ERP 2.50:Functional Documentation/Finding Your Way Around

Contents 1 Logging in 1.1 First screen 1.2 Main screen 1.3 Role information 2 The menu 2.1 Sub levels 2.2 Icons 2.3 Searching for an item 3 Viewing date 3.1 High volume window 3.2 Example 3.3 Editing windows 3.4 Forms vs grid view 3.5 Navigation bar 3.6 Toolbar in form view 3.7 Toolbar in Grid View 4 Creating and editing data 4.1 Editing an existing item 4.2 Creating a new item 4.3 Mandatory fields 4.4 Read-only fields 4.5 Autosave system level 4.6 Autosave client level 4.7 Autosave message 4.8 Emailing and printing documents 5 Advanced Navigation

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:

• Username: Openbravo
• Password: openbravo

Main screen

The main screen is divided into two areas:

• Menu
• Editing Window

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 or using the keyboard shortcut ctrl+u.

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

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:

• Transactions: items (windows, processes, etc.) used on a daily basis to input data
• Analysis Tools: a set of preconfigured reports.
• Setup: a set of items (windows, processes, etc.) used to configure the module before Transactions and Analysis Tools items can be used.

You can configure the menu to suit your needs.

Icons

The lowest level contains a number of different icons:

• Automatic Window : these windows all use the same user interface of tabs and fields. They are defined on a metadata level within the application dictionary so there is no coding required.

• Process or Form : manually written and designed elements that have a wide range of functionality.

• Report : used to generate reports. You cannot enter or edit new data here, only run a query.

• Workflow : a popup window that puts selected items into a sequence and suggests a sequence of steps to perform a task. Any element described above can appear as part of a workflow.

• Information : a popup window that enables you to quickly look up or browse information about certain master data such as Business Partners, Products, etc. The icons are only part of the Information menu.

Searching for an item

To search for an item:

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

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.

Forms vs grid view

There are two ways you can view data:

• Grid View : displays lists of items.

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.

• Form View : displays individual items.

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

Navigation bar

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

	Back	Go to the previous record.
	Reload	Refresh the record you are working on.
	Breadcrumb	location within the menu of the currently loaded window in the form: Module || Sublevel || WindowName || RootTabName >> SubTabName||
	About	View the information about your Openbravo version, licences, and translations.
	Help	Go to the editable online help.

Toolbar in form view

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

	New	Create a new record
	Save and Grid	Save the current record and go to the relation view
	Save and New	Save the record and go to a new record
	Save	Save the record and maintain the active record displayed
	Save and Next	Save the record and go to the next record
	Erase	Erase the record
	Undo	Refresh the window and revert changes
	Print	Print the selected record
	Find	Find a Record
	Go to First Record	Move to the first record in the related group
	Go Back One Record	Move to the previous record in the related group
	Go Forward One Record	Move to the next record in the related group
	Go to Last Record	Move to the last record in the related group

Toolbar in Grid View

The Toolbar differs slightly in grid view.

	New	Create a new record
	Erase	Erase the record
	Attach a File	Attach a file to the active record
	Export to Excel	Export content to excel
	Export to CSV	Export content to csv (comma separated values). file
	Export to PDF	Export content to pdf. file
	Print	Print the selected record
[[Image:]]	Email	Email the selected record
	Find	Find a Record
	Go to First Record	Move to the first record in the related group
	Go Back One Record	Move to the previous record in the related group
	Go Forward One Record	Move to the next record in the related group
	Go to Last Record	Move to the last record in the related group
	Go to First Record	Move to the first record in the related group
	Go Back One Record	Move to the previous record in the related group
	Go Forward One Record	Move to the next record in the related group
[[Image:]]	Current Item Number/Total number of items	Current 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).

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.

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 .

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.

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

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.

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

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.

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

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.

Autosave message

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

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.

Emailing and printing documents

In order to email documents you must do the following:

• Configure the smtp server (General Setup > Client > Email Configuration)
• Fill out the Business Partner contact email field (Master Data Management > Business Partner >Contact)
• Fill out the user email information (Master Data Management > Security > User)

• As an option, you can also define a template for each document type (Financial Management > Accounting > Setup > Document type > Report Templates > Email Defenitions)

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