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| | == HR Business Flow == | | == HR Business Flow == |
| − | Procure to Pay workflow manages the life-cycle of a procurement process.
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| | Due to its complexity and different roles involved it is convenient to split Procure to Pay down into two main sub-processes: | | Due to its complexity and different roles involved it is convenient to split Procure to Pay down into two main sub-processes: |
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| − | # Requisition to Receipt process starts by the creation and management of purchase requisitions and corresponding purchase orders to the moment the warehouse staff receives the merchandise.
| + | [[image:HumanResourceBusinessFlow.png]] |
| − | # Supplier Invoice to Payment continues previous sub-process by registering the supplier invoices and closes it by paying supplier invoices.
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| − | [[image:ProcureToPayBusinessFlow.png]] | |
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| | ====Configuration==== | | ====Configuration==== |
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| | Any member of the organization allowed to do so can directly issue a Requisition as a result of an organization or business unit need. | | Any member of the organization allowed to do so can directly issue a Requisition as a result of an organization or business unit need. |
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| − | *The requestor creates a new document in the Requisition window, enters a "Need by date" and then looks for the product or service needed. If the product does not exist it can be entered at that time in the Product window.
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| − | * Purchase staff manages requisitions in the Manage Requisitions window.
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| − | * Purchase staff can change any data of the requisitions created in draft status, and besides can look for the supplier to be used in the Business Partner field. if the Business * * Partner does not exist, it can be entered at that time in the Business Partner window.
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| − | * Puchase staff can also enter the purchase net unit price and discounts if any, once known.
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| − | * Once the requisition is ready, it is completed. The Document Status of the requisition changes to Completed and can then turn into a purchase order.
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| − | BR staff:
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| − | *can massively create Purchase Order/s for the Completed Requisitions in the Requisition to Order window by searching and then adding requisition lines do not linked to an order yet. The purchase order/s created that way are shown in the Purchase Order window in Booked status.
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| − | Finance staff:
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| − | * Registers supplier invoices in different ways:
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| − | ** With the Goods Receipt window, Finance staff can generate an invoice from a Receipt in status Complete.
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| − | ** With the Purchase Invoice window, Finance staff can enter supplier invoices:
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| − | *** in a manual way
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| − | *** or by retrieving purchase orders or receipts lines pending to be invoiced
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| − | *** or by copying invoice lines from existing purchase invoices.
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| − | * Registers landed cost invoices and match those "invoiced" landed costs with the landed costs:
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| − | ** booked directly in a receipt(s)
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| − | ** or booked through a landed cost document.
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| − | * Processes and Posts landed cost matching.
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| − | * Once a Purchase Invoice is Processed a Payment Plan of the invoice is created based on the payment terms agreed with the supplier and the purchase invoice can be posted to create the accounting entries of the invoice. Afterwards, the payment plan can be modified.
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| − | Additionally:
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| − | * The Matched Purchase Orders view helps Finance staff to have a look at the order or receipt lines which have not been invoiced yet by a supplier.
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| − | * Finance staff is able to review past supplier invoicing information in the Purchase Invoice Dimensional Report
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| − | Purchase expenses can be recognized in different ways:
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| − | * In most cases companies would recognize the expense as soon as the purchase is made. For instance a company buying consumable products that are not capitalized. In Openbravo, in this situation, the expense is generated as part of the accounting of the purchase invoice corresponding to the transaction.
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| − | * Under some circumstances, however, it is required to defer the expense recognition. For instance a company purchasing a business insurance for the duration of a year would want to distribute that expense over 12 months. In Openbravo, in this situation, the expense can be deferred within a given number of periods by entering an expense deferred plan in the purchase invoice lines.
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| − | For a full description of this functionality please review the [[How to manage deferred revenue and expenses]] article.
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| − | Finally, the finance staff is in charge of making and managing the supplier payments:
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| − | * Supplier payments can be made in the Purchase Invoice window by using the Add Payment button. It is also possible to made a prepayment against a Purchase Order.
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| − | Detailed payment management documentation is available in the [[Financial Management // Receivables & Payables]] application area and in the [[How to manage prepaid invoices in payables]] article.
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| − | == '''Supplier Returns Business Flow''' ==
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| − | This workflow manages the return of purchased goods back to the supplier. Due to the consequences of returning it is convenient to split Supplier Returns down into two main sub-processes:
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| − | # Supplier Return to Debit: This process manages the return of goods back to the vendor and the request of a debit.
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| − | [[file:SupplierReturnDebit_3_0.png]]
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| − | # Supplier Return to Replacement: This process manages the return of goods back to the vendor and the request of a goods replacement.
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| − | [[file:SupplierReturnReplacementWKflow.png]]
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| − | Configuration
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| − | Nothing special needs to be configured before performing the process but the window Return reasons
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| − | Execution
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| − | In Procurement Management the Return to Vendor business process is executed as follows.
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| − | Procurement staff:
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| − | * Creates a new document in the Return to Vendor window and looks for the vendor name in the Business Partner field.
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| − | * And continues by adding lines clicking the button Pick/Edit lines
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| − | ** It is possible to pick goods receipt lines and edit the quantity you want to return, price
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| − | * Once the Return Material document is accepted by the Vendor you can process it clicking the button Book. The status of the document changes from Draft to Booked
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| − | * Only Booked documents can be shipped to the vendor
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| − | Warehouse staff:
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| − | * Creates a new document in the Return to Vendor Shipment window and looks for the vendor name in the Business Partner field.
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| − | * And continues by adding lines clicking the button Pick/Edit lines
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| − | ** Return to Vendor lines are picked
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| − | ** It is possible to edit the quantity to be shipped
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| − | * Once the document is ready process it by clicking the button Complete. The status of the document changes from Draft to Completed
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| − | * Completed shipment updates stock information (product levels go down)
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| − | Finance staff: To invoice these documents go to Purchase invoice window. All scenarios are covered:
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| − | * If the vendor sends an invoice just for that specific document you need to select a Reverse purchase invoice document type and then select the lines through the Create lines from button
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| − | * If the vendor sends an invoice with the original purchase order plus the return materials order you need to select a Purchase invoice document type and then select * the lines through the Create lines from button
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| − | * If the vendor doesn't send an invoice for the return materials order but wants to keep it as credit so you can use it later you have to:
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| − | ** Create a Reverse purchase invoice for this return materials
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| − | ** Leave it as credit to be used later through the Payment out window
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| − | ** A new purchase invoice based on the original purchase order can consume that credit
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| | == '''Relationship with other application areas''' == | | == '''Relationship with other application areas''' == |
Introduction
ToDo.
This application area of Openbravo covers Requisition to Receipt and Invoicing parts of the Procure To Pay business flow and Supplier Returns business process.
For Payments Management of Procure To Pay see Financial Management // Receivables & Payables application area.
HR Business Flow
Due to its complexity and different roles involved it is convenient to split Procure to Pay down into two main sub-processes:
File:HumanResourceBusinessFlow.png
Configuration
The following setup needs to be done before performing the process:
- Employee
- Overtime Rules
- Business Partners (Vendors & Suppliers).
- Tac Rate
Products need to be configured prior any purchase requisition is issued.
Each product that is being purchased needs to have a price in the purchase price list in order to be selectable in any transactional document like a purchase order or a purchase invoice.
Business Partners need to be configured prior any purchase requisition can automatically turns into a purchase order.
Please refer to Business Partner Setup and Business Partner for more information.
Execution
In Procurement Management the Procure to Pay business process is executed as follows:
Any member of the organization allowed to do so can directly issue a Requisition as a result of an organization or business unit need.
Relationship with other application areas
Procurement Management has a relationship with other application areas:
Please find below detailed description of all windows and reports of the Procurement Management application area.
Payroll
Openbravo Procurement Management provides a flexible and automated procurement workflow.
Starting from here you will learn how to operate Openbravo procurement management.
Analysis Tools
Setup
Loan
Jamsostek
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Overtime and Emergency Call
Business Trip
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Related Desktop Application
Background Processes
