Adempiere Manual

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C C h h a a p p t t e e r r 2 2 : : G G e e t t t t i i n n g g S S t t a a r r t t e e d d I I n n t t r r o o d d u u c c t t i i o o n n This chapter describes how to • Launch ADempiere • Navigate the Welcome Screen • Understand the Menu and its Functions • Use ADempiere Efficiently • Understand Workflows • Utilize Help Functions • Understand Window Functions • Set Up User Preferences • Define Common Fields Now that ADempiere is correctly installed, it’s time to launch the application. Figure 2.1. To launch the program, double click the ADempiere icon on the desktop. Try this: Doubleclick the ADempiere icon on the desktop to launch the program. (See Figure 2.1.) Chapter 2: Getting Started

Transcript of Adempiere Manual

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CChhaapptteerr 22:: GGeettttiinngg SSttaarrtteeddIInnttrroodduuccttiioonnThis chapter describes how to• Launch ADempiere• Navigate the Welcome Screen• Understand the Menu and its Functions• Use ADempiere Efficiently• Understand Workflows• Utilize Help Functions• Understand Window Functions• Set Up User Preferences• Define Common FieldsNow that ADempiere is correctly installed, it’s timeto launch the application.

Figure 2.1. To launch the program, double click the ADempiere icon on thedesktop.

Try this:• Double­click the ADempiere icon on the desktopto launch the program. (See Figure 2.1.)

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The first window to appear is the log in window.(See Figure 2.2.) This window has two tabs,Connection and Defaults.Caution: DO NOT alter the settings in the Serverfield. The Server field lists the current server beingused to access ADempiere.Notice the blue question mark icon in the lower leftof the window. This Help icon explains each of theabove options.What is the SuperUser??? Is it just an ID or is it a job description?Is this how all people will log in? When and where will they havecreated their user ID and password info?

Figure 2.2. Enter your User ID and password and click the green check markto log in to ADempiere.

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Try this:To log in to ADempiere

• Enter your User ID and Password. (SeeFigure 2.2) IS THIS CASE SENSITIVE????

• If you wish ADempiere to operate in alanguage other than English, select thatlanguage from the drop down menu.

• Click on the green check mark to login.

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After logging in, the Defaults tab appears. Severalsettings in this window dramatically affect theoperating parameters of ADempiere:•Role designates the level you can access and alterinformation. Role usually reflects your role in yourcompany. For example, a system administratorneeds access to all settings and information, but asales manager needs access to specific, limitedinformation.•Client designates the company informationaccessed. For instance, a client may be one companyor many companies owned by a parent company. Allclients allowed for the chosen role will be listed.•Organization denotes which department will beaccessed within the Client field. Organization couldinclude headquarters, sales offices, etc. The asteriskindicates all organizations will be chosen.•Warehouse designates which warehouseADempiere will access.•Date and Printer designate the date and printersettings for the current session.

Figure 2.3. Click the green check mark to accept the default settings. It isimportant to remember to not alter the fields in this tab unless you are asystem administrator.

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Try this:• Click the green checkmark to accept thedefault settings. (See Figure 2.3).

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ADempiere’s welcome screen is called theDashboard. The Dashboard graphically displaysinformation relative to the client chosen during login.Note that this window is found in the Performancetab and can be visited at any time (Figure 2.4).By default, the Dashboard displays statistics aboutinvoice revenue, open invoices, service requests, andtotal open requests.The Dashboard is completely customizable and candisplay information best suited to your business. Formore information about customizing theDashboard, please see chapter XX, “CustomizingADempiere.”

Figure 2.4. The Dashboard is located in the Performance Tab.

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Notice the top left of the ADempiere window has fivedrop­down menus (See Figure 2.5). These menuscontain the following shortcuts and tools.• The File menu has options for logging out andquitting ADempiere.• The View menu allows you to find quicklyinformation for each of the categories listed in thedrop­down menu.• The Tools menu includes a calendar, calculator,note pad and preference panel, where you canalter settings originally set during installation.• The Window menu allows you to jump quicklyto specific windows and tasks.• The Help menu connects you with online andemail support, as well as information about theversion of ADempiere currently installed.

Figure 2.5. ADempiere's drop down menus and four major tabs.

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Try This:I have wondered if this page is necessary. Don't mostpeople have enough computer savvy to recognize theseuniversal kind of drop down menus?

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The window is divided into four major tabs:Performance, Menu, Workflow Activities, andWorkflow. (See Figure 2.6).Usually you will work from the Menu tab. Howeverif workflow activities need your attention (such asapproving a requisition), the number of itemsrequiring consideration is displayed on theWorkflow Activities tab. Simply click the tab tosee these items.Other items which may require your focus are theNotice and Request buttons at the bottom. Onthese buttons ADempiere notifies you if an item hasbeen submitted that needs your deliberation.The bottom right hand corner shows your cachereserve. The cache stores repeatedly accessed datain order to speed up processes. The percentagenotes the amount of cache in reserve and theamount currently being used.

Figure 2.6. ADempiere notifies you when items needing your attention havebeen submitted. Simply click on the corresponding tab or button to viewthose items.

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Try This:NEED A GOOD EXAMPLE HERE

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Figure 2.7. Click plus and minus icons to expand and collapse folders inADempiere.

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TThhee MMeennuuAll of the windows, processes, and workflows thatADempiere offers are found in the the Menu Tree.Note that options displayed inside the Menu Treedepend upon the role chosen during login. Forexample, if you login as a regular user, the SystemAdmin menu would not appear.

Try this:To expand and collapse folders in the Menu Tree

• Click the plus (+) symbol to expand the folderand reveal its contents. (See Figure 2.7) Notethe folder icon changes from closed to open.• Click the minus (–) symbol to collapse thefolder and hide its contents.

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To the left of the screen is the Shortcuts Pane.These categories represent shortcuts to ADempiere’smost used features. Like the Menu tree, items inthe Shortcuts Pane can be expanded andcollapsed.You can add any folder or window found in the Menutree to the Shortcuts Pane.

Figure 2.8. Shortcuts allow quick access to all windows, processes andworkflows your company regularly uses from one convenient location.

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Try this:• Hover the mouse over a shortcut title until cursorchanges to a left­pointing hand.• Click once to expand the box. Click again tocollapse the box.To add a shortcut to this pane

• In the Menu tree, locate the folder, window, orworkflow for which you'd like to make a shortcut.• Right click and select Add to Bar. (See Figure2.8).

To remove a shortcut from this pane• Hover over the shortcut you wish to remove.• Right click and select Remove from Bar.

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Figure 2.9. The Expand Tree option allows you to view all of the Menu Treecategories in their expanded form.

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Two additional navigation features are located nearthe bottom of the Menu window.First is the Expand Tree option at the bottom left ofthe window. The Expand Tree option allows you toview all of the Menu Tree categories in theirexpanded form.

Try this:• Click the Expand Tree box to expand all folders

in the menu tree and reveal their contents. (SeeFigure 2.9).• Click the box again to return the tree to its

collapsed position.

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Figure 2.10. In the Lookup field, type the word “Business.” Hit theReturn/Enter key. The first result appears in the menu tree. Hit Return again tomove to the next result.

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The second navigational feature is a Lookup searchtool.At the bottom right of the window is the Lookup box.This search field allows you to search the Menu Treequickly for an item, rather than having to checkfolders individually.You do not need to know the exact wording of afolder or process. The search engine will find thefirst menu item containing any portion of the wordyou typed. If you hit ‘Enter’ again the searchengine will keep looking for the next matching menuitem.

Try this:• In the Lookup entry box, type “Business.” Hitthe Return/Enter key. (See Figure 2.10.)• The first result appears in the menu tree. HitEnter again to move to the next result.• Continue hitting Enter until the last resultappears. Note that hitting return does not changethe screen or its information.• Hit Enter once more to show the original

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Figure 2.11. The first result appears in the menu tree. Hit Return again tomove to the next result.

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Each menu item has an icon to symbolize a functionthat will be performed:A Window allows you to view a record orenter data (for example a Sales Order).A Report indicates the generation of an on­screen report which can then be modified andprinted (for example an Order Detail).A Process indicates a task that runs in thedatabase or on the server (for example QuoteConvert). Processes change or reset databased on your instructions.A Workflow indicates a series of steps neededto be accomplished in order to achieve a goal(for example a Sales Setup).

Try this:• ANY IDEAS OF WHAT THEY SHOULD TRY HERETHAT IS NOT COMPLETELY REDUNDANT WITHOTHER THINGS THEY HAVE TRIED?

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Figure 2.12. Learning the basic layout and navigation of these windows will help you become comfortable with the interface and use ADempiere efficiently.

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ADempiere uses a window based interface toperform all its functions. Every window has acommon look and feel. This window environmentconsists of several drop­down menus, a standard setof icons or buttons, and fields to enter data.Learning the basic layout and navigation of thesewindows will help you become comfortable with theinterface and use ADempiere efficiently.Each window will contain many of the followingshortcuts and tools available on the Main Menuwindow. For example, each task window includes adrop down menu that includes a File menu, a View

UUssiinngg AADDeemmppiieerree EEffffiicciieennttllyymenu, a Tools menu, a Window menu, and a Helpmenu.Additionally, the task windows include a Go menu.This menu allows you to move quickly through manydifferent records. Additionally the Go menu allowsyou to zoom across (IS THIS CORRECT?), checkrequests, access archived documents and reports,and open another Main Menu window.The Button Bar is located directly below the dropdown menus. (See Figure 2.12.)

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Below the row of drop­down menus is ADempiere’sButton Bar. These buttons are standard across all ofADempiere’s windows and perform the samefunctions regardless of where they appear. Mosthave tooltips explaining their functions. Thefollowing offers a brief explanation of each iconfound on the Button Bar.

The Delete Record icon permanently deletesthe current record. Please note that once arecord is deleted, it cannot be recovered.

The Delete Selected Items icon allows youto select several records and delete them atthe same time. Please note that once theseveral records are deleted, they cannot berecovered.

The Save icon will save all current changes tothe record. Note the icon remains grayed outand cannot be selected until changes aremade to the current record. The save icon willalso create the record if it doesn’t exist.

The ReQuery icon refreshes the currentwindow and updates any saved changes. Thisicon is particularly useful if several people areaccessing the same records simultaneously.

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The Undo Changes icon removes the lastmajor action performed, or reverts the currentrecord back to its last saved state. This iconremains greyed out until changes are made tothe current record.

The Help icon launches ADempiere’s internalhelp menu and offers more information abouteach of the fields and functions within aparticular window.

The New Record icon creates a new record inthe database.

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The Lookup Record icon offers a fast way tofind several records that meet specific criteria.By default, the search field displays apercentage sign (%), indicating “search all.”Note the advanced tab in the lookup windowallows you to add and delete criteria, and savesearches.The Attachment icon allows you to attachfiles or images to the current record.Supported file types include text andspreadsheet files (including txt, rtf, xls, csv),image files (including gif, jpg, png), andvarious other formats (including htm, html,xml, log, etc.). For example, if severalengineers need access to a particular record,attaching a CAD schematic allows them all toaccess those files easily. Once files areattached, the icon becomes greyed out.Does it allow you to view attachments as well?The Chat icon is used for communicatingbetween ADempiere users and for recordingquick notes.

The Grid Toggle icon allows you to viewrecords and information either in a grid (whichrequires vertical scrolling) or a list (whichrequires horizontal scrolling). Once this icon isclicked, it changes to a square with fourarrows pointing towards the corners.

The History icon displays the changes madeto the current record in the last day, week,month, year, or all the changes made to therecord since its creation.

The Menu icon returns you to the Menuscreen.

The six Arrow icons (from left to right)navigate forwards and backwards betweenparent and detail records, and between first,previous, next and last records.

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The Active Workflows icon opens anddisplays all current workflows associated withthe current window or field.

The Check Requests icon allows you tocreate a new request and pre­populate thefields with information from the currentwindow.

The Product Info icon launches a windowwhere you can check inventories and productavailability from your warehouse. Note thatthe for the new product window to populate,you must hit the ReQuery icon at the bottomleft of the window.

The Exit Window icon closes the currentwindow. Note that clicking this icon will closethe current window without saving enteredinformation.

UUssiinngg AADDeemmppiieerree EEffffiicciieennttllyyThe Report icon generates a report of thecurrent window that can be easily formattedfor email, print or exported in a variety offormats including pdf, html, xml, csv, txt, etc.The Preview Record icon displays a report ofthe current record and allows you to previewthe look of the windows and forms beforeprinting.The Archive Documents/Reports iconallows you to save a report or document forlater access. To save a report, click the icononce. To access at a later date, click and holdthe icon until a list of saved reports appears.The Print icon sends forms to the currentlyconfigured printer.The Zoom Across icon provides an automaticreference to other windows in ADempiere thatcontains the same information currently beingviewed. This function may only work in certainwindows.

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UUssiinngg AADDeemmppiieerree EEffffiicciieennttllyyAttaching documents to your records is easy withADempiere. You can attach as many files to a recordas you wish. The attached files are stored in adatabase eliminating the need to distribute them. Allusers granted access to the record may view theattachments.ADempiere also makes it easy to write notes aboutthe attached documents. Once the file is attached,you can add text in the right side panel.ADempiere will display .pdf, .png, .gif, and .jpg fileformats on the window's left. Other file types maybe viewed by using the appropriate computerprogram.

Try This:To attach a document to a record

• Select the Attachment button on the tool bar.• Select the Load icon to findt a file.• Select the file you want to attach and select

Open.• Once all desired attachments are added,

select OK to save them.

Figure 2.16. From this same window you can Delete the attachment, Savethe attachment to another disk, or Open the attachment for viewing. Onceyou have attached a document to your record, the Attachment buttonbecomes yellow.

(I DON'T WANT TO REPEAT INFORMATION THAT ISGOING IN OTHER CHAPTERS. IS THIS A TOPICTHAT SHOULD BE INCLUDED IN THIS CHAPTER 2?THE COMPIERE MANUAL ALSO INCLUDED A PAGEON EMAILING FOR HELP. IS THAT APPROPRIATEHERE AS WELL?)

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UUssiinngg AADDeemmppiieerree EEffffiicciieennttllyyOne process you might need to use periodically isCache Reset. This process can easily be found inthe Shortcuts Pane under System Administrator.The cache stores information about the reports,forms and windows used by your company. Keepingtrack of this kind of information speeds up theperformance of ADempiere's processing.However, when you need to change reports orscreens, the cache will need to be reset. This allowsADempiere to gather and display this newinformation rather than the previously savedTry This:

• Click on Cache Reset.• Click on Start and the process will begin.

ADempiere will soon notify you that the cachehas been reset.

• Close the dialogue box by clicking the greencheckmark.

Figure 2.16. Before you run the Cache Reset, it is important to note thatyou should close all ADempiere windows except for the menu. You do notneed to close any other computer programs which you may have running.

(DO WE WANT TO INCLUDE THIS TOPIC IN THISCHAPTER?)

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UUssiinngg AADDeemmppiieerree EEffffiicciieennttllyyProbably the easiest way for you to navigate throughmost of the database's information is through thetabs on the left hand side of all windows. These tabsare arranged in a hiearchy indent. The layout worksfrom the top to the bottom and corresponds to thenumber of tabs defined. (WHO DEFINES THETABS???)

(IS THIS A TOPIC TO BE INCLUDED IN THISCHAPTER???)

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UUssiinngg AADDeemmppiieerree EEffffiicciieennttllyyThe status message “Navigate or Update Record” islocated at the bottom left of the panel. This statusmessage reflects what is happening in theapplication. If there is an error during processing,anerror status message appears. If the process iscomplete, a succesful status message is displayed.At the bottom right of the window you can seemarkings such as *1/which means that it is a newrecord and not yet saved. If there are a number ofrecords in this table, let’s say 10, and you are at the3rd record it will show 3/10.

(THIS IS AN IDEA DISCUSSED BY REDHUAN'S MANUALIN THE SECTION ABOUT GETTING STARTED. IS THISSOMETHING TO BE INCLUDED IN THIS CHAPTER. ARETHESE COMMANDS THAT ONLY APPEAR UNDERSPECIFIC INSTANCES OR ARE THEY UNIVERSALCOMMANDS AND SHOULD BE DISCUSSED IN THISCHAPTER?)