Getting Started & Administration

1 Signing in

Open the Ritzy address your administrator gave you. The card reads Welcome back and Sign in to your account.

1. Select Company — pick the company you work in. The list is searchable and shows each company as Name (CODE).
2. User ID — typed in capitals automatically.
3. Password, then Sign In.

Your browser remembers the last company and User ID you used, so next time only the password is needed. If your account has two-factor authentication switched on, a second step asks for a code (§2).

After signing in you land on the first module your company has, in this order: Cargo, CRM, Real Estate, Liner, Marine, Shipchandling, Transport, Warehousing, Inventory, Payroll, Accounts. It opens on that module’s Dashboard if you have the right to see it, and otherwise on the first screen you can see.

If sign-in fails

2 Two-factor authentication

Two-factor authentication (2FA) asks for a 6-digit code from an authenticator app on your phone as well as your password, so a stolen password alone cannot open your account. It is set up per user, by the user.

Switching it on

1. Click your User ID / avatar at the top right to open My Account.
2. In the Two-Factor Authentication card click Set up two-factor authentication.
3. Scan the QR code with Google Authenticator, Microsoft Authenticator, Authy or similar. Can’t scan? Type the key shown under the code instead. The entry appears in the app as Ritzy ERP.
4. Type the 6-digit code the app shows and click Verify & Enable.
5. Ritzy shows ten backup codes. Write them down or store them somewhere safe — they are shown only once — then click I’ve saved these codes.

Signing in with 2FA

After the password, enter the current 6-digit code from the app and click Verify. Codes change every 30 seconds; a phone clock that is a little out is tolerated.

To stop using 2FA, open My Account and click Turn off two-factor authentication.

If the code step sits too long you may see Invalid or expired login session — please sign in again; click Back to sign in and start over.

3 Changing your password

Tools → Change Password (always the first item under Tools).

1. Enter your Current password.
2. Enter the New password (at least 4 characters) and confirm it.
3. Click Change password. You stay signed in.

Forgotten your password? Only an administrator can reset it, from User Manager (§13).

4 Finding your way round

The top bar

On the left, one button per module your company is licensed for and you have rights to (Accounts, Cargo, Inventory, Payroll…), with Tools at the end. Click a module and the left menu changes to its screens.

On the right, from left to right:

Finding a screen by name

Click Search menu in the top bar, or press Ctrl+K on any screen (⌘+K on a Mac), and type part of the screen’s name.

1. Type a few letters — holi, receipt, trial. Matches appear as you type, each with the module and section it belongs to, for example Holiday Homes — Real Estate › Realestate.
2. Press ↓ / ↑ to choose one, or point at it with the mouse.
3. Press Enter, or click it, to open the screen. Esc closes the search.

• The words can come in any order and can include the module or section: estate receipt finds Real Estate’s Receipt rather than the Accounts one. Capitals and accents do not matter.
• It covers every module’s screens, their reports, and the Tools screens.
• Open it without typing and it lists the screens you most recently opened from it. The list is kept by your browser, so it is per computer, and it is empty in a private window.
• It offers exactly the screens your left menus offer you — the modules your company is licensed for and the screens you have the View right for (§14) — so it never leads to a screen you cannot open.

The left menu

Each module’s menu starts with links such as Dashboard, Quick View and Reports, then sections — Operations, Sales, Transactions, Masters, Tools — one open at a time. The « button collapses the menu to give the screen more room.

You only see screens you have the View right for (§14). If a colleague can see a screen you cannot, ask your administrator.

Dates

Full dates show as dd/mm/yyyy everywhere, whatever language your browser or PC is set to: screens, date pickers, printed documents, emails, notifications, CSV exports and the phone apps. A date you type is read the same way. Short labels, such as a chart axis, may show only the day and month, or the month and year.

5 The financial year

At the foot of the left menu, Financial year shows the year you are working in — marked (current) for the open year or closed for a finished one.

• Lists and reports follow the selected year. Your choice is remembered in this browser.
• New Accounts vouchers always post into the latest open year, whichever year you are viewing.
• To look something up in a past year, pick that year; switch back when you are done.
• Changing the year rebuilds the menu, so a screen you had open reloads.

Opening the next financial year

Tools → Year-End Process opens the next financial year so that transactions can be entered in it. Despite the name, it closes nothing. You need the View right on Year-End Process in Accounts, Cargo or Inventory (§14).

1. Overview shows the last year, the new year and how many voucher series will carry over. Click Next.
2. New year: the start is fixed, the day after the last year ends. Choose the end month and year (up to 24 periods) and check the list of periods.
3. Click Create year and confirm. This cannot be undone from the web.
4. Done lists what was created, and the new year is in the selector straight away.

• Ritzy creates the year and one open accounting period per month.
• Voucher numbering continues from the last year. Cargo job types carry over with their job and House BL / AWB numbering restarted.
• Nothing in the current year is changed, and it stays open.
• Balances need no carrying forward: reports work out each year’s opening for themselves.

6 Entry forms: view and edit

Every entry screen — a voucher, a job, a master — works the same way. A saved record opened from a link or a report opens read-only so nothing changes by accident. Opened from its list with the pencil or a double-click (§7), it opens ready to edit, unless it is locked.

• Edit unlocks the fields.
• Undo throws away your changes — back to the list for a new record, back to the saved version for an existing one.
• Print works only on a saved record, so save first.
• New and Delete/Cancel appear where the screen allows them, and only if your rights allow them.
• If Edit is greyed out, hover over it: the reason is shown — for example the record is cancelled, or another voucher has been settled against it.

Transactions are cancelled, never deleted

Vouchers, invoices, jobs, orders and other transactions have no Delete button. Once saved, a transaction’s number has been issued, so it is withdrawn with Cancel instead — even an unposted draft. Cancelling reverses what the transaction did (its ledger entries, or its stock movement) and reopens anything it had settled, but the record stays in its list with its number, shown in red with a red Cancelled tag. A cancelled record is read-only for good.

Some transactions cannot be cancelled while something else depends on them — a voucher another payment has been allocated against, a Cargo, Liner or Transport job with a live invoice, voucher or other document on it — and the message says what to undo first.

Masters (customers, accounts, products, currencies…) can still be deleted, but only while nothing uses them. A master used by any transaction — a cancelled one included — or set in a setting, such as one of the company default accounts, is refused with a message saying where it is used. Mark it inactive or on hold instead.

7 Lists and grids

• Every module’s list works the same way, so what you learn on one screen holds on all of them.
• Click a row to select it; it stays highlighted, with a blue bar at its left edge, so you can see which record the detail panel or buttons refer to.
• Double-click a row to open it for editing — the same as clicking its pencil. A record that cannot be changed, such as a cancelled one, opens read-only instead, and shows an eye in place of the pencil.
• Row actions are always in the last column on the right, always in the same order: edit pencil (or view eye), print, any actions special to that screen, the red cancel icon on a transaction list, and the red delete bin on a master list. An action the row cannot take, or your rights do not allow, is not shown. Hover over an icon to see its name. Deleting or cancelling asks first.
• Above the list, from left to right: the search box (press Enter to search; the × clears it), any filters, Refresh, any other buttons such as import, and New.
• Below the list, the pager shows which records you are looking at and lets you choose 25, 50 or 100 rows a page.
• Rows in red on a transaction list are cancelled records (§6). They stay in the list so every number is accounted for.
• Column headers stay in view as you scroll a long list. Click a header to sort; use the filter icon where shown.
• Export CSV saves the list as a file that opens in Excel with accents and Arabic intact. Print opens a print preview (§10).

8 Adding a master from any dropdown

Picking a customer, a port, a product… and it isn’t in the list yet? Most master dropdowns have a + button on their right.

1. Click + (tooltip New …).
2. Fill in the short form and click Create.
3. The new record is created and already selected in the dropdown — carry on with your entry.

The + appears only if you have the New right on that master (§14), and only in edit mode. Without the right the plain dropdown shows, and the server refuses the record even if the request is sent some other way. The right is the same one that lets you add that record on its master screen, so a user who may only pick existing customers never sees the button.

The short form asks for what the record cannot do without. Complete the rest on the master screen when you have a moment. A new item, for example, needs only its description, type (stock or non-stock), code, category, unit, location, tax and accounts: the code takes the next number when your company auto-numbers items, and the accounts start from your Inventory Settings. Selling prices, stock levels, bins and supplier lists are added on the Product master, and opening stock is never asked for, because the document you are entering is what brings the stock in.

Some dropdowns deliberately have no +:

9 AI Paste and CSV import

On many entry screens AI Paste fills the form for you from free text.

1. Click AI Paste (in edit mode).
2. Paste an email, a WhatsApp message or the text of a document — or click the microphone and dictate.
3. Click Apply. The fields are filled in; check them, correct anything, and save as normal.

Importing lines from a spreadsheet

In the same window, Import CSV loads rows from a file:

1. Download template if you want a ready-made layout, or use your own file with a header row.
2. Choose CSV file. Ritzy shows how many rows it read and how many columns it could match.
3. Check the Import as column — change any match, or choose skip this column.
4. Click Import N rows. On vouchers, the imported lines replace the grid.

Importing master files

To load a whole master list — accounts, customers, suppliers, products, ports, vessels and the other masters — use Tools → Import (CSV) and choose the master, or the Import CSV button on the master screen itself. Ritzy checks every row before saving, lets you skip or update records that already exist, and reports the result row by row. See Importing Masters from CSV.

10 Printing

Print never sends straight to the printer. It opens a print preview in a new window with Print and Close at the top, so you can check the document first. Table headings repeat on every page.

If nothing appears, your browser blocked the pop-up — allow pop-ups for the Ritzy address and click Print again.

How documents look — your logo, letterhead and layouts — is covered in Printed Documents & Reports.

11 Attachments

Keep the paperwork with the record it belongs to. On a saved record click Attachments (the paperclip; the number is how many files are already attached).

1. Attach File and pick the file.
2. Optionally give it an Issue date and Expiry date, and Remind days before expiry — useful for licences, insurance and certificates. Choose a Group or User to be reminded.
3. Save.

Each file can be viewed, downloaded, edited or deleted from the list.

12 When someone else is saving the same record

Two people can work in Ritzy at once — including colleagues still on the desktop version. If you save at the very moment a colleague is saving the same record, or something it updates such as an account balance or a stock level, Ritzy waits up to 15 seconds for them to finish. If they are still busy you see:

Numbers are taken when you save, not when you open a new form. If a number shown on a new form is a preview, the saved record may get the next one because a colleague saved first — that is normal and keeps every number unique.

Posting runs — post-dated cheques, recurring vouchers, depreciation, payroll — are protected the same way: if two people post the same thing together, it is posted once and the second person is told or simply sees fewer items posted.

13 User Manager — users

Tools → User Manager, Users tab. For administrators.

Adding a user

1. Click New.
2. Account card: User ID, Full Name, Password and Confirm Password, and optionally a Department.
3. Email / SMTP card: the user’s Email Address and how Ritzy sends mail for them — Use system mail client, or Configure SMTP server with server, port, user, password and security (STARTTLS, SSL/TLS or None).
4. Save, then add the user to one or more groups (§14) — a user in no group sees no screens.

Resetting a password

Edit the user and type a new password. Leave the password blank to keep the current one while changing other details.

14 Groups & rights

Rights are given to groups, and users get them by being members. Set rights once for “Accounts Clerks” and every clerk you add later inherits them.

1. Open the Groups & Rights tab and choose the Module at the top — rights are kept per module.
2. Click New Group (Group ID and Group Name) or pick an existing one.
3. Members: move users from Available to In group.
4. Rights: tick what the group may do on each screen, then Save Rights.

Ticking any right ticks View too; unticking View clears the rest. The box in each column heading ticks the whole column.

On a master screen (Customer, Supplier, Vessel, Port, Currency, Chart of Accounts and the rest), a user without New or Delete does not see those buttons. Without Edit, the pencil becomes an eye: View opens the record read-only, with no Save. On the Currency screen, adding or fetching a rate counts as an edit. The server refuses these actions too, so they cannot be reached any other way. A master that two modules share, such as Vessel in Cargo and Liner, takes the right from either module.

The ADMINISTRATOR group always has every right and cannot be restricted, edited or deleted.

15 System Settings

Tools → Preferences → System Settings. Change what you need, then Save; Reset discards unsaved changes.

Module-specific preferences sit beside it under Preferences — Cargo Settings, Inventory Settings, Real Estate settings — and Report Templates controls printed layouts (Printed Documents & Reports).

16 Concurrent users & the licence

Seats

Your licence allows a number of people to be signed in at the same time. A seat is counted per browser: several tabs, or signing in twice in the same browser, use one seat.

• Sign out frees your seat immediately.
• Closing the browser without signing out frees it after about 5 minutes. A laptop left asleep stays signed in, but it no longer holds a seat after those 5 minutes.
• The phone apps and the DBA account never use a seat.

When every seat is taken, the next person sees Maximum concurrent users (N) reached. Please try again when a colleague signs out, or use a device that is already signed in.

The licence badge and banner

The badge at the foot of the left menu shows the licence state — Licensed normally; hover over it for the plan, seats, expiry date and modules.

If a module tab is missing, the message on its screen says why: not installed for this company (your administrator can add it) or your subscription does not include this module (contact Ritzy).

17 Tips & FAQ

A screen looks wrong or a button “does nothing” after an update

A new release normally appears the next time you refresh the page. If it still looks wrong, your browser may be holding the previous version: press Ctrl+F5 (or Ctrl+Shift+R) to reload, then try again.

I see “Insufficient permissions”

Your group lacks the right for that action. Ask your administrator (§14).

A record I entered is missing from the list

Check the financial year (§5) and any filter on the list.

I cannot delete a voucher, or a customer

Transactions are cancelled, not deleted; a master can only be deleted while nothing uses it, cancelled transactions included. The message names where it is used (§6).

Print does nothing

Allow pop-ups for the Ritzy address (§10).

I cannot find a screen

Press Ctrl+K and type part of its name (§4). If it is not found, you do not have the right to view it, or your company is not licensed for its module — ask your administrator (§14).

A screen shows “This screen could not be shown”

Something went wrong while the screen was being drawn. Click Reload. If it happens again, copy the message shown under it (the copy icon beside it) and send it to your administrator or Ritzy support; the menus keep working, so you can carry on elsewhere meanwhile.

Where are the manuals?

The ? in the top bar opens the manual for where you are. All manuals are listed in the documentation index.