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Costing Migration Process

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The costing migration process initializes the new costing engine.

This process creates a costing rule which uses the "Average" costing algorithm for each legal entity of the instance.

The costing migration process is done in three steps:

1st step:
this process generates the closing and the opening balances of the inventory per each organization and warehouse with stocked products. The opening inventory balances are left in draft status therefore can be reviewed and the unit costs set are based on the "legacy" costs.

2nd step:
the user can review the opening inventories to set up the proper stock and cost if needed. Once done the opening inventories can be processed.

3rd step:
the migration process is launched once again to validate all the costing rules set once all the opening inventories have been processed.

When the process is finished it is recommended to schedule the "Costing Background" process to automatically calculate the cost of all material transactions.

Migration Process

The costing migration process is needed for instances that need to upgrade from maintenance packs earlier than MP13 which uses the "legacy" costing engine.
It is recommend to migrate these instances to the new costing engine as it includes several improvements over the old (legacy) one.

This process has to be executed with the System Administrator role and migrates the costs of all the Clients of the instance.

First step

During this first step:

Costing Rule.png

To calculate the costs all products included in a material transaction must have a cost defined in the Costing tab of the product window. That is the cost used by the "legacy" costing engine.
A validation is executed during this first phase to check that.
In case there is at least one material transaction whose cost cannot be calculated the process terminates with an error message.
The validation creates a new alert rule that is "Products with transactions without available cost on date" per each material transaction found without a cost.

The way to fix that is described below:

Alternatively, if it is not desired to setup costs for the products it is possible to deactivate the alert rule.
This action will ignore these material transactions and will assign a zero cost to them.
Be aware that this option might cause inaccuracies in the calculated unit cost of the opening and closing balances as this cost is calculated summing up all the material transactions costs of each product.

Second step

During the first step the inventories balances are created leaving the "Opening" balances in draft status (unprocessed) therefore the calculated unit cost and the stock can be reviewed.

To access and review the balances it is possible to go to the Initialization tab of the "Costing Rule" window logged with the Client Administrator Role.

Notice that this review needs to be done for each Costing Rule of each Client.

The balances are created as Physical Inventories in the physical inventory windows, and can be opened from the Initialization tab of the "Costing Rule" window.

It is also possible to review them in the Physical Inventory window, filtering by its name. All of them have the same name:

Ensure that the Organization and the Warehouse are shown to differentiate them.

Third step

This step finishes the process.

This step checks that the "Opening" balances are processed, therefore if there is an unprocessed opening balance an error message is shown.

Once the migration process is finished all the "Costing Rules" are set as "Validated" and a "Cost_Eng_Ins_Migrated" preference is created at System level to indicate that the instance has been migrated.

This process also updates role access to some processes and reports that have been updated to use the new costing engine. Those are:

Note that this process only updates the roles that are managed manually.

Finally the alert rule created in the first step ("Products with transactions without available cost on date") is deleted as it is no longer needed.

Instances not using costing

Openbravo instances do not using the "legacy" costing engine do not need to migrate to the new costing engine but just to create the desire Costing Rules per each legal entity and start using the new costing engine.

In this scenario the Starting Date set in the costing rule is very important as it defines which transactions are going to be cost calculated.
A blank starting date means that the cost of all the existing transactions will be calculated.

For instance, let's take an instance running since 2009 for which it is required to calculate transactions costs starting from 2012.
In that case the Starting Date of the costing rule should be set to January 1st, 2012.

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