Openbravo for Retail Solution Description (RMP19)

Openbravo for Retail
Release RMP19

January 2013

Contents

1 Introduction .................................................................................................................................... 6
2 User interface ................................................................................................................................ 9
2.1 Backoffice ............................................................................................................................ 9
2.2 Openbravo POS ................................................................................................................ 11
3 Business footprint ........................................................................................................................ 13
3.1 Merchandise lifecycle ........................................................................................................ 13
3.1.1 Item management ......................................................................................................... 13
3.1.2 Pricing ........................................................................................................................... 14
3.1.3 Assortment management .............................................................................................. 17
3.2 Supply chain management................................................................................................ 17
3.2.1 Procurement ................................................................................................................. 17
3.2.2 Warehouse and DC management ................................................................................ 18
3.2.3 Merchandise distribution ............................................................................................... 19
3.3 Multichannel ...................................................................................................................... 19
3.3.1 Sales order management (Wholesale function) ........................................................... 19
3.3.2 Customer order management at POS .......................................................................... 20
3.3.3 E-Commerce order management ................................................................................. 24
3.3.4 In-Store merchandise and inventory management ....................................................... 24
3.3.5 Payments handling ....................................................................................................... 24
3.3.6 Cash operations at POS ............................................................................................... 29
3.4 Enterprise management .................................................................................................... 31
3.4.1 Organizational structure ................................................................................................ 31
3.4.2 Human resources / Staff management ......................................................................... 34
3.4.3 Financial management.................................................................................................. 36
3.4.4 Document management................................................................................................ 38
3.4.5 E-Learning support ....................................................................................................... 38
3.4.6 Customers Relationship Management (CRM) .............................................................. 39
3.5 Retail Intelligence .............................................................................................................. 41
3.5.1 Dimensional reports ...................................................................................................... 41
3.5.2 Widgets ......................................................................................................................... 42
3.5.3 Grid ............................................................................................................................... 44
3.5.4 Integration with BI platforms ......................................................................................... 46
4 Technical characteristics ............................................................................................................. 47
4.1 Architectural overview ....................................................................................................... 47
4.2 Technical requirements ..................................................................................................... 47
5 Anexo: Some deployment scenarios ........................................................................................... 48
5.1 Scenario 1: Complete Solution.......................................................................................... 48
5.1.1 Single-store ................................................................................................................... 48
5.1.2 Multiple-store ................................................................................................................ 50
5.2 Scenario 2: POS ............................................................................................................... 51
5.2.1 Single-store ................................................................................................................... 51
5.2.2 Multiple-stores ............................................................................................................... 53
5.3 Scenario 3: E-Commerce Backoffice ................................................................................ 54
6 How to evaluate Openbravo for Retail? ...................................................................................... 55
7 About Openbravo ........................................................................................................................ 56


Screenshots

Screenshot 1: Back office login window ............................................................................................... 6
Screenshot 2: Openbravo POS login window ..................................................................................... 6
Screenshot 3 : Backoffice Workspace ................................................................................................ 10
Screenshot 4 : Window areas ............................................................................................................. 11
Screenshot 5 : Openbravo POS User Interface (I) ............................................................................. 12
Screenshot 6 : Openbravo POS User Interface (II) ........................................................................... 12
Screenshot 7: Product window ........................................................................................................... 14
Screenshot 8: Price List Window ........................................................................................................ 15
Screenshot 9: Product card with Price Information ............................................................................ 16
Screenshot 10 : Example of promotion set-up ................................................................................... 16
Screenshot 11: Product List (Assortment) window ............................................................................. 17
Screenshot 12: Sales Order Window ................................................................................................. 20
Screenshot 13: Browse Categories (included tax price) .................................................................... 22
Screenshot 14: Not included tax price ................................................................................................ 22
Screenshot 14 : Discretionary discount example ............................................................................... 23
Screenshot 15 : Pack Example .......................................................................................................... 23
Screenshot 16 : Cross store stock ...................................................................................................... 24
Screenshot 17 : Card payment example ............................................................................................ 26
Screenshot 18: Ticket payment .......................................................................................................... 26
Screenshot 19 : Paying with a Gift Card............................................................................................. 27
Screenshot 20 : Applied Gift Card ...................................................................................................... 27
Screenshot 21 : Gift Card and Voucher details .................................................................................. 28
Screenshot 22 : Cash Management Window ..................................................................................... 29
Screenshot 23: Cash Up (End of Day) process ................................................................................. 30
Screenshot 24 : Cash Up history ........................................................................................................ 31
Screenshot 25: Organization window (form view) .............................................................................. 33
Screenshot 26: POS Terminal Type window ...................................................................................... 33
Screenshot 27 : POS Terminal ........................................................................................................... 34
Screenshot 28 : Employee Card ......................................................................................................... 35
Screenshot 29: Commissions Set Up ................................................................................................. 35
Screenshot 30: Cash Flow Forecast report exported to Excel ........................................................... 37
Screenshot 31 : Store P&L ................................................................................................................. 37
Screenshot 32: File attachment .......................................................................................................... 38
Screenshot 33: Openbravo Workspace.............................................................................................. 39
Screenshot 34: Customer card ........................................................................................................... 40
Screenshot 35: Customer History (Orders, Shipments, Invoices) ...................................................... 40
Screenshot 36: Sales Dimensional Report ......................................................................................... 42
Screenshot 37: Zoho widget in the Workspace .................................................................................. 43
Screenshot 38: Zoho widget as a menu entry .................................................................................... 43
Screenshot 39 : Example of a Zoho Dashboard (not available out-of-the-box. Just an example of the
Zoho integration possibilities) ............................................................................................................. 44
Screenshot 40: Grid example ............................................................................................................. 45
Screenshot 41 : Example of summary and grouping functions .......................................................... 46
© Openbravo Jan 2013 Release RMP19 Page 3 of 56


Pictures

Picture 1: Openbravo for Retail Scope ................................................................................................. 7
Picture 2: Global Benefits ..................................................................................................................... 8
Picture 3 : Architecture ....................................................................................................................... 47
Picture 4: Complete Solution Scenario, single-store with the Openbravo instance in the store ........ 49
Picture 5: Complete Solution Scenario, single-store with the Openbravo instance in the cloud ....... 50
Picture 6: Complete Solution Scenario, multiple-store with the Openbravo instance in the cloud .... 51
Picture 7: POS Scenario, single-store with the Openbravo instance in the store .............................. 52
Picture 8: POS Scenario, single-store with the Openbravo instance in the cloud ............................. 52
Picture 9: POS Scenario, multiple-store with the Openbravo instances in the stores ....................... 53
Picture 10: POS Scenario, multiple-store with a unique Openbravo instance in the cloud ................ 54
Picture 11: E-Commerce Backoffice Scenario with the Openbravo instance in the cloud ................. 55



Copyright
© Copyright 2013 Openbravo. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without
the express written permission of Openbravo. The information contained herein may be changed
without prior notice.

Openbravo and the openbravo logo are trademarks of Openbravo S.L.U. Names and distinctive
signs of other parties are trademarks of their respective owners. For more information on our
licensing, please consult http://www.openbravo.com/legal/license.html .



1 Introduction
Openbravo for Retail is a a multi-channel retail management system, for managing an entire Retail
business, from Sales and Customer Relationships to Financials and Operations, across
different channels.

The complete solution includes fully integrated POS functionality, implemented as a web option that
works offline and can be deployed on any commodity mobile touch screen device with a browser.
Openbravo for Retail provides a highly satisfying staff and customer experience out of the box, and
can be easily tailored and extended using industry standard open source tools.

Screenshot 1: Back office login window

Screenshot 2: Openbravo POS login window



Openbravo 3 Platform
 Fully web based
 Highly productive user interface
 Modular
 Fully interoperable

Retail Analytics
 Dashboards
 Query & Reporting
 Spreadsheet-like information
searching and filtering

Business Footprint
 Merchandise Lifecycle
Management
 Supply Chain Management
 Multichannel
 Enterprise Management
Picture 1: Openbravo for Retail Scope

Thanks to its breadth and robust platform, Openbravo for Retail can help any kind of retailer
leverage IT to drive better business results:

 Brick-and-mortar retailers, seeking a modern retail solution to improve operations and
customer experience, while also providing support for opening the web channel
 E-Commerce retailers, seeking a back office solution to improve their logistic and financial
processes
 Franchisors, seeking a scalable solution with a clear cost model for their current or new
franchisees and owned stores, to increase their network performance and reduce time-to-
market when adding and opening new stores
 Retailers with an existing central management system, seeking to improve their store
operations and customer experience by using a modern and agile POS, integrated with this
central system
 Retailers seeking a solution to support international operations, with multi-language
and multi-accounting schema capabilities

As a vertical build on top of the Openbravo 3 platform, Openbravo for Retail can be deployed under
the same scenarios that the standard Openbravo platform : On Premise, Hosted, in the Cloud or as
1
a service with On Demand . Openbravo On Demand may be particularly attractive to many retailers,
who often face these common requirements and challenges:

1
http://wiki.openbravo.com/w/index.php?title=Openbravo_On_Demand_FAQ


 Highly distributed scenarios, e.g. multiple stores and mobile requirements
 Seasonality aspects, along with the typical retail HR challenges (many part time employees
or peak times require ability to cost-effectively scale up or down on demand)
 Quick up-and-running new store openings
 Big Data influence, being able to access to more powerful servers offering higher analytics
capabilities at a lower cost

The Openbravo for Retail solution provides benefits for the whole organization. Just find yours!

Picture 2: Global Benefits

Notes:
 Following chapters describe the solution scope. For further details, wiki contents are
referenced, although it is not considered as necessary to read them all for acquiring a clear
picture about the solution capabilities
 The described functionality can be part of the core system or part of additional commercial
modules



2 User interface
Built over the powerful 100% web based, open source Openbravo 3 platform, Openbravo for Retail
provides a best-in-class user experience, with key end user oriented features like alerts, direct url
links, notes, attachments, etc. that enhance individual productivity and boost team work and
collaboration.

The user will operate Openbravo for Retail always through a browser. There are two different user
interface that use the same Openbravo instance but are intended for different users, hardware and
usage.

 The Backoffice. This is the Openbravo 3 user interface. It is optimized for large screens and
superior productivity featuring grids, forms, tabs and workspaces.
 The Openbravo POS. This is the store-level user interface that is optimized for touch and
mobile devices. It is light, fast and extremely user friendly.

2.1 Backoffice
The Backoffice is an Openbravo instance for supporting backoffice processes, at any retailer
organizational level, for example Stores, Warehouses or Distribution Centers or the Central Head
Office.

Key  User preferences (role, entity, organization, warehouse, language,
2
capabilities password)
 Security:
3
o Security control by roles, user and password for accessing the
information (windows, tabs, fields)
o Audit information
o Use of preferences in order to control the access to actions
(attach, print, export to CSV..)
 User interface personalization:
o Openbravo Workspace, a customized portal-style home page
o Form personalization, which allows to change the order and
visibility of fields, and several other settings
4
o Saved and named views . After changing/customizing the
window personalization a user or administrator can save the
current view state using a certain name. A view can be set as
the default to apply when the window is opened.
 Multitasking:
o Multiple tabs that allow to have multiple documents open at the
same time
 Collaborative work:
o Notes history
o Direct access to documents (URL)
o Attachments
 Information navigation:
o Application menu: A multilevel fly-out menu to discover and
access all functional areas
o Quick menus allow for fast access to existing documents and
2
http://wiki.openbravo.com/wiki/User_Interface_Introduction
3
http://wiki.openbravo.com/wiki/General_Setup#Security
4
http://wiki.openbravo.com/wiki/User_Manual/Window_Personalization#Saved_and_Named_Views


creation of new documents
o Linked items
o Keyboard shortcuts
 Fast data entry:
o Master-detail views: Parent and child record information is
shown in the same view
o In-grid editing: It is possible to modify field values directly in the
grid
 Information search:
o Column filtering: Filter fields on top of the grid allow for real-time
filtering while typing the keyword
o Grouping and summing functions
 Others:
o Mails sending
o Help can be accessed via the top navigation and help content
will be opened on separate tabs
o Alerts, a notification that informs or warns its recipients about a
critical or very important situation that has arisen. With one click
you can see and edit all your active alerts.

Screenshot 3 : Backoffice Workspace



Screenshot 4 : Window areas

2.2 Openbravo POS
The POS graphical user interface is used in stores to assist shop floor staff in client-side selling and
enables the checkout process. A POS Terminal is a device running the Openbravo POS module,
connected to the Backoffice. It could be also possible from this terminal to access to the Backoffice.
It could be a fixed (PC, laptop) or a mobile (tablet) terminal.

Key  User preferences (role, language)
5
capabilities  Segurity :
o Security control by roles, user and password
o Use of preferences in order to control the access to actions
(print, invoice, return..)
 Multitasking:
o Multiple tickets
o Multisession
 Information search:
o Browse by product categories
o Search products

5
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Web_POS_GUI_overview


Screenshot 5 : Openbravo POS User Interface (I)

Screenshot 6 : Openbravo POS User Interface (II)



3 Business footprint
3.1 Merchandise lifecycle
3.1.1 Item management
6
Openbravo for Retail uses and expands the standard Openbravo 3 Product Management
functionality.

Key  Products and components

7
functionality Product categories
 Barcodes
 Product details include product types (item, service, cost), with
specialized management for each. Warehouse specific management
definition for each product (management of stock, tracking ability),
product images.
 Measurement units, conversion between units, variable weight units.
 Multiple vendors for each product
 Set costing rules for the product (average, standard)

8
Enable cross store for a product
 Set a product to be used with a scale
 Create a Gift Card or Gift Voucher
 Product data load tool

6
http://wiki.openbravo.com/wiki/Product
7
http://wiki.openbravo.com/wiki/Product_Category#Product_Category
8
http://wiki.openbravo.com/wiki/Retail:Configuration_Guide#Enable_cross_store_for_a_product


Screenshot 7: Product window

3.1.2 Pricing
Openbravo for Retail provides a complete and flexible solution for managing the retailer pricing
structure, both for retail and wholesale, supporting easy maintenance of end customer and transfer
prices (general sales prices) for all sites (stores and distribution centers) and other operational units.
Openbravo for Retail extends the standard Openbravo 3 pricing functionality.

Key  Price Lists functionality
functionality o Price with or without Tax included
o Price list based on costs
9
o Price lists and price list versions (From and To validity dates)
o Price list schemas, or templates used to automatically populate
a new version of a price list
o Base Price List which identifies the Base Price List used for
calculating prices

10 11
Discounts and Promotions , showing multiple rules :
o Automatic discounts
 Fixed Percentage Discount
 Buy X pay Y of same product
 Buy X pay Y of different product
 Buy X and get Y as gift
 Packs (or product sets). List of products with a fixed
price when they are all included in the ticket. A pack
also works as a product in Openbravo POS, allowing to
sell a pack, when a pack is added as it was a product,
new lines for each of the products in the packs are
99
http://wiki.openbravo.com/wiki/Price_List
10
http://wiki.openbravo.com/wiki/Discounts_and_Promotions
11
http://wiki.openbravo.com/wiki/Retail:Discounts_and_Promotions_Rules



inserted in the ticket.
o Discretionary discounts (manually applied and secured by
security settings)
 User defined amount
 User defined percentage
 Discretionary fixed amount
 Discretionary fixed percentage
 Pricing data load tool

Screenshot 8: Price List Window



Screenshot 9: Product card with Price Information

Screenshot 10 : Example of promotion set-up



3.1.3 Assortment management
The main goal of Assortment Management is to define assortments, and identify which articles are to
be listed for which stores. The variety (breadth) is the number of different merchandising categories
within a store or department. The assortment (depth) is the number of SKUs within a category. The
product availability defines the percentage of demand for a particular SKU that is satisfied.

Key  Create Product Lists
functionality
12
 Clone a Product List

Screenshot 11: Product List (Assortment) window

3.2 Supply chain management
Openbravo for Retail provides full control of the supply chain, with streamlined functionality to
minimize acquisition costs and optimize collaboration with trading partners.

3.2.1 Procurement
Openbravo for Retail provides a complete procurement functionality based on the standard
13
Openbravo 3 Procurement Management capabilities.

12
http://wiki.openbravo.com/wiki/Retail:Configuration_Guide#Assortment_Configuration
13
http://wiki.openbravo.com/wiki/Procurement_Management


Key  Purchase planning, based on demand, keeping in mind minimum stock
functionality levels, goods receipts dates, and pending requests
 Support for purchase requisitions for centralized purchase management
 Vendor management
 Purchase lists management
 Purchase orders
 Returns to vendor
 Goods receipts
 Purchase invoices
 Detailed reporting and order history for rebate management
 Invoice verification
 Suppliers data load tool

3.2.2 Warehouse and DC management
The warehouse management processes built into Openbravo for Retail, based on the Warehouse
14
Management of Openbravo 3 , allow the inventory to always be up to date and correctly valued.
The ability to definine the warehouse structure to unit level (storage bins) facilitates tracking the
exact stock location at all times.

Key  Warehouses and storage bins (multiple warehouse use available)
functionality  Distribution Centers (DCs). A DC refers to a warehouse that is supplied
by vendors, that stores the merchandise and then prepares it to be
shipped to customers or stores
 Stock products in multiple units (for example in kilograms and boxes)
 Restocking control
 Traceability configurable by product
 Physical inventory, Inventory planning, Continuous inventory
 Stock data load tool

15
Stock reservations

16
Picking

17
Packing
 Stock data load tool

 Additional modules like:
18
o Warehouse Transactions Management which allows to specify
which transactions are allowed in each warehouse

14
http://wiki.openbravo.com/wiki/Warehouse_Management
15
http://wiki.openbravo.com/wiki/Projects:StockReservations/User_Guide
16
http://wiki.openbravo.com/wiki/Projects:Warehouse_picking/User_Guide
17
http://wiki.openbravo.com/wiki/Projects:Warehouse_packing:User_Guide
18
http://www.openbravo.com/product/exchange/modules/warehouse-transactions-management/


3.2.3 Merchandise distribution
Retailers often have to distribute merchandise centrally among a large number of recipients, using a
variety of methods. Merchandise can be delivered directly from the vendor to the recipient, from a
DC to a recipient, or from the vendor to a distribution center and then to the recipient.

Depending on the merchandise type or during special time periods, a retailer may use push or pull
methods to plan merchandise distribution and then trigger and execute distribution in the distribution
center. Regardless of the type of planning, merchandise can either be placed into stock or passed
through the DC (typically by using methods like cross-docking or flow-through).

By using the different purchasing or inventory document transactions, Openbravo for Retail lets
retailers efficiently manage the required planning and processing distribution activities.

Key  Purchase orders
functionality  Goods receipts
 Goods movements
 Incoming shipment
 Outgoing shipment
 Product movements report
 Goods transactions report

3.3 Multichannel
3.3.1 Sales order management (Wholesale function)
Openbravo for Retail allows retailers to operate as Wholesalers, by providing complete functionality
in order to manage sales orders, goods shipments and sales invoices, based on the Sales Order
19
Management functionality provided by Openbravo 3.

Key  Customer management
functionality  Customer discounts

20
Quotations management
 Sales orders management
 Clone orders
 Shipments management
 Mass shipments creation
 Mass invoicing
 Debit /Credit memo processing
 Prepayments
 Credit management
 Customer Returns
 Sales Order / Quotation send by mail
 Discounts and Promotions
 Customer blocking
 Customers data load tool

19
http://wiki.openbravo.com/wiki/Sales_Management
20
http://wiki.openbravo.com/wiki/Sales_Quotation


21
o Intercompany allows retailers to easily manage internal sales
between organizational units:
22
o Consignment Sales adds fully integrated consignment sales
functionality

Screenshot 12: Sales Order Window

3.3.2 Customer order management at POS
Openbravo for Retail provides complete support for the traditional brick-and-mortar sellling process.
Based on the assortments and pricing set-up, each store and POS will have available a set of
products with their corresponding prices.


23
Key Multisession support
functionality  Offline capabilities:
24
o Offline login

25
Online and offline operations . In the unlikely event of a connection
failure with the Backoffice, sales and payments can continue. As soon as
the connection is restored, the locally stored sales data is synchronized
instantly
 Scanning, Browsing and Searching
26
o Browse categories

21
http://www.openbravo.com/product/exchange/modules/intercompany-documents/
22
http://www.openbravo.com/product/exchange/modules/consignment-sales-management/
23
http://wiki.openbravo.com/wiki/Projects:Multisession
24
http://wiki.openbravo.com/wiki/Projects:OfflineLogin
25
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Offline_Operations
26
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Browsing


27
o Search for products (with auto-completion or instant search)
28
o Barcode scanning
 Customer management and assigning to a ticket (including New
29
Customer Creation)

30
Park and select pending tickets
 Discounts and Promotions

31
Cross store stock and stock validation
 Sales of products with or without tax included
 Editing properties
o Ticket properties (Description, Print, Email, Invoice and To be
32
Returned)
33
o Line properties like description , quantity…

34
Viewing and printing paid tickets
 Printed ticket format customization (information, language…)
 Other ticket actions (each of them can be controlled by security
35
settings ):
o Print ticket while editing
36
o Returns
37
o Invoice a ticket

38
Quotations

39
Devices :
o Mobile ready, to be used with tablet devices like iPad or Android
o Support for multiple POS devices: printer, customer display,
touch screen, scale, barcode scanner

40
Most of these functionalities can be secured through security settings .

27
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Searching
28
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Scanning
29
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Customer_management_and_assigning_to_a_ticket
30
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Parking_and_selecting_pending_tickets
31
http://wiki.openbravo.com/wiki/Projects:RetailStockValidation/Func_Documentation
32
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Editing_ticket_properties
33
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Line_Description
34
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Viewing_and_printing_paid_tickets
35
http://wiki.openbravo.com/wiki/Projects:Receipt_Actions/User_Documentation
36
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Returning_products
37
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Creating_an_invoice
38
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Quotations
39
http://wiki.openbravo.com/wiki/Retail:Hardware_and_Peripherals_Guide
40
http://wiki.openbravo.com/wiki/Retail:Configuration_Guide#Security_Settings


Screenshot 13: Browse Categories (included tax price)

Screenshot 14: Not included tax price



Screenshot 15 : Discretionary discount example

Screenshot 16 : Pack Example



Screenshot 17 : Cross store stock

3.3.3 E-Commerce order management
Openbravo for Retail supports E-Commerce sales by directly integrating to existing best in class E-
Commerce platforms, or by easily facilitating such integration via its web service based
interoperability capabilities.

Key  Master data integration (Customers, Products, Prices)
functionality  Sales orders integration
41
o Magento integration

3.3.4 In-Store merchandise and inventory management
Openbravo for Retail enables Stores to perform all needed processes related to Merchandise and
Inventory Management,.

Existing handheld terminals may also be used on a store-and-forward basis to collect and upload
inventory information, via standard data load formats or with a simple extension.

3.3.5 Payments handling
Openbravo POS and the Backoffice provide a complete functionality for managing payments.

3.3.5.1 POS payments

41
http://www.openbravo.com/product/exchange/modules/cleardrop-magento-connector



42
Key Payment methods set up for each POS terminal
functionality  Credit card payments (integration with external payment gateways)
 Multiple payment methods in one ticket

43
Multi-currency payments and multi-currency change returns

44
Overpayments

45
Credit sales
 Cancel payment

46
Configurable coins/banknotes panel

47
Pay with Gift cards and Gift Vouchers

Credit card payments are managed in conjunction with a multifunctional payment terminal, which
communicates with a payment gateway. Different card types or transactions (like credit, debit,
Chip&Pin) can be supported depending on the terminal type and payment processor. An integration
with the desired terminals or payment gateway will typically be needed. Note that card payments
must be processed online.

For implementations that integrate an E-Commerce platform integrated with Openbravo for Retail,
payments are typically managed directly by the E-Commerce platform payment component.

42
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Payment_methods
43
http://wiki.openbravo.com/wiki/Projects:MulticurrencyPayments/Functional_Documentation
44
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Overpayment
45
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Credit_Sales
46
http://wiki.openbravo.com/wiki/Retail:Developers_Guide/How-to/How_to_create_a_new_coins_and_bank_notes_selector
47
http://wiki.openbravo.com/wiki/Retail:Gift_Cards_and_Gift_Vouchers


Screenshot 18 : Card payment example

Screenshot 19: Ticket payment



Screenshot 20 : Paying with a Gift Card

Screenshot 21 : Applied Gift Card



Screenshot 22 : Gift Card and Voucher details

3.3.5.2 Backoffice payments
Openbravo simplifies and automates the business processes around the management of financial
accounts, from the receipt and issue of payment, to the reconciliation of those events with bank
statements. It is a complete payment management system that provides an enhanced user
experience, and fully automates and audits all payment and reconciliation processes.

Key  Extensible payment methods
48
functionality  Extensible matching algorithms
 Bank file formats
 Payment plan
 Payment execution
 Mass payments
 Automated reconciliation
 Payment report
 Cash Flow Forecast Report

48
http://wiki.openbravo.com/wiki/Financial_Management#Payables_and_Receivables_Management


3.3.6 Cash operations at POS
3.3.6.1 Cash management49
The Openbravo POS user interface provides complete, easy to use functionality for managing cash
movements in the store, covering different situations like small payments (petty cash
disbursements), money retirement in a shift change, add change to the drawer, etc.

Key  Cash withdrawals or deposits set up per terminal type
functionality  Cash movement reasons

50
Cash management events

51
Print Cash Management report (printed or not by set up)

Screenshot 23 : Cash Management Window

3.3.6.2 Cash Up52
By using the Openbravo POS user interface, Openbravo for Retail provides complete support for
cashing up. Cash Up can only be processed online.

Key  Step-by-step closing process
functionality o Pending ticket review. At the end of the day you will often find
open tickets that were either paid without registering the payment
(Quick Cash) or the customer simply walked away. The POS GUI
gives the user a fast way of closing or voiding these tickets.

49
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Cash_Management
50
http://wiki.openbravo.com/wiki/Retail:Configuration_Guide#Cash_Management_Events
51
http://wiki.openbravo.com/wiki/Projects:Print_Actions/User_Documentation
52
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Cash_Up


o Count cash, with the ability to register the amount difference,
when the expected and real amount in cash are not the same. A
specific G/L Item can be set up at POS Terminal Type level in
order to register these differences
o Cash to keep, with the ability to decide how the amount
corresponding to each payment method will be moved to the
financial accounts
o Post, print and close, which prints the cash up ticket and initiates
the process in the back office. Cash Up report can be printed or
53
not by default . It is also possible to set-up whether one single
invoice or one invoice per ticket will be created in the back-
54
office

55
Cash-up history per terminal, with the abilily to see all executed cash-
ups, navigate to their recociliated movements and print the corresponding
cash-up report

Screenshot 24: Cash Up (End of Day) process

53
http://wiki.openbravo.com/wiki/Projects:Print_Actions/User_Documentation
54
http://wiki.openbravo.com/wiki/Projects:GenerateInvoices/Functional_Documentation
55
http://wiki.openbravo.com/wiki/Retail:Web_POS_User_Guide#Cash_Up_History


Screenshot 25 : Cash Up history

3.4 Enterprise management
3.4.1 Organizational structure
Any retail business needs to plan its organizational structure in a way that maximizes efficiency and
profitability. No matter how large or small the operation, whether it is a major department store or
single-unit boutique, each company must be structured in such a way that best serves its needs and
makes the business a success.

Openbravo for Retail includes sophisticated platform level support that enables retailers to
56
hierarchically model organizations of arbitrary complexity, based on the Enterprise Model provided
by Openbravo 3. The easy to use interface allows you to create new nodes (organizations), which
serve as the basis of the security model as well as the reporting model--with organization level
summary reporting and advanced drill down capabilities.

In addition, brick-and-mortar retailers will be able to set up POS Terminal Types and POS Terminals.

Key  Store or Store Group setup. A Store Group can represent a sales region,
57
functionality geographic zone, or whatever makes sense for your oganization
 Store-Warehouse setup & rules (on-hand warehouses and priorities)

58
Pricing configuration , with the following rules::
o If a Price List has been assigned to a store, any product sold in
this store will take the price from the store level price list.
o If the store does not have an assigned price list, the price will be
inherited from the nearest parent element (store group) in the
organizational structure.

56
wiki.openbravo.com/wiki/General_Setup#Enterprise_Model
57
http://wiki.openbravo.com/wiki/Retail:Configuration_Guide#Add_Retail_Stores_to_the_Organization_Model
58
http://wiki.openbravo.com/wiki/Retail:Configuration_Guide#Store_Pricing_Configuration


 Assortment configuration, with the following rules:
o If a store has an assigned product list, it can only trade with
products defined inside the product list.
o If the store does not have an assigned product list, the product
list will be inherited from the nearest parent element (store group)
in the organizational structure.
 Default anonymous customer for no-named sales
 Default customer configuration for new customer creation in POS

59
POS Terminal Type setup :
o Used documents for sales, returns, quotations and reconciliation
(when cashing up)
o Supported payment methods, including detailed configuration for:
 Cash Up options - ability to set up how the payed amount
will be moved to the financial accounts, either moving the
complete amount, always leaving a fixed amount or
introducing a variable amount when cashing up
 Cash Management options - ability to set up if cash
drops or deposits are allowed, and tracking of cash
differences
60
o Masterdata refresh policy (total or incremental)

61
POS Terminal setup :
o Terminal Type
o Document prefix used
o Ticket printer and scale information (associated URLs for the
corresponding device)
o Accepted payment types

59
http://wiki.openbravo.com/wiki/Retail:Configuration_Guide#POS_Terminal_Type_window
60
http://wiki.openbravo.com/wiki/Projects:SmartMasterdataRefresh
61
http://wiki.openbravo.com/wiki/Retail:Configuration_Guide#POS_Terminal_window


Screenshot 26: Organization window (form view)

Screenshot 27: POS Terminal Type window



Screenshot 28 : POS Terminal

3.4.2 Human resources / Staff management
Openbravo for Retail fully integrates the basic functionality needed to manage human resources at
the retail store and corporate levels.

The easy to use and highly productive user interface helps to minimize the impact of the typical work
environment (open long hours, peak sales periods, emphasis on cost control) and work force
realities (part-time, diverse backgrounds) that generally make Human Resource Management in
Retail a challenge.

Key  Track and manage employee information
62
functionality  Track sales agent performance

63
Set up, calculate and payment of sales commissions (based on orders
or invoices, based on margins or net amount, based on all documents or
fully paid documents, cascade)
 Easy integration with external attendance systems or payroll systems for
computing hours and labor costs at the head office

64
o Human Resources and Payroll Management

62
http://wiki.openbravo.com/wiki/Retail:Configuration_Guide#Add_Retail_Stores_to_the_Organization_Model
63
http://wiki.openbravo.com/wiki/Commission


Screenshot 29 : Employee Card

Screenshot 30: Commissions Set Up

64
http://www.openbravo.com/product/exchange/modules/sysfore-human-resources-payroll


3.4.3 Financial management
The financial management and accounting functionalities provided by the Openbravo for Retail
65
solution, and based on the Finacial Management provided by Openbravo 3 , are designed to
minimize manual or redundant data input, thereby freeing users from tedious, routine tasks and
allowing greater focus on other, more value added tasks. This increase in productivity is due to the
financial system acting as automated collector of all the relevant transactions generated from the
other operational departments. This occurs in such a way that these activities are automatically
reflected in the general accounting, and in the accounts receivable and accounts payable, as soon
as they occur. Openbravo’s unique multi-schema accounting allows each activity to be reflected
financially in different ways, allowing multinational retailers to automate financial data collection to
support both local and corporate reporting to easily meet diverse management, financial and
regulatory compliance needs.

Key  Accounting
functionality o Chart of Accounts
o Real-time evaluation of and reporting on current accounting data
th
o Fiscal calendar with 13 period
o Period End Close Financial Accounting
o Balance and Profit & Loss
66
o Deferred revenue and expenses
 Managerial Accounting
67
o Accounting dimensions : operational, financial, analytical
68
o Product Costing
 Accounts payable and receivable (already explained in the Payments
section but again here applicable for all those payments and collections
not directly related to the store sales)
 Assets management
o Hierarchy
o Purchase
o Asset card creation
o Asset depreciation plan execution and posting
o Disposal
o Depreciation (flag at asset or asset group level)
 Financial Budget management
o Structure creation and initial import
o Follow-up
o Export/Import
 Internationalization support
o Support for multi-currency (exchange rates set-up, secured
option for changing the exchange rate on a document basis)
o Support for multi-schema accounting, which enables the same
transaction to be accounted in different rules, different charts of
accounts, in different base currencies and with a different
accounting calendar
o Support for international bank account numbers

65
http://wiki.openbravo.com/wiki/Financial_Management
66
http://wiki.openbravo.com/wiki/How_to_manage_deferred_revenue_and_expenses
67
http://wiki.openbravo.com/wiki/ManualDoc:Common_OBConcepts%26Processes#Document-Accounting_Dimensions
68
http://wiki.openbravo.com/wiki/Product#Costing


o Support for multiple languages, defined at user level

Screenshot 31: Cash Flow Forecast report exported to Excel

Screenshot 32 : Store P&L



3.4.4 Document management
Openbravo for Retail uses the standard capabilities of the Openbravo 3 platform to support flexible,
in context document management. It is possible to attach multiple documents to any transaction,
providing a fully integrated source of truth that completely models all business activities.

Key  Files of any type may be attached to any transaction or entity
functionality
69
o Enterprise Content Management , for the creation of document
libraries and documents search

Screenshot 33: File attachment

3.4.5 E-Learning support
Based on the powerful Openbravo 3 platform capabilities, Openbravo for Retail provides retailers a
powerful tool for training store staff for their daily work. This is specially important in an industry like
Retail with a high number of part time employees, contracted during peak sales periods, or just due
to the traditional turnover rate.

Key  Use of HTML or URL widgets
functionality  Embedded application Help

70
o FAQ Management , used in order to define a set of

69
http://www.openbravo.com/product/exchange/modules/content-management/


preconfigured questions with their answers which are then
available from a widget. Examples of this could be a detailed
explanation about how to take a physical inventory, how to do a
return, etc. In addition, each Question can be marked as a Must
Read

By using widgets, it is possible to easily embed targeted training content directly in the role-based
Openbravo workspace. For example see below a workspace screenshot with a widget called
“Getting Started”, which lets user to navigate to different contents.

Screenshot 34: Openbravo Workspace

3.4.6 Customers Relationship Management (CRM)
Openbravo for Retail provides a complete set of Customer Relationship Management (CRM)
functionalities.

Key  Customer information, including contact persons, addresses, payment
functionality terms, account balance, credit information, notes, and more
 Customer classification based on Categories
 Unlimited options to expand the available information with additional
fields or information
 Customer ordering history, with detailed information about dates, prices
and quantities

71
o SugarCRM integration

70
http://www.openbravo.com/product/exchange/modules/faq-management/
7171
http://www.openbravo.com/content/openbravo-sugar-integration


Screenshot 35: Customer card

Screenshot 36: Customer History (Orders, Shipments, Invoices)



3.5 Retail Intelligence
Openbravo for Retail uses and extends the standard Openbravo 3 reporting capabilities.

3.5.1 Dimensional reports
A significant number of reports in Openbravo are multidimensional, which means that the user can
select which type of information to include into the report, how to group and sort it, and how to filter
it.
Additionally, comparative analyses can be made (with variations percentage), by combining in one
report information from different periods.
Common dimensional report primary filters include:

 Dates: enter a Date From and Date To to be used while retrieving the data.
 Amounts: enter a range of amounts to be used while retrieving total amounts. Note that
amounts displayed in the reports are usually net amounts.
 Comparative Report: select it in case you need to get a comparative report between two
different time periods.

Secondary Filters section normally includes Organization, Business Partner / Product Group fields,
multiple selector of Business Partner and Product, and various report-specific felds.

Key reports include:
 Sales dimensional report
 Shipments dimensional report
 Invoice dimensional report
 Purchase order dimensional report
 Goods receipts dimensional report
 Purchase invoice dimensional report



Screenshot 37: Sales Dimensional Report

3.5.2 Widgets
Widgets are user interface elements which can be placed either in a users' Workspace, in a
generated or manual window window. They can be used to display a wide range of different
information, ranging from static content, to dynamic data in list form, custom html content, or
complete external URL's.

Detailed information to know about:
 Best Selling Stores
 Best Selling Products
 Best Selling Product Categories
 Best Selling Sales Agents
 Best Selling Customers

Key  Input parameters
functionality  Column filtering, ordering and sorting
 Export to spreadsheet
 Widget visibility per user or role
 Embedded in the workspace or as a transaction field

72 73
o Zoho integration . Openbravo 3 integrates with Zoho Reports ,
for user friendly graphical business intelligence reports and
dashboards.

72
http://www.openbravo.com/content/zoho-reports-integration
73
www.zoho.com/reports


Screenshot 38: Zoho widget in the Workspace

Screenshot 39: Zoho widget as a menu entry



Screenshot 40 : Example of a Zoho Dashboard (not available out-of-the-box. Just an example of the
Zoho integration possibilities)

3.5.3 Grid
The grid view functions as the base view, and often as the starting point to filtering and drilling down.
The user can open a record in form view on top of the grid. The Openbravo 3 grids let you browse,
select, filter and organize high volumes of data with ease.



Advanced grid  Column filters
functionalities o Regular column filters: These are fields that are empty by default
74
include but once you start typing the first characters of a search term, the
grid will be filtered in real-time.
o Date column filters: Clicking it will launch a dialog where you can
set a relative date range, for example 8 days ago till today.
o Dropdown column filters: Filters that contain a limited set of
values. Just open the dropdown and select a value. One of the
values is always "blank" in case you do not want to filter the
column.
 Implicit filters
 Setting columns visibility
 Sorting
 Columns position and size
 Freezing columns
 Summary columns
 Saving views, which can include filters and specific grid arrangements
 Exporting to a spreadsheet
 Computed fields (fields that are not backed by a physical column but by a
property path)
 Canvas fields (Ability to define fields that are not backed by a physical
column but by a javascript expression that is computed in the front-end)
 Grouping and Summary functions

Screenshot 41: Grid example

74
http://wiki.openbravo.com/wiki/User_Interface_Introduction#Advanced_Grid_Functionality


Screenshot 42 : Example of summary and grouping functions

3.5.4 Integration with BI platforms
By using its intuitive, fully documented database and advanced interoperability capabilities,
Openbravo for Retail may be easily integrated with external BI platforms, like Pentaho and many
others, in order to cover advanced reporting and analysis requirements.



4 Technical characteristics
4.1 Architectural overview
Openbravo for Retail is designed to be platform agnostic and therefore runs on a wide range of
hardware and operating systems.

Picture 3 : Architecture

There is one centralized, real-time database that serves both the Backoffice and the store-level POS
75
GUI. The Openbravo instance (that manages this database) can be deployed in several ways .

Terminals that are connected to peripherals such as printers, need to run a small web application,
76
the so-called Hardware Manager (HWM) to control those. The HW Manager does not have an end-
user GUI and runs in the background.

4.2 Technical requirements
To use the back office web interface of Openbravo 3 any modern office system would work. See the
77
client section of the System Requirements for details on browser and network connectivity. As with
most web based applications, a faster CPU and lots of RAM makes the GUI snappier and more
pleasant to use. Larger displays also make users more productive using wide grids, forms and
multiple tabs. Just to give an example: A computer with an i3 processor with 4GB RAM and display
with a 1680x1050 resolution is a comfortable setup for the Openbravo 3 web client. The Openbravo
3 web client runs on Windows, OS X and Linux alike.

To use Openbravo POS there is a lot more to choose from. Openbravo POS runs on almost
78
anything with a browser and connects to a wide variety of peripherals.

75
http://wiki.openbravo.com/wiki/System_Administration_Guide
76
http://wiki.openbravo.com/wiki/Retail:Hardware_and_Peripherals_Guide#The_POS_Hardware_Manager
77
http://wiki.openbravo.com/wiki/System_Requirements#Client:_web_browsers
78
http://wiki.openbravo.com/wiki/Retail:Hardware_and_Peripherals_Guide#On_what_hardware_do_I_access_Web_POS.3F


5 Anexo: Some deployment scenarios
Openbravo for Retail is a modular and agile solution that can be adapted to different deployment
scenarios according to the retailer business and IT needs. Following examples show some of the
typical deployment scenarios.

5.1 Scenario 1: Complete Solution
Openbravo for Retail becomes the new retail management system both for headquarters and store
operations. The standard functionality can be enhanced with additional commercial modules, in
order to provide a complete multichannel retail solution, as it is the case of an integration with an E-
Commerce platform.

5.1.1 Single-store
In this case, with a single store, the deployment options are:

1) Openbravo instance:
a. Internal : unique, deployed in the store
b. External : unique, hosted, in the cloud or as an OnDemand service
2) Store:
a. Openbravo POS running on each terminal, with option of having access to the
Backoffice as well
b. Additional work terminals with access to the Backoffice
3) Headquarters : the store itself

In case of integration with an E-Commerce platform, this could be deployed following the same
option than the Openbravo instance. In this case, a connector with this E-Commerce platform should
be also required.



Picture 4: Complete Solution Scenario, single-store with the Openbravo instance in the store



Picture 5: Complete Solution Scenario, single-store with the Openbravo instance in the cloud

5.1.2 Multiple-store
In this case, the deployment options are:

a. Internal : unique, deployed in the headquarters
2) Stores:
a. Openbravo POS running on each POS terminal, with option of having access to the
Backoffice as well
b. Additional work terminals with access to the Backoffice
3) Headquarters :
a. Work terminals with access to the Backoffice

In case of integration with an E-Commerce platform, this could be deployed following the same
option than the Openbravo instance. In this case, a connector with this E-Commerce platform should
be also required.

It could be also possible to install Openbravo for Retail as an stand alone application on each store,
by deploying the whole solution on each location.



Picture 6: Complete Solution Scenario, multiple-store with the Openbravo instance in the cloud

5.2 Scenario 2: POS
Under this scenario, the retailer has already a central management system, and is seeking for
improving the store operations and customer experience. In this case, Openbravo for Retail acts
only as the store system. Depending on the processes covered by the current cental management
syste, the Backoffice can act only as an information aggregator and for the terminals set-up, sending
and/or receving information from the central system, or provide support for additional processes
(store inventory, store replenishment…).

5.2.1 Single-store
In this case, with a single store, the deployment options are:

a. Internal : unique, deployed in the store
2) Store:
Backoffice as well
b. Additional work terminals with access to the Backoffice (limited scope depending on
the central system responsibilities)
3) Headquarters :
a. Work terminals with access to the Backoffice (limited scope depending on the
central system responsibilities)

The retailer will have a central system instance integrated with the Openbravo instance.



In case of integration with an E-Commerce platform, this will be usually with the central system, and
therefore a connector won’t be required.

Picture 7: POS Scenario, single-store with the Openbravo instance in the store

Picture 8: POS Scenario, single-store with the Openbravo instance in the cloud



5.2.2 Multiple-stores
In this case, with multiple stores, the deployment options are:

a. Internal : multiple, one on each store
b. External : multiple (one per store), hosted, in the cloud or as an OnDemand service
c. Internal : unique, for all the stores, installed in some of them
d. External : unique, for all the stores, hosted, in the cloud or as an OnDemand service
2) Stores:
Backoffice as well
b. Additional work terminals with access to the Backoffice (limited scope depending on
the central system responsibilities)
3) Headquarters :
a. Work terminals with access to the Backoffice (limited scope depending on the
central system responsibilities). In this case headquarters would access to each
independent Backoffice. The aggregated information will be available in the central
system.

The retailer will have a central system instance integrated with each Openbravo instance.

In case of integration with an E-Commerce platform, this will be usually with the central system, and
therefore a connector won’t be required.

Picture 9: POS Scenario, multiple-store with the Openbravo instances in the stores



Picture 10: POS Scenario, multiple-store with a unique Openbravo instance in the cloud

5.3 Scenario 3: E-Commerce Backoffice
This is the case of an e-tailer, without physical stores. Openbravo for Retail would here only provide
the Backoffice functionality, without the POS.

In this case, the common situations would be:
a. Internal : in Headquarters
b. External : hosted, in the cloud or as an OnDemand service
2) Headquarters:
a. Work terminals with access to the Backoffice

How the E-Commerce instance is deployed, will be usually influence the way that the Openbravo
instance is deployed.



Picture 11: E-Commerce Backoffice Scenario with the Openbravo instance in the cloud

6 How to evaluate Openbravo for Retail?
79
If you want to evaluate Openbravo for Retail, you can try it first by yourself in our online demo .

If you want a deeper experience, it can be easily done through our free trial offer, an easy way to
experience the full power and flexibility of our product first-hand with your own data. Start with your
80
free trial by following an easy three steps process .

79
http://www.openbravo.com/resources/demo
80
http://www.openbravo.com/es/professional-edition-trial


7 About Openbravo
Downloaded more than 3.000.000 times, Openbravo is the world’s leading web-based open source
business application platform. Openbravo’s flagship professional edition is available exclusively
through the company’s global network of over 100 partners, who provide local expetise and rapid,
cost-effective on-site implementation services. Openbravo partners also provide deployment
expertise for Openbravo’s rapidly growing selection of the nearly 400 ERP modules that add
localization and rich functionality to the core product. More than 6.000 organizations rely on
Openbravo, in more than 30 countries. Openbravo has offices in the U.S., Spain, and India.

Are you interested in becoming a partner or affiliate of Openbravo? Please fill out our partner
81
form .

Are you evaluating our products for use in your company and have questions? Please fill out our
82
customer contact form .

For general information about our company, or articles or other press related materials please
contact : info@openbravo.com.

81
http://www.openbravo.com/partners-apply
8282
http://www.openbravo.com/form-customer

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