Little setup guide

Little Setup Guide

This Setup Guide will guide you through your first Openbravo setup. After reading this how-to you should be able to use openbravo for "working" purposes.

Login

If you have installed openbravo on your localhost and you will access it from your localhost, you must type in your browser http://localhost:[tomcat-port]/[openbravo-installation-name]/

Whereas openbravo-installation-name is the name you chose while installing openbravo and tomcat-port is the port that tomcat is using (Port 8180 in Debian GNU/Linux, Port 8080 on most other linux Distributions). The default openbravo-installation-name is "openbravo".

Examples:

Ubuntu/Debian/FreeBSD

http://localhost:8180/openbravo

Windows XP/Other Linux

http://localhost:8080/openbravo

In the login-page type as username "Openbravo" and in the password "openbravo", without the quotes.

Note: The username starts with a capital O and the password starts with a lowercase o

Remember to change the default password of your Openbravo user, because the whole world knows this password.

To change the password:

• To open the role information window, click on the left-top link labeled as Openbravo (just to the left of the red X logout icon).

• Then click on Change password link to perform the change (on the left of this window under Options).

Usage of the Roles

A Role is like a group. For every Client you can create its own roles. To these roles you grant access to modules of openbravo. A role is not a user. If you assign a role to a user, this user has the rights and restrictions that the role has. So you can quickly add new users, and assign them specific roles, e.g. salesrole for sales people.

If you are logged in, then you can change the role of the user. This is done by clicking in the upper-left corner, on the icon on left side, beside the name of the logged-in user.

After clicking a pop-up appears, where you can change the role. Also you can quickly change the language of the interface here.

To assign a default role to a user, go to General Setup->Security->User, choose the user you want to assign a role, and select then a role in the "Default" section.

Change language of Openbravo

You can change the language for a specific user from the Role pop-up window. Also read the Openbravo Localization FAQ.

Change the order of the menus in Openbravo

Versions before 2.34

Log in the application and set your role to System Admin. Then go to General Setup, Application, and Menu. Once you arrive to that window, you need to click on the "tree" button, and a new window with all the menus will pop up. Once there, you will notice 2 sides on the window. On the top side you will see the all the menus in a "tree" mode. On the down side you should see some checkboxes.

The first thing you should do is to click on "take element", on the down side of the window. Then click the menu you want to move (the application dictionary in the example). Then click in the "Assign to" checkbox in the down side, and after that select again another menu on the top side. The last thing you need to do is to specify if you want the first menu to be under the secondly selected menu (same level) or if you want it to be inside the secondly selected menu (inside) to become a son of the first menu. Click on OK to the changes to take effect.

In order to see the changes you just made, just log out-log in and there you go. You dont need to compile anything.

Versions 2.34 and above

Same as for previous versions, you must log in the application and set your role to System Admin. Then go to General Setup->Application->Menu. Once you arrive to that window, you need to click on the "tree" button, and a new window with all the menus will pop up.

Once there, with the drag and drop utility, just drag the menu you want to move, and drop it anywhere. You will see instantly the new position of the menu in that window.

In order to see the changes you just made, just log out-log in and there you go. You don not need to compile anything.

Enter Base Data of a Company

Add a new client

Firstly you want to create a client. To create a client you must have the "System Administrator" role. The client is your company, e.g. "Openbravo". An organization is a unit of your company, it could be regional like "Openbravo-London" or "Openbravo-Paris", or departmental like "Sales" or "Shop". If you have a small business you can choose the same name, e.g. "Openbravo", as client name and organization name.

You should check the How to create a new entity for more information on this process.

While creating your client you must setup an "Client Username" and an "Organization Username". If your are in a Country with an extra Accounting-Schema you must upload your Accouting File here.

Normally these Users were created in the setup, but there is a bug in rev2.33. So read here on.

Make sure you are logged in with the client username (password defaults to username) before you continue.

You can check in Financial Management->Accouting->Setup->Account_Tree->(tab)Element_Value that all your accounts are inserted.

If only one account is shown, click on the List-Button, marked yellow in the picture.

You can also check the Defaults in Financial Management->Accounting->Setup->Accounting Schema if your Accounting Schema is correctly installed. On the upper-right side select the "Defaults" Tab to navigate to the Accounting Schema Defaults.

Now we should check our client information, were we can setup some default for selectboxes and other stuff. We navigate to General_Setup->Client->Client->(tab)Information.

There we should UNCHECK "Allow negative Stock" checkbox. If you DONT want to use the Warehouse Module of Openbravo, then you can check the "Allow negative Stock" checkbox. Then we save the record.

Add a new user

To add a new user for e.g. a new employee, go to General Setup->Security->User and click the button "Create a new Record". Fill in all needed fields and select the appropriate things in the "Defaults" section, like "Default Role","Default Client". To insert a password, DONT click inside the html-field and type your password, it wont be saved. Click on the password-button right-sided and fill in there your password. If you get redirected to the login page, after login with your new user read here on.

Insert Business Partner Group

Go to Master Data Management>Business Partner

A Business Partner Screen will open

If a filter window opens, close this for now.

In the Edit Screen, The Enter the name by which you would like to filter this partner

Select Customer, Vendor, or both

Click OK

Insert Title

Guidance Insert Title

Insert Unit of Measure

Guidance Insert Unit of Measure

Insert Payment Term

Every Invoice needs a Payment Term, equal if sales-invoice or purchase-invoice.

Navigate to Master Data Management->Business Partner Setup->Payment_Term.

There fill out the fields like "Name" with e.g. "7 Days" and save the record

Suggestive Entries for small companies:

Field: Search Key

1. Direct (Cash)
2. 7 Days (Cash)
3. 14 Days (Cash)
4. 14 Days (Bank)

Field: Name

1. Direct (Cash)
2. 7 Days (Cash)
3. 14 Days (Cash)
4. 14 Days (Bank)

Field: Activ

1. YES
2. YES
3. YES
4. YES

Field: Default

1. Which of the payment terms a company uses as default is the companys decision.

Field: Fixed Due Date

1. NO
2. NO
3. NO
4. NO

Field: Next Business Day The Next Business Day checkbox indicates that payment is due on the next business day after invoice or delivery.

1. NO
2. NO
3. NO
4. NO

Field: Offset Month Due The Fixed Month Offset indicates the number of months from the current month to indicate an invoice is due. A 0 indicates the same month, a 1 the following month. This field will only display if the fixed due date checkbox is selected.

1. nothing
2. nothing
3. nothing
4. nothing

Field: Overdue Payment Days Rule

Indicates the number of days after invoice date that payment is due

1. 0
2. 7
3. 14
4. 14

Field: Overdue Payment Day Rule When defined, overwrites the number of net days with the relative number of days to the the day defined.

1. nothing
2. nothing
3. nothing
4. nothing

Field: valid

1. YES
2. YES
3. YES
4. YES

Then we navigate to the Tab "Lines"

Suggestive Entries for small companies:

Field: Payment Terms

1. Direct (Cash)
2. 7 Days (Cash)
3. 14 Days (Cash)
4. 14 Days (Bank)

Field: Line No.

1. 10
2. 10
3. 10
4. 10

Field: Percentage Due

1. 100
2. 100
3. 100
4. 100

Field: Overdue Payment Days Rule

1. 0
2. 7
3. 14
4. 14

Field: Next Business Day

1. NO
2. NO
3. NO
4. NO

Field: Form of Payment

1. Cash
2. Cash
3. Cash
4. Bank deposit

Field: Rest

Field: exclude Tax

Insert Business Partner

Navigate to Master_Data_Management->Business_Partner.

After fill out minimum the yellow fields, we save the record. Then we can check if our business partner is a customer. Every business partner could be a customer and/or a vendor, so we must check in the corresponding tabs if the correct combobox is checked. We navigate to the "Vendor/Creditor" tab on the upper-side and check if the "Vendor" checkbox is checked.

Then we navigate also on the upper-side to the tab "Location/Address" were we must fill out the Location/Address of our Vendor/Creditor.To fill the needed fields we must click on the right-sided button.

A pop-up will appear were we can set the specific address details.

After closing the pop-up, we save the form.

Insert Warehouse

Guidance Insert Warehouse

Insert Product Category

Navigate to Master_Data_Management->Product_Setup->Product_Category.

There we setup a Product Category that would fit to our Product. E.g. Product Category is "Shoes" and the later Product is a "Running Shoe".

Insert Tax Category

We go to Financial Management->Accounting->Setup->Tax Setup.

Choose "Tax Category".

There fill out all needed fields and save the Record.

Insert Tax Rate

Navigate to Financial Management->Accounting->Setup->Tax Rate

There fill out the Name e.g. "19% VAT" and set the "Rate". The Rate for 19% would be "19". Then save the record.

After that navigate to the uppser-side Tab called "Accounting".

There connect the correct Accounts. Then save the record.

Insert Product

Navigate to Master Data Management->Product and fill out all needed fields.

Then navigate to the "Price" Tab of your Product.

Insert Price List Schema

Navigate to Master Data Management->Pricing->Price List Setup.

There we choose "Price List Schema".

A very small business which has not many pricelists, even one, could choose "Standard Price List Schema" as name perhaps. After filling out this form, save it.There is a bug in rev2.33 which does not set a 'P' in the column "discounttype" in the table "M_DiscountSchema". You can watch the DB entries in the PostgreSQL Database with

• (PostgreSQL) SELECT * FROM M_DiscountSchema;

and update some entries with

• (PostgreSQL) UPDATE M_DiscountSchema SET discounttype='P' WHERE name='myschemaname';

After then you are able to see and select the Price List Schema in Price List Version at next.

Insert Price List

Navigate to Master Data Management->Pricing->Price List

A very small business which has not many pricelists, even one, could choose "Standard Price List" as name perhaps. Select "Sales Price List" and for small businesses select "Default". Then save the Record.

Insert Price List Version

Navigate to the "Price List Version" Tab.

There is automatically filled out the Name of the Price List Version, but it is not saved. You can change the name to your needs and save it. Also save the record, even if you haven´t changed anything, because its only automatically generated temporary data.

Insert Product Price

Navigate to the upper-side Tab called "Product Price".

There insert the Products and Prices for these Products. If you not insert here Products, you cannot later search for them in the Sales Invoice. After that is done, save the record.

Navigate back to Master Data Management->Product->(tab)Price.

Select the "Price List Version" from the select-box. Then the Prices will be automatically filled with the Prices setup in the Price List Version.

Insert Cashbook

Guidance Insert Cashbook

Insert Bank account

Guidance Insert Bank Account

Default Procedures of a Company

Physical inventory

Inserting Physical Inventory

Inserting Physical Inventory

Most user will have still some product if he starts with an ERP System, so a Physical Inventory could be done. We navigate to Warehouse Management->Transactions->Physical Inventory.

there we fill out the Name, e.g. "Inventory 2007" and choose the Service Point, where we want to do the physical inventory. Then we save the record.

Then navigate to the Tab "Lines"

There we insert our products and quantity we got, then save the record.

Now go back to the Tab "Header" and click the Button "Update Quantity".

Then a pop-up will appear were we click "OK". Now we click the Button "Process Inventory Count" were also a pop-up appears.

There we click on the Button "OK".

We can watch all Transactions of the Warehouse in Warehouse_Management->Transactions->Goods_Transactions.

To check the warehouse, we will go to Warehouse Management->Analysis Tools->Stock Report.

There we click on the Button "HTML Format" and a pop-up will appear with our stock report.

After checking if all is done correctly, we close the window. For a Valued Stock Report, we navigate to Warehouse Management->Analysis Tools->Valued Stock Report.

There select the "Warehouse" and the "Product Category" and click the Button "HTML Format". Then the page updates and you will see your products.

Sale

Writing a Sales Order

We navigate to Sales_Management->Transactions->Sales_Order.

There we select our business partner.Choose as "Transaction Document" the "Standard Order". Now we need a business partner which is setup as "Customer". Then choose the "Delivery Terms". If you set e.g. "After receipt", then you only can stock-out the product of the warehouse, when the sales order is paid. Then we save the record.

If we have got paid for the Sales Order, we navigate to the Tab "Payment".

There we fill in the Amount and the "Due Date" and save the record. After that we navigate back to the Tab "Header" and click on the Button "Complete". Then a pop-up will appear.

There we choose for "Action regarding Document" the "Complete" action and click on "OK".

Writing an Sales Invoice from a Sales Order

Navigate to Sales Management->Transactions->Sales invoice there you see many yellow fields which mean, that these fields MUST be filled out. Ok, when we check these fields we see, we got no "business partner".

To navigate quickly to the page where we can setup a business partner, we click on the blue "business partner" link. There we create a new Record

Writing Sales Invoice

Navigate to Sales Management->Sales Invoice

Fill out all needed fields and save the record. Then navigate to the "Lines" Tab on the upper-side.

Select a Product you want to buy. Select a "Tax" from the select-box, the field is not yellow but it is mandatory. Save the record.

After that, go back to the Head Tab of this Sales Invoice and click the button "Complete".

Preview Sales Invoice

Now we want to look at our Sales Invoice how it looks like. Therefor we push the Print-button, but there is a [bug] in rev2.33, so that it doesnt work out-of-box.

Solution: Download newest version of RptC_Invoice_Lines.jasper from [sf.net.] Copy it to

• (Debian/Etch) /var/lib/tomcat5.5/webapps/openbravo233/src-loc/design/org/openbravo/erpReports/

and

• /opt/OpenbravoERP233/AppsOpenbravo/src-loc/design/org/openbravo/erpReports/

Then Download RptC_Invoice.java from [sf.net.] Copy it to

• /opt/OpenbravoERP233/AppsOpenbravo/src/org/openbravo/erpReports/

The HEAD file is always the newest version of this file.

If you got Revision 931 of the file RptC_Invoice.java, then replace this method in the file RptC_Invoice.java. First check if your editor is in UTF-8 mode [here.]

public void doPost (HttpServletRequest request, HttpServletResponse response) throws IOException,ServletException {
   VariablesSecureApp vars = new VariablesSecureApp(request);

   if (vars.commandIn("DEFAULT")) {
     String strcInvoiceId = vars.getSessionValue("RptC_Invoice.inpcInvoiceId_R");       
     if (strcInvoiceId.equals("")) strcInvoiceId = vars.getSessionValue("RptC_Invoice.inpcInvoiceId");
     printPagePDF(response, vars, strcInvoiceId);
   } else if (vars.commandIn("FIND")) {
     String strbPartnerId = vars.getStringParameter("inpcBpartnerId");
     String strDateTo = vars.getStringParameter("inpDateInvoiceFrom");
     String strDateFrom = vars.getStringParameter("inpDateInvoiceTo");
     String strDocNoFrom = vars.getStringParameter("inpInvoicedocumentnoFrom");
     String strDocNoTo = vars.getStringParameter("inpInvoicedocumentnoTo");
     String strcInvoiceId="";
     RptCInvoiceData[] data2= RptCInvoiceData.select(this, strDocNoFrom, strDocNoTo, strbPartnerId, strDateFrom, DateTimeData.nDaysAfter(this, strDateTo,"1"));
     int j;
     for (j=0;j<data2.length;j++) {
       if (j!=0) strcInvoiceId += ",";
       strcInvoiceId += data2[j].cInvoiceId;
     }
     strcInvoiceId = "("+strcInvoiceId+")";
     printPagePDF(response, vars, strcInvoiceId);
   } else pageError(response);
 }

Then goto the Openbravo installation directory, e.g. /opt/Openbravo233/AppsOpenbravo and type in following command "ant compile.development -Dtab=xx". Then restart tomcat with "/etc/init.d/tomcat5.5 restart". Now we can push the print-button and see our Sales Invoice

Remove Products of Sales Invoice from Warehouse

After we completed a sales invoice, we want that our warehouse stock is updated. So that we can see our delivered products are not anymore in our warehouse. We navigate to Sales_Management->Transactions->Goods_Shipment.

There we select the "Sales Order" to which we delivered products. Then choose as "Business Partner" the same as on the Sales Order.Then save the record.

If not all products are delivered from the Sales Order, we can select only these products which are really delivered. We click on the Button "Create Lines from" and a pop-up appears.

In this pop-up we select the products which we delivered. If not all products are delivered you can only choose these which are delivered. In the "Order" selectbox you select the Order to which the products are belong. In the "Warehouse Position" field you select the position you will get these products in your warehouse. Then choose the products which are delivered and click on the "OK" Button.

To check that all Lines are correct, we navigate to the Tab "Lines".

All selected products are there. Now we navigate back to the Tab "Header" and click on the Button "Complete". Then a pop-up appears.

There we choose as "Action regarding Document" "Complete" and click "OK". After that we navigate to Warehouse_Management->Transactions->Goods_Transactions.

Now we can see there, that our products moved out the Warehouse.

Remove Automatically Products from Sales Order(s) from Warehouse

We navigate to Sales_Management->Transactions->Create_Shipment_from_Orders.

There we select the Sales Orders we want to automatically create the shipment out off the warehouse.

Purchasing

Write a Purchase Order

Warehouse management

Check Transactions of Warehouse