ERP 2.50:Configuration Manual/Getting started
This chapter covers the initial steps that you need to perform after having installed Openbravo ERP. It also explains some of the words and concepts you will encounter as you start to configure Openbravo ERP. You can also look up terms in the ERP Glossary.
First steps with Openbravo
When you log into Openbravo ERP for the first time you will use the following authentication details:
- Username: Openbravo
- Password: openbravo
All usernames and passwords in Openbravo ERP are case-sensitive.
When you create a client, Openbravo ERP creates a specific client admin account and role that you will use to configure the rest of the clients.
Configuring the Instance Purpose
The first time that you login, the system invites you to set the instance purpose, the available values are: Production, Testing, Evaluation and Development.
The purpose is shown on the home page so, in case of using different instances, it will help you to easily differentiate which one is in Production status and which are Development or Testing instances. The purpose is also mandatory to activate Professional/Basic Edition instances, the value of the drop down menu is defaulted from the selected option. If you enable heartbeat this information is also send.
Configuring the Heartbeat
The first time that you login, after setting the instance purpose, the system invites you to configure the heart beat.
The heart beat collects anonymous information about your installation and periodically sends it to Openbravo. This helps us improve the quality of the software and understand its worldwide use.
Additionally, some Openbravo features require the heart beat to be enabled.
We strongly recommend that you enable the heart beat for your system upon your first login. To do so:
- Click Continue
To learn more about the heart beat and learn how to change your initial heart beat configuration, please consult the Heart Beat section of the User Manual
Activating your instance
Initially, Openbravo ERP is distributed as a Community Edition configuration. To start enjoying the benefits of a Professional/Basic Edition deployment, we recommend that you acquire a Professional/Basic Edition subscription.
Learn more about the Openbravo Professional/Basic Edition options and how to acquire them.
Once you have acquired a Professional/Basic Edition subscription, follow these instructions to activate your instance.
Change default passwords
The first thing you must do after installing Openbravo is to modify the default passwords for users created during the installation process. This will stop unauthorized people logging in your System.
During installation the following users are created:
- At System level:
- Openbravo (password: openbravo)
- System (password: System)
- At Client level (BigBazaar clients when using the community appliance, SmallBazaar and AccountingTest clients when installing from source code)
- Admin and Big Bazaar User (in client BigBazaar)
- BBAdmin, BBSalesUser and BBUser (in client SmallBazaar)
- Accounting Test Admin and Accounting Test User (in client AccountingTest)
To change user passwords, you must first be logged in (with an admin role) to the Openbravo ERP client to whom those users belong.
The steps to change the passwords are then as follows:
- Log into Openbravo ERP as the Openbravo user (using the default password of openbravo).
- Click on Openbravo user preferences (Openbravo link in the top left corner in the application menu) and choose the admin role of the client (System Administrator, BigBazaar Admin, Openbravo Admin, Accounting test Admin) where users are defined.
- From the menu, select General Setup > Security > User. The User window appears.
- In grid view, double click on the user for whom you want to change the password. In form view, click on the password button and enter a new password, then click OK to confirm the change.
From Openbravo 2.50 MP6 it is not necessary to change the password of the System user as this user is created (by default) without privilege to log in to the system.
Additionally, if you were to delete the sample clients (BizBazaar, SmallBazaar, and AccountingTest), there would then be no need to change user passwords in those clients.
Other System configurations
There are other configurations at system level in the General Setup || Application || System Info window that you might want to consider.
- Functional Usage Audit
- Since MP23 the Functional Usage Audit is available. It is enabled by default, you can disable it with the Usage Audit enabled flag.
- Community Branding
- Since MP23 the Community Branding has been added to the home page of Openbravo. This is enabled by default for all users. It is possible to deactivate it for all roles except the System Administrator using the Show Community Branding flag.
- Instance Purpose
- Since MP23 the instance purpose is mandatory to all instances. It is set on the first login and on community instances can be changed using the Instance Purpose Configuration button. The purpose is shown in the Community Branding frame as an image. The Production purpose by default doesn't have any image assigned. You can set your own one on the Production Banner Image, you can found an example image on web/skins/Default/Login/banner-production.png.
System and Client
You can configure Openbravo ERP at two different levels: system level and client level. It is important to understand the difference between them.
- The system manages model and source data; that is, the underlying data structure of the product, for example database tables, columns, fields and menus.
- The client manages transactional data; that is, the specifics of your enterprise and its business activity - for example organizations, business partners, products, sales and purchases.
The system is created automatically when you install Openbravo ERP. To create a client, use the Initial Client Setup process. Each installation of Openbravo ERP can have only one system, but multiple clients.
To configure Openbravo ERP two separate roles are required.
- The System Administrator role to configure the role at system level. When you log into Openbravo ERP for the first time, you are logged in as System Administrator by default.
- A client admin role. Each client within the system has its own administrative role for use exclusively with that client. Openbravo ERP creates the client admin role as part of the initial client setup process.
Understanding clients, organizations and warehouses
There are three organizational levels in Openbravo ERP, all of which must be set up correctly, in the right order.
- Client: the client (also known as the Entity) is the highest level of organization. Openbravo ERP is a multi-client application, which means that you can manage multiple clients using the same installation of Openbravo ERP. A client cannot share data with another client, even though it is managed by the same system. However, clients within the same system share the same look and feel as defined in the Application Dictionary. For many small enterprises, only one client is required. Larger enterprises with complex business and financial structures may require several clients.
- Organization: the organization is a subdivision of the client. You can use organizations to set up the data to suit your business, so an organization could be regional, for example MyCompany London and Mycompany Manchester. Or, it could be functional, for example MyCompany Sales and MyCompany Marketing. Organizations can be legal entities in their own right (for example a subsidiary company of a larger parent company), or business units that reflect the structure of the company but do not function independently of the parent company. Each client can have any number or organizations, and each organization can have any number of sub-organizations.
- Warehouse: each organization can have any number of warehouses where stock or materials are stored before manufacture or sale. The warehouse is usually a physical storage building, but in Openbravo ERP you can also set up the trucks that are used to move stock around as additional warehouses, to accurately model stock movements.
Openbravo ERP is installed with a set of sample data for a test company to show how data is configured, and a System Administration account called Openbravo.
The sample data for the test company is deployed as a pre-configured client in your installation. Depending on how you have installed your system, you might have different demo clients:
Since the sample data is created in its own client and your Openbravo system can manage multiple independent clients that do not interfere with each other, you can simply ignore the sample data if you do not want to use it.
However, if you prefer it, once you have finished configuring your own data, you can eliminate the sample data from your system by simply deleting the corresponding client.
Automatic and manual accounting setup
If you intend to use Openbravo ERP for financial management, it is recommended that you set up accounting during the initial setup process. This is because Openbravo automatically configures all the required accounting structures. However, you may need to configure accounting manually if:
- You require more than one accounting schema.
- You decide to implement accounting at a later date.
Reference data and accounting files
If you plan to use Openbravo ERP for financial management, you must set up an accounting schema. There are three ways to implement a schema:
- Uploading a .csv file during initial client setup.
- Uploading a .csv file after the initial client setup, using the Importing Data function.
- Installing a reference data module.
The .csv file localizes the accounts structure for your particular country to allow for the different laws and practices of accountancy in different locales. For most countries you can download the correct .csv file from Sourceforge and save it to a convenient location on your machine.
The reference data module contains a .csv file but can also include a wider package of accounting material, for example reports and taxes. You can download a reference data module from the Module Manager Console.
Uploading the .csv file forms an optional part of the Initial Client Setup process. However, if you prefer, you can upload the accounting information after the client setup process using the Data Import function. If you plan to use Openbravo ERP for financial management, you must complete all the data import and accounting setup processes before you can start performing transactions.
From 2.50 MP19 version onwards, a new piece of reference data is available: a new dataset is created belonging to core, with all the information about document types, sequences, etc., so core will appear as a module to be applied. If chosen, then all this data will be created for the new Client. If not, nothing will be created, and user will be able to apply this dataset later on through Enterprise Module Management window.
Background processes are special processes that run automatically based on a user defined schedule. Openbravo ERP core version is shipped with 4 background processes. More can be added by other modules.
- Acct Server Process: Process that automatically post all the transactions that are pending. It is recommended to define this process at client level.
- Alert Process: Process that executes the alerts defined in the system. This process is automatically configured to be run at system level.
- Heartbeat Process: Process that it is automatically configured at system level when heartbeat is activated.
- Payment Monitor Process: Process that can be scheduled at client level that search for all the Sales and Purchase Invoices in complete status that have not been completely paid and updates the Payment Monitor status.
Audit Trail is a Core Premium Feature which when enabled for a table allow tracking of all data changes.
The recorded info will also contain the time and the user who did the modification. If applicable the area in which the modification took place will be recorded (i.e. Window: Business Partner).
This article contains all details about how to configure/enable this feature.