Configuration Manual
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This document is still a work in progress. It may contain inaccuracies or errors. |
Contents
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Introduction
Welcome to Openbravo ERP Configuration Manual. The aim of this manual is provide a description of how to setup Openbravo for the specific needs of a company.
General configuration
Create a new entity
The process of creating a new entity comprises the following tasks:
- Create an entity (Entity is another name for the company)
- Import accounts
- Define periods
- Define taxes
Create an entity
You must log into Openbravo using an account with the System Administration role. Now go to the “Initial Client Setup” in the “General rules-Client rules” menu. The main fields of this form are:
- Client: The name for the new client. (Client is yet another name for the company)
- System Installation: By checking this field the assigned identificators will be in the system range, if it is not checked they will be in the users range.
- Organization: The name of the organization.
- Client Username: The username that will be created with System Administration role.
- Organization Username: The username that will be created with User role.
- Currency: Here you can choose the currency for the new entity.
- Location fields (Country, Region and City): These fields define the physical localization of the entity.
- Optional fields: These fields define the data that will be stored to be used at the dimensional analysis.
- Accounting File: Here you indicate the file where you have defined the account schema for your country. There are some predefined files for different countries you can download from: http://sourceforge.net/project/showfiles.php?group_id=162271&package_id=254937
If the account schema you need doesn't fit with one of these files, you can create a new one following the tutorial on Accounts File. In our example we will fill up these fields as follows:
Client: Test
Organization: TestOrg
Client Username: TestAdmin
Organization Username: TestUser
Currency: Euro
Location fields (Country, Region and City): Spain, MADRID, Madrid.
Optional fields: We will check Business Partner, Product and Project
Accounting File: AccountESOpenbravo.csv
Once you have filled up this form, you can click on the Accept button (
) and
you should obtain the following screen:
Now you can log into Openbravo with the created user TestAdmin and role Test Admin. The password assigned by default to the new users is the same as the name, be careful when you type it because password is case sensitive.
You can test the Accounting Schema import has been correct by going to Financial Management, Accounting, Setup, Accounting Schema where you should be able to see the created accounts for your organization TestOrg.
Import accounts
Once you have executed the Initial Client Setup, you need to import the specific client accounts.
User Input: I am totally confused. We have just imported all the accounts. So what is meant by "Client Accounts". Please explain why this is different from importing Country accounts schema.
To achieve this we need to define in a text file (with commas (,) as field separator) all the accounts. A definition of this file, and how can be adapted to your need, is in the tutorial on Creating Accounts Files.
This file can be the same used at the previous point Create an entity.
When the file is used at Initial Client Setup the application only reads the lines required to do the account schema but not the ones for the client accounts.
When this file is defined the next step is to import it to Openbravo: go to Master Data Management, Import Data, Import File loader, select your file (you can use the same template than in the section Create an Entity). You have a header as first line ensure you check the box. Choose Accounting-Accounts at Format file combo.
If you want to preview what will be inserted in the database click on the Ok () button.
User Input: Sorry, but Spanish examples in an English document just add to the confusion because the reader cannot get any appreciation of the data involved.
If everything is correct click on the Process (
) button to import the file contents to a temporary table.
When you have the data into the temporary table you must pass it into the real tables. So go to Master Data Management, Import Data, Import Account where you will have every record that have been loaded. From one of these records click on Import Accounts and a process that inserts the data will start.
You can check where has been inserted each account in the tab Element Value at Financial Management, Accounting, Setup, Accounting Tree There should be a relation of every account imported to the system.
If you want to see the account hierarchy click on the Tree (
) button.
User Input: Another Spanish example. Please change to English.
Define periods
Define taxes
Deleting BigBazaar entity
- Short description: Delete the client BigBazaar
- Steps:
- Login as Openbravo/openbravo
- Click on icon "user info" (or on User name) to open Role Information window and change to "System Administrator" role.
- Go to General setup->Client->Delete client
- Select Client=Big Bazaar. Press OK
Note: This can take a long time. Go to Lunch. (Yes, it can take that long.)
- Additional data: All users related to Big Bazaar client should be erased too. The user Openbravo should remain, since it is created for System client
Note: Prior to version 2.40, systems using postgres will need to be re-booted before continuing.
Roles and Users creation
Assign permissions to users and organizations
Creating the structure of an organization
Forms (orders, invoices)
Hide Windows, Tabs, and Fields
Define Documents
Loading master data
Currency
Accounting
Import of company accounts
Set annual calendar and periods
Set Accounting Schema concepts
Set time for automatic accounting process
Setting up bank accounts
Bank accounting
Setting up Cash Journals
Cash accounting
Taxes
Business partner tax category
Taxes category
Taxes ratio
Tax accounting
Remittance Configuration (if applicable)
Business Partner Management
Payment Terms
Business Partner Groups
Payment Methods
Business Partners
Product Management
Units of Measure
Products Categories
Products
Price Lists
Price Adjustments
Discounts
Warehouse Management
Define Warehouses and Storage Bins
Process Inventory Count
Assets
Assets groups
Assets
Amortizations
Category: User