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ERP 2.50:Openbravo ERP - Sales Process - Tutorial

Contents

Introduction

Managing the sales process is one of the most important parts of running any business, and powerful, flexible sales functions are an important part of any ERP system. Openbravo ERP has the advanced functionality needed to manage the complete sales process, while retaining the flexibility to enable you to set up products and business partners to meet the unique needs of your business.

About this demonstration

This demonstration shows you how to complete the following tasks, reflecting a typical sales order workflow:

You may be using this demonstration at the same time as other users. Therefore, you may be asked to note down certain reference information such as order numbers, to enable you to access your own data later in the demonstration. Make sure you write down the information that the demo script asks you to, otherwise you may not be able to view the data you have created.

Workflow

The sales process follows this workflow:

PF01.png

Demo Steps

Creating a sales order

The salesperson creates a new sales order using the order type standard order. A standard order means that only the order document is created, with the shipment and invoice being generated separately.

Step 1. Create the header of the sales order

The salesman creates the header of the sales order, which contains the customer information.

  1. Navigate to: Sales Management > Transactions > Sales Order.
    PF01-Menu1.png
    PM01-Step1.PNG
  2. Click the new record iconIconNew23.png
  3. Select the California Organization.
  4. From the Transaction Document drop-down list, select Standard Order
  5. In the Business Partner field, type: Edel, Corporation. Alternatively, type the code CUS1011 and press Return, or click the Business Partner icon Business partner.png and use the business partner selector to select Edel, Corporation.
  6. Leave the remaining fields at their default value.
  7. Click the Save button IconSave.png. The message: “1 row/s inserted” shows that the new record has been created.

Step 2. Create the lines of the Sales Order

PM01-Step2.png

The salesman adds the two products to the lines of the order: 10kg of wine from China and 20kg of wine from Holland. You can add lines to the sales order manually, as in this demonstration, but you can also copy them from other sales orders or from the previous orders that this customer has made.

  1. Select the Lines tab.
  2. Click the new record iconIconNew23.png
  3. In the Product field, type: W/CN. Alternatively, click the product icon IconProduct.png and select the product from the grid. The prices shown cannot be changed.
  4. In the Ordered quantity field, type: 10. The Line Net Amount is calculated automatically.
  5. Click on the Save and New buttonIconSaveAndNew23.png to add a new line.
  6. In the Product field, type W/NL. Alternatively, type the search key W/NL and press Enter.
  7. In the Ordered quantity field, type:20
  8. Click the Save and Grid buttonIconSaveAndRelation.png. The two lines appear in the grid

Step 3. Completion and verification of the sales order

The Sales Order and their lines have now been saved in the Openbravo ERP, but they have not yet been processed. The salesperson now completes the order ready for shipment. Completing an order records the necessary taxes and designates the sales order as being ready to ship to the customer.

Once you have completed this order, you must write down the document number of the sales order for further reference, The document number is your unique reference to your created Sales Order.

  1. Select the Header tab.
  2. Click the Complete button.
  3. The “Document Action” pop-up form appears
  4. Click OK to complete the process.
  5. Write down the Document No. for further reference,
  6. To view the taxes applicable to the order, select the Tax tab. Each different applicable tax appears on its own line.

Generating a Shipment

In Openbravo ERP there are four ways to generate a goods shipment:

This demonstration will show how to generate a goods shipment automatically from a specific sales order.

Step 1. Process the pending Sales Orders

In the warehouse, the warehouse operative uses Openbravo ERP to view the pending sales orders, and then generates the shipments:
PM01-Step2-1.png
  1. Navigate to: Sales Management > Transactions > Create Shipment from Orders. The pending orders appear. If there is a large number of sales orders, you can filter them by business partner or date range.
  2. Select the sales order for the Edel Corporation.
  3. Click Process button. The message: “Process completed successfully” is displayed.

Step 2. Verify the Shipment

The shipment has now been generated, and the warehouse operative can see the generated shipment to check it.

Openbravo ERP's stock control functionality enables you to specify different conditions for shipping goods depending on availability. For example if low stock means that an order cannot be fulfilled in a single shipment, you can specify that Openbravo ERP automatically generates a partial shipment. It is therefore important to check each goods shipment.
PF01-Step2-2.png
  1. Navigate to: Sales Management > Transactions > Sales Order
  2. The last sales order created appears by default. Alternatively, click the Search Record iconIconSearch.png to filter the list of sales orders.
  3. Select the sales order you created earlier in the demonstration.
  4. Click Linked itemsIconRelatedInfo.png. The Linked Items window appears showing a link to Goods Shipment – Header (1), indicating that there is a shipment.
  5. Click Goods Shipment – Header (1). The Sales Setup window appears, showing the shipment generated for the current sales order
  6. Click the link of the goods shipment.The goods shipment appears.
  7. To print the shipment, click the Print iconIconPrint.png

Generating a sales invoice and posting the payment

There are four ways to create a sales invoice in Openbravo ERP:

This demonstration will show how to generate an invoice automatically from a specific sales order.

Step 1. Processing the pending Sales Orders

The invoicing department views the pending sales order and generates the invoices.

  1. Navigate to: Sales Management > Transactions > Create Invoices from Orders. The pending orders appear. If there are a large number of sales orders, you can filter them by business partner or date range.
  2. Select the sales order you created earlier in the demonstration.
  3. Click Process. The message: “Process completed successfully” appears.

Step 2. Verifying the Sales Invoice

The invoice has now been generated and the invoicing department can verify that it is correct.

  1. Navigate to: Sales Management > Transactions > Sales Order.
  2. The most recent Sales Order appears by default. Alternatively, click the Search Record iconIconSearch.png to search for the order.
  3. Select the sales order you created for this demonstration.
  4. Click in the Linked items iconIconRelatedInfo.png. The Linked Items window appears, showing a link to Sales Invoice – Header (1) indicating that there is an invoice.
    PF01-Step3-2.png
    PF01-Step3-2b.png
  5. Click the Sales Invoice – Header (1) link. The Sales Setup window appears, showing the invoice generated for the current Sales Order.
  6. Click the link to the invoice. The Sales Invoice appears.
  7. To print the sales invoice, click the Print Record iconIconPrint.png.

Step 3. Verifying the Payment

Openbravo ERP has now generated a payment for the total amount due on the invoice. Select the Payment tab. The Payment tab shows the total amount of the Sales Invoice and the method by which the invoice will be paid.

Step 4. Posting of the Sales Invoice

Depending on your configuration, Openbravo ERP can create account entries automatically from documents such as sales invoices. Most enterprises set up a batch process to make the postings to a particular schedule, but for demonstration purposes, the next part of the script shows how to post an invoice manually.

  1. Navigate to: Sales Management > Transactions > Sales Invoices.
  2. Select the created invoice. Alternatively, you can filter by Business Partner or date range.
  3. Click the Not Posted button. (If the document has been posted, the title would be “Posted” but the process is the same to view the accounting entry). The Posted pop-up form appears.
  4. Click OK to post the invoice.
  5. The journal entry for the transaction is displayed. The exact details of the journal posting depends on how Openbravo ERP is configured.

PF01-Step4-1.png

Collecting and recording bank payments

The invoice has been sent to the customer and the customer has paid the full amount by bank transfer. The payment therefore needs to be reconciled with the bank statement.

Step 1. Creating a Bank Statement

  1. Navigate to: Financial Management > Receivables & Payables > Transactions > Bank Statement
  2. Click on the new record icon
  3. Do not change any of the values.
  4. Click Save.The message: 1 row/s inserted

Step 2. Inserting the payment into the bank statement

  1. Click the Create Lines From button. The payment selector appears.
  2. Select the Edel, Corporation to show payments from the demonstration business partner.
  3. Click Search. A list of payments from the Edel, Corporation appears.
  4. Select the payment you created earlier in the demonstration.
  5. Click OK. The message Process completed successfully appears.

Step 3. Processing the bank statement

  1. Click the Process button. The Process Statement window appears.
  2. Click OK . The message Process completed successfully appears.

Perform Sales Analysis

Step 1. Getting the report

  1. Navigate to: Sales Management > Analysis Tools > Sales Dimensional Report
  2. In the From Date field, type: 01-02-2009.
  3. In the To Date field, type: 28-02-2009.
  4. Enter the Business Partner as Dimension, selecting the Dimension “Business Partner” and clicking the Right arrow.
  5. Enter the Product Group as Dimension, selecting the Dimension “Product Group” and clicking the Right arrow.
  6. Click the HTML Format button. The report appears.

Conclusion

The demo script shows that the sales flow is an integrated process with much of the work being automated. You can enter data once, and it is used automatically in later steps.

The documents required for accounting are produced automatically at each stage, and at any point in the process you can see the accounting entry that has been produced. Note that, for the sake of simplicity, this example shows manual posting of accounting entries. In practice, most accounting entries are posted automatically.

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