Can my Portugal-based company issue a Simplified Invoice above €1000?

The simplified invoice (FS) does not allow by law total more than 100 euros (or 1000 for Retail).

If your CAE supports Retail (Confirm please with your accountant), you may use the FS for transactions up to 1000 euros VAT incl.

However, only the Simplified Invoice is subject to these limits. You can use the Invoice / Receipt type that is an equivalent cash-sales bill yet with no amount limit. Note that this series requires the specification of VAT ID number as per the Portuguese VAT directives.

For further information please contact the Gestix technical support service.

How to enter a partial payment with Gestix ERP

With the Gestix ERP you can easilly issue a payment receipt for part of an invoice.

Here we go through the steps to process a customer payment, from the Invoicing menu, whereas a similar procedure would be performed for processing payments made to suppliers from the Purchasing menu.

Entering payments and partial payments with Gestix ERP

Open the Invoicing menu and click Receipt, New.




Here we’re clicking the Search button to choose the customer from a pop-up list.




Then we click the button labeled Document to select the invoices being paid, then we click over Select All to add those invoices to the receipt.




Since the customer is paying the amount of GBP 446,52 and the selected invoices total is greater than this, we want to edit the amount paid for, say, the last of the three invoices. Click the little pencil button labeled Edit at the left hand side of the line.





Now let’s enter the correct amount and click the little button labeled Save next to the Paid Amt field.




Click the Save button at the top of the document, and it’s ready to print or send by email.

For more information please check the Gestix website at

How to upgrade your Gestix Download to the latest edition

To add features to your Gestix ERP you can buy the Gestix product/edition that best suits your needs and upgrade your old license.

As soon as you get the new Gestix’ license serial number in your purchase invoice, proceed as follows to upgrade your Gestix:

Open the Admin | Licensing menu and click the Upgrade button that is shown below the list of features.


Enter the Upgrade Code included in the delivery instructions that are sent by email along with the invoice PDF.


Then enter the License Serial Number.


Click Continue to complete the upgrading process. Gestix will then show the list of features of the new edition. Press Back to return to the main menu and check all the new features.


More information:

How to start MySQL from the Mac OS-X Yosemite Terminal

Symptom: Gestix is working before the computer is shut down however. Once the computer is restarted, Gestix stops with the following message.

Gestix complains about the database system

Gestix complains about the database system

(It seems there is a problem with the database server. 
If the program was just working and you don’t know why this is happening, try reloading the page in a couple minutes. If the problem persists ask your system’s administrator attention to the problem.)

Although the MySQL Startup item seems to no longer work on OS-X 10.10, it’s possible to start it from the command line.

1. Open Finder | Applications | Utilities | Terminal

2. Paste this command and press Enter

sudo /usr/local/mysql/support-files/mysql.server start

3. Close the Terminal application.

If the problem persists there may be need for a remote technical intervention to the server by MySQL system specialists. Order technical support here.

Order processing: dealing with product assemblies

In some situations it can be handy to sell a set of items as an assembly instead of as discrete items. For example, a set including one table and six chairs would be defined as a unique product, having two items as its components: 1 x table and 6 x chair. In Gestix this is accomplished by defining the article type as a Kit/Package.

The price of the Kit/Package will be the sum of the components prices times their quantities. That prices can be predefined or left blank to make them being calculated at the order level and eventually select each item’s price from price list preferences for the involved customer or vendor.


Advantages compared to articles type Manufactured as Product:

  • Save operator time, inserting the kit/package into an order is similar to entering each and all of the components
  • Enable items to be sold both individually and as components of one or more aggregating items
  • Enable components to follow special price rules when used as part of a special product.

To add a new item as a kit/package proceed as follows.

Open the Articles menu, tap New Article.

Set manufactured as Kit/Package to define an assembly

Set Manufactured as Kit/Package.


Enter description, and optional bar codes, prices and other relevant info.


Press Save.


Notice the link New Product Model – tap it to edit the item list. Open it and add the items to be included.


(In Gestix version 5.1.4 a small issue prevents the software from displaying the correct items list. Instead of using the Articles button, enter the exact item code to include the components from stock. This problem will be fixed in the next release of the software.)


Unit prices can be defined in template or later on entering orders. Add each one of the components, editing unit prices or leaving them blank (zero) to assume order level pricing.


In this case the product model defines the prices to be used in this assembly.

Now, using this assembly item on a new order.


Select our article from the list, and say we selling 3 sets, so enter 3 in the quantity field instead of 1.


Notice that the component quantities were multiplied by three because we said we were selling 3 sets.

In version 5.1.4, if the user edits lines of the components just after adding them to the order, they can get later be displayed in a different order. To circumvent this issue, save the order as Draft and then Modify it before editing lines involving the Kit/Package components. A fix will be released soon.

Check out for downloads and cloud solutions

Billing for phone houses: tracking the cellphone number and IMEI

With Gestix Enterprise 2014 or above, you can enter the cellphone number, IMEI, and other information, and perform any search on these details, to instantly access the customer record, invoice details, and all related information.

Searching the dashboard with IMEI or cellphone number and getting to the sales document

Searching the dashboard with IMEI or cellphone number and getting to the sales document

First we set Gestix up to input the IMEI along with the equipment Serial No, when entering a sale.

In the Industry-specific drop list, select Serial Number Options

The IMEI field is enabled by selecting Serial Number Options in the Industry-specific drop down.

Then you can tell Gestix to check user input according to one of the following options:

Behavior regarding duplicate serial numbers and serial numbers not in stock

Behavior regarding duplicate serial numbers and serial numbers not in stock

Lower in the Gestix | Admin | Settings page, you can tell Gestix to behave in one of several ways regarding duplicate serial numbers and serial number that are not in stock.


No duplicates to make Gestix reject duplicated serial numbers, and to ensure the serial number is in stock when selling.

Duplicates to make Gestix allow duplicated serial numbers, yet ensuring the serial number is in stock when selling.

Relaxed/No duplicates to enable selling serial numbers that have not been previously entered into the system but still disallowing duplicated serial numbers.

Relaxed to enable selling serial numbers that have not been previously entered into the system, allowing duplicated serial numbers.

In our example we are using the Relaxed/No duplicates behavior so we can just enter the S/N and IMEI at the point of sale.

Tap Save at the bottom of the Settings page when done. Then, tap Back on the Admin menu to return to the main application menu. Open the Articles menu and open the iphone 5 product (or any other suitable product).

Set your articles to use Serial Number as the product trace option

Set your articles to use Serial Number as the product trace option

Notice the available Product Traceability options.

Product traceability options

Product traceability options

Let’s try a sale.

Create a new invoice, choose the sample article and enter S/NO (up to 21 characters) and IMEI (up to 160 characters)

Create a new invoice, choose the sample article and enter S/NO (up to 21 characters) and IMEI (up to 160 characters)


The sales ticket identifies the product to the customer, yet it can be personalized

The sales ticket identifies the product to the customer, yet it can be personalized

Add a comment below for any questions or suggestions.

Sales Filter: define which logistical documents count as sales

Normally, Gestix considers all sales documents as sales. To select which documents are considered as sales and which document are not, on the Customers menu tap the Sales Filter button.

Tap the Sales Filter button to open the selection window

Tap the Sales Filter button to open the selection window

You are then able to specify which documents to consider by selecting/deselecting their series on this screen.

(Leave all blank to let Gestix automatically select the pertaining documents)

(Leave all blank to let Gestix automatically select the pertaining documents)

Either place a check mark in every document to be considered or leave all unchecked for enabling Gestix to select automatically all the sales documents.

(The same principle applies to suppliers/vendors accounts in Gestix, but concerning purchase documents instead of sales documents.)

Product traceability by Batch Number or by Serial Number

Serial Numbers are used for individual product. Batch numbers are used for lots of a product sharing some properties like production and “best before” date.

b Enterprise enables you to choose which products to handle Batch/Lot numbers and which products to handle serial numbers like smartphones, computers, and automobile parts.

Avoid losses due to produce validity and warranties issues, while meeting common standards and best practices in produce traceability.

Gestix offers two methods for tracking products:

Serial Number Tracking

Each unit in stock is assigned a unique id along with other information related to that particular unit or piece (see here an example of application in aircraft parts trading).

Batch Number Tracking

A unique id file is assigned to a particular quantity of product, along with other information relating to that batch of product, including product date and expiration date.

To enable one of the methods, edit the Product Traceability field in the article record, and choose Batch Number.


Enter purchases, manufacture orders, and stock receipts with batch numbers being assigned by the operator or generated by the application.


On sales, identify the batch of each tracked product by selecting it from the drop list.


The final bill shows the relevant information for each item including batch id and dates.



Resetting the stock of all warehouses

When maintaining a large base of articles during several years, it may be convenient to tell the system to ignore past moves relative to a user-specified date.

This procedure will modify the stock readings in article records and inventory reports without removing or modifying any records in the database.

Open the Admin | Parameters menu and edit the usr_stock_date parameter.


Specify the Inventory Beginning Date, in the form YYYY-MM-DD.  This will be the date from which the transactions are to be taken into account for inventory purposes.

In this example, we have a database with about four years of stock transactions and want to make the system consider only transaction from 2014-04-01 onward.

Save the parameter and open the Consistency Check menu.




Press the “Check all items” button.


Press the Progress button to check the progress.



When finished, get the inventory report. It will show the expected results.


There are two ways to enter the counting into the system on the new Inventory Beginning Date. One is by entering warehouse receipts or purchases. Another one is to import an excel-csv file with inventory count for each article, using the Data Import menu of the Gestix Enterprise. In this case the default warehouse will be used to enter the stock counts.

Please contact our technical support for more information:




How to transfer complex item data to Gestix Enterprise

This example shows how to import data as Attributes assigned to each Article record. Attributes are user-defined fields that extend the ones included in the article record, and can be used in data-analysis and reporting.

Using Attributes to classify items

Using Attributes to classify items


Transfer 600 thousand items into Gestix, with part-no, description, and condition, among other data that will be discarded.

The original file looks like this:


The PN field is to be stored as the Supplier’s Item Code. The value of the DESCRIPTION column goes to the field with the same name in the Gestix’s Article record, and the value of the MFG field goes to the Family field in Gestix.

The field COND, representing the condition of the part (Factory New, Repaired, etc), is to be stored as an Attribute of the item. The possible values in this case will be:

FN – Factory New

RP – Repaired

AR – As Removed

In order to assign attributes to articles using the Data Import menu of Gestix, the data has to be rearranged so each attributes comes in its own column in the worksheet. The column name will become the attribute name, and the column value for each item will be 1 if the attribute is to be assigned to the item, 0 or blank otherwise. We use the worksheet formulas to aid in this task, and the resulting, modified file looks like this:

Data rearranged

Data rearranged

Then, after saving this file as CSV again, open it from the Gestix, Articles, Data Import menu. Add a new layout for this CSV file (tap the plus sign +).

The Data Import menu in Articles

The Data Import menu in Articles

Then, save it and open it by clicking the row or the small arrow in it.

Finally, set the destination table and fields for each import field (each import field corresponds to a column in the input worksheet). Press the update button between steps, whenever necessary.



Then press the Test button to preview the results.

Preview the results pressing the Test button

Preview the results pressing the Test button

If the data displayed look correct, go back and press the Import button. Then check the results. Here we listed the new family EMBRAER, and checked it was alright.

Listing the Embraer family of items just transferred from the CSV file

Listing the Embraer family of items just transferred from the CSV file

The Attributes menu display the new attributes just created during the data import process.

The new Attributes were created

The new Attributes were created

And it’s done.