Purchase Order Driving a Purchase Sales Flow

85 and quantities on the supplier’s invoice and since it is not uncommon to receive an invoice showing details more favourable to the supplier than those agreed at the time of purchase, this is a useful function. In this example, you created an invoice automatically when you confirmed the supplier’s Purchase Order. That is because the Invoicing Control field on the order was set to From Orderthe default option. Other options enable you to create invoices at the time of receiving goods or manually. The initial state of an invoice is Draft . Now click the invoice for your order PO00001 to display its contents. You can compare the goods that you have recorded there with the invoice received from your supplier. If there is a difference it is possible to change the order lines to, for example, add a delivery charge. Click Validate to confirm the invoice and put it into the Open state. Accounting entries are generated automatically once the invoice is validated. To see the effects on your chart of accounts, use the menu Accounting → Charts → Chart of Accounts ,then click Open Charts at the Account charts page to see that you have a debit of 560.00 in the Purchases account and a credit of 560.00 in the Payable account.

8.6.4 Paying the supplier

Select the menu Accounting → Suppliers → Supplier Invoices and click on the Unpaid button for a list of supplier invoices that have not yet been paid. Write the PO00001 in Source Document text itself to find the invoice. In practice you would search for the invoice by order number or, more generally, for invoices nearing their payment date. Click on Pay Invoice button in the supplier invoice form. It opens the Pay invoice window in new tab with a description of the payment. Supplier and Date comes automatically from invoice. You need to just en- ter the Payment Method . After that click on Validate button to post this entry. Note: Payment of an invoice The method described here is for companies that do not use their accounting system to pay bills – just to record them. If you are using the account module fully other, more efficient, methods let you manage payments, such as entering account statements, reconciling paperwork, using tools for preparing payments, interfacing with banks. You can monitor the accounting impact of paying the invoice through the chart of accounts available from the menu Accounting → Charts → Chart of Accounts. OpenERP automatically creates accounting entries from the payment and can reconcile the payment to the invoice. You now have a new transaction that has debited the Payable account with 560.00 and credited the Cash account. If you look in Accounting → Journal Entries → Journal Entries you will see both accounting transactions, one in each of the Purchase Journal and Bank Journal in Draft state.

8.6.5 From Sales Proposal to Sales Order

In Open ERP, sales proposals and sales orders are managed using documents that are based on the same common functionality as purchase orders, so you will recognize the following documents in general but see changes to their detail and to their workflows. To create a new sales proposal, use the menu Sales → Sales → Sales Orders and click on New button which creates a new order in a state of Quotation , then: 1. Select the Customer Axelor . This has the effect of automatically completing several other fields: Order- ing Contact , Invoice Address, Shipping Address, and the Pricelist Public Pricelist EUR. They are all only defaults so these fields can be modified as you need. 2. Click the Create new record icon to open a Sales Order Lines window. 3. Select the product Titanium Alloy Radiator Although the Product field is not itself required, it is used by Open ERP to select the specific product so that several other fields can be automatically completed on the order line of the proposal, such as Description, Product UoM, Unit Price, Procure Method, Delivery Delay , and Taxes. 86 4. Change the Quantity to 6 and the Unit Price to 130.00Then click Save and the line appears on the quota- tion form. 5. On the Other Information tab of this Sales Order select a Packing Policy of Complete Delivery and Shipping Policy of Invoice on Order After Delivery from their dropdown menu lists. 6. Return to the first tab Sale Order and validate the document by clicking Confirm Order which calculates prices and the changes the order’s state from Quotation to In Progressas shown in screenshot Sales Order Form . If you were in negotiation with the prospective customer you would keep clicking Compute and Save keeping the document in Quotation state for as long as necessary. Figure 8.13: Sales Order Form 7. In the last tab of the order, History you can see the Packing List that is been created and you will be able to see any invoices that relate to this order when they are generated. From the Sales → Products → Products to display a list of products: just the one, Titanium Alloy Radiator , currently exists in this example. Its Real Stock still shows 10.00 but its Virtual Stock now shows 4.00 to reflect the new future requirement of 6 units for despatch.

8.6.6 Preparing goods for shipping to customers

The stores manager selects the menu Warehouse → Warehouse Management → Delivery Orders to get a list of orders to despatch. For this example find the Delivery Order releted to the sale order which you have created. Tip: Running Schedulers At the moment your Sales Order is waiting for products to be reserved to fulfil it. A stock reservation activity takes place periodically to calculate the needs, which also takes customer priorities into account. The calculation can be started from the menu Warehouse → Schedulers → Compute Schedulers. Running this automatically reserves products. If you do not want to have to work out your stock needs but have a lean workflow you can install the mrp_jit Just In Time module. Although Open ERP has automatically been made aware that items on this order will need to be despatched, it has not yet assigned any specific items from any location to fulfil it. It is ready to move 6.00 Titanium Alloy Radiators from the Stock location to the Customers location, so start this process by clicking Check Availability . The Move line has now changed from the Confirmed state to the Available state.