10 Tips to Use ERP More Efficiently

For End Users

10 Tips That Help You Work Faster and More Effectively with ERP

Many people who start using an ERP system for the first time feel that it is complex and slower than their old methods. In reality, most issues stem not from the system itself but from unfamiliarity with how to use it effectively. This article compiles 10 tips from the Grand Linux Solution team that help users work significantly faster with ERP.

1. Learn the Most-Used Keyboard Shortcuts

Instead of clicking through buttons one by one, memorize the shortcuts you use most often:

• Tab / Shift+Tab — Move to next field / move back
• Enter — Confirm / open items
• Ctrl+S — Save (in supported systems)
• F5 — Refresh the screen

Just using Tab instead of mouse clicks when filling out forms can save you several minutes per day.

2. Use Smart Search Instead of Scrolling

Most ERP systems have a Search or Quick Search function that lets you type part of a name, code, or document number to find results instantly. Never scroll through long lists — typing a search is always faster.

3. Bookmark Your Most-Used Pages

Pages you access every day (such as creating requisitions, viewing reports, or approving documents) should be bookmarked in your browser or saved using the system's Favorites feature. This eliminates clicking through multiple menu levels each time.

4. Understand Document Status

Every ERP system has document statuses such as Draft, Submitted, Approved, and Closed. Understanding these helps you know:

• Which stage a document is at and what action is needed next
• Why certain fields cannot be edited (because the status has changed)
• Where a document is stuck in the approval workflow

5. Always Review Before Saving

The best habit is to review all data before clicking Save — especially numbers, dates, and reference codes. Correcting a saved document is often much more difficult than checking before saving — some systems may require cancellation and re-entry.

6. Use the Report Export Feature

Instead of copying data from the screen into Excel line by line, use the system's Export button (CSV, Excel, PDF). The data will be accurate and complete, reducing the chance of errors from manual copying.

7. Read Error Messages Carefully

When the system shows an error, don't just close it immediately — read the message first. Most error messages tell you exactly what the problem is and where to fix it. For example, "Please select a unit of measure" means you forgot to select the UOM field — it doesn't mean the system is broken.

8. Practice in the Test Environment

If your organization has a Test Environment or Sandbox, practice there first — create documents, try approvals, try cancellations. Don't worry about corrupting data since it's a test system. Practicing in a realistic environment builds confidence for production use.

9. Document Your Regular Procedures

Create your own "cheat sheet" — write down the step-by-step procedures you perform regularly. For example: "Create material requisition: Menu > Inventory > Requisitions > New > Select warehouse > Add items > Save > Submit for approval." Having this written down prevents forgetting steps and can be shared with colleagues, which is crucial for preventing organizational knowledge loss.

10. When in Doubt — Ask, Don't Guess

This is the most important tip — if you're unsure about something, ask your Key User, IT, or Support team immediately. Don't experiment on your own in the Production system, because some actions cannot be reversed — such as closing an accounting period or approving a document that shouldn't have been approved.

Summary

None of these 10 tips are difficult, but they need to become habits through practice. Users who are comfortable with their ERP system work many times faster than those still relying on Excel, because data flows automatically — no copy-pasting, no sending files back and forth. But these benefits only materialize when you use the system the right way.