Oodo - OpenERP

In this post we will see how to create and post a Journal in the system.

To make manual journal entries

Go to > Accounting > Journal Entries > Journal Items

Click “Create” button

From the Journal field filter the journal in which in you to post

In this case (Cash)

After the selection of Journal few fields will be filled automatically like field “Account”. This is derived from Journal setup.

Enter the “Name”

Enter the “Reference Number” for the Journal

Select Partner in field “Partner”

In this case field “Account” will automatically filled by the cash account.

Press Enter. This will create and Balancing line for the Journal line.

Now Go to Accounting > Journal Entries > Journal Entries

Select the journal you created.

You can see the Line status to “Balanced” and the Journal status to “Unposted”

Click “Post” button on top.

This will Post the journal and change the status of Journal to “Posted”

Alternative way:

Go to Accounting > Journal Entries > Journal Entries

Click “Create” button

Select a Journal in Journal field. (In this case Cash)

Click on “Add an item”

Fill the required fields

The status of Line will be Unbalanced

Again click on “Add an item” button

This will automatically add a line balancing the Journal line created earlier

Enter the proper Due date

Click Save

The line status will change to “Balanced”

In today's post we will deliver and Invoice the Sales order created in our previous post.

When the Sales order is confirmed, on the Sales order screen, 

Click on “View Delivery Order” button on top to view the delivery order. 

Alternatively, you can go to: Warehouse > Delivery orders, Here you can select your delivery order by filtering by the Source document (i.e. Sales order number)

Once you are on the Delivery form, click on “Check Availability” button.

If the quantity is available, status of Document will change to ready to deliver.

Click on Deliver button to process the delivery.

On the new form opened click on “Deliver”

We can print the delivery Slip by clicking the “Print Delivery Slip” button.

You can see the Product movement on Product master form.

Go back to Sales order form.

Sales > Sales > Sales orders

You can now see the button “Create Invoice” The behaviour of this depends on the option selected above under the field “Create Invoice” under Sales order.

Click button “Create Invoice”

In the new form opened, select “Invoice the whole sales order”

And click “Create and view Invoice”

The Draft Invoice form is opened

The same form can be accessed from Accounting > Customers > Customer Invoices.

Validate the Invoice to change the status of Invoice to Open

This action will have the Account impact and can be verified by accessing the accounts from Chart of Accounts

In our previous blog we have seen a Purchase order cycle. In the upcoming blog we will look into the Sales order cycle. For today we will create a sales order.

To create a Sales proposal

Go to Sales > Sales > Sales Orders

Click Create

This will create a new order in state of Quotation

Select a Customer.

Click “Add an item” under Order lines tab

Select a Product. Several other fields will automatically be completed like “Description”, “Unit of Measure”, “Taxes” and “Unit Price”. This information will be pulled from Product master if provided.

Here you can change the Quantity, Unit price, etc. as per requirement.

Under Other information tab

Set Shipping Policy to “Deliver all products at once”

Set Create invoice to “On Demand”

Note: The options available here are self-explanatory and can be explored by user

Go to Order lines tab confirm the information and click on “Confirm Sale” button on top. 

This will calculate the price and create a Sales order. User can keep the order in Quotation sate by just Printing and sending or sending the Quotation by Email if the process is still in negotiation.

In our last post we Invoiced a Purchase order. In today's post we will make the payments for the raised invoice. To make Vendor payments follow the below steps:

Go to Accounting > Suppliers > Supplier Invoices

Select the Invoice for which you want to Payment (Click on the inovice).

Click “Pay” button

Select “Payment Method” (in this case Cash)

Click Pay

This will Change the status of the Purchase order to “Paid”

And will Impact the Cash account which can be verified by accessing the Cash account from Chart of accounts.

In our last post we created a Product. In this post we will run through a Purchase order to source the product.

To place a Purchase Order with your Supplier

Go to: Purchases > Purchase > Purchase orders

Click “Create” button

Select a Supplier

Click “Add an item” under Purchase order tab

Select a Product

This will automatically fill few other fields like “Description”, “Unit of Measure”, “Unit Price”, etc.

You can change the Quantity, Unit Price and other fields according to the requirement.

Go to Incoming Shipments & Invoices

Set the field “Invoicing Control” to “Based on incoming shipments”

Go back to Purchase order tab validate all the details entered.

Click on “Confirm Order” but on top

This will calculate the amount and change the status of document to “Purchase order”

To receive the Product in your Warehouse

Click on “Receive Products” on top of the form

Alternatively same form can be accessed through

Warehouse > Receive/Deliver By Orders > Incoming Shipments

Filter the Purchase order to be received by filtering out by the source document (i.e. the Purchase order number)

After clicking the Receive Products in the new form Opened click on “Receive” button

In the new form opened click again on Receive.

To create Invoice

Click Create “Invoice/Refund” button

In the new form opened enter “Invoice date”

Click “Create”

This will create a Draft of Invoice

To post the Invoice

Click “Validate” button

You can access the same form from

Accounting > Supplier > Supplier Invoices

This will post the Invoice have an Accounting effect and can be validated by accessing the Accounts Payable account in Chart of Accounts.

It will change the Status of Invoice to “Open”

Today we will go for creation of a Product. A sample Product definition can be as below:

Name: Shoes

Code: SS1

Product Type: Stockable product

Supply Method: Buy

To Create this Product in Odoo follow the below steps:

Go to Path:

Warehouse > Product > Products

Click Create

Definition of a new product

Three fields are important for stock management when you are configuring a new product:

Product Type

Procurement Method

Supply Method

Product Types

The product type indicates whether the product is handled in stock management and if Odoo manages its procurement. The three distinct product types are:

Stockable Product: This product is used in stock management and its replenishment is more or less automated as defined by the rules established in the system. Examples: A Desktop, Shirts, etc.

Consumable: This product is handled in stock management - you can receive it, deliver it and produce it. However, its stock level is not managed by the system. Odoo assumes that you have got sufficient levels in stock at all times, so it does not restock it automatically. Example: Screws.

Service: It does not appear in the various stock operations. Example, a consulting service.

  Procurement Methods – Make to Stock and Make to Order

The procurement method determines how the product will be replenished:

Make to Stock: your customers are supplied from available stock. You procure a set quantity of each product when its stock is too low (according to minimum stock rules). This is usually for high volume or easy to forecast sales or when you have a known seasonal demand. Example: a classic distributor.

Make to Order: when a customer order is confirmed, you then procure or manufacture the products for this order. A customer order ‘Make to Order’ will not modify stock in the medium term because you restock with the exact amount that was ordered. This is usually for products that are very expensive or can be obtained very quickly from the supplier.

The procurement method shown on the product form is a default value for the order, enabling the salesperson to choose the best mode for fulfilling a particular order by varying the sales order parameters as needed.

Supply Methods – Buy or Manufacture

This is to decide how you get this Product more.

Buy: When you get something from a supplier, your supply method is 'buy'.

Manufacture: When you are manufacturing something, or are otherwise using internal resources to supply it, your supply method is 'Manufacture'.

This will be a closing topic for CRM section. We will talk about Support or Helpdesk Requests today.

OpenERP CRM also enables business to provide After-sales service. Business can log Support/Helpdesk Requests and manage them.

To enable Helpdesk and Support functionality

Go to Settings > Configuration > Sales > Under After-Sale Services

In Features check “Manage Helpdesk and Support” and Click “Apply”

Suppose Customer calls you to log a support request. Go to Sales > After – Sale Services > Helpdesk and Support. Click “Create” button.

On Clicking “Create” button the below form opens and you can record the relevant details.

Here for a Support request we can record the Subject under Query field. Additional information such as Sales team handling the request, Person responsible for the request, etc. can be recorded. You can add notes to the case in the Notes section.

Under “Extra Info” tab you can record the “Estimated Cost” for addressing the support request.

Click “Open” button to start working on the Case ad see the Start working on the case. Clicking “Open” button changes the status of case from “New” to “In Progress”

To Actions and Notes against a case you can click “Log a note” at bottom of the case.

Creation/Management of Opportunity

You can convert a lead into Opportunity as discussed under Lead creation. You can also create new Opportunity in the system.

Lead can be converted in to Opportunity by clicking on “Convert to Opportunity” button on Lead form. To create a new Opportunity go to Sales > Sales > Opportunities > Create button

You get a Kanban view of Opportunities. You can change the view by clicking on the available view options. On hovering pointer on Opportunity a small down Arrow appears. Clicking on that arrow we get various options like Send Email, Schedule Meeting, etc. You can drag and drop the opportunity to different stage of Opportunity cycle.

For this discussion we have Mr. Jackson who was a lead converted to Opportunity. We click on the “Edit” option and see how we can manage the opportunity.

On Opportunity form we can capture the expected revenue from this opportunity. We can also capture the probability percentage of converting this opportunity to Customer. Further similar to Lead we can assign the Salesperson or a Sales Team to the opportunity. Other options are more or less self-explanatory.

The option to discuss here is “Escalate” action available under Sales team. To understand the Escalate option we need to understand Sales team. Sales Team can have a Parent Team. So, if Sales Team feels there is a reason for sending this case to the Parent Team the user will have to click Escalate action.

Similar to Lead we have an option of Scheduling or Logging a call for the Opportunity. This can be done by clicking Schedule/Log call button on Opportunity form. To schedule a call, under the option Action select “Schedule a call”. And you will get additional options like Planned Date, Assign To and Sales Team. Enter the relevant details and click Schedule a call.

You can also plan a Meeting with the Opportunity. Click the Meeting button and it will open your Calendar. Click anywhere on the Calendar form and this will open a Meeting form.

Enter relevant details of the Meeting such as Date, Time and Duration. Under Options tab we have options:

Recurrent: To set a recurring meeting. Checking this check-box will ask you the details of recurrence.

Further you can set the “Privacy” and “Show time as” options.

Under Invitation tab you can add additional Contacts whom you want to invite for the meeting. Once scheduled the Meeting you it will be shown in your calendar.

If the meeting goes well and the Opportunity can be converted to Customer by clicking “Mark Won” button. And unfortunately is it not goes in your way you can click “Mark Lost” button.

OpenERP has a new name now “Odoo”!

A new name, A new website, and a new logo to reflect its offering which as usual best applications such as Point of sales, website builder and many others.

Below is the link of the complete article of the press release

After a short break we are resuming back and today we will see how to create a Lead in OpenERP

Modules to be installed:

CRM

Social Network

Calendar

Address Book

  Contacts

Before we move to the cycle of CRM, I want to highlight Contacts management in OepnERP

Go to Messaging > Organizer > Contacts

A contact can be a Customer as well as Supplier. OpenERP provides lot of flexibility in handling Company’s contact.

For this discussion we will be focusing on Customer.

Creation of Lead

Before creating a lead we need to understand the difference between Lead and Opportunity.

Sales lead is a person or business, which can somehow facilitate a sale in future. Opportunity is an object which represents a potential deal. Opportunity has a probability of conversion attached to it. This probability might increase at different stage. We will cover opportunity in a separate discussion.

To create a Lead Go to Sales > Leads > Click Create

Enter the relevant details.

Here we can assign a Salesperson and or a Sales team to the Lead.

If we scroll down we can see the option of Log a note. Here we can log the note and the users looking at this document can see the message or activity.

Further, the Sales person can record the details of call he had with the lead. To do this, click on Schedule/Log call on Lead form. Record the Log details and save it. The recorded details will appear at the bottom of document with a Time stamp.

Assuming, the talk went fine and the person/business is interested in looking at our Product or Service we can convert the Lead in to Opportunity.

This can be one by clicking on “Convert to Opportunity” button. After converting the lead into opportunity it will appear in list of Opportunity and not in Leads :)

Today is good day and so we will start our Company in OpenERP. We will see few options which we can use for configuring our Company.

Go to Settings > Companies > Companies

Here as we have loaded Demo data and we can see, we have few Companies already created in the system. There are multiple settings required to work in Multi Company environment. Multi Company environment is not in scope of this post. We will just explore options available on the Company information form.

Here click on “Your Company” and you’ll be landed on details form.

Click “Edit”.

You can change you Company Name at the top.

Under General information tab, you can enter details such as Address, Phone, etc. Here we can also add our Company’s Bank Accounts details.

Under Configuration tab you can set default Currency for your Company. Under Logistics we see options related to Scheduler.

Scheduler Range Days: This is the time frame analysed by the scheduler when computing Procurements. All procurements that are not between today and today+ rangeare skipped for future computation.

Purchase lead time: Margin of error for supplier lead times. When the system generates Purchase orders for procuring products, they will be scheduled that many days earlier to cope with unexpected supplier delays.

Security days: Margin of error for dates promised to customers. Products will be scheduled for procurement and delivery that many days earlier than the actual promised date, to cope with unexpected delays in the supply chain.

Then for Projects we can set the “Project Time Unit”. This will set the unit of measure used in projects and tasks.

In our previous blog we were able to create our own database and we logged in to our environment. In this blog we will see how we install the required modules and have an overview of overall layout of our working space.

In Apps we see list of modules which we can install and use. When we install any app from this list, the dependencies gets installed on its own. For our purpose here I will install basic modules, those are:

Accounting and Finance

Purchase Management

Sales Management

Warehouse Management (Will be installed automatically)

Project Management

When we install these modules we can see in the list that the dependencies were automatically installed.

While installing Accounting and Finance, System will ask the required Accounting package and the Fiscal year setup. Please select appropriate options from the drop down and click “Continue”. In the next screen you can select Currency, enter Tax rates and select the Number of digits you want for in your Account number. Fill the form appropriately and click Apply.

After installing the modules we see Additional Menu Items appears for us to access and work on them.

Now we can talk about the Layout of our screen.

On top right you see the User details. You will find your log out option and preferences here.

On top left we see the list of Modules we have installed and we can access each module by clicking them.

On the left side we have list of options. This list contains the masters, setups, actions, etc. of selected module.

  To begin with lets give a look on how to create and work on different database in OpenERP.

On the Login page Click “Manage Database”

  On “Create a New Database” form Enter the relevant details

  Select a database name: Name you want for your database

Load demonstration data: If you Check this, the database you created will be loaded with “Demonstration” data. Here for this blog purpose we will keep this “Checked”.

Choose a password/Confirm a password: Password you want for your database.

Click “Create Database” button

Database will be created and you’ll be logged in to your environment with no Apps installed.

So next time when you open the Log in page you’ll have option to select your database. This is highlighted in the below screenshot. Drop down and select the database you want to logon. :)