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ERP Training by Hayestech

ERP Training by Hayestech

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  • 1. Functional Design Phase 1 Implantation of Openbravo ERP in the Training 2.3 2007 Version 1.0 Visit us in www.openbravo.com
  • 2. Index Index......................................................................................................................................2 I. Objectives of the document................................................................................................4 III. Organizational structure....................................................................................................5 IV. Master data.......................................................................................................................6 Products................................................................................................................................6 Components..........................................................................................................................7 Partners.................................................................................................................................7 Suppliers...............................................................................................................................7 Clients...................................................................................................................................8 Data of the client...................................................................................................................8 Price lists of suppliers...........................................................................................................9 Price lists of clients..............................................................................................................10 V. Processes........................................................................................................................11 Supplying.............................................................................................................................11 Warehouses .......................................................................................................................12 Sales...................................................................................................................................13 Financial Management........................................................................................................14 Receivables & Payables.....................................................................................................14 Accounting..........................................................................................................................15 Assets..................................................................................................................................16 Project Management...........................................................................................................16 Production Management.....................................................................................................17 Product Management..........................................................................................................17 VI. Starting plan....................................................................................................................19 Migration strategy ...............................................................................................................19
  • 3. Introduction Winery International Inc., from now on the Winery, is a company dedicated to the development, production and distribution of wines coming grown around the world with an ample product range. Openbravo implementation will replace completly actual comercial managament aplication.
  • 4. III.Organizational structure I. Objectives of the document The main objective of this document is to define the functional specifications of the new system as well as to define the necessary customizations and developments. Therefore the following document will contain:  Analysis of the standard processes covered by the Openbravo ERP functionalities.  GAP analysis between the target procedures and the standard functionality of Openbravo ERP  Evaluation of the functionalities not covered by standard Openbravo ERP that must be developed  Design of the developments 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 4/19
  • 5. III.Organizational structure III. Organizational structure The organizational structure allows to know which is the hierarchy of the system for the different basic elements which compose the system. Next, the general organizational structure for winnery that will be defined in Openbravo ERP is showed:  Entity: is the unit which has the upper rank. Each entity can be formed by one or more organizations. Each entity represents a company. The information referring to one entity is not shared with the rest of clients.  Organization: the organizations represent different companies that share information among them (companies of a group) and each one of the units of business that are part of the company. These organizations are structured in a hierarchic form. In our case each one of the delegations is considered like an organization. As well, we will have an upper organization (Winery) than will allow us to consolidate the data. 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 5/19
  • 6. IV.Master data IV. Master data The master data are the main source of information of a company. Through the master data, we have the basic information of: products, clients, suppliers, price lists of purchase, price lists of sale etc. Products Those elements that are susceptible to be bought, to be sold or be part of the productive process of the company (raw materials, intermediate products, finished products, services and also assets) will be considerate products. The same article can be provided by different suppliers. Therefore, the description of an article must be independent of the supplier that provides it. Possible units are: Pallet, box, case, bag, pack, tray, unit, liter and kg. The following information is registered from an article: • code • EAN code • description • Tax category • Product Category • Weight • Volume • Storage Bin • Purchase [Yes,No] • Sale [Yes,No] • Unit of measure • Stocked [Yes,No] • Production [Yes,No] • Tax Category • Unit of Meassure • Attribute Set • Attribute Set Value To have all the information we need we should create an Attribute Set to our products. In our case, the products winery is going to manage is wine, so the Attributes we are going to include in the Attribute Set are year and type. Both Attribute will define in Attribute window. The following information is registered from an Attribute: • Name • Descrip tion • List [Yes, No] To define an Attribute Set we need the following information: • Name • Description • Lot [Yes, No] 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 6/19
  • 7. IV.Master data • Serial No. [Yes, No] • Expiration Date • Locked in Warehouse [Yes, No] • Assigned Attributes As already it has been said above, an article can be provided by different suppliers. However, for each article a main supplier will exist. Normally the card of an article for the main supplier it will be more completed than for the rest of suppliers. More ahead is indicated the essential information of the supplier and article to make an order of purchase of this article. For an article provided by a supplier the following information is registered: • article • supplier's code • default supplier • article's code in the supplier • article's name in the supplier • minimum order (in sale units) Components This elements are needed to complet correctly products definition. Each product is composed by one or more components. The product has a percentage of each component. For a component the following information is registered: • Name • Description For a component in a product we only need the percentage of each component. Partners It is considerate partner all those organizations that are related to the company. Clients, suppliers, creditors or employees can be partners. Suppliers A supplier can belong to a “group of suppliers”. Of a supplier or a group of suppliers the following information is registered: • code • Title • name • Description • Category 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 7/19
  • 8. IV.Master data • Potential Customer [Yes,No] • URL (www webpage) • Customer [Yes,No] • Vendor [Yes,No] • Employee [Yes,No] • Bank Account • Address • postal code • country • Phone • Fax • Discount • Volume Discount • Contact person Clients In this section the information that is introduced for each client is detailed. There are three different type of information: The official data, the data of relation with winery and the characteristics of attention and distribution. Data of the client In this section the official data like the information for the basic operation with the client are collected. The following data are registered for each client: • code • name • Invoice Terms • Invoice Grouping • Delivery Terms • Delivery Method • Price List • Form of Payment • Payment Terms • Credit Limit • Transactional Bank Account It could be possible that a client has different addresses for delivery with different price lists of sale, that is to say, to all the effects, are as different clients except that the head level, the holder of the invoice, and the fiscal address are the same For each one of the delivery addresses that can have a client, the information that could be registered is: 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 8/19
  • 9. IV.Master data • Name • Location • Phone • Fax • Ship to Address [Yes, No] • Bill to Address [Yes, No] • Pay from Address [Yes, No] • Remit to Address [Yes, No] • Sales Region Price lists of suppliers The price lists of the suppliers gather the prices of purchase of the articles. The price of an article in a supplier is registered in sales unit. The price has a period of force. This it can be upper limited or not (the date of conclusion of the period of use is not an essential value for the cases “from that date in ahead”). The application will guarantee that for an article and a certain date it does not exist more than an effective price. Of the price of an article in a supplier the following data are registered: • article [article table] • supplier [table of suppliers] • date of beginning [dd-mm-yyyy] • price The discounts by article are possible to be expressed like an offer. This price does not modify the normal price, but that is a lower price of purchase during the term of use of the offer. In addition the offers can be defined of different ways. For example, one offer can be applied to one or several products. Also supplies by exclusion can be created. Of an offer of an article in a supplier the following data are registered: • article • supplier [table of suppliers] • date of beginning [dd-mm-yyyy] • date of finish [dd-mm-yyyy] • type of offer [fixed, percentage] • price With some suppliers and groups of suppliers agreements in form of rappels are established. These rappels are habitually relative to orders of purchases made during a complete year, although exists cases in which rappel settles down for a different period of time. Rappels can be fixed or scaled. A Rappel of purchases is registered with the following information: It could be established for all • supplier • description 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 9/19
  • 10. IV.Master data • date of beginning [dd-mm-yyyy] • date of finish [dd-mm-yyyy] • type of rappel [FIXED, SCALED] • sale - purchase • discount % • lower limit • upper limitthe It could be established for all the purchases made or only for purchases of a certain list of articles. In addition to the offers, discounts to products of a certain supplier can be applied, either on a fixed amount, or a discount in percentage applied on the price of the article. Of the value of the discount of an article in a supplier the following data are registered: • supplier • description • date of beginning [dd-mm-yyyy] • date of finish [dd-mm-yyyy] • type of rappel [FIXED, SCALED] • sale - purchase • discount % • lower limit • upper limit Price lists of clients standard price list contains all articles supplied by the group. In order to form the structure of price lists the following information for each one of the price lists will be registered: • name • description • date beginning [dd-mm-yyyy] • client • delivery address • article • price This group of rules defined are denominate price-list- scheme. 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 10/19
  • 11. V.Target procedures V. Processes Now we will describe the main target procedures in the management of Servihostel. Supplying The most important responsibility of the area of purchases is the effective and precise supplying of warehouse with the articles that give solution to the necessities of the clients. The process that is followed to make an order of purchases consists of the following stages: Supplying has several processes: - 1.1. Purchase Order (PO) Management - 1.2 Goods Receipt Management - 1.3 Purchase Invoice Management Process Step System Development 1.1.1 PO Creation Purchase orders are created for all purchases of the company whenever there is an existing need. Each product bought will be registered as a Line of the PO. Finally, the lines can be created manually one by one or copied from other orders. OB n/a 1.2.1 Creation of a Receipt The Receipt of Goods can be created independently from other documents in the application, however they can be created on the base of one or more PO/Invoice lines from one or more Purchase Orders/Invoices. A completed receipt will update the warehouse quantities. OB n/a 1.2.2 Creation of a Receipt from an Invoice It is possible that an invoice is created before a receipt. In such case it is possible to create the receipt directly from an invoice. OB n/a 1.2.3 Partial Return of a Receipt In case of partial return it is necessary to create a new Shipment adding lines the same lines but with a negative quantity. OB n/a 1.3.1 Creation of a Purchase Invoice A Purchase Invoice can be created independently from other documents in the application, however it can be created on the base of one or more PO/Receipt lines from one or more Purchase Orders/Receipts. A completed Purchase Invoice will create a payment to be managed in the Financial Management Module. OB n/a 1.3.2 Creation of a Purchase Invoice from a Receipt. It may happen that an Invoice is created directly from a Shipment. In this way the a person in charge of Shipments may be sure the corresponding invoice has been created. OB n/a 1.3.3 Purchase Invoice Return In case of a return of an invoice it is necessary to change the status of the invoice to Avoid. This process will automatically create a new invoice with negative quantities and a new payment to be managed in the Financial OB n/a 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 11/19
  • 12. V.Target procedures Management module. Warehouses The responsibility of the warehouse area is to receive, to classify, to place, to keep and to supply all the articles to its later distribution and sale in perfect state of conservation. The processes of the warehouse include: 1.1 Definition of Warehouses and Storage bins In order to make the management of the location it is necessary to know the warehouse, the aisle, the bin and the level in which is each article, as well as the criterion of location. 1.2 Management of Physical Inventory 1.2.1 Inventory Counts 1.3 Inventory Movements A warehouse movement can be of entrance, of exit, between warehouses. The entrance movements are always coming from purchases (goods returned by clients are considerate like negative shipments). The exit movements always are refereed to shipments of clients (shipments returned by suppliers are considerate like negative entrances). A movement between warehouses has an origin location and a destiny location. 1.3.1 Movements of goods between warehouse and suppliers The most habitual movement of goods between the supplier and the warehouse is the entrance of goods through the purchase order reception. Also it could be a shipment of goods in the case of a return to the supplier. 1.3.2 Movements of goods between warehouses Regularly in the warehouse, the person in charge will verify the location of the stock, and will be able to rearrange it making movements between warehouses. 1.4 Process of distribution The distribution area makes the following functions: 1.4.1 Definition of Shipping Companies 1.4.2 Definition of Freight Categories Process Step System Development 1.2.1 Creation of a Physical Inventory Count The Physical Inventory Count List is created in order to keep track of the existing stock, or update the quantities of products. A count can be created for the whole warehouse or a particular storage bin. It is also possible to create it for a selected product category. OB n/a 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 12/19
  • 13. V.Target procedures 1.2.1 Creation of a Goods Movement Goods movements can be created either internally in one warehouse or between different warehouses. In both cases the products are moved between storage bins and each movement is introduced as one movement line. Additionally, it is possible to move entire storage bin form inside one warehouse or between different warehouses. OB n/a Sales The most important responsibility of the area of sales is to satisfy the demand of the customers. The main processes include the following: 1.1 Sales Orders (SO) Management 1.2 Goods Shipments Management 1.3 Sales Invoices Management 1.4 Commissions Management Process Step System Development 1.1.1 SO Creation Sales orders are created for all sales of the company whenever there is an existing need forma a customer. Each product sold will be registered as a Line of the SO. Finally, the lines can be created manually one by one or copied from other orders. OB n/a 1.1.2 Creation of a SO from a Template For repetitive Sales Order it is possible to use templates that are defined in Master Data Management module in the Business Partner window. In order to create a Sales Order from template it is necessary to use the Simple Sales Order window. OB n/a 1.2.1 Creation of a Shipment The Shipments of Goods can be created independently from other documents in the application, however they can be created on the base of one or more SO/Invoice lines from one or more Sales Orders/Invoices. A completed shipment will update the warehouse quantities. OB n/a 1.2.2 Creation of a Shipment from an Invoice It is possible that an invoice is created before a shipment. In such case it is possible to create the shipment directly from an invoice. OB n/a 1.2.3 Mass Creation of Shipments It is possible to create Shipment for all the Sales Orders OB n/a 1.3.1 Creation of a Sales Invoice A Sales Invoice can be created independently from other documents in the application, however it can be created on the base of one or more SO/Shipment lines from one or more Sales Orders/Shipments. A completed Sales Invoice will create a payment to be managed in the Financial Management Module. OB n/a 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 13/19
  • 14. V.Target procedures 1.3.2 Sales Invoice Return In case of a return of an invoice it is necessary to change the status of the invoice to Avoid. This process will automatically create a new invoice with negative quantities and a new payment to be managed in the Financial Management module. OB n/a Financial Management Receivables & Payables The function of the area of R&P is to deal with payments. This include the following: Setup: 1.1 Creation of banks 1.2 Creation of Cashbooks 1.3 Definition of Remittance Types Transactions: 1.5 Management of Bank Statements 1.6 Management of Cash Journals 1.7 Management of Remittances 1.8 Management of Settlements and Manual Settlements 1.9 Funds Transfers Process Step System Development 1.5.1 Creation of a Bank Statement Bank statements are created in order to cancel the receivables and payables coming either from AP & AR invoices or “Manual Settlements”, with no corresponding invoices. Each payment corresponds to one bank statement line. It is also possible a payment directly from the bank statement window. OB n/a 1.6.1 Creation of a Cash Journal Cash Journals are created in order to cancel the receivables and payables coming either from AP & AR invoices or “Manual Settlements”, with no corresponding invoices. Additionally, it is possible to introduce other types of cash operations realized by the company such as difference, expense, etc. Each cash journal line corresponds to one cash operation. OB n/a 1.8.1 Creation of a Settlement Settlements are created with the aim of dividing one payment into many or merging many into one. The amount of one or more payments cancelled has to be equal to the amount of the payment(s) created. OB n/a 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 14/19
  • 15. V.Target procedures 1.7.1 Management of a Remittance Remittances are created in order to group various payments both the ones coming from invoices and also the ones from manual settlements. A remittance is sent to the bank and then the payments included in the remittance can be either cancelled or returned. There are two types of remittances: consolidated and non-consolidated. If the remittance is consolidated a settlement will be created automatically with the amount of sum of all the payments included in that remittance. OB n/a 1.8.2 Creation of a Manual Settlement Manual Settlements are used for creating payments with no invoice as an origin. OB n/a 1.9.1 Funds Transfer It is possible to transfer register the money transfers between various bank accounts and cashbooks. OB n/a Accounting The functions of the area of Accounting include the following: Setup: 1.1 Definition of Fiscal Calendar 1.2 Definition of Account Tree 1.3 Definition of Accounting Schema 1.3.1 Accounting Schema Tables 1.3.2 Default Accounts 1.4 Definition of G/L Items 1.5 Definition of G/L Categories 1.6 Definition of Document Types 1.7 Definition of Document Sequences 1.8 Definition of Tax Rates and Categories 1.9 Definition of General Accounting Reports/ Accounting Reports/ Tax Report Transactions: 1.10 G/L posting by single document 1.11 Automatic Accounting (Background Process) 1.12 G/L posting by DB table 1.13 Resetting the Accounting 1.14 G/L Journal Management 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 15/19
  • 16. V.Target procedures 1.15 Management of Budgets Process Step System Development 1.10.1 G/L Posting by a single document G/L posting can be realized manually directly from a created document. OB n/a 1.11.1 Automatic Accounting It is possible to define a background process of posting all the completed documents. In that way the accounting is realized automatically. OB n/a 1.12.1 G/L Posting by DB Table There is a possibility of posting all the documents that have the origin of a selected DB table. This operation can be realized either for one specific table or all tables defined in the application. 1.13.1 Resetting the Accounting Due to the fact that the Accounting is generated as an effect of all the transactions realized in the application, it can be deleted and regenerated at any moment. OB n/a 1.14.1 Creation of a G/L Journal Manual entries to the General Ledger can be done using the G/L Journal. One Journal can have many batches where each may include various entries. OB n/a 1.15.1 Creation of a Budget Budgets of different types: financial, sales, and purchase, can be created. Each budget can have one or more dimensions such as: product, business partner, project, sales region, etc. OB n/a Assets The functions of the area of assets are the following: 1.1 Definition of Assets Groups 1.2 Definition of Assets 1.3 Definition of Amortizations Project Management The main areas of interest of the Project Management are the following: 1.1 Multi-phase Projects 1.2 Service Projects 1.3 Management of Expenses 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 16/19
  • 17. V.Target procedures Process Step System Development 1.1.1 Creation of a Multi-phase Project Multi-phase projects create sales orders by each phase of the project. Each phase may consist of one or more tasks. OB n/a 1.2.1 Creation of a Standard Project (Service Project) OB n/a 1.3.1 Creation of time and expense sheets related to projects OB n/a Production Management The functions of the area of Production include the following: 1.1 Definition of all the Production Management Setups (sections, work centers, activities, toolsets, machine categories, machines, cost centers, periodic quality controls, quality control points, work incidences, maintenance tasks, indirect costs). 1.2 Management of Process Plans 1.3 Management of Work Requirements 1.4 Management of Work Efforts 1.5 Quality Management 1.6 Costs Management 1.7 Management of Maintenance Processes 1.8 Production from Bill of Materials Product Management The functions of the area of product are the following: 1.1 Definition of products 1.2 Definition of components 1.3 Copy components 1.4 Print report 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 17/19
  • 18. V.Target procedures Process Step System Development 1.3 Copy components components are copied from another wine to facilitate the introduction of similar wines. Finally, the components can be created manually one by one. OB yes 1.4 Print Report Print a report to view liters of wine that we have in our warehouse, classified in types, year, and name. OB yes 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 18/19
  • 19. X.Annexed documents VI. Starting plan It will be necessary to plan in detail the activities to make previously to the starting of the new system “Openbravo”. Next, some of most important activities are identified. Migration strategy The load of the following master data is contemplated: • Clients • Suppliers • Others Third • Products • Price list clients • Price list suppliers 1-basicuserinterfaces-u-1289805395383-b-u.ppt-reupload.doc - 17th May, 2007 19/19

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