2. Procurement Management ............................................................. 25
Price List .................................................................................. 25
Document Numbering................................................................. 25
Sales Management ....................................................................... 25
Price list ................................................................................... 25
Document Numbering................................................................. 25
Warehouse management ............................................................... 26
Financial management .................................................................. 26
Accounting................................................................................ 26
Accounting Calendar Definition ................................................. 26
Taxes .................................................................................... 27
Background Accounting Process ................................................ 27
Receivable & Payables Management ............................................. 27
Financial Accounts................................................................... 27
Initial Pending Payments.......................................................... 28
Asset Management.................................................................. 28
Test Environment Creation........................................................... 28
Printing Forms ............................................................................. 31
Purchase Order ............................................................................ 33
Sales Order ................................................................................. 33
Quotation .................................................................................... 33
Goods shipments.......................................................................... 33
Sales Invoice ............................................................................... 34
Training ....................................................................................... 34
Basic information (0,5h) ................................................................ 34
Procurement management (4h) ...................................................... 34
Sales management (2h) ................................................................ 34
Warehouse management (1,5h) ..................................................... 34
Payables/receivables management (6h)........................................... 34
Asset management (1,5h) ............................................................. 35
Accounting (2h) ........................................................................... 35
Support Phase.............................................................................. 35
Defects ....................................................................................... 35
Adjustments ................................................................................ 35
Extensive Customizations .............................................................. 35
Maintenance Packs ....................................................................... 35
Applying Maintenance Packs ........................................................ 36
Country Specific Configurations ................................................... 36
Spain .......................................................................................... 36
Spanish Professional Localization Pack Installation ......................... 36
Installation............................................................................. 36
Initial Client & Organization Setup................................................ 36
Remittance Types ...................................................................... 38
Introduction
Dear Consultant,
this document was designed in order to guide you through the full implementation of
Openbravo QuickStart 2. It covers everything from the initial interview with the
customer where the exact requirements need to be collected, up to the go live of the
project.
3. Initial Interview
After the customer has expressed interest in a QuickStart 2 project, an initial meeting
has to be scheduled so that the consultant can ensure that QuickStart 2 really fits the
customer requirements and that certain critical information is clear before starting. This
initial meeting should take 4h at max, and should be done either in person or by
conference, depending on the geographical constraints.
A template document (called QuickStart2InitialInterview) is provided to lead this
interview and collect necessary data.
Critical Information to Obtain
It is of utmost importance that the initial meeting is efficient and delivers the parameters
that will drive the implementation. Some of these are:
1. Number of organizations of the client. Visualize the organizational tree.
Openbravo QuickStart 2 is able to handle setups with more than one
organization. However if a complex multi-organization structure is required
evaluate carefully whether Openbravo QuickStart 2 covers the functional
footprint you need. The following article contains more information on the
organization hierarchy: http://wiki.openbravo.com/wiki/
Functional_Documentation/General_Setup#Organization_Types
2. What functionality is required (Procurement, Sales, Warehousing, Finance/
Accounting)
3. Setup parameters for individual modules
4. Existing master data. Import needed ?
5. Deployment model (on-site vs hosted vs cloud hosted)
Requirements Template
To gather the functional requirements and not leave out any details, use the
QuickStart2InitialInterview document found in the toolkit.
Note: In the following, whenever you find references like Q1, Q2, etc. they refer to the
questions in that document.
Master Data Import Template
To obtain the import template Excel file, please navigate to
http://forge.openbravo.com/plugins/mwiki/index.php/Advpayidl/
User_Manual_1.0.0#Template_To_Use and download the
IDLforAPRMImportTemplate.xls file. Follow the instructions found in the
Instructions tab inside the template.
Before the end of the meeting, introduce this template to the customer and discuss how
and when this will get filled in and sent back to you for initial import into the new
system. The objective is that the customer takes over part of the work and fills in the
template tabs correctly so that the data can then be imported quickly at low cost.
The consultant should mention that it is not in scope of a QuickStart 2 project to import
4. additional data in this first import process. This additional data will have to be input by
hand or imported at an extra cost.
The following entities can automatically be imported at this time:
• Products
• Price Lists
• Financial Accounts
• Business Partners
• Payments
The consultant should read the user manual of the Initial Data Load module included in
QuickStart 2 located on: http://forge.openbravo.com/plugins/mwiki/index.php/
Xidl/UserManualQS
Note: Business Partner, Open Receivables, Open Payables and Bank Accounts entities
are not used anymore in QuickStart 2. Initial Data Load for Advanced Receivables and
Payables Management module provides new entities according to the new payment flow.
The consultant should read the user manual of the Initial Data Load for Advanced
Receivables and Payables Management included in QuickStart 2 located on:
http://forge.openbravo.com/plugins/mwiki/index.php/Advpayidl/
User_Manual_1.0.0
Deployment Model
The following options should be presented to the client:
1. Cloud Hosting (e.g. Amazon EC2) - preferred and recommended option
PROS: no initial investment, no hardware maintenance, automatic availability
from anywhere, low costs (cca ~0,11USD /hour --> 80USD/month)
CONS: private data on a public server, slower speed over the Internet
QUESTIONS: Who will be doing the software/stack maintenance? Who and where
does the backup go? Do they have an SSL certificate?
COMMENTS: Backups can also be stored in a 20GB storage bought in Amazon.
The storage is entirely separate from the server, costs are very low and the
consultant has to do little effort.
1. Dedicated In-house Server
PROS: High speed, in-house secured data
CONS: High initial costs, required hardware maintenance
QUESTIONS: Do they have a server already? (keep in mind that Openbravo
Professional Edition needs dedicated server!). Who will be doing hardware
maintenance? Who will be doing software/stack maintenance? Who and where
does the backup go? Does it have to be available from outside the company?
2. Dedicated Rented Server (This option should be avoided for QuickStart 2)
PROS: no hardware maintenance, low initial costs
CONS: High initial costs, required hardware maintenance, required stack
installation
QUESTIONS: Do they have a server already? Who will be doing hardware
maintenance? Who will be doing software/stack maintenance? Who and where
does the backup go? Does it have to be available from outside the company?
3. Virtualization on a dedicated server
PROS: High speed, in-house secured data, one server resource can be used by
several instances
CONS: High initial costs, required hardware maintenance, required virtualization
license
5. QUESTIONS: Do they have a server already? Who will be doing hardware
maintenance? Who will be doing software/stack maintenance? Who and where
does the backup go? Does it have to be available from outside the company
Client Follow Up
Based on the information you have gathered, estimate required work and produce the
following documents:
• Commercial Offer - this is usually the task of the project/sales manager and not
the consultant, however, consultant's feedback and estimates are vital to the
offer.
• Functional Specification (the interview template should actually act as the final
functional spec)
• Technical Specification (omitted for the sake of simplicity of QuickStart 2
methodology)
Deployment
Since extensive developments should not be required, a dedicated development
environment is not necessary and creates overhead. Instead, QuickStart 2
implementation methodology should be used directly on the live instance that is being
prepared for the client. Of course, a development and staging environment can be used
if desired or if additional modules are developed for the customer in which case it is
recommendable.
Note: We would like to stress out the importance of daily backups to ensure that the
primary instance of the application can always be reverted to the "last known good
configuration".
Openbravo Installation
Before QuickStart 2 module can be applied, the stack and the Openbravo application
must be installed. A variety of options are available:
1. Openbravo Professional Edition appliance with pre-installed sources in the cloud
(recommendable)
2. Openbravo Professional Edition appliance with pre-installed sources installed
directly on a piece of hardware using a DVD installer
3. Community installation of Openbravo at the client's side
4. Hosted community installation of Openbravo
5. Virtualized community appliance of Openbravo
6. etc.
Note: If using a virtualized appliance, make sure to use a Professional Appliance and not
a Community Appliance activated afterwards - otherwise you may need to manually
adjust the VM's memory settings.
By using the Openbravo Professional Edition appliance:
• time is saved - the duration is minimized to max 4h
• pre-configured appliance is optimized for speed and security
• web management console simplifies system administration
6. Openbravo Professional Edition Activation
Any instance of Openbravo (satisfying the specific QuickStart 2 version requirements)
can be used to deploy QuickStart 2. However, the instance must be ACTIVATED with
the Openbravo Professional Edition.
In order to find out more about this topic and get yourself acquainted with some of the
important aspects of what is included in it and how to manage one, please read the
Administrator's Manual found here: http://wiki.openbravo.com/wiki/ERP/2.50/
Professional_Subscription_Manual
In order to install commercial modules (QuickStart 2 is one of them) the instance must
be activated! Please read the following section to find out how to do it:
http://wiki.openbravo.com/wiki/ERP/2.50/
Professional_Subscription_Manual#Professional_Subscription_Activation
Cloud Hosting (recommended)
Lets say the consultant decides to use Amazon EC2 ( http://aws.amazon.com/ec2 ) to
deploy the application. The steps for running an instance of Openbravo running are
described below.
Creating an Amazon Web Services Account
Unless your customer has an Amazon Web Services account from before, create a new
one for them by navigating to http://aws.amazon.com/ec2/ and clicking the Sign Up for
Amazon EC2 button:
Note: The credit card information needs to be submitted here for monthly charges of the
hosting. Depending on the contract between you and the client, use the proper credit
card that will be charged monthly. For cost breakdown find a section inside the FAQ
found here: http://forge.openbravo.com/plugins/mwiki/index.php/ObQuickStart 2/FAQ .
Next, get the EC2 authentication files and access identifiers by:
• Navigate to your account -> access identifiers. Obtain your Access Key ID and
your Secret Access Key ID
7. • Download Your Private Key file, and the X.509 Certificate file.
Launching an Openbravo Professional Edition Instance
Before an OPS instance can be launched using the newly created account, access to the
correct image must be granted by Openbravo, verifying authenticity of an active partner.
To request access to the OPS Image, please send an email with your Full Name,
Company Name, AWS Account Number (in a form of 1234-5678-1234) to
busdev@openbravo.com, with this subject: Request access to OPS Appliance on
Amazon.
Afterwards, navigate to the Amazon web console where images and instances can be
managed: https://console.aws.amazon.com/ . (alternatively, you can also download the
Elasticfox Firefox plugin found on http://developer.amazonwebservices.com/connect/
entry.jspa?externalID=609 to do the same).
To launch an Openbravo Professional Edition instance, use the following steps:
1. Select the correct region in the top left corner of the screen. Currently, two
options are available:
1. EU - European data centre located in Ireland
2. US - United States data centres
The correct region should be selected according to the company location
from which the majority users will access the application.
8. Note: Selecting the location nearest to the company helps to optimize
the speed of the application.
2. Use the Launch Instances button in the middle of the page to open a new
dialog.
3. Click the Community AMIs tab and find the AMI that was specified within the
release notes of a specific version of the QuickStart 2 toolkit ( see
http://forge.openbravo.com/plugins/mwiki/index.php/ObQuickStart 2 ):
4. Select it and enter launch parameters accordingly:
5. Click the link Instances in the left menu bar to see the instance you just ran
and bookmark its URL (Public DNS). The appliance should be up and running
within a few minutes.
Configuring the Security Group
By default, all instances are run within the default security group which comes
predefined with quite strict security privileges (i.e. most ports are closed). In order to be
able to access all services of the appliance, the following ports should be opened:
• SSH - port 443
• Custom port 8003 which is used to access the web console of the appliance
To do so, click on the Security Groups menu item on the left and make sure that both
9. ports are added as shown below:
Save!
Dedicated In-house Server
If this deployment method will be used, first download the latest appropriate OPS ISO
image and burn it to a DVD (this image is downloadable from the private Partner Portal
area found here http://www.openbravo.com/partners/restricted-area/ ). Insert the DVD
into the server and follow the install wizard. Once the system has finished the
installation, make sure to be able to access the application from a computer in the
network to confirm the successful installation.
Enter to the administration console and configure the following:
• Time/Date
• Console password
• Set entitlement key
• SSH keys
Backup
Before continuing, it is vital to set up the backup process. Use the Openbravo
Professional Edition appliance's automated process or arrange it with an existing
administrator.
Note: DO NOT CONTINUE until backup is configured and scheduled on a daily basis.
For detailed steps, follow this guide: http://wiki.openbravo.com/wiki/ERP/2.50/
Professional_Subscription_Manual#Back_up_and_restore
Amazon EC2
If the system is hosted in Amazon EC2, the recommended solution for backing up the
system is creating a 20GB volume in Amazon and attaching it to the instance where the
application is running. Afterwards, configure the backups to be stored in this volume.
These are the steps:
10. 1. Navigate to the Amazon web console where images and instances can be
managed: https://console.aws.amazon.com/ . (alternatively, you can also
download the Elasticfox Firefox plugin found
on http://developer.amazonwebservices.com/connect/
entry.jspa?externalID=609 to do the same). Navigate to the Region your
instance is running.
2. Make sure your instance is running within the selected region
3. Navigate to the Volumes menu and click on Create Volume:
◦ Select size (20Gb recommended)
◦ Select the zone where the volume will be allocated (the zone must be
the same as the zone where the instance is running)
4. You will see the created volume. Wait a minute or two for the volume to initialize
and then refresh the screen.
5. Select it and click on Attach Volume button to attach this storage system to the
instance. In the pop up, select the instance to which you want to attach the
11. volume, and the Device this volume will map (mount) to within the instance.
Click the Attach button.
This will give you a 20GB storage media attached to your instance and accessible
through mounting the /dev/sdh.
6. To format this new volume, ssh into the instance, log on as root (superuser) and
execute the following commands:
$ /sbin/mkfs.ext3 /dev/sdh (formats the volume to ext3)
$ /sbin/e2label /dev/sdh desiredLabel (Labels the 20GB volume to a name
chosen by the consultant. This name will then be used for configuring backups in
Openbravo Professional Edition console)
7. Enter the administration console and configure the backup so that it will be
saved in the storage system (Mounted File System) configured in the previous
step by specifying the label you have just created. If the chosen label is
12. backups, then the configuration would look like:
8. Do a test backup by clicking the Back Up Now button to make sure it is
correctly configured.
Restoring from a backup
Whenever you need to restore the system from a previous backup, follow these steps:
1. Enter the administration console
2. Select the Backup and Restore menu option.
3. Select the Backup tab.
4. Select the backup file you want to restore. (in case the backup file is in your
system, select Choose File and then click on the file on your system)
5. Click Restore.
6. Click OK. When the restoration is complete, the appliance is restarted and a
notification is sent to the administrator. (if the administrator's e-mail has
previously been set in the administration console configuration wizard)
13. Security
Before the instance is loaded with customer specific and confidential data, the
Openbravo instance must be secured. The following aspects of security should be
covered:
1. SSL security: the instance should not be available through a normal HTTP
connection but should require a certificate. Otherwise, usernames and passwords
can be snooped and stolen.
2. Open ports: only the vital ports should be opened (443 for https, 80 for http
and 22 for ssh). Make sure all others are closed so there cannot be any attempts
of attack. If using the OPS appliance, this is already pre-configured and taken
care of.
3. Usernames & Passwords: Make sure all usernames have non-trivial
passwords (a combination of letters and numbers) to prevent guessing them.
This manual covers this in the next sections.
QuickStart 2 Template Installation
Openbravo QuickStart 2 is a template that:
• hides complex modules and functionality,
• includes certain new features and tools to simplify implementation
• comes with predefined role definitions to offer a simpler and more intuitive user
interface
• country-specific QuickStart 2 version come with a professional localization to
support country specifics (only available for some countries, e.g. QuickStart 2
Spain includes the Spanish Professional Localization Pack)
Installing the QuickStart 2 template is like installing any other module in Openbravo. You
can take a look at the video found here ( http://wiki.openbravo.com/wiki/ERP/2.50/
ModularityVideos/Install_Module ).
Note: The only difference here is that QuickStart 2 is a commercial module which
requires the Openbravo instance to be activated (i.e. having the Openbravo Professional
Edition activated) in order to be able to install it. Find more information on how to
activate an instance here: http://wiki.openbravo.com/wiki/ERP/2.50/
Professional_Subscription_Manual#Professional_Subscription_Activation .
14. After an Openbravo instance is activated, use the System Administrator role to go to
the General Setup || Application || Module Management Console window and
follow these steps:
1. Search for the "QuickStart 2" module
2. Click the Install Now next to the correct QuickStart 2 module, i.e. "Openbravo
QuickStart 2 Template" for the generic QuickStart 2 module or one that also
includes the localization specific for your country (e.g. "Openbravo QuickStart 2
Spain Template")
15. 3. Confirm the installation and accept the license
4. Install other modules that you are required for the specific implementation, that
way you can rebuild the application only once after the installation of several
modules in order to save time.
5. Finally rebuild the application back in first tab of the Module Management
Console, this normally takes 10-20 minutes for all modules to be applied:
6. Restart Tomcat by choosing the first option as shown above.
All modules should now be installed and ready to use. Note: Datasets that are part of
some modules only get imported on Initial Client Setup or Initial Organization
Setup. For example, you won't yet be able to see the QuickStart 2 predefined roles that
are part of the QuickStart 2 Datasets submodule until the Initial Client Setup is
performed for the specific new client.
Session Configuration
In order to prevent orphan sessions to linger on and prevent other users from logging in
due to concurrent user control, it is recommended to shorten the inactive session
logout to 15 minutes as opposed to default value of 60 minutes. Follow this article for
information on how to do this:
http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/
Personalizing_Openbravo_ERP#Session_Timeout
16. Customer Setup
Once the instance is up and running and the QuickStart 2 module has been applied
together with all the dependencies, it's time to create the client that will represent the
customer and hold its data.
Initial Client Setup
Create a new company using the General Setup || Client || Initial Client Setup
window (for more information see http://wiki.openbravo.com/wiki/ERP/2.50/
Configuration_Manual/Modeling_your_enterprise#Setting_up_a_client ).
Go to the Country Specific section to perform a last action regarding the initial
organization configuration.
To create your client, log in, switch to the System Administrator role and select the
General Setup || Client || Initial Client Setup menu item. Define the client
according to the data gathered in the General Information and Organizational Structure
section of the QuickStart2InitialInterview document as follows:
• Client: {ClientName} according to Q1
• Client username: {ClientName}Admin (Q1)
• Currency: Select the base currency regarding to Q4.
• Include accounting: If accounting is going to be managed in the application
(Q3) activate this checkbox
• Accounting File: In case the desired chart of accounts is not present in the
Reference data, select a CSV file containing the chart of accounts manually here.
• Reference data - Select the desired datasets to be imported into your new
client ( Note: The list of available datasets here depends on the version of
17. QuickStart 2 as well as the choice of QuickStart 2 you applied, generic or
localized ):
◦ Chart of accounts
◦ Country taxes
◦ Initial Data Load - default values of common fields for the import module
- check this if you will use the Initial Data Load module to import legacy
data into the application
◦ Advanced Payables and Receivables IDL - default values of common
fields for the import module - check this if you will use the Initial Data
Load for APRM module to import legacy data of the new payment flow
into the application.
◦ Openbravo QuickStart 2 Datasets - contains 5 predefined roles
• Accounting Dimensions: Activate Business Partner and Product
checkboxes.
• Press OK to initiate and complete the process.
In case our client uses custom accounts (should be specified in different sections of the
QuickStart2InitialInterview form) we can include them in the Accounting File
selected. If the Chart of Accounts is loaded from Reference Data we can construct and
import a new Accounting file (as explained in http://wiki.openbravo.com/wiki/ERP/
2.50/Configuration_Manual/Setting_up_accounting#Uploading_the_account_file) or
create them manually. See the Accounting section.
Initial Organization Setup
To create the organization, log in with the new {Client}Admin user (default password is
the same as the username, hence {Client}Admin, where {Client} is the name of the
company selected within the Initial Client Setup) and navigate to the General Setup ||
Enterprise || Initial organization setup window.
Go to the Country Specific section to perform a last action regarding the initial
organization configuration.
18. • Define the organization according to the data gathered in the General
Information and Organizational Structure part of the
QuickStart2InitialInterview document as follows:
• Organization: Company Name (Q1)
• Organization username: CompanyUser (Q1)
• Organization type: In case Q3 is:
◦ Yes: Set it as Legal with Accounting
◦ No: In case Q3.1 is:
▪ Yes: Set it as Legal without Accounting
▪ No: Set it as Generic
• Location/Address (Q2)
• Include accounting: No need to check it as the Client's accounting settings is
inherited
• Currency: No need to select it as the Client's selection is inherited
• Reference data: Unless there is localization pack specific data available there is
no need to check anything here.
• Accounting Dimensions: No need to select any since Client's settings are
inherited
• Press OK to initiate and complete the process.
You can find further information in the following guide: http://wiki.openbravo.com/wiki/
ERP/2.50/Configuration_Manual/Modeling_your_enterprise#Setting_up_an_organization
Once the Client and the Organization have been created, additional information needs to
be entered in General Setup || Enterprise || Organization window:
• In [Header],
19. ◦ check Allow Period Control according to Q1.2 in Financial
Management and select the Calendar accordingly
◦ click the Set as Ready button
• In [Information] fill in the DUNS and Tax ID according to Q5 and Q6 in
General Information and Organizational Structure
Note: Please be aware that no transactions (order, invoices...) could be done
unless the organization is Set as Ready.
Go to Country Specific section to perform a last action regarding the initial
organization configuration.
Roles and Users
The initial meeting interview should yield the list of users need and their roles within the
company (Q1 in Users and Roles).
The following roles come predefined with QuickStart 2:
• Sales - sales staff that deals mostly with booking sales and does not manage
delivery or invoicing
• Finance - staff that takes care of all financial management, invoicing, bank
statements, accounting, financial reports, etc.
• Material Management - supporting sales and procurement with shipments and
receipts and managing the warehouse
• Company Executive - key company information overview and performance
reports
• Company Admin - access to the configurational windows of the application
There is also the ClientAdmin role created by the Initial Client Setup process.
However, this role should not be assigned to anyone within the company and should only
be used by the consultant.
Note: Feel free to customize the roles to the exact requirements of the client, but keep
in mind that the User Manual has been written with these predefined roles in
mind.
This following articles offer assistance:
• http://wiki.openbravo.com/wiki/Functional_Documentation/
General_Setup#Functional_security
• http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/
Roles_and_users#Assigning_permissions_to_roles
Securing Default Configuration
Openbravo installation comes with several users defined with very unsecure passwords
and access to highly privileged roles. This needs to be taken care of, especially in case of
an instance that is open to the Internet (e.g. hosted on Amazon).
Use the company admin user that you have defined with the Initial Client Setup process
to log into the application to continue implementing the specific instance. For example, if
you have entered AcmeAdmin into the Client Username field of the Initial Client Setup
screen:
20. then use AcmeAdmin/AcmeAdmin as the Username/Password combination to login.
Immediately change the password to something more secure.
The Openbravo superuser is probably the biggest security threat since it comes
with a trivial password and possesses access to System Administrator as well as the
Client Administrator roles. The best thing is to change its password to something
very secure (a combination of letters and numbers a least 8characters long!).
Application Users
Create the users needed by the customer according to the Q1 of the Users and Roles.
Link each user to the desired role depending on the access level of each user. Also,
remember the option of tailoring the QuickStart 2 predefined roles to the client's needs
as opposed to creating them from scratch.
Initial Configuration
Customer's Template
The standard QuickStart 2 template hides many fields within windows that are not
commonly used. Nonetheless, as a result of the specific customer requirements, the
consultant may need to hide some extra fields or show previously hidden ones. To
isolate these changes from the rest of the system, a new template should be created
that includes the QuickStart 2 template and the changes required for a specific template.
Industry templates can include other industry templates within them. For
example, an industry template for real estate companies could be included in an industry
template for real estate companies in a particular location (let say Spain) with some
particular requirements on top of the general ones. In our case, a customer specific
template will include the Openbravo QuickStart 2 one, meaning that the new template
extends the existing QuickStart 2 one with specific customer requirements.
However, there are two two limitations to keep in mind:
21. • There can be a tree of industry templates with as many levels as needed, but
only one industry template can be included in each level of the tree (so
only one industry template can be included within another one at a time).
• Only one industry template can be "In Development" at a time, and it
should be the highest node of the tree.
In case of QuickStart 2, this is the process to follow:
1. Using the System Admin role, navigate to the Application Dictionary ||
Module window make sure the OpenbravoQuickStart 2 template is NOT In
Development
2. Create a new module Customer Template (using the actual customer name) and
set it In Development
Note: The description field is mandatory. For the Java Package name use your
customer's name, e.g. if your customer is called BigBazaar you would use
org.bigbazaar.QuickStart2
3. Include the Openbravo QuickStart 2 Template (or a country specific Openbravo
QuickStart 2 Template if one existed, such as Openbravo QuickStart 2 Spain)
within the Customer Template so the changes remain on top of that template
4. From now on, the configuration changes you make (hide/show any field, tab,
window) in the application will be packaged as part of the Customer Template,
without any risk of conflicts with updates of Openbravo core or the QuickStart 2
template.
22. Customer's Module
As part of a template module, only application dictionary customizations can be done
and exported into a configuration script. It normally out of scope of a QuickStart 2
implementation to go much beyond those but if additional developments or report
customizations are required, an additional Customer Module needs to be opened and
included within the previously created Customer Template.
Hence, additional developments such as customized or new:
• reports
• callouts
• stored procedures
• triggers
• webservices
• manual windows
• and many more
will need to belong to this new Customer Module and NOT the Customer Template.
To create a new customer module follow the modularity guide (
http://wiki.openbravo.com/wiki/ERP/2.50/Developers_Guide/Concepts/Modularity ),
specifically this section http://wiki.openbravo.com/wiki/ERP/2.50/Developers_Guide/
Concepts/Modularity#Register_a_Module and:
1. Create a new module of Type Module
2. Use the same package name as for the template with an additional appendix, for
example: org.customername.openbravo.module
3. You can set this module In Development since a module and a template can be
in development at the same time
4. Select the Customer Template again and in the [Include] tab, add the new
Customer Module so that it gets included within the main template when
packaging
Afterwards, make sure any additional developments are stored inside the module's folder
on the hard drive (in the case above, that would be AppsOpenbravo/modules/
org.customername.openbravo.module/) and that additional application dictionary
artifacts are associated with this module and NOT the template.
Company Logo Customization
Follow this article to modify your Client logos (Q7 in General Information and
Organizational Structure) in the application: http://wiki.openbravo.com/wiki/ERP/2.50/
Configuration_Manual/Personalizing_Openbravo_ERP#Adding_your_company_logo
Initial Data Configuration
Entities that should be configured by hand before the import are described here.
However, by reading the user manual of the Initial Data Load module found here (
http://forge.openbravo.com/plugins/mwiki/index.php/Xidl/UserManualQS ) or Initial
Data Load for Advanced Receivables and Payables Management module found here
(http://forge.openbravo.com/plugins/mwiki/index.php/Advpayidl/
User_Manual_1.0.0) , you will learn that some of these can also be created
automatically on import so you can save some time by not having to create them
manually.
23. Payment Status Accounting
Before entering the Business Partner Categories and loading the Business Partners, the
accounting of the various payment statuses should be configured. See section Payment
Status in the Functional Implementation chapter.
Business Partner Categories
According to the information gathered in Q1.1 of the Master Data section of
the QuickStart 2InitialInterview form, create categories as described here:
http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/
Business_partners#Creating_a_business_partner_category . Also, associate correct
accounting data in the [Accounting] tab.
Payment Terms
According to the information gathered in Q1.2 of the Master Data section, create
Payment terms as described here: http://wiki.openbravo.com/wiki/ERP/2.50/
Configuration_Manual/Business_partners#Setting_up_Payment_Terms .
Payment Methods
According to the information gathered in Q1.3 of the Master Data section, create
payment methods as described in the corresponding part of the Advanced Payables and
Receivables module Configuration Manual.
Product Categories
According to the information gathered in Q2.1 of the Master Data section, create product
categories using the Master Data Management || Product Setup || Product
Category window and associate correct accounting data in the [Accounting] tab.
Attributes
According to information collected in Q2.3 and Q2.4 in the Master Data section, you may
need to create new attributes.
According to the information collected in Q2.5 in the Master Data section, you may need
to create new attribute sets and assign some attributes to them.
Both processes are explained in http://wiki.openbravo.com/wiki/ERP/2.50/
Configuration_Manual/Setting_up_products#Attributes
According to information given in Q2.6 in Master Data section, you may need to create
lot numbers as attributes as explained in http://wiki.openbravo.com/wiki/ERP/2.50/
Configuration_Manual/Setting_up_products#Using_attributes_for_lot_numbering
Units of Measure
According to the information gathered in Q2.2 in the Master Data section, create any
missing UOMs or deactivate unnecessary ones as explained in
http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/
Setting_up_products#Units_of_Measure
24. Initial Data Load
Openbravo QuickStart 2 template comes with an Initial Data Load and Initial Data Load
for Advanced Receivables and Payables Management modules that assist with loading
existing legacy data of the customer into the new Openbravo system. The user manual
of these modules are located here and should be read by the consultant:
• IDL: http://forge.openbravo.com/plugins/mwiki/index.php/Xidl/
User_Manual_1.1.0.
• IDL for APRM: http://forge.openbravo.com/plugins/mwiki/index.php/Advpayid
l/User_Manual_1.0.0
Once the filled in template is received from the customer (the template that was given
on initial interview), the individual entities should be loaded into the system as described
in the user manual.
A few notes:
1. Initial Data Load module is part of the QuickStart 2 template so it does not need
to be installed separately.
2. Initial Data Load for Advanced Receivables and Payables Management is part of
the QuickStart 2 template so it does not need to be installed separately.
3. Some entities need to be input by hand prior to data load, some can be created
automatically by the import process, see the Initial Data Configuration section
above and the user manual of the Initial Data Load.
4. Sample import data and preconfigurations described in the user manual should
be ignored since real customer data and configurations should be entered.
However, they can be used to learn how the Initial Data Load module works.
5. Some entities of Initial Data Load are not used anymore in QuickStart 2 and
have been replaced for new entities provided by Initial Data Load for APRM
module:
◦ Business Partner --> Adv Business Partner
◦ Open Payable --> Adv Payment
◦ Open Receivable --> Adv Payment
◦ Bank Accounts --> Adv Financial Account
Email Configuration
According to the information gathered in Q1.4 of the Master Data section, configure the
email sending as described in http://wiki.openbravo.com/wiki/Projects/Outbound_Email/
User_Guide .
Note: This functionality can only have one email address set as a recipient. Sent emails
will not be stored on your IMAP server nor in any Openbravo window.
Functional Implementation
Master Data Management
Before any of the subsequent functional modules can be configured, there is some
master data configuration required.
Price List Schema
An empty (no lines required) price list schema should be created since every Price List
Version later must be linked to one schema. Please see http://wiki.openbravo.com/wiki/
25. ERP/2.50/Configuration_Manual/Pricing#Setting_up_a_price_list_schema for more
information on how to do this.
Procurement Management
If the company doesn't buy materials or services (Q1.1 in Procurement) procurement
windows, processes and reports should be excluded from corresponding roles (such as
Finance, Material Management, etc).
If the company does not register purchase orders previous to receiving the materials or
the invoice (Q1.3 in Procurement section) exclude the Purchase Order window, Purchase
Order Dimensional Report from corresponding roles (such as Finance, Material
Management, etc).
Price List
A generic purchase price list should be created as explained here:
http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/Pricing . Assign the new
price list to all the vendors.
Depending on Q1.2 in the Procurement section, there might be the need to create
additional price lists.
Document Numbering
Configure sequences for document types according to the info gathered in Procurement
section as explained in http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/
Document_types#Sequencing for:
• Purchase Orders (Q1.4)
• Goods Receipts (Q2.4)
• Purchase Invoices (Q3.1)
Sales Management
If the company does not manage sales activities (Q1.1 in Sales section) the Sales role is
not required and does need to be assigned to anyone. Additionally, sales windows,
processes and reports can be removed from other roles such as Finance, Company
Executive, etc.
Price list
A generic sales price list should be created as explained here:
http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/Pricing . Assign the new
price list to all the customers.
Depending on Q2.1 in the Sales section, there might be the need to create additional
price lists.
Document Numbering
Configure sequences for document types according to the info gathered in Sales
section as explained in http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/
Document_types#Sequencing for the following documents:
26. • Quotations (Q3.1.1)
• Sales Orders (Q3.2.1)
• Goods Shipments (Q3.3.1)
• Sales Invoices (Q3.4)
Warehouse management
If the client is not using warehouse management (Q1.1 in Inventory Management
section) the Material management role does not need to be assigned to any user.
Additionally, inventory management windows, processes and reports can be removed
from other roles such as Finance, etc.
Create and set up the number of warehouses as specified by Q1.2 in Inventory
Management section. Create and set up bins according to Q1.4 of the Inventory
Management section.
Follow the instructions on: http://wiki.openbravo.com/wiki/ERP/2.50/
Configuration_Manual/Warehouse_management#Defining__warehouses.
Dummy bins for goods pending to return to the vendor may be needed according to
Q2.2.1 in Procurement section.
Consider the need of a special bin for goods pending to be inspected (Q2.1 in the
Procurement section) and a bin for goods pending to be returned to the vendor (Q2.2 in
the Procurement section).
Note: Even if the client is not tracking inventory (e.g. sells only services), one
warehouse still needs to be created since Warehouse is a mandatory field in several
windows and needs to have at least one default value.
Financial management
Accounting
Accounting Calendar Definition
According to the information gathered in Q1.1 of the Financial Management section,
configure the accounting calendar for the client, and open the required periods using the
Financial Management || Accounting || Transactions || Open/Close Period
Control window if you have not done so yet. Find instructions in
http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/
Setting_up_accounting#Defining_the_fiscal_year_and_accounting_periods
27. Taxes
Taxes and withholdings are already pre-configured in case you used a localization pack.
If not or if additional taxes are required according to the information gathered in
questions Q1.4 and Q1.5 in Financial Management section use the Financial
Management || Accounting || Setup || Tax Category and Financial Management
|| Accounting || Setup || Tax Rate windows.
Find further information in http://wiki.openbravo.com/wiki/ERP/2.50/
Configuration_Manual/Setting_up_taxes .
Background Accounting Process
Normally, a new Openbravo user wants to post documents manually to the General
Ledger in the first months of use. However, a background process for posting the
documents automatically is scheduled by default, making the process transparent for a
non-financial end user. To modify the schedule or disable it, log into the application as
the System Administrator and navigate to the General Setup || Process
Scheduling || Process Request window. Modify the record:
Configure the process as described in the image, setting the frequency among the
following options:
• Every n seconds
• Every n minutes
• Hourly
• Daily
• Weekly
• Monthly
Save the record and click on Schedule Process button. The process should be running
now. To see if it is doing its job successfully, see the General Setup || Process
Scheduling || Process Monitor window where individual runs are logged. Double click
one and see its success status.
Receivable & Payables Management
Financial Accounts
Create financial accounts, such as bank accounts and cashbooks as explained in
http://wiki.openbravo.com/wiki/Projects/AdvPaymentMngt/
Configuration_Manual#Configuring_Financial_Accounts according to the information
gathered in Q2.1 and Q2.3 in Accounts Payable/Receivable section.
28. Initial Pending Payments
Before going live with the system, payments pending to be paid or collected may have to
be created according to Q2.6 in Financial Management section.
Use the Initial Data Load module to import the pending receivables and payables directly
into the application using CSV files.
Asset Management
Openbravo offers a very simple asset management functionality. It lets you track the
assets of the company, their amortization plan and the amount amortized or to be
amortized.
Based on the information gathered in question Q3.1 in the Fixed Assets section leave or
remove the access to the assets windows from the Finance role.
According to the information listed in question Q3.1.1 in Fixed Assets section you may
need to create new asset groups as explained in: http://wiki.openbravo.com/wiki/ERP/
2.50/Configuration_Manual/Assets
Test Environment Creation
At this point, all the functional specifications should be configured and all customer data
entered into the application.
Note: The following processes might be time consuming sometimes taking an hour or
more, make sure you do not interrupt them or perform any other operations on the
system!
In order to create a safe testing environment for the end users and not to corrupt the
production one, the production client needs to be replicated into a testing one. To do so,
follow these steps:
1. Fully backup the system before proceeding with the following steps!!!
2. Use the Client Admin user that you have defined with the Initial Client Setup
process to log into the application and navigate to the General Setup || Client
|| Export Client window.
29. 3. Select the client (the production client) you want to export and click OK. This
process will create an .xml file called client_data.xml in the OpenbravoERP/
referencedata folder. When the process has finished, copy the client_data.xml
file to the OpenbravoERP/referencedata/importclient folder
4. Once this is done, log into the application and switch to the System
Administrator role and navigate to the General Setup || Client || Import
Client window. Enter the name of the client, such as ClientNameTest. Click OK
to start the client import.
5. Once this process has completed, there will be two identical clients within in the
system: ClientName and ClientNameTest. First one will be used for production
purposes and the second one for testing/learning/training.
6. Individual users (and corresponding usernames) have also been duplicated but
prefix by the new client name. For example, a user name juanpablo that
belonged to the client named MochaCola, then becomes
MochaColaTest_juanpablo. Passwords remain the same. These should be used to
test and learn the system. The original usernames only have access to the
production client.
30. 7. Last recommended step is to install an additional skin and configure different
skins to different clients so that the differentiation between production and test
client is easier. For example:
Production environment
Test/training environment
31. Printing Forms
For changing the logo of the reports see the Company Logo Customization section listed
earlier.
If changes to any of the reports beyond the logo are required (not included in the 80
hours timeframe for a QuickStart 2 implementation), follow these steps:
1. Use the Company Admin role
2. To find the template in question, use the Financial Management ||
Accounting || Setup || Document Type || Document Definition window
and select the desired document (for example a Purchase order), and navigate
to the [Report Templates] tab. You will see the name of the template here:
3. In case of a Purchase Order document type, the template is
RptC_OrderPO.jrxml located in OpenbravoERP/src/org/openbravo/
erpReports folder.
4. A new folder needs to be created within the Customers Module created
previously. To do so, ssh into the server and execute the ant export.database
-Dmodule=org.customername.openbravo.module
5. After the task has finished, a folder named OpenbravoERP/modules/
org.customername.openbravo.module will be created.
6. Place yourself in that folder in the command line and create the following folder
structure where customername is the name used for the package name of the
module previously:
32. 7. Copy the OpenbravoERP/src/org/openbravo/erpReports/
RptC_OrderPO.jrxml file to the modules/
org.customername.openbravo.module/src/org/customername/
openbravo/module/erpReports folder. Notice that if this file is using other
jrxmls as subreports you will need to copy them as well.
7. Now change the document template configuration to point to the new route:
8. Open the modules/org.customername.openbravo.module/src/org/
customername/openbravo/module/erpReports/RptC_OrderPO.jrxml
with iReport and modify it to your needs. (Note: The recommended version of
iReport for editing Openbravo report templates is 3.0.0 http://sourceforge.net/
projects/ireport/files/iReport%20%28classic%29/iReport-3.0.0/
iReport-3.0.0.tar.gz/download ). Basic information on how to configure and use
iReport can be found here http://jasperforge.org/website/ireportwebsite/
IR%20Website/
iReport_nb.html?group_id=243&header=project&leftnav=yes&target=ireport
and http://wiki.openbravo.com/wiki/ERP/2.50/Developers_Guide/
33. How_to_develop_a_report
9. Once changed and saved, compile the system with ant smartbuild and then
restart tomcat to changes to take effect. To restart tomcat follow the steps
described in http://wiki.openbravo.com/wiki/ERP/2.50/
Professional_Subscription_Manual#Manage_services
As a result, the modified report will now be in the customer's module separated from
the core and consequently will not be overwritten when applying core maintenance
packs.
Purchase Order
If needed, modify the template used for the purchase order printing form located in src/
org/openbravo/erpReports/RptC_OrderPO.jrxml.
Sales Order
If needed, modify the template used for the sales order printing form located in src/org/
openbravo/erpReports/C_OrderJR.jrxml.
Quotation
Quotation and sales order document types share the same template. If needed,
modify the template used for the sales order printing form located in src/org/openbravo/
erpReports/C_OrderJR.jrxml.
Goods shipments
If needed, modify the template used for the goods shipments printing form located in
src/org/openbravo/erpReports/RptM_InOut.jrxml.
34. Sales Invoice
If needed, modify the template used for the sales order printing form located in src/org/
openbravo/erpReports/RptC_Invoice.jrxml.
Training
Please note that before the start of the training, provide the customer with the UI
Navigation Tutorials (found in the release notes) through which they should go by
themselves. The training should start once the customer has gone through these
tutorials and all end-users have understood the general use of the application.
This is a proposed training schedule, but feel free to adapt it to the needs of the project.
Basic information (0,5h)
Quick review of the sections the UI Navigation Tutorial provides, to make sure the users
understood them.
Procurement management (4h)
1. Purchase order
2. Goods receipt
3. Purchase invoice
4. Procurement management reports
Sales management (2h)
1. Sales order
2. Goods shipment
3. Sales Invoice
4. Sales management reports
Warehouse management (1,5h)
1. Physical Inventory
2. Goods movements
3. Warehouse management reports
Payables/receivables management (6h)
1. Tracking invoice payments
2. Bank statement & Cash Journal
3. Remittances
4. Payment transformation
1. Creating new payments
2. Splitting payments
3. Merging payments
5. Pending payment reports
6. Tax reports
35. Asset management (1,5h)
1. Asset acquisition/creation
2. Amortization plan.
3. Amortization process.
4. Asset reports
Accounting (2h)
1. Fiscal calendar and accounting periods
2. Accounting configuration
3. Different methods of posting documents
4. General ledger reports
Support Phase
After the Go-Live of the project, the support phase of the project should start. This is a
recommended practice which Openbravo encourages. During this phase, users will raise
issues. Keeping track of the following issues is useful for later analysis:
• Defects
• Adjustments
• Extensive Customizations
Defects
Make sure the defect can be reproduced and then log an issue in the Openbravo Support
Portal ( http://support.openbravo.com ) with the Openbravo Professional Edition user
received from Openbravo upon activating the subscription. As a partner you have been
given the manual to log the issue. The defect will be fixed and included in the next
maintenance pack (see below).
Adjustments
Hiding of a tab or a field is a simple operations that can be done according to the
Customer's Template section of this document.
Extensive Customizations
Extensive customizations such as new fields and/or new/modified reports are generally
out of the scope of the first phase of a QuickStart 2 project. The customer should know
this from the start, before a sale of a QuickStart 2 project is made. Potential useful
customizations and additional developments should be discussed with the sales
personnel and considered for the second phase of the implementation project.
Maintenance Packs
As part of the Professional Edition, you will have access to Maintenance Packs. They are
published regularly with critical fixes to core Openbravo and are recommended to applied
as they become available. Use the General Setup || Application || Module
Management Console window and the Scan for Updates button to discover if any
new maintenance packs are available for the core module of Openbravo.
36. Applying Maintenance Packs
There's a few things to consider when applying a maintenance pack:
• Do a backup before applying a maintenance pack. Please refer to the Backup
section of the consultant manual for more information.
• Export all your customers modules (customer's template, own modules ...). If
not, the process will overwrite them and you will need to do a restore from the
last backup to retrieve them. For exporting both the template and the custom
modules, please follow this guide: http://wiki.openbravo.com/wiki/ERP/2.50/
Developers_Guide/
How_To_Create_and_Package_a_Module#Exporting_a_Module
• Schedule a downtime of the system and let the users know about it.
Country Specific Configurations
Spain
Spanish Professional Localization Pack Installation
In order to add Spain's specific functionality to the Openbravo application, a specific
professional localization pack is available in the central repository that is free of charge
to all Openbravo instances with an active professional edition.
For more information on what features and reports the Spain Professional Localization
Pack contains, please navigate to http://forge.openbravo.com/projects/
spainprofessionallocpack and find the specific version's release notes.
Installation
In case of Spain, there is a specific QuickStart 2 module (Openbravo QuickStart 2
Template Spain) that already contains the Spain Professional Localization Pack. You will
install this module within the QuickStart 2 Template Installation section by choosing the
Openbravo QuickStart 2 Template Spain instead of the Openbravo QuickStart 2
Template.
Initial Client & Organization Setup
Since the Spain localization pack contains several datasets of country specific pre-
configured data (such as Taxes, Alerts, etc) that need to be imported into the new client,
extra attention must be paid when executing the two processes. For example:
38. Remittance Types
The new Advanced and Receivables module does not have Remittances. It is on the
roadmap of the module. This section will be updated once they are available.
