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Openbravo for Retail Release RMP19 January 2013
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Openbravo for Retail Solution Description (RMP19)

Oct 19, 2014

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Openbravo for Retail, is an opensource, multi-channel and full web retail management solution for managing an entire Retail business - from Sales and Customer Relationships to Financials and Operations, across different channels. Discounts and promotions, POS multicurrency payments, Gift Cards, on-line and off-line operations, e-commerce integration, mobile and cloud ready... and a lot more.
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Page 1: Openbravo for Retail Solution Description (RMP19)

Openbravo for Retail

Release RMP19

January 2013

Page 2: Openbravo for Retail Solution Description (RMP19)

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

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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

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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

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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 .

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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

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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

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

a service with On Demand1. 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

Picture 1: Openbravo for Retail Scope

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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

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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 capabilities

2

User preferences (role, entity, organization, warehouse, language, password)

Security: o Security control by roles, user and password

3 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 o Saved and named views

4. 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

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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

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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 capabilities

5

User preferences (role, language)

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

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Screenshot 5 : Openbravo POS User Interface (I)

Screenshot 6 : Openbravo POS User Interface (II)

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3 Business footprint

3.1 Merchandise lifecycle

3.1.1 Item management Openbravo for Retail uses and expands the standard Openbravo 3 Product Management

6

functionality.

Key functionality

Products and components

Product categories7

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)

Enable cross store for a product8

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

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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 functionality

Price Lists functionality o Price with or without Tax included o Price list based on costs o Price lists

9 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

Discounts and Promotions10

, showing multiple rules11

: 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

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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

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Screenshot 9: Product card with Price Information

Screenshot 10 : Example of promotion set-up

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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 functionality

12

Create Product Lists

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 Openbravo 3 Procurement Management

13 capabilities.

12

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

http://wiki.openbravo.com/wiki/Procurement_Management

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Key functionality

Purchase planning, based on demand, keeping in mind minimum stock 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 Management of Openbravo 3

14, 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 functionality

Warehouses and storage bins (multiple warehouse use available)

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

Stock reservations15

Picking16

Packing17

Stock data load tool

Additional modules like: o Warehouse Transactions Management

18 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/

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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 functionality

Purchase orders

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 Management

19 functionality provided by Openbravo 3.

Key functionality

Customer management

Customer discounts

Quotations management20

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

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Additional modules like: o Intercompany

21 allows retailers to easily manage internal sales

between organizational units: o Consignment Sales

22 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.

Key functionality

Multisession support23

Offline capabilities: o Offline login

24

Online and offline operations25

. 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 o Browse categories

26

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

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o Search for products (with auto-completion or instant search)27

o Barcode scanning

28

Customer management and assigning to a ticket (including New Customer Creation)

29

Park and select pending tickets30

Discounts and Promotions

Cross store stock and stock validation31

Sales of products with or without tax included

Editing properties o Ticket properties (Description, Print, Email, Invoice and To be

Returned)32

o Line properties like description

33, quantity…

Viewing and printing paid tickets34

Printed ticket format customization (information, language…)

Other ticket actions (each of them can be controlled by security settings

35):

o Print ticket while editing o Returns

36

o Invoice a ticket37

Quotations38

Devices39

: 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

Most of these functionalities can be secured through security settings40

.

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

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Screenshot 13: Browse Categories (included tax price)

Screenshot 14: Not included tax price

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Screenshot 15 : Discretionary discount example

Screenshot 16 : Pack Example

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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 functionality

Master data integration (Customers, Products, Prices)

Sales orders integration

Additional modules like: o Magento integration

41

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

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Key functionality

Payment methods set up for each POS terminal42

Credit card payments (integration with external payment gateways)

Multiple payment methods in one ticket

Multi-currency payments43

and multi-currency change returns

Overpayments44

Credit sales45

Cancel payment

Configurable coins/banknotes panel46

Pay with Gift cards and Gift Vouchers47

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

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Screenshot 18 : Card payment example

Screenshot 19: Ticket payment

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Screenshot 20 : Paying with a Gift Card

Screenshot 21 : Applied Gift Card

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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 functionality

48

Extensible payment methods

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

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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 functionality

Cash withdrawals or deposits set up per terminal type

Cash movement reasons

Cash management events50

Print Cash Management report (printed or not by set up)51

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 functionality

Step-by-step closing process 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

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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 not by default

53. It is also possible to set-up whether one single

invoice or one invoice per ticket will be created in the back-office

54

Cash-up history55

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

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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 hierarchically model organizations of arbitrary complexity, based on the Enterprise Model

56 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 functionality

57

Store or Store Group setup. A Store Group can represent a sales region, geographic zone, or whatever makes sense for your oganization

Store-Warehouse setup & rules (on-hand warehouses and priorities)

Pricing configuration58

, 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

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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

POS Terminal Type setup59

: 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

o Masterdata refresh policy60

(total or incremental)

POS Terminal setup61

:

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

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Screenshot 26: Organization window (form view)

Screenshot 27: POS Terminal Type window

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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 functionality

62

Track and manage employee information

Track sales agent performance

Set up, calculate and payment of sales commissions63

(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

Additional modules like: o Human Resources and Payroll Management

64

62

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

http://wiki.openbravo.com/wiki/Commission

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Screenshot 29 : Employee Card

Screenshot 30: Commissions Set Up

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

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3.4.3 Financial management The financial management and accounting functionalities provided by the Openbravo for Retail solution, and based on the Finacial Management provided by Openbravo 3

65, 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 functionality

Accounting

o Chart of Accounts

o Real-time evaluation of and reporting on current accounting data

o Fiscal calendar with 13th period

o Period End Close Financial Accounting

o Balance and Profit & Loss

o Deferred revenue and expenses66

Managerial Accounting

o Accounting dimensions67

: operational, financial, analytical

o Product Costing68

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

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o Support for multiple languages, defined at user level

Screenshot 31: Cash Flow Forecast report exported to Excel

Screenshot 32 : Store P&L

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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 functionality

Files of any type may be attached to any transaction or entity

Additional modules like: o Enterprise Content Management

69 , 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 functionality

Use of HTML or URL widgets

Embedded application Help

Additional modules like: o FAQ Management

70, used in order to define a set of

69

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

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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 functionality

Customer information, including contact persons, addresses, payment 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

Additional modules like: o SugarCRM integration

71

70

http://www.openbravo.com/product/exchange/modules/faq-management/ 7171

http://www.openbravo.com/content/openbravo-sugar-integration

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Screenshot 35: Customer card

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

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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

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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 functionality

Input parameters

Column filtering, ordering and sorting

Export to spreadsheet

Widget visibility per user or role

Embedded in the workspace or as a transaction field

Additional modules like: o Zoho integration

72. Openbravo 3 integrates with Zoho Reports

73,

for user friendly graphical business intelligence reports and dashboards.

72

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

www.zoho.com/reports

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Screenshot 38: Zoho widget in the Workspace

Screenshot 39: Zoho widget as a menu entry

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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.

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Advanced grid functionalities include

74

Column filters o Regular column filters: These are fields that are empty by default

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

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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.

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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

GUI. The Openbravo instance (that manages this database) can be deployed in several ways75

.

Terminals that are connected to peripherals such as printers, need to run a small web application,

the so-called Hardware Manager (HWM)76

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 client section of the System Requirements

77 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 anything with a browser

78 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

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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.

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

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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:

1) Openbravo instance: a. Internal : unique, deployed in the headquarters b. External : unique, hosted, in the cloud or as an OnDemand service

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.

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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:

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 POS terminal, with option of having access to the

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.

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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

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

1) Openbravo instance: 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: 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 (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

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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:

1) Openbravo instance: 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.

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

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

79.

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

free trial by following an easy three steps process80

.

79

http://www.openbravo.com/resources/demo 80

http://www.openbravo.com/es/professional-edition-trial

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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 form

81.

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

82.

For general information about our company, or articles or other press related materials please contact : [email protected].

81

http://www.openbravo.com/partners-apply 8282

http://www.openbravo.com/form-customer