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INTRODUCTION TO THE MULTI'S

This Chapter describes the several multi-functions available in Compiere. The following features are supported:

  • Accounting across Multiple Organizations (Multi-Org Accounting)
  • Multiple Currencies (Multi-Currency)
  • Multiple Languages (Multi-Lingual)

ACCOUNTING ACROSS MULTIPLE ORGANIZATIONS

Compiere allows you to do your Accounting across multiple Organizations. The default setting in Compiere is that your Organizations are always balanced. That means, that every transaction which affects two Organizations, will generate inter-organizational accounting entries. If you don't want your Organizations to be balanced, you can disable the corresponding check box in the Organization.

There is a General Intercompany "Due To" and "Due From" Account.

There are three levels of inter-legal entity transactions:

  • Explicit Transactions
  • Explicit Documents (counter documents)
  • Explicit Product Costs (counter documents)

Explicit Transactions occur automatically. No additional records of data need to be defined.

Explicit Documents and Explicit Product Costs are achieved using Counter Documents.

Counter Documents

In Compiere, Counter Documents allow you to have explicit documents created when transactions occur between 2 different Organizations. You can also have specific prices for those transactions by defining the appropriate Price Lists.

Basically, with Counter Documents, a Sales Order for Organization A, results in a Purchase Order for Organization B. A Shipment for Organization A, results in a Material Receipt for Organization B. Finally, an Invoice for Organization A, results in a Material Receipt for Organization B. The reverse is also true (Purchase Order for Organization A results in a Sales Order or Organization B, etc.)

To accomplish this type of document generation, some set up records need to be defined or modified. These include:

  • Business Partner - Organization Link
  • Counter Document Type
  • Document Types - Default Counter Document

As we have seen, all Sales and Purchase transactions contain a Business Partner. The Business Partner determines the default prices, Payment terms, Invoice method, etc. Likewise, all documents must have an explicit Organization, (* is not allowed). The Organization determines the Warehouse and default accounting. To be able to create accurate Counter Documents, there must be a one to one link between a Business Partner and Organization. This link is defined when creating a Business Partner.

To define a Business Partner, open the Business Partner window from the Main Menu.

The Business Partner is entered as in documented in previous chapters. When the record has been saved, select the Link Organization button. This will create a one to one relationship between this Business Partner and an existing or new Organization.

Next, a corresponding message dialog box will display.

This dialog indicates the process that will occur.

Select the OK button and a corresponding parameter dialog box will be display.

You may select an Existing Organization to link this Business Partner to. This Organization may have other Business Partners defined for it, but no other Business Partner may be explicitly linked to it.

If you do not select an Existing Organization, a new one will be created.

You may select an Organization Type. Organization Types are used to classify your Organizations.

You may select a Role in the Limit Access to Role field. Doing so will restrict access to this Organization to that specific Role. If no value is entered, then all Roles for this Tenant will have access to this Organization. This applies only if the Existing Organization field is left blank and a new Organization is created.

Note: Access to the Organization may be modified using Roles and Role Access.

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

Select the OK button to start the process.

Once it has been completed, the Link Organization button will display the linked Organization.

The new Organization has the same Name as the Business Partner. You can change this if desired. The system also created a new Warehouse for this Organization.

Any data may be updated for this Organization.

Note: If a Business Partner - Organization Link needs to be removed, this is done using the Unlink Business Partner Org process.


Document Type - Create Counter Document

For each Document Type you must determine if Counter Documents will be created. You may also define a Default Counter Document for each Document Type. This will be used if not specific Document - Counter Document relationship is defined.

To create or modify Document Types open the Document Type window from the Main Menu.

If you want to create Counter Documents for a specific Document Type, select the Create Counter Document check box.


 
The Default Counter Document check box has also been ticked. If in a situation where Counter Documents are indicated and a Document Type with a Document Base Type of AR Invoice has been entered, the system will use the Document Type with a Document Base Type of AP Invoice that has been selected as the Default Counter Document. If it does not find any record selected as a Default, then it will use the first Document Type that has a Document Base Type of AP Invoice.

Counter Document

The Counter Document defines the counter document that will be created for each originating document. For example, when a Purchase Order is created the Counter Document may be a Standard Order. You can define new Document Types, if necessary, to meet your requirements. This allows you to define specific mapping for these document types.

To create or modify Counter Document, open the Business Partner window from the Main Menu.


 
Enter a Name and Description for the Counter Document. Tick the Active check box to indicate that this record is active.

Select a Document Type from the drop down list box. This is the originating document.

Select a Counter Document Type from the drop down list box. This is the document that will be created when counter documents are indicated.

Select a Document Action of Approve, Close, Complete, Invalidate, Post, Prepare, Reverse, Re-activate, Reject, Void, Unlock. This defines the desired status of the Counter Document that will be created. If this field is left blank, the document status will be drafted.

Finally, select the Validate Document Type button. This process will ensure that the Document Type and Counter Document Type are compatible. For example, you could not have a Document Type of Standard Order and have a Counter Document Type of Material Receipt.

When the process has been successfully completed, the 'Valid' check box will be selected.

For example, assume there are two Business Partners, Head Office and Outlet. Each is linked to an Organization of the same name. This is the indication that Counter Document will be created for inter-organization entries. An AP Invoice is entered for Organization - Outlet, Business Partner - Head Office. When the AP Invoice is completed the system will do the following:

  • Check for a Valid, Active, Counter Document record where the Document Type is AP Invoice.
  • If it finds a record, it will create an AR Invoice for Organization - Head Office, Business Partner - Outlet. The Document Type will be the Counter Document Type defined in the Counter Document record found. The necessary processing will occur to set the generated document to the Document Status defined in the Counter Document record.
  • If it does not find a record it will check the Document Type records where the Base Document Type is the counter of the entered document type (in this case AR Invoice) and the Default Counter Document check box is ticked.
  • If it finds a record it will create an AR Invoice for Organization - Head Office, Business Partner - Outlet. The Document Type will be the Document Type defined in the Document Type record found. The document status will be drafted.
  • If it does not find a record defined as the Default Counter Document it will use the first Document Type it finds where the Base Document Type is the counter of the entered document type. It will create an AR Invoice for Organization - Head Office, Business Partner - Outlet. The Document Type will be the Document Type defined in the Document Type record found. The document status will be drafted.

Entering Documents

We will use the same example as above.

  • Business Partner Head Office linked to Organization Head Office and Business Partner Outlet linked to Organization Outlet.
  • Counter Document defined for Purchase Order is a Standard Order. This means that a Purchase Order for one Organization will create a Standard Order as a counter document in the other Organization.

The Purchase Order is entered in the usual manner. Select Purchase Order from the menu.

This figure is a portion of the PO window. An import field to mention is the Organization, which is set to "Outlet," the Outlet is purchasing the products. The Business Partner is Head Office. The Head Office will supply the product for the Outlet. This will result in Counter Documents because the Head Office and Outlet are both linked to Organizations.

When the Purchase Order is completed, the following will be displayed in the message text area.

This indicates that a Counter Document for this Purchase Order has been created with a document number of 50001. We know that the document created is a Sales Order as that is the counter of a Purchase Order.

Here a Standard Order is created. There was no Counter Document record defined, but the Standard Order was defined as the Default Counter Document. The Organization is Head Office, the entity selling the products. The Business Partner is Outlet, the entity buying the products. Other values, such as Price List, Payment Terms, and "Payment Method," etc. default from the Business Partner Customer tab or the system default values. You can modify them if necessary.

The document status is "Drafted" as a default.

Note: The Organization of the Sales Order is used when creating the Purchase Order. If a default PO document type is defined for the Organization, then that document type is used instead of the document types defined at the Tenant level.

The same type of process will occur for the Material Receipt / Shipment and AP Invoice / AR Invoice.

MULITPLE CURRENCIES

Compiere fully supports the use of multiple currencies. The Multi-Currency functionality comprises three aspects:

  • Several Transaction currencies (a currency other than the Accounting Currency)
  • Several Accounting currencies in parallel (e.g. UK company uses GBP and EUR)
  • Several Reporting currencies (1:1 conversion of a Report)

Multi-Currency Conversion

You can define multiple Conversion Rate types. You might want to use a corporate or user-defined rate (instead of a spot rate) for planning purposes. The default rate is the spot rate, which corresponds to the market rate.

To keep administration to a minimum Conversion Rates are entered with a 'Valid from' date which remains effective until a new record is entered with a more current 'Valid from' date. The most recent date always takes precedence over the older date.

Reciprocal rates are not automatically calculated, i.e. USD to EUR does not generate a EUR to USD conversion rate. A separate rate must be entered.

Multi-Currency Transactions

Compiere allows you to carry out transactions in any Currency. You could maintain your Invoice in EUR, your Receipt in GBP, your Bank Account in CHF, and do your accounting in USD. (The Bank Account Multi-Currency Transaction functionality may not be available in the current distribution.)

The Transaction Currency is determined by the Price List. The currency for a Price List is defined in the Price List window.

Multi-Currency Accounting

One Multi-Currency Accounting transaction is the Unrealized Gain currency exposure e.g. between Invoice and Receipt. The other transaction is the Realized Gain.

Multi-Currency Processes

Compiere currently supports Currency Conversion. The Currency Conversion is carried out when a Report is requested in a different Currency.

Currencies and Currency Conversion

The System has a number of major currencies defined in the system. If you need to add an additional Currency, select Currency from the Main Menu and enter your currency information.


 
Enter the ISO Code, the Currency Symbol and a Description.

Enable your Currency by ticking the Active check box.

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.

The EMU Member check box is used to indicate if the country for this currency is a member of the European Economic Union.

The Euro Currency check box is ticked to indicate that this currency is the Euro Currency.

Select the Accounting tab if you want to define specific accounts for Realized and Unrealized Gains and Losses for this currency.

Gains and Losses on a currency occur when there is a rate fluctuation between the invoice date and payment date. By default, all currency gains and losses are booked to the Gain and Loss accounts defined at the Accounting Schema level. There are some instances, however, when you may want to assign unique accounts for a currency or currencies. If this is the case then you would define the accounts here.

Select the Accounting Schema for these gain and loss accounts.

Select the desired Account Combination for the Realized Gain Acct, Realized Loss Acct, Unrealized Gain Acct, and Unrealized Loss Acct.

Additional information on Currency Gain and Loss can be found later in this chapter.

Save your entries, then go to the Conversion Rates tab.


 
Enter the source Currency and the Currency To which your Currency is to be converted.

Select a Conversion Rate Type of Spot, Average, Company, Fixed, Period End, User Type, Manual Rate, etc. Enter a Valid from date. You do not need to enter a Valid to date, since the 'old' Valid from date becomes ineffective as soon as a new Valid from date is entered. The most recent date always takes precedence over the older date.

The Multiply Rate is used to convert the source currency to the target currency. The source currency is multiplied by the Multiply Rate. If a Multiply Rate is entered, the Divide Rate will be automatically calculated.

The Divide Rate is used to convert the source currency to the target currency. The source Currency is divided by the Divide Rate. If a Divide Rate is entered, the Multiply Rate will be automatically calculated.

Conversion Rates can also be entered using the Currency Rate window from the Main Menu.

When Currency Conversion is performed, the rate used is determined in the following manner.

First the system looks for the conversion rate of the defined type (Spot is the default for documents), for the transaction currency and the reporting or accounting currency.

It then looks for rates for the specific Organization. If there is one with a valid date range, then that rate is used. If there is more than one with a valid date range then the most current one is used (based on Valid from date).

If there are no valid rates defined for the Organization, then it looks for valid rates for the specific Tenant. If there is one with a valid date range, then that rate is used. If there is more than one with a valid date range then the most current one is used (based on Valid from date).

If there are no valid rates defined for the Tenant, then it looks for valid rates for the System. If there is one with a valid date range, then that rate is used. If there is more than one with a valid date range then the most current one is used (based on Valid from date).

This process allows you to enter the rates at the System level and then just define the exceptions at the Tenant or Organization level.

Currency Type

Many Currency Types are already defined in Compiere. If necessary, you can add others for your own use.

Currency Types can be entered using the Currency Type window from the Main Menu.

Enter a Search Key and Name for this Currency Rate.

If desired enter a Description.

Select the Active check box if this Currency Rate is active.

Select the Default check box if this should be the default Currency Rate.

Price List

The Price List Currency will determine the Currency for a Sales Order, Purchase Order, or Invoice. To define a Price List in a currency other than your accounting currency, open the Discount Schema window from the Main Menu.

The Price List Schema will determine the Conversion Rate Type to be used as well as the Conversion Date.

The next step is to define the Currency. To define a Price List in a currency other than your accounting currency, open the Price List window from the Main Menu.


 
Select the Currency for this Price List in the Currency field. Then, build your Price List as usual.

For more information on Price Lists, refer to the Pricing Chapter.

Multi Currency Documents

As mentioned before, the Price List will determine the Currency used in a Document (Sales Order, Purchase Order or Invoice). When a Business Partner is selected whose default Price List is in a currency other than your accounting currency, or you select a Price List that is in a currency other than your accounting currency, the Document window will display the Currency Type field for the selection of the Currency Type to use for conversion.

When the document is posted any Accounting Transactions generated will be converted to your accounting currency based on the Accounting Date for the document. For more information on the Currency Conversion Rates used, refer to the previous section in this chapter.

Gain and Loss

A Currency Gain or Loss is generated when you have Payables or Receivable transactions in a currency other than your accounting currency and there is a change in the currency conversion rate. The Unrealized Gain or Loss is generated based on Open Payables and Receivables. The Realized Gain or Loss is generated when a Payment is made in a currency other than your accounting currency and the currency conversion rate is different at payment time then when the document was posted.

For example, assume a Customer Invoice generated for 100.00 EUR with a conversion rate of 1.20. This is converted to the accounting currency of 120.00 USD. When Revaluation is processed, the Invoice has not been paid. The conversion rate is now 1.25. When this is converted to the accounting currency, it is now 125.00 USD. A loss of 5.00 USD is posted to the Unrealized Loss Account. Later, the Invoice is paid. At that time the conversion rate is 1.18 for 118.00 USD. When the Payment is allocated the Unrealized Loss is reversed and a Realized Gain of 2.00 USD is posted.

At this time Compiere does not compute Unrealized Gains or Losses.

MULTI LINGUAL

Compiere supports multiple Languages. The Multi-Lingual functionality affects two aspects:

  • The User Interface
  • Documents

The User Interface allows you to select the Language when you log in. As long as you are not connected to the Database the Translation is done via Java classes. The rest is driven by the Database Entities (Elements, Windows, etc.)

Multi-Lingual User Interface

Compiere allows you to define your system to display in as many languages as necessary. This allows one person to be working in an English user interface while a co-worker is working with a German user interface. These are the same system, same data, just different field labels and value descriptors.

The Workflow

To set up a new language follow the Language Setup workflow.

Click on Language from the Main Menu to open the Language window. Here you enter your new language.

Enter the Language and the Name for the Language. Enter the ISO Language Code in lower case. Information on the standard ISO Language code can be found at: http://www.ics.uci.edu/pub/ietf/http/related/iso639.txt.

Enter the uppercase two-letter alphanumeric ISO Country Code.

The Base Language check box indicates that the system information is maintained in this language. The System Language check box indicates that the windows, tabs, etc. are maintained in this Language. Select this check box if you want to have translated screens available in this language. If neither Base Language nor System Language are selected, then that indicates it is a Document only Language. Ask your system administrator to run the language maintenance scripts to enable the use of this language. If the language is not supplied, you can translate the terms yourself.

Click on the Language Maintenance button to start this process after creating a new language. The following dialog will display.

Select the desired Maintenance Mode. To create missing translation records select Add Missing Translations, to delete records select Delete Translation or to re-create the translation records select Re-Create Translation. Select the OK button to initiate the process.

New records will be created as appropriate by copying the base language entries.

Click on the System Elements icon to open the Elements window. Select the Element to be translated, the Translation and the Column where it is to be used.

Click on the Messages icon to open the Message window. Select the Message used in a particular Window, Form or Process and enter the translation.

Click on the Reference icon to open the Reference window. References are used in predefined Selection lists. You only need to translate the List Elements! Select the Reference and enter the Reference Translation.

Click on the Window & Tab icon to open the Window, Tab, & Field window. Translate the Name, Description, and Help for your Windows, Tabs, and Fields. Most fields are already translated if they are centrally maintained.

Click on the Form icon to open the Form window. Forms are special windows, such as Initial Tenant Setup or Material Transactions. Translate the Name, Description, and Help for your forms.

Click on the Report & Process icon to open the Report & Process window. Translate the Name, Description, and Help for your reports and processes, e.g. for the Generate PO from Sales Order process. You don't need to translate the parameters if they are centrally maintained.

Click on the Workflow icon to open the Workflow window. Translate the Name, Description, and Help for your workflows, e.g. for the Business Partner Setup workflow. You also need to translate their nodes.

When this has been completed, users may now log into Compiere and select the new language. All windows, fields, labels, etc. will now display in the translated language (provided the translation has been done in completion). Any entities that are not translated will display in the base language (English).

Using Translation Tools

While this method will create a translated User Interface, it may be labor intensive. For that reason, many people choose to use a Translation Tool to perform the translation. Compiere provides the functionality to export the necessary data into the required format for these tools.

You can export the translation into an xml file and then translate it with a professional translation tools. These tools will allow you to 'protect' the tag so that only the appropriate fields are translated.

To accomplish this you would perform the following steps:

  1. Define your new Language as described above.
  2. Run the Language Maintenance Process.
  3. Run the Translation Import Export Process by Click on Translation Import/Export from the Main Menu.
  4. Select the Tenant and Language which are required. This would be the Tenant you have defined the new Language in.
  5. Optionally select a Table. If no Table is selected, the appropriate translation records are exported or imported to or from all of the tables.
  6. Select Export to extract the records to xml files for use with the Translation tool.
  7. Translate the files using the desired Translation Tool.
  8. Run the Translation Import/Export process to Import the newly translated records.

If you will be performing a Translation, refer to the following link for more details.

http://www.compiere.com/products/global-ready/multi-language.php

Multi Lingual Documents

In a multinational business situation you might want to send out your documents in the Language of your Business Partner.

The basic steps for printing Documents (e.g. Invoices) in a different language are as follows:

  1. Create the new Language and verify it.
  2. Optionally translate the general system using the Language Pack.
  3. Translate Document Types, Payment Terms, Products, etc.
  4. In Window Tenant, enable Multi Lingual Documents and select your default language.
  5. For the Business Partner, make sure that the language is the language of your choice (one that has been set up)
  6. Print your documents.

You must have logged in under the Systems Administrator Role, Tenant System to be able to see and enter all language information.

You need to enable the Multi-Lingual Documents check box on the Tenant level.

On the Language level you define a new Language which is not the System Language, but a Document Language only. The Language also defines the Date Format, the Paper Format (A4 or Letter) etc.

Click on Language from the Main Menu to open the Language window.


 
Enter the Language and the Name for the Language. Enter the ISO Language Code in lower case. Information on the standard ISO Language code can be found at: http://www.ics.uci.edu/pub/ietf/http/related/iso639.txt.

Enter the uppercase two-letter alphanumeric ISO Country Code.

The Base Language check box indicates that the system information is maintained in this language. The System Language check box indicates that the windows, tabs, etc. are maintained in this Language. Select this check box if you want to have translated screens available in this language. If neither Base Language nor System Language are selected, then that indicates it is a Document only Language. Ask your system administrator to run the language maintenance scripts to enable the use of this language. If the language is not supplied, you can translate the terms yourself.

Click on the Language Maintenance button to start this process after creating a new language. The following dialog will display.

Select the desired Maintenance Mode. To create missing translation records select Add Missing Translations, to delete records select Delete Translation or to re-create the translation records select Re-Create Translation. Select the OK button to initiate the process.

New records will be created as appropriate by copying the base language entries.

Of course, you also have to translate your product entities themselves, i.e.

  • Product Description
  • Unit of Measure
  • Payment Terms
  • Document Types
  • Taxes and Charges

If you want the translated entities to be displayed, enable this option in your Preferences. Then the Translation tab will be displayed in your respective window. Usually, the Translation tab is the last tab on the window.

Multi-Lingual - Which Table?

When working in a multi lingual environment (either User Interface or Documents), it is important to understand how Compiere determines what will be displayed and/or printed.

When displaying the User Interface, the choice is made when the User logs in. The Language selected at log in will determine the language of the User Interface (provided the translation has been done). If the User has selected a language of English, then the User Interface is displayed based on the entries in the Base tables. If any other language is selected, the User Interface is displayed based on the entries in the Translation tables.

When generating documents and Multi Lingual documents is not selected in the Tenant window, the Document Table is used for displaying and printing all Documents. If "Multi Lingual documents" is selected the Customer documents are displayed and printed based on the Translation table for the Language of the Business Partners.

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