Module 6Business Process and ADempeire By Wipawii Jaruswarapan Business Consultant, ecosoft™ [email protected] ADempiere|ERP 1 Module Objectives Overall ADempiere Go through sale cycle – Sale module – Finance module (Receipt) Go through purchase cycle – Purchase module – Finance module (Payment) Hands on 2 Modules in ADempeire Sale Purchase Receipt / Payment Inventory Projects Manufacturing 3 Module 6.1 Sale Cycle ADempiere|ERP 4 Sales Cycle (Trading) Sales Proposal / Quotation Store/Shipment Stock card Dr Cost Cr Inventory Finance Dr AR Cr Sale Accounting SO ERP Invoice/DO Billing 1 DO Invoice Receipt Customers Billing Dr Bank Cr AR • • • • Review Reconcile Reporting Strategic planning Receipt 5 . Invoice to Customer 4.Sale Cycle – Quote to Invoice Sales Cycle Steps 1. Create Sales Order 2. Delivery Order 3. Receipt 5. Bank Statement 6 . Sale Order Document type 1. Quotation 3. Proposal 2. Standard Order 7 . Delivery Order 3. Create Sales Order 2. Receipt 5. Invoice (Customer) 4.Shipment (Delivery) Sales Cycle Steps 1. Bank Statement 8 . Automatic 3.Shipment (Delivery) Ways to Create document 1.Automatic 2. Semi . Manual Semi-Automatic with Invoice 9 . Ways to Create document Automatic Manual Self entering all data Auto generate Semi .Automatic Selecting data 10 . Invoice to Customer 4.Sales Invoice Sales Cycle Steps 1. Create Sales Order 2. Receipt 5. Bank Statement 11 . Delivery Order 3. Automatic 3.Sales Invoice Ways to Create document 1.Automatic 2. Semi . Manual 12 . AR Credit Memo 13 . AR Invoice 2.Sale Invoice Document type 1. Sales Invoice and Billing Print Invoice (by lot) Billing (การวางบิล) and Printing (by lot) 14 . Invoice (Customer) 4. Delivery Order 3. Bank Statement 15 .Receipt payment from Customer Sales Cycle Steps 1. Receipt 5. Create Sales Order 2. Bank Statement Dr Bank Cr Bank in transit 16 . View allocation Dr Payment selection Cr Acct Receivable 3. Receipt Dr Bank in transit Cr Payment selection 2.Receipt payment from Customer ERP process 1. Receipt payment from Customer (Partial) 17 . 2 Purchase Cycle ADempiere|ERP 18 .Module 6. Purchase Cycle Requester 1 PR Purchasing PO Store GRN Finance GRN Invoice Invoice (vendor) ERP Vendor Payment Bank Statement 19 . Create Invoice (Vendor) Open items (Finance) 5. Material Receipt 4. Bank Statement 20 . Create Requisition 2.Requisition to Invoice Purchase Cycle Steps 1. Complete Purchase Order 3.Purchase Cycle . Make Payment 6. View allocation Dr Acct Payable Cr Payment selection 3. Payment Dr Payment selection Cr Bank in transit 2.Payment to Vendor ERP process 1. Bank Statement Dr Bank in transit Cr Bank 21 . AR Receipt Receipt = Payment Doc type (AR receipt) 22 . AP Payment 2.Payment vs Receipt Payment Doc Type 1. WORKSHOP 23 . Create Purchase Requisition (PR) Login to ADempiere as Client – – – – – Username: GardenAdmin Password: GardenAdmin Role: GardenWorld Admin Client: GardenWorld Organization: HQ Complete and Post Requisition – Back to Requisition Tab. 24 . – Product info will record it as ‘Reserved Quantity’ (Go to View and Product info) Create new Requisition – Open Requisition window. you will notice that there is no Accounting Fact. – Click New Document Type: Purchase Requisition User/Contact: GardenAdmin Warehouse: Fertilizer Price List: Purchase – Click Save – Click Requisition Line tab to create new Line Product: Plum Tree Business Partner: Tree Farm Inc. Manually By Running Replenishment Reports By Running MRP – Click Save In this training. we only test doing it manually. and OK – The Document Status become Completed – Post the Document. i. click on Complete button. Leave other information as default..e. The Requisition document can be created by many ways. – Click on Posted button. Complete and Post PO – Back to Purchase Order Tab.Create Purchase Order (PO) Create PO can be created in 3 ways 1. – Click on Posted button. use Create PO from Requisition process Review the newly created PO – Open Purchase Order window – Click on the Gird View icon to see the list new PO. Semi Manual. Create PO from Requisition – Click on Create PO from Requisition process Requisition: <previously created PR#> Organization: Fertilizer Warehouse: Fertilizer – Click Start – ADempeire will find all matching PR and convert them to PO. – Product info will record it as ‘Ordered Quantity’. use info from Requisition 3. Manual 2. Auto. Please remember the newly created PO number. click on Complete button. – Review the line item on PO Line tab. (Go to View and Product info) 25 . you will notice that there is no Accounting Fact. and OK – The Document Status become Completed – Post the Document. manage. email. Later on we will be learning how to create and manage reports. User can later on. ADempeire’s Print Format Integration with Jasper Report Financial Reports 26 . click on Print Preview icon on Purchase Order window. export or archive as internal document. print.Print Preview Purchase Order To print out the Purchase Order Form. Then. Review the Receipt Line – Click on Receipt Line tab – Review the line item on Receipt Line tab. 27 . Otherwise. we can also receiving material without knowledge of the PO. Click OK. we need to know the matched PO when receiving material. and OK – The Document Status become Completed – Post the Document. DR Product Assets CR Not invoiced receipts – Click Save – Click Create Line From button – Select Purchase Order then check on Product Line to receive. In most ERP system. Complete and Post Material Receipt – Back to Material Receipt Tab. we can do the Matching to PO later using Matching PO-Receipt-Invoice form. we need to contact Purchasing Department.Material Receipt Receipt Material with PO Reference – Open Material Receipt window – Click New Business Partner: Tree Farm Inc. in addition to that. In ADempiere ERP. click on Complete button. This give a lot of flexibility. – Click on Posted button. and notice the Accounting Fact. ADempiere has flexibility when entering an invoice from a vendor or supplier. click on Complete button. and OK – The Document Status become Completed – Post the Document. Like the material receipt activity. Review the Invoice Line – Click on Receipt Line tab – Review the line item on Receipt Line tab. 28 .Invoice (Vendor) Invoicing with a Material Receipt reference – Open Invoice (Vendor) window – Click New Document Number: (use default) Business Partner: Tree Farm Inc. Complete and Post Invoice (Vendor) – Back to Invoice Tab. DR Inventory Clearing CR Account Payable Trade – Click Save – Click Create Line From button – Select Receipt then check on Product Line to receive. and notice the Accounting Fact. Click OK. You can create an invoice document with or without knowing the MM Receipt document reference. – Click on Posted button. But in this case. In real life. Click to Post the Matched Invoice and generate Accounting Fact.Evaluating Matched Invoice In our example. DR – Not invoiced receipts CR – Product Expense 29 . the posting should be done automatically by account posting engine and we don’t have worry. the Invoice and Receipted will be matched automatically. we will do it manually. as we create use create lines from Receipt. We can review it by go to Matched Invoice window. Summary of Material Receipt and Invoice (Vendor) accounting facts Window Material Receipt Document MM Receipt DR/CR DR CR Matched Invoice DR CR Invoice (Vendor) AP Invoice DR Description Product Asset Not Invoiced Receipts Not Invoiced Receipts Product Asset Inventory Clearing 45 45 45 Value 45 45 CR Account Payable Trade 45 With this journal. 30 . you know that the final result of the accounting facts is debit Product Asset against credit Account Payable Trade. If this is not for Product item. but Product Service. the Account Fact will be Product Expense instead of Product Asset. The value is -45. ADempiere tells us the value of the total liabilities that we have in the Open Balance field. If we have more than one invoice that belongs to this vendor. which has 45 as the invoice value. the Open Balance will sum up all of the liabilities to this vendor.Outstanding Liabilities View Outstanding Liabilities – Open Business Partner window – Lookup for Business Partner Name = Chemical Product.. In this case. 31 . inc. inc. we have one unpaid AP Invoice document for Chemical Product. – Review Open Balance field With this information. Purchase Cycle – Requisition to Invoice Purchase Cycle Steps 1. Create Requisition 2. Material Receipt 4. Complete Purchase Order 3. Create Bank Statement 32 . Create Invoice (Vendor) 5. View unpaid Invoice 6. Make Payment 7. uncheck Sales Transaction checkbox. – Double click on Invoice number hyperlink will open the unpaid invoice report. Click Start button to open report. will open Zoom Across function – Click on Invoice will open Invoice window. – As this is Purchase cycle.View Unpaid Invoices View Unpaid Invoices – Open Open Items report – Right click on Invoice number. 33 . – Click on Payment Selection Line to view. – Click on the OK button to proceed with a • In summary. – Only Discount: Not Selected – Only Due: Not Selected – Payment Rule: <Blank> – This will find the open invoice that match the criteria.Click on Prepare Payment button. Next step we will print check and complete the payment.Click OK • – Click Create From… button – Business Partner: Chemical Product. in this step. invoices and how much to pay within this Review Payment Selection Line payment. – We can.Creating Payment Proposal Create Payment Selection – Open Payment Selection window – Click New Name: Chemical Product PAY1001 Bank Account: MoneyBank 123456789_1234 – Click Save • Select invoice to pay • Set a full amount payment • Enter a certain amount in the Payment amount field for partial payment • Remove this record from the Payment Selection Line . . 34 . we are preparing what Payment Selection. inc.Overwrite Payment Rule to Check . and notice the Accounting Fact. – After printing the bank check document. Post the Document. – During the confirmation to print a remittance advice. – Click on Posted button. ADempiere internally creates an AP Payment document with a Completed status View Payment’s Accounting Fact – Open Payment window – Lookup for Document No 12345678. • • DR – Payment Selection CR – Checking In-Transfer 35 . this document was automatically generated by Payment Print/Export – Since we do manual post this training.Payment Print/Export Payment Print – Open Payment Print/Export process Payment Selection: Chemical Product PAY1001 Payment Rule: Check Document No: 12345678 (Bank Check No. this will actually print out the Check for payment.) – Click OK – If printer is attached. you can click on the Cancel button. let’s Post the Document. View Payment Allocation's Accounting Fact – – – – Open View Allocation window Lookup for Document with Description = Payment: 12345678[n] Since we do manual post in this training. Click on Posted button.View Payment Allocation In the previous payment activity. After completing an AP Payment document. and notice the Accounting Fact. We have not yet touched the Account Payable account. As indicated by the document name. DR – Accounts Payable Trade CR – Payment selection 36 . the aim of this document is to show us the AP Invoice in which the payment has been allocated. the system automatically generates the Payment Allocation document. the accounting facts or journal entry was generated by using 21300 – Payment selection in the journal debit position. ADempiere has its own workflow for working with AP Payment documents. Bank Statement.Summary of Payment accounting facts Window View Allocation Document DR/CR DR CR Description Accounts Payable Trade Payment selection Payment Selection Value 45 45 45 Payment AP Payment DR CR Checking In-Transfer 45 With this journal. how this value will be deducted from our asset (Bank Account in this case). 37 . you know that the final result of the accounting facts is debit Account Payable Trade. against credit Checking In-Transfer We will see in the next step. you can use the Create lines from button in the Bank Statement tab. DR – Checking Account CR – Checking In-Transfer – Click Save – Click on Bank Statement Line tab – Click New Statement Line date: Today Statement Amount: -45 Payment (Doc No): 12345678 (On Payment Info. you will enter all of the bank statements and perform the necessary reconciliation.Bank Statement Create Bank Statement – Open Bank Statement window – Click New Organization: Fertilizer Bank Account: MoneyBank 123456789_1234 Name field: First Bank Statement. and notice the Accounting Fact. Beginning Balance: 1. To speed up your bank statement entry. deselect Receipt checkbox) – Click Save Complete and Post Bank Statement – Back to Bank Statement Tab. click on Complete button. – Click on Posted button.500 – Post the Document. 38 . and OK – The Document Status become Completed With your real company bank statement data. the Payment Selection and Checking In-Transfer are in transit or clearing account that could be swept out for the final journal entry format and the final result of the accounting facts is Dr Account Payable with Cr Checking Account.Summary of Payment accounting facts Window View Allocation Document DR/CR DR CR Description Accounts Payable Trade Payment selection Payment Selection Value 45 45 45 45 45 45 Payment AP Payment DR CR Checking In-Transfer Checking In-Transfer Bank Statement DR CR Checking Account As you can see here. 39 .
Report "Adempiere Module 6 - Businees Process and Adempiere.pdf"