User Manual 2.2/SinglePageView
About the User Manual
Openbravo
Features
Openbravo is a pure web-based extended ERP for SMEs (Small and Midsize Enterprises). This web-based extended ERP solution includes robust functionalities allowing for the management of procurement, warehouse, projects, manufacturing, sales and financials. Basic CRM (Customer Relationship Management) and BI (Business Intelligence) are built in as well.
User Interface
The objective of this chapter explains the communication interface between the user and the application. It consists of a description of menu functions (toolbar, commands, tabs and buttons), windows functions and common functions of the application.
Logging in
| Languages: |
English | Español | 中文(中国大陆) | zh_tw | Translate this article... |
 | To start a new Openbravo session the user introduces a Username and Password in the login page. There is also a possibility of choosing the language with which to work with. |
 | After confirming username and password validity, the login options window appears.
Login options include Role, Entity, Organization and Warehouse selection. |
Definitions
- Role: Privileges that a user has in the application. Roles permit access to organizations, windows, processes, forms, workflows and tasks. The same role can be assigned to more than one user.
- Entity: A company or a legal entity. The application is designed to work in a multi-company mode, which means that it can operate with various entities that are completely independent.
- Organization: A business unit. Each entity can have more than one business unit defined. Organizations can be described as departments, divisions, etc. and can be located in different regions or countries. Every organization is managed independently, however its possible to share information between them.
Menu Functions
| Languages: |
Based on what is located in a given folder, different icons appear next to the corresponding action name.
 | Window (relation/edition view) | |
 | Form | |
 | Report | |
 | Process | |
 | Task | |
 | Information Selector | |
 | Workflow |
When any window opens on the right side of the screen, the user normally sees a row of tool icons located at the top of the screen, regardless of what is selected. They also notice that related pages are grouped using a tabbed window display.
 | Hide or show the menu, which allows the user to increase the work area of the window | |
 | Create a new record | |
 | Save the current record and go to the relation view | |
 | Save the record and go to a new record | |
 | Save the record and go to the next record | |
 | Save the record and maintain the active record displayed | |
 | Erase the record | |
 | Refresh the window data | |
 | Refresh the window and revert changes | |
 | Move to the first record in the related group | |
 | Move to the previous record in the related group | |
 | Move to the next record in the related group | |
 | Move to the last record in the related group | |
 | Show the previous form | |
 | Allow editing of a specific record | |
 | Export content to excel | |
 | Select field order on the tab | |
 | Show the filter records window | |
 | Organize the menu | |
 | Show documents attached to the active record | |
 | Help button | |
 | Show information about the product version |
This final set of icons also appears when clicking through Openbravo. Through different editing windows, users have additional options which aid in filling in forms, completing reports, etc.
 | Product | |
 | Project | |
 | Account | |
 | Locator | |
 | Attribute | |
 | Business Partner | |
 | Order | |
 | Order Line | |
 | Shipment/Receipt Line | |
 | Debt/Payment | |
 | Assets | |
 | Calendar | |
 | Calculator | |
 | Show results of a search or report request online | |
 | Shows and exports results of a request or report to pdf
format|| | |
 | Reference tool |
Application Menu
| Languages: |
English | Translate this article... |
| |
Definition
In the Application Menu, the user sees certain elements depending on their select role. Different role permit access to different areas. The menu is seen as a tree, where various elements can be grouped into one folder.
Window Functions
| Languages: |
Window in Editing View
 | Clicking on a folder, a corresponding window opens in the Editing Window (in this case, Business Partner Window). All windows in the application have the same structure. In the upper part of the window there is a toolbar that varies depending on the selected window. Below the toolbar the user sees all window tabs that are assigned to the window they are working with. Tabs can be organized in a hierarchy, meaning that one can be a parent tab, with subordinate tabs that allow users to fill in complementary information.
The content of every editing window is different for each, including the fields and features. |
Window in Relational View
 | The user can also open a window in relation view. This screen shows a series of lines and text. Through this view mode the user sees all tab records with basic characteristics. It is a more global style or overview. The specific view and window characteristics are defined in the window configuration in the Application Dictionary. |
Filter Window
 | The system has a filter popup to facilitate the search through a high volume of data. The window opens automatically when it is necessary to use this specific search. Common uses include searching for a business partner or a specific product. |
Confirmation Window
 | The confirmation window appears in the editing window. After entering data, it is necessary to save completed work before moving to another window or tab. If changes made to a window are not saved, the system asks the user if data is to be saved before moving on. |
Common Functions
| Languages: |
English | Translate this article... |
Definition
Common functions are elements that repetitively appear in the application. They include, fields, tabs and processes that are executed while working with the application.
The common elements listed below are not explained in any other section of the document.
Accounting
Every executed operation goes through the accounting process by design. In windows where the the Accounting tab appears, the user sees accounts assigned to the selected records.
Translations
The application is designed to work in different languages, which a user can choose logging in.
The Translation tab appears in all the windows that include records that may be translated. To define a Translation tab, first create a Translation table.
Entity
Entity is a company or a legal entity. Information cannot be translated among businesses. The application is designed to work in a multi-company mode, which means that it can operate with various entities that are completely independent.
Organization
An organization is a business unit. Each entity can have more than one business units defined. Organizations can be described as departments, divisions, etc. and can be located in different regions or countries. Every organization is managed independently, however its possible to share information among them.
Name
Descriptive Name that can have up to 60 characters.
Description
This tab allows the user to introduce a short description of a selected record. It is limited to 255 characters.
Active
This check allows the user to activate and deactivate a record. It means that a record cannot be selected, however content is seen in reports. There are two reasons to deactivate a record instead of deleting it:
- The application requires the record its operations
- The record is used in other records
For example, it is impossible to delete a Business Partner if any outstanding invoices exist. Deactivating a Business Partner assures the user is not able to process the documents with this Business Partner. In addition, any outstanding issues are not lost.
Summary level
It indicates a record is a parent folder and is associated to any node.
Currency
Indicates the currency that is used while processing a record. Used in processes and reports.
Reference Number
Reference number allows a quick and easy search of a particular record. If a record is saved without indicating a number, the system generates one automatically.
Process Buttons
| Languages: |
Many types of process buttons exist, both in the Application Menu, and throughout the program in Editing Windows. Two common types are described below:
Process/Close
 |  |
Through this button the user can change the state of a selected document. There are different types of documents in the application, for example: orders, material receipts and invoices. Every document has a defined life cycle. The life cycles have 5 different states.
- Draft: a document is unfinished and thus only processed in the future.
- Process: This state is applied only to order and material receipts documents. A document is completely introduced and its receipts/invoices are pending. The products ordered have been reserved in the warehouse. At the moment when all required documents are introduced, the document reaches the completed state.
- Completed: A document reaches this completion level when all the operations related to it are fully processed (for example all the order's material receipts have been defined). If it is necessary, the document can be reactivated.
- Void: The documents cannot be deleted, therefore if the user wants to eliminate a document, it must be voided. If the user wants to void a completed invoice, this is done by generating new invoice with the same negative amount.
- Closed: This is one step past the completed state. In this case it is not possible to reactivate the document nor complete any modifications.
Copy Lines
 | This button is useful for similar documents. With this process the user can choose one or more lines from previous documents, and added them to new documents saving time. |
Application Dictionary
In application dictionary the metadata is defined. In this module we activate the reports, processes, forms of the application in order to access them through the menu or windows buttons. Here also we define all the windows that are being constructed automatically while compiling the application. For that reason it is necessary to include the corresponding database tables and columns. It is also possible to design and customize the windows of the application.
Auxiliary Input
| Languages: |
English | Translate this article... |
 |
Definition
This is an supplementary field associated to a tab. It allows the user access to data not defined in the tab and to data that does not have session variable. They are used in an analogous form to tab fields.
For example, selecting a form of payment can require that all payments be made in cash. Although other options exist, the user is forced to follow the rule.
Process Information
- To configure an auxiliary input, the user is required to choose the window to be used, give a name to the auxiliary input, and establish a validation code that establishes a correct value in every moment.
Element
| Languages: |
English | Translate this article... |
 |  |
Definition
All columns with the same database name have by default, centralized help, description and terminology. For example, the name error has the abstract name of ad_error_id. Thus, if a company wants to change the element from error to mistakes, this is completed and managed here in one step.
The Element window defines all existing elements, translations and relations hips with respective columns. This facilitates help maintenance and the application field translation process.
Process Information
In the Used in Column tab the user sees a relation of windows and tabs in which a selected element is used.
Table and Column
| Languages: |
 |  |
Definition
Openbravo stores information in an external database, however the database is managed within the system. The management is done using tables and columns, each with corresponding attributes, keys, and other identification information.
The definition of a table includes the table and its column parameters. In order to access a table from a selected window it is essential to activate the table beforehand.
Process Information
- The most significant data to be introduced is as follows:
- A table name in the application - Name
- A table name in the database - DB Table Name, Data Access Level, Window, and PO Window.
- Before creating tables and columns in the application, create them in the database.
- Create Columns from DB button: Introduces all records in a selected tab. It is recommendable to check the configuration after the execution of the process.
- The definition of a column determines the fields design in a tab.
Field Group
| Languages: |
English | Translate this article... |
 |
Definition
The Field Group window allows the user to define subsections inside any tab as means of seeing well organized information.
An example of a field group might be Amounts which groups the relative data: Price, List Price, Discount, Tax, Currency, etc. This window is only modifiable by the system administrator.
Window, Tab & Field
| Languages: |
 |  |  |  |
This window allows for the definition and configuration of every Window, Tab and Field in the application.
Windows
Windows are screens used by the application to manage data. On these screens it is possible to insert, update or delete data. Openbravo defines two types of windows: standard windows and forms. A window is composed of one or many tabs.
Users create and activate a table in the database of the Application Dictionary/Table and Column before creating a new window.
Tabs
Tabs organize data in Openbravo hierarchically in a window. A tab is composed of one or many fields. In a window, tabs can be independent or subordinated to other tabs.
In the access tab the user defines selected window access permissions. It is possible to give different permissions to different application roles. This way, the user can apply different access configurations for every Role.
Tabs
- Tab: Defines all tabs of a selected window in the application. The user can hide, copy or modify tabs.
Fields and Field Sequence
Data is structured into fields within a tab. Fields can be a registry, or space used for a particular data category. A field is one or more related characters treated as a unit constituting part of a record. Fields are where items such as names, dates, etc. are inserted.
A Field Sequence is the order in which fields are displayed in a window, form, or report.
Tabs
- Field: Defines all fields of a selected tab of the application.
- Field Sequence: Allows the user to set the order of displaying fields.
Form
| Languages: |
English | Translate this article... |
 |  |  |
Definition
A manually generated window where data is introduced, modified, or deleted. Unlike standard windows, forms permit more complex data entry and allow the user to input data to be used in more than one location.
Process Information
Once created manually and introduced to a corresponding folder, forms can be activated in the application. If any report or process needs the entry parameters, they are defined in the Parameters tab.
Reference
| Languages: |
 |
Definitions
References define data types. This is for the purpose of inputs, processing, outputs, or storage by the application regarding fields and their parameters. In the configuration of a column, it specifies the data type that it contains. Reference examples include the following: string, date, integer, list, and search.
Search validation: In some cases the user can use a pop-up window to fill in a selected field. The pop-up facilitates the selection from the list with a possibility of using different filters. These fields are created with the search type reference.
Tabs
- Reference: Defines specific fields and their parameters. References can be by type, data type, validation by list, validation by table, or validation by selector.
- List validation: Defines the possible values for a list type reference. This type of reference is used only when there is a unique set of possibilities that are not significantly different from one another. A good example of such a list are days of the week. This list can only be modified by the system administrator.
- Table validation: Allows the user to choose a table and a column that are related to the table type reference. This reference is used when a selected column does not meet the rule "table name"+_ID. In this case the TableDir reference cannot be used and it is essential to create a table type reference indicating the Table and Column that the user wants to make a reference to. For example, the user can find in M_LocatorTo_ID column in M_MovementLine table. To be TableDir it is M_Locator_ID with a table type reference locator.
- Search validation: The user defines a table and a column referenced.
- Search validations columns: The user defines other columns that the selector needs. The pop-up windows are created manually.
Process Information
In the configuration of a column, the user can specify the data type and a field type that appear in the window. As means to do that the user selects a data type reference. If he/she selects table, list or selector reference, they are required to also choose a corresponding validation type reference.
Validation Rule
| Languages: |
 |
Definition
Validation Rules allow the user to define all checks that exist in the application for a correct data introduction and maintenance.
For example, to check if a column belongs to a table that already exists, the user selects the "Validation Rule" tab. In that way he/she prevents an introduction of the columns that refer to non-existing tables.
Message
| Languages: |
 |
Definition
Messages are automated responses based on actions and clicks made by the user. They may be helpful, give warnings, ask for confirmations, etc.
In this tab, the user defines different messages and types of messages generated by the application. For example, if a user tries to enter a window that is unavailable due to their user privileges, a previously designed message appears.
Report & Process
| Languages: |
 |
Definitions
Reports: An output in html or pdf. with objective of displaying requested information in a clear and organized manner. Reports may be customized depending on what the user wants to see, and are commonly used to explain a global position or summary.
Processes: An automated group of operations executed in the database. Upon entering requested data, the process is executed and completed by clicking on a confirmation button.
Tabs
This area shows all reports and process which can be directly accessed from the application. If a report or process requires entry parameters, they are defined in the parameters tab.
- Report example: Sales, Inventory, Invoicing, etc.
- Process example: Invoice creation from Shipment, etc.
Text Interfaces
| Languages: |
 |
Definition
Text interfaces determine what content language/information the user sees in each window, tab, and field.
In this tab, the user configures the translation of manual windows and generated documents. They can indicate a text to be translated and the folder where it is located. If the folder's name is empty the translation is applied to all files where the selected text appears and to the files that do not have any specific translation.
General Rules
System Rules
| Languages: |
 |  |  |  |
Background Process
In this form the user sees all background processes defined for the application. It is possible to activate/deactivate the process and visualize the process execution log.
Process Scheduling
In this window, the user can schedule processes that are automatically executed. Processes can be executed daily or on the specific days of the week. It is also possible to set a time to execute the process.
Language
This window allows for the definition of various languages. It is possible for users to access the application and use the same information and interfaces (windows, tabs and fields) in different languages.
If a language is a system terminology, the field translation is allowed.
Import/Export Translations
Through this window the user can import/export application translations as an .xml file.
Currency
 |  |
In this window the user can define any currency for use in the application.
- New currencies can be added by the System Administr