Introduction
Glossary
What are modules and how to search modules
What is a Widget?
Organisation in general
Terms by organization name
Wat is person in Newbase?
Difference between contact and person
Use of addresses
Telephone number format
What is a customer project
Pre- post calculation on a customer project
Difference between to be claimed and to be invoiced
Role
Hour type
Cost type
ETA - Estimated Time of Arrival
ETD - Estimated Time of Departure
Difference between a set and a composed product.
What are valuelists?
What is a template?
What is return value?
What is an order proposition?
What are dimensions?
What is a correspondence user?
What is dropshipment / dropshipping
General functions
Send login details
Log in to Newbase
Difference start screen - summary screen - edit screen - quick edit
Change / edit name / title of a tab
How to search in Newbase
Create and save your own search on a summary screen or in a list
Standard (pre-programmed) list views
Show totals of a list
How to adjust the order of columns in a list
Group data in a list and/or select which colums in a list you want to see
Listview editor - create your own list
Turn a listview into a board view
Add or remove colums within a widget
Duplicate / Copy documents and possibly renew data
Replace data in a selection of records
Navigate to related records
How does file storage work in Newbase? How are pdf files created?
Shortcuts
Webservice / API Newbase
Why don't I see the 'next step' button?
Copy widgets and privileges from role to role
Processes
CRM
Create organisation
Modify organisation address
Create contact
Modify organisation address (duplicate)
Create a new private contact or create a private contact from an existing person
Create message
Send invoice to department > create department as contact
Check if messages are send
How to create a contact report
Working with taska
How to create a note
Replacing an internal employee at an organization or contact in one go
Create an appointment
There is no email address in a message
Delete contact or set to inactive?
Unable to send a message / email
Import / sychronise emails
Sending emails / messages in a series / batch
Entry screen of a message
Export CRM data such as email addresses and addresses to Excel
Products
Create product group
Link a product to a product group
Can you link a product to multiple product groups?
Create a product
Where to enter of adjust the sales price of a product
Purchase price product: with or without (multiple) supplier(s)
Add stock location to a product > create stock product
Set unit / entity code of purchasing & sales for a product
Add product image
Link product attachment and send automatically
Working with stock finished products (SFP) - producing for stock with an assembly order
How to set the standard purchase price of a product?
Update standard purchase price of existing products
Standard purchase price at a composed product
Consequences of entering standard purchase price afterwords
Does the standard purchase price determine the margin?
Calculation stock value via standard purchase price
Product can only be purchased for stock
Can you change a product code?
Check and allow double (duplicate) product codes / part numbers
Blocked or phased out products
Stock value on x date
Create a composed product
Price agreements debtor (per product or per rebate group)
Create of modify commercial description of a product > multiple languages
Create a set of products
Sales
Create sales lead
Create sales opportunity
Create sales quotation
Set validity period on sales quotations
Create sales order
Credit sales order
Link a payment phasing to a sales order
Search for payment phasing lines still to be invoiced and create invoices
Modify / adjust existing payment phasing line
Create sales invoice
Booking sales invoices to Twinfield
Credit sales invoice
Delete a sales invoice
Create proforma invoice
UBL (XML) Sales invoice - e-factoring - OIN - HRN number
Link products to a document
How can I see the stock in a sales document?
Create a collective invoice from different sales orders or deliveries (collect invoice lines)
Why is a sales order not found using the query 'to be invoiced'
How does a discount / surcharge work in Newbase?
Re-book a sales invoice to Twinfield or set it to manually booked
Give a sales invoice another date - backdating
Set a sales invoice (partly) to paid manually
Whether or not to print a sales invoice line with number 0
There is no VAT on the order or invoice
Want to link a debtor to a document but cannot find the debtor?
Adjust quantities on a sales order if there is already a purchase order, receipt, delivery?
Whether or not to print a sales invoice line with quantity 0
List of sales invoices with purchase - sales - margin
How is the expiry date of a sales invoice determined?
Check stock within a sales order
Error when booking to Twinfield: ...performance type must be entered
Create RMA (Return Merchandise Authorization)
Reserve products for a sales quotation
Replace discount/surcharge in all lines in one go
How can you renew / update product data in existing financial sales documents?
Set a sales order to 'paid'
Overview and check payment phasings via listview sales orders
Standard query 'my open sales quotations'
Search for sales orders still to be invoiced
Why is the sales price not adjusted and what is the difference between updating and indexing product prices?
How does drop shipment / drop shipping work in Newbase?
Purchase
Book purchase invoice to Twinfield
How to create a creditor
Create purchase order via a RFQ (request for quotation)
Create separate purchase order (by for stock)
Create a purchase order via sales order (no stock booking)
Create purchase orders from a selection of sales orders (collect)
Linking a project to a purchase order after goods are received
Cancel a purchase order
Prepay a purchase invoice (pro forma purchase invoice)
Indicate goods that will no longer be received
Book a purchase invoice or a sales invoice from a previous year
Create RTV (Return to Vendor)
Purchasing for multiple projects and/or sales orders on one purchase order
How do you find purchase orders (lines) for which the receipt (line) has not yet been linked to a purchase invoice (line)?
Delivery date on a purchase order
How can you see on a purchase invoice line whether a receipt has been linked?
How can you see on a purchase order or receipt whether a purchase invoice is linked?
Logistics
Stock value list
General informatie goods delivery
Create 1 of more delivery notes
Partial delivery (of composed product)
Print a delivery note / pick list
Search for goods that are still to be deliverd
Deliver more goods than on sales order
Indicate that goods will no longer be delivered
Return delivery of products that have already been issued
Creata a receipt / adjust quantiy on receipt
Separate stock mutation / stock correction
How does stock work in Newbase? Why are products not added to the stock
Search for products / goods still te be received (purchase order to be received)
Purchasing for stock with an stock order proposal
Set a sales order to 'manually invoiced' (duplicate)
When is a product allocated > what is allocation?
How can you see on a receipt which goods still need to be delivered?
How do you get products back into stock if you are not going to deliver them?
Move stock of 1 or more products to another stock location
Do you work multi-company and want to purchase from company B for a sales order from company A?
Search for products to be ordered
Work with hour types and cost types
The order of determining an hourly rate on a project
Change project status
Create a (private) debtor (and choose company)
Link a different debtor to a organization (debtor connection)
Get payments from Twinfield (debtors)
Manually set an invoice to booked or not booked in Newbase
Can you duplicate a purchase order to a purchase invoice?
Search for sales invoices to be reminded via the open sales invoices module
Set debtor or invoice to: do not remind / no reminders
Journal entries
Set debtor to direct debit
Sales invoice always to the same person / contact
Product prices have changed and would you like to update them on member lines?
Import and export functions
Settings
Create personal shortcuts
Modify widgets (add, move, remove, resize)
Give permission to send message from or on behalf of another user
De-block user
Delete user or set to inactive?
Edit role options: rights - privileges - options - searches - required fields
Setting up 2 factor authentication
Setting up Microsoft Office 365 (Mail and Sharepoint)
How can an application manager authorize Microsoft 365 for a user
Before you start setting up reference numbers
Using code at settings reference numbers
What is the program translations?
Editing or creating translations
How do you create a template for a message or a start/end text of a document?
Merge codes in a template
Link attachement to template
Change value lists
General information ledgers
Create or change ledger numbers
Where can you find ledger numbers and what order of ledger numbers is used?
Where can you enter cost accounts?
Create a payment phasing (settings)
VAT codes Newbase - Twinfield
VAT Settings
HTML usage in Newbase
How does currency work within Newbase
What to do at an annual change?
Change / adjust a print with parameters or add an extra print
Select another company (for multi-company use)
How to creat a stock location
Message not send / marked as send
Work with a Print template (MS Word)
Customize home screen - add new/additional home screen at top left - add modules
Export user role privileges
Add overview / dashboard with numbers (to see work load)
Error: Cannot Parse XML error
Widgets summary
Table of Contents
- All Categories
- Settings
- Setting up Microsoft Office 365 (Mail and Sharepoint)
Setting up Microsoft Office 365 (Mail and Sharepoint)
Updated
by Eelke Keersemaker
This help file describes how the connection between Newbase and your Microsoft 365 environment can be set up.
Has the connection already been set up, but do users still need to be authorized?
> Authorize by user himself click here.
> To authorize a user by the application manager, click here.
If you are switching from local file storage (Newbase Now) to cloud storage, after reading this help file, click here for more information about how to open old files on Sharepoint.
1. General
With a link between Newbase and Microsoft 365 you can send emails via Newbase, make appointments via the Newbase agenda and save files on Sharepoint*.
2. Set up Microsoft 365 connection
2.1 Check owner's setting
- Within the module Owner > Widget Detail Owner, check whether the E-mail integration field is set to IMAP
2.2 Set authorization / tenant ID
- Go to the Company module > Select the company in question > Go to the Microsoft 365 Authentication widget (or distribute it) > Click on the plus sign at the top right of the widget
- The pop-up below will now open:
- As described in this pop-up, you must enter a tenant ID in the pop-up
- You can find this at: portal.azure.com on the active directory.
- Open it in a browser and find the tenant ID
- Please note: you log in with the account of the Microsoft 365 administrator
- Copy the tenant ID > go back to Newbase and paste the ID into the field > click OK
- Now click on 'save and close' at the bottom right of the screen
- You are now back in the Company summary screen
- Click on the 'view icon' at the top right

- Go back to the widget where the tenant ID (Microsoft 365 authentication widget) is located and click on the line
- You will now enter the 'company authentications' screen where you can indicate by checking the boxes for which you want to authorize > Click on the pencil at the top right of the Admin consent widget
- Check the boxes and click on the purple 'Authenticate Microsoft 365' button
- A new screen opens > now choose the Microsoft 365 administrator account
A list will then appear for which permissions are requested > click accept
If successfully authorized, the following screen will appear

- Return to Newbase and click OK
Now an administrator permission has been given and the users only need to authorize
3. User settings
Before users can authorize, you must check whether the fields in the user cards are filled in correctly
- Go to the User Newbase module
- Check per user in the widgets below whether the SMTP and IMAP fields are filled in correctly
- Check the widgets below and copy the settings from the print screen:
Widget Microsoft 365 link (mail/calendar)
Widget IMAP - User settings
Widget SMTP - User settings
4. Authorize users
After the administrator account has given the authorization as described in Chapter 2, all users must authorize.
> Help file: Authorize by user himself, click here. (you can email this to the users)
> Help file: Authorizing a user by the application manager click here.
5. Linking Sharepoint to Newbase
There must be a path for each module.
Example layout:
Site > Drive
Newbase > CRM > organization
Newbase > CRM > messages
Newbase > sales > sales quotation
Newbase > sales > sales invoice
- Go to the Company module > Select the relevant company > go to the Widget Company Microsoft 365 SharePoint path settings
- In the Type Cloud field, choose 'Sharepoint'
- Restart Newbase
6. Set path per module
6.1 Check whether there is a widget or line for module within
- Go again to the module Company > Widget Company Microsoft 365 SharePoint path settings
- As an example, we will take the folder for Sales Invoices: so make sure that a folder for Sales Invoices exists on Sharepoint
- Within the widget, check whether there is already a line for a sales invoice
- If not > create a new line for sales invoice by clicking on the plus sign at the top right of the widget
- When creating a new line the pop-up below now opens > In the Module field, look for the module in question. You do not need to fill in other fields here
- Click save
6.2 Link Sharepoint site to Newbase > Choose site
- A line has now been created and it must now be indicated where documents for this module should be stored
- Go to the line that was just created and click on the cloud icon to the left of the Site column
- Click select
- Newbase now connects to Sharepoint based on the user's email information and shows the available sites
- Click Select so you can select a site from this list
- Now the desired site can be chosen by typing in the number for the site and clicking ok
- This site has now been linked to Newbase
6.3 Link Sharepoint drive to Newbase > Choose Drive
- Then click on the cloud to the left of the Drive column > select
- The drives that are set up on the previously chosen site are now shown > click on select
- Then enter the number of the drive in question and click OK
- The drive has now been added in Newbase

6.4 Link Sharepoint cloud path to newbase > Choose cloud path
- Then click on the cloud to the left of the Cloud folder id column > select
- The folders that are available in the previously selected drive are shown are shown. When you now see the final folder in which the files should be saved, choose > Set > Enter the number and click OK. The cloud path where the files should be saved has now been chosen and set
If you do not yet see the final folder, continue selecting the folders until you see the final folder in the list in which the files should be saved and choose from > Set > Enter the number and click OK.
- The cloud path where the files should be saved has now been chosen and set

