AccountingOpen or Close
The accounting in OpenERP allows you to manage your daily accounting operations and provides you with an efficient tool to perform real time financial analysis . You can configure your accounting structure from A to Z and automate recurring actions, like payments and budget follow-ups. The analytic accounting modules (OpenERP can support one or multiple analytic charts) will enable you to drive your strategic enterprise decisions.
Receivables include every accounting documents related to your customers: customers invoices and refunds as well as receivable vouchers (like a till receipt for example). Most of customer invoices are generated automatically from sales orders by OpenERP, but you can also create some manually. OpenERP allows you to review, confirm, cancel, pay or refund your customers' invoices.
Payable a in similar way include every accounting documents related to your suppliers: vendors invoices and refunds, and payable vouchers. Supplier invoices are usually generated automatically by the OpenERP (as a result of a procurement order or a production order, for instance) but you can also create some manually. OpenERP allows you to review, control, confirm, cancel, pay, refund your suppliers' invoices.
Bank and Cash
You can manage all your bank and cash operations here. OpenERP provides a bank statements management (you encode the statements sent by your different banks), and also a cash and check register for all your cash and check transactions. These tools will simplify your data entry by creating automatically the counterpart for any validated entry you will encode.
All charts are grouped under this menu. You'll find the chart of accounts, chart of analytic accounts and chart of taxes. Each chart is presented in a hierarchical structure for an easy reading and you can have access to all accounting entries in each account by double-clicking on it.
You'll find all accounting entries grouped in this menu, from any type (receivables, payable, cash, etc) and you'll use it for entering manually the miscellaneous transactions.
OpenERP provides a budgets management tool for both financial and analytic budgets. You can manage the same budgets from three different points of views, according to the user role: the Accountant will work on master and consolidated budget, the Project Manager will work on analytic budgets for his projects and the Department manager would prefer to get a consolidated view on budget positions.
Entries to Review. The user will be able to tag any entry as “To be reviewed”. This functionality is used when the user is not sure about his entry and would like it to be checked by a certified public accountant, for example. This one will find in this menu all tagged entries to check.
Reconciliation. For an invoice to be considered as paid, the invoice entries must be reconciled with counterparts, usually payments. OpenERP provides you an automatic or manual reconciliation tool. With the automatic reconciliation functionality, the system will make a search to find invoices entries that correspond to amounts payed by your partners. With the manual functionality, you'll have to make this search yourself by comparing entries in a series of accounts.
End of Period. Each accounting entry in OpenERP is defined by an effective date and this date defines in which period the entry will be posted. You can divide your fiscal year in a series of periods that you have to close at the end of each one. You can work on different periods in parallel as long as they are still opened (for example, at the beginning of a new period, you still receive some supplier invoices to impute in the previous period). Once a period has been closed, you will no longer be able to post any entry in it. The same process is applied for closing a fiscal year.
Billing. If you work with the timesheet module, you'll find here all timesheet lines that need to be invoiced to the partner.
Recurring Entries. OpenERP provides a tool to create and manage recurring entries, means entries that will be created automatically by the system during a defined period. For that, you have to create a model of any document (like an invoice, for example) with entry model lines. Then, for the system to generate the recurrent entries, you define a number of time and a time interval (for example, to generate the same entries each month during one year, you will define a model for 12 times and 1 month as time interval).
Legal Reports. You will find under this menu all legal statements that you need to send to your financial administration. The General Ledger, Account Balance, Profit and Loss report and Balance Sheet are grouped here. You'll also find your General and Central Journal Reports. Following your local specifications, you'll find additional legal statements, like the VAT declaration or Intracom Listing for the Belgian legislation, for example.
Generic Reporting. This menu will give you all necessary reports concerning your partner accounts, like the Partner Balance (which is an analysis by partner, representing the cumulative credit balance), the Aged Partner Balance (which is a more detailed report of your receivables by a defined time interval) and finally the Partner Ledger (this report gives you detailed accounting entries by partner). You will also find in the Generic Reporting menu all reports concerning the analytical aspects: access to your Chart of Analytic Accounts for an analysis by analytic account, you can print your Analytic Journals for a selected period, check your Account Cost and Revenue by Journal, see the Analytic Lines to Invoice, etc. Finally, the Generic Reporting provides you some Custom Reporting (with customized indicators) and some useful Statistics reports (like analyses on Invoices, Accounting and Analytic Entries).
Follow-ups. With this menu, you can follow and check for the reminders to send and sent to your debtors or creditors.
CRMOpen or Close
OpenERP CRM and sales management allows you to track your sales activities from the first contact all the way to the fulfilment of the sales order. Leads initiated from the contact form on your website are automatically integrated in the CRM. OpenERP allows you to keep track of all mails and documents exchanged with the customers.
Our integration with Microsoft Outlook, Thunderbird or mobile phone’s allows your team to continue working the way they like, while keeping full synchronisation with leads, opportunities and documents.
A lead is a first, unqualified, contact with a new prospect. Use leads when you import a database of prospects or integrate your website's contact form with OpenERP. After having been qualified, the lead can be converted to a partner and a business opportunity for a further detailed tracking of the related activities.
Opportunities allow you to track the pipeline of your best deals: history of the communication, expected revenues, stage of each opportunity, expected closings, etc. Opportunities are usually connected with the email gateway which allows you to keep the history of the mails exchanged with the customer. Your teams will be able to schedule meetings and phone calls on opportunities, to convert opportunities into quotations, to manage documents related to the opportunity and to track all activities related to this customer.
The sale order manages the invoicing, the product fulfilment and the delivery processes. OpenERP can handle products, services and consumables. A sale order can trigger tasks, manufacturing orders, purchases, etc. It supports several invoicing methods according to your configuration: from the sale order, the pickings, etc.
Customers. The Address book manages your customer list. The form for customers allows you to record details on your customers (address, contacts, price-list, account, etc.). With the history tab, you can follow all moves and transactions related to a customer, like sales order, claims, etc.
The calendar of meetings is shared between sales teams and is fully integrated with the other applications like employee holidays. You can also synchronize meetings with your mobile phone using the caldav interface.
Easily trace all your Inbound calls. The Inbound menu opens a search view in editable mode, so that you can easily modify or add a new call record. With the action buttons convert a lead into an opportunity or plan a meeting. The Outbound menu opens a search view in editable mode, so that you can easily modify or plan a new call. Action buttons allow you to make your call status evolve for a better follow up of your planned calls. During calls, convert your lead into an opportunity, plan a meeting or cancel it.
Lines to invoice opens a search view with sale order lines and their status. You can use this menu to create invoices from sale order lines that are already delivered but not invoiced yet.
After Sales Services
Claims. Record and trace your customers' claims here. A claim is defined by a clients name, several types, status and a priority level. A claim can also be a preventive or repairing action. A claim can be linked to a reference like a sales order, or a product lot number. You can send emails with attachments directly from OpenERP and get the history of the claim treatment (emails sent, interventions type, etc.).
Like records and processing of claims, Helpdesk and Support are good tools to trace your interventions. This menu is more adapted to oral communication, which is not necessarily related to a claim. Select a customer, add notes and categorize your interventions with a channel and a priority level.
Fund Raising. When you wish to support your organization or a campaign, you can trace all your activities for collecting money. The menu opens a search list where you can find fund descriptions, email, history and probability of success. Several action buttons allow you to easily modify your different fund status.
Products category opens a tree structure view of your products by category. In OpenERP, a product is something you can buy and sell. It can be a raw material, a stockable product, a consumable or a service. The product form contains detailed information on the products, like procurement logistic, sales price, product category, suppliers, etc.
Documents give you access to all attached documents; it's a repository of all attached documents (mails, documents attached to a project, etc.)
FAQ is a wiki page used to share frequently asked questions.
With Sales Analysis consult your sales total amount according to different group criteria (salesman, partner, product, etc.)
Leads Analysis allows you to consult different information relative to the CRM. Check for treatments delays, number of responses given and emails sent. You can sort out your leads analysis on different groups to get a detailed analysis.
Opportunities Analysis menu gives you instant access to your opportunities like expected revenue, planned costs, over-passed deadlines or the number of exchanges by opportunities.
Get an analysis of Phone Call numbers and delay to close, stage, user suits to different groups for a global or a more detailed analysis.
Helpdesk allows you to consult different information relative to support demands. Check for treatments delays, number of responses given and emails sent as well as costs. You can sort out your analysis on different groups to get a fine grained analysis. (expression “a fine-grained analysis” à vérifier)
With Fund Raising get at a glance, a view to your fund raising campaigns with the estimated revenues, average probability and delay to close.
Shipments Analysis opens a search view with all your shipments (in and out quantities), their total value, planned and actual dates. You can sort out your analysis on different groups to get fine grained analysis.
Human ResourceOpen or Close
OpenERP Human Resources provides a complete set of tools that allows companies to manage the most crucial assets in their organization – their workforce. It includes applications for managing recruitments or performance evaluations. It also provides the tools to track and manage attendance, leaves of absence and timesheets.
The employee directory centralizes all the data related to your employees: from their individual data and photo's, up to their hourly estimated costs which will be used for the time-sheets. Each employee belongs to a department. The concept of departments is used to structure your company and to manage documents, access rights and validation flows (expenses, timesheet, leaves, recruitments, etc).
OpenERP allows you to define several allowance types (paid holidays, sickness, etc) and manage them either at company level, at department level or on a case by case basis (e.g. : compensatory time given for extra hours). Leave requests can be recorded by employees and validated by their managers. Each employee can easily check his remaining days before encoding a request. Once a leave request is validated, it appears automatically in the employee's agenda.
Time Tracking is based on 2 major concepts: attendances and timesheets.
Attendance tracks the time spent by an employee in the office. Employees can sign in and sign out manually. This process can be automated by connecting to an external attendance machine through OpenERP's web-services.
Timesheets tracks the time spent by an employee on a given project. Employees can fill in a timesheet periodically (on a weekly or monthly basis for instance) and indicate the time spent on different projects and/or analytic accounts. By linking timesheets, hourly costs and analytical accounts, a manager can track the costs spent on a given project. Time sheets can also be used in certain industries to compute the charges to be billed to the final customer.
OpenERP provides a complete solution to manage employees' expenses. During the course of the month, employees record their expenses. At the end of the month, their manager validates their expense sheets. Cost are then allocated on projects/analytic accounts. The accountant validates the proposed entries and the employees can be reimbursed. The company can also charge customers for the employee's expenses at the end of the process.
Each employee can be assigned to an evaluation plan. The plan define the frequency and the way periodic personnel evaluations are managed. OpenERP allows you to choose between several types of evaluation processes: bottom-up, top-down, self evaluation and final evaluation by the manager.
Interview Requests are generated automatically by OpenERP according to the employee's evaluation plan. Each manager and eventually colleagues receive automatic emails and requests to perform an evaluation for a given employee.
Incoming job enquiries can be managed by integrating OpenERP with your email gateway. Every email sent to a dedicated e-mail address (e.g. firstname.lastname@example.org) automatically creates an applicant request and links any attachments such as a CV. OpenERP allows you to create and manage your own recruitment process by letting you define each step in the process. You can also define automatic e-mails that will be sent to the applicant at any of the recruitment steps (for example an acknowledgement letter at the receipt step or rejection letter at the closing step). You no longer have to worry about keeping candidates updated of where they stand in the recruitment process.
Many reporting on time and employee trackings are provided. The reporting system is completely integrated with the cost accounting module. It allows you to set up a management by affair and to generate invoices based on costs (human resources, expenses ...). You can also generate time-sheet profit's reports and analyse staff performance.
ManufacturingOpen or Close
Manufacturing in OpenERP allows you to manage your supply chain in a complete and accurate way. You can manage resources like human resources or machines. You will be able to create multi-level bills of materials and their corresponding routing for assembling or manufacturing finished products. A scheduler tool will then deliver the planning and will launch all manufacturing orders and purchase orders when necessary. A control system will inform you in case of problems during the supply process. Finally, you can analyze your supply chain efficiency thanks to a list of useful reports.
Resources. OpenERP allows you to manage two types of resources; materials and human resources. Resources are defined by their working time and/or their capacity (number of operations done in parallel in a work center, time to complete a production cycle).
Working period allows you to define the period of activity by day.
With Resources Leaves you can specify the days or periods of inactivity for any resource.
Master Bills of Materials describe the list of raw materials or sub-products used to make a finished product. The hierarchical structure allows you to manage multi-level bill of materials.
Bills of materials Components are components and sub-products used in Master bills of materials.
Routings define the list of operations to be done in a work center to manufacture or assemble a given product. One bill of material can be linked to one routing, which describes how to manufacture or assemble the product.
Work Centers are independent units within the manufacturing facility, consisting of one or several people and/or machines. Work centers are used for the purpose of forecasting and capacity planning.
Compute schedulers. The scheduler is the heart of the ERP system in terms of planning. It organises manufacturing orders based on priorities (sub-products manufacturing, dates required, etc), launches purchase orders for missing components and assigns products in stock.
The scheduler tool is usually planned to be launched automatically once a day. This frequency can be adjusted depending on your company's sector and needs. You can also run it manually should you need to.
Manufacturing Orders describe the list of raw material that will be used for each stage of production. Raw material can be consumed all at once or progressively during the production process. In addition OpenERP provides scrap management. Partial production is also possible.
The procurement order will schedule a proposal for automatic procurement for the product which needs replenishment. This procurement will start a task, either a purchase order form for the supplier, or a production order depending on the product's configuration.
Work Orders are manufacturing operations required to produce or assemble products. The different work orders will have different impacts on the costs of manufacturing and planning, depending on the available workload.
Procurement Exceptions. In the MRP process, procurements orders are created to launch manufacturing orders, purchase orders, stock allocations, etc. Procurement orders are generated automatically by the system and unless there is a problem, the user will not be notified
In case of problems, the system will raise some procurement exceptions to inform the user about blocking problems that need to be resolved manually (like, missing BoM structure or missing supplier).
Work Center Load is a projection of loads in a work center for a given a period. The load is expressed in hours (for human resources) or cycles (for machines)
Weekly Stock Value Variation enables you to track the evolution of the stock value, according to the level of manufacturing activities (consumption of raw materials, production of finished goods, added accounting value of stock) as they progress in the transformation process.
MarketingOpen or Close
Lead Automation with Marketing Campaign
Lets start with an example
The first step in the campaign can be the formal announcement of your product with a free sample to people who fill in the information form. 4-5 days later you ask for a review from these customers followed by an option to buy. You could also leave a form with your product. From the set of all these customers you focused, two subsets are formed. Those who responded to our campaign by buying or stating interest and those who never responded to our campaign.
Now the unresponsive set becomes our target and we send another email asking for feedback and the reason for not buying. The sales team arranges a call to have a direct interaction with the customer. The feedback and responses are recorded and based on them a set of dissatisfied customers would be sent suggestion forms.
What are the questions you should focus on?
Designing every marketing campaign is mostly a long term process and the success of any campaign depends on the research and the effectiveness in the selection of customers in the campaign. There are certain questions that every marketer always asks while designing his/her campaign.
- Q. What would be our marketing campaign?
- Q. Who would be the target audience on whom our respective campaign revolves around?
- Q. How would we measure the effectiveness of our campaign?
What about the OpenERP Marketing Campaign?
The OpenERP campaign works on the basic principle of lead automation whereby a lead is created based on a specific response by a customer towards a stimuli. Eg: Filling the subscription form in your website or based on the preferences he/she selected while creating account in your discussion forums etc.
The first step is defining the campaign i.e. the sequence of steps we would be undertaking in the course of time. On defining the campaign we trigger a set of activities in the marketing campaign module of OpenERP. Based on the lead automation we define the sequence of steps we ought to follow, the modes of creating and processing these activities and the cost involved with these campaign. Thus after each activity and based on its respective stimuli we can trigger the next event of the respective campaign.
Why is the Segment important?
The two most important points for any campaign to be successful is adoption of a concrete methodology of execution and choosing the right segment: a target loop of customers on whom our campaign would be directed. Inappropriate focus on segment would result in the campaign being misfired and our efforts would reach deaf ears.
Using the Segment tab in the Campaign module we can define our segment w.r.t the Campaign activity, since it is possible that with every step downwards our segment gets narrowed in terms of number. You can also synchronize the entire campaign steps based on our defined segments.
How is Marketing Campaign related to CRM?
The Marketing Campaign module is closely synchronized with the CRM module. Initially,let us consider the segment we cater in the campaign as Leads. Goals are set for each campaign which would be considered as a desired state. Once a lead accomplishes our objective criteria of goals we change their status by converting them into Opportunity (i.e. we should give focused attention to those leads). Once the lead satisfies our final objective we would consider them as a partner/customer and close that lead.
Lets go for a more discrete example with the email marketing campaign we follow at OpenERP for our SAAS offer. Whenever someone subscribes to OpenERP online he/she fills a form which in-turn becomes the lead of OpenERP SaaS offer Campaign. Our SaaS salesperson triggers the marketing campaign by sending an introductory email of services we offer and thanking for subscribing for the one month free trial. Based on the response we plot whether the lead is interested in OpenERP SAAS offer,Training or buying the OpenERP book. Significantly these are our subsets and based on their cues we send them email catering that respective needs. If they respond back with the interest they are converted into the opportunity and thereby on subscription of our services they become our partner. In lack of response we sent them another reminder regarding the offer after a weeks duration. If they still did not respond our salesperson gives a voluntary call inquiring their needs. Hence like a flowchart we can trigger a respective activity for every possible cues. The chances of lead going unattended thus goes very low, and for every lead we have a predefined method of treating it and we could measure it with our goals. Based on the goals we can also evaluate the effectiveness of our campaign and analyze if there is a room of improvement.
ProjectOpen or Close
OpenERP’s project management can manage projects of any nature. They can be related to Services or Support, Production or Development. It allows you to organize your activities in tasks and plan the work you need to get these tasks completed.
The system allows you to plan your allocation of resources on a short and long term basis. You can schedule automatic email communications to inform your partners of the project progress status. Gantt diagrams provide graphical representations of your projects, as well as of the resources availability and workload. With the Caldav functionality you can get access to scheduling information on a remote server.
Projects. A project contains a set of related activities that will be performed by your company. Any project can be put into a hierarchy, as a child of a Parent Project. This allows you to design a large project structure, very useful for work organization.
Tasks. A project is composed of a set of tasks to be completed. A list view allows the manager to quickly check for task status and make it evolve, delegate tasks, etc. A search tool allows a multi-criteria sort of activities.
Issues. OpenERP allows you to manage the issues you might face in a project like bugs in a system, client complaints or material breakdowns. A list view allows the manager to quickly check the issues, assign them and decide on their status as they evolve.
Messages. An in-project mailing system permits an efficient and traceable communication between project members. The messages are kept in the system and can then be used for post-analysis.
Long term planning
Project Phases. You can subdivide your larger projects into several phases. For each phase, you can define your resources allocation (human or engine), describe the different tasks and link your phase with previous and following ones, as well as adding constraints linked with dates and scheduling. A Gantt view of your project is also available from this menu.
- Compute Phase Scheduling. To schedule phases of all projects or only a specified project. It then opens a Gantt view.
- Compute Tasks Scheduling. This button has the same purpose as the previous one and is used only for projects that are not cut in phases, but are only made of a list of tasks.
Resources. Get access to all your resources available for your project. You can do multi-criteria research to facilitate your resource selection, by type and company for instance.
Time-sheets. Employees can encode their time spent on different projects. A project is an analytical account and the time spent on a project will generate costs on the analytic account.
Working hours. This functionality gives you a list of work done by user, product and analytic account (or project). A search tool allows you to make fine-grained analysis.
Tasks Analysis allows you have access to different information concerning your project tasks such as closing delays, tasks progress, etc. You can sort out tasks by several criteria to get your own customized analysis.
Project Issues. Track your projects issues and fixing delays with a high level of accuracy. A multi-criteria search tool allows a detailed analysis.
PurchaseOpen or Close
OpenERP provides a complete Purchase Management application which enables you to create and track your purchase orders, to manage your suppliers' address book, to control your products reception process (with the possibility to manage partial receptions) and to check suppliers' invoices. Customers can create their own personalized analysis with the reporting tool.
Request for quotations
A request for quotation is a purchase order which is non-validated yet. To be validated an order needs to be approved by both the company's management and by the supplier (e.g.: to confirm that the supplier will be able to deliver the requested quantity). It's just the first step in the purchasing process. The RFQ specifies the product(s) and quantity needed and ask for the supplier's best offer. Some RFQ are created manually by the purchasing department, others are generated automatically by the system (due to minimum stock rules or a specific product configuration, for example).
The Purchase Order is a confirmed Request for quotation. Once the Purchase order is confirmed, it will trigger a reception form which will be used to check the supplier's delivery and a pro format invoice ( based on the ordered quantity or on the received quantity) which will be used to check the supplier's invoices . All Purchase Orders are accessible in a list view. It allows you to consult and manage your orders according to their different state or according to any other criteria.
Suppliers. The Address book provides you with the list of your suppliers. A form is created for each supplier in which you record such information as the address, contacts, price-list... With the history tab, one can follow all moves and transactions related to a given supplier, such as purchase orders, claims, etc.
Contacts menu will give you access to all your suppliers' contacts and their addresses.
Incoming Shipments. The Incoming Shipments represent all suppliers orders to be received, generated by the purchase orders confirmations. The system allows you to manage back orders, automated inventory valuation, serial numbers and quality control.
Incoming Products. By default, incoming shipment are organized by purchase order, but you can also use the menu “Incoming Products” to manage reception control by orders lines (in case of multi orders reception or when the delivered items don't necessarily coincide with the orders).
Supplier Invoices to receive. This menu groups all “pro format” suppliers invoices based on the original quantities and prices mentioned in the purchase orders. “Supplier invoices to receive” are used as a control tool as they will be compared with the real invoice sent by the supplier. They are generated by the system, but you can also create some manually.
Purchase Lines not Invoiced. This menu is used when you work with the reception by Incoming Products. As you work by order lines, each confirmed line reception will generate a Purchase line not invoiced and you can check and validate if quantities and prices correspond to the original Purchase Order.
In OpenERP, a product is something you can buy and sell. It can be a raw material, a stockable product, a consumable or a service. The product form contains detailed information on the products, like procurement logistic, sales price, product category, suppliers, etc.
Purchase Analysis allows you to consult your purchases total amount according to different group criteria (by supplier, by products, etc)
Receptions Analysis opens a search view with all your receptions, their total value, planned and actual dates. You can sort out your analysis on different groups to get your personalized analysis.