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INTRODUCTION TO IMPLEMENTATION AND BASIC SETTINGS

In Compiere the Tenant is the highest level of an independent business entity. Each Tenant will have one or more Organizations reporting to it. Tenants cannot share data, while Organizations can share data. Each Tenant defines the accounting parameters (Accounting Schema, Tree Definition, Non-monetary Units of Measure). This information is shared with all organizations.

  • System - System Definition, Shared Setup Data
  • Client - Client/Organization Definition, Shared Setup Data
  • Organization - Transactions

Compiere comes with two Tenants. The first is the System Tenant. You will log in to Compiere's System Tenant to add your Tenant, set up your chart of accounts, add Database tables, etc. The second Tenant is GardenWorld. You can log in to GardenWorld for testing purposes and things that you don't want to risk testing on your Tenant. It is also a demo, as it comes with some data already entered, i.e. Business Partners, Products, etc. In this chapter you will learn how to set up a Tenant.

An Organization in Compiere can be a legal entity or a subunit for which only certain documents and transactions are processed. It could also be a business partner whose access is restricted to certain information only (for example their own invoices). In a smaller enterprise the Tenant and the Organization could be identical.

The Role determines which Tenants and Organizations you can see.

PREPARATION

Compiere requires no formal prerequisites, but you might want to prepare the import of accounts, business partners, and products. Although you can import all these entities later, it saves you time, if you set up the import of the accounts. In this initial phase, the import of CSV (comma separated values) with a predefined list of attributes is supported.

Accounts

Compiere needs a set of accounts for system operations, even though some may never be posted to. If you don't have foreign currency transactions, for example, accounts like Realized Gains will never be used. Edit the AccountingUS.csv file, which (depending on your installation) is usually found in the directory C:$. You can change the account number, name, description, etc. of the mandatory accounts in Microsoft Excel. Ensure that you have one and only one account defined for each of the Default Accounts in the spreadsheet as they are required for the initial loading of accounts. You can modify any of these accounts at any time in Compiere.

INITIAL IMPLEMENTATION

You start the Initial Implementation by running the Initial Tenant Setup on System Level.

Important: Log in as System or SuperUser and choose System Administrator as your Role and System as your Tenant.

Click on Initial Tenant Setup from the Main Menu.

The Initial Tenant Setup window opens. If necessary, you can enter more Tenants (depending on your organizational structure). But in the typical case you would just enter the name of your enterprise.

Overwrite the defaults in the window with the name of your enterprise, in our example this is GardenWorld.

The Tenant is the name of your Company, for example YourName.

Enter the Organization, for example Main HQ, Main Office, etc. You may define more Organizations at a later point in time.

Note: In a smaller enterprise the Tenant and the Organization are often identical.

Enter the User Tenant, for example YourNameAdmin.

Enter the User Organization, for example YourNameUser.

Enter the Currency, Country, City and Region (if applicable). Leave the Business Partner and Product check boxes selected and the rest unchecked.

The selections made here will be used for the definition of your Accounting Schema. This Accounting Schema defines the elements or dimensions that comprise your account key. This in no way affects your ability to use functionality within Compiere. For example, you may want to include Project or Campaign as Accounting Dimensions or you may not. In either scenario the Project and Campaign functionality provided with Compiere may be utilized.

Note: You can change these settings later if you want and add Project, Sales Region, etc.

Then you provide the path of the comma separated file in the format of NaturalAccountsUS.csv, which you should have adapted to your needs in the field provided and click 'Ok.' See also the Accounts section at the beginning of this chapter.

The Initial Tenant Setup will load just the default accounts required by the system. After you have run the Initial Tenant Setup you must log in as your new Admin Role and load the account file again using the Import File Loader and Load Accounts windows. This will load all non default accounts and create your Account Hierarchy.

Select the file and click Open. The Account Values button in the Initial Tenant Setup window now changes and displays the path to the Accounts File.

Click OK to continue. A window is opened which displays the selected values. Confirm it by clicking OK.

For more information on Accounts, refer to the Performance Analysis chapter.

The Tenant Setup creates: Users, Roles, and basically all standard entities for Document Types, Business Partners, Products, and Projects etc. These entities can be changed at any time you like. The important thing is that after this fast setup you can theoretically start and enter your invoices. In contrast to other systems, the initial setup procedure is very easy and does not involve complex decisions.

Important: The only way to add new Tenants is through the Initial Tenant Setup. It ensures that the security infrastructure is defined correctly and creates the 'Standard' default entries.

Now you have created the Tenant with two users and two roles: One Role with tenant and organizational level access (in our case GardenAdmin) has all the rights to maintain the rules and to enter transactions. The second is an organization-level role (GardenUser) has all the rights to enter transactions. The GardenAdmin user has access to both roles and the GardenUser user has access to just the GardenUser role.

REFINING YOUR IMPLEMENTATION

After completing the initial implementation you have everything to get started, but you may want to check and update the initial settings.

Important: To review the Tenant created you have to stop and restart the application server (if running) and  close the application  (which runs on system level otherwise) and log in again under the Tenant-level Role you have just created, in this case GardenWorld Admin.

This ensures that System-level, Tenant-level, Organization-level actions, and records are not mixed up. Settings done on the Tenant level are shared on organization level. The advantage is that these values have to be set up only once.

THE WORKFLOW

Click on Initial Tenant Setup Review from the Main Menu to review the client setup. The icon in front of the menu item indicates that it is a Workflow.

Now the Workflow is loaded. Each node represents an entity in Compiere that was created by the Intitial Tenant Setup process.

To navigate through the different steps and open the appropriate window you can double-click on the specific workflow icon.

The Tenant

The Tenant is the highest level of an independent business entity. Each Tenant will have one or more Organizations reporting to it. Use the Tenant window to define the accounting parameters (Accounting Schema, Tree Definition, Non-monetary Units of Measure). This information is shared with all organizations. As you will see in later sections you can define specific controls (like Accounting Schema or elements) for any Organization.

You may click on the Tenant icon from the workflow or simply open the Tenant window from the Main Menu.


 
You may notice, there are two tabs. The Tenant tab is the parent record.

Important: Do NOT create a new Tenant in the Tenant window (use the Initial Tenant Setup as a System Administrator only). If you do so, the required Tenant infrastructure will NOT be set up.

The following fields Search Key, Name, Description, and Language are populated based on the values entered in the Initial Tenant Setup. Compiere allows you to change all of these values at any time.

The Language selected will dictate the default address format used when adding location records. Language definition and address format is discussed later in this chapter.

Select Use Beta Functionality if you are in a testing environment and want access to new Compiere Functionality that is still being developed.

Select the Multi Lingual Documents check box if you want to maintain multi-lingual documents. This would allow you to print documents in a customer or vendor's language.

For additional information on Multi Lingual Documents, refer to The Multi's Chapter.

Select an Auto Archive option of All (Reports and Documents), Documents, External Documents, or None to indicate if you want Compiere to archive copies of documents or reports when they are printed. You can also choose to archive a specific document or report.

Select a Material Policy of either LIFO (Last in First Out) or FIFO (First in First Out) to represent the policy to use for Costing.

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

In the Request Management section enter the Mail Host name of the Mail Server for this Tenant.

Select the SMTP Authentication check box if your mail server requires SMTP authorization. If it is selected, users will be required to supply their email name and password.

Enter the Request Folder to specify the E-mail folder to be used when reading E-mails. If this is left blank, the INBOX is used.

The Request E-mail is the address used to send automated E-mails from or receive mails from an automated process, for example, delivery information or alerts. The Request User is the ID for the E-mail owner and the Request User Password is that User's password.

The Model Validation Classes lists the classes implementing the interface "org.compiere.model.ModelValidator," separated by semicolons.

Select the Post Immediately check box if you want the accounting consequences immediately generated when completing a document. Otherwise the document is posted by a batch process. You should select this only if you are testing.

Select the Cost Immediately check box if you want costs to be updated immediately when a Cost Detail record is created (by matching or shipping). Otherwise the costs are updated by batch or when the costs are needed for posting. You should select this only if you are testing,

Click on the Tenant Info tab to display all the details of your Tenant.

Select the Discount calculated from Line Amounts check box if you want the discount always be calculated from line amounts. Leaving the check box deselected will calculate discounts on the total invoice amount (including any taxes and additional charges).

Here you will see the Calendar and the Primary Accounting Schema that will be used for your Tenant. Additional Accounting Schemas may be defined for reporting.

For additional information on Calendars and Accounting Schemas, refer to the Costing Chapter.

Select a value in Receipt Matching Requirement of Purchase Order, Purchase Order and Invoice, Invoice, or None to indicate what matching documents, if any must be posted prior to the posting of a Material Receipt. This impacts the costs generated for a product as the costs are updated after the matching document have posted.

Select a value in Invoice Matching Requirement of Purchase Order, Purchase Order and Receipt, Receipt, or None to indicate what matching documents, if any must be posted prior to the posting of a Vendor Invoice. This impacts the costs generated for a product as the costs are updated after the matching document have posted.

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

In the Defaults area you find the following fields: The Standard UOM for Volume specifies the UOM to use for products referenced by volume in a document. The Standard UOM for Weight is the UOM to use for products referenced by weight in a document. The Standard UOM for Length specifies the UOM to use for products referenced by length in a document. The Standard UOM for Time is the UOM to use for products referenced by time in a document.

The Template B.Partner is the Business Partner used for creating new Business Partners on the fly. When creating a new Business Partner from the Business Partner Search field, select: New Record, the selected business partner is used as a template, (e.g. to define price list, payment terms, etc.)  It is suggested that you give this record unique name that will identify it as a template to ensure it is not accidentally over-written.

The Days to keep log field specifies the number of days to keep system logs.

All fields in the Reference area (Primary Tree Organization, Primary Tree BPartner, Primary Tree Project, Primary Tree Menu, Primary Tree Product, Primary Tree Sales Region, Primary Tree Campaign, and Primary Key Activity) are display only and cannot be changed.

Click on the Tenant Share tab to define the Rules for this Tenant in respect the sharing or non-sharing of data.

Enter a Name for this Tenant Share.

Enter a Description if desired.

Select the Active check box to indicate this Tenant Share is active.

Select a Table from the drop down list box to indicate the table for which this Tenant Share is defined.

Select a Share Type of Tenant (all shared), Organization (not shared), or Tenant and Org from the drop down list box to indicate the type of share.

For example: A Tenant Share may require that all Products entered could be shared by all Organizations. If a user enter a product and specified a specific Organization (not shared) the Organization field would be updated to "*" (shared) when the record is saved.

Tenant Shares can be defined for any entity with a data access level of Tenant + Organization.

Organization Type

The Organization Type window allows you to define classifications for your Organizations. You may choose to use Organizations as Cost Centers or Stores and the Organization Type may be used to classify the Stores as Free Standing, Mall Locations or Outlet. Organization Type is used for classification only and does not affect processing or access.

To add or modify Organization Types open the Organization Type window from the Main Menu. The icon in front of the Organization Type menu items indicates that it is a window.

Enter a Name and optionally enter a Description for this Organization Type.

Select the Active check box to indicate that this Organization Type is Active.

The Organization

The Organization window allows you to define and maintain organizational entities. An organization can be a legal entity or a subunit for which only certain documents and transactions are processed. It could also be a business partner whose access is restricted to certain information only, (for example their own invoices.) In a smaller enterprise the Tenant and the organization could be identical.

You may click on the Organization icon in the Workflow window or simply open the Organization window from the Main Menu.

The Organization window consists of three tabs. The parent record is the Organization record. Next to the tabs, the structure of your Organization is displayed. You can search the tree via the search field at the bottom of the tree.

Click on the entity to display the Search Key, the Name and the Description of the organizational entity marked. You can choose to make the organizational entity a summary entity (which is used for reporting purposes) by selecting the Summary Level check box.

Important: When you add a new Organization in this window, you must re-login to be able to access the new Organization. Access to the new Organization is automatically granted to all existing Tenant and Admin Roles.

Open the Organization Info detail record by clicking on the corresponding tab.


 
Click on the button next to the Location/Address field to enter the address information. This is the Address that will be printed on all Orders issued from this Organization.

Enter the Address, the City, the State, the ZIP code, the Country, and click OK to return to the Organization Info window.

Select and Organization Type, if desired to classify this Organization.

Select a Warehouse/Service Point for this Organization if you will require counter document generation for Inter-Org documents. For more information on Counter Documents, refer to the Organization Relationship section in this chapter.

Enter the values for the following fields:

D-U-N-S (Dun and Bradstreet identification number used for EDI - for details see http://www.dnb.com/dunsno/list.htmwww.dnb.com/dunsno/list.htm and Tax ID.

Select a Goal if desired. At this time, it is used for reference information only.

Select a Parent Organization if you are creating a multi-level hierarchy for your Organization. This will also be updated by dragging and dropping Organization entities in the tree dialog in the Organization tab.

Select a Supervisor to be used when no supervisor is indicated for Request Processing.

Select a Calendar that will be used by this Organization for period controls and posting.  If no Calendar is selected, the default Calendar defined for the Tenant will be used.

Open the Organization Assignment detail record by clicking on the corresponding tab.

The Organization Assignment window is used to define the users who are associated with an Organization. This window is for reference only and does not control access to data as that is determined based on the Role as User has. Roles are discussed in the next section.

Select a User /Contact to be assigned to this Organization.

Enter a Valid from and Valid to date to indicate the range of dates the User is assigned to this Organization.

Organization Relationships

Compiere allows transactions between Organizations. This occurs when a document crosses Organization boundaries (e.g. a Purchase Order from Organization A is fulfilled by a Business Partner in Organization B). In this instance an Inter-Organization entry is made to reflect the appropriate accounting in each Organization.

In some instances there is also a requirement that explicit documents be generated for each Organization. In the example above, the Purchase Order for Organization A would generate a Sales Order in Organization B.

This type of relationship requires a Warehouse/Service Point to be defined for each Organization as well as linking a Business Partner to the Organization. The linkage of the Business Partner is discussed in the Business Partners Chapter.

The Role

The Role controls access to windows, tasks and reports. Users can have one or multiple roles. Basically, there are four kinds of generic role types. One type is the System Administrator. With this role you can only see system-level records like UOM's and document types. The System Administrator Role may not be changed. You can add new 'System Administrator Roles', but you cannot modify the one that is defined when the system is created.

The next type is the SuperUser. The SuperUser gets all roles in the system. This role is designed for emergency situations, when you need one user who has all rights of access in all organizations. The use of this role should be restricted to a few high level users.

The other two role types, which are the typical transaction users, are the Tenant Administrator and the Tenant User. The Tenant administrator can set up data and enter transactions, whereas the Tenant user is restricted to transaction entry only.

You may click on the Role icon from the workflow or simply open the Role window from the Main Menu.


 
Select the Role, in our case GardenWorld Admin in single record view.

For a new Role, enter a Name and Description and select the Active check box.

Select a User Level of Tenant, Tenant + Organization, Organization or System. This will determine the type of data that can be accessed.

Select the Manual check box if you do not want Window, Process, Form, Workflow, and Task access automatically defined. Also, if Manual is selected, this Role will not be updated during Migration. If the Manual check box is not selected, access is automatically defined based on the User Level defined. In addition, when Migration is performed, access is defined for any new Windows, Processes, Forms, Workflows, and Tasks.

One option when defining a new role is to leave the Manual check box deselected and refine the access to the desired records. When you have completed the necessary updates, select the Manual check box. That will ensure that the Role is not updated when "Migrating."

Currency and Primary Tree Menu are not used at this time.

Enter an Approval Amount. This is used when a document requires an approval. Users for this Role may approve a document for this amount or less.

Select the Approve own Documents check box if users in this Role should be allowed to approve documents that they create which require an approval. Leaving this check box unchecked specifies that approvals must be done by a different User.

Select the Overwrite Price Limit check box if users in this Role should be allowed to enter prices on an Order or Invoice which are less than the limit price defined. It is suggested that this be reserved for supervisor roles.

For additional information on Price Lists and Limit Prices, refer to the Pricing Chapter.

Select the Maintain Change Log check box if you want Compiere to keep an audit log of all updates done by a User in this Role. Only Users in a Role whose Preference Level is set to Tenant may view this log.

For additional information on the Change Log, refer to the Common Functions and Commands Chapter.

Select the Preference Level for this Role. This will determine if Users in this Role may set User Preferences or Value Preferences. A value of 'None' specifies that Users in this Role may not set User Preferences or Value Preferences. A value of User specifies that Users in the Role may set User Preferences and may set Value Preferences at a User level. A value of Organization specifies that Users in the Role may set User Preferences and may set Value Preferences at an Organization level. A value of Tenant specifies that Users in the Role may set User Preferences and may set Value Preferences at the Tenant level.

Enter a value in Confirm Query Records if you want the user to be prompted reduce the number of rows returned when opening a Window. For example, if this value is set to 100 and the user opens the Product window, if there are more than 100 records on the table, the Query window will display and the user will have an opportunity to restrict the number of records returned. This is to prevent unnecessary system load. If 0 is entered, the system default of 500 is used.

Enter a value in Max Query Records if you want to restrict the number of rows a User may display when opening a Window. For example, if this value is set to 100 and the user opens the Product window, if there are more than 100 records on the table, the Query window will display and the user will have be forced to restrict the number of records returned. This is to prevent unnecessary system load. If 0 is entered, the system default of 500 is used.

The remaining fields are discussed in the Security Chapter.

Use the different tabs in the Role window to set the access rights for this Role. In this window you can control the Org Access, User Assignment, Window Access, Process Access, Form Access, Workflow Access, and Task Access.

These tabs work in the same way: You select or de-select a certain Organization, Window, Process, Form, etc. depending on the access rights you want the user to have.

Example: You may want to prevent your User from accessing the Material Transactions form. Open the Form Access window, where you see a list of all available forms. Select the form you want to edit. The default privilege is "read/write" access for all forms. Click on the Data Grid Toggle button on the toolbar.

First, select the GardenWorld User Role.

Then select the Form Access Tab.

In either the single or multi-record view de-select the Read Write and Active check boxes as appropriate. If Read Write check box is de-selected, Users in this Role will be able to view the Material Transactions Form but cannot update it. If the Active check box is deselected, the Material Transaction Form will not display in the Menu for Users in this Role.

When you now login as GardenWorld User, the Material Transactions form won't be displayed to this role.

Another example would be to set up a Role for a business partner. When the business partner logs in, he can only see his own data. You could allow him to update certain data, for example his address etc., but not more. You can create roles which can be assigned to more than one Tenant.

Customize Table

The Customize Table option in the windows grid component is now made role based. This option is available only for privileged users.

Note: By default, all the users will have privileges to use this option. The administrator can change the privileges provided to a particular user by clearing the Show Customize Table check box in the Role window.


For more information, refer to the Customize Table feature document.

The User

The User serves two purposes.  First, it defines those individuals in your company who can access the Compiere application. Secondly, it defines contacts at your Business Partners (customers and vendors).

You may click on the User icon in the Workflow window or simply open the User window from the Main Menu.


 
The two system-generated users will already be in the list of Users as a result of the Initial Tenant Setup. The Name and the Description are defaulted. The value in the Password field defaults to the Name of the User and can be changed.

The Internal section defines the fields and parameters used for Internal Users of Compiere. An Email address can be entered as well as a Supervisor (for escalation purposes), a Sales Representative, a Goal, an Email User ID, a Personal Goal, and an Email User Password.

Select the Position for this User if appropriate.

Select the Full BP Access if this User will have access to all Documents, Requests, and Assets for the associated Business Partner via the Web Store.

For more information on this option, refer to the Business Partners Chapter.

The External section defines fields and status for External Users, (most often Business Partners); here you may enter the following information: a Greeting, a Last Contact, and a Last Result. The Last Contact and Result will also be updated if requests for this User are processed.

Select a User (for example, the GardenAdmin) and open the User Roles window.

The Roles which the User can assume are displayed. Naturally, an Administration User will be able to assume more roles than the 'normal' User.

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

The remaining tabs are for informational purposes only at this time.

Loading the Account Hierarchy

As mentioned previously, the Initial Tenant Setup loads just the default accounts required by the System. You now want to load all other accounts along with the Parent/Child relationships or Hierarchy for your accounts.

The remaining Accounts along with the Hierarchy will be loaded using the Import File Loader and Import Accounts windows.

To Import a file, open the Import File Loader window by clicking on the Import File Loader icon in the Workflow or simply click on Import File Loader from the Main Menu. The icon in front of the Import File Loader menu item indicates that it is a window.

Click the Select File to Load button. The default location is Compiere2/Data/Import but you can navigate to anywhere on your network. Select the comma separated file in the format of NaturalAccountsUS.csv, which you should have adapted to your needs.

Select the Import Format of Accounting - Accounts from the drop down list box of defined formats.

When you have selected a File and Format the window displays the data to be loaded and additional information.

Select the OK button to load the records. A message box will be displayed indicating the number of records loaded.

The Accounts have been loaded and now they must be imported.

To Import the loaded records, open the Import Account window by clicking on Import Account from the Main Menu. The icon in front of the Import Account menu item indicates that it is a window.

Review the records loaded and update if necessary. Then click the Import Accounts button. A corresponding parameter dialog window will display.

Select the appropriate Element from the drop down list box.

Select the Update Default Accounts check box if you want to update the default accounts loaded in the Initial Tenant Setup. Be cautious as this will update your default posting accounts and will affect all future postings.

Select the Delete old imported records if you have records in your Account Loader that have already been imported.

Select the OK check box to import your accounts.

When the process has completed a message dialog will appear indicating the number of Errors, Inserted, Updated, and Deleted Records.

To review the resulting hierarchy, open the Account Element window by clicking on Account Element from the Main Menu. The icon in front of the Account Element menu item indicates that it is a window.

Select the Element Value Tab.

You can now view and navigate the Account Hierarchy.

For additional information on the Account Element, refer to the Performance Analysis Chapter.

For additional information the Import File Loader, refer to the Utilities Chapter.

Calendar Year and Period

The Calendar Year and Period window allows you to define the Calendars that will be used for Reporting and Period Control. Each Tenant has a one or many Calendars and all Organizations for that Tenant use the same Calendars.

You may click on the Calendar Year and Period icon from the Workflow window or simply open the Calendar Year and Period window from the Main Menu.

Use the Calendar tab to enter the Name and Description for this Calendar and select the Active check box.  If the Calendar is defined for a specific Organization, select that Organization from the drop down list box.

Click on the Year tab to enter the Years for your Calendar.


 
Enter the Year and Description for this Calendar and select the Active check box.

If you choose, select the Create Periods button to automatically create periods 1 through 12 for the given Year. The periods will be created with a start date of the first day of each month.

Click on the Period tab to enter the Periods for your Year.
 
Enter the Period and Name for this Period and select the Active check box.

Enter a Start Date or open the Calendar tool to select a date. When you save the record the End Date will be updated and will be the last day of the month selected in the Start Date. This can be overwritten.

Select a Period Type of Standard Calendar Period or Adjustment Period. The Standard Calendar Period is used for determining the period for posting and reporting, while the Adjustment Period can be used only in Manual Journal Entries.

Note: The system will edit to ensure there are no overlaps in the dates for Standard Calendar Periods. The system will allow an Adjustment Period to overlap a Standard Calendar Period.

If you choose, select the Open/Close All button to automatically open or close the given period for all document types. The Open/Close Flag for each period can also be set or overwritten manually. This allows you to prevent posting of Invoices for a given period while still allowing manual journals for example.

Note: Opening and Closing of Periods should be done for the Calendar defined in the Tenant Info window and for any Organization specific Calendars defined.

Click on the Period Control tab to update the Period Action for each Period.

When a Period is created a record for each Document Type is also created. The Period Status is set to Never Opened and the Period Control is set to a default of No Action. Select one of the following Period Actions: Open Period, Close Period, Permanently Close Period, or <No Action>. Now click the Open/Close Period button. The selected action will occur and the Period Status will be updated based on the action taken.

When a Period is Open, postings can occur for the selected Document Types.

When a Period is "Closed", no postings can occur for the selected Document Types. If a Period is "Closed," it may be re-opened.

When a Period is Permanently Closed, no postings can occur and the Period cannot be re-opened.

Click on the Non Business Days tab to update the Non Business Days for this Calendar.

Enter a Name and select a Date to indicate days that are not Business Days. These Non Business Days will be used when determining availability for Resources.

For additional information on Resources, refer to the Services Chapter.

BASIC SETTINGS

Select Systems Administrator as your Role, System as the Tenant.

Logging in to the System Tenant allows you to edit global settings. Since Compiere is designed to be used by multiple Companies, there are certain things you may need to add on this level:

  • The Language
  • The Currency
  • The Country and Region

The Language

Click on Language form the Main Menu.

The System has the following languages already installed: English, German, and French. If you will be dealing with a Country with another Language you can enter it in here. This does not mean the system will be translated into that Language, rather it is just there for reference, so you can select what language a Business Partners uses.

To add a new Language to the system, click on the "New Record" button and complete the following fields. For Language enter in the ISO Language Code followed by an underscore, then the ISO Country Code. Information on the Language code can be found at the following website http://www.ics.uci.edu/pub/ietf/http/related/iso639.txt. For Information on the Country Code refer to: http://www.unece.org/cefact/rec/rec03en.htm.

Select Save, then exit this window.

For more information on Languages, refer to The Multi's Chapter.

The Currency

Click on Currency from the Main Menu.

The System has many of the ISO Currencies defined

To add a New Currency click on the New Record button and enter the ISO Code. Information on the ISO code can be found at the following website:http://www.unece.org/cefact/rec/rec09en.htm.

Enter a Standard Precision to define the number of decimal places that amounts will be rounded to for accounting transactions and documents. Enter the Costing Precision Rounding to define the number of decimal places that amounts will be rounded to when performing costing calculations.

Select Save to save the record.

For more Information on Currencies, refer to The Multi's Chapter.

Country, Region, and City

Click on County, Region, and City from the Main Menu.

Compiere comes with all ISO Countries defined.

To modify an existing Country change any of field desired. For consistency sake we suggest leaving the ISO Country code as it is

Select the Country Has Region check box if the Country has Region. (The Name for a Region in Japan would be 'Prefecture', in the U.S. the equivalent is 'State,' and for Canada it is 'Province'.)

Note: The Region will display in the Location Window only if it is defined in the Address Print Format

Update Address Print Format, a Phone Format, and a Postal code Format if you want. Select the Language and the Currency to be used. For more information on entering the Address Print Format, refer to Online Help.

Select Save, then go to the Region tab (if applicable):

Enter the Region, save your entry and move to the City tab.

Enter the name of the City, the ZIP, and Area Code. If you want to add additional cities, just click on the New Record button. Save your entries.

Now your basic global settings are defined. You can leave the System Administrator Role and login under your normal username and password.

DOCUMENTS

Document Sequence

The Document Sequence window allows you to define the sequencing or numbering to be used for each document used in the system. You can use a unique numbering sequence for each document type and can use alpha suffixes and prefixes if desired.

To create a new Document Sequence or modify an existing Document Sequence, click on Document Sequence from the Main Menu. The icon indicates that this is a window.

Enter the Name and Description for this Document Sequence and select the Active check box.

If you want to manually enter the document number do not select the Auto numbering check box.

If required, enter the Format that the document number must follow. This defines a mask for the format of the number. Refer to Online Help for specific instructions on coding this field.

Enter a Prefix and Suffix if desired to precede and follow the sequence entered.

If you want the system to automatically assign the next number for the document, select the Auto numbering check box. When this is selected additional fields will display.

Select the Used for Record Id check box if you want the document number to be used as the record key. Enter a numeric value to define the Increment to be used.

Enter a numeric value in the Current Next field to indicate the starting number to be used.

The Current Next (System) is a system maintained field for tracking the next number the system will use for documents. This field should not be maintained.

Document Types

In Compiere, Document Types define the parameters, controls, and processing rules for transactional documents as well as the name to be printed on the document, the sequencing to use and the number of copies to print.

These include: Orders, Invoices, Shipments, GL Journals, Production, and Inventory Move along with others. You may add your own Document Types, if business needs dictate. For example, you may want to have a specific Sales Order Document Type for Export Orders or Government Orders. Different Document Types allow you to define different processing rules, number sequence or print format. The idea is to allow as much flexibility as possible in the easiest manner.

To create a new Document Type or modify an existing Document Type, open the Document Types window form the Main Menu.

Open the 'Document Definition' tab, then enter the Name and Description for this Document Type and select the Active check box to continue.

Enter the Print Text to define the label to be used when this document is printed. Optionally, you can enter a Document Note which will also print on the document.

Select the Default check box, if you want this Document Type to be used as the default.

If required, select a GL Category for this Document Type. The Category Name will be used on all journal transactions generated for this Document Type.

Select the Sales Transaction check box to indicate whether this item is a Sales Transaction or not.

Select a Document Base Type to define the starting point for this document. Note that selecting Sales Order will bring up additional fields and pre-selections in the window, since Document Types for Sales require some additional parameters for processing.

Select a SO Subtype to define the processing that will occur when you complete an Order for this Document Type. For example, selecting a SO Subtype of POS specifies that when the Order is completed the Shipment and Invoice will be generated, but only the Invoice will print. Selecting Standard Order specifies that when the Order is completed no additional documents are generated. Shipments and Invoices must be generated using the Generate Shipment and a Generate Invoice processes.

Select the Document Type for Shipments and Document Type for Invoices. The Document Type also determines the accounting that will occur.

When a Sales Order Document Base Type is selected, the Document is Number Controlled check box is selected to indicate that these documents will have a sequence number. Enter the Document Sequence to control the numbering of this Document Type. For Document Types that do not reference the Sales Order Document Base Type, the Document Sequence is optional.

Select the Create Counter Documents check box if your business requires explicit documents for transactions between Organizations. If this is selected you may also indicate that this document type should be used as the default for Counter Documents.

For additional information on Counter Documents, refer to The Multi's Chapter.

If desired, select a Print Format to be used for this Document Type. If a Print Format is entered here it will over-ride the Print Format defined in Print Form.

For additional information on Print Forms, refer to the Info and Reporting Chapter.

Enter a value in the Document Copies field to indicate the number of copies to be generated when this document is printed. A 0 specifies that no additional copies will be printed; a 1 specifies that 1 additional copy will be printed, etc.

Additional fields will display if the Document Base Type is Material Receipt or Material Delivery.

The additional fields are related to Confirmations. This allows you to Confirm or 'double check' what is being shipped or received.

Select the Pick/QA Confirmation to indicate that the items selected for shipment or the items received from a vendor must be confirmed before they can be packed for shipment or put into available inventory.

Select the Ship/Receipt Confirmation to indicate that the items to be shipped or the items received from a vendor must be confirmed before begin processed.

Select the Split when Difference check box to indicate that if there is a difference between what was shipped to what was received, the material movement (shipment or receipt) should be split into 2 documents, one with the confirmed amount and one with the difference or disputed amount. This allows for inventory to be updated for the confirmed quantity before the difference is resolved. When this is selected, you must select a Difference Document to be used for the split document (it must be either a Material Receipt or Material Shipment.)

For additional information on Confirmations with Material Receipts, refer to the Purchasing Chapter.

For additional information on Confirmations with Shipments, refer to the Sales Chapter.

If you are creating new Document Types, one approach is to copy an existing Document Type that is similar to what you want. Then make changes one at a time and test until you have the desired end result.

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