Quick Guide

General Information

Getting started with Openbravo Quick Guide Openbravo ERP roadmap Release Notes Support Policy

Contents 1 Introduction 1.1 Glossary 1.2 System Requirements, Download and Install 1.3 Login 1.4 Navigation 1.5 Enable Heartbeat 2 Business configurations 2.1 Setup Client and Organization 2.1.1 Initial Client Setup 2.1.1.1 Introduction 2.1.1.2 Setup 2.1.2 Install Localization Pack 2.1.3 Initial Organization Setup 2.1.3.1 Introduction 2.1.3.2 Setup 2.1.4 Create Fiscal Calendar and Periods 2.1.5 Edit Organization 2.1.6 "Open Period" Control 2.2 Setup User and Role 2.2.1 Create User 2.2.2 Create Role 2.3 Setup Products 2.3.1 Create Pricelist Schema 2.3.2 Create Pricelist 2.3.3 Create Product Category 2.3.4 Create UOM (Unit of Measure) 2.3.5 Create a Tax Category 2.3.6 Create a Product 2.3.7 Create a Warehouse 2.3.8 Create Physical Inventory 2.4 Setup Business Partner 2.4.1 Create Payment Term 2.4.2 Create Business Partner Category 2.4.3 Create Business Partner 2.5 Setup Financial 2.5.1 Create Payment Method 2.5.2 Create the Financial Account 2.5.3 Create Tax Rate 2.6 Setup accounting 2.6.1 Accounting background process 2.6.2 Show Post buttons/Accounting tabs 3 Purchase Management 3.1 Order to invoice 3.1.1 Purchase order 3.1.2 Goods receipt 3.1.3 Purchase invoice 3.2 Invoice dimensional report 4 Sales Management 4.1 Order to invoice 4.1.1 Create sales order 4.1.2 Create a goods shipment 4.1.3 Create a sales invoice 4.2 Invoice dimensional report 5 Financial Management 5.1 Payment proposal 5.2 Payment in advance 5.3 Purchase invoice to payment. Flow 1 5.4 Purchase invoice to payment. Flow 2 5.5 Sales invoice to payment. Flow 1 5.6 Sales invoice to payment. Flow 2 5.7 Financial account. Add transaction 5.8 Manual reconciliation 5.9 Imported bank statement 5.10 Payment report

Introduction

Welcome to the Openbravo 3 (OB3) Quick Guide!

This guide has two main parts:

• Setup business configurations
• Manage basic business flows

The aim of this guide is to give examples and explanations of common business configurations and also how to manage basic business flows, intentionally keeping the explanations and setup as simple as possible.

By following this simple guide you should be able to have your own version of Openbravo up and running within a couple of hours. We encourage you to personalize the examples so that they are meaningful to you.

Remember: Help is always at hand through public forums and through the #openbravo IRC channel.

Glossary

• Openbravo: Your Openbravo 3 (OB3) system, sometimes referred to as your OB3 instance.
• Client: A Client in Openbravo is the top-most level of configuration and data within your OB3 system.
  • The client is sometimes referred to as the "master organization" because certain configuration, including users (and their access rights), customers, vendors (suppliers), inventory (stock items), and other master data can be managed within a client and are available to all organizations within that client (clients can not share information with each other).
  • In this guide we will sometimes talk about configuration and data "at the client level", meaning that it is set at this top level of client and available to all organizations within that client.
• Organization: Organization are the second level of configuration and data.
  • Each organization belongs to a single client, while each client can host multiple organizations (so there is a one-to-many relationship between client and organization).
  • Organizations can also be structured with a parent and child relationship (again, one to many), providing multiple configuration options when modelling your enterprise.

System Requirements, Download and Install

After reviewing the system requirements please download Openbravo.

Once the download has completed please follow the instructions in the Installation Manual, including the last step of activating your instance.

Login

After Openbravo is installed, point your browser to http://<IP_ADDRESS>/openbravo, replacing <IP_ADDRESS> with the IP Address (or Host Name) of the machine running the Openbravo server. If you have installed Openbravo on your local machine then you may simply enter http://localhost/openbravo in a browser session on the local machine. For most tasks in this Quick Guide you must be logged in to Openbravo as an Administrator of the entity you need to administer. In order to be the System Administrator, first login to Openbravo. Enter the User Name and Password in the login screen.    Note: The default user name is Openbravo and password openbravo .....and these are case sensitive!

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Click on the Openbravo button in the toolbar: Select Role as System Administrator. The System Administrator, has access to administer your Openbravo system. Organization will default to * (asterisk), meaning your Openbravo client (the highest level in Openbravo). Click on the Apply button. You are now logged in as System Administrator.

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Navigation

This guide requires that you follow a path to access certain configuration options, enter master data, or process transactions. For example, you may be asked to Go to General Setup || Application || Heartbeat Configuration There are two ways to navigate: 1. Enter the name of the page you want to get to into the QuickLaunch toolbar. For this example we would start typing Heartbeat Configuration and notice that the system automatically prompts us to select from the matches that it finds dynamically. This is the fastest way of getting around.

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2. Follow the path in the menu tree. In order to browse the menu tree: Click on the Application button in the toolbar and browse the tree structure, following the path given in the instructions (in this example it is General Setup || Application || Heartbeat Configuration). This is slower than using the QuickLaunch toolbar, but may be helpful when first navigating Openbravo (as you can see where everything is).

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Enable Heartbeat

In order to install modules (or fully use an Openbravo Professional Edition free trial) you must first enable the Heartbeat.

The first time you login as System Administrator you will be prompted to enable the Heartbeat. If, for some reason, you declined, you can always enable it later: Go to General Setup || Application || Heartbeat Configuration Click on Enable Heartbeat. If you now view the Heartbeat Log in the lower part of the screen you will see all the information that is sent by the Heartbeat. Once the Heartbeat is configured you can close this tab.

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Business configurations

Setup Client and Organization

Initial Client Setup

Introduction

A Client in Openbravo is the top-most level of configuration and data within your OB3 system. This means that certain configuration, including users (and their access rights), customers, vendors (suppliers), inventory (stock items), and other master data can be managed within that client and are available to all organizations within that client.

At its simplest, you can manage everything at this single top level by creating a client that has the same name as your company. This configuration is also useful if you plan to offer Openbravo as a multi tenanted hosted solution; you simply create a separate client for each company you are hosting.

Each client can host multiple organizations that can be used to model your enterprise. Each organization can manage its own master data and accounting configuration and you will need at least one organization within your client. The client itself is not used for accounting purposes, but it can be used to host information that is then available to all organizations within that client.

Different clients can not share information.

For a full description of the role of the client in OB3 please refer to the Functional Documentation.

Setup

Go to General Setup || Client || Initial Client Setup Complete the form: Client: Enter the name of the client you wish to create, for example My Test Client. We will use this client to host an example of an organization that we will configure during the Initial Organization Setup below. Client Username: Enter user name of the Administrator for this client, for example Test Admin Password: Enter a password for the above user, for example openbravo (please choose your own). Confirm password: Re-enter the same password. Currency: Select the currency of the client, for example US Dollar. Include accounting: Leave this unchecked for now. We will include accounting for each organization we create in this client. This will be done during the Initial Organization Setup below. In the 'Reference Data section ensure the following two items are selected: Standard document types for orders, invoices, etc. and settings - Core - English (USA). This is necessary for creating transactions documents such us Purchase Orders, Sales Invoices, etc. Document types and default algorithm for bank statement auto matching - Advanced Payables. This is similar to the above, but for specific financial flows such us Payment In/Out, Financial Accounts, etc. Click on the OK button and wait for the process to complete. Once it has completed you can close this tab.

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Install Localization Pack

Depending on the country you are, you will install the localization pack that fits with your requirements. A localization pack contains the Chart of Accounts (COA), taxes, etc.

Go to General Setup || Application || Module Management Move to Add modules tab and search for your preferred Localization Pack Once you have found the Localization Pack, click Install Now and follow the instructions.

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You will automatically be redirected to the Installed Modules tab. Click Rebuild Now, follow the instructions and wait for the rebuild to complete. Once the rebuild process has successfully completed, you will be invited to Restart servlet container now. Ensure the radio button is checked, click Continue and wait for the servlet to restart. You will be automatically redirected back to the login window.

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Initial Organization Setup

Introduction

Organization are the second level of configuration and data.

Each organization belongs to a single client, while each client can have multiple organizations (so there is a one-to-many relationship between client and organization). Organizations can also be structured with a parent and child relationship (again, one to many), providing multiple configuration options when modelling your enterprise.

There is a lot of flexibility in how you configure organizations within each client (i.e., enabling what information organizations share and what they can and can not do). For example, you may want to share master data such as customers, vendors, and inventory across multiple organizations within each client, but for each organization to have its own chart of accounts. This configuration may be useful when configuring a group of companies that has a common set of customers, vendors, and inventory.

For evaluation purposes it is also useful to have more than one organization in a client, each sharing master data from the client, but configured independently for accounting and process management. This configuration means that you can test different setups in different organizations (within the same client) without having to create a new client every time. This is the structure that we will create in the following steps. We will create a client and add an organization to it; you can then add as many additional organizations as you need for evaluation.

For more detail on configuration options for organizations in OB3 please see the document on how to Configure your Enterprise.

Setup

Go to General Setup || Enterprise || Initial Organization Setup

Complete the form. Please feel free to create your own example, but we also provide example content below: Organization: Enter the name of the organization, for example Oat Biscuit Company Organization Username: Enter a user name for the organization, for example OatSuperUser Password: Enter a password for this user. Confirm Password: Enter a password for this user. Organization type: Select Legal with accounting. There are four default organization types available for modelling your enterprise: Organization: when you create a client, the system automatically creates a "master" organization (called *). In most cases only the master organization has an organization type of Organization. The master organization is not a legal entity and transactions are not allowed within it. Legal with accounting: used to define a legal accounting entity that needs its own accounting transactions and own chart of accounts. Legal without accounting: used to define a legal entity that does not require accounting functionality. For example, used for a parent organization that hosts two child organizations that are Legal with accounting. The accounts of the parent are created by consolidation of the two child organizations. Generic: an organization which is not a legal entity but where transactions are allowed. For example, a profit center or division within a legal entity. Parent Organization: Enter *. The asterisk represents the client level master organization. Location/Address: Click on the address icon and enter an address. In the Accounting section: Include accounting: Ensure this is checked Currency: Select US Dollar In the Reference Data section: Select the localization modules you wish to install. These will have been made available by the localization pack you installed earlier. In the Accounting Dimensions section: Check Business Partner and Product. You can choose others if you wish. Click on the OK button and wait for the process to complete. Once it has completed you can close this tab.

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Create Fiscal Calendar and Periods

Create periods and open document for each period.

Go to Financial Management || Accounting || Setup || Fiscal Calendar

Click Create one and complete the name, for example Oats 2011 Calendar.    Note: The system automatically proposes the organization as *. Accepting this default means that this calendar will be maintained at the client level and will therefore be available to all other organizations you create within this client. Changing the organization to your new organization, i.e., selecting Oat Biscuit Company, will mean that this calendar will only be available to that organization. Move to Year sub-tab and enter the current year. For example, enter "2011"

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Click on the Create Periods button. This process will create 12 records in the Period sub-tab, from January of the current year to December of the same year.

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Edit Organization

Edit the organization in order to be able to use other windows and processes such as Accounting, Procurement, Sales, etc...

Go to General Setup || Enterprise || Organization Select the newly created Organization Allow control period: Ensure this is checked Calendar: Select the newly created calendar Click on the Set as Ready button. The "Set as Ready" process gives you the opportunity to Cascade the process down through subordinate organizations. As we currently don't have organizations to cascade to, at this point we can ignore this option.

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"Open Period" Control

Open periods for a specific a calendar.

Go to Financial Management || Accounting || Transactions || Open/Close Period Control

Click Create One and complete the form with the following information: Organization: Select the newly created organization Calendar: This is automatically completed. Year: This is automatically completed. If you wish to change year then select Year as the year for which you want to open periods. Select Until period as December of the year you have selected. Select Period Action as Open Period Leave Document Category empty in order not to restrict the action to any particular document. Click on the Open/Close All button.

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• Now the period is open and you can see it by going to General Setup || Enterprise || Organization
• Select the newly created organization and move to the Period Control tab.
  • You will see all the periods, with all document types, in status Open.

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Setup User and Role

Create User

Go to General Setup || Security || User

Click New and complete the form with the following information: Select Organization as *. This means that this user will be defined at the client level and will therefore be available to receive rights to other organizations you create within this client. Changing the organization to your new organization, i.e., selecting Oat Biscuit Company, will mean that this user will only be available to have rights that organization. Enter Name as Rolly Oats, or use your own name. Enter Username as Rolly Oats, or use your own name. Enter First Name as Rolly Enter Last Name as Oats Enter Password as openbravo (or use your own password). Move to the User Roles tab. Click Create One and select the My Test Client Admin role that is available.    Note: The My Test Client Admin role was created by the initial client setup process. It has rights to all windows.

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Create Role

For example, a Sales role.

Go to General Setup || Security || Role Click New and complete the form with the following information: Enter Name as Sales Admin Select User Level as Client+Organization, meaning this user can access both the Client and the Organization. Ensure Manual is checked. This controls if all existing privileges are automatically given to the role, or if they are manually associated on a "per needs" basis. Selecting this option for manual control is recommended. Click the Grant Access button and complete the form with the following information: Select Module as Sales Management Select Access as All. The Sales_Admin role now has access to all processes, windows, and reports related to Sales Management.

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Go to Org Access tab and * click Create one', then: Add the * organization and your new organization Oat Biscuit Company. Now the Sales Admin role has access to those specific organizations.

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Go to User Assignment tab. Click Create one' and select Rolly Oats. Now Rolly has access to the Sales Admin role.

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Setup Products

Create Pricelist Schema

Go to Master Data Management || Pricing || Price List Schema

• Click New and complete the form.
• Move to lines.
• Click New and Save.

Create Pricelist

Example of a Sales Pricelist.

Go to Master Data Management || Pricing || Price List.

• Click New complete the form with the following example data:
  • Name: Enter My Sales Pricelist
  • Sales Price List: Ensure this is checked.
  • Currency: Enter EUR if you want your pricelist to be in Euros.
• Move to Price List Version tab.
• Click New and complete the form with the following example data:
  • Name: Enter a name for your pricelist (for example Wholesale_Pricelist).
  • Price List Schema: Select Standard
  • Base Version (default): Leave blank.
  • Valid from Date: Enter a date from which this pricelist is to be valid (for example 01-01-2011).

Create Product Category

Process of creating a product category, needed for the product

Go to Master Data Management || Product Setup || Product Category

Create one category

Create UOM (Unit of Measure)

Process of creating a UOM, needed for the product

Go to Master Data Management || Product Setup || Unit of Measure

Create a Tax Category

Process of creating a tax category, needed for the product

Go to Financial management || Accounting || Setup || Tax Category

Create a Product

Go to Master Data Management || Product

• Click New and complete the form with the following example data:
  • Search Key: Enter a search key, for example MY1
  • Name: Enter a product name, for example My_new_product
  • Product Category: Select the one you created above.
  • UOM: Select the one you created above.
  • Product Type: Select Item
  • Purchase: Ensure this is checked.
  • Sale: Ensure this is checked.
  • Tax Category: Select the one you created above.

• Move to Price tab.
• Click New and complete the form with the following information:
  • Price List Version: New one
  • Net List Price: Enter the net list price, for example 2
  • Net Unit Price: Enter the net unit price, for example 2

Create a Warehouse

Go to Warehouse Management || Setup || Warehouse and Storage Bins || Warehouse

• Click New and complete the form with the following information:
  • Organization: Select an organization.
  • Search Key: 'Enter a search key, for example Standard
  • Name: 'Enter a name, for example Standard
  • Storage Bin Separator: 'Enter a seperator, for example *

Click on the Location/Address icon and complete the information in the new window.

• Move to Storage Bin tab.
• Click New and complete the form with the following information:
  • Search Key: Enter a search key, for example Standard
  • Row (X): Enter a row, for example 1
  • Stack (Y): Enter a stack, for example 1
  • Level (Z): Enter a level, for example 1

Create Physical Inventory

Go to 'Warehouse Management || Transactions || Physical Inventory || Header

• Click New and complete the name of the item.
• Click the Create Inventory Count List button and complete the form with the following information:
  • Storage Bin: Select Standard
  • Inventory Quantity: Enter an inventory quantity, for example 0
• Move to the Lines tab.

You will have one line with the product you created above.

• Complete the Quantity Count: Enter a quantity, for example 100
• Move back to Header and click the Process Inventory Count button.

If you now go to Warehouse Management || Analysis Tools || Stock Report and click the HTML Format button, you will see a report showing your new product with the quantity of inventory you entered above.

Setup Business Partner

Create Payment Term

As an example, we will create a simple payment term that allows 30 days credit.

Go to Master Data Management || Business Partner Setup || Payment Term || Header

• Click New and complete the form with the following information:
  • Search Key: Enter a search key, for example 30d
  • Name: Enter a name for this payment term, for example 30 Days
  • Overdue Payment Days Rule: Enter the number of days credit allowed (i.e., the number of days before an invoice becomes overdue), for example 30

For more detail and other options please see Configuration Manual: Setting up Payment Terms

Create Business Partner Category

Go to Master Data Management || Business Partner Setup || Business Partner Category

Create Business Partner

Go to Master Data Management || Business Partner

• Click New and complete the mandatory fields.

• If you want to configure the Business Partner as a Customer move to the Customer tab. Complete the necessary fields.
• If you want to configure the Business Partner as a Vendor move to the Vendor tab. Complete the necessary fields.
• Move to Location/address and provide an address for the Business Partner.

Setup Financial

Create Payment Method

In this example, we will configure a very simple payment workflow that receives funds directly into a Financial Account when payment is received, and credits funds straight out of the Financial Account when payment is made.

In this simple example, no "In Transit" accounting is used.

Go to Financial management || Receivables & Payables || Setup || Payment Method

• Complete the form with the following example information:
  • Name: Enter a name for these workflow, for example Simple. No In Transit.
  • Payment In Allowed: Ensure this is checked
  • Automatic Receipt: Ensure this is not checked
  • Automatic Deposit: Ensure this is checked
  • Execution Type: Select Manual
  • Upon Receipt Use: Select Cleared Payment Account
  • Upon Deposit Use: Ensure this is left blank
  • Upon Clearing Use: Ensure this is left blank
  • Payment Out Allowed: Ensure this is checked
  • Automatic Payment: Ensure this is checked
  • Automatic Withdrawn: Ensure this is checked
  • Execution Type: Select Manual
  • Upon Payment Use: Select Cleared Payment Account
  • Upon Withdrawal Use: Ensure this is left blank
  • Upon Clearing Use: Ensure this is left blank

For more information, and explanation of the meaning of other fields, please see Configuration Manual: Configuration of Payment Methods

Create the Financial Account

Go to Financial management || Receivables & Payables || Transactions || Financial Account

• Click New and complete the form with the following information:
  • Name: Enter a name, for example My bank account
  • Currency: Select the currency of the Financial Account, for example EUR
  • Type: Select the type of Financial Account, for example Bank. Selecting type Bank means that the account is enabled for automatic reconciliation via imported bank statements.
  • Bank code: Enter a bank code, for example 1234
  • Branch Code: Enter a branch code, for example 1234
  • Bank Control Digit: Enter a bank control digit, for example 1
  • Account control digit: Enter an account number control digit, for example 1
  • Partial Account No.: Enter an account number, for example 1234567890
  • Matching Algorithm: Select a matching algorithm for the Financial Account, for example Standard. The standard matching algorithm is provided by default in order to illustrate the automatic matching of imported bank statements. This algorithm can be localized by your localization provider.
• Click the Location/Address button and complete the mandatory fields.
• Move to Payment Method tab.
• Click New and then select Payment Method the Payment Method you created above, for example Simple. No In Transit. This associates the payment method you created to this particular Financial Account.

Create Tax Rate

If you have applied a localization pack you may find that this information is already provided.

This example shows how to set up a simple Sales Tax of 3%.

Go to Financial Management || Accounting || Setup || Tax Rate || Tax

• Click New and complete the form with the following example information:
  • Name: Enter a name for this sales tax, for example VAT 3%
  • Description: Enter a description for this sales tax, for example VAT 3%
  • Valid from Date: Enter a date from which this sales tax is to be effective, for example 01-01-2011
  • Tax Category: Enter a tax category for this sales tax, for example VAT 3%
  • Summary Level: Ensure this is not checked
  • Parent Tax Rate: Ensure this is empty
  • Sales/Purchase Type: Select Both to ensure this tax is used in both the sales and purchase cycles.
  • Rate: Enter a rate for this sales tax. In our example we will use 3 in order to calculate a 3% tax.
  • Business Partner Tax Category: Ensure this is empty
  • Country: Enter the name of the country for which this tax is being calculated, for example Spain
  • Destination Country: Enter the name of the country into which goods are being sold with this sales tax. Normally this would be the same as the value you entered above(in our example Spain)

Setup accounting

Accounting background process

Out of the box Openbravo comes with an accounting background process enabled. To disable or enable it you have to:

You need to be logged as System administrator

• Go to Application||General setup||Process Scheduling||Process Request
• There will be a process named Acct Server Process
• Click the button Unschelude Process

Show Post buttons/Accounting tabs

Most of the transactional windows can be posted and to do so these windows have a Post button. This button can have two labels:

• Post: Means the record has not been posted. Click it to post the document
• Unpost: Means the record is already posted. Click it to unpost the document

By default the user created by the Initial client setup process can see these buttons. Accounting users may need to see these buttons as well so if that is the case you have to:

Go to Application||General setup||Application||Preference

• Click new and complete the form with the following information:
  • Organization:(*)
  • Attribute: ShowAcct
  • Value: Y
  • Visible at user: Select the corresponding user

You could give access to a particular Role, meaning to all the users that belongs to that role leaving Visible at user field in blank and selecting a role in Visible at role

Doing this you not only allow the user to post documents but also to see the Accounting tabs. You can find examples of these kind of tabs in Product, Product category, Business partner, etc. windows. Through these tabs you can configure the accounts for a particular record

Purchase Management

Order to invoice

This flow shows you how to create a Purchase order, a goods receipt based on this PO and finally a Purchase invoice based on the PO

Purchase order

Goods receipt

based on the PO

Purchase invoice

based on PO

Invoice dimensional report

Sales Management

Order to invoice

Flow starting from SO to SI

Create sales order

Create a goods shipment

based on SO

Create a sales invoice

based on SO

Invoice dimensional report

Financial Management

Payment proposal

1. Create a purchase invoice A
2. Create a purchase invoice B
3. Payment proposal

Payment in advance

Create an order, make the payment and finally invoice the order

1. Create purchase order
2. Create payment out based on PO
3. Create purchase invoice based on PO

Purchase invoice to payment. Flow 1

Flow that creates a payment from the purchase invoice itself

1. Create and pay a purchase invoice

Purchase invoice to payment. Flow 2

1. Create a purchase invoice
2. Create a payment Out based on PI

Sales invoice to payment. Flow 1

Flow that creates a payment from the sales invoice itself

Sales invoice to payment. Flow 2

1. Create a sales invoice
2. Create a payment In based on SI

Financial account. Add transaction

1. Create a purchase invoice
2. Add transaction

Manual reconciliation

1. Create a purchase invoice
2. Manual reconciliation

Imported bank statement

Payment report

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