Recycly User & Setup Guides
For getting started with RecyclyERP, and learning more about how it all works
86 articles in this section
Getting Started (1)
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Getting Started with RecyclyERP: the full walk-through
RecyclyERP runs the whole of an ITAD (IT Asset Disposition) business in one place: the enquiry, the collection, the audit, the warehouse, the resale, the...
Address Book & Contacts (2)
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Ad-Hoc Addresses: one-off collection and delivery addresses
An ad-hoc address is a one-off collection or delivery address that belongs to a customer and is deliberately kept out of the Address Book: a branch office...
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The Address Book: Companies, Sites and Contacts
The Address Book, at Address Book > Companies & Contacts, is your one list of everyone your business deals with: the customers whose IT (Information...
Collections, Drop-offs, Drivers, Logistics (5)
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Collections calendar view: Viewing, Rescheduling, and Editing
OverviewYou can switch view between List, Kanban, Calendar, Pivot, Graph, and Schedule views in the main Collections & Drop-offs screen.Here are some...
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Configuring Default Stock Locations for stock operations
In Recycly, each warehouse operation type—such as Collection / Drop-offs—is linked to specific source and destination stock locations. To update the default...
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Optimising routes
Optimise Route puts the stops on a driver's route in the quickest order for you. It asks your maps provider for the order with the shortest driving time, keeps...
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Processing Collections / Drop-offs where the types & quantities of items is not known in advance
Often customers are not able to be specific about the exact types and quantities of equipment that is due to be collected.This article describes how to set up...
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Setting up Drivers and Crew for Collections
OverviewIn RecyclyERP, each collection can optionally have have one Driver, and one or more crewYou can choose who shows as Drivers and who shows as Crew in...
Company & System Setup (1)
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Reference numbers: prefixes and next numbers
What a reference number sequence isEvery reference RecyclyERP generates for you - inbound orders, collections, quotes, sales orders, purchase orders, lots...
Customer Portal (3)
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Customer Portal for staff: what you see, and how to simulate a customer
This guide is for your own staff, not for your customers. It explains what the Customer Portal looks like when you open it from your back-end account, why...
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How do I edit the terms and conditions on the quotation / sales order portal page?
At the bottom of quotes / sales orders viewed on the customer portal, there is a Terms & Conditions and Payment Terms sectionsThese values come from the...
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Inviting Customers to the Portal
The Recycly Customer Portal gives your customers access to their Jobs, Collections / Drop-offs, Quotes, Orders and Invoices.Within the Jobs area, they can view...
Data Export (1)
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Exporting Data: Basic and Advanced Exports
RecyclyERP has two ways to download a list as a spreadsheet. Basic Export gives you a quick copy of the list exactly as it is on screen. Advanced Export lets...
Data Import (8)
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Finding and Removing Duplicate Values in Excel Data
Some fields in Recycly such as "Model Number" do not allow duplicate values, and you may get a warning such as the below:Before importing your data, you can...
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Importing Companies, Sites and Contacts
The Address Book holds every organisation and person your business deals with. One import can bring in Companies, their Sites and the people at both, all...
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Importing Data into RecyclyERP: Step by Step
Importing brings many records into RecyclyERP at once from a spreadsheet, instead of typing them in one by one: your customers and their contacts...
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Importing Inbound Orders and their Items
An Inbound Order is one job for one customer: everything you have agreed to take in from them. When you move to RecyclyERP you may want to bring your open...
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Importing Individual Hard Drives
If you erase or shred hard drives in bulk - on a customer's site, for example - you can import the list of drives onto the customer's Inbound Order, one item...
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Importing Items & Lots
Every asset you process is an Item or a Lot in RecyclyERP. This guide shows how to import them from a spreadsheet: new items with their parts - CPUs, RAM and...
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Sending data files to us, so we can quote you for import
If you'd like to raise a request for us to quote for importing your data. Please email support@recyc.ly the following details:A general explanation of the data...
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Updating Existing Data using a Data Import
To change many records at once - a new phone number on dozens of companies, say - export them, change the file, and import it back on the same list. RecyclyERP...
Digital Waste Tracking (UK) (1)
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Digital Waste Tracking (DWT): reporting received waste to Defra
What Digital Waste Tracking isDigital Waste Tracking (DWT) is the UK government service that records every movement of waste, run by Defra (the Department for...
Document Templates (5)
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Changing the date format of Merge Fields in Document Templates (e.g. between UK, US, ISO)
Important note: read this firstThis article is under review while we attempt to make all documents generated from document templates in RecyclyERP...
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Creating and Editing Document & Report Templates
Recycly allows you to create and edit Document Templates (Quote, Sales Order, etc.) and Report Templates (Inventory Report, Certificates of Data Destruction)...
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Restricting Access to Document Templates and Email Templates
In some cases, such as multi-company setups, or multi-department setups, you may wish to restrict access to Email and Document templates to certain groups of...
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Setting the Filename for documents / reports when they are downloaded.
When creating new Document or Reports via the Documents app, you might find that when you download them, they have a somewhat cryptic filename, as in the...
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Setting the Filename for documents / reports when they are Emailed
When adding a Document Template as a standard attachment to an email template, you might find when you generate emails from the template, you end up with a bit...
Driver Hub (3)
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Doing a collection, including no signal
This guide takes you through a day's collections in Driver Hub, from choosing your vehicle in the morning to the office receiving what you recorded. It also...
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Installing and logging in to Driver Hub
Driver Hub is the app you use on your phone for your collections. This guide gets it onto your phone and signs you in, which takes about five minutes the first...
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Setting up drivers for Driver Hub
Driver Hub is the app your drivers use on their phones to see their collections and record proof of collection. This guide is for the office: how to give a...
Emails & Email Marketing (7)
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Adding an HTML Email Signature to Recycly
You can edit your email signature in your user profileThe Email Signature field allows you to add various rich content, insert images, etc.Inserting an...
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Configuring Outgoing Email via Google Workspace
Recycly allows you to configure your system to send emails via your Google Workspace account, so that you can send Quotes and Invoices directly from your...
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Editing Email Templates
Recycly has a very powerful email system, that lets you send and track emails against most records in the system.Part of this is the ability to send emails...
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Exporting Unopened Email Contacts
OverviewThis article explains how to export the list of contacts who received your mailing but have not opened it, using the Recycly (Odoo‑based) email...
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Microsoft 365: Part 1 - Configuring a Microsoft 365 User for Recycly Email
Do I need a Recycly SMTP server? No. Your system already has Recycly's own mail server, which we manage and keep hidden. It sends password resets and portal...
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Microsoft 365: Part 2 - Setting up the Outgoing and Incoming Email servers in Recycly
Recycly allows you to configure your system to send emails via your Microsoft 365 account, so that you can send Quotes and Invoices directly from your Recycly...
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Sending Templated Emails
Recycly has a very powerful email system, that lets you send and track emails against most records in the system.Part of this is the ability to send emails...
ESG & Sustainability (3)
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Customer portal ESG dashboard: switching it on and what your customers see
Your customers can see the environmental impact of the equipment you handle for them, on your Customer Portal, without asking you for a report: the weight you...
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ESG in Recycly: CO₂e avoided, counted automatically
Every laptop you resell and every kilo of metal you recycle avoids emissions somewhere else: a new device that does not have to be manufactured, virgin...
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ESG reporting: the ESG Summary and the Environmental Impact Report
Every item that completes processing carries its own stored ESG (Environmental, Social and Governance) figures: its weight, its outcome and the estimated CO₂e...
Infrastructure (1)
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Junari/Recycly - Disaster Recovery Plan – Production Environment
1. Likely Causes of Production Downtime Server hardware failure Software bug or security issue resulting in data loss or system unavailability 2. Mitigations...
Quickbooks (4)
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QuickBooks: Controlling Access to QuickBooks from within your Recycly system
For each user of your Recycly system, you can select what (if any) access they have to QuickBooks information and functions.Go to Settings -> Users and click...
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QuickBooks: Creating New Accounts from Recycly
PrerequisitesYou need to enter some required information on the record in CRM before you can transfer it into QuickBooks:Company or Individual nameStreet...
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QuickBooks: Integration Overview & Guide
Configuring the QuickBooks Online Integration in RecyclyERPThe QuickBooks Online integration is an optional add-on for RecyclyERP that allows your organisation...
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Using QuickBooks Invoice & Credit Note numbers with Recycly
In most cases, when you create invoices in Recycly and post them to QuickBooks, you will want to use Invoice and Credit Note numbers generated by QuickBooks...
Xero (1)
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Xero: Integration Overview & Guide
Overview of the Recycly <> Xero integrationThe Recycly Xero integration is an optional add-on that allows you to connect Recycly to your Xero accounts system...
Integrations: Hardware Auditing and Media Erasure (2)
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Accessing the Recycly API
What Is the Recycly API?The Recycly API allows you to connect other systems and applications directly to your Recycly ERP data to access and manage your...
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Importing and Linking Hardware Audit Reports into Recycly from Blancco, Aiken, Certus, YouWipe etc.
Recycly allows you to set up a connections to various hardware auditing tools, such as Blancco, Aiken, YouWipe, and Certus ErasureEach Audit Report source can...
Aiken (4)
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Aiken Workbench: Creating a Recycly Item ID Custom Field (esp. useful for matching reports to Lots)
By default, our Aiken integration matches Aiken reports to Items in Recycly using the device Serial Number. However, the serial number may not always be easy...
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Aiken Workbench: Installing TeamViewer for Recycly Remote Support
We've designed our Aiken integration to be as self-service as possible, but there are occasions where there is a problem on your Aiken server which prevents it...
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Aiken Workbench: Installing the Recycly Integration service
In order to connect your Aiken Workbench system to Recycly, you'll need to install our Recycly-Aiken integration software on your Aiken server.For your...
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Resetting an Aiken integration connection when the link is broken or lost
If when testing the Aiken integration link from the Aiken config screen, there's an error which you're unable to repair via other means (e.g. updating your...
Invoicing (3)
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Invoicing based on the quantity of "Actual" assets processed
At a high-level, there are a couple of commercial stages to inbound orders in Recycly:1. Quoting - in many cases, quotes must be based on "estimated"...
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Understanding and Using Tax Schemes in Recycly ERP
What are Tax Schemes?Tax Schemes in Recycly are rules that control how both taxes and account codes are applied to financial transactions such as sales...
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Updating Tax Rates in Recycly
Tax rates occasionally need to be updated in Recycly to reflect changes in legislation or business requirements. It’s important to handle these updates...
Labels & Printing (1)
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Setting up Direct Printing via your PrintNode account
OverviewRecyclyERP integrates with a service called PrintNode to print directly to label and document printers in your offices and elsewhere.You will need to...
Leads & Enquiries (1)
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Leads: inbound and outbound enquiries
A Lead is an enquiry written down before it is firm work. RecyclyERP keeps two separate lists of them, one for each side of your business:Inbound > Leads holds...
Localisation (1)
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Localisation: Date format, Timezone, Language, Currency
More details coming soon!User Preferences & Currency A) Change Date FormatGo to Avatar (top-right) -> My Profile -> Preferences.In Language / Currency / Date...
Managing Assets (9)
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Correcting the Quantities on a Collection / Drop-off after processing
Recycly's stock system works very much like an accounts system - once you've marked a "transaction" as complete, it cannot be changed.However, mistakes can...
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Creating New Asset Types
The quickest way to create a new asset type is to duplicate an existing one that is similar to the one you need.For example, to create a new "All In One" asset...
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Deleting items or lots which are currently shown as in stock
Occasionally you may with to delete an asset, for example if it is a duplicate, or has been imported incorrectly.Once a lot or item has been received into...
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How do I mark items as recycled, so they go out of stock?
Firstly, make sure your items have an Intended Final Action set. Normally this comes through from the Contract or Inbound Order, but this can be set directly...
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Parts Harvesting / Demanufacturing
Parts Harvesting is the selective removal of reusable or high-value components (e.g. RAM, SSDs, CPUs) from devices for resale, refurbishment, or stockpiling -...
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Performing actions on a large number of assets
By default, for performance reasons, Recycly will only show the first 80 items / lots that match your search.It is common to need to perform actions on more...
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Processing a Mixed Load by Weight
Some loads are weighed rather than counted: a pallet of mixed e-waste, a stillage of cables, a bin from a council collection. This guide takes one from the...
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Scrap Management: scrapping items and removing them from stock
Scrap is for items you are writing off: damaged, worthless or beyond repair, and being disposed of rather than resold. Scrapping an item in RecyclyERP moves...
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Understanding the Traceability option for Asset Types
Traceability Options for Asset Types in RecyclyWhen configuring a product in Recycly, you can set one of the following traceability options: Track Lots &...
Outbound Sales (6)
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Interaction Between Sales Orders and Delivery Orders, and modifying Quantities
1. From Sales Order to Delivery Order When you confirm a Sales Order, Recycly automatically creates a corresponding Delivery Order in the Inventory module. The...
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Outbound Sales: Creating the Order
There are currently two ways to create Outbound Sales Orders in RecyclyOption 1. Adding Specific Items or Lots directly to an Outbound Sales OrderIf you have a...
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Outbound Sales: Delivering the order and confirming dispatch
A delivery is what actually takes goods out of your warehouse. Confirming a sales order creates one for you, and until that delivery is confirmed nothing has...
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Outbound Sales: Invoicing Policy
In Recycly, you can control how invoices are generated from Sales Orders by choosing between two invoicing policies:invoicing based on ordered quantities...
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Part-shipping Orders
It is possible to part-ship orders. In the example below, we have a delivery order for which we're only shipping 4 out of an expected 8 LaptopsNote: the...
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Selling to Customers in Multiple Currencies
Recycly allows you to buy and sell in multiple currencies.Setting a currency against your Customer and Supplier recordsGo to the Address Book and locate the...
Purchasing (2)
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Buying Assets from a Customer, and General Purchases such as Pallets
Paying a customer for the assets on their job, and buying pallets, packaging and parts: which purchase order to raise, what confirming does, and how each one gets paid.
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Buying in Stock to Resell: the Purchase Order does it all
When you buy stock to resell - a pallet of laptops from a trade supplier, a batch of phones from a wholesaler - you only need a purchase order. Recycly creates...
Returns & RMAs (5)
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Returns (RMAs): Credit notes, refunds and replacement orders
This article covers the money side of a customer return, once the goods are back on the RMA (Return Merchandise Authorisation - the reference a customer quotes...
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Returns (RMAs): Receiving items back and deciding what happens to them
This article covers what happens once the goods turn up: where the receiving screen lives, how to book in a part delivery, the four outcomes that decide what...
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Returns (RMAs): Setting up and raising a return
A Return Merchandise Authorisation (RMA) records goods a customer is sending back to you, from first contact through to receipt and credit. It covers the...
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Returns (RMAs): The customer pack, the RMA document and return labels
Once a return has been agreed, RecyclyERP gives the customer everything they need: the RMA (Return Merchandise Authorisation) document that goes inside the...
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Returns (RMAs): The Returns report
This article covers the Returns report: the screen that turns every return you have raised into numbers you can act on. It explains what each column means, how...
Settlements (1)
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Settlements: the net position on a job
A Settlement sets what you are charging a customer on one job against what you are paying them for their assets on that same job, so that only the difference...
User Management (2)
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Setting default user permissions for new users
Overview To set default user permissions for new users, RecyclyERP allows you to set up a new "template" user. This is a special "Archived" user that does not...
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What is an "Administrator User"?
An Administrator user has access to all system settings, such as the ability to add / remove Asset Types, configure Processing Actions, import data, and many...
Website and eCommerce (3)
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Linking your Recycly website(s) to Google Analytics (GA4)
To follow your Odoo website’s traffic with Google Analytics:Create or sign in to a Google account using the following link: https://analytics.google.com.If you...
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Payment Provider Setup for Ecommerce
Overview This guide is for Website Administrators, and explains how to set up and activate a payment provider in your website so customers can complete...
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Publishing Items to eCommerce
Overview This guide is for Website Administrators, and explains how to publish items to your eCommerce website so they become visible and available for...