Compiere®

User’s Guide

RELEASE 2.4

February 2003

SAMPLE

Compiere User’s Guide Release 2.4

© 2003 Anne Wassmer All rights reserved

Contributors: Anne Wassmer, Kathy Pink, Jorg Janke

The documentation contains proprietary information of Anne Wassmer. It is protectedby copyright, patent and other intellectual property law. No part of this document maybe reproduced or transmitted in any form or by any means, electronic or mechanical,for any purpose, without the express written permission of the author. The informationcontained in this document is subject to change without notice. If you find any problemsin the documentation, please report them to us in writing. We do not warrant that thisdocument is error free.

Compiere is a registered trademark of ComPiere, Inc.

All other company or product names are mentioned for identification purposes only, andmay be trademarks of their respective owners.

For more information please visit www.compiere.com

or contact

ComPiere, Inc.Jorg JankeFax: (++1) 203 445-018640 Old Tannery RdMonroe, CT 06468jorg.janke@compiere.org

2 Implementation of Client and Organizations

In Compiere the Client is the highest level of an independent business entity. Each Clientwill have one or more Organizations reporting to it. Each Client defines the accountingparameters (Accounting Schema, Tree Definition, Non-monetary Units of Measure). Thisinformation is shared with all organizations.

In Compiere an Organization can be a legal entity or a subunit for which only certaindocuments and transactions are processed. It could also be a business partner whoseaccess is restricted to certain information only (for example their own invoices) In a smallerenterprise the client and the organization could be identical.

Preparation

Compiere requires no formal prerequisites, but you might want to prepare the import ofaccounts, business partners and products. Although you can import all these entities later,it saves you time, if you set up the import of the accounts. In this initial phase, the importof CSV (comma separated values) with a predefined list of attributes is supported.

Accounts

Compiere needs a set of accounts for system operations, even though some may never beposted to (example: if you don’t have foreign currency transactions, accounts like RealizedGains will never be used). Edit the NaturalAccountsUS.csv file, which (depending onyour installation) you usually find in the directory C:\Compiere\Compiere2\data\import.German users use the German Chart of Accounts NaturalAccountsDE.csv in the samedirectory. You can change the account number, name, description, etc. of the mandatoryaccounts in Microsoft Excel. Do not edit the [For internal use] column. You can addadditional accounts by leaving the [For internal use] column empty.

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Initial Implementation

You start the initial implementation by running the Initial Client Setup.

Important: You start the initial setup program from a System Administrator role:

Figure 2.1: System Administrator Login

If necessary, you can enter more clients (depending on your organizational structure).But in the typical case you would just enter the name of your enterprise. The Client isthe highest level of an independent business entity. Each Client may have one or moreOrganizations reporting to it. The Role determines which Clients and Organizations youcan see.

Under General Rules, Client Rules you click on Initial Client Setup:

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Figure 2.2: Initial Client Setup Menu

The The Initial Client Setup window opens.

You overwrite the defaults in the window with the name of your enterprise, for exampleGardenWorld. Enter the Currency, Country, City and Region. Then you select theOptional Account Segments and click on the Load Accounts button. This allowsyou to select a comma separated file in the format of NaturalAccountsUS.csv, which youshould have adapted to your needs. Select the file and click Open. Back in the InitialClient Setup window, click OK:

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Figure 2.3: Initial Client Setup Window

A window is opened which displays the selected values. Confirm it by clicking OK.

The Client Setup creates Users, Roles and basically all standard entities for DocumentTypes, Business Partners, Products, Projects etc. These entities can be changed afterwardsat any time you like. The important thing is that after this fast setup you can theoreticallystart and enter your invoices. In contrast to other systems, the initial setup procedureis very easy and does not involve complex decisions. The only way to add new clientsis through the Initial Client Setup. It ensures that the security infrastructure is definedcorrectly and creates the ’Standard’ default entries.

Now you have created the Client with two users or roles: One user with the client-level

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role (in our case GardenAdmin) has all the rights to maintain the rules and to entertransactions. The user with the organization-level role (GardenUser) has all the rightsto enter transactions.

Refining your Implementation

After completing the initial implementation you have everything to get started, but youmay want to check and update the initial settings.

Important: To review the client created you have to close the application (which runs onsystem level otherwise) and log in again under the client-level Role you have just created,in this case GardenWorld Admin.

Figure 2.4: Client Administrator Login

This ensures that System-level, Client-level, Organization-level actions and records are notmixed up. Settings done on the client level are shared on organization level. The advantageis that these values have to be set up only once.

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The Workflow

Under General Rules, Client Rules you can review the client setup by double-clickingon Initial Client Setup Review. The −→W icon in front of the menu item indicates thatit is a Workflow:

Figure 2.5: Initial Client Setup Review

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Click OK when you see the following window:

Figure 2.6: Review Info

Now the Workflow is loaded. In the upper half of the window you see a graphical illustrationof the Initial Client Setup Workflow. You can easily review the steps carried out duringthe setup:

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Figure 2.7: Initial Client Setup Review Workflow

In the lower half of the window you see the explanation of the relevant workflow step.To navigate through the different steps and open the appropriate window you can eitherdouble-click on the specific workflow icon or use the workflow buttons.

The Client

The Client is the highest level of an independent business entity. Each Client will have oneor more Organizations reporting to it. Use the Client window to define the accountingparameters (Accounting Schema, Tree Definition, Non-monetary Units of Measure). Thisinformation is shared with all organizations.

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Figure 2.8: System Structure

Use the Workflow buttons or double-click on the Client icon on the workflow to open theClient window:

Figure 2.9: Client

On the left, two tabs are displayed. The Client tab is the parent record.

Important: Do NOT create a new client in the Client window (use the Initial Client

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Setup as a System Administrator only). If you do so, the required client infrastructurewill NOT be set up.

The following fields are displayed: Search Key, Name, Description, Language, SMTPMail Host, Request Email, Request User, Web Directory, Request Folder, Re-quest User Password. Compiere allows to change all of these values afterwards if nec-essary.

Select the Multi Lingual Documents checkbox if you want to maintain multilingualdocuments. Select the SMTP Authorization checkbox if you want to allow SMTPauthorization.

Click on the Client Info tab to display all the details of your client:

Figure 2.10: Client Info

Select the Discount calculated from Line Amounts checkbox if you want the discountalways be calculated from line amounts.

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Here you see the Calendar and the Primary Accounting Schema that will be used foryour client. You can opt for a Second and a Third Accounting Schema by ticking theappropriate checkboxes. The UOM fields are not used here. All other fields (PrimaryTree Organization, Primary Tree BPartner, Primary Tree Project, Bus. Part-ner Cash Trx, Product for Freight, Goal, Primary Tree Menu, Primary TreeProduct and Primary Tree Sales Region) have defaults which would not be changedunder normal circumstances.

The Organization

The Organization window allows you to define and maintain organizational entities. Anorganization can be a legal entity or a subunit for which only certain documents andtransactions are processed. It could also be a business partner whose access is restricted tocertain information only (for example their own invoices) In a smaller enterprise the clientand the organization could be identical.

Use the Workflow buttons or double-click on the Organization icon on the workflow toopen the Organization window:

Figure 2.11: Organization

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The Organization window consists of three tabs. The parent record is the Organizationrecord. Next to the tabs, the structure of your Organization is displayed. You can searchthe tree via the yellow search field below. Double-click on the entity to display SearchKey, the Name and the Description of the organizational entity marked. You can chooseto make the organizational entity a summary entity (which is used for reporting purposes)by ticking the Summary Level checkbox.

Important: When you add a new Organization in this window, you must re-login to beable to access the new Organization.

Open the Organization Info detail record by clicking on the corresponding tab:

Figure 2.12: Organization Info

Click on the button next to the Location/Address field to update the address informa-tion:

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Figure 2.13: Update Location/Address

Enter the Address, the City, the State, the ZIP code, the Country and click OK toreturn to the Organization Info window.

D-U-N-S (Dun and Bradstreet identification number used for EDI - for details seewww.dnb.com/dunsno/list.htm), Tax ID and Goal.

For more information on the Accounting tab, please refer to Chapter 12, Accountingand Performance Analysis.

The Role

The Role controls access to windows, tasks and reports. Users can have one or multipleroles. Basically, there are four kinds of generic user types. One type is the System

Administrator. With this role you can only see system-level records like UOM’s anddocument types.

The next type is the Superuser. The superuser gets all roles in the system. This role isdesigned for emergency situations, when you need one user who has all rights of access inall organizations. Use of this role should be restriced to a few high level users.

The other two role types, which are the typical transaction users, are the Client Ad-

ministrator and the Client User. The client administrator can set up data and enter

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transactions, whereas the client user is restricted to transaction entry only.

Use the Workflow buttons or double-click on the Role icon on the workflow to open theRole window:

Figure 2.14: Role (Data Grid)

Select the Role, in our case GardenWorld User.

Use the different tabs in the Role window to set the access rights for this Role. In thiswindow you can control the Client Access, Org Access, User Assignment, WindowAccess, Process Access, Form Access, Workflow Access and Task Access.

These tabs work basically all in the same way: You select or deselect a certain Organization,Window, Process, Form etc. depending on the access rights you want the user to have.

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Example: You may want to prevent your User from accessing the Material Transac-tions form. Open the Form Access window, where you see a list of all available forms.Select the form you want to edit. The default is read and write access for all forms. Clickon the Data Grid Toggle button on the toolbar:

Figure 2.15: Form Access (Data Grid)

The single record is displayed. If appropriate, deselect the Read Write and Activecheckboxes:

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Figure 2.16: Form Access (Single Record)

When you now login as GardenWorld User, the Material Transactions form won’tbe displayed to this role.

Another example would be to set up a Role for a business partner. When the businesspartner logs in, he can only see his own data. You could allow him to update certain data,for example his address etc., but not more. You can create roles which can be assigned tomore than one client.

The User

The User basically forms the link to the business partner.

Use the Workflow buttons or double-click on the User icon on the workflow to open theUser window:

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Figure 2.17: User

The two system-generated users will already be in the list of Users as a result of the InitialClient Setup. The Name and the Description are defaulted. The value in the Passwordfield defaults to the Name of the User and can be changed. An Email address can beentered as well as a Supervisor (for escalation purposes), a Sales Representative, aGoal, an Email User ID, a Personal Goal and an Email User Password.

Select a User (for example, the GardenAdmin) and open the User Roles window:

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Figure 2.18: User Roles

The Roles which the User can assume are displayed. Naturally, an Administration Userwill be able to assume more roles than the ’normal’ User.

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