ERP 2.50:Configure Business Partners

Contents 1 Business partners 1.1 Setting up business partners 1.2 Setting up business partner titles 1.3 Setting up 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. From the Business Partner Category field, select the category that the business partner belongs to.
5. 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
• Bank

To set the business partner as a customer: Navigate to "Customer" tab

;

1.Select the Customer checkbox.

2.Price List - select a sales price list that applies to this customer (prices of products entered into sales documents will be taken from this price list)

3.Sales Representative - select a sales representative responsible for this customer if there is one

4.Invoice terms -;Select the invoicing terms for the customer, selecting among the choices:

• After Order Delivered - the invoice only be automatically generated after all products of the sales order have been shipped
• After Delivery - products of the sales order will be automatically invoiced as they are shipped, even if there are partial shipments
• Do not invoice - no invoice will be generated automatically.
• Immediate - the invoice will be generated on the next run of the Generate Invoices process
• Customer Schedule after Delivery - the invoice will be generated according to the calendar agreed with the customer.

5.Payment method - the payment method (such as cash, bank transfer, check, etc) used for sales transactions with this customer 

6.Payment Terms - select one of the predefined (user can predefine as many as required) payment terms (such at 15 days, 30 days, installments, etc) 

7.Financial account - your financial account used to collect payments from this customer  

8.Credit Line limit - If the sum of all pending payments is over this credit limit, the system will alert the user that this customer has reached the credit limit when selecting this business partner in sales documents (order, shipment or invoice) 

9.Click Save

To set the business partner as a vendor:

1. Navigate to the Vendor/Creditor tab.
2. Enter the required data and
3. Click Save

To set the business partner as an employee:

1. Navigate to the Employee tab.
2. Select the Employee checkbox.
3. Enter the required data and
4. Click Save

Now specify the address of the business partner:

1. Navigate to the Location / Address tab.
2. Click New. The business partner address record appears.
3. Click the address button
   
4. The address box appears.
   
5. Type the address of the business partner.
6. Click OK to close the address box and return to the address record.
7. 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.

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 if you selected a value in the Overdue payment days rule field
14. Click Save.

Use the Maturity Dates (1, 2 and 3) for setting specific days for the payment due date to be set.An example:

John Moneymaker is a customer with a Payment Term of 30 days and Maturity Date 1 the 20th.The user creates a sales invoice for this customer. The Invoice Date is 09-SEP-2009 and the invoice Amount is 100EUR. When completing the sales invoice a scheduled payment will be automatically created related to the customer. This scheduled payment's Due Date will be 20-OCT-2009.The Invoice Date is 09-SEP-2009. As the Payment Terms are 30 days the payment Due Date should be 09-OCT-2009, but as the Maturity Date for this customer is 20th, the scheduled payment due date is transferred to the 20-OCT-2009.

To assign a particular payment term to a customer, navigate to the Master Data Management || Business partner window, select the customer and navigate to the Customer tab

Here, select the desired one using the Payment Terms dropdown. Remember that the properties configured here will appear as default values in the sales order/invoice upon the business partner selection. However, the user is always able to change them at the level of the individual document.

The same applies to the PO Payment terms in the Vendor/Creditor tab, indicating when we have to pay our vendors. The properties configured here will appear as default values in the purchase order/invoice upon the business partner selection. However, the user is always able to change them at the level of the individual document.

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

Category: Setting Master Data