Openbravo for Retail Release RMP19 January 2013
Oct 19, 2014
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
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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.
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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
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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
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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
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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.
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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
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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
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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
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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
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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
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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
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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.
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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
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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
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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.
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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
.
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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].
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