Openbravo QuickStart 2Consultant's Manual

v2.0.1

© 2008-2010 Openbravo S.L.U. All rights reserved. The information in thisdocument is confidential and may not be disseminated or disclosed to third parties (either in digital

form or on paper) without the prior written consent of Openbravo S.L.U.

Introduction .................................................................................. 2Initial Interview............................................................................. 3

Critical Information to Obtain ........................................................... 3Requirements Template................................................................... 3Master Data Import Template .......................................................... 3Deployment Model.......................................................................... 4

Client Follow Up............................................................................. 5Deployment ................................................................................... 5

Openbravo Installation .................................................................... 5Openbravo Professional Edition Activation ..........................................6Cloud Hosting (recommended) ......................................................... 6

Creating an Amazon Web Services Account .....................................6Launching an Openbravo Professional Edition Instance......................7Configuring the Security Group...................................................... 8

Dedicated In-house Server .............................................................. 9Backup ......................................................................................... 9

Amazon EC2 ............................................................................... 9Restoring from a backup............................................................. 12

Security ...................................................................................... 13QuickStart 2 Template Installation .................................................. 13Session Configuration ................................................................... 15

Customer Setup ........................................................................... 16Initial Client Setup........................................................................ 16Initial Organization Setup .............................................................. 17

Roles and Users ........................................................................... 19Securing Default Configuration ....................................................... 19Application Users.......................................................................... 20

Initial Configuration..................................................................... 20Customer's Template .................................................................... 20Customer's Module ....................................................................... 22Company Logo Customization ........................................................ 22Initial Data Configuration............................................................... 22

Payment Status Accounting......................................................... 23Business Partner Categories ........................................................ 23Payment Terms ......................................................................... 23Payment Methods ...................................................................... 23Product Categories..................................................................... 23Attributes ................................................................................. 23Units of Measure........................................................................ 23

Initial Data Load........................................................................... 24Email Configuration ...................................................................... 24

Functional Implementation.......................................................... 24Master Data Management .............................................................. 24

Price List Schema ...................................................................... 24

Procurement Management ............................................................. 25Price List .................................................................................. 25Document Numbering................................................................. 25

Sales Management ....................................................................... 25Price list ................................................................................... 25Document Numbering................................................................. 25

Warehouse management ............................................................... 26Financial management .................................................................. 26

Accounting................................................................................ 26Accounting Calendar Definition ................................................. 26Taxes .................................................................................... 27Background Accounting Process ................................................ 27

Receivable & Payables Management ............................................. 27Financial Accounts................................................................... 27Initial Pending Payments.......................................................... 28Asset Management.................................................................. 28

Test Environment Creation........................................................... 28Printing Forms ............................................................................. 31

Purchase Order ............................................................................ 33Sales Order ................................................................................. 33Quotation .................................................................................... 33Goods shipments.......................................................................... 33Sales Invoice ............................................................................... 34

Training ....................................................................................... 34Basic information (0,5h)................................................................ 34Procurement management (4h)...................................................... 34Sales management (2h) ................................................................ 34Warehouse management (1,5h) ..................................................... 34Payables/receivables management (6h)........................................... 34Asset management (1,5h) ............................................................. 35Accounting (2h) ........................................................................... 35

Support Phase.............................................................................. 35Defects ....................................................................................... 35Adjustments ................................................................................ 35Extensive Customizations .............................................................. 35Maintenance Packs ....................................................................... 35

Applying Maintenance Packs........................................................ 36Country Specific Configurations ................................................... 36

Spain.......................................................................................... 36Spanish Professional Localization Pack Installation ......................... 36

Installation............................................................................. 36Initial Client & Organization Setup................................................ 36Remittance Types ...................................................................... 38

Introduction

Dear Consultant,

this document was designed in order to guide you through the full implementation ofOpenbravo QuickStart 2. It covers everything from the initial interview with thecustomer where the exact requirements need to be collected, up to the go live of theproject.

Initial Interview

After the customer has expressed interest in a QuickStart 2 project, an initial meetinghas to be scheduled so that the consultant can ensure that QuickStart 2 really fits thecustomer requirements and that certain critical information is clear before starting. Thisinitial meeting should take 4h at max, and should be done either in person or byconference, depending on the geographical constraints.

A template document (called QuickStart2InitialInterview) is provided to lead thisinterview and collect necessary data.

Critical Information to Obtain

It is of utmost importance that the initial meeting is efficient and delivers the parametersthat 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 oneorganization. However if a complex multi-organization structure is requiredevaluate carefully whether Openbravo QuickStart 2 covers the functionalfootprint you need. The following article contains more information on theorganization 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 theQuickStart2InitialInterview document found in the toolkit.

Note: In the following, whenever you find references like Q1, Q2, etc. they refer to thequestions in that document.

Master Data Import Template

To obtain the import template Excel file, please navigate tohttp://forge.openbravo.com/plugins/mwiki/index.php/Advpayidl/User_Manual_1.0.0#Template_To_Use and download theIDLforAPRMImportTemplate.xls file. Follow the instructions found in theInstructions tab inside the template.

Before the end of the meeting, introduce this template to the customer and discuss howand when this will get filled in and sent back to you for initial import into the newsystem. The objective is that the customer takes over part of the work and fills in thetemplate 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

additional data in this first import process. This additional data will have to be input byhand 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 inQuickStart 2 located on: http://forge.openbravo.com/plugins/mwiki/index.php/Xidl/UserManualQSNote: Business Partner, Open Receivables, Open Payables and Bank Accounts entitiesare not used anymore in QuickStart 2. Initial Data Load for Advanced Receivables andPayables Management module provides new entities according to the new payment flow.

The consultant should read the user manual of the Initial Data Load for AdvancedReceivables 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 optionPROS: no initial investment, no hardware maintenance, automatic availabilityfrom anywhere, low costs (cca ~0,11USD /hour --> 80USD/month)CONS: private data on a public server, slower speed over the InternetQUESTIONS: Who will be doing the software/stack maintenance? Who and wheredoes 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 theconsultant has to do little effort.

1. Dedicated In-house ServerPROS: High speed, in-house secured dataCONS: High initial costs, required hardware maintenanceQUESTIONS: Do they have a server already? (keep in mind that OpenbravoProfessional Edition needs dedicated server!). Who will be doing hardwaremaintenance? Who will be doing software/stack maintenance? Who and wheredoes 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 costsCONS: High initial costs, required hardware maintenance, required stackinstallationQUESTIONS: Do they have a server already? Who will be doing hardwaremaintenance? Who will be doing software/stack maintenance? Who and wheredoes the backup go? Does it have to be available from outside the company?

3. Virtualization on a dedicated serverPROS: High speed, in-house secured data, one server resource can be used byseveral instancesCONS: High initial costs, required hardware maintenance, required virtualizationlicense

QUESTIONS: Do they have a server already? Who will be doing hardwaremaintenance? Who will be doing software/stack maintenance? Who and wheredoes 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 thefollowing documents:

• Commercial Offer - this is usually the task of the project/sales manager and notthe consultant, however, consultant's feedback and estimates are vital to theoffer.

• Functional Specification (the interview template should actually act as the finalfunctional spec)

• Technical Specification (omitted for the sake of simplicity of QuickStart 2methodology)

Deployment

Since extensive developments should not be required, a dedicated developmentenvironment is not necessary and creates overhead. Instead, QuickStart 2implementation methodology should be used directly on the live instance that is beingprepared for the client. Of course, a development and staging environment can be usedif desired or if additional modules are developed for the customer in which case it isrecommendable.

Note: We would like to stress out the importance of daily backups to ensure that theprimary instance of the application can always be reverted to the "last known goodconfiguration".

Openbravo Installation

Before QuickStart 2 module can be applied, the stack and the Openbravo applicationmust 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 installeddirectly on a piece of hardware using a DVD installer

3. Community installation of Openbravo at the client's side4. Hosted community installation of Openbravo5. Virtualized community appliance of Openbravo6. etc.

Note: If using a virtualized appliance, make sure to use a Professional Appliance and nota Community Appliance activated afterwards - otherwise you may need to manuallyadjust 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

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 withthe Openbravo Professional Edition.

In order to find out more about this topic and get yourself acquainted with some of theimportant aspects of what is included in it and how to manage one, please read theAdministrator'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 mustbe 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 ) todeploy the application. The steps for running an instance of Openbravo running aredescribed below.

Creating an Amazon Web Services Account

Unless your customer has an Amazon Web Services account from before, create a newone for them by navigating to http://aws.amazon.com/ec2/ and clicking the Sign Up forAmazon EC2 button:

Note: The credit card information needs to be submitted here for monthly charges of thehosting. Depending on the contract between you and the client, use the proper creditcard that will be charged monthly. For cost breakdown find a section inside the FAQfound 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 andyour Secret Access Key ID

• 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 thecorrect 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) tobusdev@openbravo.com, with this subject: Request access to OPS Appliance onAmazon.

Afterwards, navigate to the Amazon web console where images and instances can bemanaged: https://console.aws.amazon.com/ . (alternatively, you can also download theElasticfox 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 Ireland2. US - United States data centres

The correct region should be selected according to the company locationfrom which the majority users will access the application.

Note: Selecting the location nearest to the company helps to optimizethe speed of the application.

2. Use the Launch Instances button in the middle of the page to open a newdialog.

3. Click the Community AMIs tab and find the AMI that was specified within therelease notes of a specific version of the QuickStart 2 toolkit ( seehttp://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 ranand bookmark its URL (Public DNS). The appliance should be up and runningwithin a few minutes.

Configuring the Security Group

By default, all instances are run within the default security group which comespredefined with quite strict security privileges (i.e. most ports are closed). In order to beable 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

ports are added as shown below:

Save!

Dedicated In-house Server

If this deployment method will be used, first download the latest appropriate OPS ISOimage and burn it to a DVD (this image is downloadable from the private Partner Portalarea found here http://www.openbravo.com/partners/restricted-area/ ). Insert the DVDinto the server and follow the install wizard. Once the system has finished theinstallation, make sure to be able to access the application from a computer in thenetwork 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 OpenbravoProfessional Edition appliance's automated process or arrange it with an existingadministrator.

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 thesystem is creating a 20GB volume in Amazon and attaching it to the instance where theapplication is running. Afterwards, configure the backups to be stored in this volume.These are the steps:

1. Navigate to the Amazon web console where images and instances can bemanaged: https://console.aws.amazon.com/ . (alternatively, you can alsodownload the Elasticfox Firefox plugin foundon http://developer.amazonwebservices.com/connect/entry.jspa?externalID=609 to do the same). Navigate to the Region yourinstance 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 initializeand then refresh the screen.

5. Select it and click on Attach Volume button to attach this storage system to theinstance. In the pop up, select the instance to which you want to attach the

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 accessiblethrough mounting the /dev/sdh.

6. To format this new volume, ssh into the instance, log on as root (superuser) andexecute the following commands:$ /sbin/mkfs.ext3 /dev/sdh (formats the volume to ext3)$ /sbin/e2label /dev/sdh desiredLabel (Labels the 20GB volume to a namechosen by the consultant. This name will then be used for configuring backups inOpenbravo Professional Edition console)

7. Enter the administration console and configure the backup so that it will besaved in the storage system (Mounted File System) configured in the previousstep by specifying the label you have just created. If the chosen label is

backups, then the configuration would look like:

8. Do a test backup by clicking the Back Up Now button to make sure it iscorrectly configured.

Restoring from a backup

Whenever you need to restore the system from a previous backup, follow these steps:1. Enter the administration console2. 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 haspreviously been set in the administration console configuration wizard)

Security

Before the instance is loaded with customer specific and confidential data, theOpenbravo instance must be secured. The following aspects of security should becovered:

1. SSL security: the instance should not be available through a normal HTTPconnection but should require a certificate. Otherwise, usernames and passwordscan be snooped and stolen.

2. Open ports: only the vital ports should be opened (443 for https, 80 for httpand 22 for ssh). Make sure all others are closed so there cannot be any attemptsof attack. If using the OPS appliance, this is already pre-configured and takencare of.

3. Usernames & Passwords: Make sure all usernames have non-trivialpasswords (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 2Spain includes the Spanish Professional Localization Pack)

Installing the QuickStart 2 template is like installing any other module in Openbravo. Youcan 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 whichrequires the Openbravo instance to be activated (i.e. having the Openbravo ProfessionalEdition activated) in order to be able to install it. Find more information on how toactivate an instance here: http://wiki.openbravo.com/wiki/ERP/2.50/Professional_Subscription_Manual#Professional_Subscription_Activation .

After an Openbravo instance is activated, use the System Administrator role to go tothe General Setup || Application || Module Management Console window andfollow these steps:

1. Search for the "QuickStart 2" module

2. Click the Install Now next to the correct QuickStart 2 module, i.e. "OpenbravoQuickStart 2 Template" for the generic QuickStart 2 module or one that alsoincludes the localization specific for your country (e.g. "Openbravo QuickStart 2Spain Template")

3. Confirm the installation and accept the license

4. Install other modules that you are required for the specific implementation, thatway you can rebuild the application only once after the installation of severalmodules in order to save time.

5. Finally rebuild the application back in first tab of the Module ManagementConsole, 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 ofsome modules only get imported on Initial Client Setup or Initial OrganizationSetup. For example, you won't yet be able to see the QuickStart 2 predefined roles thatare part of the QuickStart 2 Datasets submodule until the Initial Client Setup isperformed for the specific new client.

Session Configuration

In order to prevent orphan sessions to linger on and prevent other users from logging indue to concurrent user control, it is recommended to shorten the inactive sessionlogout to 15 minutes as opposed to default value of 60 minutes. Follow this article forinformation on how to do this:http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/Personalizing_Openbravo_ERP#Session_Timeout

Customer Setup

Once the instance is up and running and the QuickStart 2 module has been appliedtogether with all the dependencies, it's time to create the client that will represent thecustomer and hold its data.

Initial Client Setup

Create a new company using the General Setup || Client || Initial Client Setupwindow (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 initialorganization configuration.

To create your client, log in, switch to the System Administrator role and select theGeneral Setup || Client || Initial Client Setup menu item. Define the clientaccording to the data gathered in the General Information and Organizational Structuresection 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

QuickStart 2 as well as the choice of QuickStart 2 you applied, generic orlocalized ):

◦ 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 legacydata into the application

◦ Advanced Payables and Receivables IDL - default values of commonfields for the import module - check this if you will use the Initial DataLoad for APRM module to import legacy data of the new payment flowinto 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 theQuickStart2InitialInterview form) we can include them in the Accounting Fileselected. If the Chart of Accounts is loaded from Reference Data we can construct andimport a new Accounting file (as explained in http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/Setting_up_accounting#Uploading_the_account_file) orcreate them manually. See the Accounting section.

Initial Organization Setup

To create the organization, log in with the new {Client}Admin user (default password isthe same as the username, hence {Client}Admin, where {Client} is the name of thecompany 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 initialorganization configuration.

• Define the organization according to the data gathered in the GeneralInformation and Organizational Structure part of theQuickStart2InitialInterview 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 tobe entered in General Setup || Enterprise || Organization window:

• In [Header],

◦ check Allow Period Control according to Q1.2 in FinancialManagement 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 doneunless the organization is Set as Ready.

Go to Country Specific section to perform a last action regarding the initialorganization configuration.

Roles and Users

The initial meeting interview should yield the list of users need and their roles within thecompany (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 onlybe used by the consultant.

Note: Feel free to customize the roles to the exact requirements of the client, but keepin mind that the User Manual has been written with these predefined roles inmind.

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 passwordsand access to highly privileged roles. This needs to be taken care of, especially in case ofan 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 processto log into the application to continue implementing the specific instance. For example, ifyou have entered AcmeAdmin into the Client Username field of the Initial Client Setupscreen:

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 comeswith a trivial password and possesses access to System Administrator as well as theClient Administrator roles. The best thing is to change its password to somethingvery 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 needsas opposed to creating them from scratch.

Initial Configuration

Customer's Template

The standard QuickStart 2 template hides many fields within windows that are notcommonly used. Nonetheless, as a result of the specific customer requirements, theconsultant may need to hide some extra fields or show previously hidden ones. Toisolate these changes from the rest of the system, a new template should be createdthat includes the QuickStart 2 template and the changes required for a specific template.

Industry templates can include other industry templates within them. Forexample, an industry template for real estate companies could be included in an industrytemplate for real estate companies in a particular location (let say Spain) with someparticular requirements on top of the general ones. In our case, a customer specifictemplate will include the Openbravo QuickStart 2 one, meaning that the new templateextends the existing QuickStart 2 one with specific customer requirements.

However, there are two two limitations to keep in mind:

• There can be a tree of industry templates with as many levels as needed, butonly one industry template can be included in each level of the tree (soonly one industry template can be included within another one at a time).

• Only one industry template can be "In Development" at a time, and itshould 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 InDevelopment

2. Create a new module Customer Template (using the actual customer name) andset it In Development

Note: The description field is mandatory. For the Java Package name use yourcustomer's name, e.g. if your customer is called BigBazaar you would useorg.bigbazaar.QuickStart2

3. Include the Openbravo QuickStart 2 Template (or a country specific OpenbravoQuickStart 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 2template.

Customer's Module

As part of a template module, only application dictionary customizations can be doneand exported into a configuration script. It normally out of scope of a QuickStart 2implementation to go much beyond those but if additional developments or reportcustomizations are required, an additional Customer Module needs to be opened andincluded 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 Module2. Use the same package name as for the template with an additional appendix, for

example: org.customername.openbravo.module3. You can set this module In Development since a module and a template can be

in development at the same time4. Select the Customer Template again and in the [Include] tab, add the new

Customer Module so that it gets included within the main template whenpackaging

Afterwards, make sure any additional developments are stored inside the module's folderon the hard drive (in the case above, that would be AppsOpenbravo/modules/org.customername.openbravo.module/) and that additional application dictionaryartifacts are associated with this module and NOT the template.

Company Logo Customization

Follow this article to modify your Client logos (Q7 in General Information andOrganizational 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 InitialData 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 createdautomatically on import so you can save some time by not having to create themmanually.

Payment Status Accounting

Before entering the Business Partner Categories and loading the Business Partners, theaccounting of the various payment statuses should be configured. See section PaymentStatus in the Functional Implementation chapter.

Business Partner Categories

According to the information gathered in Q1.1 of the Master Data section ofthe 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 correctaccounting data in the [Accounting] tab.

Payment Terms

According to the information gathered in Q1.2 of the Master Data section, createPayment 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, createpayment methods as described in the corresponding part of the Advanced Payables andReceivables module Configuration Manual.

Product Categories

According to the information gathered in Q2.1 of the Master Data section, create productcategories using the Master Data Management || Product Setup || ProductCategory 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 mayneed to create new attributes.

According to the information collected in Q2.5 in the Master Data section, you may needto 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 createlot 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 anymissing UOMs or deactivate unnecessary ones as explained inhttp://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/Setting_up_products#Units_of_Measure

Initial Data Load

Openbravo QuickStart 2 template comes with an Initial Data Load and Initial Data Loadfor Advanced Receivables and Payables Management modules that assist with loadingexisting legacy data of the customer into the new Openbravo system. The user manualof 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/Advpayidl/User_Manual_1.0.0

Once the filled in template is received from the customer (the template that was givenon initial interview), the individual entities should be loaded into the system as describedin 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 sectionabove and the user manual of the Initial Data Load.

4. Sample import data and preconfigurations described in the user manual shouldbe 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 andhave been replaced for new entities provided by Initial Data Load for APRMmodule:

◦ 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 theemail 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 emailswill 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 somemaster data configuration required.

Price List Schema

An empty (no lines required) price list schema should be created since every Price ListVersion later must be linked to one schema. Please see http://wiki.openbravo.com/wiki/

ERP/2.50/Configuration_Manual/Pricing#Setting_up_a_price_list_schema for moreinformation on how to do this.

Procurement Management

If the company doesn't buy materials or services (Q1.1 in Procurement) procurementwindows, processes and reports should be excluded from corresponding roles (such asFinance, Material Management, etc).

If the company does not register purchase orders previous to receiving the materials orthe invoice (Q1.3 in Procurement section) exclude the Purchase Order window, PurchaseOrder Dimensional Report from corresponding roles (such as Finance, MaterialManagement, 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 newprice list to all the vendors.

Depending on Q1.2 in the Procurement section, there might be the need to createadditional price lists.

Document Numbering

Configure sequences for document types according to the info gathered in Procurementsection 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 isnot required and does need to be assigned to anyone. Additionally, sales windows,processes and reports can be removed from other roles such as Finance, CompanyExecutive, 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 newprice list to all the customers.

Depending on Q2.1 in the Sales section, there might be the need to create additionalprice lists.

Document Numbering

Configure sequences for document types according to the info gathered in Salessection as explained in http://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/Document_types#Sequencing for the following documents:

• 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 Managementsection) the Material management role does not need to be assigned to any user.Additionally, inventory management windows, processes and reports can be removedfrom other roles such as Finance, etc.

Create and set up the number of warehouses as specified by Q1.2 in InventoryManagement section. Create and set up bins according to Q1.4 of the InventoryManagement 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 toQ2.2.1 in Procurement section.

Consider the need of a special bin for goods pending to be inspected (Q2.1 in theProcurement section) and a bin for goods pending to be returned to the vendor (Q2.2 inthe Procurement section).

Note: Even if the client is not tracking inventory (e.g. sells only services), onewarehouse still needs to be created since Warehouse is a mandatory field in severalwindows 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 theFinancial Management || Accounting || Transactions || Open/Close PeriodControl window if you have not done so yet. Find instructions inhttp://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/Setting_up_accounting#Defining_the_fiscal_year_and_accounting_periods

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 inquestions Q1.4 and Q1.5 in Financial Management section use the FinancialManagement || 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 GeneralLedger in the first months of use. However, a background process for posting thedocuments automatically is scheduled by default, making the process transparent for anon-financial end user. To modify the schedule or disable it, log into the application asthe System Administrator and navigate to the General Setup || ProcessScheduling || Process Request window. Modify the record:

Configure the process as described in the image, setting the frequency among thefollowing options:

• Every n seconds• Every n minutes• Hourly• Daily• Weekly• Monthly

Save the record and click on Schedule Process button. The process should be runningnow. To see if it is doing its job successfully, see the General Setup || ProcessScheduling || Process Monitor window where individual runs are logged. Double clickone and see its success status.

Receivable & Payables Management

Financial Accounts

Create financial accounts, such as bank accounts and cashbooks as explained inhttp://wiki.openbravo.com/wiki/Projects/AdvPaymentMngt/Configuration_Manual#Configuring_Financial_Accounts according to the informationgathered in Q2.1 and Q2.3 in Accounts Payable/Receivable section.

Initial Pending Payments

Before going live with the system, payments pending to be paid or collected may have tobe created according to Q2.6 in Financial Management section.

Use the Initial Data Load module to import the pending receivables and payables directlyinto the application using CSV files.

Asset Management

Openbravo offers a very simple asset management functionality. It lets you track theassets of the company, their amortization plan and the amount amortized or to beamortized.

Based on the information gathered in question Q3.1 in the Fixed Assets section leave orremove 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 mayneed 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 dataentered into the application.

Note: The following processes might be time consuming sometimes taking an hour ormore, make sure you do not interrupt them or perform any other operations on thesystem!

In order to create a safe testing environment for the end users and not to corrupt theproduction 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 Setupprocess to log into the application and navigate to the General Setup || Client|| Export Client window.

3. Select the client (the production client) you want to export and click OK. Thisprocess will create an .xml file called client_data.xml in the OpenbravoERP/referencedata folder. When the process has finished, copy the client_data.xmlfile to the OpenbravoERP/referencedata/importclient folder

4. Once this is done, log into the application and switch to the SystemAdministrator role and navigate to the General Setup || Client || ImportClient window. Enter the name of the client, such as ClientNameTest. Click OKto start the client import.

5. Once this process has completed, there will be two identical clients within in thesystem: ClientName and ClientNameTest. First one will be used for productionpurposes and the second one for testing/learning/training.

6. Individual users (and corresponding usernames) have also been duplicated butprefix by the new client name. For example, a user name juanpablo thatbelonged to the client named MochaCola, then becomesMochaColaTest_juanpablo. Passwords remain the same. These should be used totest and learn the system. The original usernames only have access to theproduction client.

7. Last recommended step is to install an additional skin and configure differentskins to different clients so that the differentiation between production and testclient is easier. For example:Production environment

Test/training environment

Printing Forms

For changing the logo of the reports see the Company Logo Customization section listedearlier.

If changes to any of the reports beyond the logo are required (not included in the 80hours 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 windowand select the desired document (for example a Purchase order), and navigateto the [Report Templates] tab. You will see the name of the template here:

3. In case of a Purchase Order document type, the template isRptC_OrderPO.jrxml located in OpenbravoERP/src/org/openbravo/erpReports folder.

4. A new folder needs to be created within the Customers Module createdpreviously. 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 folderstructure where customername is the name used for the package name of themodule previously:

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 otherjrxmls 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.jrxmlwith iReport and modify it to your needs. (Note: The recommended version ofiReport 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 useiReport can be found here http://jasperforge.org/website/ireportwebsite/IR%20Website/iReport_nb.html?group_id=243&header=project&leftnav=yes&target=ireportand http://wiki.openbravo.com/wiki/ERP/2.50/Developers_Guide/

How_to_develop_a_report

9. Once changed and saved, compile the system with ant smartbuild and thenrestart tomcat to changes to take effect. To restart tomcat follow the stepsdescribed 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 fromthe core and consequently will not be overwritten when applying core maintenancepacks.

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 insrc/org/openbravo/erpReports/RptM_InOut.jrxml.

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 UINavigation Tutorials (found in the release notes) through which they should go bythemselves. The training should start once the customer has gone through thesetutorials 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 usersunderstood them.

Procurement management (4h)

1. Purchase order2. Goods receipt3. Purchase invoice4. Procurement management reports

Sales management (2h)

1. Sales order2. Goods shipment3. Sales Invoice4. Sales management reports

Warehouse management (1,5h)

1. Physical Inventory2. Goods movements3. Warehouse management reports

Payables/receivables management (6h)

1. Tracking invoice payments2. Bank statement & Cash Journal3. Remittances4. Payment transformation

1. Creating new payments2. Splitting payments3. Merging payments

5. Pending payment reports6. Tax reports

Asset management (1,5h)

1. Asset acquisition/creation2. Amortization plan.3. Amortization process.4. Asset reports

Accounting (2h)

1. Fiscal calendar and accounting periods2. Accounting configuration3. Different methods of posting documents4. General ledger reports

Support Phase

After the Go-Live of the project, the support phase of the project should start. This is arecommended practice which Openbravo encourages. During this phase, users will raiseissues. 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 SupportPortal ( http://support.openbravo.com ) with the Openbravo Professional Edition userreceived from Openbravo upon activating the subscription. As a partner you have beengiven the manual to log the issue. The defect will be fixed and included in the nextmaintenance pack (see below).

Adjustments

Hiding of a tab or a field is a simple operations that can be done according to theCustomer's Template section of this document.

Extensive Customizations

Extensive customizations such as new fields and/or new/modified reports are generallyout of the scope of the first phase of a QuickStart 2 project. The customer should knowthis from the start, before a sale of a QuickStart 2 project is made. Potential usefulcustomizations and additional developments should be discussed with the salespersonnel 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 arepublished regularly with critical fixes to core Openbravo and are recommended to appliedas they become available. Use the General Setup || Application || ModuleManagement Console window and the Scan for Updates button to discover if anynew maintenance packs are available for the core module of Openbravo.

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 thelast backup to retrieve them. For exporting both the template and the custommodules, 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 specificprofessional localization pack is available in the central repository that is free of chargeto all Openbravo instances with an active professional edition.

For more information on what features and reports the Spain Professional LocalizationPack 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 2Template Spain) that already contains the Spain Professional Localization Pack. You willinstall this module within the QuickStart 2 Template Installation section by choosing theOpenbravo QuickStart 2 Template Spain instead of the Openbravo QuickStart 2Template.

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:

1. Initial Client Setup:

2. Initial Organization Setup:

Remittance Types

The new Advanced and Receivables module does not have Remittances. It is on theroadmap of the module. This section will be updated once they are available.