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How to manage Alternative Unit of Measure AUM

Bulbgraph.png   This feature is available starting from 3.0PR17Q1.

Contents

Introduction

The purpose of this new feature is to manage product's sales & purchase transactions in alternative unit of measure, besides product's unit of measure.

Any product type created in Openbravo needs to be related to at least one unit of measure, for instance "Unit". That unit of measure is the product's unit of measure (UOM) to be used in any sales, purchase or inventory transaction created for that product.

Starting from Openbravo 3 PR17Q1, a new system Preference named "Enable UOM Management", supports that alternative units of measure can be defined and used besides product's UOM, in procurement and sales flows.
A conversion between product's UOM and each alternative unit of measure (AUM) defined for that product needs to be configured.

Above means that an organization can buy a product in "Packs" of 10 units, while it is being stocked in "Units".

Alternative Unit of Measure feature has been implemented in below listed flows:

Related documentation

How to manage multiple UOM

Configuration

Enable UOM Management preference

Altenative unit of masure (AUM) feature can be enable in an Openbravo instance through a preference named "Enable UOM Management".
This preference needs to be created as shown in the image below, by "System Administrator" role.

Preference window

For additional information about how to create a preference, please review Preference wiki article.
Remember to log out and log in, everytime that a new preference is enabled.

Adding AUM to a product

Definition: Units defined in this tab represents the units that are permitted in the bussines flows of Sales, Purchase or Logistic. Conversions that refer to a universal UOM conversion, like kg to g (defind in the Unit of Measure window), can be added here so that it can be used in the business flows indicated, but the conversion-rate cannot be changed.

Once "Enable UOM Management" preference has been configured, it is necessary to configure the product that requires to be either purchase or sold in an alternative unit of measure.

In order to do so, go to Product window and select the product. Check that a new tab is shown, named Alternative UOM

AltUOM AlternativeUOMtab.jpg

Alternative UOM tab allows to define alternative unit of measure besides product's unit of measure (UOM)

Fields to note:


Values allowed are:

When defining an Alternate Unit of Measure, if there is a conversion defined in the Universal Unit of Measure window between the Base UOM of the product and the one being defined, the conversion rate is set with the value of the conversion found, and it will not be possible to change it. Only Alternate Unit of Measure having no conversion defined against the Base UOM of the product, will be allowed to change the conversion rate.

Units defined in this tab represents possible units to be used when the product is involved in Sales, Purchase or Logistic flows.

Working with alternative unit of measure (AUM)

Several sales and purchase related windows and processes have been modified in order to support this new functionality.

In general, sales and purchase related windows, for instance "Sales Order", "Goods Shipment" and "Sales Invoice", have two main fields to manage sales and purchase transactions, those are:

This new functionality if enabled, automatically creates two new fields located just before above listed ones which remains visible but not editable.

Those two new fields are:

The quantity introduced in the field "Operative Quantity" is automatically converted, based on the conversion rate configured for the product between product's AUM and product's UOM, and populated in the field "Ordered Quantity", for instance.

More detailed information about how to manage alternative unit of measure within a given business flow can be found in next sections.

Procurement

There are several procurement windows which have been modified to support alternative unit of measure management. Those windows are:

Let us take, for instance, a product for which an alternative unit of measure has been configured as primary for the purchase flow.

As shown in the image below, Lemonade product UOM is "Unit" while it is primarily purchased in packs of 10 units.

AltUOM ProductLemonade.jpg

If a purchase order is created for that product, end-user will have to enter the operative quantity in the AUM (i.e 25), see image below.
That quantity will automatically be converted to product's UOM and populated in the field "Ordered Quantity" (25*10=250)

AltUOM PurchaseOder01.jpg

Additionally, all the processes that help on the creation of purchase documents have also been modified to allow the management of AUM, for instance processes such as:

AltUOM CreateLinesFrom.jpg

It is important to remark that once the receipt of an order including a product configured with an alternative unit of measure (i.e. Pack) has been completed, the stock of that product will always be expressed in the product's unit of measure (i.e. Units).

In our scenario 25 pallets of the product have been receipt while 250 units will be reflected as the stock of the product.

Sales

The are several sales windows which have been modified to support alternative unit of measure management. Those windows are:

Let us take, for instance, a product for which an alternative unit of measure has been configured as primary for the sales flow.

As shown in the image below, Rose Wine product UOM is "Unit" while it is primarily sold in packs of 4 units.

AltUOM RoseWine.jpg

If a sales order is created for that product, end-user will have to enter the operative quantity in the AUM (i.e 8), see image below.
That quantity will automatically be converted to product's UOM and populated in the field "Ordered Quantity" (8*4=32)

AltUOM SalesOrder 01.jpg

Additionally, all the processes that help on the creation of sales documents have also been modified to allow the management of AUM, for instance processes such as:


AltUOM CreateLinesFrom GS.jpg

Procurement & Sales Returns

There are several sales and purchase return windows which have been modified to support alterantive unit of measure management, same way as processes related to returns such as "Pick&Edit Lines".

Procurement Returns

The windows modified for procurement flow are:

In our procurement example above, let us imagine that 2 packs of the product received need to be returned to the vendor because were damaged during the shipping. Then, a return to vendor order needs to be created.

As shown in the image below, end-user can enter as returned, the quantity of packs to be returned, because "Pack" is shown by default as "Returned UOM". For this product "Pack" is set as the "Primary" purchase AUM.
Note that if required, end-user is allowed to change Returned UOM from AUM to product's UOM, in our example "Unit".

AltUOM RTV.jpg

After that, return to vendor document needs to be shipped, for doing so a return to vendor shipment document can be created.

As shown in the image below, end-user can enter as "Ship Qty" product quantity to ship from a given storage bin, in product's UOM defaulted as "Returned UOM".
Note that, if required, end-user is allowed to change Returned UOM from product's UOM to product's AUM, in our example "Pack".

AltUOM RTVShipment.jpg

Sales Returns

The windows modified for the sales flow are:

In our sales example above, let us imagine that the customer returns 1 pack of the product for whatever kind of reason. Then, a return from customer order needs to be created.

As shown in the image below, end-user can enter as "Returned", the quantity of pack to return, becuase "Pack" is shown by default as "Returned UOM". For this product "Pack" is set as the "Primary" sales AUM.
Note that if required, end-user is allowed to change Returned UOM from AUM to product's UOM, in our example "Unit".

AltUOM RFC.jpg

After that, return from customer document needs to be received, for doing so a return material receipt document can be created.

As shown in the image below, end-user can enter "Receiving" quantity in primary products's alternative unit of measure, that is set by default as "Returned UOM".
In our example 1 Pack. "Returned" quantity to be stock will always be booked in product's unit of measure, in our example 4 Units.

AltUOM RMR.jpg

Purchase and Sales Reports

The following reports have been modified to support this new functionality:

Purchase:

Sales:

All of these reports include two new columns:

as shown in the image below:


AltUOM PurchaseOrderReport.jpg

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