OpenERP Purchase User`s Manual - Nexxo International group
Contents
1. Muiiorm ods Supplier Quotation Cancelar Aceptar ods Commercial User to Administrator Jane 29 minutes ago like NM Potential construction materials customer EN Opportunity created Expected Revenue Stage New Salesperson Commercial User Sales Team Sales Department Commercial User updated document Administrator Jane notified 3 days ago like Hello Jane here is a customer looking for laminate Floor Attached is the vv N Multiform with the product Information and one offer from a chinese supplier that already found Thank you jer lea Multiform ods Supplier Quotation ods Commercial User to Administrator Jane 29 minutes ago like Send a message Re Potential construction materials customer Hello Jane here is a customer looking for laminate Floor Attached is the with the Opportunity Lost product Information and one offer from a chinese supplier that already fou Discussions Stage Changed Thanks J Lead to Opportunity BERE BERE Lead Created ar E a amme eed Multiform ods Supplier Quotation 3 followers ods Commercial User Administrator to Commercial User Jane about 15 hours ago like Jane T Opportunity Won Opportunity Lost Discussions Stage Changed m x Send G Attach a File Lead to Opportunity Lead Created Re Potential construction materials customer Hello Jane here is a customer looking for laminate Floor Attache2. COMPRAS INTERNACIONALES OpenERP Purchase User s Manual About OPENERP ee eeeeeccssscccessccecessscccessccccessceccessceeessceccescecessasecesscecessseesessaeecessaeecesacees ACCESSING to OpenERP rrrrnnnnnnnnnvnnnnnnnnnnnnnnsnnnnnnnnnnnnnnnnnnnnnnnnvnnvnvnvnnnnnnnnnnnnnnenennnnnnnsneennnnnnnnee Working in OpenERP srarssnvrnnennvrnssvnvrnnennvnnssvnvsnssnnvnnsennvenssnnvnnsennrnssnnvnenneseennnnneneeeesseenenn Purchase s Example From Request for Search to Schedule Goods Reception UNN Receiving and ASSIGNING a new research reqUES srrnsrnvrnsrnvrnnsenvnnsenvrnnsnnvrnssnvenssennvevennessseee Creating Products and SuppliersS sssnnvnnsrnnvrnnssnvvrnnsrnvvnnerenvvenssennvenssnvvrnnssennnnvvvrssnennenesssssseen GN ee EEE Product Information TaD rsvrrrsnvvnsvrnnsnvrnssvvnnsnvrnsnvvnnsnvnnsvvnnsnvansnvvensnvrnssvvnnessnnnvvsnnessnnnn Procurement Tab Information rrmrssrvrrsvvvrsverssvvensvvenssvvessnvenssvvnsrsvnnssvrnsrnvenssvvrsnnssnnnn Suppliers Related Information Procurement Tab rrnrsenvnnsenvvnssnvvnnssnvrnssnvrnssssnnnnnn Notifying to Commercial and waiting to Order rssrsvrnrrnvrnssrnrnssenvrnsrnvrnnsenvnnsrnvrnnsnvvensennesee Creating Purchase Order rmssvrnnsrvsnnsenvrnsenvrnnsenvnnsnnvennennvnnsenvnnssnvvnnsnvnnssnnvnssenvsnsseenunnveveeeessseen NTT Incoming Shipment amp INVOICES TabD rssnvnnssnnvansnnvrnssnvrnnsnnvrnsenvrnssenrnssenvrnnsssnnnnnnvesnnnesssen Sending the
3. Incoming Products Incoming Products Invoice Control On Draft Invoices On Purchase Order Lines Products Products by Category Information Procurements PW101 POWER BANK 4999 Deliveries Price 2 00 On hand 18201 00 Unit s Forecasted 23200 00 Unit s Inventory Sales OpenERP User Manual for Purchase Teams Product Information Tab Jerry Start from Information tab he knows that the Boxes in Blue color are the required information for a product anyway he writes down all the basic information for the product To Add the product picture Jerry clcks on agen 8 Lugar Nombre a Tama o Modificado piso laminad extura 2 jpg the Image icon and then he chooses the Q bisar mere eg resp Usad images jpeg 4 7kB Wednesday September 10 2014 7 i li anderson invoice vs Delivery 526 8kB Tuesday September 30 2014 D C t u re fro mMm h S CO m D u te E Escritori e LOGO NEXXO HKE 11 2kB Thursday September 11 2014 sistema dea palmera coco poli 14 7kB Thursday RA Documen R iso laminado tex 56 6kB Saturday MM M sica registro mercantil 9 4kB Friday September 26 2014 il imagenes rutjpeg 11 0kB Friday September 26 2014 Ensure add the complete product information Can be Sold Allow Can be Purchase Consumable the product to be Allow the product Product the system selected
4. Packing Way 20000 00 Unit s 3 50 Carton must contain 10 pcs stination Warehouse Guang Zhou Warehouse Subtotal Taxes 70000 00 Untaxed Amount 70000 00 Taxes 0 00 Total 70000 00 Subject Re IN 00012 BIUMQEEFESG BE Bogey done OpenERP User Manual for Purchase Teams He attached the report file and clicks on Send button Use template gt d Save as new template Important n Note that Jerry sends the reports to Paulo as a Incoming Shipment attachment because like this the salesman will be added as a follower of the document and then he will be automatically informed about the order changes or the reports updates DPI QC Receipt and Delivery of the goods Scheduling Reception Once the DPI has successful and Jerry has been notified that the balance payment was done then he has to check the schedule date to the goods reception He knows that the Incoming Shipments are generated automatically by the system when a PO is confirmed ses Warehouse Ri coming Shipments NEXXO r Jerry can use the filters bar to arrange and Dee ee ee ee Bunes IN 00012 ABC Laminate Floor Factory PQ00010 50015 10 13 2014 1115 2014 Not Applicable Ready to hf Ld a 2 12 00 00 15 00 00 Receive Se a K y e re O D O S S l D D e IN 00015 ABC Laminate Floor Factory PO00013 50020 10 11 2014 10 10 2014 Not Applicable Ready to e 12 00 00 2 00 00 Receive J I J z IN 0001 ICA PQ0
5. 08 00 00 3 Duration 00 10 hou Description Tags rs 7 All Day Location Virtual Jerry descrives here the goal of this event or add some reminders if it is necessary Privacy Public Show Time as Enny 1024 2014 3 To the DPI performing Jerry arranges it on the same way so he has complete control of his follow up tasks under the ERP Notifications to Sales Team and Warehouse Team When Jerry has the DPI report he adds it to the concerned PO Incoming Shipment as a message and he send it to Paulo the salesman Jerry goes to Purchases gt Purchase Orders and opens it He clicks on the Incoming Shipments button Jerry clicks on the Send a Message option and then he clicks on the rectangle Icon on the right corner to open the full mail composer After clicking the Rectangle Icon under the Incoming Shipment a pop up screen will be show Jerry adds the related salesman email and composes the message Purchase Order PO00010 Supplier ABC Laminate Floor Factory Shipping Name BOLIVAR Pricelist USD Purchase Pricelist USD Purchase Order Incoming Shir Scheduled Product Description Date TC A002 TC A002 10 10 2014 Laminate Floor Laminate Floor nm To Followers of this document DPI Report done Recipients Followers of IN 00012 and Incoming Shipments Invoices Date Source Document 50015 Product Unit of Unit Measure Price 10 09 2014
6. ABC Laminate Floor Factory Shipping Name BOLIVAR Pricelist USD Purchase Pricelist USD Purchase Or P000010 Supplier Invoice BOLIVAR eait_ _create_ Print more Draft Invoice Jerry saw that a Supplier Invoice Draft has been generated automatically on the pommes near me system Tax 0 00 Total 70000 00 Balance 0 00 Additional Information OpenERP User Manual for Purchase Teams Validating the Supplier Invoices Jerry checks that all details match 100 with the PI add some data under the three available tabs is necessary On the Invoice Tab Jerry checks that all the Items information references quantities and cost price is ok On the header Jerry ensures that the Source document field contain the PO SO number and he also Fill the Supplier Invoice number and chooses the Invoice dates He notes that the system is showing the shipping name on the Payment Reference field by default On the Other Info tab Jerry chooses the Bank Account to make the payments to the supplier if the supplier doesn t have the account information then he will create a new bank account For him He writes down part of the account number and clicks on Create and Edit option Jerry fills all the Bank account Information and clicks on Save button Note that here Jerry can Fill the chinese owner name of the account Finally on the Payments tab Jerry notes that no payments has been registered y
7. Purchase Order to Supplierf rmmrsrnvvnnssrnnvrnsernvrnnssvvrnnsrenvenessenvvnssennvsnesennvsnssssenee Confirming Purchase PE EE Creating Supplier Invoice on the System srnrnnsrnvrnsrnvrnnsenvrnsrnvvnnssnvnnssnnvnssnnvenssnvressenvensennnnn Validating the Supplier INVOICES rssnvvrrrrnvrnsrnnvrnsnvensrrnreerenvenernvreesenveesenvenesnvressenvensesvveesenvensenn PTE Updating the purchase orders Status ee ccescscccsscccesssscessssccessseceestsecesssseeecceeeeessnaaeseeees Scheduling for follow up tasks rrsnvrrrrrvrnrsrnvansenvrnssenvnnsenvrnssnvrnssnnvensennrnssvnnnnnnessnnessssnnnnnvsee Notifications to Sales Team and Warehouse Teame mrssnvrnsnnvrnnsenvnnsnnvrnnennvnnsrnvrnssnnvrnsrnnnvene Scheduling RECE OR Exceptional Operation Cancel Purchase Order mmsssvrrsrsvrnssnvnsssvvnsssnvrrnnsssvrnvvrnnssvenn Cancelling Incoming se EEE Canceling I ON EE EE Cancelling Purchase Order sssnrnnsrnvrnsennrnnsenrnnsnnvvnnennvnnssnvenssnnvrnsenvrnssenvnssnnvsnssnnvenessssennnnvseeee Exceptional Operation Return Order urssnvvvnernvrnssrnvrnnennrnnsrnnrnnssnvvensenvvrsnnneessennnnveseee Return PrOCUCES ccccccccccccssecceccccccusssecccccccusscecccccecuusseececceuuuseececsesuuuseeccceesaussecccessuaeceeaecenees ene GJERNE oaeee eane Using different Views in OpenERP srrnrsnnvnnnennvnnsennvrnernnrnnsnnnvnnsennvnnsennrnssennvnnssnneessenvenesen OpenERP User Manual for Purchase Teams OpenE
8. Scheduled Date Quantity Product Unit of Unit Price PackingWay 7 ubt Measur axed ount 00 axes 00 Total update 0 00 OpenERP User Manual for Purchase Teams Purchase Order Tab Jerry Fills the header of the Purchase Order Tab First He chooses the Supplier Fills the Shipping name The same that the Sales Order then he chooses the currency pricelist for the s mem ge em md transaction on USD chooses the correct ae warehouse that the Order will be shipped Peessos mamsmsst mocs to and Finally he fills the Source Document Praa oescipion test unity motiuntot UM pacng Way Tams Site with the Sales Order number Request for Quotation P000010 Jerry clicks on Add an Item button he selects the product and changes whatever og Product Description mae es Price Packing Way Taxes he needs Co ENS nge TC A002 TC A002 10 10 2014 20000 00 Unit s 3 50 Carton must 70000 00 amp Laminate Floor Laminate Floor contain 10 pes Add an item Here different products can have different Scheduled Dates Untaxed Amount 70000 00 Taxes 0 00 Total update 70000 00 SPECIAL TERMS DITIONS FOR THIS PURCHASE MUST BE HERE IF IT General special terms or conditions for this sesse purchase must be content in Terms and Conditions field if it is necessary Incoming Shipment amp Invoices Tab From the Incoming Shipments and Invoices tab Jerry controls the invoicing and the reception of the goods
9. Supplier ABC Laminate Floor Factory Not Applicable OpenERP User Manual for Purchase Teams IF the document is cancelled no red button will be showed on the left hand corner Jerry clicks on the PO00016 title to come back to the Purchase Order Cancelling Invoice Jerry chicks on Invoices button at the left hand of the PO to open it Once the Invoice appear Jerry clicks on the Cancel Invoice button IF the document is cancelled no red button will be showed on the left hand corner Jerry clicks on the PO00016 title to come back to the Purchase Order Cancelling Purchase Order Now Jerry is able to cancel the Purchase Order so he clicks on the Cancel Order button Purchase Or P000016 Incoming Sh IN 00019 Edit Create Print More Supplier ABC Laminate Floor Factory Invoice Control Not Applicable Stock Journal Good Receipt Purchase Order P00001 6 Incoming Shipments Invoices Supplier ABC Laminate Floor Factory Order Date 10 17 2014 cpg CANCEL EXAMPLE Destination Warehouse Guana Zhou Warehous pod Pricelist USD Purchase Pricelist USD Source Document 50017 Purchase Order Incoming Shipments amp Invoices Product D iption Scheduled Date Quantity Product Unit of Unit Subtotal Measure Price 1000 00 Unit s 1 50 1500 00 PW101 POWER PW101 POWER 10 17 2014 BANK BANK Untaxed Amount 1500 00 Taxes 0 00 Total 1500 00 Purchas
10. in Sales to be selected in won t check the Order Purchases Order inventory level and user can keep men Request Procurement CONSUM j n g th IS INNE ad orders roduct even it is out Edit the unit of peer p of stock Measure for the Can be Sold gy Can be Purchased product ee aie pete en I alleen 00 Internal Reference Sal F Unit of Measure Square Meters JL EANI3 Barcode ae mme el it is usable For ales price and s eprie ee ae internal have tobe FOBand Vol by Package om communication and USD Weight by Package 2300 printable documents Qty of Package 0 00 Complete Product specifications on english Include MOQ and SAMPLE PRICE here MOQ 10000 PCS SAMPLE PRICE 15 USD DIE PDA ALI PAI POA The specifications For the Packages will be usable from sales quotations OpenERP User Manual for Purchase Teams Procurement Tab Information Jerry clicks on the Procurement Tab then OpenERP automatically completed some fields on the blue boxes in this formulary Jerry just has to be sure about some things The FOB Cost price is a critical data to input in here then he is specialy carefully with that Ensure that the Procurement Method for the product is Product Name Request Procurement selected on Make to Stock Laminate Floor Lorderpoints_ SEE vi Ensure that the Supply Method pe ia Pr for the product is selected on Ss Buy
11. me Make to Order Supply Method Enter the FOB Cost Price Every time in USD Purchase Manufacturing Lead Time 30 days Purchase Unit of Measure Square Meters Q Active g Here Jerry puts the related supplier can be more than one Supplier Delivery Lead Time Minimal Quantity assigned supplier to one product The next pic will explain how to do it Description for Suppliers Here To edit the Description pine aaa rn which will be showed on the Purchase Order Suppliers g Suppliers Related Information Procurement Tab A pop up screen will be showed after the create suppier Add an item button under Supplier sup Supplier Product Name Pine Laminate Floor Supplier Product Code Minimal Quantity 1 Supplier Unit of Measure Purchases gt Products gt Procurement vs0rm s Tab Add an Item Quantity Unit Price Note that the Product Name and Reference on the Supplier side can be different from the one entered before IF no text is ESS ENI inputted here the system will use the default one Create Supplier Supplier Laminated Floor Factory z Sequence Supplier Product Name Create Laminated Floor Factory Supplier Product Code AC777 Cre Ei Minimal Quantity JE Supplier Unit of Measure Because the supplier has been created vv ysme already then Jerry chooses it directly He just writes the supplier name an
12. the Ask Refounds button a pop up screen will be showed requesting the refound details Different return method can be chosen Jane will use the by default option Create a Draft Refund A refund reason is required then Jane fills it and clicks on Create Refund button The refund Invoice will be confirmed by accounting responsible pressing the Validate button It means from here accounting department will Follow it Jane has just informs them Note that the Refund Invoice can also be cancelled by pressing the Cancel Invoice button Purchase Or PO00049 OUT 00087 IN 00079 return Edit I Create Incoming Sh IN 00079 Returned Pi Print l More ETA Cancel Transfer Waiting Availability OUT 00087 IN 00079 return inate Creation Date 17 2 1 17 Not Applicab Scheduled Time 10 17 2014 20 44 30 Source Document 50015 Total Pack Shipping Name Type of Package General Remark Total Volume CBM 0 00 Total Weight 0 00 Purchase Order P000049 Incoming Shipments Invoices Supplier Laminate f Facto Order Date 10 13 2014 Shipping Name BOLIVAR Destination Warehouse Guang Zhou Warehouse Pricelist ISD Purchase Pricelist USD Source Document 50015 Purchase Order ncoming Shipments amp Invoices Product D iption Scheduled Date Quantity Product Unit of Unit Subtotal Measure Price TC A002 TC A002 Laminate 10 14 2014 20000 00 U
13. 0015 50003 10 10 2014 10 18 2014 Not Applicable Ready to 12 00 00 12 00 00 Receive e e N m D Invoice Control IN 00013 FABRICA DE BATERIAS PO00011 10 10 2014 10 10 2014 Not Applicabl Ready to C re a O ad e S C e U e e S ad U S ad Om Draft uvenn ind kai J J cha Pr Oia IN 00016 FABRICA DE BATERIAS PQ00014 50021 10102014 10 18 2014 Not Applicable Ready to 12 00 00 12 00 00 Receive EE IS rl IN 00014 BRICA PQ00012 50019 10 10 2014 10 10 2014 Not Applicable Ready to 12 00 00 12 00 00 Receive others When an Incoming Shipment is red in color eemind Shipments Create port it means that it has passed the expected mme one emer sear Supplier Creation Date reception date and the goods still has not No0017 FABRICA DE poooissoos 1onozo14 1011872014 BATERIAS arrived Purchase CRO Import 16 oa uot Reference Supplier Back Order ource Document cn m Date Scheduled Invoice Stock uality ood Status rs Purchase Orders of Time Control Journal Recel der IN 00012 ABC Laminate Floor Factory P0Q00010 50015 10 13 2014 11 15 2014 Not Applicable Ready to gt ee 12 00 00 15 00 00 Receive IN 00015 ABC Laminate Floor Factory P0Q00013 50020 10 11 2014 10 10 2014 Not Applicable Ready to 12 00 00 2 00 00 Receive e IN 00017 FABRICA DE BATERIAS 0000 0003 20 10 18 2014 Not Applicabl Ready to 00 00 12 00 00 Receive ICA 10000 20 10 10 2014 Not Applicabi Ready to 00 00 2 00 00 Receive ICA PO000 002 0 201 0 18 2014
14. 037 09 27 20 IAJIE OPTI 20 0066 40 18 40 Purchase Order P000042 10 01 20 ROSOF 20 50078 3000 00 3000 00 Done When Jerry wants more information about a vom specific opportunity he will switch to Form omeo nos JE Purchase Order P000049 Incoming Shipments I Invoices VICW Supplier Laminate Floor Factory Order Date 1013 2014 Shipping Name BOLIVAR Destination Warehouse Guang Zhou Warehouse Pricelist USD Purchase Pricelist USD Source Document 50015 He clicks in Purchases gt Purchase Orders oo and clicks the Form view button reat gen Pine Cty edgy Fe TC A002 TC A002 Laminate 10 14 2014 20000 00 Unit s 3 20 64000 00 Laminate Floor Floor U Untaxed Amount 64000 00 Taxes 0 00 Total 64000 00 Purchase Orders Then Jerry decides he wants to see the Purchases in a graphical representation so he clicks the Graph view button to display a graph with the PO expressed in a bar chart representation more graph options are availables He clicks in Purchases gt Purchase Orders and clicks the Graph view button v OpenERP User Manual for Purchase Teams Purchase Orders 0 5 gt Today October 2014 Day Week Month 4 October 2014 nal He could also choose to display the EE m Purchases in Calendar view He clicks in Purchases gt Purchase Orders and clicks the Calendar View button 5 OpenERP User Manual for Purchase Teams
15. 16 1 171 1 9 20 22 Volume 147 23 24 25 26 27 2 29 Creation Date 48 0 Sales Order Line Time 15 00 Destination Ekar Traceability Minute gt Destination Location xy Pack Destination Address Now Done y 2 Scheduled Date 11 21 2014 15 00 00 3 Purchase Order Line TC A002 Laminate Floor Incoming Sh IN 00012 or Discard e gt Regeive l fi to Recei IN 00012 Supplier ABC Laminate Floor Factory v L Purchase Order PO00 ad Invoice Control Not Applicable Creation Date 10 13 2014 12 00 03 Stock Journal Scheduled Time 11 15 2014 15 00 00 Good Receipt Source Document P000010 50015 Quality Check check Set to Not Checked 0 00 Available Create Modify Pack Products Unit of Product ID Quantity Pack Destination Weight Length Width Height Volume Measure Status Location ITC A002 1 20000 00 Unit s sg Physical 0 00 0 00 0 00 0 00 inate Locations Floor Guang Zhou Warehouse Stock OpenERP User Manual for Purchase Teams Exceptional Operation Cancel Purchase Order If an issue appear and purchase department need cancel the operation Jerry knows that a confirmed Purchase Order can t be cancelled directly as invoice or incoming shipment is auto created in most cases they have to be cancelled in advance in order to cancel the Purchase Order Purchase Or PO00016 or Discard Cancel Order Receive Products Receive Invoice When Jerry goes to
16. If it s a directly shipment from supplier to customer Jerry must choose the customer s peee J menco delivery address but on this case the goods m MEMEEEEEEEE na will be send to our Guangzhou warehouse TT then Jerry keeps this field empty Based on generated draft invoice gt Jerry confirms that the Invoicing controlis lt Based on generated draft invoice it casnersses EE Expected Date 10 10 2014 3 allows him to create a Preform Supplier sem TEEN Poeren Invoice before the goods are received Based on generated draft invoice OpenERP User Manual for Purchase Teams Purchase Or P000010 Save or Discard When Jerry confirms that all the Purchase Order Information is right he clicks on the Save button y Email Print Confirm Order Cancel Order Sending the Purchase Order to Supplier hases Reporting Q NEXX Quotations KEA su EG or Impor Jerry goes to Purchases gt Quotations and 7 EE rn clicks to chooses the PO Draft to send er O Povo 10082014 ABC Laminate Floor Factory eee M P000009 10 07 2014 FABRICA DE BATERIAS Incoming Products Incoming Products A pop up screen will be showed after clicks the Send by Email button Edit create Send by Email Ka Confirm Order Cancel Order Recipients Subject Jerry Chooses the supplier email address yursssass gt and ensures that Purchase Order and messe Purchase Contract are attac
17. Not Applicabl Ready to 00 00 2 00 00 Receive 0000 00 201 10 2014 Not Applicabi Ready to e 00 00 00 00 Receive OpenERP User Manual for Purchase Teams The Scheduled date is the earliest date of the item received among all the listed item Clicking on Edit button and later into the item line Jerry can edit the detail of item After clicking into the Item line a pop up screen appear The Scheduled Date can be modified as long as no product is received Jerry Choose the new reception date he clicks on Done button and later Click on Save button Finally Jerry saves the changes into the Incoming Shipment he clicks on the Save button IN 00012 Supplier Open Internal Moves 0 00 0 00 0 00 0 00 Warehouse Weight Length Width Height Volume iatus 0 00 Available Create Modify Pack Product TC A002 Laminate Floor v Soure P0Q00010 50015 Quantity 20000 00 Unit s 2 Reference IN 00012 v Scrap Shipping Type Getting Goods zj Description TC A002 Laminate Floor Source Location Partner Locations Suppliers yo p Weight 0 00 Length 0 00 Width 0 00 Height 0 00 0 00 10 09 2014 16 56 00 Destination Destination Location Physical Locations Guang Zhou Warehc Destination Address ABC Laminate Floor Factory g New Pack Scheduled Date 11 15 2014 15 00 00 3 Purchase Order Line TC A002 Laminate Floor or Discard Height 46
18. Purchases Purchase Order he opens the related Purchase Order and clicks in the Cancel Order button this DOp up screen appear Purchase Order F OpenERP Warning Supplier ABC Lami Shipping CANCE A Unable to cancel this purchase order Pricelist USD Purd First cancel all receptions related to this purchase order Product Description PW101 POWER PW101 POWER 10 17 2014 1000 00 Unit s 1 50 BANK Note that once the invoice incoming shipment is validated not in draft status the Purchase Order can t be cancelled any more so this procedure only apply to cancel orders with Invoice Incoming shipment no validated Cancelling Incoming Shipment Purchase Order P000016 Incoming Shipments I Invoices Supplier ABC Laminate Floor Factory Order Date 10 17 2014 Shipping Name CANCEL EXAMPLE Destination Warehouse cyang Pricelist USD Purchase Pricelist USD Source Document 50017 Jerry chicks on Incoming Shipments sesos ss button at the left hand of the POtoopenit 9 ere i PW101 POWER PW101 POWER 10 17 2014 1000 00 Unit s BANK BANK Subtotal Taxes 1 50 1500 00 Untaxed Amount 1500 00 Taxes 0 00 Total 1500 00 Purchase Or P000016 Incoming Sh IN 00019 Edit Create Print More Confirm amp Receive Cancel Transfer IN 00019 Once the Incoming Shipment appear Jerry clicks on the Cancel Transfer button
19. RP Purchase User s Manual NENXO COMPRAS INTERNACIONALES Goal Guide the management of the information related to purchases using the Enterprice Resource Planing tool available for the company OpenERP to create accurate and correct purchases orders before giving rise to other operations Scope This document will help the user from its First Steps access to the ERP platform products and suppliers management creation and confirmation of Purchase Orders and the concerned incoming schedule procedure of the goods and ending with exceptionals operations execution as orders cancellation About OpenERP OpenERP is an amazing software system that is easy to use and provides great benefits to help you organize your daily work Users no need to install special software a web browser is enough and offers unrivaled Functionality all you require is a device with internet access Accessing to OpenERP To access OpenERP you must enter the following address in your web browser http erp nexxogroup com Nombre de usuario Contrasefia Enter the username and password that were supplied by the system administrator Iniciar sesi n Gestionar Bases de datos Con tecnologia de OpenERP Ensure to select the right database on the top corner of the screen Database OpenERP User Manual for Purchase Teams Working in OpenERP We will explain the different components of the work area in OpenERP ON nexxo o
20. Request for Search to Schedule Goods Reception Here we will show you a complete Purchases flow from Request for search to Purchase Order to follow up ending with scheduling of goods reception in a step by step scenario First you will get an explanation about the use case what Jerry or one of his colleagues is supposed to do Then the Notes beside the pictures will learn you how Jerry or a colleague of his enters the information in OpenERP For the simplicity of the use case we will do all of the steps just under the Purchases users Use case Our company is exhibiting at the House amp Design Fair in Paris and Paulo a salesman of our company meets lots of prospects during this event and he makes some business Paulo has requested to Jane the purchases manager to help him Finding some products and suppliers to make some orders Receiving and assigning a new research request Jane checks her mail everyday and she saw that a new opportunity to search has been sent to her by Paulo the salesman She will start by review if there is the complete and clear information to make the product and suppliers search She checks the attachment Multiform and all is ok then she will assign the research to Jerry one of his employees QNEXXO Inbox To check her mail Jane goes to Messaging ss Compose aneu message Inbox a She clicks on Mark as ToDo button to e remember that this message will need some es actions to do i
21. chase Order k h s p b P000045 10 02 2014 FABRICA DE BATERIAS 10 02 2014 20000 00 0000 00 ase Order clicks the List view button to get an 2 822 ea a EE O P000014 09102014 ZHENPAIER 09 10 2014 50001 100 00 00 00 ase Order r 1 F r P O t ti mM P000006 09 05 2014 ZHENPAIER 09 08 2014 500018 2500000 00 2500000 00 Shipping Exception OV e V e W O S e V e d d d e e 1 P000022 09 23 2014 System Test Supplier 01 09 23 2014 500031 10 00 10 00 Done POQ00049 10 13 2014 Laminate Floor Factory 10 14 2014 0015 64000 00 64000 00 has der P000023 09 23 2014 System Test Supplier 01 09 23 2014 0023 100 00 100 00 Purchase Order H lj k i P h P h O d P000030 09 23 2014 LIZZETA 09 23 2014 S0023 0 00 0 00 Purchase Order e C C S N U FC a S e S U FC a S e r e rS P000015 09 13 2014 ZHENPAIER 09 13 2014 50028 325000 00 325000 00 Purchase Order O P000025 09 23 2014 ZHENPAIER 09 23 2014 50041 3000000 00 3000000 00 Purchase Order 9 lige e n and clicks the list VIEW button O P000020 09 22 2014 ZHENPAIER 09 22 2014 0041 300000 00 300000 00 hase Order O P00002s 09 23 2014 ZHENPAIER 09 23 2014 0047 20000 00 20000 00 Purchase Order PQ00027 09 23 2014 ZHENPAIER Final Supplier 09 24 2014 50049 44500 00 44500 00 Invoice Exception PQ00028 09 23 20 Y LING 09 28 20 0050 000 00 16000 00 Done P000029 09 23 20 abrica de camaras 09 23 20 s0055 4000 00 24000 00 Purchase Order P000036 09 26 20 ards suppl 20 0063 46 00 46 00 Purchase Order 000
22. d chooses the Right option then he clicks on Save and Close button Quantity Unit Price Add an ite OpenERP User Manual for Purchase Teams Notifying to Commercial and waiting to Order At This point Jerry almost finish its Search he just has to notify to the commercial about the new product refference on the system and await for his answer to make the purchase order Jerry goes to Messaging gt ToDo and finds the related message that he received From Jane before if it s many messages there then he could use the filter options Jerry sends a short reply message saying something like Product has been created Internal reference is TC A002 Laminate Floor and clicks on Send button Creating Purchase Order TC A002 Laminate Fleer A Research Assigned Jane logged a note about 22 hours ago like nN Re Potential construction materials customer Hello Jane here is a product Information and one offer from a chinese supplier that already found Thanks E ltr Fa Hi Multiform ods Supplier Quotation ods customer looking for laminate Floor Attached is the Multiform with the Opportunity Won Opportunity Lost Stage Changed Lead to Opportunity Lead Created 3 followers reel Important Ensure that the check button is unmarked to don t add the customer as recipient Days later Jerry received a notification from Paulo the salesman Paulo has sent the confirmation about the b
23. d is the Multiform wi 3 foll s product Information and one offer from a chinese supplier that already found Comm Thanks Jan GOL oe oe a Recipients Followers of Potential construction materials customer and Commercial User lt commercial2 nexxochina cam gt x Add contacts to notify bal Subject Re Potential construction materials customer B Z U ae R EEE TG Research Assigned Use template g Save as new template OpenERP User Manual for Purchase Teams Creating Products and Suppliers Jerry the purchaser guy receives a message from his boss and then he is allowed go ahead with the search procedure out of the system Finally when Jerry has chosen the best product and supplier then he will create them on the ERP system and confirms to the salesman to go ahead with his negotiation Creating Supplier Messaging Purchases Reporting ONEXxxO Suppliers Purchase Quotations Purchase Orders Jerry goes to Purchases gt Suppliers and res clicks on Create button pr On Purchase Order Lines Beijing Decorative Flowers amp Wreaths Vi FABRI 3 Purchases pi 5 Purc gupplier nexxochina com CA DE BATERIAS Purchases Products Products by Category Products Configuration Pricelists Jerry defines whether it is a company or a See Meetings Calls person It is suggested that all contact ger prom person should be defined below he Inputs pi nn the ba
24. e Or P000016 Supplier Invoice CANCEL EXAMPLE Edit Create Print L Validate Cancel Invoice Draft Invoice Supplier ABC Laminate Floor Factory Fiscal Position Source Document PO00016 Supplier Invoice Number Payment Reference CANCEL EXAMPLE Purchase Or P000016 Supplier Invoice CANCEL EXAMPLE Edit Create Print More Set to Draft d Supplier Fiscal Position Source Document Supplier Invoice Number Payment Reference ABC Laminate Floor Factory P000016 CANGEL EXAMPLE Purchase Or P000016 Edit Create Manually Corrected Print More Cancel Order Purchase Order P000016 Supplier Shipping Name ABC Laminate Floor Factory CANCEL EXAMPLE USD Purchase Pricelist USD Purchase Order Incoming Shipments amp Invoices OpenERP User Manual for Purchase Teams Purchase Or P000016 i ear create print gt more ue e 9 EH A After cancelling the PO the document amis status will become Cancelled Purchase Order P000016 a muoie Supplier ABC Laminate Floor Factory Order Date 10 17 2014 To re use the content of the cancelled PO me nemne Sar Purchase Order Incoming Shipments amp Invoices the Set to Draft button should be pressed SoS SS and Jerry could re use the PO with same content a Total 1500 00 Exceptional Operation Return Order Once the invoice or incoming sh
25. ess Website Contacts Internal Ne Create Ling Bo Wan Sales Manager ling abcfloors com Mobile 8613268037562 Fiscal Position TIN Account Receivable Customer Payment Term Total Receivable Credit Limit 10117014040001 Create Bank Account Bank Account Type PAN Bank Account Owner Account Owner ABC Laminate Floor Factory Address Use Company Address Phone 862003 edit company address Mobile 8613268 Fax Email info ab www abcfloors com urchases Accounting Histor gt Latest Full Reconciliation Date cS C Account Payable 120000 Creditors FN ad gt Supplier Payment Term 30 Net Days Total Payable 0 00 Account Owner Name NANJING RONGCHENG TRADING CO LTD amp Account Number 1234567890 Information About the Bank y 2 Bank ABC Bank a Bank Name ABC Bank Bank Identifier Code 2 GEBABE BB Finally Jerry clicks on the Save button to save the changes on the supplier form Creating Product To create a new product on OpenERP Jerry goes to Purchases gt Products and he clicks in Create button Jerry notes that the product formulary has four different tabs and he knows that all is important because the information will be used in most of the operation but he will be only responsible of Information Tab and Procurement Tab so he starts in an ordered way ssaging Purchases Reporting Q NEXXO Products Purchase Quotations Purchase Orders Suppliers
26. et It is normal because he didn t order pay to accounting department To save the changes Jerry clicks on the Save button Draft Invoice Supplier ABC Laminate Floor Factory 10 09 2014 Fiscal Position 10 09 2014 Source Document P000010 50016 USD Supplier Invoice Number 1N006513 Payment Reference Free Reference BOLIVAR Invoice Product Description Quantity Unit of Measure Unit Price Taxes Amount TC A002 Laminate Floor TC A002 Laminate Floor 20000 00 Unit s 3 50 70000 00 Add an item Tax Description Tax Account Base Amount Subtotal 70000 00 Add an item Tax update 0 00 Total 70000 00 Balance 0 00 Invoice Other Info Payments Bank Account 7 Salesperson ABC Bank 1234567890 Payment Terms Create Bank Account Bank Account Type v Account Number 1234567890 Normal Bank Account Bank Account Owner Information About the Bank R Account Owner ABC Laminate Floor Factory v 2 Bank ABC Bank Address Chinese Owner ell Bank Name ABC Bank Bank Identifier Code Payment Date Journal Entry Reference Name Journal Debit Credit Amount Currency Currency On Draft Inv Supplier Invoice BOLIVAR or Discard M ate Cancel Invoice Draft Invoice p Supplier ABC Laminate Floor Factory v OpenERP User Manual for Purchase Teams Now Jerry is sure that the information registered on OpenERP is complete and right then he can click on Validate button Pa
27. hed before vs clicks on Send button pr Use template Purchase Order Send by mail g Save as new template OpenERP User Manual for Purchase Teams Confirming Purchase Order After Jerry has compared the Purchase Order with the received proforma Invoice and the signed contract from supplier everything match 100 then Jerry confirms the Purchase Order and creates the Purchase Invoice and validates it Jerry goes to Purchases gt Quotations chooses the concerned Purchase Order and clicks on Confirm Order button ONEKO outer roan be h tt ERSA ut Edit eske Print mor When clicking on the Confirm Order CO C oo mon Purchase Orders button an incoming shipment record will re Request for Quotation P000010 be generated in the Warehouse module O automatically un me Most of the information like products Ssst camen oe eee unit price quantity etc can t be altered on jm ess Pricelists Laminate Floor Laminate Floor after confirmation of the PO From now on Jerry will not find the PO00010 on Quotations menu anymore Creating Supplier Invoice on the System Once Jerry is ready to order deposit payment he creates the Supplier Invoice on OpenERP Purchase Or P000010 Edit Create Print net TE ET Jerry opens the the concerned Purchase Order and he clicks on the Receive Purchase Order PO00010 NVO i ce b u tto N Supplier
28. hments to the Purchase Order history Then Jerry arrange a series of follow up actions Jerry chooses the Purchase Order that he have to update he goes to Purchases gt Purchase Orders and opens it Jerry clicks on the Supplier name and the supplier tab appears He clicks on the Meetings button then the calendar screen appear By default Jerry can see the monthly view but clicking on the top buttons he can choose a weekly or daily period he also can see his scheduled events like a list or in a Gantt graph view Purchase Order PO Supplier ABC Laminate Flbor Factory Shipping Name BOLIVAR Pricelist USD Purchase Pricelist USD Meetings Calls ABC Laminate Floor Factory Purchase Orders Supplier Invoices Laminate Floor Address N N N OpenERP User Manual for Purchase Teams After clicking on the day of the calendar to schedule the event a pop up screen will be show Jerry set the Subject the Duration the location and the description for this event and then he goes to the Options tab Jerry checks the Recurrent box because he wants repeat this event every four 4 days as his Function manual say he also indicates the End date for this event and after that he clicks on the Save button Create Meetings Meeting Subject Update PO00010 Attendees ABC Laminate Floor Factory x Meeting Details Options Invitations Starting at 10 13 2014
29. ipment is validated the document can t be cancelled User has to use the return function to perform the adjustment For security reasons the return Functions will be available only for department managers so Jerry need ask help to Jane the purchase manager to do it Purchase Order P000049 Incoming Shipments I Invoices Jane opens the concerned Purchace order see dene kl EN and clicks on Incoming shipment first eee ee teen Purchases gt Purchase Orders wots omen Sneha unt Return Products Purchase Or P000049 Incoming Sh IN 00079 Edit I Create Print More Return Products Clicking on the Return Products button a a 7 pop up screen will be showed requesting cat sccm tn or the return quantity of each product a a penned ak pst ETG User can choose to issue a return INVOICE rm vssmesvssnstrose based on the return order or not For the GE ER example Jerry choose No Invoicing and he clicks on Return button OpenERP User Manual for Purchase Teams The return order will be confirmed by warehouse pressing the Deliver button It means deliver the product back to supplier Note that the return order can also be cancelled by pressing the Cancel Transfer button Refound Invoices To ask for refounds Jane opens the concerned Purchace order and clicks on the Invoices button Purchases Purchase Orders Clicking on
30. n the future OpenERP User Manual for Purchase Teams Jane downloads and checks the attachment Multiform clicking on the Icon under the message Jane clicks the the Subject of the message Title on bold to open the opportunity details Jane sends a message like Research Assigned to Jerry From the opportunity and automatically adds a purchaser to Follow the document Jane knows that she has to unmark the customer check box and clicks on the rectangle icon to send the message to the purchaser When she clicks on the rectangle button a pop up screen appear then Jane type the purchaser email and writes the message Finally Jane clicks on the Send button From now on Jerry will keep in contact with the Sales department using the opportunity To do Q T To Read X Abriendo Multiform ods n Potential construction materials customer Opportunity created Ha elegido abrir Expected Revenue ps 3 Multiform ods de oa que es Hoja de c lculo de OpenDocument 10 2 KB Sales Team Sales Department de http nexxo oscg biz 8069 Commercial User updated document Administrator Jane notified 3 Qu deber a hacer Firefox con este archivo Hello Jane here is a customer looking for laminate Floor Multiform with the product Information and one offer fr that already found O Abrir con LibreOffice Calc predeterminada Guardar archivo Thank you f
31. nit s 64000 00 Laminate Floor Floor Untaxed Amount 64000 00 Taxes 0 00 Total 64000 00 Purchase Or PO00049 EXJ 2014 0027 BOLIVAR Edit Create Print More Pay Ask Refund Invoice EXJ 2014 0027 Supplier Laminate Floor Factory Invoice Date Fiscal Position Due Date Source Document P000049 Account Invoice Number Journal BOLIVAR Currency Verification Total Invoice Refund Invoice Refund Method Reason Date 1017 2014 3 Refund Journal Force period s Supplier Ref Supplier Refund BOLIVAR Edit Create Print More Validate Cancel Invoice Draft Refund Supplier Laminate Floor Factory Invoice Date Fiscal Position Due Date Source Document Account Supplier Invoice Number Journal ayment Reference BOLIVAR Currency Verification Total Invoice Product iption A Quantity Unit of Measu TC A002 Laminate TC A002 Laminate 220000 20000 00 Unit s Floor Floor Expenses OpenERP User Manual for Purchase Teams Using different Views in OpenERP At the end just a quick word about the different View buttons in OpenERP The ac screenshot below shows the kinds of buttons available Each button represents a different way of looking at data Purchase Ord or Import Oo C Reference Order Date Supplier Expected Date Source Document Untaxed Total Status From the Purchases Order screen Jerry MZ eg d O Poo0050 1013 2014 FABRICA DE BATERIAS 10 14 2014 0123 3000 00 000 00 Pur
32. nvoice please here confirm the Bank Information Anyway it has been related on the supplier information already Account No 1277863735533134 ARKAAN Account Name KP HAA DIPS 4 RANDIN APG PAN PPPANNARAR Use template g Save as new template OpenERP User Manual for Purchase Teams Updating the purchase orders status Jerry comments under the PO he updates the status every time when he contacts with the supplier using the Log a note button it means a Internal comment Purchases Purchase Orders He also can send messages to the supplier directly from here Attach any kind of file to the Purchase Order is allowed from the Send a message and Log a note options Scheduling for follow up tasks Send a message Log a note A Advance Payment Done 7 Jerry logged a note less than a minute ago like oe RFQ Approved Supplier ABC Laminate Floor Factory Untaxed Amount 70000 0 Jerry updated document about 19 hours ago like A RFQ Confirmed Supplier ABC Laminate Floor Factory Untaxed Amount 70000 0 Jerry updated document about 19 hours ago like NM Re PO00010 Hello ABC Laminate Floor Factory Here is the Order Request and Purchase Contract from Nexxo International Group Please check the attachments A Attach a note that will not be sent to the followers Attaching files Log a note K4 Attach a Fil Now Jerry knows how to add comments and attac
33. scg biz QNEXxO Inbox ees ee eee Compose anew message a Write to my followers Messaging To me To do Archives Good Job Your inbox is empty Organizer Your inbox contains private messages or emails sent to you as well as Calendar information related to documents or people you follow My Groups Whole Company Join a group Main Menu It Indicates the modules which your user can access in this case the user can access to sales functionalities messaging and sales reports modules User Menu The menu at the top right allows Modify user preferences such as name language email signature For outgoing mails and others To check the documentation and Help Log off to exit of the system Compose a new message This is a quick access icon that is always available while you work will allow you to send an email at any time Vertical Menu contains the options related to the main menu that is active Search Bar this tool allows searches related to the area where you are working it has different Filter options Commercial User Messaging Inbox To me To do Archives OpenERP User Manual for Purchase Teams Workspace It is the larger space on the screen ed and this is where the documents information is displayed while working in OpenERP dri When you process messages in your inbox you can mark some as fodo From this menu you can process all your todo Purchase s Example From
34. sic information and Add a Tag to aa od provide easy access to individual supplier by common EE ze fm searching the Tag wan mase Next step Jerry clicks on the Create button to Create the contact person for the Supplier After clicking the Create button under open contacts the Contact tag a pop up screen will be n ing Bo Wan showed Jerry Inputs the personal contact information here As suggestion Jerry chooses the Use company Address option Finally he clicks on Save and Close button OpenERP User Manual for Purchase Teams Now the supplier related contact is showed under the supplier information The internal Notes is for internal reference which will not be showed on any of the documents Usually the sales and purchases Tab and the accounting setting take the default settings IF there is no special need the default setting will serve On the Accounting tab Jerry clicks the Add an Item button to add a Bank Account to make the payments to the supplier a supplier can have more than one bank account related He writes down the account number and clicks on Create and Edit option Jerry Fills all the Bank account Information chooses the bank from the list here Jerry can Fill the chinese owner name of the account At the end he clicks on Save button Name lsaCompany ABC Laminate Floor Factory Laminate Floor Laminate Floor x Tag Addr
35. usiness successful including a Sales Order like attachment Jerry downloads it and reviews all details contain in sales order he confirms all the information with ABC Laminate Floors Factory the supplier then Jerry creates a draft Purchase Order and redacts the purchases contract finally he sends it all together to the supplier Jerry goes to Purchases Purchase Orders and clicks on Create button An empty Draft Purchase Order has been created Jerry knows that only the blue boxes are mandatory but he fills the complete information From the begining Messaging Purchases Reporting Q NEXXO Purchase Orders Purchase Fak Quotations Order Date Suppliers ri 10 02 2014 Incoming Products 7 Pols 10 02 2014 Incoming Products 10 02 2014 Invoice Control On Draft Invoices On Purchase Order Lines Supplier Beijing Decorative Flowers amp Wreaths FABRICA DE BATERIAS Beijing Decorative Flowers amp Wreaths FABRICA DE BATERIAS FABRICA DE BATERIAS FABRICA DE BATERIAS P000002 10 02 2014 Beijing Decorative Flowers amp Wreaths Products P000001 06 11 2014 ZHENPAIER Products by Category Products Configuration Pricelists Purchase Or New r Discard PDF or Excel 1 8018 19 Send by Email c RFQ Sent ase Order Done Request for Quotation Supplier v Order Date 10 09 2014 3 pping Name Destination Warehouse na Zhou Wareh Pricelist ce Document rder Product Description
36. yment requests On Draft Inv Supplier Invoice BOLIVAR Edit Create Print Validate Cancel Invoice Draft Invoice Supplier ABC Laminate Floor Factory Once Jerry confirms the Invoice he is ready to request the deposit payment from accounting department to the supplier Jerry opens the concerned Purchase order and clicks on the Invoices button Purchases gt Purchase Orders gt Invoices OpenERP opens the Invoice and then Jerry sends a message to the accounting department responsible to pay Jerry clicks on the rectangle Icon to open the Full mail composer Jerry composes the email ensuring to include all the necessary information and then he clicks on Send button Jerry waits for the payment confirmation to start the follow up procedure Order Date Destination Warehouse Guang Zhou Warehouse Source Document A To Followers of this document Send 8 Attach a File A Currency USD Subtotal 70000 0 Draft PO RFQ Sent Purchase Order Done Incoming Shipments Invoices 10 09 2014 50015 Status Draft Open Type Supplier Invoice Partner ABC Laminate Floor Factory Jerry updated document 40 minutes ago like Recipients Followers of EXJ 2014 0010 BOLIVAR and Accounting lt acc nexochina com gt X id cont t tify Subject Re EXJ 2014 0010 BOLIVAR B Z U ZX i i HF llo Hello Cherry Gould you pay deposit to this i
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