Category:Coworking:User Guide

Introduction

Welcome to the Openbravo for Coworking User Guide.

This user oriented document has been designed with the aim of guiding through the process of learning Openbravo for Coworking, a vertical solution to manage coworking spaces. Openbravo for Coworking is built on top of Openbravo 3.

This user guide is split in several parts:

Openbravo 3 User Interface

If this is the first time you take a look into Openbravo, this is the right place to get valuable information which will help you at the time you first use Openbravo. This part gives an overview of the navigation, grid and form editing, tabs, filtering and interface customization.
If Openbravo is not new for you, you will discover new user interface capabilities which will make your daily work activities much more efficient

Openbravo 3 User Interface

Business Flows

This part lists and briefly explains a set of business flows.

There are several key business areas such as membership management, procurement, resource reservation, sales etc., tipically present in a coworking organization.
Those key business areas are related between each others, which leads us to the definition of the business flows.

To put us in context, each business flow is listed and briefly explained below:

• New coworking space setup checklist: Follow this checklist in order to complete the configuration of your new coworking space.
• Procure to Pay manages the life-cycle of a procure process from the moment the company requests or orders goods, all way through warehouse staff receives the goods and until the supplier invoice is paid.
• Membership Management manages from new leads follow-up to service contract management and invoicing.
• Resource reservation to invoicing addresses resource reservation (e.g meeting room reservations, etc...) in self-service, to resource consumption invoicing.
• Order to Cash 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 and until the buyer pays the invoice.
• Payables and Receivables Management addresses customer collections and supplier payments.
• Bank Statement to Bank Reconciliation addresses the business process for entering and reconciling bank statements with account payable or receivable transactions and cash balances in the general ledger.
• Period End Close to Financial Report manages daily accounting activities as well as the life-cycle of an accounting period.
  It also allows the business processes for the production of internal and external financial and tax reports.
• Asset Acquisition to Dispose manages global assets life cycle from acquisition to disposition, including depreciation and other write-downs.
• Budget Analysis is all about taking an holistic approach for managing budgets to achieve a single view of the company.

Each of above listed business flow is explained in deep within the Openbravo application area where it can be executed.

Common Concepts & Processes

Openbravo for Coworking has been designed to allow an easy and intuitive way of working.
This approach implies that many concepts and process are common ones, therefore are present all along Openbravo.

This section lists and describes Openbravo concepts and processes with the aim of avoiding that the same concept or process is explained more than once.

Common Concepts & Processes

Openbravo Application Areas

Openbravo is split into different application areas. Each area is represented by a separate folder accessible from the Application menu in the top navigation screen area:

Application Menu

Each business area includes separates folders for:

• the setup or configuration required for that business area to work
• the transactions which can be executed within that business area
• the reports which can be launched to get accurate and relevant data about that specific business area
• and the advanced features which can also be executed once shown within that business area.

Therefor this section of the User Guide details:

• how to configure
• hot to use
• and how to analize

each Openbravo application area within the corresponding business flow.

General Setup

General Setup is the place where to configure basic Openbravo settings such as the enterprise model, users and roles as well as other more advance setting such as alerts, preferences and processes.

Master Data Management

Mater Data is a central repository of data where key information such as business partners and products can be created, configured and therefore shared accross other Openbravo application areas.

Procurement Management

Procurement Management supports the management of the orders, goods receipts and purchase invoices as well as the analysis of purchase related data.

Sales Management

Sales Management addresses the life-cycle of a sales process and besides provides the tools to analyze sales related information.

Contract Management

Openbravo for Coworking solution offers a powerful contract management module, that allows to dinamically manage all your memberships.

Resource and Reservation Management

Configure all the desks, offices, meeting and rooms or bookable spaces and set the booking options to be used in Members Portal, contracts or sales orders.

Financial Management

The "Financial Management" area supports daily accounting activities such as payable and receivable accounts management, assets amortization as well as the opening and closing of the accounting year.

How To

There are a series of How To documents addressing areas of special interest. Many of the guides present how to achieve particular business goals in a manner supported by Openbravo.

Appendix

Glossary

In Glossary you will find a brief and clear explanation about Openbravo main terms.

Screens Reference

In Screens Reference you will find a single repository of information about all Openbravo screens, fields and entities.

Final Note

Finally, it is important to remark that:

• This document refers to Openbravo 3 Professional Edition.
  Users of other editions, including Basic and Community Edition, can still refer to this document but will find that some sections are not applicable to their product.
• Each Openbravo application area includes additionaly an Advanced Features section that describes features hidden in the default configuration because they are not commonly used.
  These sections describe how to make advanced features accessible, how to setup your Openbravo system to use them and how you can use them.
• This document is not oriented to explain concepts or processes accessible for "specific" roles in an organization, but for a role which has no access restrictions.

User Guide is thick. Cannot make your way through it? Learn how to navigate these materials from the following blog post.