Quick Guide/Business flows

Business flows

Financial Management

Period End Close to Financial Invoice

This flow shows you how to manage daily accounting activities as well as the life-cycle of an accounting period. This section is going to focus in how to manage most relevant daily accounting activities.
To learn more about how to manage the life-cycle of an accounting period, please review the Period End Close to Financial Report section of the Openbravo 3 User Guide.

Opening of the accounting

The opening of the accounting implies:

1. to initialize the balance of the ledger accounts, by defining and posting to the ledger a G/L Journal that includes an "Opening Accounting" entry which reflects the balance of each "Asset", "Liability" an "Owner's Equity" ledger account at a given date (i.e. 1st January, 2013).
2. and to initialize the balance of the bank/cash accounts, by entering the bank/cash balance as of a given date in the field "Initial Balance" of the corresponding Financial Account while it is being created.

1. Go to: Financial Management // Accounting // Transactions // G/L Journal.

Click New and complete the form with the following example data: Enter a "Description" of the Journal, for instance "Opening Accounting entry 2013" Enter "01-01-2013" as "Document Date" and "Accounting Date". Go to Header tab and complete the form with the following example data: Select the check-box "Opening" Go to Lines tab and complete the form with the following example data: Select an "Asset" type ledger account in the field "Account" and enter its balance at the given date, in the field "Debit". or select a "Liability" type ledger account in the field "Account" and enter its balance at the given date, in the field "Credit". or select an "Owner's Equity" type ledger account in the field "Account" and enter its balance at the given date, in the field "Credit". Once all the journal lines have been entered, go back to the Header tab and click "Complete". Openbravo will check whether the Journal is balanced or not, that means whether the sum of all debits equals the sum of all credits. Unbalanced journals can not be complete, therefore can not be posted to the ledger.

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For a full description of this item please review the G/L Journal article of the User Guide.

2. Go to: Financial Management // Receivables and Payables // Transactions // Financial Account.

Click New and complete the form with the following example data: Enter a Name of the bank or cash account, for instance "My Test Bank". Select "Bank" as the Type and enter the balance of that bank account at a given date, in the field "Initial Balance". Note that the initial balance of a bank needs to be dated on a given date, that date is the date when the Organization is able to manage transactional and accounting data in Openbravo, in other words, it is able to pay the pending payments by using Openbravo. Also note that once the financial account is saved, the field "Initial Balance" is not editable anymore, therefore it can not be changed.

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For a full description of this item please review the Financial Account article of the User Guide.

Creation of accounting entries

Most of the accounting entries are automatically created after posting Documents such as "Invoices", by using the process button "Post" which can be found in the sales/purchase invoice window.

All those accounting entries can be reviewed and even unpost if needed from the document itself, as explained in this Users Guide's article: Document Post/Unpost.

On the other hand, accounting entries do not related to documents can be created and then post to the ledger by using G/L Journals as explained in the section just above.

Note that all these daily accounting entries which need to be posted to the ledger through a G/L Journal do not need to be marked as "Opening".

Purchase Management

This flow shows you how to manage the life-cycle of a procurement process from the moment the company requests or orders goods, all way through warehouse staff receives the goods, until the supplier invoice is paid. This flow also shows how to manage the return of goods to Suppliers for debit or for replacement.

To learn more about this topic, please review the Procurement Management section of the Openbravo 3 User Guide.

Procure to pay

This flow shows you how to manage the life-cycle of a procurement process from the moment the company requests or orders goods, all way through warehouse staff receives the goods, until
the supplier invoice is paid.

There are four procurement documents (or transactions) which can be used within this flow.
All of them can be found in the application path "Procurement Management // Transactions":

• Purchase Requisition document is an internal document entered manually to indicate that certain products are required by the organization.
• Purchase Order document to register products and/or services to be purchased and documenting against what conditions. Once the document is booked it can be sent to the external supplier
  by mail or email.
• Goods Receipt document used to register in Openbravo the specifics of items physically received in the warehouse.
• [Purchase_Invoice | Purchase Invoice]] document to register and manage supplier's invoices in Openbravo.

It is up to the user to create and manage any of the documents listed above, obviously based on the organization's needs.

In that sense, Openbravo allows a flexible way of managing the life-cycle of a procurement process because:

• None of the documents above it is a mandatory document within the flow, in the sense that:
  • you may want to register a requisition or you may want to directly create purchase orders
  • you may need to register a goods receipt and later or the corresponding supplier's invoice or just register and manage the supplier's invoice.
  • you may need to register the order and later on the supplier's invoice or just register and manage the supplier's invoice.
• Each document can be created from the previous one if registered, for instance:
  • purchase order/s can be created massively for "completed" requisitions, in the Requisition to Order window
  • goods receipt/s can be created massively for purchase order lines being delivered in the Pending Goods Receipts window
  • purchase invoices can be created manually or by retrieving purchase orders or receipts lines pending to be invoiced, or by copying invoice lines from existing purchase invoices.

Purchase Requisition

Go to: Procurement Management || Transactions || Requisition

Click New and complete the form with the following example data: Select the Organization as Oat Biscuit Company. This means that the requisition applies just for that legal entity Save and Move to the Lines tab, as it is not mandatory to enter a "Business Partner" or supplier at this point in the procurement chain. Click New and complete the Lines form with the following example data: Enter a "Need by date", for instance "19-07-2013" Enter a "Product", for instance "Beverage A" Enter a "Quantity", for instance "100" Click on the "Complete" button, the status of the document changes from "Draft" to "Complete".

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For a full description of this item please review the Requisition article of the User Guide.

Go to: Procurement Management || Transactions || Manage Requisition

Note that the requisition previously created and completed is shown in this window. Click on the "Create Purchase Order" button, "Create Purchase Order" window is shown. This window can be completed with the following example data: the "Order Date", for instance "01-07-2013" the "Business Partner", for instance "Vendor A" and the "Price List", for instance "Purchase Price List". Click "OK".

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For a full description of this item please review the Manage Requisition article of the User Guide.

Purchase Order

Go to: Procurement Management || Transactions || Purchase Order

Open the form, note that a purchase order has been automatically created from the requisition. If you want to directly create a new purchase order in this window, please follow below detailed steps: Click New and complete the form with the following example data: Enter an "Order Date" and a "Scheduled Delivery Date" Select a supplier in the field "Business Partner". Move to the Lines tab. Click New and complete the form with the following example data: Enter a Product and an Ordered Quantity Click on the "Book" button, the status of the document changes from "Draft" to "Booked". Now you can print and sent the purchase order to the supplier by using the "Print" icon.

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For a full description of this item please review the Purchase Order article of the User Guide.

Goods Receipt

Go to: Procurement Management || Transactions || Goods Receipt

Click New and complete the form with the following example data: Enter a "Movement Date", a "Business Partner" and a "Warehouse" Click on the Create Lines From button, a new window is shown. Select the Purchase Order from which you want to retrieve the order lines that are being receipt. Select the line and change the quantity if required. Enter the storage bin where the items are going to be store. Click on the "Complete" button to complete the goods receipt being registered. Once completed, it is possible to "Generate the invoice from the receipt" and even "Post" the goods receipt to the ledger.

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For a full description of this item please review the Goods Receipt article of the User Guide.

Purchase Invoice

Go to: Procurement Management || Transactions || Purchase Invoice

Click New and complete the form with the following example data: Enter a "Business Partner" and an "Invoice Date". The "Accounting Date" of the invoice is the same as the Invoice Date unless it is changed. 'Click on the Create Lines From button and select either the "Order" or the "Receipt" for which the supplier's invoice needs to be registered. In that new window: Select the line(s) to invoice and click OK. Once completed, it is possible to "Post" the invoice to the ledger and to "pay" it. Please note that in our example this invoice is set as already paid, therefore the field "Payment Complete" is set as "Yes", because of the way we configured the payment method assigned to the supplier.

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For a full description of this item please review the Purchase Invoice article of the User Guide.

Supplier return to debit

This flow shows you how to manage the return of goods to suppliers for debit.

There are three procurement documents (or transactions) that need to be used within this flow.
All of them can be found in the application path "Procurement Management // Transactions":

• Return to Vendor document list the goods receipt lines which need to be returned to the vendor for whatever kind of reason which can also be specified.
• Return to Vendor Shipment document list the return to vendor lines to be shipped back to the vendor
• Reversed Purchase Invoice document allows to reverse the supplier's invoice for the goods being returned, as the way to register the vendor debit requested to the supplier.

This flow requires an additional setup that is:

• to configure the "Return reasons" as describe below
• and configured a "Warehouse" in the "Warehouse" tab of the Organization window.

Go to: Master Data Management // Business Partner Setup // Return Reasons.

Click New and complete the form with the following example data: Enter a "Search Key" and an "Name" of the return reason, for instance "Defective". Select whether the return reason is going to be used and therefore available to be specified while returning goods to vendor and/or while returning goods from customers.

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Return to Vendor

Go to: Procurement Management // Transactions // Return to Vendor.

Click New and complete the form with the following example data: Enter an "Order Date", a "Business Partner" (supplier) and optionally a "Return reason". Click the button "Pick/Edit Lines" to select the good receipt lines that need to be returned to the supplier. Once selected it is possible to specify the quantity of the goods to return in the field "Returned". Click Done and back on the Return to Vendor window Click Book to process the return to vendor document.

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For a full description of this item please review the Return to Vendor article of the User Guide.

Return to Vendor Shipment

Go to: Procurement Management // Transactions // Return to Vendor Shipment.

Click New and complete the form with the following example data: Select a "Business Partner" (supplier) and a "Movement Date". That is the date when the decrease of the stock takes place. The "Accounting Date" is the same as the Movement Date, unless it is changed. Click the button "Pick/Edit Lines" to select the vendor to receipt lines to ship to the supplier. Once selected it is possible to specify the quantity of the goods to ship in the field "Ship Qty". Click Done and back on the Return to Vendor Shipment window Click Complete to process the return to vendor shipment document. Once completed, it is possible to "Post" the Return to Vendor Shipment to the ledger.

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For a full description of this item please review the Return to Vendor Shipment article of the User Guide.

Reversed Purchase Invoice

Go to: Procurement Management // Transactions // Purchase Invoice.

Click New and complete the form with the following example data: Select a "Business Partner" (supplier) and an "Invoice Date". The "Accounting Date" is the same as the Invoice Date, unless it is changed. Click Create Lines From and select the shipment. Click OK, Lines tab is automatically populated with the quantity that was shipped back to the supplier. Go to "Reversed Invoices" tab and select the original invoice of the supplier that is now being partially reversed. Once completed, it is possible to "Post" the Reversed Purchase Invoice to the ledger and to "Pay" it.

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For a full description of this item please review the Purchase Invoice article of the User Guide.

Supplier return for replacement

This flow shows you how to manage the return of goods to suppliers for replacement.

Same way as explained in the previous section Supplier return to debit, there are three documents (or transactions) that need to be used within this flow.
All of them can be found in the application path "Procurement Management // Transactions":

• Return to Vendor document list the goods receipt lines which need to be returned to the vendor for whatever kind of reason which can also be specified.
• Return to Vendor Shipment document list the return to vendor lines to be shipped back to the vendor
• Reversed Purchase Invoice document allows to reverse the supplier's invoice for the goods being returned, as the way to register the vendor debit requested to the supplier.

Moreover, this flow requires two additional documents for the replacement of the Goods, those are:

• Purchase Order document to request a replacement of the goods returned
• and the corresponding Goods Receipt to register the receipt of the goods.

Same as "Supplier return to debit" flow, this flow requires an additional setup that is:

• to configure the "Return reasons"
• and configured a "Warehouse" in the "Warehouse" tab of the Organization window.

Sales Management

This flow shows you how to manages the life-cycle of a sales process, from the moment a customer requests a quotation or orders goods, all way through warehouse staff ships the goods, until the customer pays the invoice. This flow also shows how to manage the return of goods from customers for credit or replacement.

To learn more about this topic, please review the Sales Management section of the Openbravo 3 User Guide.

Order to cash

This flow shows you how to manages the life-cycle of a sales process, from the moment a customer requests a quotation or orders goods, all way through warehouse staff ships the goods, until
the buyer pays the invoice.

There are four sales documents (or transactions) which can be used within this flow.
All of them can be found in the application path "Sales Management // Transactions":

• Sales Quotation document allows to issue a quotation of a customer request
• Sales Order document listing products and/or services requested by a customer and documenting against what conditions. Once the document is booked it can be sent to the customer by mail or email to confirm the agreed quantities, amounts and terms.
• Goods Shipment document registering the specifics of items sent to a customer.
• Sales Invoice document to register the quantity of goods and/or services delivered to a customer, the amount and payment due date. Once the document is completed it can be sent to the customer by mail or email.

It is up to the user to create and manage any of the documents listed above, obviously based on the organization's needs.

In that sense, Openbravo allows a flexible way of managing the life-cycle of a sales process because:

• None of the documents above it is a mandatory document within the flow, in the sense that:
  • you may need to issue a quotation or you may want to directly create sales orders
  • you may need to issue a goods shipment and later or the corresponding customer's invoice or just issue and manage the customer's invoice.
  • you may need to register the order and later on the customer's invoice or just register and manage the customer's invoice.
• Each document can be created from the previous one if registered, for instance:
  • a sales order can be directly created in the Sales Quotation window
  • goods shipments can be created massively from sales orders in the Create Shipments from Orders window
  • sales invoices can be created
    • manually or by retrieving sales orders or shipments lines pending to be invoiced in the Sales Invoice window
    • or for multiple invoices at the same time from the Create Invoices from Orders window.

Sales Quotation

Go to: Sales Management || Transactions || Sales Quotation

Click New and complete the form with the following example data: Select the Organization as Oat Biscuit Company. This means that the quotation applies just for that legal entity Select a customer in the field "Business Partner" and optionally, enter a "Valid Until" date Save and Move to the Lines tab. Click New and complete the Lines form with the following example data: Enter a "Product", for instance "Beverage A" Enter a "Quantity", for instance "1000" Click on the "Book" button, the status of the document changes from "Draft" to "Complete" and a new process button appears allowing to directly create an Order from the Quotation. In order to be able to create a sales order from a sales quotation, the quotation Document Type needs to be properly configured. That means that it requires a document type (i.e. Standard Order) to be defined in the field "Document Type for Order"

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For a full description of this item please review the Sales Quotation article of the User Guide.

Sales Order

Go to: Sales Management || Transactions || Sales Order

Open the form, note that a sales order has been automatically created from the quotation. If you want to directly create a new sales order (Standard Order) in this window, please follow below detailed steps: Click New and complete the form with the following example data: Enter an "Order Date" and a "Scheduled Delivery Date". Select a customer in the field "Business Partner". Move to the Lines tab. Click New and complete the form with the following example data: Enter a Product and an Ordered Quantity Click on the "Book" button, the status of the document changes from "Draft" to "Booked". Now you can print and sent the sales order to the customer by using the "Print" icon.

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For a full description of this item please review the Sales Order article of the User Guide.

Goods Shipment

Go to: Sales Management || Transactions || Goods Shipment

Click New and complete the form with the following example data: Enter a "Movement Date", a "Business Partner" and a "Warehouse" Click on the Create Lines From button, a new window is shown. Select the Sales Order from which you want to retrieve the order lines that need to be shipped, and the "Warehouse Position" or storage bin from where those goods are going to be taken. Select the line and click OK. Enter the storage bin where the items are going to be store. Click on the "Complete" button to complete the goods shipment being issued. Once completed, it is possible to "Post" the goods shipment to the ledger.

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For a full description of this item please review the Goods Shipment article of the User Guide.

Sales Invoice

Go to: Sales Management || Transactions || Sales Invoice

Click New and complete the form with the following example data: Enter a "Business Partner" and an "Invoice Date". The "Accounting Date" of the invoice is the same as the Invoice Date unless it is changed and can be found in the "More Information" group of fields. 'Click on the Create Lines From button and select either the "Order" or the "Shipment" for which the customer's invoice needs to be issued. In that new window: Select the line(s) to invoice and click OK. Once completed, it is possible to "Post" the invoice to the ledger and to "pay" it. Please note that in our example this invoice is set as already paid, therefore the field "Payment Complete" is set as "Yes", because of the way we configured the payment method assigned to the customer.

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For a full description of this item please review the Sales Invoice article of the User Guide.

Customer return for credit

This flow shows you how to manage the return of goods from customers for credit.

There are three sales documents (or transactions) that need to be used within this flow.
All of them can be found in the application path "Sales Management // Transactions":

• Return from Customer document list the goods shipment lines returned from a customer for whatever kind of reason which can also be specified.
• Return Material Receipt document list the return from customer lines being receipt
• Return Material Sales Invoice document that allows to issue a negative sales invoice for the goods being returned from a customer, as the way to register the customer credit.

This flow requires an additional setup that is:

• to configure the "Return reasons" as describe above
• and configured a "Warehouse" in the "Warehouse" tab of the Organization window.

Return from Customer

Go to: Sales Management // Transactions // Return from Customer.

Click New and complete the form with the following example data: Enter an "Order Date", a "Business Partner" (customer) and optionally a "Return reason". Click the button "Pick/Edit Lines" to select the good shipment lines(s) that the customer is going to return. Once selected it is possible to specify the quantity of the goods being returned in the field "Returned". Click Done and back on the Return to Vendor window, click Book to process the return from customer document.

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For a full description of this item please review the Return from Customer article of the User Guide.

Return Material Receipt

Go to: Sales Management // Transactions // Return Material Receipt.

Click New and complete the form with the following example data: Enter a "Movement Date", that is the date when the increase of inventory will take place, a "Business Partner" (customer) and optionally the "Condition of the Goods" being receipt. Click the button "Pick/Edit Lines" to select the return from customer lines(s) that are being receipt. Once selected it is possible to specify the quantity of the goods being received in the field "Receiving". Same way, it is possible to specify the "Storage Bin" where those goods are going to be stored. Click Done and back on the Return Material Receipt window, click Complete to process the return material receipt.

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For a full description of this item please review the Return Material Receipt article of the User Guide.

If you go back now to the window "Return from Customer", you will see that the field "Received Quantity" reflects the goods receipt back from the customer. Those are not invoiced yet.

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Return Material Sales Invoice

Go to: Sales Management // Transactions // Sales Invoice.

Click New and complete the form with the following example data: Select "Return Material Sales Invoice" in the field "Transaction Document". Enter an "Invoice Date" and a "Business Partner" (customer). The "Accounting Date" of the invoice is the same as the Invoice Date unless it is changed under the "More Information" group of fields. Click the button "Create Lines From" to select the return material receipt lines(s) that are being invoiced. Note that the quantity shown is negative to reflect the credit that need to be issued for the customer. Click OK and then click Complete. Once completed, it is possible to "Post" the invoice to the ledger.

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For a full description of this item please review the Sales Invoice article of the User Guide.

Customer return for replacement

This flow shows you how to manage the return of goods from customers for replacement.

Same way as explained in the previous section Customer return for credit, there are three sales documents (or transactions) that need to be used within this flow.
All of them can be found in the application path "Sales Management // Transactions":

• Return from Customer document list the goods shipment lines returned from a customer for whatever kind of reason which can also be specified.
• Return Material Receipt document list the return from customer lines being receipt
• Return Material Sales Invoice document that allows to issue a negative sales invoice for the goods being returned from a customer, as the way to register the customer credit.

Moreover, this flow requires two additional documents for the replacement of the Goods, those are:

• Sales Order document to create and manage a new request coming from a customer who needs a replacement of the goods returned
• and the corresponding Goods Shipment to list the goods to be shipped to the customer.

Same as "Customer return for credit" flow, this flow requires an additional setup that is:

• to configure the "Return reasons"
• and configured a "Warehouse" in the "Warehouse" tab of the Organization window.

Financial Management

Payables and Receivables Management

This flow shows you how to address customer collections and supplier payments.

This flow requires an additional setup that is:

• to configure a new "Payment Method" that is not so transparent (automatic) to the user as the one configured in the section Create Payment Methods, named "Test Payment Method".

Go to Financial management || Receivables & Payables || Setup || Payment Method

Click New and complete the form with the following information: Select Organization as "*". Enter the Name as Check. Within the section "Defaults Payment IN": Ensure that the checkbox "Payment In Allowed" is checked Ensure that the checkbox "Automatic Receipt" is NOT checked Ensure that the checkbox "Automatic Deposit" is NOT checked Select "Manual" as Execution Type Select "In Transit Payment Account" in the field Upon Receipt Use Select "Cleared Payment Account" in the field Upon Reconciliation Use Within the section "Defaults Payment OUT": Ensure that the checkbox "Payment Out Allowed" is checked Ensure that the checkbox "Automatic Payment" is NOT checked Ensure that the checkbox "Automatic Withdrawn" is NOT checked Select "Manual" as Execution Type Select "In Transit Payment Account" in the field Upon Payment Use Select "Cleared Payment Account" in the field Upon Reconciliation Use

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As already explained, the payment method just configured needs to be linked to:

• a Financial Account, which in our example is "My Bank Account" or "Cash Account"
• and to the corresponding business partners, which in our example are Customer A and Vendor A.

For a full description of this item please review the Payment Method article of the User Guide.

Purchase invoice to payment. Direct payment

This flow shows you how to directly pay a purchase invoice in the purchase invoice window.

Go to Procurement Management || Transactions || Purchase Invoice

Click New and complete the form with the following information: Enter the "Business Partner" "Vendor A". Enter an "Invoice Date", for instance "19-07-2013" Go to Lines tab and and complete the form with the following information: Select a "Product", for instance "Beverage A". Enter a "Invoiced Quantity", for instance "1500,00" Make sure that a "Tax Rate" is shown by default in the field "Tax", otherwise select one. Click on "Complete" and then "Post" the invoice. You can review the posting in the "Journal Entries Report" window that gets automatically open upon invoice posting. Back to the "Purchase Invoice" window, go to the "Payment Plan" tab, to verify that the expected and outstanding amount to pay to the supplier is 30.000,00 USD dated on the due date that is 17-09-2013

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Click the "Add Payment" button and complete the form with the following information: Enter a "Payment Date", for instance "17-09-2013" Note that the purchase invoice is already selected by default to be paid and for the total outstanding amount. Note that you can change the payment amount therefore the difference can either be left as an underpayment or simply written-off Let's pay the total outstanding amount of the supplier's invoice.

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Press "Process". A new window is shown that allows: either to just "process the payment", that implies the automatic creation of a payment out transaction in the window Payment Out. or process and withdrawn the payment from the financial account, that implies the automatic creation of a payment out transaction in the window Payment Out and a withdrawal transaction in the Transactions tab of the financial account. Select the second option "Process Made Payment(s) and Withdrawal Press "OK" Openbravo informs about the payment out number created which can be reviewed in the "Payment Out" window. Go to the "Payment Out" window and search for the payment just created. The current status of the payment is: "Withdrawn not Cleared". As per "Check" payment method configuration the payment can be post to the ledger at this stage of the flow (upon payment), in an "In Transit" account". That setup implies that the process button "Post" is shown in this window and the payment can be post. A different setup would imply that it is not possible to post the payment at this stage of the flow, therefore the "Post" button changes as "Post:Document Disable" after trying to get it post. Click "Post" button and review the accounting entries in the "Journal Entries Report" window.

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For a full description of this item please review the Purchase Invoice - Payment article of the User Guide.

Purchase invoice to payment. Payment Out

this flow shows you how to pay a purchase invoice through a payment out transaction.

This time, the purchase invoice is not "directly" paid as described in the section above, by using the process button "Add Payment", but by creating a payment out transaction.

There need to be not paid purchase invoices in status "Complete".

Let's take for instance to create a payment out for a purchase invoice coming from Vendor A of a total amount of 10.000,000 USD and 21-09-2013 as due date.

Go to Financial Management || Receivables and Payables || Transactions || Payment Out

Click New and complete the form with the following information: Enter a "Payment Date", for instance "20-09-2013" Select the "Vendor A" in the field "Paying To" Click on "Add Details" process button. The "Add Payment" window is shown. Complete the window with the following information: Select "Invoices" in the "Transaction Type" field Select the Invoice to pay and enter the amount to pay in the field "Payment Out". Note that it is possible to pay more than one invoice and even make partial payments. Press "Process". Once done, it is possible to either just process the payment or process the payment and the withdrawal. Let's choose the second one so this time we can review the created withdrawal in the financial account. See below. Press "OK"

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For a full description of this item please review the Payment Out article of the User Guide.

Go to Financial Management || Receivables and Payables || Transactions || Financial Account

Select My Bank Account financial account and search by either the "Payment Nº" or the "Invoice Nº" in the field "Description". Note that the financial account transaction is in there and includes the transaction or payment date, the withdrawal amount, the currency and "Withdrawn not Cleared" status. Note that it is not possible to post the withdrawal transaction at this stage in the flow, as per the payment method configuration.

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For a full description of this item please review the Financial Account - Transaction article of the User Guide.

Payment in advance

This flow shows how to partially pay in advance a purchase order to later on, and once the purchase invoice has been received, pay the amount remaining.

There need to be purchase orders in status "Booked".

Let's take for instance to pay a 50 % in advanced of a purchase order booked for Vendor A for a total amount of 5.000,00 USD.

Go to Financial Management || Receivables and Payables || Transactions || Payment Out

Click New and complete the form with the following information: Enter a "Payment Date" Select the "Vendor A" in the field "Paying To" Click on "Add Details" process button. The "Add Payment" window is shown. Complete the window with the following information: Select "Orders" in the "Transaction Type" field Select the Purchase Order to pay in advanced and enter the amount to pay in the field "Payment Out", for instance 2.500,00 Select the option "Leave this as an underpayment", as the remaining amount will be paid to the supplier later. Press "Process" Select the action "Process Made Payment(s)", therefore the withdrawal transaction is not created in the Financial Account by now. Note that once processed, the status of the payment is "Payment Made" and it is possible to post the payment at this stage of the flow.

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Go to Financial Management || Receivables and Payables || Transactions || Financial Account

Select My Bank Account financial account and try to search by either the "Payment Nº" or the "Order Nº" in the field "Description". Note that the financial account transaction is not in there Click "Add Transaction" button. "Add Transaction" window is shown. Select "Payment In/Out" in the field "Transaction Type", and the option "Paid Out" in the field "Document". After doing so the payment out transaction is shown for its selection. Press OK. This actions creates the withdrawal transaction in the financial account.

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Go to Procurement Management || Transactions || Purchase Invoice

• Create a "Purchase Invoice" as described here by selecting the order that is partially paid, after pressing the process button "Create Lines From".
• After completing the invoice, go to the "Payment Plan" tab
• the "Outstanding Amount" fields shows the amount pending to be paid, and the "Paid Amount" field shows the amount of the "partial" payment in advanced.

For a full description of this item please review the How to manage prepaid invoices in receivables article of the User Guide.

Payment proposal

This flow shows you how to create a payment proposal during a given date range to pay pending purchase invoices due on that given date range.

There need to be purchase invoices that are not paid and in status "Complete".

Let's take for instance the creation of a payment proposal for two purchase invoice coming from Vendor A:

• one of them due dated on the 23-09-2013 for a total amount of 6.200,00 USD
• and the other one due dated on the 27-09-2013 for a total amount of 2.400,00 USD.

Go to Financial Management || Receivables and Payables || Transactions || Payment Proposal

Click New and complete the form with the following information: Enter a "Payment Date", for instance 30-09-2013 Enter a "'Business Partner"', for instance "Vendor A". Note that this step is not mandatory as it is possible to create a payment proposal that includes payments to be made to different suppliers. Select the "Financial Account" from which the payment is going to be made, in the field "Paying From". Enter a date in the field "Incl. documents up to this date", for instance 30-09-2013 Click "Select Expected Payments" button. A new window is shown that includes the documents pending to be paid within that date range, and for the supplier selected. Select the invoices to pay and click "Submit". Note that the Lines tab is populated with the invoices to be paid that currently have an "Awaiting Payment" status. Click "Generate Payments" process button. A new window is shown that allows: either to group separate payments for the same vendor into one payment, this option allows to group pending orders/invoice of the same vendor to be paid in one payment transaction. or group all orders/invoices into one payment this option allows to group pending orders/invoice in one payment transaction, regardless the vendor. Choose the first one and click Process. After that Openbravo informs about the payment created in the Payment Out window for the two invoices to be paid, that is in "Payment Made" status. Note that it is possible to "Reactivate" the payment, by using the process button "Reactivate", that means that the payment/s created are deleted and therefore removed from the Payment Out window.

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For a full description of this item please review the Payment Proposal article of the User Guide.

Sales invoice to payment. Direct Payment

This flow shows you how to directly pay a sales invoice in the sales invoice window.

Go to Sales Management || Transactions || Sales Invoice

Click New and complete the form with the following information: Enter the "Business Partner" "Customer A". Enter an "Invoice Date", for instance "23-07-2013" Go to Lines tab and and complete the form with the following information: Select a "Product", for instance "Beverage A". Enter a "Invoiced Quantity", for instance "500,00" Make sure that a "Tax Rate" is shown by default in the field "Tax", otherwise select one. Click on "Complete" and then "Post" the invoice. You can review the posting in the "Journal Entries Report" window that gets automatically open upon invoice posting. Back to the "Sales Invoice" window, go to the "Payment Plan" tab, to verify that the expected and outstanding amount to be paid by the customers is split in two, as per the Payment Terms configuration.

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Click the "Add Payment" button and complete the form with the following information: Enter a "Payment Method", for instance "Check" Enter the "Actual Payment" amount made by the customer, for instance "6.224,38" Enter a "Payment Date", for instance "22-08-2013" Note that the first partial payment of the invoice is already selected by default to be paid and for the total outstanding amount. Note that the "Actual Payment" amount can be bigger than the total of the invoice, in that case the difference can be left as credit or can be refund to the customer. Note that the "Actual Payment" amount can be less than the total of the invoice, in that case the difference can be left as an underpayment or simply written off. Let's process than the actual payment is the same as the first due payment for a total amount of 6.224,38

Press "Process". A new window is shown that allows: either to just "process the received payment", that implies the automatic creation of a payment in transaction in the window Payment In. or process the received payment and deposit the payment in the financial account, that implies the automatic creation of a payment in transaction in the window Payment In and a deposit transaction in the Transactions tab of the financial account. Select the second option "Process Received Payment(s) and Deposit Press "OK" Openbravo informs about the payment in number created which can be reviewed in the "Payment In" window. Go to the "Payment In" window and search for the payment just created. The current status of the payment is: "Deposited not Cleared". As per "Check" payment method configuration the payment can be post to the ledger at this stage of the flow (upon receipt), in an "In Transit" account". That setup implies that the process button "Post" is shown in this window and the payment can be post. A different setup would imply that it is not possible to post the payment at this stage of the flow, therefore the "Post" button changes as "Post:Document Disable" after trying to get it post. Click "Post" button and review the accounting entries in the "Journal Entries Report" window.

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For a full description of this item please review the Sales Invoice - Payment article of the User Guide.

Sales invoice to payment. Payment In

This flow shows you how to pay a sales invoice through a payment in transaction.

This time, the sales invoice is not "directly" paid as described in the section above, by using the process button "Add Payment", but by creating a payment in transaction.

There need to be not paid sales invoices in status "Complete".

Let's take for instance to create a payment in for a sales invoice issued to Customer A for a total amount of 3.450,00 USD. The first payment of 1.867,32 USD is due dated on the 28-08-2013.

Go to Financial Management || Receivables and Payables || Transactions || Payment In

Click New and complete the form with the following information: Enter a "Payment Date", for instance "28-08-2013" Select the "Customer A" in the field "Received From" Enter the amount of 1.867.32 in the field "Amount". Click on "Add Details" process button. The "Add Payment" window is shown. Complete the window with the following information: Note that the sales invoice is already selected. Press "Process". Once done, it is possible to either just process the received payment or process the received payment and the deposit. Let's choose the second one so this time we can review the created deposit in the financial account. See below. Press "OK"

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For a full description of this item please review the Payment In article of the User Guide.

Go to Financial Management || Receivables and Payables || Transactions || Financial Account

Select My Bank Account financial account and search by either the "Payment Nº" or the "Invoice Nº" in the field "Description". Note that the financial account transaction is in there and includes the transaction or payment date, the deposit amount, the currency and "Deposit not Cleared" status. Note that it is not possible to post the deposit transaction at this stage in the flow, as per the payment method configuration.

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For a full description of this item please review the Financial Account - Transaction article of the User Guide.

Financial account. Add transaction

This flow shows you how to pay a sales or a purchase invoice in the financial account by adding a transaction in the financial account and at the same time a Payment In/Out.

Go to Financial Management || Receivables and Payables || Transactions || Financial Account

Select My Bank Account financial account Click "Add Transaction" process button. Add Transaction window is shown. Select "Received In" in the field "Document" to pay a sales invoice Click "Add Payment In/Out" process button. Add Payment window is shown. Select the "Customer A" in the field "Received From" Enter a "Payment Date", for instance "30-09-2013" Note that the second part of the two invoices issued to this Customer are shown as those are not already paid. Enter an Actual Payment amount, for instance 8091.68 Note that those two invoices are selected. Click Process. Once more there are two actions to take: either to process the received payment, that action just creates a payment out transaction which can later on be selected in the "Add Transaction" window of the Financial Account therefore the deposit transaction is created or to process the received payment and the deposit, therefore the deposit transaction is created in the financial account at the same time as the payment out transaction. Note that the same flow applies in the case of paying a purchase invoice, you just need to select the option "Paid Out" in the field "Document".

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For a full description of this item please review the Financial Account - Add Transaction article of the User Guide.

Financial account. Add G/L item transaction

This flow shows you how to pay a transaction do not related to an invoice but a commission or a bank fee for instance, in the financial account.

This flow requires an additional setup that is:

• to create and properly configure a "G/L item". A G/L item is an accounting item to be used for direct account posting.

Go to Financial Management || Accounting || Setup || G/L item

Click New and complete the form with the following example data: Select Organization as "Oat Biscuit Company". This means that the G/L item is available only for the Organization Oat Biscuit Company. Enter a Name, for instance "Bank Commission". Go to Accounting tab. Click New and complete the form with the following example data: Select a "GLitem debit acct" and a "GLitem credit acct" within a give General Ledger. Those accounts will be the ones used while posting bank commissions related transactions to the ledger.

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For a full description of this item, please review the G/L Item article of the User Guide.

Go to Financial Management || Receivables and Payables || Transactions || Financial Account

Select My Bank Account financial account Click "Add Transaction" process button. Add Transaction window is shown. Select "GL Item" in the field "Transaction Type" Enter a "Transaction Date", for instance 24-07-2013 Select the GL Item Enter the amount paid as bank commission in the field "Paid Out". Optionally enter a description of the transaction in the field "Description". Press OK. A withdrawal transaction is created in the financial account. Note that it is possible to delete that G/L item transaction if needed, as any other by selecting it and then click on "Delete" button at the top. Note that the same flow applies in the case of paying a bank fee, you just need to select the option "Fee" in the field "Transaction Type".

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For a full description of this item please review the Financial Account - Add Transaction - G/L item transaction article of the User Guide.

For additional information take a look into below listed articles:

• G/L Item payments creation - this article shows you how to create a payment in/out in an Openbravo GL Journal by using a G/L item.
• How to manage payroll accounting and payment - this article shows you how to create a payroll payment in an Openbravo GL Journal by using a G/L Item.

Manual reconciliation

This flow shows you how to manually reconcile financial account transactions of any type.

Manual reconciliation can be done by using the process button "Reconcile". This process button is shown whenever there is no a "Matching Algorithm" assigned to the Financial Account.

Bank type transactions

Go to Financial Management || Receivables and Payables || Transactions || Financial Account

Select My Bank Account financial account. Make sure that there is no a "Matching Algorithm" selected in the field " Matching Algorithm". Click "Reconcile" process button. The "Reconciliation" window is shown. Enter a bank statement date, for instance current date that is 26-07-2013 and check the field "Hide Transactions after statement date", therefore the transactions shown to be reconcile are the ones dated before the bank statement date. Select those transactions which can be reconciled with the bank statement lines, by selecting the check-box "Cleared". Enter an "Ending Balance" that reflects the difference between the initial balance of the financial account - the cleared amount. Note that you can either "Save" the reconciliation to keep reconciling later on or just "Reconcile" what's selected. The transactions reconcile changes their status to "Payment Cleared". After that Openbravo informs about the Reconciliation Nº created which can be reviewed in the "Reconciliations" tab.

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For a full description of this item please review the Financial Account - Manual Reconciliations article of the User Guide.

Cash type transactions

This flow requires an additional setup that is:

• to create some "G/L Items" as explained here, for instance a "Food & Beverages" G/L Item that points to the ledger account "6757-Other Expenses".
• and to enter some "G/L Item Transactions" in the financial account as explained here, for instance a "Food & Beverages" payment through the cash account of 115,00 USD.

Go to Financial Management || Receivables and Payables || Transactions || Financial Account

Select Cash Account financial account. Make sure that there is no a "Matching Algorithm" selected in the field " Matching Algorithm". Click "Reconcile" process button. The "Reconciliation" window is shown. Enter a reconciliation date, for instance current date that is 26-07-2013, in the field "Statement Date". Select the check-box "Hide Transactions after statement date", therefore the transactions shown to be reconcile are the ones dated before the reconciliation date. Select those transactions which can be reconciled, by selecting the check-box "Cleared". Enter an "Ending Balance" that reflects the difference between the initial balance of the cash account and the cleared amount, in our example (1.000,00 - 115,00). Note that you can either "Save" the reconciliation to keep reconciling later on or just "Reconcile" what's selected. The transactions reconcile changes their status to "Payment Cleared". After that Openbravo informs about the Reconciliation Nº created which can be reviewed in the "Reconciliations" tab.

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For a full description of this item please review the Financial Account - Manual Reconciliations article of the User Guide.

Automatic reconciliation

This flow shows you how to automatically reconcile financial account transactions by manually entering or importing a bank statement.

Automatic reconciliation can be done by using the process buttons "Import Statement" and "Match Statement". These process buttons are shown whenever there is a "Matching Algorithm" assigned to the Financial Account:

• Go to Financial Management || Receivables and Payables || Transactions || Financial Account.
• Select My Bank Account financial account.
• Select the "Standard" matching algorithm in the field "Matching Algorithm".

Manually entered bank statement

This flow shows you how to automatically reconcile the transactions of a financial account after entering a bank statement manually.

Go to Financial Management || Receivables and Payables || Transactions || Financial Account

Select My Bank Account financial account. Go to the "Imported Bank Statements" tab. Click New and complete the form with the following information: Enter a bank statement Name, for instance "My Bank Account Statement 20-08-2013" Enter 20-08-2013 as "Import Date" and "Transaction Date" Go to "Bank Statement Lines" tab Click New and complete the form with the following information: Enter 16-08-2013 as "Transaction Date" Enter a Reference Nº, for instance "Customer A payment" Select the Business Partner, for instance "Customer A" and enter 62.25 in the field "Amount In". Click "Process" button Click "Match Statement" button. A new window named "Match using imported Bank Imported Lines" is shown. That window shows a match between the manually created statement line and an existing financial account transaction, that is a deposit of customer A for the same amount, 62.25. Select the match and "Reconcile". Note that the deposit transaction will show now a "Payment Cleared" status in the "Transaction" tab of the financial account.

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Imported bank statement

This flow shows you how to automatically reconcile the transactions of a financial account after importing a bank statement.

This flow requires an additional setup that is:

• to have a file import module installed and its dataset applied, for you to be able to import a bank statement file.

Note: You must be logged in as System Administrator.

Go to General Setup || Application || Module Management Move to the "Add Modules" tab and search for the import bank file format of your bank, for instance OFX Bank Statement Format Click "Install Now" and follow the instructions.

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Note: Log into My Test Client, which you created in the Initial Client Setup section above, using the Test Admin user name and the password you defined.

Go to General Setup || Enterprise Model || Enterprise module management Select "*" organization so the OFX Bank Statement Format is available for all the organizations within the Client. Select "OFX Bank Statement Format" Reference data Press OK Openbravo informs that the process has been completed successfully.

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Go to Financial Management || Receivables and Payables || Transactions || Financial Account

Select My Bank Account financial account. Click "Import Statement" button. The window "Import Bank File" is opened. Browse for the Bank File to import Select "Standard OFX" in the "File Format" field. Press OK. Openbravo informs that the process has been completed successfully. The imported bank Statement can be reviewed in the "Imported Bank Statements" tab. Once imported, the bank statement is automatically "Processed".

For a full description of this item please review the Financial Account - Import Statement article of the User Guide.

Click "Match Statement" button. The window "Match using imported Bank Statement Lines" is opened. This window shows the matching if any of the financial account transactions and the imported bank statement lines. Select the transactions that matches Add the transaction that does not match by using the green cross icon, if applicable. Press "Reconcile" button.

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For a full description of this item please review the Financial Account - Match Statement article of the User Guide.

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