Import / Export

Download any list as a spreadsheet (CSV). For Items, Customers and BOMs you can also edit the file and import it back to update or add records — importing is restricted to administrators. To change BOMs: export BOMs, edit the quantities or add new assembly/component rows, then import the file.

DDM engineering import

Import products and revisions from a DDM parts export. In Excel, open the DDM parts/assemblies sheet and use File → Save As → CSV, then choose the file here. One item is created per part number (its latest issue); every issue is kept in the item's revision history. Commercial data (prices, suppliers, stock, minimums) is never changed by this import. Admins only.

DDM update (XML — parts & BOM)

Drop the XML file DDM creates when a part or assembly is released (the DDM_EUM_OUTPUT file). It contains both the parts and the bill of materials, so it does the parts/revision update and the BOM in one go — no need to save out separate CSVs. You’ll see a preview of exactly what would change before anything is applied. Commercial data (prices, suppliers, stock) is never touched, and a backup is taken before applying. Admins only.

DDM imports — waiting for approval

Files the folder watcher has sent up from DDM’s EUM export, ready for you to check. Nothing changes your parts or BOMs until you approve a file. Open one to see exactly what it would change, then Approve or Reject. Refresh

Data health check

Counts where the same information is held in more than one place, to help decide where a tidy-up is worth it. Read-only — nothing is changed. Run check

Unify suppliers with your company list

Your Customers & suppliers list stays the master. This links each behind-the-scenes purchasing record to the matching company, and can pull suppliers that are missing from your list into it, so everything lives in one place. Nothing is deleted and a backup is taken before any change. Purchase orders, pricing and RFQs are not touched. Check

Find and merge duplicate companies

Finds companies that are really the same under a relaxed name match (e.g. “Badger Anodising” and “Badger Anodising (B'Ham) Ltd”). It removes only the empty just-created twin and moves its purchasing link onto the real company — anything with orders, contacts or history is left alone. A backup is taken first. Check

Merge the remaining duplicate companies

These are genuine duplicates that both have history (e.g. a Customer record and a Supplier record for the same firm, or Ltd vs Limited). For each one, pick which entry to keep — the other’s orders, contacts, addresses and purchasing record are moved onto it, then it’s removed. The kept entry is set to Both where needed. A backup is taken first. Check

Tidy up behind-the-scenes supplier records

Your parts point at behind-the-scenes supplier records. Sometimes a company ends up with more than one record, or a record whose spelling differs from the company list (often just capitalisation), which is why a part can show a slightly different name from the one in your list. This merges any duplicate records onto the one your parts use, and sets a single agreed name on both the company and its record so they always match. A backup is taken first. Check

Give every company an account number

Assigns an account code (e.g. BAD001) to any company that hasn’t got one, using the same scheme as the rest of your list. A backup is taken first. Give account numbers

Tidy the anodiser / process list

Merge the mis-spelt and duplicate hard-anodise entries into one. Anything currently set to "Andoise Hard" or "Anodise Hard" moves to "Hard Anodise". A backup is taken first. Merge into “Hard Anodise”

DDM BOM import

Build the component links from a DDM BOM export (saved from Excel as CSV). Links are matched on the DDM part IDs, so run the DDM parts import first. Lines pointing at parts that aren’t in the import are skipped and listed for review. Hand-built BOMs in the MRP are left untouched, and re-importing simply refreshes the DDM links. Admins only.

Reload BOMs (replace)

Rebuild the BOMs from a part-number BOM file (assembly_part_number, component_part_number, quantity_per_parent — saved as CSV). For every assembly in the file, its components are made to exactly match the file, so stale links left over from an earlier load are removed. This only ever touches xxx-xxx-xxxxx parts — raw materials and other-source parts (e.g. eng… codes) are left alone, and so are assemblies that aren’t in that format. A backup is taken first, so it can be undone. Admins only.

AT Power data import

Bring in the AT Power (old ERP) data. Choose both files (saved from Excel as CSV): the inventory sheet and the purchase analysis sheet. This sets item names from the inventory descriptions, sets stock on hand, sets each item's cost to its most recent purchase price, and values stock at the purchase prices — any stock not covered by a purchase since the acquisition is treated as nil-cost. Run the DDM import first so the engineering parts already exist. Admins only.

Opening stock valuation import

Set the cost of the original parts to a year-end valuation (saved from Excel as CSV with Code, Stock Qty., Cost and Value columns). Each matched part’s cost is set from the valuation and its stock is re-valued at that cost, so the new tax year opens at the previous closing stock value. A “Corrected value” column, if present, takes priority. Admins only.

Backups & restore

A backup is a full copy of the database. One is taken automatically every night and again just before each import, and you can take one any time. Use Restore to roll the whole system back to a backup — this is the way to undo an import. Restoring replaces all current data, so it asks you to type RESTORE to confirm. Admins only.

Activity log

A record of who did what — shipping, manufacturing, assembling, invoicing, item edits and more. Admins only.

Xero accounting connection

Microsoft 365 (Outlook) — email on the Pipeline

Connect the mailboxes the team sells from and each Pipeline opportunity gains an Emails panel showing recent messages to/from that opportunity’s contacts — matched by the contact’s email address only, never a whole inbox. Optionally, matched emails can also be logged onto the opportunity’s timeline automatically.

One-off setup (needs Microsoft 365 admin)

Roles & permissions

Create roles and choose exactly what each one can see and do, module by module. Admins always have full access and can't be locked out. Changes take effect the next time a user loads a page (within a minute).

Your two-factor security

Two-factor adds a second check after your password — a passkey (Face ID, fingerprint, Windows Hello or a security key) or a 6-digit code from an authenticator app. On phones we use the passkey/biometric.

My signature

Upload a scan of your handwritten signature once. It is then placed on commercial invoices you generate, signed as you. PNG or JPEG, on a plain white or transparent background works best.

Two-factor policy (admin)

When this is on, everyone must use two-factor after their password. Leave it off while people enrol — turn it on once you’ve set up your own and tested it on your phone.

Network / IP rules (admin)

Trust an address or range to skip the second factor on it (for example your office’s fixed IP). Block an address or range to deny access from it entirely. Use a single IP (203.0.113.5) or a range in CIDR form (203.0.113.0/24). Your current address is ….

Email for sign-in recovery (admin)

Used to email a one-time code when someone signs in with a password instead of their fingerprint/Face ID. It sends through Microsoft 365 and needs an Azure app registration with the Mail.Send permission (admin-consented). Enter the details from that app, save, then send yourself a test to confirm it works.

Royal Mail Click & Drop

Connect your Click & Drop business account so despatch can create labels and pull tracking numbers back automatically. The API key is stored securely on the server and is never shown again. Turn API access on in Click & Drop (Settings → Integrations) to get a key.

Despatch (create label + tracking, and customs forms for overseas orders) is being built on top of this — once the connection tests green.

Security audit

Every sign-in and failed attempt: who, when, from what IP address and device. Rows are flagged when someone signs in from a new/unseen IP, from outside the office network, or when a sign-in failed — so you can spot anything unusual at a glance.

User accounts

Add staff, set their role, reset passwords, or deactivate someone who's left. Each person's name, email and phone are what appear on the quotes, orders and RFQs they raise — so whoever is logged in, their own contact details are used automatically. Only admins can see this screen.

User groups

Group people together (for example a "Machine shop" group). Groups are used to decide whose items show by default on the Computer work list.

Label printing

Auto-print is currently off. While off, printing a label opens a preview where you press Print and pick the printer. With it on, the label is sent to print immediately.

On an iPad or phone (which can’t run the helper) tick “Print via the shop relay”. Labels are sent to the office server and the workshop PC (with the label-agent running) prints them to its printer. The workshop PC must be switched on. Put the printer’s name in “Default label printer name” above, or leave it blank to use the workshop PC’s configured label printer.

Recommended — the print helper. Install the small label-agent on this PC (see the label-print-helper folder and its README). Then tick “Use the print helper” above and put your label printer’s exact Windows name in “Default label printer name”. Labels then print straight to that printer with no dialog, and your normal default printer is left alone. Use “Test helper connection” to confirm it is running and to see the exact printer names on this PC.

Alternative — no helper. Web browsers otherwise always show their own print box. You can suppress it by making the label printer the Windows default and starting Chrome in silent mode: "C:\\Program Files\\Google\\Chrome\\Application\\chrome.exe" --kiosk-printing https://mrp.s-can.co.uk

Document layout (PDFs)Preview

Controls how quotes, sales orders, packing slips and reports look. The logo comes from the Logo URL on the Shop tab. Changes apply to newly generated PDFs once saved.

Route card

Choose what appears on the shop-floor route card printed from the Manufacturing screen.

Operation-by-operation job tracking

When on, the “Finish / book parts” screen records how many parts cleared one operation at a time, so a batch can flow in pieces (6 through the first operation now, the other 4 later) and a job only completes once every part is finished or scrapped. When off, a job flows through its operations as one whole batch (the original behaviour). Jobs already part-finished keep their existing flow either way.

Shop information

Shop configuration

Payment terms

These are the payment-term options offered on customers, quotes and sales orders. One per line. Edit the list and save.

Scrap / NCR reasons

Reasons offered when parts are scrapped on a job and when raising a nonconformance (NCR). One per line.

Pipeline enquiry sources

The “Where did this enquiry come from?” options offered on a Pipeline opportunity. One per line.

Website enquiry capture

Give this web address to whoever manages the S-CAN website, to wire up the contact form. Each submission lands in Pipeline → Website enquiries for someone to accept (creates or links a customer, and raises a New-enquiry opportunity) or dismiss — nothing is added to the CRM without a person accepting it. The form should POST JSON with any of name, email, phone, company, message.

Pipeline forecast probabilities

The rough chance an opportunity at each stage will be won. The Pipeline “Reports & insight” view multiplies each open opportunity’s value by its stage’s percentage to give a weighted forecast.

Pipeline custom fields

Extra fields shown on every opportunity (for example Target price, Competitor, Material, Drawing rev). They also appear as columns in the pipeline CSV export. Up to 12.

Trade discounts

Each item carries a discount code. Set the discount each code gives to your Trade and Supertrade customers (a % off the retail price). Retail/Public customers get no discount. When you add an item to a quote or sales order for a trade customer, the discount applies automatically.

Document numbering

Set the next number for each document type. Numbers below the last one already used are ignored, so you can jump forward but never reuse a number.

Outside processes

Configure each outside process (anodising, plating, etc.): rename it, set an average lead time and an average cost per part. The cost feeds into product cost calculations (it is never shown on quotes or printouts). Set the allowed suppliers for each process — you'll pick from them, with the default pre-selected, when you send a batch.

3D printing

The editable lists behind the 3D Printing tab. Set the print technologies, machines and materials you use — these become the dropdown options on each print job. Add or remove rows, then Save.

Supplier groups

Group suppliers together (for example a “Metal Suppliers” group). Groups appear at the top of the supplier picker on the Purchasing buy list — choosing a group ticks every listed item that any supplier in the group can supply, ready to raise as purchase orders.

Work centres & rates

Machines are organised by group. Set each machine’s running rate (£ per hour) — this is the machine cost used when costing any part made on it. Leave a machine at £0 to fall back to the default shop rate (Shop tab). Saving reprices every made item.

3D print materials

These are the materials and £/kg rates used by the Estimating tab's 3D printing calculator. Add, edit or remove rows, then save.

Stock materials (CNC billet)

Grades, densities (g/cm³) and £/kg used by the Estimating tab's billet calculator. The £/kg was suggested from past purchases where the grade could be matched and a weight was on record — please review and correct. Edit rows, then save.

Recalculate all costs

After changing machine rates, outside-process costs, or the shop rate, press this to recost every made part from scratch. It can take up to a minute as it works through several thousand parts.