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Openbravo QuickStart 2User Manual

Chapter 1a – Order toShipment

v2.0.2

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Introduction ....................................................................................... 2Abstract Business Process .................................................................. 2Roles Involved .................................................................................... 2Configuration ...................................................................................... 3

Sales Products and Prices Configuration................................................. 3Step-by-Step....................................................................................... 0

Identify Business Partner..................................................................... 4Finding a Business Partner ................................................................ 5Creating a New Business Partner ....................................................... 5

Analyze Risk for the Business Partner.................................................... 8Prepare Quotation .............................................................................. 9Manage Quotations ............................................................................11Send Quotation .................................................................................12

Sending Quotations by Email ............................................................12Sending Quotations by Fax...............................................................13

Create Sales Order ............................................................................13Converting an Accepted Quotation into a Sales Order ..........................13Generating an Independent Sales Order.............................................14

Manual .......................................................................................14Copying Lines from a Previous Order ..............................................14Copying Lines from the History of Previous Orders............................15

Book Sales Order...............................................................................16Manage Pending Orders......................................................................16Prepare and Quality Assure Shipment...................................................17Shipment .........................................................................................17

Creating Shipments from Pending Orders ...........................................17Creating Shipments Manually ..............................................................17

Introduction

This workflow manages the life-cycle of a sales process, from the moment a BusinessPartner requests a quotation or orders goods, to the moment the warehouse staff ships themerchandise.

Abstract Business Process

The abstract Order to Shipment is defined by the following business process diagram:

These are the main sub-processes that form it:• Selecting the Business Partner (or creating if needed)• Requesting and managing quotations• Generating Sales Order• Managing pending orders and shipping• Generating the invoice

Roles Involved

The following roles are involved within this process:• Sales - the main role in this chapter (will also manage Business Partners)• Material Management - needed to manage the shipments

Configuration

Some configuration needs to be done before performing the process:• Sales product and prices configuration

Sales Products and Prices Configuration

Sales products need to be configured prior any sell in the application. In fact, each productthat is being sold needs to have a price in the sales price list in order to be selectable inany transactional document like a sales order or a sales invoice.

To create a product, use the Master Data Management || Product window and create anew record:

Fields to note:• Search Key - ID or key name to identify the product• Name - full name of the product• Tax Category - assign a predefined tax category to the product. Selecting this

product in an order or an invoice line will automatically use this tax for thecalculation.

• UOM - basic unit of measure of the product. Selecting this product in an order orinvoice line will automatically preselect this UOM.

• Attribute Set - The attribute set that should be selected for the product. Theattribute can be a lot, a serial number or an specific attribute like size, color...

• Cost type - Cost calculation configuration for this product

Then, move to the [Price] and enter the price for this product into an existing sales pricelist (this needs to have been created previously):

Fields to note:• Price list version - Select the price list version of the sales price list• Standard price - The price for which the product will be sold• List price - The price used to calculate the discount compared to the standard

prices

Usually standard and list prices are the same, and the user changes the unit price inthe order or in the invoice.

Note: A company can purchase an sell the same product. In this case, the productshould have a two prices, one assigned to the sales and one to the purchase price list.

Step-by-Step

Identify Business Partner

The Sales role should be used.

Finding a Business Partner

Go to Master Data Management || Business Partner window and click the search icon(the little magnifying glass in the toolbar above):

Use the filter for finding a specific business partner(s). Use % (percentage sign) as awildcard for any character. Then switch to grid view to list the business partners thatmatched the search criteria:

Double click a business partner to open it in form view and see more details.

Creating a New Business Partner

Before creating a quotation or a sales order, a business partner must you will be dealingwith must exist.

If one does not exist yet, register a new one using the Master Data Management ||Business Partner window and creating a new record:

Mandatory fields:• Search Key – a unique key or ID of the business partner• Name - full name• Business Partner Category - used to group business partners together and

predefine accounting specifics on the level of each group

Save the record and switch to [Customer] tab:

The following fields need to be configured in here for each business partner that is acustomer:

• Customer - check this off, indicating that this business partner is a customer• Price List - select a sales price list that applies to this customer (prices of products

entered into sales documents will be taken from this price list)• Sales Representative - select a sales representative responsible for this customer

if there is one• Invoice terms - Select the invoicing terms for the customer, selecting among the

choices:◦ After Order Delivered - the invoice only be automatically generated after all

products of the sales order have been shipped◦ After Delivery - products of the sales order will be automatically invoiced as

they are shipped, even if there are partial shipments◦ Do not invoice - no invoice will be generated automatically.◦ Immediate - the invoice will be generated on the next run of the Generate

Invoices process◦ Customer Schedule after Delivery - the invoice will be generated according

to the calendar agreed with the customer.• Payment method - the payment method (such as cash, bank transfer, check, etc)

used for sales transactions with this customer• Payment Terms - select one of the predefined (user can predefine as many as

required) payment terms (such at 15 days, 30 days, installments, etc)

• Financial account - your financial account used to collect payments from thiscustomer

• Credit limit - If the sum of all pending payments is over this credit limit, thesystem will alert the user that this customer has reached the credit limit whenselecting this business partner in sales documents (order, shipment or invoice)

To create a Sales Representative, create a new business partner, enter a name, forexample John Moneymaker and Save it.

Switch to [Employee], tick off the Is Sales Representative checkbox and save it. If younow create a new sales order, you will be able to select John Moneymaker as the SalesRepresentative:

Analyze Risk for the Business Partner

Please refer to the Collection chapter of the user manual to learn how to see the creditused and credit available for a specific business partner.

Prepare Quotation

To enter a quotation, use the Sales Management || Transactions || SalesOrder window and create a new record inside [Header]:

Fields to note:• Transaction Document - select Quotation which indicates a potential sales order

and distinguishes it from the rest of the orders.• Business Partner - choose a customer (business partner marked as a customer)

for which the proposal is being made. Upon selecting one, note how most of themandatory fields are filled in automatically according to the customer details wehave entered inside the [Customer] tab of the Business Partner window (such asPartners address, Price list, Sales Representative, Payment method andPayment terms. However, these can now be changed if required.

• Invoice Address - address that will be used upon generating the invoice• Delivery Location - address that will be used when generating a shipment• Document Status - status of the document, possible options are:

◦ Draft - Saved but not completed. It has no consequence in the system.◦ Completed - A document which will be marked as pending to be delivered

and eventually invoiced.◦ Closed - A closed document cant be re-opened and does not appear as

pending in any part of the system• Total Net Amount - Total amount without the taxes• Total Gross Amount - Total amount with taxes included• Invoice Terms - The Invoice Rule defines how a Business Partner is invoiced and

the frequency of invoicing• Payment Method - Payment methods describe how an invoice will be paid, for

example, checks, cash or bank transfer. In the new payment flow as many payment

methods as required can be defined. Each payment method can be configuredhaving different business logic for collections and payments

Save the record and switch to [Lines]:

Create a new line selecting the desired product. These are the fields to note• Product - select the product to be quoted. Please, refer to the configuration

section to see how products for sale are created. Notice how some other fields suchas Unit Price, UOM, Currency, etc are also automatically selected.

• Attribute Set Value - if required by the product definition, select a specificattribute of the product being quoted

• Ordered Quantity - the number of items (in unit of measure selected) beingquoted

• Delivered quantity - a read-only field that will be filled once there is a shipmentrelated to this line

• Invoiced quantity - a read-only field that will be filled once there is an invoicerelated to this line

• Net Unit price - Price offered by the quotation. This field will be automaticallyretrieved upon product selection from the standard price of the product in the salesprice list selected in the [Header] of this document. By default, the user has thefreedom to change it which will be reflected in the line amount and the discountfield.

• Net List price - This field will be retrieved upon product selection depending on thelist price of the product in the sales price list selected in the [Header] of thisdocument. This field is informative so that the discount can be calculated.

• Discount - This field displays the discount Unit Price offers compared to the ListPrice. The goal of this field is to show the discount of the line.

• Tax - automatically selected according to the Tax Category configured for theproduct and the regions of the shipper and the receiver.

• Line Net Amount - multiplication between Ordered Quantity and the Unit Price

Create as many lines as required and then go back to [Header]. Once the quotation isfinished, it must be completed by clicking the Complete button:

After completing the quotation, the Document Status changes from Draft to Under way.We can now print the quotation and send it to the customer by fax, mail, email, etc.

Because this is a sales order of type Quotation, the document can still be changed after ithas been completed and put into Under-way status.

Manage Quotations

To view pending quotations go to Sales Management || Transactions || Sales Orderwindow and list all the records in the grid view. Using the filters, list the quotations youneed to manage.

Then, order the results of the search by clicking on the Transaction Document column:

Converting a quotation into a sales order or voiding it will be explained in the followingsections.

Send Quotation

The Sales role should be used.

A quotation can be sent to the customer in several formats: by e-mail, fax, mail, etc.

Sending Quotations by Email

To send a quotation by email, open the quotation inside the Sales Management ||Transactions || Sales Order window and then click on the mail icon in the toolbar:

Type in the receiver's e-mail, and the e-mail subject and content. Attach another file (apartfrom the quotation pdf attached by default) if needed and send it:

Note: the emailing functionality needs to be configured properly, if it is malfunctioningplease contact your administrator/consultant.

Sending Quotations by Fax

This process must be done outside Openbravo ERP as it does not support fax integration.Print out the quotation using the printer icon in the toolbar and then use a normal fax tosend it.

Create Sales Order

The Sales role should be used.

A sales order can be generated in two different ways:1. By creating it independently from scratch2. By converting an existing quotation into a sales order

Converting an Accepted Quotation into a Sales Order

When a quotation is accepted by the customer, it is time to convert the quotation into asales order.

Navigate to the Sales Management || Transactions || Sales Order window and selectthe desired Quotation document. Using the Transaction Document dropdown field,change it to the Standard Order type and SAVE! Upon save, the description field will beupdated with the quotation document number, to enable tracking of sales orders that camefrom a quotation:

Complete the document and note that the Document Status will change to Completed.

Generating an Independent Sales Order

To create sales order from scratch go to Sales Management || Transactions || SalesOrder window and create a new record. See Quotation section of this document fordescription of the relevant fields in the document header with the difference ofselecting Standard Order as the Transaction Document.

The header of the sales order would then look similarly to:

There are 3 ways of entering lines into the sales order:• Manually, line by line• Copying lines from a previous order using the Copy from Order button• Copying lines from a history of previous orders of the customer using the Copy

Lines button

Manual

Please refer to the Quotation section of this document to see how to enter manual lines ina sales order. Enter product attributes (color, size..) for lines that need it.

Copying Lines from a Previous Order

Click the Copy from Order button in [Header]:

In this new window, open the search and select any sales order document (note that thequotations are also displayed) and click OK:

See that the lines that were in the selected order are now inserted in the [Lines] tab of thesales order. Change any information (quantity, amount, unit price), or enter productattributes (color, size..) for lines that need it.

Copying Lines from the History of Previous Orders

Using the Copy Lines button in the [Header] the following window appears showingproducts that have been ordered by the customer in the past:

Select the lines to be copied into the sales order, change the Price and Quantity if neededand then click OK. Change any information (quantity, amount, unit price), or enter productattributes (color, size..) for lines that require them.

Finally, complete the sales order by clicking the Complete button. See that the DocumentStatus changes from Draft to Completed.

Book Sales Order

When a sales order is completed (using the Complete button), the products and theirquantities automatically get booked (reserved) within the inventory.

The process of physically booking the goods must be done outside Openbravo ERP.

Manage Pending Orders

The Material Management role should be used.

To see the orders pending to be shipped, use the Sales Management || Transactions ||Create Shipments from Orders form and the filters available to narrow down the shownresults:

Columns to note:

• Document No. - document number of the sales order. By clicking this link, you willbe taken to the Sales Order window and the specific order you have clicked.

• Business partner - customer that submitted the sales order• Order date - date of the order• Lines Amt - Total lines amount without taxes• Not delivery - The amount still pending to be delivered for the specific order

Prepare and Quality Assure Shipment

This process should be physically done outside Openbravo ERP. The Goods Shipmentdocument and its Description fields can be used to enter any notes regarding thepreparation of the shipment.

Shipment

The Material Management role should be used.

Creating Shipments from Pending Orders

To see the orders pending to be shipped use the Sales Management || Transactions ||Create Shipments from Orders form and the filters to narrow down the search for thedesired orders. See the Manage Pending Orders section of this document.

Using the form above, select the order(s) you want to ship and click the Process button togenerate the underlying Goods Shipment document(s). The message shown will displaythe shipment number(s) it just created. Navigate to the Sales Management ||Transactions || Goods Shipment window to ensure the shipment document(s) have beencreated.

Creating Shipments Manually

Navigate to the Sales Management || Transaction || Goods Shipment window andcreate a new record inside [Header]:

Select a customer inside the Business Partner field and then click the Create Lines Frombutton to show a new dialog where products from pending orders or existing invoices can beselected:

See the Order combo and select a pending order to be shipped to this customer. See howselecting an order in the combo will update the selectable lines shown in the form.

Select the lines that are going to be shipped and click OK. See that the lines have beeninserted into the [Lines] tab. There, you can change any information like quantities,attributes (color, size..) for lines that require modifications.

Once finished, press the Complete button in the [Header]. See the Warehouse

Management || Analysis Tools || Stock Report to see that the material is no longer inthe warehouse.