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ERP 2.50:Functional Documentation/Finding Your Way Around

Contents

Logging in

First screen

Each Openbravo ERP instance has a web address that you need to type in or access through a bookmark.

The login screen then appears for you to type in your credentials the default login is:

Login Screen

Main screen

The main screen is divided into two areas:

Main Screen

Role information

The options you see on the menu depend on your default role. In Openbravo ERP, each user account can have more than one role associated with it. And each role can be allowed access to different parts of the system. In practice however, one username is usually associated with one role.

If your username has more than one role associated with it, you can switch roles by clicking on the

Users icon User Icon or using the keyboard shortcut ctrl+u.

User Options Window

When you change roles, the menu reloads to show the parts of the system available to that role.

Menu

The menu

Sub levels

The options that appear on the menu depend on your role and the permissions that have been granted to that role. The Admin role has maximum privileges and has permissions to see nearly all of the system.

In the example data, the Admin account is called BigBazaarAdmin.

Each menu item represents a module of the system, for example Sales Management, Material Requirement, Planning, etc.

Most menu item usually have three sublevels:

You can configure the menu to suit your needs.

Menu Levels

Icons

The lowest level contains a number of different icons:

Searching for an item

To search for an item:

  1. Click on the Fold/Unfold button Unfold Button.
  2. Press 'ctrl+F and enter the search term.
  3. Click the Fold/Unfold button Fold Button again to collapse the menu.

Search item

Viewing date

High volume window

Most of the windows you use have a similar look and feel providing the same interface for various functionalities.

Example

The following example shows how

NEEDS MORE CLARIFICATIONS

Editing windows

After entering and confirming the search, the editing window will show you the first product. Product Window

Forms vs grid view

There are two ways you can view data:

It is similar to an Excel spread sheet, but it can not be edited. Double clicking on an item in Grid View will display it in the Form View.

Grid View

Use the form view to create, view and edit detailed information of an item. Form View

Navigation bar

The navigation bar appears at the top of each window, and contains the following icons:

NavigationBar.png
IconBack.normal.pngBackGo to the previous record.
IconRefresh.normal.pngReloadRefresh the record you are working on.
BreadCrumb.png
Breadcrumblocation within the menu of the currently loaded window in the form:

Module || Sublevel || WindowName || RootTabName >> SubTabName||

IconAbout.normal.pngAboutView the information about your Openbravo version, licences, and translations.
IconHelp.normal.pngHelpGo to the editable online help.

Toolbar in form view

Tool Bar Form View

Below the navigation bar is the dynamic toolbar, which contains the following icons:

IconNew23.pngNewCreate a new record
IconSaveAndRelation.pngSave and GridSave the current record and go to the relation view
IconSaveAndNew23.pngSave and NewSave the record and go to a new record
IconSave.pngSaveSave the record and maintain the active record displayed
IconSaveAndNext.pngSave and NextSave the record and go to the next record
IconErase.pngEraseErase the record
IconUndo.pngUndoRefresh the window and revert changes
IconPrint.pngPrintPrint the selected record
IconSearch.pngFindFind a Record
IconFirst.pngGo to First RecordMove to the first record in the related group
IconPrevious.pngGo Back One RecordMove to the previous record in the related group
IconNext.pngGo Forward One RecordMove to the next record in the related group
IconLast.pngGo to Last RecordMove to the last record in the related group

Toolbar in Grid View

Toolbar in Grid View

The Toolbar differs slightly in grid view.

IconNew23.pngNewCreate a new record
IconErase.pngEraseErase the record
IconAttach.pngAttach a FileAttach a file to the active record
IconExportExcel.pngExport to ExcelExport content to excel
IconExport.pngExport to CSVExport content to csv (comma separated values). file
IconExportPdf.pngExport to PDFExport content to pdf. file
IconPrint.pngPrintPrint the selected record
[[Image:]]EmailEmail the selected record
IconSearch.pngFindFind a Record
IconFirst.pngGo to First RecordMove to the first record in the related group
IconPrevious.pngGo Back One RecordMove to the previous record in the related group
IconNext.pngGo Forward One RecordMove to the next record in the related group
IconLast.pngGo to Last RecordMove to the last record in the related group
IconFirst.pngGo to First RecordMove to the first record in the related group
IconPrevious.pngGo Back One RecordMove to the previous record in the related group
IconNext.pngGo Forward One RecordMove to the next record in the related group
[[Image:]]Current Item Number/Total number of itemsCurrent Item Number/Total number of items

Creating and editing data

Editing an existing item

When viewing an existing item in Form View, you can start changing it directly within the input boxes. You will notice that some of the toolbar icons will become active (not gray).

Active Toolbar

After you make the changes. you need to save them before moving to another tab or window. You will be notified of by a popup.

Save Popup Window

Remember to save your changes, using the save button or the ctrl+s keyboard shortcut.

Creating a new item

To create a new item, click the new icon or use the ctrl+n keyboard shortcut. This will open a new and empty item in Form View that allows you to enter new data. Save the date as shown above.

Note: be careful that you do not edit an existing record instead of creating a new one. Always click the new icon or use the ctrl+n shortcut when you want to start a new record.

Creation of a new item is also indicated by the little yellow asterisk next to the Form View toggle button New Item Icon.

Mandatory fields

Some fields in the Application Dictionary are marked as mandatory, meaning that a value is required before you can save the record.

Mandatory fields have a yellow background instead of a white one.

Mandatory Field

If you try to save a record without filling out all mandatory fields, a red box appears, showing an error message.

Error Screen

Read-only fields

You can not edit the information in a read-only field. A read only field has a gray background instead of a white one.

Read-only Field

Autosave system level

Instead of saving manually the system administrator can also enable the autosave functionality.

Autosave is enabled by default.

Go to: General > Application > Preferences

Autosave Screen

The Autosave can be set up to prompt a confirmation window to the user, to avoid unwanted changes.

The system administrator can activate the confirmation window by searching for the Show Confirmation Default attribute and activating it.

Show Confirmation Default

Autosave client level

The administrator of a Client can overwrite the 'system level setup by creating a preference for that Client called Autosave.

Go to: General Setup > Application > Preferences

Client Autosave

The administrator can also overwrite the ShowConfirmation at the Client level setup by creating a ShowConfirmation record for the Client.

The administrator can also setup exceptions for the whole Client or for certain windows and/or users. Show Confirmation

Autosave message

Once the ShowConfirmationDefault or ShowConfirmation has been enabled, you will see an alert when navigating out of a form with unsaved changes.

Unsaved Changes Alert

You can then save the changes or ignore them.

In a form with mandatory fields, you will receive an alert if you have not filled in all the mandatory fields.

Unsaved Changes mandatory field Alert

Emailing and printing documents

In order to email documents you must do the following:

This setup will allow you to email single or multiple documents, attach files and send pdfs.

You can also use templates for printing documents.

Advanced Navigation

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