ERP 2.50:Configure Products

Contents 1 Introduction 1.1 Product categories 1.1.1 Setting up the Product Category 1.2 Units of measure 1.2.1 Setting up Units of measure 1.2.2 Conversions 1.2.3 Attributes 1.3 Setting up attribute sets 1.3.1 Creating an attribute 1.3.2 Creating an attribute set 1.3.2.1 Assigning an attribute to an attribute set 1.3.3 Using attributes for serial numbering 1.3.3.1 Setting up a serial number sequence 1.3.3.2 Including the serial number sequence in the attribute set 1.3.4 Using attributes for lot numbering 1.3.4.1 Setting up a lot number sequence 1.3.4.2 Including the lot number in the attribute set 1.4 Setting up a product 1.5 Setting the GL accounts for the product 1.6 Adding prices 1.7 Setting up product costing information 2 Enhanced Configuration Options 2.1 Bill of materials products 2.1.1 Creating a BoM product 2.1.2 Verifying a BoM Product 2.2 Setting up product substitutions 2.3 Setting up product purchasing information 2.4 Setting up organization-specific product information 2.5 Specifying additional unit of measurements for the product 3 To be reviewed later

Introduction

This section explains how to add products to Openbravo ERP. Products can be stock items that you sell, or components for assembly or manufacture, but they can also be:

• Items required for business use, for example a printer.
• Expenses such as taxi fares or hotel bills.
• Resources such as machinery or staff.

Product categories

The Company Admin role should be used.Product categories are a good way to

• group products together by type, context, etc
• predefine accounting configurations on the level of a product category
• do summarized reports per category

Setting up the Product Category

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

Note: A product cannot be created without assigning it to a specific product category.

Units of measure

The unit of measure is the way in which a product is measured or counted for inventory, sales or manufacturing purposes. Units of measure can also be used for time (for example in tracking projects or in production planning). Openbravo ERP includes the following preconfigured units of measure:

• Box
• Day
• Hour
• Kilogram
• KWh (Kilowatt hour)
• Labor day
• Labor month
• Litre
• Minutes
• Month
• Unit
• Week
• Year

If you need to be able to convert between units quickly and easily you can also set up a conversion formula to convert, for example inches to centimeters.

Setting up Units of measure

Units of measure are non-monetary units to record the buying, selling and storage of stock, time spent on projects or any other non-financial measurement. For example, if your company buys paint from a supplier by the litre, but sells it to customers by the 500ml tin, you can set up litres and tins as units of measurement. To create a unit of measure:

1. From the Application menu, select Master Data Management > Product Setup > Unit of Measure
2. Click New. A new unit of measure record appears.
3. Select the Organization that the unit of measure will apply to. Alternatively, select * to make the unit of measure applicable throughout all organizations within the client.
4. If the unit of measure has an EDI code, type it in the EDI code box.
5. If the unit of measure has a symbol type it in the Symbol box.
6. In the Name field, type the name of the unit of measure, for example Litre.
7. In the Description field, type a brief description of the unit if required.
8. To make the unit of measure visible and available for selection, select the Active option. To keep the unit deactivated, clear the Active option.
9. To set the unit as the default unit of measurement, select the Default option.
10. In the Standard precision box, type the number of decimal places applied to the unit for transactions and general purpose calculations.
11. In the Costing precision box, type the number of decimal places applied to the unit for costing purposes only.
12. Click Save.

Conversions

To enable conversion from one unit to another you can set up conversions. For example to convert centimetres to metres you can set up a conversion that specifies 100 centimetres to the metre. To set up a conversion:

1. From the Application menu, select Master Data Management > Product Setup > Unit of Measure.
2. In grid view, select the unit that you want to be able to convert. The unit of measure record appears.
3. The UoM box should display the unit that you want to convert.
4. From the To UoM list, select the unit of measure that you want to convert into. (For example from centimetres into metres).
5. In the Multiply by rate and Divide by rate specify the conversion factor to convert the two units. If you fill in one field, the other is populated automatically. For example, to convert centimetres to metres, the Multiply by rate value would be 100, and the Divide by rate value is automatically set to 0.01.
6. To make the conversion rate visible and available for selection, select the Active option.
7. Click Save.

Attributes

Attributes enable you to describe products using the attribute values that you specify. For example, tins of paint could have the attribute color and the colour could have the attribute values of red, blue, green etc. Attributes must be grouped together in attribute sets - for example a shirt may have the following attributes: size, colour, material, all of which need to be specified when creating an order for a shirt. Where products use serial numbers or have expiration dates, you can use attributes to allocated and manage them.

If attribute values are set in the product it is possible to set how to use those values on the transactions done using the product. At this moment there are 3 different possibilities:

1. Default: This means that the attribute set value defined will be defaulted in each of the transactions. In other words, the user will not have to care about setting it each time when creating transactions such as goods receipts and shipments. In any case, the user will be allowed to change the attribute set value for this product. For instance, you would like to default the value of the attribute set Size of your product Shirt to Medium (because is the most commonly used). This way, each time that you select Shirt product its attribute set value will be set to Medium (unless you select it from stock, in which case the attribute set value is set to the value in which the product is stored). User will be allowed then to change this attribute set value to Small or Large.
2. Overwrite Specification: This means that the attribute set value will specify completely the product. Nevertheless, the attribute set value can be changed for this product. For instance, product Alcohol Free Beer is given the attribute set Alcoholic Proof and the attribute set value 0% in the Product window. This definition specifies completely the product: the Alcohol Free Beer is supposed to have a 0% alcoholic proof. But, in the production process, some deviations can happen and this alcoholic proof can go to 0,01%. Using Overwrite Specification option the production manager will be allowed to register this deviation in the Production process for Alcohol Free Beer product.
3. Specification: This means that the attribute set value will specify completely the product. The attribute set value will always have this value and no other value will be allowed for it. For instance, product Large Blue Jeans is given the attribute set Size & Color with values Large and Blue. This defines the product and will not change. Transactions are done and completed with this product, without obliging to re-set the attribute set value. User can then query all products having Large size or Blue color without having to query the transactions but only the product definition.

Setting up attribute sets

Creating an attribute

1. From the Application menu, select Master Data Management > Product Setup > Attribute.
2. Click New.
3. If the attribute only applies in a particular organization, select it from the Organization list. Otherwise, select * to make the attribute available across all organizations.
4. In the Name field, give the attribute a name.
5. In the Description field, type a brief description of the attribute if required.
6. To make the attribute mandatory, select the Mandatory checkbox. If a product has a mandatory attribute you must specify that attribute when creating an order for that product.
7. If the attribute is unique for each instance of the product for example a particular ID code, select the Instance Attribute checkbox.
8. Click Save.
9. Select the Attribute Value tab.
10. Click New.
11. In the Search Key field, type a brief expression to use in searching.
12. In the Name field, give the attribute value a name.
13. In the Description field, type a brief description of the attribute value if required.
14. Click Save.

Creating an attribute set

You can only assign attributes to products within an attribute set. To create an attribute set:

1. From the Application menu, select Master Data Management > Product Setup > Attribute Set.
2. Click New.
3. If the attribute set applies only in a particular organization, select it from the Organization list. Alternatively, select * to make the attribute set available across all organizations.
4. In the Name field, give the attribute set a name.
5. In the Description field, type a brief description of the attribute set.
6. If the attribute set includes a lot number, select the Lot checkbox. You can set up lot numbering later.
7. If the attribute set includes a serial number, select the Serial No. checkbox. You can set up serial numbering later.
8. If the attribute set includes an expiration date, select the Expiration date checkbox. If you have selected an expiration date, you can also specify the number of days post-deliver that the product is guaranteed for.
9. Selecting Require At least One Value check-box will force to select an attribute set value in the transactions of products using this attribute set.
10. If products with this attribute set must be locked in the warehouse, select the Locked in warehouse checkbox.
11. Click Save.

Assigning an attribute to an attribute set

Each product attribute must form part of an attribute set. To assign an attribute to an attribute set:

1. From the Application menu, select Master Data Management > Product Setup > Attribute Set.
2. In grid view, select the attribute set to which you want to assign attributes.
3. Select the Assigned Attribute tab.
4. Click New.
5. From the Attribute list, select the attribute you want to assign to the attribute set.
6. Click Save.
7. Continue adding attributes to the attribute set as required.

Using attributes for serial numbering

If you manufacture or stock products that require serial numbers, you can use product attributes to manage serial numbering. You can use an existing attribute set to hold a serial number, or you can create a new attribute set.

Before you begin, configure a suitable attribute set, making sure that the Serial Number checkbox is selected.

Setting up a serial number sequence

1. From the Application menu, select Master Data Management > Product Setup > Serial Number Sequence.
2. Click New.
3. In the Name field, give the serial number sequence a name.
4. In the Description field, type a brief description of the serial number sequence if required.
5. In the Starting No. field, type the first serial number in the sequence.
6. In the Increment By' field, specify by how much each serial number should increase.
7. In the Next assigned number field, specify which number should be used for the next product.
8. If the serial number requires a Prefix or a Suffix, type them in the respective fields.
9. Click Save.

Including the serial number sequence in the attribute set

1. From the Application menu, select Master Data Management > Product Setup > Attribute Set.
2. In grid view, select the attribute set that you created to hold your serial number sequence.
3. From the Serial No. Control list, select the serial number sequence you have just created.
4. Click 'Save.

When you create a sales order for the product, the serial number will automatically increment for each item ordered in the way you specified.

Using attributes for lot numbering

Some products require lot numbering so that items can be traced back to a particular lot. You can use attribute sets to specify lot numbers and assign products to particular lots. You can use an existing attribute set to hold lot numbers or set up a new one.

Before you begin, configure a suitable attribute set, making sure that the Lot Number checkbox is selected.

Setting up a lot number sequence

1. From the Application menu, select Master Data Management > Product Setup > Lot Number Sequence.
2. Click New.
3. In the Name field, give the lot number sequence a name.
4. In the Description field, type a brief description of the lot number sequence if required.
5. In the Starting No. field, type the first lot number in the sequence.
6. In the Increment By field, specify by how much each lot number should increase.
7. In the Next assigned number field, specify which number should be used for the next product.
8. If the lot number requires a Prefix or a Suffix, type them in the respective fields.
9. Click Save.

Including the lot number in the attribute set

1. From the Application menu, select Master Data Management > Product Setup > Attribute Set.
2. In grid view, select the attribute set that you created to hold your lot number sequence.
3. From the Lot No. Control list, select the serial number sequence you have just created.
4. Click 'Save.

When you create a sales order for the product, the lot number will automatically increment for each item ordered in the way you specified.

Setting up a product

If you have a large number of products to add to Openbravo ERP you may find it easier to import them using Initial Data Load or the Import Data function.

1. From the Application menu, select Master Data Management > Product
2. Click the New Record button. A new product record appears.
3. From the Organization drop-down menu, select the organization to which the product applies. If you want the product to apply across all organizations, select *.
4. In the Search Key box, type a short search term.
5. In the Name box, type the name of the product.
6. In the Description box, type a brief description of the product if required.
7. From the Tax Category list, assign a predefined tax category to the product. Selecting this product in an order or an invoice line will by default use this tax for the calculation.
8. If the product belongs to a product category, select it from the Product Category list.
9. From the UOM list, select the unit of measure that applies to the product. Selecting this product in an order of invoice line will by default preselect this UOM.
10. From the 'Product Type list, specify whether the product is:
    • Expense type: an expense incurred by a project. Expense types can be a physical item, for example a cellphone required for a project, or non-physical expenses such as hotel bills or taxi fares.
    • Item: a physical item for manufacture, sale or stock.
    • Resource: a person required to work on a project.
    • Service: a service that is either purchased from an outside supplier or sold to a customer.
11. Options appear that relate to the product type you selected:

Product type	Options
Expense type	Purchase: select the checkbox if the expense item is to be purchased.
Item	Specify the dimensions of the item to calculate the space required in the warehouse. You can specify the following dimensions: Weight Shelf width Shelf depth Volume Shelf height Units per pallet Stocked: if the item is held as stock, select the checkbox. Production:if the item is for production purposes, select the checkbox. Storage bin: select a storage bin from the list. The storage bin is the physical location of the item in the warehouse. Bill of Materials: if the product is a Bill of Materials product comprised of other products, select the checkbox. Purchase: select the checkbox if the item is to be purchased from a supplier. Sale: select the checkbox if the item is to be sold to a customer. Discontinued: if the item is to be discontinued (no longer sold or stocked once current stock runs out), select the checkbox.
Resource	Purchase: select the checkbox if the resource is to be purchased. Sale: select the checkbox if the resource is to be sold.
Service	Bill of materials: if the service product is part of a bill of materials, select the checkbox. Purchase: select the checkbox if the service product is to be purchased from a supplier. Sale: select the checkbox if the service product is to be sold to a customer.

12. Attribute Set - The attribute set that should be selected for the product. The attribute can be a lot, a serial number or an specific attribute like size, color...
13. Attribute Set Value - The value for the attribute set selected.
14. Use Attribute Set Value As - If attribute values are set in the product it is possible to set how to use those values on the transactions done using the product. At this moment there are 3 different possibilities:

• • Default: This means that the attribute set value defined will be defaulted in each of the transactions.
  • Overwrite Specification: This means that the attribute set value will specify completely the product.
  • Specification: This means that the attribute set value will specify completely the product. The attribute set value will always have this value and no other value will be allowed for it.

15. Cost type - Cost calculation configuration for this product
16. Click Save.

Setting the GL accounts for the product

When you configure accounting for Openbravo ERP, the GL product expense and product revenue are set up automatically. However, you can select different accounts for a particular product if required.

1. From the Application menu, select Master Data Management > Product.
2. In grid view, select the product you want to work with.
3. Select the Accounting tab.
4. Click New.
5. In the Product Expense field, use the lookup to find the account you require for expenses incurred by this product.
6. In the Product Revenue field, use the lookup to find the account you require for revenue earned on this product.
7. Click Save.

Adding prices

Each product that will be sold or purchased will need to be part of at least one price list in order to be selectable on transactional documents. The price will appear as the default on these documents but can be overwritten by the user if required.

1. From the Application menu select Master Data Management > Product.
2. In grid view, select the product you want to work with.
3. Select the Price tab.
4. Click New.
5. Select the pricelist version that the product should be added
6. Add the Standard Price - the unit price that will be used on the documents to calculate totals
7. Add the List Price - product list price used to calculate the discount
8. Click Save.

A company can purchase and sell the same product. In this case, the product should be assigned to both a sales and a purchase pricelist.

Setting up product costing information

The Costing tab of the product enables you to define costing information for the product.

1. From the Application menu select Master Data Management > Product.
2. In grid view, select the product you want to work with.
3. Select the Costing tab.
4. Click New.
5. From the Cost Type list select how the product cost is calculated. You can choose from Standard or Average.
6. In the Cost type, type the cost of the product.
7. If the cost is only valid for a particular time period, type the Starting date and Ending Date in their respective fields.
8. In the Quantity field, type the quantity bought by the cost.
9. In the Total Movement Quantity field type the
10. If the product is used in a production process, select the Production checkbox.
11. Click Save.

Enhanced Configuration Options

Bill of materials products

A bill of materials product is a product that is made from other products. So, for example a bicycle consists of the seat, wheels, frame, pedals etc. Using a bill of materials is a less complex alternative to Openbravo's full MRP and Production Management processes. Any product can form part of a bill of materials, whether it is manufactured in house or purchased separately. You can find a BOM production example at the How-to BOM production article.

Creating a BoM product

1. If you have not already created products for the component parts of the BoM product, create them in Master Data Management > Product.
2. In Master Data Management > Product click New.
3. Complete the details of the product as required.
4. Select the Bill of Materials checkbox.
5. Select the Bill of Materials tab.
6. Click New.
7. In the Search key field type a brief expression to use in searching.
8. In the Name field, type the name of the component product.
9. In the Description field type a description of the component product.
10. Select the Product Category that the component product belongs to.
11. From the UOM list, select the unit of measurement in which the product is measured.
12. From the Tax Category list, select the product's tax category.
13. Complete the other product fields as appropriate.
14. Click Save.
15. Keep adding more product lines until you have added all the products that comprise the BoM product.

Verifying a BoM Product

If a product is produced as a result of another BoM and vice versa, an infinite loop can occur when the bill of materials production process begins. For example if there are two BoM products, A and B, and the bill of materials for product B includes product A in its component parts, and the bill of materials for product A contains product B in its component parts, the two BoM products form an infinite cycle when the BoM production process starts. To prevent an infinite loop occurring, click the Verify BoM button. If you have created a loop, an error message occurs so that you can correct the bills of material before the production process starts.

1. From the Application menu, select Master Data Management > Product.
2. In grid view select the bill of materials product you want to work with.
3. Click Verify BoM.
4. In the confirmatin window, click OK to proceed with the verification.
5. If the bill of materials does not create an infinite loop, a green success message appears. If the bill of materials creates an infinte loop an error message appears requesting that you check the bill of materials components.

Setting up product substitutions

If a product is not in stock, you may want to set up a suitable product with which to meet the customer's order.

1. From the Application menu select Master Data Management > Product.
2. In grid view, select the product for which you want to set up a substitution.
3. Select the Substitution tab.
4. In the Name field, type a name for the substitution.
5. From the Substitute Product list, select the product with which you want to substitute the current product if it is out of stock.
6. Click Save.

Setting up product purchasing information

The Purchasing tab of the Product record stores information about how products are purchased and from whom.

1. From the Application menu select Master Data Management > Product.
2. In grid view, select the product you want to work with.
3. Select the Purchasing tab.
4. From the Business partner list, select the vendor from whom you usually purchase the item.
5. In the Quality Rating field, you can rate the vendor. The higher the rating, the better the vendor.
6. In the UPC/EAN field, type the product's bar code.
7. In the Currency field, select the currency normally used to purchase the product.
8. In the List Price field, type the list price offered by the vendor for the product.
9. In the Purchase Order Price field, type the price actually paid when purchasing this product from the vendor, as included on the purchase order.
10. From the UOM list, select the unit in which the product is sold.
11. In the Quantity per package field, type how many units of the product are sold per purchase.
12. If the vendor stipulates a minimum order quantity, type it in the Minimum Order Quantity field.
13. If there is a lead time on purchasing the item, type it in the Purchasing lead time field.
14. If there is any kind of fixed charge incurred when ordering this product from the vendor (for example a delivery or administration charge), type it in the Fixed cost per order field.
15. In the Vendor product no. field, type the product number as supplied by the vendor.
16. In the Manufacturer field, type the name of the manufacturer of the product if it is different from the vendor.
17. If the product has been discontinued, select the Discontinued checkbox.
18. In the Capacity field, type how many purchases of the product you can make from this vendor per day.
19. In the Standard Quantity field, type the amount of units of this product typically purchased from the vendor per order.
20. Click Save.

Setting up organization-specific product information

The Org Specific tab enables you to specify information about the product which is specific to each organization.

1. From the Application menu select Master Data Management > Product.
2. In grid view, select the product you want to work with.
3. Select the Org Specific tab.
4. Click New.
5. From the Organization list, select the organization that you want to set up product information for.
6. If you have set up a Planning Method, select it from the list.
7. If you have set up Planner select it from the list.
8. In the Capacity field, type how many product items the organization can produce per day.
9. In the Min Quantity field, type the minimum number of products that the organization can produce per day.
10. From the Quantity type list, select
11. In the Minimum lead time field, type the minimum number of days required to produce the item.
12. In the Safety stock field, type the minimum quantity of the product that should be held as stock at all time.
13. From the Abc list, select the product's ABC classification.
14. Click Save.

Specifying additional unit of measurements for the product

Use the UoM tab to specify which units of measurement apply to the product.

1. From the Application menu select Master Data Management > Product.
2. In grid view, select the product you want to work with.
3. Select the UoM tab.
4. Click 'New.
5. From the UoM list, select the unit of measurement you want to use.
6. Click Save.

To be reviewed later

Fields on the general tab:

1. If the product has a UPC or EAN barcode, type the code number in the UPC/EAN box.
2. If a particular sales representative is responsible for sales of the product, select the person from the Company Agent list.

Category: Setting Master Data