EN_DEF-003-Functional Design.doc

8/19/2019 EN_DEF-003-Functional Design.doc

1/19

Functional Design

Phase 1

Implementation of Openbravo 3

2007

Version 1.0

Visit us in www.openbravo.com


2/19

Index

Index......................................................................................................................................2

I. Objectives of the document................................................................................................

III. Or!ani"ational structure....................................................................................................#

IV. $aster data.......................................................................................................................%

&roducts................................................................................................................................%

'omponents..........................................................................................................................7

&artners.................................................................................................................................7

(uppliers...............................................................................................................................7

'lients...................................................................................................................................)

*ata of the client...................................................................................................................)

&rice lists of suppliers...........................................................................................................+ &rice lists of clients..............................................................................................................10

V. &rocesses.........................................................................................................................11

(uppl,in!.............................................................................................................................11

-arehouses .......................................................................................................................12

(ales...................................................................................................................................13

inancial $ana!ement........................................................................................................1

/eceivables &a,ables.....................................................................................................1

ccountin!..........................................................................................................................1#

ssets..................................................................................................................................1%

&roject $ana!ement...........................................................................................................1%

&roduction $ana!ement.....................................................................................................17

&roduct $ana!ement..........................................................................................................17

VI. (tartin! plan....................................................................................................................1+

$i!ration strate!, ...............................................................................................................1+


3/19

Introduction

-iner, International Inc. from now on the -iner, is a compan, dedicated to the developmentproduction and distribution of wines comin! !rown around the world with an ample product ran!e.

Openbravo implementation will replace completl, actual comercial mana!ament aplication.


4/19

III.Or!ani"ational structure

I. Objectives of the document

he main objective of this document is to define the functional specifications of the new s,stem aswell as to define the necessar, customi"ations and developments.

herefore the followin! document will contain4

nal,sis of the standard processes covered b, the Openbravo 5/& functionalities.

6& anal,sis between the tar!et procedures and the standard functionalit, of Openbravo

5/& 5valuation of the functionalities not covered b, standard Openbravo 5/& that must be

developed

*esi!n of the developments

31111)%21.doc 17th $a, 2007 81+


5/19

III.Or!ani"ational structure

III. Organizational structure

he or!ani"ational structure allows to 9now which is the hierarch, of the s,stem for the differentbasic elements which compose the s,stem.

:ext the !eneral or!ani"ational structure for winner, that will be defined in Openbravo 5/& isshowed4

5ntit,4 is the unit which has the upper ran9. 5ach entit, can be formed b, one or more

or!ani"ations. 5ach entit, represents a compan,. he information referrin! to one entit, isnot shared with the rest of clients.

Or!ani"ation4 the or!ani"ations represent different companies that share information

amon! them ;companies of a !roup< and each one of the units of business that are part of the compan,. hese or!ani"ations are structured in a hierarchic form. In our case each oneof the dele!ations is considered li9e an or!ani"ation. s well we will have an upper or!ani"ation ;-iner,< than will allow us to consolidate the data.

31111)%21.doc 17th $a, 2007 #81+


6/19

IV.$aster data

IV. Master data

he master data are the main source of information of a compan,. hrou!h the master data wehave the basic information of4 products clients suppliers price lists of purchase price lists of saleetc.

Products

hose elements that are susceptible to be bou!ht to be sold or be part of the productive process of the compan, ;raw materials intermediate products finished products services and also assets<will be considerate products.

he same article can be provided b, different suppliers. herefore the description of an article

must be independent of the supplier that provides it.

&ossible units are4 &allet box case ba! pac9 tra, unit liter and 9!.

he followin! information is re!istered from an article4

• code

• 5: code

• description

• ax cate!or,

• &roduct 'ate!or,

• -ei!ht

• Volume

• Storage Bin• &urchase =>es:o?

• (ale =>es:o?

• @nit of measure

• (toc9ed =>es:o?

• &roduction =>es:o?

• ax 'ate!or,

• @nit of $eassure

• ttribute (et

• ttribute (et Value

o have all the information we need we should create an ttribute (et to our products. In our casethe products winer, is !oin! to mana!e is wine so the ttributes we are !oin! to include in the ttribute (et are ,ear and t,pe. Aoth ttribute will define in ttribute window.

he followin! information is re!istered from an ttribute4

• :ame

• *escrip tion

• Bist =>es :o?

o define an ttribute !et we need the followin! information4

• :ame

• *escription

• Bot =>es :o?

31111)%21.doc 17th $a, 2007 %81+


7/19

IV.$aster data

• (erial :o. =>es :o?

• 5xpiration *ate

• Boc9ed in -arehouse =>es :o?• ssi!ned ttributes

s alread, it has been said above an article can be provided b, different suppliers. Cowever for each article a main supplier will exist. :ormall, the card of an article for the main supplier it will bemore completed than for the rest of suppliers. $ore ahead is indicated the essential information of the supplier and article to ma9e an order of purchase of this article.

or an article "rovided b# a su""lier the followin! information is re!istered4

• article

• supplierDs code

• default supplier

• articleDs code in the supplier

• articleDs name in the supplier • minimum order ;in sale units<

$om"onents

his elements are needed to complet correctl, products definition. 5ach product is composed b,one or more components. he product has a percenta!e of each component.

or a com"onent the followin! information is re!istered4

• :ame• *escription

or a com"onent in a "roduct we onl, need the percenta!e of each component.

Partners

It is considerate partner all those or!ani"ations that are related to the compan,.

'lients suppliers creditors or emplo,ees can be partners.

Suppliers

supplier can belon! to a E!roup of suppliersF.

Of a su""lier or a grou" of su""liers the followin! information is re!istered4

• code

• itle

• name

• *escription

• 'ate!or,

31111)%21.doc 17th $a, 2007 781+


8/19

IV.$aster data

• &otential 'ustomer =>es:o?

• @/B ;www webpa!e<

• 'ustomer =>es:o?• Vendor =>es:o?

• 5mplo,ee =>es:o?

• Aan9 ccount

• ddress

• postal code

• countr,

• &hone

• ax

• *iscount

• Volume *iscount

• 'ontact person

Clients

In this section the information that is introduced for each client is detailed. here are three differentt,pe of information4 he official data the data of relation with winer, and the characteristics of attention and distribution.

Data of the client

In this section the official data li9e the information for the basic operation with the client arecollected.

he followin! data are re!istered for each client4

• code

• name

• Invoice erms

• Invoice 6roupin!

• *eliver, erms

• *eliver, $ethod

• &rice Bist

• orm of &a,ment

• &a,ment erms

• 'redit Bimit

• ransactional Aan9 ccount

It could be possible that a client has different addresses for deliver, with different price lists of salethat is to sa, to all the effects are as different clients except that the head level the holder of theinvoice and the fiscal address are the same

or each one of the deliver, addresses that can have a client the information that could be

re!istered is4

31111)%21.doc 17th $a, 2007 )81+


9/19

IV.$aster data

• :ame

• Bocation• &hone

• ax

• (hip to ddress =>es :o?

• Aill to ddress =>es :o?

• &a, from ddress =>es :o?

• /emit to ddress =>es :o?

• (ales /e!ion

Price lists of su""liershe price lists of the suppliers !ather the prices of purchase of the articles. he price of an article ina supplier is re!istered in sales unit. he price has a period of force. his it can be upper limited or not ;the date of conclusion of the period of use is not an essential value for the cases Efrom thatdate in aheadF


10/19

IV.$aster data

• date of be!innin! =ddmm,,,,?

• date of finish =ddmm,,,,?

• t,pe of rappel =IG5* ('B5*?• sale purchase

• discount H

• lower limit

• upper limitthe

It could be established for all the purchases made or only for purchases of a certain listof articles.

In addition to the offers discounts to products of a certain supplier can be applied either on a fixedamount or a discount in percenta!e applied on the price of the article.

Of the value of the discount of an article in a su""lier the followin! data are re!istered4

• supplier• description

• date of be!innin! =ddmm,,,,?

• date of finish =ddmm,,,,?

• t,pe of rappel =IG5* ('B5*?

• sale purchase

• discount H

• lower limit

• upper limit

Price lists of clients

standard price list contains all articles supplied b, the !roup.

In order to form the structure of price lists the followin! information for each one of the price listswill be re!istered4

• name

• description

• date be!innin! =ddmm,,,,?

• client

• deliver, address

• article

• price

his !roup of rules defined are denominate pricelist scheme.

31111)%21.doc 17th $a, 2007 1081+


11/19

V.ar!et procedures

V. Processes

:ow we will describe the main tar!et procedures in the mana!ement of (ervihostel.

!u""l#ing

he most important responsibilit, of the area of purchases is the effective and precise suppl,in! of warehouse with the articles that !ive solution to the necessities of the clients.

he process that is followed to ma9e an order of purchases consists of the followin! sta!es4

(uppl,in! has several processes4

1.1. &urchase Order ;&O< $ana!ement

1.2 6oods /eceipt $ana!ement

1.3 &urchase Invoice $ana!ement

Process !te" !#stem Develo"ment

1.1.1 PO $reation

&urchase orders are created for all purchases of the compan, whenever there is an existin! need. 5ach product bou!ht will be re!istered as a Bine of the &O. inall, the lines can be created manuall, one b, one or copied fromother orders.

OA n8a

1.2.1 $reation of a %ecei"t

he /eceipt of 6oods can be created independentl, from other documentsin the application however the, can be created on the base of one or more&O8Invoice lines from one or more &urchase Orders8Invoices. completedreceipt will update the warehouse uantities.

OA n8a

1.2.2 $reation of a %ecei"t from an Invoice

It is possible that an invoice is created before a receipt. In such case it ispossible to create the receipt directl, from an invoice.

OA n8a

1.2.3 Partial %eturn of a %ecei"t

In case of partial return it is necessar, to create a new (hipment addin!lines the same lines but with a ne!ative uantit,.

OA n8a

1.3.1 $reation of a Purchase Invoice

&urchase Invoice can be created independentl, from other documents inthe application however it can be created on the base of one or more&O8/eceipt lines from one or more &urchase Orders8/eceipts. completed&urchase Invoice will create a pa,ment to be mana!ed in the inancial$ana!ement $odule.

OA n8a

1.3.2 $reation of a Purchase Invoice from a %ecei"t.

It ma, happen that an Invoice is created directl, from a (hipment. In thiswa, the a person in char!e of (hipments ma, be sure the correspondin!invoice has been created.

OA n8a

1.3.3 Purchase Invoice %eturn

In case of a return of an invoice it is necessar, to chan!e the status of the

invoice to void. his process will automaticall, create a new invoice withne!ative uantities and a new pa,ment to be mana!ed in the inancial

OA n8a

31111)%21.doc 17th $a, 2007 1181+


12/19

V.ar!et procedures

$ana!ement module.

Warehouses

he responsibilit, of the warehouse area is to receive to classif, to place to 9eep and to suppl, allthe articles to its later distribution and sale in perfect state of conservation.

he processes of the warehouse include4

1.1 *efinition of -arehouses and (tora!e bins

In order to make the management of the location it is necessary to know the warehouse, theaisle, the bin and the level in which is each article, as well as the criterion of location.

1.2 $ana!ement of &h,sical Inventor,

1.2.1 Inventor, 'ounts

1.3 Inventor, $ovements

A warehouse movement can be of entrance, of exit, between warehouses. The entrancemovements are always coming from purchases (goods returned by clients are considerate likenegative shipments). The exit movements always are refereed to shipments of clients (shipmentsreturned by suppliers are considerate like negative entrances). A movement between warehouseshas an origin location and a destiny location.

1.3.1 $ovements of !oods between warehouse and suppliers

The most habitual movement of goods between the supplier and the warehouse is the entrance of goods through the purchase order reception. Also it could be a shipment of goods in the case of areturn to the supplier.

1.3.2 $ovements of !oods between warehouses

egularly in the warehouse, the person in charge will verify the location of the stock, and will beable to rearrange it making movements between warehouses.

1. &rocess of distribution

he distribution area ma9es the followin! functions4

1..1 *efinition of (hippin! 'ompanies

1..2 *efinition of rei!ht 'ate!ories


1.2.1 $reation of a Ph#sical Inventor# $ount

he &h,sical Inventor, 'ount Bist is created in order to 9eep trac9 of theexistin! stoc9 or update the uantities of products. count can be createdfor the whole warehouse or a particular stora!e bin. It is also possible to

create it for a selected product cate!or,.

OA n8a

31111)%21.doc 17th $a, 2007 1281+


13/19

V.ar!et procedures

1.2.1 $reation of a &oods Movement

6oods movements can be created either internall, in one warehouse or between different warehouses. In both cases the products are movedbetween stora!e bins and each movement is introduced as one movementline. dditionall, it is possible to move entire stora!e bin form inside onewarehouse or between different warehouses.

OA n8a

!ales

he most important responsibilit, of the area of sales is to satisf, the demand of the customers.he main processes include the followin!4

1.1 (ales Orders ;(O< $ana!ement

1.2 6oods (hipments $ana!ement

1.3 Sales Invoices Management

1.4 Commissions Management


1.1.1 !O $reation

(ales orders are created for all sales of the compan, whenever there is anexistin! need forma a customer. 5ach product sold will be re!istered as aBine of the (O. inall, the lines can be created manuall, one b, one or copied from other orders.

OA n8a

1.1.2 $reation of a !O from a 'em"late

or repetitive (ales Order it is possible to use templates that are defined in$aster *ata $ana!ement module in the Ausiness &artner window.

In order to create a (ales Order from template it is necessar, to use the(imple (ales Order window.

OA n8a

1.2.1 $reation of a !hi"ment

he (hipments of 6oods can be created independentl, from other documents in the application however the, can be created on the base of one or more (O8Invoice lines from one or more (ales Orders8Invoices.

completed shipment will update the warehouse uantities.

OA n8a

1.2.2 $reation of a !hi"ment from an Invoice

It is possible that an invoice is created before a shipment. In such case it ispossible to create the shipment directl, from an invoice.

OA n8a

1.2.3 Mass $reation of !hi"ments

It is possible to create (hipment for all the (ales Orders

OA n8a

1.3.1 $reation of a !ales Invoice

(ales Invoice can be created independentl, from other documents in theapplication however it can be created on the base of one or more(O8(hipment lines from one or more (ales Orders8(hipments. completed(ales Invoice will create a pa,ment to be mana!ed in the inancial$ana!ement $odule.

OA n8a

31111)%21.doc 17th $a, 2007 1381+


14/19

V.ar!et procedures

1.3.2 !ales Invoice %eturnIn case of a return of an invoice it is necessar, to chan!e the status of theinvoice to void. his process will automaticall, create a new invoice withne!ative uantities and a new pa,ment to be mana!ed in the inancial$ana!ement module.

OA n8a

Financial Management

Receivables & Payableshe function of the area of /& is to deal with pa,ments. his include the followin!4

!etu"(

1.1 'reation of ban9s

1.2 'reation of 'ashboo9s

1.3 *efinition of /emittance ,pes

'ransactions(

1.# $ana!ement of Aan9 (tatements

1.% $ana!ement of 'ash Journals

1.7 $ana!ement of /emittances

1.) $ana!ement of (ettlements and $anual (ettlements

1.+ unds ransfers


1.#.1 $reation of a )an* !tatement

Aan9 statements are created in order to cancel the receivables and

pa,ables comin! either from & / invoices or E$anual (ettlementsF withno correspondin! invoices. 5ach pa,ment corresponds to one ban9statement line.

It is also possible a pa,ment directl, from the ban9 statement window.

OA n8a

1.%.1 $reation of a $ash +ournal

'ash Journals are created in order to cancel the receivables and pa,ablescomin! either from & / invoices or E$anual (ettlementsF with nocorrespondin! invoices. dditionall, it is possible to introduce other t,pes of cash operations reali"ed b, the compan, such as difference expense etc.5ach cash journal line corresponds to one cash operation.

OA n8a

1.).1 $reation of a !ettlement

(ettlements are created with the aim of dividin! one pa,ment into man, or mer!in! man, into one. he amount of one or more pa,ments cancelled has

to be eual to the amount of the pa,ment;s< created.

OA n8a

31111)%21.doc 17th $a, 2007 181+


15/19

V.ar!et procedures

1.7.1 Management of a %emittance

/emittances are created in order to !roup various pa,ments both the onescomin! from invoices and also the ones from manual settlements. remittance is sent to the ban9 and then the pa,ments included in theremittance can be either cancelled or returned. here are two t,pes of remittances4 consolidated and nonconsolidated. If the remittance isconsolidated a settlement will be created automaticall, with the amount of sum of all the pa,ments included in that remittance.

OA n8a

1.).2 $reation of a Manual !ettlement

$anual (ettlements are used for creatin! pa,ments with no invoice as anori!in.

OA n8a

1.+.1 Funds 'ransfer

It is possible to transfer re!ister the mone, transfers between various ban9accounts and cashboo9s.

OA n8a

Accounting

he functions of the area of ccountin! include the followin!4

!etu"(

1.1 *efinition of iscal 'alendar

1.2 *efinition of ccount ree

1.3 *efinition of ccountin! (chema

1.3.1 ccountin! (chema ables

1.3.2 *efault ccounts

1. *efinition of 68B Items

1.# *efinition of 68B 'ate!ories

1.% *efinition of *ocument ,pes

1.7 *efinition of *ocument (euences

1.) *efinition of ax /ates and 'ate!ories

1.+ *efinition of 6eneral ccountin! /eports8 ccountin! /eports8 ax /eport

'ransactions(

1.10 68B postin! b, sin!le document

1.11 utomatic ccountin! ;Aac9!round &rocess<

1.12 68B postin! b, *A table

1.13 /esettin! the ccountin!

1.1 68B Journal $ana!ement

31111)%21.doc 17th $a, 2007 1#81+


16/19

V.ar!et procedures

1.1# $ana!ement of Aud!ets


1.10.1 &,- Posting b# a single document

68B postin! can be reali"ed manuall, directl, from a created document.

OA n8a

1.11.1 utomatic ccounting

It is possible to define a bac9!round process of postin! all the completeddocuments. In that wa, the accountin! is reali"ed automaticall,.

OA n8a

1.12.1 &,- Posting b# D) 'able

here is a possibilit, of postin! all the documents that have the ori!in of aselected *A table. his operation can be reali"ed either for one specifictable or all tables defined in the application.

1.13.1 %esetting the ccounting

*ue to the fact that the ccountin! is !enerated as an effect of all thetransactions reali"ed in the application it can be deleted and re!enerated atan, moment.

OA n8a

1.1.1 $reation of a &,- +ournal

$anual entries to the 6eneral Bed!er can be done usin! the 68B Journal.One Journal can have man, batches where each ma, include variousentries.

OA n8a

1.1#.1 $reation of a )udget

Aud!ets of different t,pes4 financial sales and purchase can be created.5ach bud!et can have one or more dimensions such as4 product businesspartner project sales re!ion etc.

OA n8a

Assets

he functions of the area of assets are the followin!4

1.1 *efinition of ssets 6roups

1.2 *efinition of ssets

1.3 *efinition of morti"ations

Project Management

he main areas of interest of the &roject $ana!ement are the followin!4

1.1 $ultiphase &rojects

1.2 (ervice &rojects

1.3 $ana!ement of 5xpenses

31111)%21.doc 17th $a, 2007 1%81+


17/19

V.ar!et procedures


1.1.1 $reation of a Multi"hase Project$ultiphase projects create sales orders b, each phase of the project. 5achphase ma, consist of one or more tas9s.

OA n8a

1.2.1 $reation of a !tandard Project /!ervice Project0 OA n8a

1.3.1 $reation of time and ex"ense sheets related to "rojects OA n8a

Production Management

he functions of the area of &roduction include the followin!4

1.1 *efinition of all the &roduction $ana!ement (etups

(sections, work centers, activities, toolsets, machine categories, machines, cost centers, periodic !uality controls, !uality control points, work incidences, maintenance tasks, indirect costs).

1.2 $ana!ement of &rocess &lans

1.3 $ana!ement of -or9 /euirements

1. $ana!ement of -or9 5fforts

1.# Kualit, $ana!ement

1.% 'osts $ana!ement

1.7 $ana!ement of $aintenance &rocesses

1.) &roduction from Aill of $aterials

Product Management

he functions of the area of product are the followin!4

1.1 *efinition of products

1.2 *efinition of components

1.3 'op, components

1. &rint report

31111)%21.doc 17th $a, 2007 1781+


18/19

V.ar!et procedures


1.3 $o"# com"onentscomponents are copied from another wine to facilitate the introduction ofsimilar wines. inall, the components can be created manuall, one b, one.

OA ,es

1. Print %e"ort

&rint a report to view liters of wine that we have in our warehouse classifiedin t,pes ,ear and name.

OA ,es

31111)%21.doc 17th $a, 2007 1)81+


19/19

G.nnexed documents

VI. !tarting "lan

It will be necessar, to plan in detail the activities to ma9e previousl, to the startin!of the new s,stem EOpenbravoF. :ext some of most important activities areidentified.

Migration strateg#

he load of the followin! master data is contemplated4

• 'lients

• (uppliers

•

Others hird• &roducts

• &rice list clients

• &rice list suppliers

31111)%21.doc 17th $a, 2007 1+81+

EN_DEF-003-Functional Design.doc

Documents

Transcript of EN_DEF-003-Functional Design.doc