ERP 2.50:Configuration Manual/Business partners

ERP 2.50:Configuration Manual

ERP 2.50:Configuration Manual/Introduction ERP 2.50:Configuration Manual/Getting started ERP 2.50:Configuration Manual/Modeling your enterprise ERP 2.50:Configuration Manual/Setting up accounting ERP 2.50:Configuration Manual/Accounting reports ERP 2.50:Configuration Manual/Setting up taxes ERP 2.50:Configuration Manual/Tax Payment ERP 2.50:Configuration Manual/Tax reporting ERP 2.50:Configuration Manual/Document types ERP 2.50:Configuration Manual/Roles and users ERP 2.50:Configuration Manual/Business partners ERP 2.50:Configuration Manual/Setting up products ERP 2.50:Configuration Manual/Pricing ERP 2.50:Configuration Manual/Importing data ERP 2.50:Configuration Manual/Procurement ERP 2.50:Configuration Manual/Warehouse management ERP 2.50:Configuration Manual/Assets ERP 2.50:Configuration Manual/Production management ERP 2.50:Configuration Manual/Material requirement (MRP) ERP 2.50:Configuration Manual/Project management ERP 2.50:Configuration Manual/Personalizing Openbravo ERP ERP 2.50:Configuration Manual/Modules Management ERP 2.50:Configuration Manual/Configuration changes that affect the Core module ERP 2.50:Configuration Manual/Appendix

Index

Contents 1 Business partners 1.1 Setting up business partners 1.2 Setting up business partner titles 1.3 Setting up Payment Terms 1.3.1 Defining the Payment Terms 1.4 Creating a business partner category 1.5 Assigning a business partner category to a business partner 1.6 Payment Methods 1.7 Product Categories 1.7.1 Setting up product categories

Business partners

A business partner can be a customer, a supplier, an employee - anyone with whom your company does business.

Setting up business partners

This procedure describes how to set up a single business partner. If you have a large number of business partners that you want to use in Openbravo ERP, it may be better to import them

To set up a new Business Partner:

1. From the Application menu, select Master Data Management > Business Partner.
2. If the business partner only has a relationship with a specific organization in your company, select it from the Organization list. If the business partner works with all organizations in your company, select *.
3. In the Search Key field, type a word that you can use to find the business partner.
4. In the Greeting field, select the greeting used in correspondence with the business partner (for example on printed invoices). The Greeting is set up in the Business Partner Title window.
5. From the Business Partner Category field, select the category that the business partner belongs to.
6. Click Save

Now define the relationship that the business partner has with your company. A business partner can be any or all of the following:

• Customer
• Vendor
• Employee

To set the business partner as a customer:

1. Select the customer tab
2. If the business partner is a customer of a specific organization, select it from the Organization list. If the business partner is a customer of all organizations in your company, select *
3. Select the Customer checkbox.
4. Click Save

To set the business partner as a vendor:

1. Select the Vendor/Creditor tab.
2. If the business partner is a vendor to a specific organization, select it from the Organization list. If the business partner is a customer of all organizations in the company, select *.
3. Select the Vendor checkbox.
4. Click Save

To set the business partner as an employee

1. Select the Employee tab.
2. If the business partner is an employee of a specific organization, select it from the Organization list. If the business partner is employed by all organizations in the company, select *.
3. Select the Employee checkbox.
4. Click Save.

   

Now specify the address of the business partner:

1. Select the Location / Address tab.
2. Click New. The business partner address record appears.
3. Click the address button
4. The address box appears. Type the address of the business partner.
5. Click OK to close the address box and return to the address record.
6. Click Save.

Setting up business partner titles

The Title window is used to set up business partner titles (for example, Mr or Madame). When you create a new business partner, you can then pick the appropriate title from the list.

To create a new title:

1. From the menu, select Master Data Management > Business Partner Setup > Title.
2. Click New. A new Title record appears.
3. From the Organization menu select the organizations where the title will be available. Alternatively, if the title can be used by all organizations, select *. For example, you can restrict the titles Monsieur and Madame so that they are only used in offices in France.
4. In the Name field, type the title.
5. In the Title field, type a description for the title, for example "French masculine title".
6. To make the title active, select the Active checkbox. Clear the checkbox if you no longer want this title to be available when setting up new business partners.
7. Click Save.

Setting up Payment Terms

Payment terms set out the schedule by which invoices will be paid. In Openbravo ERP you can schedule how the payment of an invoice is structured by setting the date of payments and what percentage of the invoice will be paid off on each date. For example, if the invoice is for 100 euro, you can specify an initial payment of 50 euro after 14 working days, and a further payment of 50 euro after another 14 working days.

You can apply payment terms to both sales and purchase invoices.

Setting up payment terms comprises two steps

• Creating the Payment term and defining when the first payment is due, using the Header tab.
• Defining the payment terms and specifying subsequent due dates, using the Lines tab.

1. Log into Openbravo ERP with a client Admin role.
2. From the Application menu, select Master Data Management > Business Partner Setup > Payment Term.
3. Click New.
4. In the Search Key field, type a short expression for the payment term that can be used for searches.
5. In the Name field, type the name of the payment term.
6. In the Description field, type a brief description of the payment term, if required.
7. To make the payment term visible and available for selection, select Active. Clear the checkbox to deactivate the payment term.
8. To set the payment term as the default, select Default.
9. If the payment terms include an agreed payment schedule, select Fixed Due Date. Three Maturity Date fields appear. In one or more of the fields, type
10. If you selected a fixed due date, specify up to three maturity dates in the Maturity Date fields.
11. In the Offset Month Due field, type the length of the payment period in months. For example, type 2 to make the invoice payable after two months.
12. If the invoice can be paid on the next business day from its due date, select the Next business day checkbox. If the invoice must be paid on its exact due date, clear the checkbox.
13. In the Overdue payment days rule field, specify when the invoice becomes overdue. For example, if the payment period is 10 days, and the overdue payment days rule is 5 days, the invoice will become overdue on the 15th day. When viewing a list of invoices you can filter on overdue invoices.
14. If you selected a value in the Overdue payment days field
15. In the Comments box, type a brief comment about the payment term if required.
16. Click Save.

Defining the Payment Terms

1. Select the Lines tab.
2. Click New.
3. In the Percentage Due field, specify what percentage of the invoice is due for the first payment.

Creating a business partner category

You can group business partners together into categories to help analysis and management. For example you may want to group suppliers of a particular product together so that you can create price comparison reports. Openbravo ERP includes the following Pre-configured business partner categories:

• Creditor
• Customer
• Standard
• Vendor

However, you can set up other categories to suit your business requirements.

1. Log into Openbravo ERP with an Admin role.
2. From the Application menu, select Master Data Management > Business Partner Setup > Business Partner Category.
3. Click New.
4. From the Organization menu, select the organization that the business partner category belongs to. Alternatively, if the business partner category applies to all organizations within the client, select *.
5. In the Search Key field, type a brief expression that can be used as a quick search term.
6. In the Name field, type the name of the business partner category.
7. In the Description field, type a brief description of the business partner category, if required.
8. To make the business partner category visible and available for selection, select the Active checkbox. Clear the checkbox to deactivate the business partner category.
9. To set the business partner category as the default, select the Default checkbox.

Assigning a business partner category to a business partner

1. Log into Openbravo ERP with an Admin role.
2. From the Application menu, select Master Data Management > Business Partner. The Business Partner window appears.
3. Select the Grid view.
4. Select the Business Partner you want to edit. The record for that business partner appears.
5. If the Filter window appears, close it.
6. From the Business Partner Category drop-down list, select a business partner category.
7. Click Save.

Payment Methods

Payment methods describe how an invoice will be paid, for example, checks, cash or bank transfer. The following payment methods are pre-configured in Openbravo ERP:

• Wire transfer
• Check
• Promissory note
• Money order
• Bank deposit
• Cash
• Cash on delivery
• Credit card
• On Credit
• Bank Remittance
• Transfer
• Witholding

In general payment methods are used for documentation purposes only (to inform users of what is the form of payment to be used in a commercial transaction) and do not have any business logic associated to them. The only exceptions are:

• Cash: completing sales invoices and purchase invoices with this payment method automatically generates a corresponding debt payment and cash journal transaction; you can use this payment method to represent transactions over the counter that are paid in cash at the time of sales or purchase.
• Cash on delivery: completing a sales or purchase order with this payment method automatically generates a corresponding debt payment and cash journal transaction; you can use this payment method to represent transactions over the counter that are paid in case at the time of sales or purchase and that require a shipment or receipt to update the inventory. Using this payment method for sales order of type Warehouse Order allow to complete the full sales cycle in a single transaction, including sales order, invoice, payment and shipment.

You can also set up further payment methods to suit your requirements:

1. Log into Openbravo ERP with a systems administrator role.
2. From the Application Menu, select Application Dictionary > Reference.
3. In grid view, select the All_Payment_Rule entry.
4. Select the List Reference tab.
5. Select grid view. The list of payment methods appears.
6. Click New.
7. In the Search Key field, type a short expression for use as a quick search term.
8. In the Name field, type the name of the payment method.
9. In the Description field, type a brief description of the payment method, if required.
10. To make the payment method visible and available for selection, select the Active checkbox. Clear the checkbox to deactivate the payment method.
11. To restrict the payment method to particular dates, type or select a start date, an end date or both.
12. Click Save.

Product Categories

Product Categories enable you to group products together for analysis purposes. For example, you could group together all the different components required to build a bicycle, or you could group red paint, green paint and blue paint together in a category called "Paint".

Setting up product categories

You must be logged in with an Admin role to be able to set up product categories.

1. From the menu, select Master Data Management > Product Setup > Product Category.
2. Click New Record.
3. From the Organization menu, select the organizations in which the product category will be available. To make the product category available in all organizations, select *.
4. In the Search Key field, type a keyword that will be used to search for this product category.
5. In the Name field, type the name of the product category.
6. In the Description field, type a description of the category, if required.
7. To make the product category active (so it will be visible and available for selection in Openbravo ERP) select the Active checkbox.
8. To make this product category the default, select the Default category.
9. Click Save

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ERP 2.50:Configuration Manual/Roles and users | ERP 2.50:Configuration Manual/Setting up products