables

Most list views in LogShip ERP use a powerful data grid. Here's how to get the most out of it:

Filtering

Below each column header is a filter input. Type to filter in real-time. Filtering is case-insensitive.

Sorting

Click a column header to sort ascending. Click again for descending. The default sort is by ID (newest first).

Selecting Rows

Use the checkbox in the first column to select rows. Check the header checkbox to select all. Selected rows enable bulk actions (e.g. Delete).

Row Actions

The rightmost column (pinned) contains action buttons for each row:

Inline Editing

Some fields can be edited directly in the grid (e.g. customer address on orders before shipment is created). Click the field to edit, and changes are saved automatically.

Exporting

From detail views, use the Print Report dropdown to export data as PDF, HTML, CSV, XLSX, or XLS.