INTRODUCTION TO PRODUCTS
In Compiere, Products are tightly integrated with all material management activities including: Price Lists, Inventory Receipts, Shipments, Material Movements, and counts within a Tenant, its organizations, as well as to and from suppliers and customers.
WHAT IS A PRODUCT?
A Product in Compiere is something you sell and/or purchase (or something you store) and it has to have a Price. The main examples of Products are:
- Expense Types
Items are the physical goods you sell. Services are not restricted in terms of availability whereas Resources are restricted. Expenses can be billed, for example, a consultant who incurs some travel expenses which can be invoiced to your customer.
A Product can be described as a 'collection of Assets with similar attributes.'
WHAT IS AN ASSET?
An asset is something you purchased or produced. In contrast to a Product, which you always own, you may or may not own an asset. It may be used by you or by others, but the main characteristic of an asset is that you track and maintain it individually. And an asset can optionally be sold. In short, the asset can be described as the individual entity of a Product.
Important: Note that in Compiere a Fixed Asset is a subset of an Asset.
This approach provides you with much more flexibility, since an asset can have more than one 'role'. It can be something you sell, or lease or own. This is similar to the Business Partner approach in Compiere, because one entity can assume more 'roles', thus reflecting real life conditions.
THE PRODUCT SETUP
Before defining your Products some supporting records must be defined.
First, you set up the Warehouse and the Locators. The Warehouse is the Point of Service. It may have more than one Locator (not to be confused with the Location, which is an Address). Each Locator has predefined dimensions
The Relative Priority ensures that Locators with a higher priority are first used for Shipment or Receipt. The Priority is added as an attribute.
Now you add additional Units of Measures. Compiere offers several hard coded Conversions in the area of time dimensions (conversions between hours and days etc.)
You can create your own Units of Measure (UOM) as well as conversions for these UOM's. Conversions are necessary if you will purchase, sell, receive, ship or store the same product in more than one unit of measure. For example you may purchase a canned good by the pallet, store it by the case and ship it by the can. In this scenario you would define a conversion from cans to case and case to pallet.
Next, you set up your Product Category which are used for Accounting defaults and Reporting purposes and automatic Price List generation.
Then you set up the Tax Category and associate it with your Product. One Tax Category can have a single tax or multiple tax rates.
There are basically two direct Product types:
An Item is a physical good which requires inventory maintenance. A Service is an unlimited resource, which cannot be stored.
The indirect Product types are Resources and Expense types, for which the product only forms the interface to your invoicing system. Also, indirect Product types are not defined in the Product window. They are defined 'indirectly' in the Expense Type and Resource windows.
For more information on Expenses and Resources, refer to the Services Chapter.
Compiere allows you to define the following features for products:
- Bill of Materials
To get an overview of the Product Setup in Compiere, click on Product Setup from the Main Menu.
To navigate through the different steps and open the appropriate window click on the specific workflow icon.
This workflow demonstrates how to define the Products used in an Organization. You may not need to complete all of the steps for each Product you define.
Warehouse & Locators
The Warehouse & Locators define a Warehouse, any Locators for that Warehouse, and the accounting parameters to be used for inventory in that Warehouse. The Warehouse is the Point of Service. It may have more than one Locator.
Click on Warehouse & Locators from the Workflow, or simply open the Warehouse & Locators window from the Main Menu.
Enter the Name and the Description of the Warehouse. Enter the Location/Address and enter a value in the Element Separator field. This field will be used to distinguish between the different locator dimensions.
The Reservation Locator field is used specifically for reservation purpose - the reserved quantity on the sales order and the ordered quantity on the purchase order side.This locator is subsequently stored at the order line level. This field is used only for products without instance attributes.
Click on the Locator tab to enter the Locator information for your Warehouse.
Enter the Relative Priority, which ensures that Locators with a higher priority are used first for Shipment or Receipt. Then enter the Aisle, Bin and Level numbers. If you are utilizing them also add the Position and Row.
Click on the Accounting tab to enter the Accounting information for your Warehouse. Note that the Accounting tab will only be displayed if your Preferences indicate it.
The values for the accounts in this tab have defaulted from the Accounting Schema. As you recall, the Accounting Schema default accounts are populated as part of the Initial Client Set up. You can leave these values as they are or you may modify them as necessary. The Accounts can be modified by clicking on the button of the desired account.
The Warehouse Difference account is used to record adjustments to Inventory resulting from Physical Inventory posting.
The Warehouse Inventory, Inventory Adjustment, and Inventory Revaluation accounts are not used at this time.
For more information on Accounting, refer to the Performance Analysis Chapter.
Unit of Measure
The Unit of Measure window allows you to define non-monetary units of measure. It also defines if conversion between units of measure is allowed and how it is to be performed. The system provides some automatic conversions between UOMs (e.g. minute, hour, day, working day, etc.) if they are not explicitly defined here. Conversions need to be direct (i.e. if you have only a conversion between A-B and B-C, the system cannot convert A-C, so you need to define it explicitly).
Click on the Unit of Measure icon from the Workflow or simply open the Unit of Measure window from the Main Menu.
Enter the EDI Code. The EDI Code indicates the EDI X12 Code Data Element 355 (Unit or Basis for Measurement). Now enter the Name of the Unit of Measure, for example Tons or Megabytes. You have the option to enter a Symbol and a Description. Accept or overwrite the Standard Precision and Costing Precision.
Click on the Translation tab to enter a translation for your UOM.
Note: The Translation tab will only be displayed if your Preferences indicate it and additional language translations have been enabled.
Enter the translated Name of the Unit of Measure. Use the Translated check box to indicate whether the UOM should be translated. Optionally you can enter a Symbol and a Description.
If you are not going to print documents in different languages, UOM is one of the records that should be translated as it is printed on Orders, Shipments, and Invoices.
For additional information on Multi-Lingual Documents, refer to The Multi's Chapter.
Click on the Conversion tab to enter a conversion for your UOM.
The Conversion tab defines the conversion rates between two Units of Measure. The UOM defaults from the Unit of Measure Tab.
Select the UOM To from the drop down list box. This is the Unit of Measure that this Unit of Measure will be converted to.
Select a Product that will use this Conversion. The storage UOM for this product must be the UOM defined here. If there are additional products for this Conversion, enter additional Conversion records.
Enter either a Multiply Rate or Divide Rate for this Conversion. The Multiply Rate must be greater than 0.
In this example, we are converting from an UOM of Each to a UOM of 6-Pack with a Multiply Rate of 0.1666666667. In an Order, Invoice, Shipment or Receipt for the Product Hoe, a UOM of Each or 6-Pack may be selected. If 6-Pack is selected, the price used will be the price for "Each" multiplied by 6. If a different price is required, a new Product may be defined or you can use volume discounts on the Discount Schema.
For additional information on Pricing, refer to the Pricing Chapter.
If Conversions are defined for a Unit of Measure, you may "Sell," "Ship," "Invoice," "Purchase," and "Receive" in any of the Units of Measure defined for a given Product.
The Product Category window allows you to define different groups of products. These groups can be used in generating Price Lists, defining margins and for easily assigning different accounting parameters to your products.
Click on the Product Category icon from the Workflow or simply open the Product Category window from the Main Menu.
Enter the Name for this Product Category.
Enter a Description if desired.
Select the Active check box to indicate that this Product Category is Active.
Select a Material Policy of LIFO or FIFO. This defines the method used for Costing.
For additional information on Costing, refer to the Costing Chapter.
Select the Default check box if you want the Product Category to be used when a new Product is created.
Select the Self Service check box if Products in this Category will be available in the Web Store.
Enter a Planned Margin %.
Select an Asset Group, if appropriate, for this Product Category. Assets will be discussed later in this chapter.
You may also select a Print Color. This allows you to visually identify items in Dimension trees.
Click on the Accounting tab to enter the Accounting information for your Product Category.
The Product Category, Accounting Schema and the Accounts are defaulted. The values for the accounts in this tab have defaulted from the Accounting Schema. As you recall, the Accounting Schema default accounts are populated as part of the Initial Client Set up. You can leave these values as they are or you may modify them as necessary. The values entered here will, in turn, default to any Product that references this Product Category. The Accounts can be modified by clicking on the button of the desired account. In most instances this is not necessary if you have included product as one of your accounting schema elements. It will be included on the resulting journal entries. This enables you to report on the Revenue for a specific product or easily report on Revenue for all products.
The accounts are discussed in detail when we discuss the Product window in a later section.
You can select a Costing Method and Costing Level for this Product Category. Select a value for these fields only if you want products in this Product Category to use a Costing Method or Costing Level that is different from the one defined for the Accounting Schema.
For additional information on Costing, refer to the Costing Chapter.
The Copy Accounts process should be used with caution. It will copy the updated default accounts to all Products defined. If you have defined specific accounts at the Product level, they will be over written.
For more information on Accounting, refer to the Performance Analysis Chapter.
Click on the Assigned Products tab to display the products which were assigned to this Product Category.
Use the Data Grid toggle to display the individual records. The window is display only. The actual assignment of a Product to a Product Category is done in the Product Window.
The Tax Category window allows you to enter and maintain Tax Categories. Each product is associated with a tax category which facilitates reacting to changing tax rates.
Click on the Tax Category icon in the Workflow or simply open the Tax Category window from the Main Menu.
Enter the Name and the Description for the Tax Category. You can also enter a Commodity Code. Click on the Translation tab to enter the Translation information for your Tax Category.
The Product window allows you to define all Products used by an organization. These products include those sold to customers, used in the manufacture of products sold to customers and products purchased by an organization.
Click on the Product icon from the workflow or simply open the Product window from the Main Menu.
Enter the Name of the Product, and a Description if you wish. Optionally, you can enter some Help/Comment and a Document Note (which displays on shipments and invoices). Enter a UPC/EAN (Universal Bar Code or European Article Number) and a SKU (Stock Keeping Unit).
Select a value for the following mandatory fields: Product Category, Tax Category, and Product Type. Depending on your selection in Product Type (which could be Item, Resource, Service, Expense or Online), the Product window will change slightly.
Note: Resources and Expenses are not created in this window, but can be viewed here.
The UOM is the Unit of Measure this product will be stored in. If you will be doing conversions to other Units of Measure, this Unit of Measure must be the smallest. For example, if you have a product that may be sold in individual units or packages of 6 the UOM defined for the Product would be "Each" and you would define a Conversion from Each to 6 Pack with a Multiple Rate of 6.
For additional information on Unit of Measure Conversions, refer to the previous section in this Chapter.
Provide a value for the following fields: Weight, Shelf Width, Shelf Depth, Classification, Sales Rep, Revenue Recognition, Volume, Shelf Height, and Units per Pallet.
If you select Resource as your Product Type, all Item-related fields will disappear.
If you deselect the Sold check box, the Revenue Recognition field disappears. That means that you need to enter your Revenue Recognition only when your organization sells this product.
Select the Stocked check box when your organization stocks this product. Select the Purchased check box when your organization purchases this product.
Select the Exclude Auto Delivery check box if you shipments of this product to be created manually (as opposed to generated via a process). This may be used for sensitive items or those items that have a high probability of insufficient stock levels.
Note: If the Shipping Rule is Force, this option is ignored.
For additional information on Shipments and Shipping Rules, refer to the Sales Chapter.
Select the Discontinued check box to indicate that a Product is no longer available.
Then the Discontinued by field is displayed, where you can enter the end date for this Product.
If the Product is a summary entity, you select the Summary Level check box, which will change the window accordingly.
There are fewer fields than before, since you will be acting on a Summary Level.
Select the Bill of Materials check box when the Product is a Bill of Materials. With this check box selected the window will change accordingly to include the necessary fields for a Bill of Materials.
When you have entered the Products which make up the Bill of Materials, (see next section), click on the Verify BOM button to start the Process Verify BOM Structure. This Process checks the elements and steps which comprise a Bill of Materials.
Select the Print detail records on invoice check box to indicate that the detail BOM elements are to be printed on the invoice. If you want the detail BOM elements to be printed on the pick list, select the Print detail records on pick list check box.
The Image URL, Description URL and Download URL are used if this product is sold in the Web Store. The remaining fields will be discussed in the Assets and Attribute Set sections of this chapter.
Bill of Materials
A Bill of Material contains one or more Product, Services or other BOMs. There is no limit to how many elements a BOM can contain.
A Bill of Material may be classified as Stocked or Non-Stocked (as defined on the Product tab). Stocked BOMs are treated as normal products in terms of availability. They are assembled in 'Production' or Manufacturing. The available quantity in Product Info represents what is actually stocked (or has been produced), not what could be produced.
Non-Stocked BOMs are mainly for data entry ease (you select the BOM instead of a number of products). The available quantity in Product Info represents what could be available based on the availability of the individual parts.
It the price of a Stocked BOM is 0.00 then the price is calculated dynamically based on the sum of the individual parts. You can also calculate the price of a BOM using Price Lists. The price of a Non-Stocked BOM is always the sum of its individual parts.
If you defined your Product as a Bill of Materials (Bill of Materials check box selected), Compiere displays it when you click the Bill of Materials tab on your Product window.
Now you enter the Products which make up your Bill of Materials.
The following fields are defaulted: the Product, which is the Bill of Materials (in our example the Computer) and the Line NO. Enter a Description if you like.
Select the BOM Type of Part/BOM to indicate that this is a required Product for this BOM or select Option to indicate that this is an optional Product for this BOM, or select an Alternative Group to indicate that there is more than one Product that may be used. An example of this may be a Computer where the CPU is required, there are options for the Memory and Disk used and a Wireless Card is optional.
Select the BOM Product (in this case CPU) and the BOM Quantity. Only those products on a Price List will be available for selection in this screen.
Once you have entered all the necessary items for the BOM return to the Product tab and select the Verify BOM button. This will verify that there are no circular references within the BOM and that any BOM's included in this BOM have been verified. Upon successful completion of the process, the Verified check box will be updated.
A Bill of Materials may be used in Production or can be 'dropped' into an Order, Invoice, or Project.
For more information on Production, refer to the Material Management Chapter.
For more information on the BOM Drop function, refer to the Utilities Chapter.
If you haven't selected the Bill of Materials check box in the Product window, this window will be empty.
To enter the Substitute information for the Product, click on the Substitute tab.
You have to enter a Name and a Substitute. Select the Substitute by clicking on the drop down-list arrow to open the Product Info window.
Enter criteria in the Key or Name field, (optionally with %) for example'% bush%', to list all Products which could be used as a substitute.
Select an appropriate Product, e.g. Rose Bush and click OK to insert it in the Substitute field.
The Substitute is used for reference information only.
Related entries are used to associate different products together for a specific purpose, like a promotion.
To enter related information for the Product, click on the Related Tab.
Enter a Name and a Description.
Select a Related Product Type of Alternative, Web Promotion, or Supplemental.
Select the Related Product from the Product search window or enter the key directly.
At this time Related Products are used for informational purposes only.
To enter the Replenish information for the Product, click on the Replenish tab.
Select a Warehouse whose stock you want to Replenish.
Enter the Replenish Type, i.e. the method for re-ordering your product. Examples are: Maintain Maximum Level or Reorder below Minimum. Then select the Minimum and the Maximum Level at which the inventory should be kept. If a Replenishment Type other than Manual is selected, this Product will be used in the Replenishment Report.
Based on the Replenish Type selected enter the appropriate Minimum and Maximum Levels. The Replenishment Type, Minimum and Maximum Levels will be used in conjunction with the Minimum Order Quantity and Order Pack Quantity (defined on Purchasing tab) when the Replenishment Report is processed and determines the Quantity to Order.
Select a Source Warehouse if you want this Replenishment rule to indicate the Warehouse (as opposed to a Vendor) which should be the source for replenishing the stock for this Product/Warehouse
For additional information on the Replenishment Report, refer to the Material Management Chapter.
Here you will enter the Vendor you buy the product from and any other Purchasing information. The information you enter in here is more for statistical use, the prices here don't show up on Purchase Orders or Sales Orders. That info comes from the Price tab.
To enter the Purchasing information for the Product, click on the Purchasing tab.
The Business Partner value is defaulted. Select the Current Vendor check box if you want to use this Vendor for pricing and stock replenishment.
Enter the following fields: UPC/EAN, Currency, List Price, PO Price, UOM, Minimum Order Qty, Promised Delivery Time, Cost per Order, Vendor Product No, Price effective, Order Pack Qty, Actual Delivery Time, and Vendor Category.
If your Vendor has a Product Key that should appear on Purchase Orders for this product, enter the value in the Partner Product Key. If the field 'Product Key' is included in the Print Format for Purchase Orders, the value entered here will print. If no Partner Product Key is defined for a vendor, the Search Key will print. Similar logic is available for Customers and Orders Invoices as described in the Business Partner tab section below.
To enter information for Business Partners who will purchase this Product, click on the Business Partner tab.
Select the Business Partner who will be purchasing this Product.
If your Customer has a Product Key that should appear on Invoices and Orders for this product, enter the value in the Partner Product Key. If the field 'Product Key' is included in the Print Format for Orders and Invoices, the value entered here will print. If no Partner Product Key is defined for a customer, the Search Key will print. Similar logic is available for Vendors and Purchase Orders as described in the Purchasing tab section above.
Enter the Min Shelf Life % and Min Shelf Life Days for this Product.
When this Product is selected for the Business Partner to purchase, the list of available Instances of this Product will be limited to those Instances where the Shelf Life % and Shelf Life Days is greater than or equal to the values entered in this tab.
If no values are found for a specific Business Partner / Product combination then the value entered in the Business Partner window, Customer tab is used. If there is no value entered for the Business Partner then all Instances of the Product that have not expired will be displayed.
Note: These fields are used only if a Product has been associated with an Instance Attribute Set that included a Guarantee Date.
For more information on Instance Attributes, refer to the Attribute section later in this Chapter.
To enter the Price information for the Product, click on the Price tab.
You can also enter prices here for specific Price Lists but generally you will be generating prices for your products using the Price List. This is discussed in detail in the Pricing chapter. The prices that are generated will display on this screen. They can be updated here as well.
The Price List Version is defaulted. You can update the List Price, the Standard Price, and/or the Limit Price for your Product.
If the product is a Bill of Material and the Price is 0.00, the price is dynamically calculated by adding the prices of the individual parts. If this method is to be used, then all of the parts must be on the price list selected.
To enter the Download information for the Product, click on the Download tab.
The Download tab defines the download files that will be created for Business Partners who purchase this product.
Enter a Name and the Download URL where the file can be found. It must be accessible for users in the Web Store.
In order for downloads to be created, the Product must be defined as an Asset. You can define multiple downloads for any Product.
Assets are discussed in detail later in this chapter.
To enter the Accounting information for the Product, click on the Accounting tab.
The values for the accounts in this tab have defaulted from the Product Category selected in the Product tab. You can leave these values as they are or you may modify them as necessary. The values entered here will, in turn, default to any Product that references this Product Category. Keep in mind, that this may not be necessary if you have selected the Product as part of your Accounting Schema.
The Accounts can be modified by clicking on the button of the desired account.
The Product Asset account is used to record the transactions when a Shipment or Material Receipt for this Product is posted.
The Product Expense account is used to record transactions when an AP Invoice is posted for this Product.
The Cost Adjustment account is used to record transactions when an AP Invoice for Landed Costs is posted for this Product.
The Inventory Clearing account is used when a Material Receipt and the associated Matching document are posted for this Product.
The Product COGS account is used to record transactions when a Shipment of this Product to a Customer is posted.
The Purchase Price Variance account is used to record the difference between the Current Cost and the Purchase Order price of this Product. This calculation is done when the documents are matched.
The Invoice Price Variance account is used to record the difference between the Current Cost and the Invoice Price of this Product. The calculation is done when the documents are matched.
The Trade Discount Received and the Trade Discount Granted accounts are not used at this time.
The Product Revenue account is used to record transactions when an AR Invoice for this Product is posted.
For more information on Accounting refer to the Performance Analysis Chapter.
To display the Transactions for the Product, click on the Transactions tab.
The Transactions window lists all Transactions carried out for this Product, e.g. Locator, Movement Quantity, Date and Type, Shipment or Receipt Line, Physical Inventory Line, Movement Line, or Production Line.
To enter the Translation for the Product, click on the Translation tab.
Use this window to enter the translation for the Product in the defaulted language into the Name field. Use the Translated check box to indicate whether the Product should be translated.
The Product is one of the records that should be translated if you will be generating multi lingual documents. The Translated tab will appear only if you have selected that option in Tools/Preferences.
For additional information on Multi Lingual Documents, refer to The Multi's Chapter.
Shippers are used in Compiere to define who is responsible for the shipment of products either to or from an Organization. The Shipper will be used in Orders and if Packaging is used in Shipments to provide tracking information.
To create or modify a Shipper in Compiere, open the Shipper window from the Main Menu. The icon in front of the Shipper menu item indicates that it is a window.
Enter a Name and Description for this Shipper. Select the Active check box to indicate that this record is active.
Select the Business Partner this Shipper is defined as in your system. Generally, this will be a Vendor.
Enter the Tracking URL if appropriate. The (TrackingNo) will be replaced by the actual tracking number of the shipment.
The Freight tab is not used in the current release.
Assets are Products that you need to track and maintain. When a Product that is categorized as an Asset is sold, a record is generated, which identifies that unique instance of the Product. The steps to setting up assets are:
- Define the Asset Group(s)
- Associate an Asset Group with a Product Category
- Assign the Product Category to the appropriate Products
- Ship the Product (this creates the Asset)
Asset Groups trigger the creation of an Asset when a product is shipped. If a Product in a Product Category contains Assets, it must be associated with an Asset Group.
To create or modify an Asset Group open the Asset Group window by clicking on Asset Group from the Main Menu.
Enter the Name and Description of the Asset Group. Optionally enter any Help/Comments as desired.
Select the Active Check box.
If Assets belonging to this group are owned, select the Owned check box
Product Categories are used in a specific manner for Assets. To create or modify a Product Category in Compiere, open the Product Category window by clicking on Product Category from the Main Menu.
Most of the fields on this window were discussed earlier in this chapter. If you have products that require tracking as Assets set up one or more Product Categories and in the Asset Group field select the appropriate Asset Group. A blank in this field specifies that Assets will not be created.
There are a few things to re-visit from the previous section on Product. To create or modify a Product in Compiere, open the Product window by clicking on Product from the Main Menu. The icon in front of the Product menu item indicates that it is a window
The Product Category selected must be a category that has been associated with an Asset Group.
Enter the Guarantee Days and the Version No. These will be recorded on the Asset when it is delivered.
Shipping an Asset
Next, you would create an Order that contained the Product that is associated with the Asset Group (in our case How to Plant documentation). When the Order is shipped, either automatically based on the document rules (e.g. POS or Warehouse Order) or is generated by a manual or batch process (e.g. Standard Order), the Asset is created.
To view the created Asset select Asset window from the Main Menu. The icon in front of the Asset menu item indicates that it is a window
The Search Key is system generated and is the Business Partner ID, Product Key and Shipment Document No. The Name is the Business Partner Name, Product Name and Shipment Document No.
The Description and Help/Comment are copied from the Product as are the Product and the Version No.
The In Service Date is the Shipment Date and the Guarantee Date is calculated based on the In Service Date plus the Guarantee Days defined for this Product.
The Owned check box indicates that this Asset is owned by the Organization. The In Possession check box indicates that the Asset is in the possession of the Organization.
The Business Partner, User/Contact, Partner Address, and Location/Address are updated based on the Shipment document.
The Location comment is populated with the Shipment Document No. You can update it with additional information if desired.
The Usable Life - Years, Usable Life -Months, Life Use, and Use Units can be populated and are currently used for reference only.
If the Disposed check box is selected the Asset Disposed Date field will be displayed. These fields are for reference only well.
The Lot and Serial Number fields will be used in a future release of 2.5
Click on the Asset Delivery tab to view information regarding the delivery of this asset.
The Movement Date is the date the Asset was delivered. The Asset, Description, Version No, Lot, and Serial No default from the Asset tab.
The User/Contact is the person the Asset was delivered to or via.
The Shipment/Receipt Line specifies the delivery record.
The remaining fields are used if the Asset was delivered electronically.
Assets - Requests
You can enter a Request directly from an Asset or you can access existing requests for this Asset.
In this example you can create a new Request. If there were existing Requests defined you could view them as well.
For additional information on Requests, refer to the Requests Chapter.
The Deliver Assets process allows you to delivery assets electronically. The download URL for the product will be sent, via email as an attachment. A record is created for each asset delivered in the Asset window, Delivery tab.
To deliver Assets open the Deliver Assets window from the Main Menu. The icon in front of the Deliver Assets menu item indicates that it is a process
Restrict the Assets that are delivered by selecting a specific Asset Group, Product, Business Partner, and/or Asset
Select the Guarantee Date to be used.
In order to send an email to a Business Partner that will remind a Business Partner that an Asset has expired, select the appropriate 'Email Template' in the 'Expired Guarantee Mail' field.
Select the OK button to start the process. When the process has completed a message window will display indicating the number of mails sent and the number of errors if any.
If you are delivering assets in this manner, your Business Partners must have valid email addresses defined in the Asset window.
A product may have an associated Attribute Set. Attribute Sets allow you to further identify or track specific products. There are two types of Attribute Sets, Instance Attributes and Non-Instance Attributes. An Instance Attribute Set identifies a specific instance of a product, for example a serial number on a computer while a Non-Instance Attribute Set is used for searching, for example size or color of a shirt.
An Attribute Set is made up of one or more Attributes. Attributes are Lot, Serial Number, Guarantee Date or any number of User Defined Attributes.
Additionally, for Lot and Serial Number you can define controls for how the numbers are assigned.
Product Attributes may be defined in Material Receipt, Sales Order, or Production.
To define Attribute Sets you first need to define the supporting records or Lot and Serial Number Control (if used) and Attributes.
Lot Controls are used to define the specific numbering to be used for Lot Numbers.
To create or modify a Lot Control in Compiere, open the Lot Control window by clicking on Lot Control from the Main Menu. The icon in front of the Lot Control menu item indicates that it is a window.
Enter a Name and Description for this Lot Control. Select the Active check box to indicate this record is Active.
Enter Start No to indicate the first number to use for this Lot. Next, define the Increment to use when assigning subsequent Lot Nos.
Enter the Current Next value. This needs to be defined only when defining the Lot Control. As Lot Numbers are assigned, the system will update this field.
Enter a Prefix and Suffix, if desired, to complete the Lot No.
Click on the Exclude tab if there are instances when you do not want the User to create a new Lot.
Select a Table where the User should not be able to create new Lots.
If appropriate, select the Sales Transaction check box.
In this example, the User would not be able to create a new Lot in a Sales Invoice.
Serial No Control
Serial No Controls are used to define the specific numbering to be used for Serial Numbers.
To create or modify a Lot Control in Compiere, open the Serial No Control window by clicking on Serial No Control from the Main Menu. The icon in front of the Serial No Control menu item indicates that it is a window.
Enter a Name and Description for this Serial No Control. Select the Active check box to indicate this record is Active.
Enter Start No to indicate the first number to use for this Serial No. Next, define the Increment to use when assigning subsequent Serial Nos.
Enter the Current Next value. This needs to be defined only when defining the Serial No Control. As Serial Numbers are assigned, the system will update this field.
Enter a Prefix and Suffix, if desired, to complete the Serial No.
Click on the Exclude tab if there are instances when you do not want the User to create a new Serial No.
Select a Table where the User should not be able to create new Serial Nos.
If appropriate, select the Sales Transaction check box.
In this example, the User would not be able to create a new Serial No in a Purchase Order.
Product Attributes are descriptors of a product. They are generally used in searches to find 'like items'. For example, you may sell T Shirts. They may come in 3 Styles, 5 Colors and 4 Sizes. Style, Color and Size would be attributes of a T Shirt. Each unique combination of these attributes identifies a specific Product that you purchase or sell. When placing an Order, your customer does not purchase a T Shirt, but rather a Short Sleeve, Red, Small T Shirt. By assigning attributes it allows you to easily locate products if your customer is looking for a Small T Shirt (but not a specific color or style).
To create or modify an Attribute in Compiere, open the Attribute window by clicking on Attribute from the Main Menu. The icon in front of the Attribute menu item indicates that it is a window.
Enter a Name and Description for this Attribute. Select the Active check box to indicate that this record is active.
Select an Attribute Search value from the drop down list box. This provides the ability to combine multiple attributes in a single search. Attribute Search is not currently implemented, but its intended use will be discussed in the next section.
Select the List check box if the attribute will be selected from a list of values.
Select the Mandatory check box if this attribute is required when used in an Attribute Set.
Select the Instance Attribute check box if this attribute will be used to define a unique instance of a product. An example of this would be the serial number on a product that will be used to track warranty or recall information. It is used when there is a requirement to know who purchased a specific instance of a product. This check box would not be selected for attributes like Color, Size, or Style (e.g. it is not important to know who purchased a specific Small, Red, T Shirt.
As mentioned in the previous section, Attribute Search will provide the ability to combine multiple attributes in a single search. For example, you may stock T Shirts in Small, Medium, and Large while Dress Shirts are also available in X-Small, X-Large, and XX-Large. You would define separate attributes so that a T-Shirt does not get assigned a XX-Large attribute value. At the same time, you may want to search on all shirts size Large. Compiere provides this ability by combining attributes in a single attribute search.
To create or modify an Attribute Search in Compiere, open the Attribute Search window by clicking on Attribute Search from the Main Menu. The icon in front of the Attribute Search menu item indicates that it is a window.
Enter a Name and Description for this Attribute Search. Select the Active check box to indicate that this record is active.
Click on the Assigned Attributes tab to view information regarding the Attributes that have been assigned to this search.
This tab is read only. It displays the attributes that have been associated with this search. This association is done in the Attribute window. For more details, refer to the previous section.
At this time Attribute Search is not available in the Web UI.
Attribute Sets define one or more Attributes, which will be assigned to a product. A single Attribute can be used in multiple Attribute Sets. The values entered for an Attribute Set identify either a product or a unique instance of a product.
To create or modify an Attribute Set in Compiere, open the Attribute Set window by clicking on Attribute Set from the Main Menu. The icon in front of the Attribute Set menu item indicates that it is a window.
Enter a Name and Description for this Attribute Set. Select the Active check box to indicate that this record is active.
Select the Lot check box if this Attribute Set will identify a Lot. If this check box is selected the Lot Control field will display to allow selection of a Lot numbering control if desired.
Enter a Lot Char Start Overwrite and Lot Char End Overwrite values if you want values other than << >> to be used before and after the Lot No.
Select the Mandatory Lot check box to indicate that the entry of Lot information is required when defining an Attribute Instance.
Select the Serial No check box if this Attribute Set will identify products by Serial No. If this check box is selected the Serial No Control field will display to allow selection of a Serial numbering control if desired.
Enter a 'SerNo. Char Start Overwrite' value and a 'SerNo. Char End Overwrite' value if you want values other than # to be used before the Serial No.
Select the Guarantee Date check box if this Attribute Set will identify a Guarantee Date for a product. If this check box is selected the Guarantee Days field will display to allow entry of the number of days to use to calculate the Guarantee Date for the product.
Select a Mandatory Guarantee Date check box to indicate that the entry of a Guarantee Date is required when defining an Attribute Instance.
Select the Instance Attribute check box if this Attribute Set will identify a unique instance of a product. This will generally be selected if Lot, Serial No and/or Guarantee Date have been selected. It is used when you need to link an exact instance of a product to the customer who purchased it.
Select a Mandatory Type value to indicate when this Attribute Set Instance is required. The options are Not Mandatory, When Shipping or Always Mandatory.
This Attribute Set is being used to track Lot Nos. Therefore, there are no Attribute Use records associated with it.
Click on the Exclude tab to restrict the ability of users to assign Attribute Sets for specific tables.
Select a Table where the User should not be able to assign Attribute Sets.
If appropriate, select the Sales Transaction check box.
In this example, the User would not be able to assign values for the Fertilizer Lot Attribute Set in a Purchase Order.
Products like T Shirts are generally not tracked at an instance level (e.g. it is not important who purchased a specific blue T Shirt). There may be a need, however to search for all T Shirts of a specific color or size. Compiere uses Attribute Sets to accomplish this.
The following is the Attribute Set definition for T-Shirts.
For this Attribute Set, just the Active check box is selected. It is not necessary to track any of the other information.
Click on the Attribute Use tab to create or modify the Attributes that comprise this Attribute Set.
This window shows that there are 2 Attributes, Color and Size for this Attribute Set.
Toggle to the single record view using the toggle button on the tool bar.
Select a previously defined Attribute from the dropdown list box.
Select the Active check box to indicate that this Attribute is active for this Attribute Set.
Enter Sequence number for this Attribute within the Attribute Set. This defines the sequence used when the attributes set instance is displayed.
As these types of Attribute Sets are defined on the Product Level (as opposed to instance Attribute Sets which are defined in a Document), there is no Exclude logic.
As mentioned previously, Attributes can be assigned at the Product definition, at Material Receipt, at Sales Order, or during Production.
To assign Attributes to a Product, open the Product window by clicking on Product from the Main Menu. The icon in front of the Product menu item indicates that it is a window
The figures above are parts of the Product window, Product Tab.
Select an Attribute Set from the dropdown list box. In this case we have chosen the T-Shirt Attribute Set.
For Attribute Sets that have Attribute Use details defined select the Attribute Set Instance button to define the Attributes for this product.
The Attributes defined for this Attribute Set display. Select the appropriate values from the dropdown list box. The description is displayed based on the sequence entered in the Attribute Set.
Select the OK check box to save the values to the Product record.
This method if Attribute assignment is used for those Attribute Sets that do not define unique instances of a Product. Those attributes are defined when the products are received (Lot Numbers for example), when the products are shipped (Serial Numbers for example) or during Production (Manufacturing Run for example).
For information on assigning Attributes at the time of Material Receipt, refer to the Purchasing Chapter.
For information on selecting products with Attributes at the time of Sales, refer to the Sales Chapter.
For information on assigning Attributes at the time of Production, refer to the Material Management Chapter.
Searching on Attributes
One benefit of Attributes is they allow you to search for products based on their attributes. A simple example could be a catalog of clothing. You want to purchase a T-Shirt and want to know what is available in a Size of Large. If the products are defined with attributes this is simple in Compiere.
Open the Product Info Window. This can be done from any window by selecting the Product Info button on the tool bar or by selecting View / Product Info from the menu.
The Product Info window displays all Products for a given Warehouse and Price List. You can narrow the search by selecting a values associated with specific Products like Name, Key, or SKU. You can also search based on the attributes defined for groups of Products. To search on Product Attributes click the Product Attribute Button located in the upper right hand corner of the screen.
The Product Attribute Search window is displayed.
All Product Attributes that are defined will display here. You can select a single attribute or any combination. Like all searches in Compiere, "And" logic is used so the records returned must have all the attribute values selected. In our example, we want to find all Large T-Shirts. In the Size Attribute, select Large and click the OK button.
The Product Info screen is returned and displays all the Products with a Size Attribute of Large.
Note: Once you have defined a Product, you cannot modify the Organization that owns the Product in this window. This can be accomplished using the Product Organization utility process.
For additional information on the Product Organization utility process, refer to the UtilitiesChapter.