2. This questionnaire can also prove very valuable in pre-sales activities.
Guidelines for Use
This form can be used from scratch or personalized for each client before
the interview, simplifying or omitting questions that do not apply based
on the specific type of business, size, etc.
You will notice that each question is composed of three items:
1. Q: - The question
2. A: - The answer should be written here
3. C: - A tip to the consultant on how this information affects the
implementation and where it will be used.
This document should be used in combination with the Consultant's
Manual that references questions and answers listed here. That is why
each section and question is numbered so they can be easily referenced.
General Information and Organizational
Structure
Q1: What is the name of the company?
A:
C: Use this information within the Initial Client/Organization Setup section
of the Consultant Manual
Q2: What is the official location/address of your organization?
A:
C: Use this information during the Initial Client/Organization Setup.
Note: The country may affect pricing of the Professional
Localization modules, i.e. Spanish companies get the Spanish
Professional Localization for free, but a French-based company will
pay a fee for any non-French Professional Localizations.
Q3: Are you going to manage your accounting with Openbravo
QuickStart?
A:
C: Use this information during the Initial Organization Setup.
If the answer is No:
Q3.1: Does your organization exist as a legal corporation?
A:
C: Use this information during the Initial Organization Setup.
3. Q4: What currency does the legal entity operate in/report?
A:
C: Use this information during the Initial Client Setup.
Q5: What is the Tax ID of your company?
A:
C: Use this information within the Initial Organization Setup.
Q6: Do you use any DUNS code? (http://en.wikipedia.org/wiki/
DUNS)
A:
C: Use this information within the Initial Organization Setup.
Q7: Please provide logos for adjusting the look and feel of the
application to the corporate image?
A:
C: See the Company logo customization section of the Consultant's
Manual on how to set the logos and common look and feel of the
application.
Master data
1. Business Partners
Q1.1: Do you have any accounting classification for your clients
and vendors? Can you provide the accounts used for each of
them?
A:
C: Create the Business Partner Categories as explained in the
Consultant's Manual (Initial Data Configuration section) and create the
new accounts if needed (see Accounting section).
Q1.2: Which payment terms do you use with your Vendors and
Customers? Please identify the ones used in the list below and
specify if there are others that are missing in that list.
A:
C: Create the Payment Terms as explained in the Consultant's Manual
(Initial Data Configuration section).
Q1.3: Please detail which payment methods are used for Vendors
and which ones for Customers. Specify any specific behaviour
needed regarding any of the payment methods.
A:
C: Create the Payment Methods as explained in the Initial Data
Configuration section of the Consultant's Manual.
4. Q1.4: Would you like the ability to send documents (purchase
order, sales invoice...) by e-mail directly from the Openbravo
application?
A:
C: If Yes, then follow the subquestion.
Q1.4.1: Please provide your company's SMTP server's
information required to configure the emailing in the
application
A:
C: Use this information to configure email settings as described in
the Consultant's manual.
2. Products
Q2.1: Do you have any accounting classification for your expense
or revenue products? Can you provide us with the accounts used
for each of them?
A:
C: Create the Product Categories as explained in the Consultant's Manual
(Initial Data Configuration) and create the new accounts if needed
(Accounting section).
Q2.2: Openbravo QuickStart works with the following Units of
Measure related to products:
• Bag
• Day
• Hour
• Kg
• KWh
• Labour day
• Labour month
• Litre
• Minutes
• Month
• Tin
• Unit
• Week
• Year
Do you need us to create other ones?
A:
C: Create the UOMs as explained in the Consultant's Manual (Initial Data
Configuration section).
Q2.3: Do you assign attributes to your products such as Color,
Size, Material,...?
A:
C: See reference in Master Data section in Consultant's Manual.
5. Q2.4: Can you make a list of different attributes that your
products may have?
A:
C: See reference in Master Data section in Consultant's Manual.
Q2.5: Can you list the different groups or combinations of these
attributes that a product can have?
A:
C: See reference in Master Data section in Consultant manual.
Q2.6: Do you track any product using Lots Numbers?
A:
C: See reference in Master Data section in Consultant manual.
Procurement
1. Procurement Processes
Q1.1: Does the company buy materials or services?
A:
C: If the answer is NO, procurement windows and processes should be
excluded from the roles (such as Finance, etc.).
Q1.2: Openbravo QuickStart supports one purchase price list that
can be imported on initial data load. Are additional price lists
required? Do they need to be assigned to individual vendors?
A:
C: There's a generic Purchase Price list created by on initial data load, if
more price lists need to be created see the Consultant's Manual
(Procurement > Price List section).
Q1.3: Do you register purchase orders prior to receiving the
material or the invoice?
A:
C: If the answer is NO, remove the Purchase Order window, Purchase
Order Dimensional Report and Goods Pending for Receipt from the roles
(such as Finance, Material Management, etc).
Q1.4: Do you use any special numbering for Purchase Order
documents?
A:
C: Set these up as explained in the Consultant's Manual (Document
Numbering section).
Q1.5: Do you send printed purchase orders out to your vendors?
6. A:
C: If the answer is YES, a sample should be provided and configured as
explained in the Consultant's Manual (Printing Forms section).
2. Receiving Goods (Confirmation-Inbound Merchandise)
Q2.1: Where are goods received to? Is there a special part of a
warehouse where goods should be received to?
A:
C: If there's a special bin for goods receipts, when defining Warehouses
and Bins set this Bin as Default.
Q2.2: Is there any quality control?
A:
C: If the answer is YES:
Q2.2.1: Do you have a default bin for receipt goods pending to
be inspected?
A:
C: Consider this when defining warehouses and bins in the steps
following.
Q2.2.2: Do you have a default bin for rejected goods pending
to be returned to the vendor?
A:
C: Consider this when defining warehouses and bins in the steps
following.
Q2.3: Are goods received in different warehouses/bins?
A:
C: Consider this when defining warehouses and bins in the steps
following.
Q2.4: Do you use any special numbering for the Goods Receipt
documents?
A:
C: Set it up as explained in the Consultant's Manual (Document
Numbering section).
3. Invoicing
Q3.1: What document numbering is needed?
A:
C: Set it up as explained in the Consultant's Manual (Document
Numbering section).
7. Sales and Distribution
1. Sales Department
Q1.1: Is it necessary to manage sales activities?
A:
C: If the answer is NO then:
• Sales role does not need to be used
• Create Shipments from Orders form, Good Shipment window, sales
windows and reports should be excluded from any remaining roles
(such as Finance, Material Management, etc.)
2. Sales Organization
Q2.1: Openbravo QuickStart supports one sales price list. Are
additional price lists going to be used depending on the customer?
A:
C: There's a generic Sales Price list created by default, if more price lists
need to be created see the Consultant's Manual (Sales > Price List
section).
Q2.2: In the business, can prices on Sales Orders/Invoices be
modified manually?
A:
C: If the answer is NO, line amount and price fields should be made read-
only in the Lines tab of the Sales Order and Sales Invoice windows (use
Application Dictionary || Window, Tab & Field window to do this).
Q2.3: Is performance of the sales representatives tracked?
A:
C: Sales representatives should be registered as Sales Representative
Employees (enter them into the Business Partner window and check the
Employee and Sales Representative checkbox in the Employee tab). This
way, they can be selected in the transactional documents and reported on
later.
Q2.4: Can prices depend on periods of time? Can one product have
different prices depending on when it's purchased?
A:
C: This can be managed with Price list versions. See Consultant Manual
(Price list section).
3. Client Order Management
Q3.1: Do you send proposals to your potential clients?
A:
C: If YES, the Quotation document type should be used in the Sales Order
8. window.
Q3.1.1 Do you use any special numbering for those
documents?
A:
C: Set up the document sequence as explained in Consultant's
Manual (Document Numbering section).
Q3.1.2 Do you print out quotations?
A:
C:If YES, a sample should be provided by the customer and
configured as explained in the Consultant's Manual (Printing Forms
section).
Q3.2: Do you register sales orders prior to sending the goods and
invoicing the customer?
A:
C: If the answer is NO, then Sales Order window, Sales Order reports,
Generate Invoice process, Create Shipment from Orders process should
be excluded from corresponding roles (such as Sales, Finance, Material
management, etc).
Q3.2.1: Do you use any special numbering for those
documents?
A:
C: Set up the document sequence as explained in Consultant's
Manual (Document Numbering section).
Q3.2.2 Do you print out sales orders?
A:
C: If YES, a sample should be provided by the customer and
configured as explained in the Consultant's Manual (Printing Forms
section).
3.3: Do you register goods shipments once goods have been sent
to the customer?
A:
C: If NO, the Create Shipment from Orders process, the Goods Shipment
window and the Shipment Dimensional Report should be excluded from
corresponding roles (such as Sales, Finance Material management, etc).
Q3.3.1: Do you use any special numbering for those
documents?
A:
C: Set up the document sequence as explained in the Consultant's
Manual (Document Numbering section).
Q3.3.2 Do you print out goods shipment documents?
A:
9. C: If YES, a sample should be provided by the customer and
configured as explained in the Consultant's Manual (Printing Forms
section).
Q3.4: Do you use any special numbering for sales invoices?
A:
C: Set up the document sequence as explained in the Consultant's Manual
(Document Numbering section).
Q3.5 Do you print out sales invoices?
A:
C: If YES, a sample should be provided by the customer and configured
as explained in the Consultant's Manual (Printing Forms section).
Inventory Management
1. Organizational Structure
Q1.1: Does your company use inventory management?
A:
C: If NO, the Material Management role won't be used and Goods Receipts
window, Material Receipt Dimensional Report and Shipment Dimensional
Report should be excluded from corresponding roles (such as Finance).
Q1.2: List the number of warehouses, organizational needs, and
the distinct types of warehouses. If applicable, please make a
graphical design of the organizational hierarchical structure of the
warehouses.
A:
C: By default, we try to work with just one (generic) warehouse and set
up all the warehouses as bins. If not possible, create other warehouses as
explained in the Consultant's Manual (Warehouse Management section).
Q1.3: Please specify the exact location(s)/address(es) of all the
warehouse(s).
A:
C: Use this when setting up the warehouse(s).
Q1.4: Do you have a physical distribution of your warehouse? If so
detail the number and distribution of bins and the naming
convention of them.
A:
C: Bin configuration is described in the Consultant's Manual (Warehouse
Management section).
10. Financial Management
1. Financial Management
Q1.1: How is the fiscal calendar defined?
A:
C: Read the Accounting section of the Consultant's Manual to see how to
set it up.
Q1.2: Will financial users be able to open and close financial
periods?
A:
C: Used in Organization settings. See Consultant's Manual (Initial
Organization Setup section).
Q1.3: When should the system go live?
A:
C: Create fiscal years and periods according to this go live date. See the
Accounting section of the Consultant's Manual for more information on
this task.
Q1.4: Which taxes do you use in your procurement processes?
Which ones in your sales processes?
A:
C: If pre-configured taxes from the localization pack are not enough,
create them as explained in the Consultant's Manual (Taxes and
Withholdings section).
Q1.5: Which withholdings do you use in your procurement
processes? Which ones in your sales processes?
A:
C: If required, create withholdings as explained in the Consultant's
Manual (Taxes and Withholdings section).
2. Accounts Payable/Receivable
Q2.1: Give detail of the financial accounts you work with and the
different financial accounts you transact with.
A:
C: Create financial accounts as explained in the Consultant's Manual
(Financial Accounts section).
Q2.2: Give the initial balance for each financial account.
A:
C: Set the opening balance for financial accounts as explained in the
Consultant's Manual (Financial Accounts section).
11. Q2.3: Is the use of a cashbook needed?
A:
C: Create cashbooks as financial accounts as explained in the Cashbooks
section of the Consultant's Manual.
Q2.4: Will there be pending payments required to create?
A:
C: Refer to the Payments section in the Consultant Manual.
Depending on the information about Payment rules given in the Business
Partners section:
Q2.5: If Bills of Exchange and Cheque payments will be accepted
as a payment to vendors, which sub-account should be used for
Bills of Exchange and Cheque which are received from the vendor?
A:
C: Set up the Intermediate account as explained in the Consultant's
Manual (Financial accounts section).
Q2.6: If Bills of Exchange, Cheque, Promissory Note and Transfers
will be used as a payment method sent directly to the provider ,
which sub-account should be used?
A:
C: Set up the Intermediate account as explained in the Consultant's
Manual (Financial accounts section).
Q2.7: If Bills of Exchange and Cheque payments will be accepted
as a payment from customers, which sub-account should be used
for Bills of Exchange and Cheques which are sent to the customer?
A:
C: Set up the Intermediate account as explained in the Consultant's
Manual (Financial accounts section).
Q2.8: Which sub-account are you going to use for Bills of
Exchange and Cheque which are received from the customer?
A:
C: Set up the Intermediate account for these payment methods as
explained in the Consultant's Manual (Financial accounts section).
3. Fixed Assets
Point out that Openbravo QuickStart only supports linear time and
percentage depreciation types. Any other depreciation type used by
the customer cannot be managed by the Openbravo QuickStart
application.
Q3.1: Will fixed assets be managed by Openbravo QuickStart?
A:
12. C: Refer to the Assets Management section of the Consultant's Manual for
more information.
Q3.1.1: If YES, which asset categories (groupings) do you use
for the assets and which are the Depreciation and
Accumulated Depreciation sub-accounts used for each of
them?
A:
C: Use the Financial Management || Assets || Asset Group window to
configure this.
Users and Roles
Openbravo QuickStart comes with 5 predefined roles:
• 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
The consultant should try to fit the customer's users within these roles,
however they can always be customized to exact requirements at the
expense of additional time.
Q1: Provide a list of all the users of the application and assign
them one (or several) of the roles from the above list.
A:
C: To create users and assign their roles (or create new roles if needed)
you should refer to the Consultant's Manual (Users and Roles section)
Deployment and backup
Q1: Are you going to have a dedicated server for Openbravo
QuickStart or use the hosted option?
A:
C: Refer to the Consultant's Manual (Deployment section) for more
details.
Q2: Any preference where backups should be saved?
A:
C: Use this guide to configure the backups http://wiki.openbravo.com/
wiki/ERP/2.50/
