INTRODUCTION TO COMMON FUNCTIONS AND COMMANDS

This Chapter describes the Common Functions and Commands in Compiere. You will find that Compiere provides an adaptable and user friendly application to meet your business needs.

LOGIN

To open the Compiere Client Application, you can click the Compiere icon on your desktop.

When you are not connected to the Internet, you will be asked if you want to be connected to the Internet. The Internet connection is required for accessing the Online Help files at Compiere.org.

To open the Compiere Web Application, Start your application server and open the Mozilla, Firefox browser. For the browser URL enter compiere.com/apps/Compiere.html prefixed by the server hosting the application.

Log in as the Administrative User, the End User, or as SuperUser or System (case sensitive) and the password System. Compiere remembers your entries and selections. Choose the Language and click OK.

The difference between SuperUser and System is as follows: If you log in as System, you can only manage the Tenant System. If you log in as a SuperUser, you have the choice of managing any of the Tenants on the System, including System.

Important: The language you select determines which date format will be used by the system.

In the next window, the values used last time a login was performed are displayed. To open the Tenant System choose System Administrator as your Role.

Important: For testing purposes you should select GardenAdmin as your Role. The Tenant will then automatically default to GardenWorld.

The Organization will default to HQ and the Warehouse will default to Standard. The Date will default to the current date. This is the default date used for all documents. The Printer must be a printer defined for this Tenant and may be a network printer. It is the printer used for all documents and reports.

While logging into the Client Application, you can access help at anytime by Clicking on the ? tab.

Click on the link you want to display either for Online Help or Server Setup Help.

Switch to the Default tab to get back to your login screen and click OK.

MENU FUNCTIONS

The Compiere menu shows all tasks available for your selected role. In the yellow search field on the right enter 'Sales' and press Enter. The system goes through all menu entries with 'sales' (case insensitive) in it and marks them. Press Enter to search for the next entry (e.g. Sales Order). To open the current menu item press 'Shift', 'Alt' or 'Ctrl' in combination with the Enter key or double click the menu item.

Shortcuts can be defined for frequently used menu items such as Sales Order or Expense Report. Shortcuts appear on the left side of the Main Menu. To create a shortcut in the Client Application, right-click on a window such as Sales Order or Expense Report from the Main Menu and click on Add to Bar. To add a shortcut in the Web Application, simply click the 'New Record' button to the right of Favorites in the left navigation panel to pull down a pick list and select the item you would like add as a shortcut from the list.

The shortcut will be available from left side of the window. To expand this menu-bar area, drag the window to the appropriate size when the cursor changes to a double arrow.

Menu Icons

Each menu item has an icon which indicates the type of function the window performs.

The Window icon indicates a Window. A window is where a record is defined or data is entered such as Sales Order or Tax Category.

The Report icon indicates a Report. A report will generate an on-screen report which can be modified and printed such as Invoice Summary.

The Process icon indicates a Process. A process can be thought of as a job or task that runs in the database or on the server such as Generate Invoices.

The Workflow icon indicates a Workflow. A Workflow defines a series of steps needed to accomplish a goal.

Note: Windows, Processes, Reports, and Workflows will be covered in more detail later in this chapter.

COMMANDS AND BUTTONS

Every window in Compiere has a common look and feel. While the contents or fields of a window may change some areas of the window will remain constant. These include the Toolbar, Menu, Context (for specific fields), and Dialogs.

Attachments

Compiere provides the ability to attach files to any record in the system. You can attach a single file or multiple files. The attached files are stored in the database so there is no need to distribute files. This may be used for attaching scanned documents to Order or Invoices or to include schematics or diagrams to a product.

In the Client Application, simply attach a document to a record by selecting the Attachment button located on the tool bar.

Afterwards, a dialog window displays. Select the Load button to add a file or files. Then select the file you want to attach and click the Open button.

The file will load. Note: You can optionally add text in the right side panel.

Note: File types of .pdf, .png, .gif, and .jpg will appear in the left side of the window. Any other file types require the appropriate application to view them.

At this time you can Delete the Attachment, Save the Attachment to Disk or Open the Attachment. If you are Opening the Attachment, you must have the appropriate viewer or application.

Once you have added all the desired Attachments, select the OK button to save the Attachments to the database.

If a record has an Attachment, the Attachment button will appear differently in the toolbar.

All Users who have access to this record will have access to the attachments.

E-mail to Support

Directly from the Compiere Tool Bar you can send an email to your support team (or any valid email address).

The From address is taken from the email address defined for the User entered when logging into the system. Select the To arrow to see a list of all email addresses defined in the System, or simply enter the desired email.

The text of the Email contains the values found in the Context tab of the Preferences window. Select an User/Contact and click the OK button.

You can add more addresses if desired by separating them with a semicolon.

When you click the OK button to send the message, a dialog window will display to indicate that the message was successfully sent.

Emails can also be sent from any message dialog that is generated by Compiere. For example, when a user attempts to delete a record and receives an error message.

The user may then select the File menu option from the Message dialog window and select Send Email to Support to continue.

You will find that the same process as noted above occurs, the difference being that the body of the email contains the error message and the context information.

Emails may also be sent from documents. That is discussed in the Info and Reporting Chapter.

WORKFLOW

Compiere has two types of Workflows, General Workflow, and Document Process Workflow. The General Workflows are started and performed via the menu. They are defined to assist the user in walking though a task like Business Partner Setup or Initial Tenant Set Up Review. The Document Process Workflows are started when a Document is processed. These workflows may be 'invisible' to the user as in Sales Order, or they may require the User to perform an action for the process to be completed. Both may be defined in Compiere, although the process of defining Workflows is not covered in this manual as it focuses on the use of Workflows.

General Workflow

A General Workflow is a series of steps which may have to be carried out one after the other. Click on the Workflow Tab in the main window to get a quick impression of the steps which are involved in a specific task. You will see references to pre-defined workflows throughout this manual as we discuss different tasks. As an example look at the Initial Tenant Setup Review workflow. You open it by double-clicking on General Rules, Tenant Rules, Initial Tenant Setup Review in the menu.

As the Workflow loads, you will notice in the upper half of the window there is a graphical illustration of the Workflow. You can easily review the steps carried out during the setup. In the lower part of the window you see the explanation of the relevant workflow step or the node. To navigate through the different steps and open the appropriate window you can either double-click on the specific Workflow icon in the graph or use the Workflow buttons.

Document Process Workflow

Document Process Workflows are started when a document is Processed. A document in Compiere is a Sales Order, Invoice, Material Receipt, GL Journal, Bank Statement, etc. The pre-defined Document Process Workflows are basically transparent to the user.

For example, there is a workflow for processing a Point of Sale (POS) Order. A POS order is entered and when it is processed a Shipment and Invoice are automatically generated. This is in contrast to a Standard Order where the Shipment and Invoice are generated in a batch process. It is the workflows defined which control what documents are generated and what each process will do. In general, we suggest that you do not modify the existing Document Process Workflows other than to add tasks to them (e.g. approval for a PO over a specific amount).

Compiere includes a 'sample' user defined Document Process Workflow. We will use this as an example of how an end user would interact with Compiere when workflows are in place.

The Requisition Workflow has the following Steps or Nodes:

A Requisition Document is entered.
If the total amount is greater than 100 it must be approved.
After it is approved a report is generated for the Requisition.
The Report is forwarded to the User who entered the Requisition.
The User may acknowledge that the Report has been received.
The User reviews the Requisition.
The Requisition may be closed.

We will begin with the Requisition by clicking on Requisition from the Main Menu.

The Requisition window may be used to enter requests for purchases to be made. We will discuss this window in general terms only as the specific of the fields and their functions are discussed in detail in later chapters.

Note that the User/Contact is GardenUser. This is the person responsible for this workflow. They will receive any notices regarding this workflow.

Select the Requisition Line to enter the products being requested.

A line is entered for each product.

When all lines have been entered, return to the Requisition tab and select the Complete button. This is the Process that will start the Workflow.

When the Process has finished, note the Status of our Requisition.

The Document Status is In Progress and the message text shows a message of Suspended.

Select the Workflow button on the tool bar to inquire on this Workflow.

The Workflow Process window is displayed for this Workflow. The Workflow State is Suspended.

The Reference Section displays information on who is responsible for this workflow and the User/Contact. You can also add additional Text message if desired. You may select the Record ID button to zoom to the Requisition.

Select the Manage Process button if you want to change the Workflow Responsible, User/Contact, or if you want to Abort the Workflow.

Select the Activity tab to view information on the specific activities for this Workflow.

The Workflow Process is Process Requisition and the Node is Requisition Approval. The Workflow State is Suspended. This indicates that the Workflow has been Suspended in the Approval step or node.

The User/Contact is GardenAdmin which indicates that this is the user who must approve this Requisition.

You may select the Manage Activity button to change the Workflow Responsible, User/Contact, or Abort the Activity.

We now know that GardenAdmin must approve this Requisition. This is because the Role for GardenUser has been defined as the following.

For this Role, the Approve own Documents check box has not been selected and the Supervisor is set to GardenAdmin. Any documents entered by a User with the Garden User Role must be approved by GardenAdmin.

For additional information on Roles and Users, refer to the Security Chapter.

We now log in as GardenAdmin to approve this Requisition. The Menu for GardenAdmin indicates that there is Workflow Activity for GardenAdmin.

The second tab across the top of the menu displays the number of Workflow Activities for this User.

The Workflow Node, Description and Help are displayed along with the History records. Select an Answer of Yes and any Message to Approve the Requisition.

You may also Forward this Activity to a different User if appropriate.

The OK button is selected to Approve (or Deny) this Requisition.

You may also access any Open Activities assigned to a User by selecting Workflow Activities from the menu. If you have the appropriate privileges you may also see all Workflow Activities by selecting Workflow Activities (all) from the menu.

If we return to GardenUser menu, the Notice button in the lower left hand corner indicates the number of Notices for this User. Double click the Notice button to open the Notice window.

The Description indicates that this Notice is a Detail of Open Requisition Information.

Select the Attachment button on the tool bar to view the report.

Garden User may acknowledge the receipt of the report by selecting the Acknowledge check box.

You may also access any Notices assigned to a User by selecting Notices from the menu.

There is still one Activity assigned to the User. Select Workflow Activities tab on the menu.

Select the Verify completed Requisition button to complete the Workflow. You may add a message if desired.

Finally, use the Zoom button the zoom to the Requisition and close it if desired

Select the Close button to Close this Requisition.

This workflow is an example of how workflows may be defined. How your company uses workflows and how the users interact with them will be dependent upon their definition.

Compiere ensures that two users do not attempt to initiate the same workflow. If a user attempts to start a Document Process Workflow that has already been started the following message will display.

The Message indicates that a Workflow already exists and at what stage it is in. This message was generated when a User attempted to Process the Requisition entered that was awaiting Verification by GardenUser.

HELP FUNCTIONS

Screen Help

Compiere provides Help on the windows you are in. Just open the Help Menu in any window and select Help or press F1.

A Help window opens and displays all the information about the actual window you are in, in this case the Role window. The Help window includes Window information, Tab, and Field information. You can scroll the Help window or click on the links.

The Window information displays a short description of the window and provides links to the different Tabs. Click on the Tab links to display the corresponding Tab information, for example Workflow Access.

You will be linked to the Workflow Access tab, which displays a short description of the tab and provides links to the different Fields. Click on the Field links to display the corresponding Field information, for example Read Write.

The Field information displays a short description of the selected field.

Online Help

Compiere also provides Online Help in every window you are in. Open the Help menu in any window and select Online.

This will call the Compiere Homepage where you will find many sources of information, for example Forums, Q&A, Support, etc. The Search menu on the left side will provide you with the right answers.

Online Training

Under http://www.compiere.com/online you have the possibility to attend Online Training.

WINDOW FUNCTIONS

Compiere supports different window context functions, which allow you to enter information very easily from the window you are in. In our example, we look at a sales order. You open the Sales Order window by pressing Ctrl-Enter (Alt-Enter or Shift-Enter) in the yellow search field, by double-clicking on the term in the menu tree or clicking on the shortcut in your menu

Value Preference

The Value Preference function in the context menu allows you to set your preferences directly within the window you have open.

The Sales Order window appears with the Preferences/defaults you set for your Tenant (GardenWorld) and Organization (HQ). Optional fields have a white background; mandatory fields have a light background. Reddish fields are mandatory fields that still require a value.

To set your preferences fill the field or select the desired value from the drop down-list (for example, change the field Target Document Type from Standard to POS Order), then in the Client Application, right-click on the field and select Value Preference from the menu. In the Web Application, simply click on the field label and select Value Preference.

Select the scope (For all/specific Organization, User, Window) and press OK. Your new default value will now be POS Order in the Order window.

The level for which a User may set Value Preferences is defined in the Role.

For additional information on Roles, refer to the Security Chapter.

New Record

The New Record function in the context menu allows you to create a new Business Partner directly within the current window. You would normally create a new Business Partner by importing it or by entering it in the Business Partner window. There may be times when entering a document you need to enter a new Business Partner quickly.

Using the Client Application, in the Business Partner field, use the right mouse button and select New Record. In the Web Application, simply click on the Customer field label and select New Customer.

Enter the customer information. To enter the address, click on the Location button next to the Location/Address field.

The Enter new Location/Address window appears. Enter the address information and click OK to continue. The sales order is then automatically updated with the new information.

All other field values for the new business partner are defaulted from the Business Partner defined for this Tenant. They can be modified directly in the Business Partner window.

Zoom

The Zoom function in the context menu allows you to "zoom" directly to the window where this entity is defined. You can then determine which value you want to use or you may create a new record.

In the Client Application, you may Zoom to the window by right clicking on a particular field and selecting Zoom. In the Web Application, simply click on a field label and select Zoom.

The Window from the field that was clicked opens. If the 'zoom from' field has a selection, the Zoom window would query the selected record automatically. If the 'zoom from' field is blank, a New Record is automatically opened in the window.

Enter a name in the mandatory Name field.

Click the Save button on the toolbar and close the window. Use either the upper right x window button (which would ignore pending changes) or click the far left End button on the tool bar, which will automatically save your changes.

Refresh

Back in your Order window, the new Project is not available yet. In the Client Application, right- click on the field and select Requery. In the Web Application, simply click on the field and select Requery.

Search and Info

Search is used when there are a large number of records and you want to narrow down the list of records that are returned.

In the Sales Order window switch to the Order Line by clicking on the tab.

In the Product field, enter %Bush with 'bush' [case is ignored] in the search key) and press Enter.

You can view product availability and pricing based on the customer or order price list. You can also search based on the Product Name, UPC/EAN or SKU number. You can also see what stock is available in different warehouses.

Select a product by clicking on it and click OK or just double-click on the line.

If the list of options is long, a general Search field is used rather than a drop down list. Under Order Drilldown, for example, you find the open the Order Info window.

If you enter unique search criteria in the Search field (e.g. enter C&W into the Business Partner Search field), the search returns one record only (i.e. the actual Search window is not opened).

If you use a wild-card in the Search field, the Search window is opened displaying a list of all Business Partners.

Or click on the right icon in the Business Partner Search field in the Order Info window to open the Business Partner Info window and enter your search criteria in this window.

You can search based on the Business Partner Key, Name, Contact, Email, Phone, or Zip Code. Select the Customers only check box if you want to see just those Business Partners that are defined as Customers. Select the All/Any check box if you want your search to use 'or' logic when multiple search fields are populated (e.g. where name is %farm% or Zip is 04456).

High Volume Windows

Some windows in Compiere are designated as High Volume windows. These include Business Partners and Products. As you may have thousands of records for these windows, Compiere will display a Find Record window when one of these menu items is selected.

You can enter all or part of the Key, Name or Description to reduce the number of records returned.

If you select the Search Button with no search criteria, all records are displayed.

Select the New Record button if you want to display the screen in new record mode with just the default values populated.
You can also select the Advanced tab to enter more advanced search criteria.
All fields defined for the record (in this example Product) are available for searching. Select the Column, Operator, and Query Value. Select the To Query Value if a range Operator is selected. If you want to add more search criteria select the Save button to save the first query line and select the New Record button to add the additional criteria. All lines will be evaluated using 'and' logic, so all conditions must be met.

Select the OK button to execute the search and return the Product window with the records that meet the search criteria.

Select the Cancel button to cancel the search and return all records.

Saved Queries

If you want to save the query criteria for a window for future use select the Find Record button from the toolbar.

Note: This is the same window that appears for high volume windows as described above.

Select the Advanced Tab and enter the Query Criteria. To save the Query for future use, enter a description in the text box and select Save.

You can retrieve the query by selecting the Lookup button from the tool bar in the Client Application, or by accessing My views in the Web Application when you are in the appropriate window.

All Saved Queries for this window will display. When the desired query is selected it will be executed and return the appropriate rows.

Record Info

Every window in Compiere provides you with current Record information. Down on the right side of the window you find a field which displays two figures.

A + in front of this figures indicates that a record was inserted, a * indicates that a record was changed.

Double- or right-click on these figures to display the person who created and updated this record and when.

This window may also display an audit trail of what fields were changed, the new and old values, along with the Role that updated the record and the date.

This functionality may be enabled at a Table or Role level. To enable at a Table level selected the Maintain Change Log check box for the desired table(s).

In this example, any changes made to the Tenant table by any user will be logged.

Note: The Table and Column window is accessible only by the System Administrator Role.

To enable at the Role level selected the Maintain Change Log check box for the desired Role(s).

In this example any updates made by a User logged into Compiere with the Role of GardenWorld Admin will be logged.

If you are logging changes, they can be un-applied and re-applied using the Change Audit and Session Audit windows.

USER PREFERENCES

Preference Tab

User Preferences allow you to determine the display of the Tenant and how it will react to specific user actions. User Preferences can be accessed by selecting Preference from the Tools Menu in the Client Application. You may also view your preferences from the Preference Tab and User Preferences in the Web Application.

Info Box

In the Client Application, the Info Box at the top of the window provides a synopsis of the current environment the user is in. The Host, Database, Role etc. It is useful if there is some question regarding the environment a user is working with.

User Interface Theme

The User Interface Theme button allows you to select the look and feel of Compiere. You can select different styles and colors and preview your selection prior to saving.

Automatic Commit

If the Automatic Commit check box is selected, your changes are automatically saved when navigating within a single tab. When you change tabs you must confirm the action regardless of this setting.

Dictionary Maintenance

In the Client Application, this check box should not be selected as it is used for Compiere development only.

Automatic Login

In the Client Application, if you selected the Automatic Login check box, the login window won't display when starting Compiere. It will use the User name, Password, Role, Tenant, and Org entered for the previous login. If you want to change any of these values you must log in, unselected this check box and log off Compiere. The next time you log in you will be presented with the login window and you can enter the desired values.

Store Password

In the Client Application, if you selected the Store Password check box, Compiere will remember the User name and Password entered for the previous login. These values can be overwritten if necessary.

Show Accounting Tabs/Show Translation Tabs

If you selected the Show Accounting Tabs/Show Translation Tabs check boxes, Compiere will show these tabs in each window as appropriate. System Administrators will most likely have these check boxes selected, while most users will not. This option is available in both the Client Application and the Web Application.

Show Advanced Tabs

If you selected the Show Advanced Tabs check box, Compiere will show these tabs in each window as appropriate. These tabs appear in windows like Orders, Shipment/Receipt, Invoice, Payment and Inventory. They are display only tabs and provide information generally necessary only when trying to resolve a problem. Most users will not have this enabled while developers may. This option is available in both the Client Application and the Web Application.

Automatic New Record

In the Client Application, If you selected the Automatic New Record check box, when you move from a parent tab to a child tab in a window and no records exist, Compiere will display the default values for a new record. If this check box is not selected, you must either select Edit/New, Ctrl N or the New button on the tool bar to create a new Record.

Connection Profile

In the Client Application, from the Connections Profile drop-down list box select the appropriate connection profile. (This is also set when logging onto Compiere).

LAN: Tunnelling is false. Create Objects on Server is false. Create Processes on Server is false

WAN: Tunnelling is true. Create Objects on Server is true. Create Processes on Server is true. (This will reduce network traffic. Objects that are created on the server will require greater resources from the server.)

TERMINAL SERVER: Same as LAN but there are some limitations in the User Interface Theme options.

VPN: Tunnelling is false. Create Objects on Server is true. Create Processes on Server is true. (This will reduce network traffic. Objects that are created on the server will require greater resources from the server.)

Cache Windows

In the Client Application, if the Cache Windows check box is selected, Compiere cache each window that is opened. This should be used if the same windows are opened and closed many times during a user session. The Cache can be cleared at any time by running the Reset Cache process.

Trace Level

In the Client Application, the Trace Level indicates the verboseness of debug messages that will be generated by Compiere. Select a value of Off, Severe, Warning, Info, Fine, Finer, Finest, or All. In most instances Severe or Warning will be sufficient. You may be requested to modify this setting when requesting support for a specific problem.

Trace File

In the Client Application, select the Trace File check box if you want the debug messages to be written to a file. This file will be located in the logs directory. You must make sure that this directory can be written to.

Printer

The Printer field allows you to select a printer to be used for documents and reports. It will override the value entered when logging in to Compiere. This option is available in both the Client Application and the Web Application.

Always Print Preview

In the Client Application, if the Always Print Preview check box is selected, Compiere will displays preview screen prior to printing any document, report or screen. This is highly recommended if you are creating new reports or print formats.

Date

In the Client Application, the Date field allows you to select a date to be used for documents. It will override the value entered when logging in to Compiere.

User Preferences may only be set by a User in a Role with a Preference Level set to Tenant. You may prevent the update of Preferences by setting the appropriate Security level.

For additional information on Roles, refer to the Implementation and Basic Settings Chapter.

For additional information on Security, refer to the Security Chapter.

Context Tab

The Context option provides information on what the system is currently 'aware of'. It is generally used if you are developing your own windows or processes in Compiere. This option is available in both the Client Application and the Web Application.

Errors Tab

The Errors Tab shows any errors that have been generated. When you select the tab it will display Only Errors.

The Time, Level, Class Method and Message of the error are displayed. If click the Errors Only button to de-select it, you will see all trace level messages. The level of messages displayed is dictated by the Trace Level defined in User Preferences.

Since the Trace Level was set to Fine, a large number of messages are displayed. In normal operations you would set your Trace Level to Severe.

Select the Reset button to clear all messages.

Select the Send Email button to send the selected message as the body of an Email message.

Select the Save to File button to save all of the errors to a file. The file will also contact the Context data.

COMMON FIELDS

Some fields in Compiere are displayed very often. Here are descriptions of these fields.

Active

One common field is the Active check box. There are two methods of making records unavailable in the system. One method is to delete the record; the other is to de-activate the record. A de-activated record is not available for selection, but available for reports. There are two reasons for de-activating and not deleting records:

The system requires the record for audit purposes.
The record is referenced by other records. (For example, you cannot delete a Business Partner if there are existing invoices for this partner record.) You de-activate the Business Partner and prevent the record from being used for future entries.

Tenant

This is the Tenant for this installation. A Tenant is a company or legal entity.

Default

The Default check box indicates if this record will be used as a default value for new records.

Description

The Description is an optional short description of the record. A Description is limited to 255 characters.

Document No

The Document No is usually automatically generated by the system and determined by the document type of the document. If the document is not saved, the preliminary number is displayed in < >.

If the document type of your document has no automatic document sequence defined, the field is empty if you create a new document. This is for documents which usually have an external number (like vendor invoices). If you leave the field empty, the system will generate a document number for you.

The document sequence used for this number is defined in the Document Sequence window available in the Main Menu. Its name is DocumentNo_, where TableName is the actual name of the table (e.g. C_Order)

Name

The Name is the alphanumeric identifier of the entity. The Name of an entity (record) is used as a default search option in addition to the search key. The name is up to 60 characters in length.

Organization

This is the organizational entity within the Tenant. An Organization is a unit of your Tenant or legal entity - examples are store, department.

Summary Level

The Summary Level check box indicates that the entity is a Summary entity. Summary entities are used in the Product trees and are for reporting purposes only. They have no values associated with them and would not appear on price lists, stock replenishments etc.

Translated

The Translated check box indicates if this column is translated.