Openbravo QuickStart 2                                 User Manual                              Chapter 1a – Order to     ...
IntroductionThis workflow manages the life-cycle of a sales process, from the moment a BusinessPartner requests a quotatio...
ConfigurationSome configuration needs to be done before performing the process:    • Sales product and prices configuratio...
• Attribute Set - The attribute set that should be selected for the product. The       attribute can be a lot, a serial nu...
Finding a Business PartnerGo to Master Data Management || Business Partner window and click the search icon(the little mag...
Mandatory fields:    • Search Key – a unique key or ID of the business partner    • Name - full name    • Business Partner...
The following fields need to be configured in here for each business partner that is acustomer:     • Customer - check thi...
• Financial account - your financial account used to collect payments from this       customer     • Credit limit - If the...
Prepare QuotationTo enter a quotation, use the Sales Management || Transactions || SalesOrder window and create a new reco...
methods as required can be defined. Each payment method can be configured       having different business logic for collec...
• Tax - automatically selected according to the Tax Category configured for the       product and the regions of the shipp...
Then, order the results of the search by clicking on the Transaction Document column:Converting a quotation into a sales o...
Note: the emailing functionality needs to be configured properly, if it is malfunctioningplease contact your administrator...
Complete the document and note that the Document Status will change to Completed.Generating an Independent Sales OrderTo c...
In this new window, open the search and select any sales order document (note that thequotations are also displayed) and c...
Select the lines to be copied into the sales order, change the Price and Quantity if neededand then click OK. Change any i...
• Document No. - document number of the sales order. By clicking this link, you will       be taken to the Sales Order win...
Select a customer inside the Business Partner field and then click the Create Lines Frombutton to show a new dialog where ...
Management || Analysis Tools || Stock Report to see that the material is no longer inthe warehouse.
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Transcript of "Qs2 um en_01a_order_to_shipment"

  1. 1. Openbravo QuickStart 2 User Manual Chapter 1a – Order to Shipment v2.0.2 Permission is granted by Openbravo, S.L.U. to Openbravo Business Partners to modify (including adapt, translateand/or extend) and reproduce this work for internal purposes, and reproduce and distribute the original or adaptedwork to their clients having an active subscription to the Openbravo Professional Edition, provided such clients are under obligations of confidentiality towards the Openbravo Business Partner and may not redistribute the work to third parties. All other rights are reserved. Introduction ....................................................................................... 2 Abstract Business Process .................................................................. 2 Roles Involved .................................................................................... 2 Configuration ...................................................................................... 3 Sales Products and Prices Configuration................................................. 3 Step-by-Step....................................................................................... 0 Identify Business Partner..................................................................... 4 Finding a Business Partner ................................................................ 5 Creating a New Business Partner ....................................................... 5 Analyze Risk for the Business Partner .................................................... 8 Prepare Quotation .............................................................................. 9 Manage Quotations ............................................................................ 11 Send Quotation ................................................................................. 12 Sending Quotations by Email ............................................................ 12 Sending Quotations by Fax............................................................... 13 Create Sales Order ............................................................................ 13 Converting an Accepted Quotation into a Sales Order ..........................13 Generating an Independent Sales Order.............................................14 Manual ....................................................................................... 14 Copying Lines from a Previous Order ..............................................14 Copying Lines from the History of Previous Orders............................15 Book Sales Order............................................................................... 16 Manage Pending Orders...................................................................... 16 Prepare and Quality Assure Shipment...................................................17 Shipment ......................................................................................... 17 Creating Shipments from Pending Orders ...........................................17 Creating Shipments Manually .............................................................. 17
  2. 2. IntroductionThis workflow manages the life-cycle of a sales process, from the moment a BusinessPartner requests a quotation or orders goods, to the moment the warehouse staff ships themerchandise.Abstract Business ProcessThe abstract Order to Shipment is defined by the following business process diagram:These are the main sub-processes that form it: • Selecting the Business Partner (or creating if needed) • Requesting and managing quotations • Generating Sales Order • Managing pending orders and shipping • Generating the invoiceRoles InvolvedThe following roles are involved within this process: • Sales - the main role in this chapter (will also manage Business Partners) • Material Management - needed to manage the shipments
  3. 3. ConfigurationSome configuration needs to be done before performing the process: • Sales product and prices configurationSales Products and Prices ConfigurationSales products need to be configured prior any sell in the application. In fact, each productthat is being sold needs to have a price in the sales price list in order to be selectable inany transactional document like a sales order or a sales invoice.To create a product, use the Master Data Management || Product window and create anew record:Fields to note: • Search Key - ID or key name to identify the product • Name - full name of the product • Tax Category - assign a predefined tax category to the product. Selecting this product in an order or an invoice line will automatically use this tax for the calculation. • UOM - basic unit of measure of the product. Selecting this product in an order or invoice line will automatically preselect this UOM.
  4. 4. • Attribute Set - The attribute set that should be selected for the product. The attribute can be a lot, a serial number or an specific attribute like size, color... • Cost type - Cost calculation configuration for this productThen, move to the [Price] and enter the price for this product into an existing sales pricelist (this needs to have been created previously):Fields to note: • Price list version - Select the price list version of the sales price list • Standard price - The price for which the product will be sold • List price - The price used to calculate the discount compared to the standard pricesUsually standard and list prices are the same, and the user changes the unit price inthe order or in the invoice.Note: A company can purchase an sell the same product. In this case, the productshould have a two prices, one assigned to the sales and one to the purchase price list.Step-by-StepIdentify Business PartnerThe Sales role should be used.
  5. 5. Finding a Business PartnerGo to Master Data Management || Business Partner window and click the search icon(the little magnifying glass in the toolbar above):Use the filter for finding a specific business partner(s). Use % (percentage sign) as awildcard for any character. Then switch to grid view to list the business partners thatmatched the search criteria:Double click a business partner to open it in form view and see more details.Creating a New Business PartnerBefore creating a quotation or a sales order, a business partner must you will be dealingwith must exist.If one does not exist yet, register a new one using the Master Data Management ||Business Partner window and creating a new record:
  6. 6. Mandatory fields: • Search Key – a unique key or ID of the business partner • Name - full name • Business Partner Category - used to group business partners together and predefine accounting specifics on the level of each groupSave the record and switch to [Customer] tab:
  7. 7. The following fields need to be configured in here for each business partner that is acustomer: • Customer - check this off, indicating that this business partner is a customer • Price List - select a sales price list that applies to this customer (prices of products entered into sales documents will be taken from this price list) • Sales Representative - select a sales representative responsible for this customer if there is one • Invoice terms - Select the invoicing terms for the customer, selecting among the choices: ◦ After Order Delivered - the invoice only be automatically generated after all products of the sales order have been shipped ◦ After Delivery - products of the sales order will be automatically invoiced as they are shipped, even if there are partial shipments ◦ Do not invoice - no invoice will be generated automatically. ◦ Immediate - the invoice will be generated on the next run of the Generate Invoices process ◦ Customer Schedule after Delivery - the invoice will be generated according to the calendar agreed with the customer. • Payment method - the payment method (such as cash, bank transfer, check, etc) used for sales transactions with this customer • Payment Terms - select one of the predefined (user can predefine as many as required) payment terms (such at 15 days, 30 days, installments, etc)
  8. 8. • Financial account - your financial account used to collect payments from this customer • Credit limit - If the sum of all pending payments is over this credit limit, the system will alert the user that this customer has reached the credit limit when selecting this business partner in sales documents (order, shipment or invoice)To create a Sales Representative, create a new business partner, enter a name, forexample John Moneymaker and Save it.Switch to [Employee], tick off the Is Sales Representative checkbox and save it. If younow create a new sales order, you will be able to select John Moneymaker as the SalesRepresentative:Analyze Risk for the Business PartnerPlease refer to the Collection chapter of the user manual to learn how to see the creditused and credit available for a specific business partner.
  9. 9. Prepare QuotationTo enter a quotation, use the Sales Management || Transactions || SalesOrder window and create a new record inside [Header]:Fields to note: • Transaction Document - select Quotation which indicates a potential sales order and distinguishes it from the rest of the orders. • Business Partner - choose a customer (business partner marked as a customer) for which the proposal is being made. Upon selecting one, note how most of the mandatory fields are filled in automatically according to the customer details we have entered inside the [Customer] tab of the Business Partner window (such as Partners address, Price list, Sales Representative, Payment method and Payment terms. However, these can now be changed if required. • Invoice Address - address that will be used upon generating the invoice • Delivery Location - address that will be used when generating a shipment • Document Status - status of the document, possible options are: ◦ Draft - Saved but not completed. It has no consequence in the system. ◦ Completed - A document which will be marked as pending to be delivered and eventually invoiced. ◦ Closed - A closed document cant be re-opened and does not appear as pending in any part of the system • Total Net Amount - Total amount without the taxes • Total Gross Amount - Total amount with taxes included • Invoice Terms - The Invoice Rule defines how a Business Partner is invoiced and the frequency of invoicing • Payment Method - Payment methods describe how an invoice will be paid, for example, checks, cash or bank transfer. In the new payment flow as many payment
  10. 10. methods as required can be defined. Each payment method can be configured having different business logic for collections and paymentsSave the record and switch to [Lines]:Create a new line selecting the desired product. These are the fields to note • Product - select the product to be quoted. Please, refer to the configuration section to see how products for sale are created. Notice how some other fields such as Unit Price, UOM, Currency, etc are also automatically selected. • Attribute Set Value - if required by the product definition, select a specific attribute of the product being quoted • Ordered Quantity - the number of items (in unit of measure selected) being quoted • Delivered quantity - a read-only field that will be filled once there is a shipment related to this line • Invoiced quantity - a read-only field that will be filled once there is an invoice related to this line • Net Unit price - Price offered by the quotation. This field will be automatically retrieved upon product selection from the standard price of the product in the sales price list selected in the [Header] of this document. By default, the user has the freedom to change it which will be reflected in the line amount and the discount field. • Net List price - This field will be retrieved upon product selection depending on the list price of the product in the sales price list selected in the [Header] of this document. This field is informative so that the discount can be calculated. • Discount - This field displays the discount Unit Price offers compared to the List Price. The goal of this field is to show the discount of the line.
  11. 11. • Tax - automatically selected according to the Tax Category configured for the product and the regions of the shipper and the receiver. • Line Net Amount - multiplication between Ordered Quantity and the Unit PriceCreate as many lines as required and then go back to [Header]. Once the quotation isfinished, it must be completed by clicking the Complete button:After completing the quotation, the Document Status changes from Draft to Under way.We can now print the quotation and send it to the customer by fax, mail, email, etc.Because this is a sales order of type Quotation, the document can still be changed after ithas been completed and put into Under-way status.Manage QuotationsTo view pending quotations go to Sales Management || Transactions || Sales Orderwindow and list all the records in the grid view. Using the filters, list the quotations youneed to manage.
  12. 12. Then, order the results of the search by clicking on the Transaction Document column:Converting a quotation into a sales order or voiding it will be explained in the followingsections.Send QuotationThe Sales role should be used.A quotation can be sent to the customer in several formats: by e-mail, fax, mail, etc.Sending Quotations by EmailTo send a quotation by email, open the quotation inside the Sales Management ||Transactions || Sales Order window and then click on the mail icon in the toolbar:Type in the receivers e-mail, and the e-mail subject and content. Attach another file (apartfrom the quotation pdf attached by default) if needed and send it:
  13. 13. Note: the emailing functionality needs to be configured properly, if it is malfunctioningplease contact your administrator/consultant.Sending Quotations by FaxThis process must be done outside Openbravo ERP as it does not support fax integration.Print out the quotation using the printer icon in the toolbar and then use a normal fax tosend it.Create Sales OrderThe Sales role should be used.A sales order can be generated in two different ways: 1. By creating it independently from scratch 2. By converting an existing quotation into a sales orderConverting an Accepted Quotation into a Sales OrderWhen a quotation is accepted by the customer, it is time to convert the quotation into asales order.Navigate to the Sales Management || Transactions || Sales Order window and selectthe desired Quotation document. Using the Transaction Document dropdown field,change it to the Standard Order type and SAVE! Upon save, the description field will beupdated with the quotation document number, to enable tracking of sales orders that camefrom a quotation:
  14. 14. Complete the document and note that the Document Status will change to Completed.Generating an Independent Sales OrderTo create sales order from scratch go to Sales Management || Transactions || SalesOrder window and create a new record. See Quotation section of this document fordescription of the relevant fields in the document header with the difference ofselecting Standard Order as the Transaction Document.The header of the sales order would then look similarly to:There are 3 ways of entering lines into the sales order: • Manually, line by line • Copying lines from a previous order using the Copy from Order button • Copying lines from a history of previous orders of the customer using the Copy Lines buttonManualPlease refer to the Quotation section of this document to see how to enter manual lines ina sales order. Enter product attributes (color, size..) for lines that need it.Copying Lines from a Previous OrderClick the Copy from Order button in [Header]:
  15. 15. In this new window, open the search and select any sales order document (note that thequotations are also displayed) and click OK:See that the lines that were in the selected order are now inserted in the [Lines] tab of thesales order. Change any information (quantity, amount, unit price), or enter productattributes (color, size..) for lines that need it.Copying Lines from the History of Previous OrdersUsing the Copy Lines button in the [Header] the following window appears showingproducts that have been ordered by the customer in the past:
  16. 16. Select the lines to be copied into the sales order, change the Price and Quantity if neededand then click OK. Change any information (quantity, amount, unit price), or enter productattributes (color, size..) for lines that require them.Finally, complete the sales order by clicking the Complete button. See that the DocumentStatus changes from Draft to Completed.Book Sales OrderWhen a sales order is completed (using the Complete button), the products and theirquantities automatically get booked (reserved) within the inventory.The process of physically booking the goods must be done outside Openbravo ERP.Manage Pending OrdersThe Material Management role should be used.To see the orders pending to be shipped, use the Sales Management || Transactions ||Create Shipments from Orders form and the filters available to narrow down the shownresults:Columns to note:
  17. 17. • Document No. - document number of the sales order. By clicking this link, you will be taken to the Sales Order window and the specific order you have clicked. • Business partner - customer that submitted the sales order • Order date - date of the order • Lines Amt - Total lines amount without taxes • Not delivery - The amount still pending to be delivered for the specific orderPrepare and Quality Assure ShipmentThis process should be physically done outside Openbravo ERP. The Goods Shipmentdocument and its Description fields can be used to enter any notes regarding thepreparation of the shipment.ShipmentThe Material Management role should be used.Creating Shipments from Pending OrdersTo see the orders pending to be shipped use the Sales Management || Transactions ||Create Shipments from Orders form and the filters to narrow down the search for thedesired orders. See the Manage Pending Orders section of this document.Using the form above, select the order(s) you want to ship and click the Process button togenerate the underlying Goods Shipment document(s). The message shown will displaythe shipment number(s) it just created. Navigate to the Sales Management ||Transactions || Goods Shipment window to ensure the shipment document(s) have beencreated.Creating Shipments ManuallyNavigate to the Sales Management || Transaction || Goods Shipment window andcreate a new record inside [Header]:
  18. 18. Select a customer inside the Business Partner field and then click the Create Lines Frombutton to show a new dialog where products from pending orders or existing invoices can beselected:See the Order combo and select a pending order to be shipped to this customer. See howselecting an order in the combo will update the selectable lines shown in the form.Select the lines that are going to be shipped and click OK. See that the lines have beeninserted into the [Lines] tab. There, you can change any information like quantities,attributes (color, size..) for lines that require modifications.Once finished, press the Complete button in the [Header]. See the Warehouse
  19. 19. Management || Analysis Tools || Stock Report to see that the material is no longer inthe warehouse.

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