Creating Price Lists Example

352 Figure 22.20: Managing open orders, planning forecasts In the order lines, OpenERP shows you the quantity planned in addition to the quantity sold so you can verify that the quantities sold equal the quantities to be delivered. When you confirm the order, OpenERP no longer generates a single delivery order but plans scheduled despatches. Tip: Invoicing Mode If you work with Open Orders, you should set Invoice Control to the mode Shipped Quantities. Then the stores- person will be able to re-plan and change the quantities of the forecast deliveries in the system.

22.10 Layout Templates

Install the sale_layout module by selecting Sales Order Layout Improvement and clicking Configure in the Reconfigure wizard. It enables you to have a more elaborate template than the standard order forms. For example, you could put the following in the order lines: • a horizontal separator line, • titles and subtitles, • subtotals at the end of the section, • comments, • a page break. This enables you to lay out a more elaborate, professional-looking quotation page. The module account_invoice_layout installed automatically on installation of sale_layout, also gives you the same functionality for invoice templates. The two figures Invoice line using improved layout and Printed invoice show an invoice template in OpenERP and the resulting printed invoice. 353 Figure 22.21: Invoice line using improved layout Figure 22.22: Printed invoice 354 355 CHAPTER TWENTYTHREE DRIVING YOUR PURCHASES In the preceding chapters you saw how to use customer invoices and delivery notes in OpenERP. This chapter is about the management of purchases, the process ahead of these two operations. You will now see how OpenERP handles and simplifies this and the control of purchases from suppliers. For this chapter you should start with a fresh database that includes demonstration data, with purchase and its dependencies installed and no particular chart of accounts configured.

23.1 All the Elements of a Complete Workflow

The supplier order is the document that lets you manage price negotiations, control supplier invoices, handle goods receipts and synchronize all of these documents. Start by looking at the following order workflow: 1. Price request to the supplier, 2. Confirmation of purchase, 3. Receipt and control of products, 4. Control of invoicing.

23.1.1 Setting up your Database

To set up a system for these examples, create a new database with demonstration data in it, and select the Extended interface when you log in as the admin user. You can enter your own company details when asked, or just use the default if you want. Then, using the Configuration Wizard, select Purchase Management in the Install Applications section to install the purchase module, which also installs several other modules as dependencies. Continue the remainder of this chapter logged in as the admin user.

23.1.2 Price Request from the Supplier

To enter data for a new supplier price request, use the menu Purchases → Purchase Management → Request for Quotation . On clicking New, OpenERP opens a blank request for quotation form that you use for requesting prices from a supplier. This is shown in the figure Data entry for a supplier order . If the price request came from an automatic procurement created by OpenERP, you will find a reference to the document that generated the request in the Origin field. 356 Figure 23.1: Data entry for a supplier order Note: Managing Alerts If you install the warning module, you will be able to define alerts that appear when the purchaser enters a price request or order. You can set alerts on the product and on the supplier. The internal reference, the date, and the warehouse that the products should be delivered to are completed automatically by OpenERP but you can change these values if you need. Next, when you select a supplier, OpenERP automatically completes the contact address for the supplier. The pricelist is also automatically completed. This should bring in all of the conditions that you have negotiated with the supplier for a given period. Tip: Supplier Selection Searching for a supplier is limited to all of the partners in the system that have the Supplier checkbox checked. If you do not find your supplier, it might be worth checking the whole list of all partners to make sure that the supplier has not been partially entered into the system. Once the main body of the purchase order has been completed, you can enter the product lines. Figure 23.2: Order line on a supplier order When you have selected the product, OpenERP automatically completes the other fields on the form: • Product UoM, taken from the Purchase Unit of Measure field on the product form, 357 • The Description of the product in the supplier’s language, • Scheduled Date, calculated from the order date and the lead time • Unit Price, provided by the supplier pricelist, • Taxes, taken from the information on the product form and partner form, depending on the rules seen in Financial Analysis . Tip: Product wording and code When you enter supplier names on the product form, you can set a name and a product code for each individual supplier. If you do that, OpenERP will then use those details in place of your own internal product names for that selected supplier. If you work with management by case, you can also set the analytic account that should be used to report all the purchase costs. The costs will then be reported at the receipt of the supplier invoice. Tip: Management by Case Analytic accounts can be very useful for all companies that manage costs by case, by site, by project or by folder. To work with several analytic axes, you should install the module purchase_analytic_plans, by selecting Purchase Analytic Plans in the Reconfigure wizard and clicking Configure. So that the analytic account is automatically selected as a function of the partner, the date, the products or the user, you can install the module account_analytic_default which is installed automatically as a dependency of purchase_analytic_plans, since the latter depends on it. In the Notes tab of the product line, you can enter a note that will be attached when the order confirmation or price quotation is printed. This note can be predefined on the product form to automatically appear on each order for that product. For example, you can enter “Do not forget to send by express delivery as specified in our contract reference 1234.” Once the document has been completed, you can print it as a price estimate to send to the supplier. You can set a note for the attention of the supplier in the form’s third tab.