25 Highly Effective Success Rituals

USER MANUAL
Version 2.5.1b
Compiere User’s Guide Release 2.5.1b
Copyright © 2003 - 2004 ComPiere, Inc. All rights reserved.
Contributors: Kathy Pink, Jorg Janke

Previous Version: Anne Wassmer
Compiere is a registered trademark of ComPiere, Inc.
All other company or product names are mentioned for identification purposes only, and may be
trademarks of their respective owners.
The documentation contains proprietary information. It is protected by copyright, patent and other
intellectual property law. No part of this document may be reproduced, translated, transmitted or
distributed in any form or by any means, electronic or mechanical, for any purpose, without the
express written permission of the author and Compiere.
The information contained in this document is subject to change without notice. If you find any
problems in the documentation, please report them to us in writing. We do not warrant that this
document is error free.
This is your personal digitally signed copy. If you make your copy available to a third party, you
are liable for paying the fee in addition to damages and any expense we incurred.
For more information please visit http://www.compiere.com
or contact
ComPiere, Inc.
Fax: (+1) 203 445-0186
40 Old Tannery Rd. Monroe, CT 06468
mailto:info@compiere.org
.....
TA B L E O F C O N T E N T S
Table of Contents
0: Preface
The Difference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii
The Target Market . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii
Functionality Boundaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii
About this User’s Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii
License. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
1: Common Functions and Commands

Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Menu Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Menu Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Commands and Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Window Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Workflow Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Help Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Screen Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Online Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Window Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Value Preference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
New Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Zoom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Refresh . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Search and Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Record Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
User Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
User Interface Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Automatic Commit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Automatic Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Store Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Show Accounting Tabs / Show Translation Tabs . . . . . . . . . . . . . 33
Create Objects on Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Always Print Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Debug Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
: Tab l e o f Co n te nts
Common Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Active . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Summary Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Translated . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
2: Implementation and Basic Settings

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Preparation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Initial Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Refining your Implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
The Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Organization Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
The Organization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
The Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
The User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Organization Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Basic Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
The Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
The Currency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Country, Region and City . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Loading the Account Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
3: Business Partners
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
The Business Partner Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
The Business Partner Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Payment Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Invoice Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Withholding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Dunning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
: Ta bl e o f C on te nt s
.....
Import Business Partners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Business Partner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Customer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Vendor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Bank Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
User/Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Interest Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Withholding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Partner Relation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
4: Taxes
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Tax Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Product . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Tax Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Tax Hints and Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Reporting on Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Tax Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Taxes applied to all Regions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Multiple Taxes per Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
5: Products
What is a Product?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
What is an Asset? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
The Product Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Warehouse & Locators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Unit of Measure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Product Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Tax Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Product . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Bill of Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Substitute. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Replenish. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Business Partner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Costing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Price. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Translation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Asset Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Product Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Product / Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Shipping an Asset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Deliver Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Lot Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Serial No Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Attribute Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Attribute Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Assigning Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Searching on Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
6: Pricing
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Price Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Discount Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Price List Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Discount Schema. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Business Partner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Price List Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
List Minus Sales Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Cost Plus Sales Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Price List Hints and Tips. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
7: Purchasing
Requisition to Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Creating Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
.....
Purchase Order Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Purchase Order Tax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Creating Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Material Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Material Receipt Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Create Receipt From Invoice or Purchase Order . . . . . . . . . . . . 183
Create Invoice from Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Creating Vendor Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Invoice (Vendor) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Invoice Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Invoice Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Auditing on Matches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
Reporting on Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Purchase Order Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Invoice Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Request for Quotation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
RfQ Topic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
RfQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
RfQ Response . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Ranking Responses and Selecting Winners . . . . . . . . . . . . . . . . 211
Creating Orders from RfQs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Reporting on RfQs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
8: Material Management
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
The Warehouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Material Movements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Physical Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Production or Assembly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Inventory Valuation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Physical Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Inventory Moves. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Production . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Reporting on Material Management. . . . . . . . . . . . . . . . . . . . . . . . 238
Material Management Reports . . . . . . . . . . . . . . . . . . . . . . . . . . 238
9: Sales
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Quote-to-Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
The Business Partner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
The User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
The Sales Region. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Commission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Commission Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
The Sales Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Generate Shipments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Generate Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Creating Sales Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Changing Sales Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Quote Convert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Generating Shipments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Generate Shipments (batch) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Generate Shipments (manual) . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Generate Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Generate Invoice (batch) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Create Invoices (manual). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Manual Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
Summary Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
RePrice Order/Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Distribution List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Distribution Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Distribution Examples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Distribution Hints and Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Reporting on Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Order Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Invoice Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
10: Payments, Receipts and Open Items

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Payments, Receipts and Open Items . . . . . . . . . . . . . . . . . . . . . . 300
Bank. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Cash Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
The Cash Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Payment Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
.....
Reverse Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316

Bank Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Payables Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Payment Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Payment Print/Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Reporting on Open Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Open Items Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
11: Performance Analysis (Accounting)

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Accounting Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
General Ledger Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Default Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Calendar and Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Calendar Year and Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Account Element. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Accounting Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Default Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
GL Category . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Document Sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Document Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344
GL Journals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Generated Accounting Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
Sales Related Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Material Related Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Project Related Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Base Accounting Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Reporting on Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
Accounting Fact Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
12: Info and Reporting

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359
The Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359
List Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Customizing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Print Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364

Customizing Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Customize Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Print Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Print Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Customizing Hints and Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
FInancial Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383
Report Column Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383
Report Line Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Financial Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
Financial Reporting Hints and Tips. . . . . . . . . . . . . . . . . . . . . . . 390
Statement of Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
13: The Multi’s

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Accounting across Multiple Organizations . . . . . . . . . . . . . . . . . . 395
Multiple Currencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Multi-Currency Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Multi-Currency Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Multi-Currency Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Multi-Currency Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Currencies and Currency Conversion . . . . . . . . . . . . . . . . . . . . . 397
Currency Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
Multi Currency Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Gain and Loss . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Multi Lingual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Multi-Lingual Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
14: Requests
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
What is a Request? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
Check Client Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Check Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Check Business Partners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Request Processor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
.....
15: Projects
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
The Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Project Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Project (Service) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
Project (Order) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Creating Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
Issues to Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Project Cycle Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446
Accounting Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
16: Service
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Expense Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453
Resource Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
Expense Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
Invoicing Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465
Expenses to be Invoiced . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465
Create Sales Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
Expense Reimbursement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 468
Expenses (not reimbursed) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 468
Create AP Expense Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470
17: Utilities
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Import Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
Import File Loader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
Import Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
Import Hints and Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 481
Merge Entities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Merge Hints and Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
Resubmit Posting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
Recurring Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488
Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491
Generate Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491
Charge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493
BOM Drop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496

Modifying the Owning Organization . . . . . . . . . . . . . . . . . . . . . . . 500
Warehouse Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
Business Partner Organization . . . . . . . . . . . . . . . . . . . . . . . . . . 502
Product Organization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
18: Security
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507
Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507
Role Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509
Displaying Security Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Personal Lock. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
Security Hints and Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
P REFACE
...................................
0
.....
Welcome to Release 2.5 of the Compiere User’s Guide. Compiere is
the Open Source ERP business solution for the Small-Medium
Enterprise (SME) in distribution and service. Designed for the global
marketplace, Compiere is easy to install and implement. In contrast to
other solutions, you will be able to enter invoices after about 4 hours,
without functionality compromises or irreversible implementation time
decisions.
This user’s guide includes information to help you effectively work with
Compiere and contains information about the different functions and
features offered by Compiere. The user guide is structured as follows:
1 Common Functions and Commands
2 Implementation and Basic Settings
3 Business Partners
4 Products
5 Pricing
6 Purchasing
7 Material Management
8 Sales
9 Payments, Receipts and Open Item Management
10 Performance Analysis (Accounting)
11 Info and Reporting
12 The Multi’s
13 Requests
14 Projects
15 Services
16 Utilities
17 Utilities
Preface :
PREFACE
The Difference
18 Security
.....................................................
THE DIFFERENCE
What sets Compiere apart from other applications are the following
features:
Fast Implementation with the idea of no final decisions. You don’t need
to analyze everything up front, because you are still flexible enough to
implement changes at a later point in time. Every decision is reversible.
True Integration means that all data (CRM, ERP and Accounting) is
driven from the same transactions. There is no need to migrate, merge
or transform data. The user entering documents does not need to worry
about what info needs to be entered for CRM as it is automatically
there.
Safe Fail - People usually try to be fail-safe. But there are no fail-safe
environments, since there are too many variables in it. So you can be
sure that there will be bugs and problems. Thus, the idea was to build
an environment where you can fail safely, where you can recover from
an error, where you can restart and deal with the situation.
Rich and Reach - Rich refers to the Client/Server interface meaning
that it has all the features required. Reach refers to the Web interface
meaning that it can be accessed without anything being deployed to the
client.
Global market - It relatively easy to build in the multi-functions in
Compiere which allow you to act in a global market with different
languages, currencies and accounting methods. So there’s real
flexibility for you.
Smart User Interface - Most windows or screens are generated on the
basis of rules, based on the dictionary. This allows for a very
personalized access and gives the user what he needs. In that way,
Compiere fully accounts for the fact that different people have different
requirements. The data dictionary-driven approach enables a setup on
a per-user-basis. All windows can be customized and reduced to those
fields the user actually needs which again gives you more flexibility
than most other applications do.
To be successful in an ever changing market it is essential to be able
to adopt to changes at any time in the smallest possible time frame.
This can make the difference.
ii P ref a ce : T he D i f fe ren ce
.....
PREFACE
The Target Market
.....................................................
THE TARGET MARKET
Compiere was designed for the distribution, retail and service industries.
There is a basic functionality for material management and
manufacturing planning included, but only to a limited degree. There is
no plan for manufacturing functionality like shop floor control and full
MRP.
Compiere is for small and medium enterprises, as well as for individual
companies, for distribution chains, outlets of manufacturers, franchises
etc.
.....................................................
FUNCTIONALITY BOUNDARIES
Compiere does not comprise full Material Requirement Scheduling, as
far as shop floor or production scheduling is concerned. But you can
calculate the gross demand and do forecasts as well as a very simple
resource scheduling. There is no complete Payroll functionality (as far
as the calculation of net income, deductions and benefits are
concerned). But there will be interfaces for both functions.
.....................................................
ABOUT THIS USER’S GUIDE
This user’s guide documents the functionality of Compiere and
supplements our website. The guide also includes tips about using core
functionality of Compiere to meet your business requirements, as well as
task and reference information. To fully benefit from the information
covered in this guide, you’ll need to have completed one of the training
courses offered by Compiere. You should also be familiar with the
operating system used (Windows or Linux). The user’s guide comprises
the following chapters:
Chapter 1 describes the common functions and commands used in
Compiere, including window and menu functions, common buttons and
fields, the Toolbar, Workflows etc.
Chapter 2 describes the set up of a Client, of the Organizations, Roles
and Users.
Chapter 3 describes how to set up your Business Partners (Vendors,
Customers, Employees).
Chapter 5 describes the setup of a Product (Warehouses, Locators, Unit
of Measure, Tax and Product Category).
P ref a ce : T h e Ta r g e t M a r k e t iii
PREFACE
About this User’s Guide
Chapter 4 describes the set of Tax Categories and Taxes.

Chapter 6 describes how to set up a Price List (including Discount
Schema).
Chapter 7 describes the Purchasing functions included in the
Requisition-to-Invoice procedure.
Chapter 8 describes the different Material Management aspects
(Inventory Movements, Physical Inventory, Production, etc.).
Chapter 9 describes the Sales Setup and the Sales Order processing
in Compiere.
Chapter 10 describes Payments, Receipts and Open Item
Management.
Chapter 11 describes the Standard Accounting and Analysis features
offered by Compiere.
Chapter 12 describes the Standard Reporting features supported by
Compiere.
Chapter 13 describes the several multi-functions available in
Compiere.
Chapter 14 describes the Request functionality supported by
Compiere.
Chapter 15 describes the features of Projects available in Compiere.
Chapter 16 describes the Services features of Resources and Expense
Reports supported by Compiere.
Chapter 17 describes the various Utilities offered by Compiere. These
include Entity Merge, Data Import, Recurring Documents, Charges and
ReSubmit Posting.
Chapter 18 describes how to define Security in Compiere.
Important: For more information on the installation of the Compiere

Server and the Compiere Client please refer to
http://www.compiere.org/support/index.htmlCompiere Support for more
details and the latest update.
The structure of Compiere differs from traditional systems, since the

design is driven by business processes rather than by traditional
departments. This approach reflects the business conditions in smaller
iv P re fa ce : A b o u t t hi s U s e r ’s G u i d e
.....
PREFACE
License
enterprises, since related processes are often handled by the same

person. This approach is illustrated by the following mapping chart:
Figure 0.1
.....................................................
LICENSE
Compiere Licence
The Compiere Public License Version 1.1 (‘CPL’) consists of the Mozilla
Public License Version 1.1 with the following Amendments, including
Exhibit A-Compiere Public License. Files identified with ‘Exhibit A-
Compiere Public License’ are governed by the Compiere Public License
Version 1.1.
Additional Terms applicable to the Compiere Public License.
I. Effect.
These additional terms described in this Compiere Public License --
Amendments shall apply to the Compiere ERP
II.Branded Code
‘ComPiere’s Branded Code’ means Covered Code that Compiere
distributes and/or permits others to distribute under one or more
P ref a ce : L i c en s e v
PREFACE
License
trademark(s) which are controlled by ComPiere but which are not

licensed for use under this License.
III. Compiere and logo.
This License does not grant any rights to use the trademarks
‘Compiere’, the ‘Compiere’ logo even if such marks are included in the
Original Code or Modifications.
IV. Inability to Comply Due to Contractual Obligation.
Prior to licensing the Original Code under this License, ComPiere has
licensed third party code for use in ComPiere’s Branded Code. To the
extent that ComPiere is limited contractually from making such third
party code available under this License, ComPiere may choose to
reintegrate such code into Covered Code without being required to
distribute such code in Source Code form, even if such code would
otherwise be considered ‘Modifications’ under this License.
V. Use of Modifications and Covered Code by Initial Developer.
V.1. In General.3 apply to Compiere, except to the extent specified in
this Amendment, Section V.2 and V.3.
V.2. Other Products. ComPiere’s Branded Code which are released by
ComPiere during the two (2) years following the release date of the
Original Code, without such additional products becoming subject to
the terms of this License, and may license such additional products on
different terms from those contained in this License.
V.3. Alternative Licensing. Code, including Modifications incorporated
therein, without such ComPiere Branded Code becoming subject to the
terms of this License, and may license such ComPiere Branded Code
on different terms from those contained in this License.
VI. Litigation.
Notwithstanding the limitations of Section 11 above, the provisions
regarding litigation in Section 11(a), (b) and (c) of the License shall
apply to all disputes relating to this License.
The contents of this file are subject to the Compiere Public License
Version 1.1 (the ‘License’); you may not use this file except in
compliance with the License. You may obtain a copy of the License at
http://www.compiere.org/license.html Software distributed under the
License is distributed on an ‘AS IS’ basis, WITHOUT WARRANTY OF
ANY KIND, either express or implied. See the License for the specific
language governing rights and limitations under the License.
vi Preface : L ic e ns e
.....
PREFACE
License
The Original Code is Compiere ERP

The Initial Developer of the Original Code is Jorg Janke and ComPiere,
Inc. Portions created by Jorg Janke are Copyright protected
Contributor(s):
1. DEFINITIONS.
1.0.1. ‘Commercial Use’ means distribution or otherwise making the
Covered Code available to a third party.
1.1. ‘Contributor’ means each entity that creates or contributes to the
creation of Modifications.
1.2. ‘Contributor Version’ means the combination of the Original Code,
prior Modifications used by a Contributor, and the Modifications made by
that particular Contributor.
1.3. ‘Covered Code’ means the Original Code or Modifications or the
combination of the Original Code and Modifications, in each case
including portions thereof.
1.4. ‘Electronic Distribution Mechanism’ means a mechanism generally
accepted in the software development community for the electronic
transfer of data.
1.5. ‘Executable’ means Covered Code in any form other than Source
Code.
1.6. ‘Initial Developer’ means the individual or entity identified as the
Initial Developer in the Source Code notice required by Exhibit A.
1.7. ‘Larger Work’ means a work which combines Covered Code or
portions thereof with code not governed by the terms of this License.
1.8. ‘License’ means this document.
1.8.1. ‘Licensable’ means having the right to grant, to the maximum
extent possible, whether at the time of the initial grant or subsequently
acquired, any and all of the rights conveyed herein.
1.9. ‘Modifications’ means any addition to or deletion from the substance
or structure of either the Original Code or any previous Modifications.
When Covered Code is released as a series of files, a Modification is:
A. Any addition to or deletion from the contents of a file containing
Original Code or previous Modifications.
B. Any new file that contains any part of the Original Code or previous
Modifications.
P ref a ce : L i c en s e vii
PREFACE
License
1.10. ‘Original Code’ means Source Code of computer software code

which is described in the Source Code notice required by Exhibit A as
Original Code, and which, at the time of its release under this License
is not already Covered Code governed by this License.
1.10.1. ‘Patent Claims’ means any patent claim(s), now owned or
hereafter acquired, including without limitation, method, process, and
apparatus claims, in any patent Licensable by grantor.
1.11. ‘Source Code’ means the preferred form of the Covered Code for
making modifications to it, including all modules it contains, plus any
associated interface definition files, scripts used to control compilation
and installation of an Executable, or source code differential
comparisons against either the Original Code or another well known,
available Covered Code of the Contributor’s choice. The Source Code
can be in a compressed or archival form, provided the appropriate
decompression or de-archiving software is widely available for no
charge.
1.12. ‘You’ (or ‘Your’) means an individual or a legal entity exercising
rights under, and complying with all of the terms of, this License or a
future version of this License issued under Section 6.1. For legal
entities, ‘You’ includes any entity which controls, is controlled by, or is
under common control with You. For purposes of this definition,
‘control’ means (a) the power, direct or indirect, to cause the direction
or management of such entity, whether by contract or otherwise, or (b)
ownership of more than fifty percent (50 beneficial ownership of such
entity.
2. SOURCE CODE LICENSE.
2.1. The Initial Developer Grant.
The Initial Developer hereby grants You a world-wide, royalty-free,
non-exclusive license, subject to third party intellectual property claims:
(a) under intellectual property rights (other than patent or trademark)
Licensable by Initial Developer to use, reproduce, modify, display,
perform, sublicense and distribute the Original Code (or portions
thereof) with or without Modifications, and/or as part of a Larger Work;
and
(b) under Patents Claims infringed by the making, using or selling of
Original Code, to make, have made, use, practice, sell, and offer for
sale, and/or otherwise dispose of the Original Code (or portions
thereof).
viii Preface : L ic e ns e
.....
PREFACE
License
(c) the licenses granted in this Section 2.1(a) and (b) are effective on the
date Initial Developer first distributes Original Code under the terms of
this License.
(d) Notwithstanding Section 2.1(b) above, no patent license is granted:
1) for code that You delete from the Original Code; 2) separate from the
Original Code; or 3) for infringements caused by: i) the modification of
the Original Code or ii) the combination of the Original Code with other
software or devices.
2.2. Contributor Grant.
Subject to third party intellectual property claims, each Contributor
hereby grants You a world-wide, royalty-free, non-exclusive license
(a) under intellectual property rights (other than patent or trademark)
Licensable by Contributor, to use, reproduce, modify, display, perform,
sublicense and distribute the Modifications created by such Contributor
(or portions thereof) either on an unmodified basis, with other
Modifications, as Covered Code and/or as part of a Larger Work; and
(b) under Patent Claims infringed by the making, using, or selling of
Modifications made by that Contributor either alone and/or in
combination with its Contributor Version (or portions of such
combination), to make, use, sell, offer for sale, have made, and/or
otherwise dispose of: 1) Modifications made by that Contributor (or
portions thereof); and 2) the combination of Modifications made by that
Contributor with its Contributor Version (or portions of such
combination).
(c) the licenses granted in Sections 2.2(a) and 2.2(b) are effective on the
date Contributor first makes Commercial Use of the Covered Code.
(d) Notwithstanding Section 2.2(b) above, no patent license is granted:
1) for any code that Contributor has deleted from the Contributor
Version; 2) separate from the Contributor Version; 3) for infringements
caused by: i) third party modifications of Contributor Version or ii) the
combination of Modifications made by that Contributor with other
software (except as part of the Contributor Version) or other devices; or
4) under Patent Claims infringed by Covered Code in the absence of
Modifications made by that Contributor.
3. DISTRIBUTION OBLIGATIONS.
3.1. Application of License. The Modifications which You create or to
which You contribute are governed by the terms of this License,
including without limitation Section 2.2. The Source Code version of
P ref a ce : L i c en s e ix
PREFACE
License
Covered Code may be distributed only under the terms of this License
or a future version of this License released under Section 6.1, and You
must include a copy of this License with every copy of the Source Code
You distribute. You may not offer or impose any terms on any Source
Code version that alters or restricts the applicable version of this
License or the recipients’ rights hereunder. However, You may include
an additional document offering the additional rights described in
Section 3.5.
3.2. Availability of Source Code. Any Modification which You create or
to which You contribute must be made available in Source Code form
under the terms of this License either on the same media as an
Executable version or via an accepted Electronic Distribution
Mechanism to anyone to whom you made an Executable version
available; and if made available via Electronic Distribution Mechanism,
must remain available for at least twelve (12) months after the date it
initially became available, or at least six (6) months after a subsequent
version of that particular Modification has been made available to such
recipients. You are responsible for ensuring that the Source Code
version remains available even if the Electronic Distribution Mechanism
is maintained by a third party.
3.3. Description of Modifications. You must cause all Covered Code to
which You contribute to contain a file documenting the changes You
made to create that Covered Code and the date of any change. You
must include a prominent statement that the Modification is derived,
directly or indirectly, from Original Code provided by the Initial
Developer and including the name of the Initial Developer in (a) the
Source Code, and (b) in any notice in an Executable version or related
documentation in which You describe the origin or ownership of the
Covered Code.
3.4. Intellectual Property Matters
(a) Third Party Claims. If Contributor has knowledge that a license
under a third party’s intellectual property rights is required to exercise
the rights granted by such Contributor under Sections 2.1 or 2.2,
Contributor must include a text file with the Source Code distribution
titled ‘LEGAL’ which describes the claim and the party making the claim
in sufficient detail that a recipient will know whom to contact. If
Contributor obtains such knowledge after the Modification is made
available as described in Section 3.2, Contributor shall promptly modify
the LEGAL file in all copies Contributor makes available thereafter and
shall take other steps (such as notifying appropriate mailing lists or
x Preface : L ic e ns e
.....
PREFACE
License
newsgroups) reasonably calculated to inform those who received the

Covered Code that new knowledge has been obtained.
(b) Contributor APIs. If Contributor’s Modifications include an application
programming interface and Contributor has knowledge of patent
licenses which are reasonably necessary to implement that API,
Contributor must also include this information in the LEGAL file.
(c) Representations. Contributor represents that, except as disclosed
pursuant to Section 3.4(a) above, Contributor believes that Contributor’s
Modifications are Contributor’s original creation(s) and/or Contributor
has sufficient rights to grant the rights conveyed by this License.
3.5. Required Notices. You must duplicate the notice in Exhibit A in each
file of the Source Code. If it is not possible to put such notice in a
particular Source Code file due to its structure, then You must include
such notice in a location (such as a relevant directory) where a user
would be likely to look for such a notice. If You created one or more
Modification(s) You may add your name as a Contributor to the notice
described in Exhibit A. You must also duplicate this License in any
documentation for the Source Code where You describe recipients’
rights or ownership rights relating to Covered Code. You may choose to
offer, and to charge a fee for, warranty, support, indemnity or liability
obligations to one or more recipients of Covered Code. However, You
may do so only on Your own behalf, and not on behalf of the Initial
Developer or any Contributor. You must make it absolutely clear than
any such warranty, support, indemnity or liability obligation is offered by
You alone, and You hereby agree to indemnify the Initial Developer and
every Contributor for any liability incurred by the Initial Developer or
such Contributor as a result of warranty, support, indemnity or liability
terms You offer.
3.6. Distribution of Executable Versions. You may distribute Covered
Code in Executable form only if the requirements of Section 3.1-3.5
have been met for that Covered Code, and if You include a notice
stating that the Source Code version of the Covered Code is available
under the terms of this License, including a description of how and
where You have fulfilled the obligations of Section 3.2. The notice must
be conspicuously included in any notice in an Executable version,
related documentation or collateral in which You describe recipients’
rights relating to the Covered Code. You may distribute the Executable
version of Covered Code or ownership rights under a license of Your
choice, which may contain terms different from this License, provided
that You are in compliance with the terms of this License and that the
license for the Executable version does not attempt to limit or alter the
P ref a ce : L i c en s e xi
PREFACE
License
recipient’s rights in the Source Code version from the rights set forth in
this License. If You distribute the Executable version under a different
license You must make it absolutely clear that any terms which differ
from this License are offered by You alone, not by the Initial Developer
or any Contributor. You hereby agree to indemnify the Initial Developer
and every Contributor for any liability incurred by the Initial Developer
or such Contributor as a result of any such terms You offer.
3.7. Larger Works. You may create a Larger Work by combining
Covered Code with other code not governed by the terms of this
License and distribute the Larger Work as a single product. In such a
case, You must make sure the requirements of this License are fulfilled
for the Covered Code.
4. INABILITY TO COMPLY DUE TO STATUTE OR REGULATION.
If it is impossible for You to comply with any of the terms of this License
with respect to some or all of the Covered Code due to statute, judicial
order, or regulation then You must: (a) comply with the terms of this
License to the maximum extent possible; and (b) describe the
limitations and the code they affect. Such description must be included
in the LEGAL file described in Section 3.4 and must be included with all
distributions of the Source Code. Except to the extent prohibited by
statute or regulation, such description must be sufficiently detailed for a
recipient of ordinary skill to be able to understand it.
5. APPLICATION OF THIS LICENSE.
This License applies to code to which the Initial Developer has
attached the notice in Exhibit A and to related Covered Code.
6. VERSIONS OF THE LICENSE.
6.1. New Versions. ComPiere, Inc. (‘ComPiere’) or Netscape
Communications Corporation (‘Netscape’) may publish revised and/or
new versions of the License from time to time. Each version will be
given a distinguishing version number.
6.2. Effect of New Versions. Once Covered Code has been published
under a particular version of the License, You may always continue to
use it under the terms of that version. You may also choose to use such
Covered Code under the terms of any subsequent version of the
License published by ComPiere. No one other than ComPiere has the
right to modify the terms applicable to Covered Code created under this
License.
xii Preface : L ic e ns e
.....
PREFACE
License
6.3. Derivative Works. If You create or use a modified version of this

License (which you may only do in order to apply it to code which is not
already Covered Code governed by this License), You must (a) rename
Your license so that the phrases “Compiere’’ or any confusingly similar
phrase do not appear in your license (except to note that your license
differs from this License) and (b) otherwise make it clear that Your
version of the license contains terms which differ from the Mozilla Public
License and Compiere Public License. (Filling in the name of the Initial
Developer, Original Code or Contributor in the notice described in
Exhibit A shall not of themselves be deemed to be modifications of this
License.)
7. DISCLAIMER OF WARRANTY.
COVERED CODE IS PROVIDED UNDER THIS LICENSE ON AN “AS
IS’’ BASIS, WITHOUT WARRANTY OF ANY KIND, EITHER
EXPRESSED OR IMPLIED, INCLUDING, WITHOUT LIMITATION,
WARRANTIES THAT THE COVERED CODE IS FREE OF DEFECTS,
MERCHANTABLE, FIT FOR A PARTICULAR PURPOSE OR NON-
INFRINGING. THE ENTIRE RISK AS TO THE QUALITY AND
PERFORMANCE OF THE COVERED CODE IS WITH YOU. SHOULD
ANY COVERED CODE PROVE DEFECTIVE IN ANY RESPECT, YOU
(NOT THE INITIAL DEVELOPER OR ANY OTHER CONTRIBUTOR)
ASSUME THE COST OF ANY NECESSARY SERVICING, REPAIR OR
CORRECTION. THIS DISCLAIMER OF WARRANTY CONSTITUTES
AN ESSENTIAL PART OF THIS LICENSE. NO USE OF ANY COVERED
CODE IS AUTHORIZED HEREUNDER EXCEPT UNDER THIS
DISCLAIMER.
8. TERMINATION.
8.1. This License and the rights granted hereunder will terminate
automatically if You fail to comply with terms herein and fail to cure such
breach within 30 days of becoming aware of the breach. All sublicenses
to the Covered Code which are properly granted shall survive any
termination of this License. Provisions which, by their nature, must
remain in effect beyond the termination of this License shall survive.
8.2. If You initiate litigation by asserting a patent infringement claim
(excluding declatory judgment actions) against Initial Developer or a
Contributor (the Initial Developer or Contributor against whom You file
such action is referred to as “Participant”) alleging that:
(a) such Participant’s Contributor Version directly or indirectly infringes
any patent, then any and all rights granted by such Participant to You
under Sections 2.1 and/or 2.2 of this License shall, upon 60 days notice
P ref a ce : L i c en s e xiii
PREFACE
License
from Participant terminate prospectively, unless if within 60 days after

receipt of notice You either: (i) agree in writing to pay Participant a
mutually agreeable reasonable royalty for Your past and future use of
Modifications made by such Participant, or (ii) withdraw Your litigation
claim with respect to the Contributor Version against such Participant.
If within 60 days of notice, a reasonable royalty and payment
arrangement are not mutually agreed upon in writing by the parties or
the litigation claim is not withdrawn, the rights granted by Participant to
You under Sections 2.1 and/or 2.2 automatically terminate at the
expiration of the 60 day notice period specified above.
(b) any software, hardware, or device, other than such Participant’s
Contributor Version, directly or indirectly infringes any patent, then any
rights granted to You by such Participant under Sections 2.1(b) and
2.2(b) are revoked effective as of the date You first made, used, sold,
distributed, or had made, Modifications made by that Participant.
8.3. If You assert a patent infringement claim against Participant
alleging that such Participant’s Contributor Version directly or indirectly
infringes any patent where such claim is resolved (such as by license
or settlement) prior to the initiation of patent infringement litigation,
then the reasonable value of the licenses granted by such Participant
under Sections 2.1 or 2.2 shall be taken into account in determining the
amount or value of any payment or license.
8.4. In the event of termination under Sections 8.1 or 8.2 above, all end
user license agreements (excluding distributors and resellers) which
have been validly granted by You or any distributor hereunder prior to
termination shall survive termination.
9. LIMITATION OF LIABILITY.
UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY,
WHETHER TORT (INCLUDING NEGLIGENCE), CONTRACT, OR
OTHERWISE, SHALL YOU, THE INITIAL DEVELOPER, ANY OTHER
CONTRIBUTOR, OR ANY DISTRIBUTOR OF COVERED CODE, OR
ANY SUPPLIER OF ANY OF SUCH PARTIES, BE LIABLE TO ANY
PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR
CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING,
WITHOUT LIMITATION, DAMAGES FOR LOSS OF GOODWILL,
WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, OR
ANY AND ALL OTHER COMMERCIAL DAMAGES OR LOSSES, EVEN
IF SUCH PARTY SHALL HAVE BEEN INFORMED OF THE
POSSIBILITY OF SUCH DAMAGES. THIS LIMITATION OF LIABILITY
SHALL NOT APPLY TO LIABILITY FOR DEATH OR PERSONAL
xiv Preface : L ic e ns e
.....
PREFACE
License
INJURY RESULTING FROM SUCH PARTY’S NEGLIGENCE TO THE

EXTENT APPLICABLE LAW PROHIBITS SUCH LIMITATION. SOME
JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION
OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THIS
EXCLUSION AND LIMITATION MAY NOT APPLY TO YOU.
10. U.S. GOVERNMENT END USERS.
The Covered Code is a ‘commercial item’, as that term is defined in 48
C.F.R. 2.101 (Oct. 1995), consisting of ‘commercial computer software’
and ‘commercial computer software documentation’, as such terms are
used in 48 C.F.R. 12.212 (Sept. 1995). Consistent with 48 C.F.R. 12.212
and 48 C.F.R. 227.7202-1 through 227.7202-4 (June 1995), all U.S.
Government End Users acquire Covered Code with only those rights set
forth herein.
11. MISCELLANEOUS.
This License represents the complete agreement concerning subject
matter hereof. If any provision of this License is held to be
unenforceable, such provision shall be reformed only to the extent
necessary to make it enforceable. This License shall be governed by
Connecticut law provisions (except to the extent applicable law, if any,
provides otherwise), excluding its conflict-of-law provisions. With
respect to disputes in which at least one party is a citizen of, or an entity
chartered or registered to do business in the United States of America,
any litigation relating to this License shall be subject to the jurisdiction of
the Federal Courts of the State of Connecticut, with the losing party
responsible for costs, including without limitation, court costs and
reasonable attorneys’ fees and expenses. The application of the United
Nations Convention on Contracts for the International Sale of Goods is
expressly excluded. Any law or regulation which provides that the
language of a contract shall be construed against the drafter shall not
apply to this License.
12. RESPONSIBILITY FOR CLAIMS.
As between Initial Developer and the Contributors, each party is
responsible for claims and damages arising, directly or indirectly, out of
its utilization of rights under this License and You agree to work with
Initial Developer and Contributors to distribute such responsibility on an
equitable basis. Nothing herein is intended or shall be deemed to
constitute any admission of liability.
P ref a ce : L i c en s e xv
PREFACE
License
13. MULTIPLE-LICENSED CODE.

Initial Developer may designate portions of the Covered Code as
‘Multiple-Licensed’. ‘Multiple-Licensed’ means that the Initial Developer
permits you to utilize portions of the Covered Code under Your choice
of the CPL or the alternative licenses, if any, specified by the Initial
Developer in the file described in Exhibit A.
The contents of this file are subject to the Mozilla Public License
Version 1.1 (the ‘License’); you may not use this file except in
compliance with the License. You may obtain a copy of the License at
http://www.mozilla.org/MPL/ Software distributed under the License is
distributed on an ‘AS IS’ basis, WITHOUT WARRANTY OF ANY KIND,
either express or implied. See the License for the specific language
governing rights and limitations under the License.
The Original Code is Compiere ERP
The Initial Developer of the Original Code is Jorg Janke. Portions
created by Jorg Janke are Copyright $
xvi Preface : L ic e ns e
C OMMON F UNCTIONS AND C OMMANDS
...................................
1
.....
....................................................
LOGIN
To Open Compiere click the Compiere icon on your desktop
Figure 1.1
When you are not connected to the Internet, you will be asked if you
want to be connected to the Internet. The Internet connection is
required for accessing the Online Help files at Compiere.org.
C o m mo n F u n c ti o n s a n d C o mm a n d s : L o g i n
COMMON FUNCTIONS AND COMMANDS
Login
Click OK and the following picture will be displayed on your desktop:
Figure 1.2
Log in as SuperUser or System (case sensitive) and the password

System. Compiere remembers your entries and selections. Choose the
Language and click OK.
Important: The difference between SuperUser and System is as follows:

If you log in as System, you can only manage the Client System. If you
log in as a SuperUser, you have the choice of managing any of the
Clients on the System, including System.
Important: The language you select determines which date format will be
used by the system.
2 C o m mo n F u nc tio ns a n d C o mm a nd s : L o g i n
.....
Login
In this window values used last time a login was performed are
displayed. To open the Client System choose System Administrator as
your Role:
Figure 1.3
C o m mo n F u n c ti o n s a n d C o mm a n d s : L o g i n 3
Login
For testing purposes you should select GardenAdmin as your Role.

The Client will then automatically default to GardenWorld:
Figure 1.4
The Organization will default to HQ and the Warehouse will default to

Standard. The Date will default to the current date. This is the default
date used for all documents. The Printer must be a printer defined for
this client and may be a network printer. It is the printer used for all
documents and reports.
4 C o m mo n F u nc tio ns a n d C o mm a nd s : L o g i n
.....
Login
Click on the ? tab to use the Compiere Online Help, which are displayed
in the following window:
Figure 1.5
Click on the link you want to display either for Online Help or Server
Setup Help.
Switch to the Default tab to get back to your login screen and click OK.
C o m mo n F u n c ti o n s a n d C o mm a n d s : L o g i n 5
Menu Functions
.....................................................
MENU FUNCTIONS
The Compiere menu shows all tasks available for your selected role. In
the yellow search field on the right enter ‘Sales’ and press Enter. The
system goes through all menu entries with ‘sales’ (case insensitive) in it
and marks them. Press Enter to search for the next entry (e.g. Sales
Order). To open the current menu item press ‘Shift’, ‘Alt’ or ‘Ctrl’ in
combination with the Enter key or double click the menu item.
Figure 1.6
Shortcuts can be defined for frequently used menu items such as Sales
Order or Expense Report. To create a shortcut for our example, which
6 C o m mo n F u nc tio ns a n d C o mm a nd s : M en u F un ct i o ns
.....
Menu Functions
will display on the left side of the menu, right-click on Sales Order or
Expense Report in the menu and click on Add to Bar:
Figure 1.7
The shortcut will be created on the left side of the window. To expand
this menu-bar area, drag the window to the appropriate size when the
cursor changes to a double arrow:
Figure 1.8
C o m mo n F u n c ti o n s a n d C o mm a n d s : M en u F un ct i o ns 7
Commands and Buttons
Menu Icons
Each menu item has an icon which indicates the type of function the
window performs:
Figure 1.9
The Window icon indicates a Window. A window is where a record is

defined or data is entered such as Sales Order or Tax Category.
The Report icon indicates a Report. A report will generate an on-screen
report which can be modified and printed such as Invoice Summary.
The Process icon indicates a Process. A process can be thought of as
a job or task that runs in the database or on the server such as
Generate Invoices.
The W icon indicates a Workflow. A Workflow defines a series of steps
needed to accomplish a goal.
Windows, Processes, Reports and Workflows will all be covered later in
this document.
.....................................................
COMMANDS AND BUTTONS
Every window in Compiere has a common look and feel. While the
contents or fields of a window may change some areas of the window
will remain constant. These include the Toolbar, Menu, Context (for
specific fields) and Dialogs. Charts for all of these commands are
shown below:
Window Toolbar
8 C o m m o n F u n c t i o n s a n d C om m a n d s : C o m man ds an d Bu tton s
.....
Figure 1.10
C o m mo n F u nct i o ns a nd C om m a nd s : C o m man ds an d Bu tton s 9

Window Menu 1
Figure 1.11
10 C o m mo n F u nct i o ns a nd C om m a nd s : C o m man ds an d Bu tton s

.....
Window Menu 2
Figure 1.12
Tabs have Alt-1, Alt-2, ... shortcuts associated.
C o m mo n F u nct i o ns a nd C om m a nd s : C o m man ds an d Bu tton s 11

Context Menu
Figure 1.13
Dialog Buttons
Figure 1.14
12 C o m mo n F u nct i o ns a nd C om m a nd s : C o m man ds an d Bu tton s

.....
Workflow Functions
.....................................................
WORKFLOW FUNCTIONS
A Workflow is a series of steps which have to be carried out one after
the other. Click on the Workflow Tab in the main window to get a quick
impression of the steps which are involved in a specific task. Look at the
Initial Client Setup Review workflow, for example. You open it by double-
clicking on General Rules, Client Rules, Initial Client Setup Review in the
menu.
Figure 1.15
The Workflow loads. In the upper half of the window you see a graphical
illustration of the Workflow. You can easily review the steps carried out
C o m mo n Fu n c ti o n s a n d C o mm a n d s : Wo rk fl o w F un ct i on s 13
Help Functions
during the setup. In the lower part of the window you see the
explanation of the relevant workflow step or the node. To navigate
through the different steps and open the appropriate window you can
either double-click on the specific Workflow icon in the graph or use the
Workflow buttons:
Figure 1.16
.....................................................
HELP FUNCTIONS
Screen Help
Compiere provides Help on the windows you are in. Just open the Help
Menu in any window and select Help or press F1:
Figure 1.17
A Help window opens and displays all the information about the actual
window you are in, in this case the Role window. The Help window
14 C o mm o n F u nct i o ns a nd C om m a nd s : H e l p F u n ct i o n s
.....
Help Functions
includes Window information, Tab and Field information. You can scroll
the Help window or click on the links.
The Window information displays a short description of the window and

provides links to the different Tabs. Click on the Tab links to display the
corresponding Tab information, for example Workflow Access:
Figure 1.18
You will be linked to the Workflow Access tab, which displays a short
description of the tab and provides links to the different Fields. Click on
C o mm o n F u nct i o ns a nd C om m a nd s : H e l p F u n ct i o n s 15
Help Functions
the Field links to display the corresponding Field information, for

example Read Write:
Figure 1.19
The Field information displays a short description of the selected field.
.....
Help Functions
O nl in e Help
Compiere also provides Online Help in every window you are in. Open
the Help menu in any window and select Online:
Figure 1.20
This will call the Compiere Homepage where you will find many sources
of information, for example Forums, Q&A, Support etc. The Search
menu on the left side will provide you with the right answers:
C o mm o n F u nct i o ns a nd C om m a nd s : H e l p F u n ct i o n s 17
Help Functions
Figure 1.21
.....
Window Functions
Onl ine Trai ni ng
Under http://www.compiere.com/online/ you have the possibility to

attend Online Trainings:
Figure 1.22
.....................................................
WINDOW FUNCTIONS
Compiere supports different window context functions, which allow you
to enter information very easily from the window you are in. In our
example, we look at a sales order. You open the Sales Order window by
pressing Ctrl-Enter (Alt-Enter or Shift-Enter) in the yellow search field,
by double-clicking on the term in the menu tree or clicking on the
shortcut in your menu
C o mm o n F un ct i o ns a nd C o m m an ds : Wi n d o w F u n c t i o n s 19
Window Functions
Figure 1.23
Value Preference
The Value Preference function in the context menu allows you to set
your preferences directly from the window you are in.
The Sales Order window appears with the Preferences/defaults you set
for your Client (GardenWorld) and Organization (HQ). Optional fields
have a white background, mandatory fields have a light background.
Reddish fields are mandatory fields which still require a value.
To set your preferences fill the field or select the desired value from the
drop down-list (for example, change the field Target Document Type
from Standard to POS Order), then use the right mouse button and
select Value Preference from the menu.
20 C o mm o n F un ct i o ns a nd C o m m an ds : Wi n d o w F u n c t i o n s
.....
Window Functions
Figure 1.24
Select the scope (For all/specific Organization, User, Window) and

press OK. Your new default value will now be POS Order in the Order
window.
Figure 1.25
Window Functions
New Record
The New Record function in the context menu allows you to create a
new Business Partner directly from the window you are in. You would
normally create a new Business Partner by importing it or by entering it
in the Business Partner window. There may be times when entering a
document you need to enter a new Business Partner quickly.
In the Business Partner field, use the right mouse button and select
New Record:
Figure 1.26
Enter the customer information. To enter the address, click on the

Location button next to the Location/Address field:
.....
Window Functions
Figure 1.27
Window Functions
The Enter new Location/Address window appears. Enter the address

information:
Figure 1.28
You click OK in both windows. The sales order is automatically updated

with the new information.
All other field values for the new business partner are defaulted from
the Business Partner defined for this client. They can be modified
directly in the Business Partner window.
Zoom
The Zoom function in the context menu allows you to zoom directly to
the window where this entity is defined. You can then determine which
value you want to use or you may create a new record.
In the optional Project field, use the right mouse button and click Zoom:
.....
Window Functions
Figure 1.29
The Project window opens. If the ‘zoom from’ field has a selection, the
Zoom window would query the selected record automatically. If the
‘zoom from’ field is blank, a new record is automatically opened in the
Project window.
Enter a project name in the mandatory Name field:
Figure 1.30
Click the Save button on the toolbar and close the window. Use either
the upper right x window button (which would ignore pending changes)
or click the far left End button on the tool bar, which will automatically
save your changes:
Window Functions
Figure 1.31]
Refresh
Back in your Order window, the new Project is not available yet. Right-
click on the Project field and select Refresh:
Figure 1.32
.....
Window Functions
Sear ch and Info
Search is used when there are a large number of records and you want
to narrow down the list of records that are returned.
In the Sales Order window switch to the Order Line by clicking on the
tab.
In the Product field, enter %Bush with ‘bush’ [case is ignored] in the
search key) and press Enter:
Figure 1.33
You can view product availability and pricing based on the customer or
order price list. Select a product by clicking on it and click OK or just
double-click on the line:
Figure 1.34
Window Functions
If the list of options is long, a general Search field is used rather than a
drop down list. Under Quote-to-Invoice < Order Drilldown, for example,
you find the open the Order Info window:
Figure 1.35
If you enter unique search criteria in the Search field (e.g. enter C&W
into the Business Partner Search field), the search returns one record
only (i.e. the actual Search window is not opened).
If you use a wildcard in the Search field, the Search window is opened
displaying a list of all Business Partners:
Figure 1.36
.....
Window Functions
Or click on the right icon in the Business Partner Search field in the
Order Info window to open the Business Partner Info window and enter
your search criteria in this window:
Figure 1.37
Record Info
Every window in Compiere provides you with current Record

information. Down on the right side of the window you find a field which
displays two figures:
Window Functions
Figure 1.38
A + in front of this figures indicates that a record was inserted, a *

indicates that a record was changed.
Figure 1.39
.....
User Preferences
Double- or right-click on these figures to display the person who created

and updated this record and when:
Figure 1.40
.....................................................
USER PREFERENCES
User Preferences allow you to determine the display of the client and
how it will react to specific user actions. User Preferences can be
accessed by selecting Tools < Preference from the Main Menu:
C om m o n F un ct i o ns a nd C o m ma n ds : U s er P re fe ren ces 31
User Preferences
Figure 1.41
32 C om m o n F un ct i o ns a nd C o m ma n ds : U s er P re fe ren ces
.....
User Preferences
User Interface Theme
The User Interface Theme button allows you to select the look and feel
of Compiere. You can select different styles and colors and preview your
selection prior to saving.
Automatic Commi t
If you tick the Automatic Commit check box, your changes are
automatically saved when navigating within a single tab. When you
change tabs you must confirm the
action regardless of this setting.
Automatic Logi n
If you tick the Automatic Login check box, the login window won’t
display when starting Compiere. It will use the Username, Password,
Role, Client and Org entered for the previous login. If you want to
change any of these values you must log in, untick this checkbox and
log off Compiere. The next time you log in you will be presented with the
log in window and you can enter the desired values.
Store Password
If you tick the Store Password check box, Compiere will remember the
Username and Password entered for the previous login. These values
can be overwritten if necessary.
Show Accounting Tabs / Show Tr anslation Tabs
If you tick the Show Accounting Tabs / Show Translation Tabs check
boxes, Compiere will show these tabs in each window as appropriate.
System Administrators will most likely have these check boxes ticked,
while most users will not.
Creat e Objects on Server
Tick the Create Objects on Server check box if you are working remotely
and want to reduce network traffic. Objects that are created on the
server will require greater resources from the server.
C om m o n F un ct i o ns a nd C o m ma n ds : U s er P re fe ren ces 33
Common Fields
Al ways Pri nt Pr evi ew
If you tick the Always Print Preview check box, Compiere will displays
preview screen prior to printing any document, report or screen.
Debug Level
The Debug Level indicates the verboseness of debug messages that

will be generated by Compiere. You may be requested to modify this
setting when requesting support for a specific problem.
Pr int er
The Printer field allows you to select a printer to be used for documents
and reports. It will override the value entered when logging in to
Compiere.
Date
The Date field allows you to select a date to be used for documents. It
will override the value entered when logging in to Compiere.
.....................................................
COMMON FIELDS
Some fields in Compiere are displayed very often and you should know
what they are used for:
Acti ve
One common field is the Active checkbox. There are two methods of
making records unavailable in the system: One is to delete the record,
the other is to de-activate the record. A de-activated record is not
available for selection, but available for reports. There are two reasons
for de-activating and not deleting records:
• The system requires the record for audit purposes.
• The record is referenced by other records. E.g., you cannot deleted
a Business Partner if there are invoices for this partner record
existing. You de-activate the Business Partner and prevent that this
record is used for future entries.
34 C o mm o n F u n c t io n s a n d Co m m a n d s : C o m mo n F i e l ds
.....
Common Fields
Client
This is the Client for this installation. A Client is a company or legal

entity.
Default
The Default checkbox indicates if this record will be used as a default

value for new records
Description
The Description is an optional short description of the record. A

Description is limited to 255 characters.
Document No
The Document No is usually automatically generated by the system and
determined by the document type of the document. If the document is
not saved, the preliminary number is displayed in < >.
If the document type of your document has no automatic document
sequence defined, the field is empty if you create a new document. This
is for documents which usually have an external number (like vendor
invoices). If you leave the field empty, the system will generate a
document number for you.
The document sequence used for this number is defined in the
Document Sequence window under Performance Analysis < Accounting
Rules < Document Sequence. Its name is DocumentNo_, where
TableName is the actual name of the table (e.g.C_Order)
C o mm o n F u n c t i o ns a nd Co m m a nd s : C o m mo n F i e l ds 35
Common Fields
Figure 1.42
Name
The Name is the alphanumeric identifier of the entity. The Name of an

entity (record) is used as an default search option in addition to the
search key. The name is up to 60 characters in length.
Organi zati on
This is the organizational entity within the client. An Organization is a

unit of your client or legal entity - examples are store, department.
Summary Level
The Summary Level checkbox indicates that the entity is a Summary

entity. Summary entities are used in the Product trees and are for
reporting purposes only. They have no values associated with them
and would not appear on price lists, stock replenishments etc.
.....
Common Fields
Translat ed
The Translated checkbox indicates if this column is translated.
C o mm o n F u n c t i o ns a nd Co m m a nd s : C o m mo n F i e l ds 37
Common Fields
I MPLEMENTATION AND B ASIC S ETTINGS
...................................
2
.....
....................................................
INTRODUCTION
In Compiere the Client is the highest level of an independent business
entity. Each Client will have one or more Organizations reporting to it.
Each Client defines the accounting parameters (Accounting Schema,
Tree Definition, Non-monetary Units of Measure). This information is
shared with all organizations.
Compiere comes with two Clients. The first is the System Client. You
will log in to Compiere’s System Client to add your Client, set up your
chart of accounts, add Database tables, etc. The second client is
GardenWorld. You can log in to GardenWorld for testing purposes and
things that you don’t want to risk testing on your Client. 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
Client.
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 Client and the Organization could be identical.
The Role determines which Clients 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.
I m pl e me nta t i o n a nd B a s i c Set ti n g s : In trod uc tio n

IMPLEMENTATION AND BASIC SETTINGS
Initial Implementation
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 NaturalAccountsUS.csv file, which (depending on your
installation) you usually find in the directory C:$ users use the German
Chart of Accounts NaturalAccountsDE.csv in the same directory. You
can change the account number, name, description, etc. of the
mandatory accounts in Microsoft Excel. Do not edit the [For internal
use] column. You can add additional accounts by leaving the [For
internal use] column empty.
.....................................................
INITIAL IMPLEMENTATION
You start the Initial Implementation by running the Initial Client Setup
on System Level:
Figure 2.1
40 I m p l e me n t at i o n a n d B a s i c S e t ti n gs : I n i t i a l I m p l e m e n t a t i o n
.....
Important: Log in as System or SuperUser and choose System

Administrator as your Role and System as your Client.
Under General Rules < Client Rules you click on Initial Client Setup:
Figure 2.2
The Initial Client Setup window opens. If necessary, you can enter more
clients (depending on your organizational structure). But in the typical
case you would just enter the name of your enterprise.
You overwrite the defaults in the window with the name of your
enterprise, in our example this is GardenWorld.
The Client is the Name of your Company, for example YourName.
I m pl e me nt at i o n a n d B a s i c S et ti n gs : I n i t i a l I m p l e m e n t a t i o n 41
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 Client and the Organization are often
identical.
Enter the User Client, 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 checkboxes ticked and the rest
unchecked.
Note: You can change these settings latter if you wish and add Project,
Sales Region, etc.
Then you select the Load Accounts button. This allows you to select a
comma separated file in the format of NaturalAccountsUS.csv, which
you should have adapted to your needs. See also the Accounts section
at the beginning of this chapter.
The Intitial Client Setup will load just the default accounts required by
the system. After you have run the Inital Client 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.
42 I m p l e me n t at i o n a n d B a s i c S e t ti n gs : I n i t i a l I m p l e m e n t a t i o n
.....
Select the file and click Open. The Account Values button in the Initial
Client Setup window now changes and displays the path to the Accounts
File:
Figure 2.3
Click OK to continue. A window is opened which displays the selected

values. Confirm it by clicking OK.
For more information on Accounts, please refer to Chapter 11 ,
Performance Analysis (Accounting).
The Client Setup creates Users, Roles and basically all standard entities
for Document Types, Business Partners, Products, Projects etc. These
entities can be changed afterwards at any time you like. The important
thing is that after this fast setup you can theoretically start and enter
I m pl e me nt at i o n a n d B a s i c S et ti n gs : I n i t i a l I m p l e m e n t a t i o n 43
Refining your Implementation
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 clients is through the Initial Client
Setup. It ensures that the security infrastructure is defined correctly
and creates the ‘Standard’ default entries.
Now you have created the Client with two users or roles: One user with
the client-level role (in our case GardenAdmin) has all the rights to
maintain the rules and to enter transactions. The user with the
organization-level role (GardenUser) has all the rights to enter
transactions.
.....................................................
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 client created you have to close the application
(which runs on system level otherwise) and log in again under the
44 I m p l e m e n t a t i o n a n d B a s i c S e t ti n g s : R e f i n i n g y o u r I m p l e m e n t a t i o n
.....
Refining your Implementation
client-level Role you have just created, in this case GardenWorld

Admin.
Figure 2.4
This ensures that System-level, Client-level, Organization-level actions

and records are not mixed up. Settings done on the client level are
shared on organization level. The advantage is that these values have to
be set up only once.
I m p l e m e n t a t i o n a n d B a s i c S e t ti n g s : R e f i n i n g y o u r I m p l e m e n t a t i o n 45
The Workflow
.....................................................
THE WORKFLOW
Figure 2.5
Under General Rules < Client Rules you can review the client setup by
double-clicking on Initial Client Setup Review. The W icon in front of
the menu item indicates that it is a Workflow.
46 I m p l e me n t a ti o n a n d B a s i c S e t ti n g s : T he Wo r k f l o w
.....
The Workflow
Now the Workflow is loaded. In the upper half of the window you see a
graphical illustration of the Initial Client Setup Workflow. You can easily
review the steps carried out during the setup:
Figure 2.6
In the lower half of the window you see the explanation of the relevant
workflow step or node. To navigate through the different steps and open
the appropriate window you can either double-click on the specific
workflow icon or use the workflow buttons.
The Client
The Client is the highest level of an independent business entity. Each

Client will have one or more Organizations reporting to it. Use the Client
window to define the accounting parameters (Accounting Schema, Tree
I m pl e me nt a ti o n a n d B a s i c Set ti n g s : T he Wo r k f l o w 47
The Workflow
Definition, Non-monetary Units of Measure). This information is shared

with all organizations.
Figure 2.7
Use the Workflow buttons or double-click on the Client icon on the

workflow to open the Client window:
Figure 2.8
On the left, two tabs are displayed. The Client tab is the parent record.
Important: Do NOT create a new client in the Client window (use the
Initial Client Setup as a System Administrator only). If you do so, the
required client infrastructure will NOT be set up.
.....
The Workflow
The following fields are displayed: Search Key, Name, Description,

Language, SMTP Mail Host, Request Email, Request User, Web
Directory, Request Folder, Request User Password. Compiere allows to
change all of these values afterwards if necessary.
Select the Multi Lingual Documents checkbox if you want to maintain
multilingual documents. This would allow you to print documents in a
customer or vendor’s language. Select the SMTP Authorization
checkbox if you want to allow SMTP authorization.
Click on the Client Info tab to display all the details of your client:
Figure 2.9
Select the Discount calculated from Line Amounts checkbox if you want
the discount always be calculated from line amounts.Leaving the
checkbox deselected will calculate discounts on the total invoice amount
(including any taxes and additional charges).
Here you see the Calendar and the Primary Accounting Schema that
will be used for your client. You can opt for a Second and a Third
Accounting Schema by ticking the appropriate checkboxes. These could
be used for reporting.
The Workflow
In the Defaults area you find the following fields: The Standard UOM for
Volume indicates 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 indicates 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 (right-click: New Record), the selected business partner is
used as a template, e.g. to define price list, payment terms, etc. The
Performance Goal indicates what this user’s performance will be
measured against.
All fields in the Reference area (Primary Tree Organization, Primary
Tree BPartner, Primary Tree Project, Primary Tree Menu, Primary Tree
Product and Primary Tree Sales Region) are display only and cannot
be changed.
Organi zati on Type
The Organization Type window allows you 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 effect processing or
access.
To add or modify Organization Types open the Organization Type
window by double-clicking on General Rules < Organization Rules <
.....
The Workflow
Organization Type. The icon in front of the Organization Type menu

items indicates that it is a window.
Figure 2.10
Enter a Name and optionally enter a Description for this Organization

Type.
Tick the Active checkbox 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 client and the organization could be identical.
The Workflow
Use the Workflow buttons or double-click on the Organization icon on

the workflow to open the Organization window:
Figure 2.11
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 yellow
search field below.
Double-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 ticking the Summary Level checkbox.
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 Client and Admin
Roles.
Open the Organization Info detail record by clicking on the
corresponding tab:
.....
The Workflow
Figure 2.12
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:
Figure 2.13
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.
The Workflow
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 please refer to the
Organization Relationship section in this chapter.
If you know the values for the following fields, enter them in:
D-U-N-S (Dun and Bradstreet identification number used for EDI - for
details see
www.dnb.com/dunsno/list.htmwww.dnb.com/dunsno/list.htm) andTax
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 iin the Organization
tab.
Select a Supervisor to be used when no supervisor is indicated for
Request Processing.
Open the Organization Assignment detail record by clicking on the
corresponding tab:
Figure 2.14
The Organization Assignment window is used ot 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.
.....
The Workflow
Enter a Valid from and Valid to date to indicate the range of dates the
User is assigned to this Organization.
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 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
Client Administrator and the Client User. The client administrator can
set up data and enter transactions, whereas the client user is restricted
to transaction entry only.
Use the Workflow buttons or double-click on the Role icon on the
workflow to open the Role window:
Figure 2.15
The Workflow
Select the Role, in our case GardenWorld Admin in single record view.
Figure 2.16
For a new Role, enter a Name and Description and select the Active
check box.
Select a User Level of Client, Client + Organization, Organization or
System. This will determine the type of data that can be accessed.
The fields Manual, Currency, Approval Amount and Primary Tree
Menu are not used in the current release.
The remaining fields are discussed in Chapter 18 , Security.
Use the different tabs in the Role window to set the access rights for
this Role. In this window you can control the Client Access, 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 deselect 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 is read and write access for all forms. Click on the Data Grid
Toggle button on the toolbar:
.....
The Workflow
Figure 2.17
Figure 2.18
The Workflow
The single record is displayed. If appropriate, deselect the Read Write

and Active checkboxes.
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 client.
The User
The User basically forms the link to the business partner.

Use the Workflow buttons or double-click on the User icon on the
workflow to open the User window:
Figure 2.19
The two system-generated users will already be in the list of Users as a

result of the Initial Client 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.
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.
.....
The Workflow
Select a User (for example, the GardenAdmin) and open the User Roles
window:
Figure 2.20
The Roles which the User can assume are displayed. Naturally, an
Administration User will be able to assume more roles than the ‘normal’
User.
Organization Relationships
Compiere allows transactions to occur between Organizations. The a

document crosses Organization boundaries (e.g. a Purchase Order from
Organization A is fulfilled bya 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 are 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
Basic Settings
the Organization. The linkage of the Business Partner is discussed in

Chapter 3 Business Partner.
.....................................................
BASIC SETTINGS
Select Systems Administrator as your Role, System as the Client.
Logging in to the System Client 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
60 I m p l e m e n t a t i o n a n d B a s i c S e t t i n g s : B a s i c S et ti n gs
.....
Basic Settings
The Language
Click on General Rules < System Rules < Language.

The System has the following languages already installed: English,
German, 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:
Figure 2.21
To add a New Language click on the New Record button. 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
http://www.ics.uci.edu/pub/ietf/http/related/iso639.txthttp://www.ics.uci.e
du/pub/ietf/http/related/iso639.txt. For Information on the Country Code
please refer to
http://www.unece.org/cefact/rec/rec03en.htmhttp://www.unece.org/cefac
t/rec/rec03en.htm.
Select Save, then exit this window.
For more information on Languages, please refer to Chapter 13 The
Multi’s.
The Currency
Click on General Rules < System Rules < Currency.

The System has many of the ISO Currencies defined
I m p l e m e n t a t i o n a n d B a s i c S e t t i n g s : B a s i c S et ti n gs 61
Basic Settings
Figure 2.22
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
http://www.unece.org/cefact/rec/rec09en.htmhttp://www.unece.org/cefa
ct/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, please refer to Chapter 13 , The
Multi’s.
Country, Region and Ci ty
Click on General Rules < System Rules < Country Region and City.
Compiere comes with all ISO Countries defined.
62 I m p l e m e n t a t i o n a n d B a s i c S e t t i n g s : B a s i c S et ti n gs
.....
Basic Settings
Figure 2.23
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 checkbox if the Country has Region.
(The Name for a Region in Japan would be ‘Prefecture’, in the U.S. the
equivalent is ‘State’, in 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 wish. Select the Language and the Currency to be used.
For more information on entering the Address Print Format please refer
to Online Help (Help < Online).
Select Save, then go to the Region tab (if applicable):
I m p l e m e n t a t i o n a n d B a s i c S e t t i n g s : B a s i c S et ti n gs 63
Loading the Account Hierarchy
Figure 2.24
Enter the Region, save your entry and move to the City tab:
Figure 2.25
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.
.....................................................
LOADING THE ACCOUNT HIERARCHY
As mentioned previously, the Intital Client Setup loads just the default
accounts required by the System. You now want to load all other
64 I m p l e m e n ta t i o n a n d B a s i c S e tt i n g s : L o a d i n g t h e A c c o u nt H i e r a rch y
.....
accounts along with the Parent/Child relationships or Hierachy for your

accounts.
Login the system using the newly created Admin Role for your new
Client.
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 double-clicking
on General Rules < Data < Data Import < Import File Loader. The icon in
front of the Import File Loader menu items indicates that it is a window.
Figure 2.26
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.
I m p l e m e n t a t i o n a n d B a s i c S e t t i n g s : L o a d i n g t h e A c c o u nt H i e r a rch y 65
When you have selected a File and Format the window displays the
data to be loaded and additional information.
Figure 2.27
Select the OK button to load the records. A message box will be

displayed indictating the number of records loaded.
Figure 2.28
The Accounts have been loaded and now they must be imported.
To Import the loaded records open the Import Account window by
double-clicking on General Rules < Data < Data Import < Import
.....
Account. The icon in front of the Import Account menu items indicates
that it is a window.
Figure 2.29
Review the records loaded and update if necessary. Then click the
Import Accounts button. The following parameter dialog will display.
Figure 2.30
Select the appropriate Element from the drop down list box.
Select the Update Default Accounts checkbox if you want to update the
default accounts loaded in the Intital Client Setup. Be cautious as this
will upeate your default posting accounts and will effect 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
double-clicking on Performance Analysis < Accounting Rules <
.....
Account Element. The icon in front of the Account Element menu items
indicates that it is a window.
Figure 2.31
Select the Element Value Tab.
Figure 2.32
You can now view and navigate the Account Hierarchy.

For additional information on the Account Element, please refer to
Chapter 11 , Performance Analysis (Accounting).
For additional information the Import File Loader, please refer to

Chapter 17 Utilities.
B USINESS P ARTNERS
...................................
3
.....
....................................................
INTRODUCTION
In Compiere, a Business Partner is an entity to do business with.
There are three different types of business partners: Vendors,
Customers and Employees. The Compiere concept of the business
partner is much more flexible than most applications, since a business
partner can be a Vendor, a Customer, an Employee or any
combination of the three. This approach also eases access control for
‘self-service’ functionality and allows regional analysis and shipping
optimization.
A Business Partner has one or more Locations and one or more
Contacts, which can optionally be linked to a location. Contacts can
have so-called Interest Areas, which form the basis for Customer
Relationship Management and allow sales people to manage Email-
lists for marketing purposes (for example, newsletters etc.).
A Business Partner also has a Bank Account and a Withholding
functionality.
Business Partners may also have relationships with other Business
Partners. This allows for a Sales Order to be shipped to one Business
Partner, invoiced to a second Business Partner and payment made by
a third Business Partner.
....................................................
THE BUSINESS PARTNER SETUP
When defining a Business Partner there are a number of reference
records which should be defined prior to the Business Partner.
First, you set up a Business Partner Group. Compiere allows you to
define your parameters at a group level. Values entered here will
default to the individual Business Partners. One way to group the
business partners would be to split them up in Vendors, Customers
and Employees. But you could be much more specific, which would be
useful in the area of accounting or reporting. You may want to
B u s i n e s s P ar tn e r s : I n tro d u c t i o n
BUSINESS PARTNERS
The Workflow
differentiate between your retailers, end users, manufacturers, export

companies etc.
In the Business Partner Setup workflow, you also define your Greetings
and Titles for the business partners and contacts.
Furthermore, you define the Payment Terms which should be used for
the specific business partner or group. For example, you could have
different payment terms for wholesale vs. retail customers or if a
Business Partner is both a vendor and a customer there may be
different payment terms for Sales vs. Purchases.
The Invoice Schedule allows you to create summary invoices. If you
delivered multiple shipments or services, you may want to create one
summary invoice at a chosen point in time, for instance at the end of
the month, quarter, week etc. You just need to enter the invoice
frequency.
There are two types of Withholding: Tax Withholding, which applies to
the US and the Form 1099 and Quality Withholding, which applies in all
cases where you want to pay only part of the product price and
withhold the rest.
The Import Business Partners feature allows you to import external
data into the system. You need to define a format, load and import the
data. Then you can update your business partners.
The Business Partner allows you to define any party with whom to
transact. This includes Customers, Vendors and Employees. Prior to
entering or importing products, you must define your Vendors. Prior to
generating Orders, you must define yours customers. The Business
Partner window holds all information about your Business Partner, and
the values entered will be used to generate all document transactions.
The Sales Representative or Company Agent is the contact for a
document. It will be printed on Invoices and is used to calculate
commissions.
.....................................................
THE WORKFLOW
To get an overview of the Business Partner Setup in Compiere double-
click on Partner Relations < Business Partner Rules < Business
Partner Setup. The W in front of the menu item indicates that it is a
Workflow:
72 B us i n e s s P a r t n er s : T he Wo r k f l o w
.....
BUSINESS PARTNERS
The Workflow
Figure 3.1
workflow step. To navigate through the different steps and open the
appropriate window you can either double-click on the specific workflow
icon or use the workflow buttons.
This workflow demonstrates how to define the Business Partners and
the supporting rules.
B us i n e s s P a r t n er s : T he Wo r k f l o w 73
BUSINESS PARTNERS
The Workflow
The Business Partner Group
The Business Partner Group window allows you to define the

parameters at a group level. You could split up the business partners
into Vendors, Customers and Employees. Or be more specific, which
would be useful in the area of accounting or reporting. You may want to
differentiate between your retailers, end users, manufacturers, export
companies etc. If you define the accounting parameters for a group,
any Business Partner entered using this group will have these
accounting parameters automatically populated. You can then make
any modifications necessary at the Business Partner level.
Business Partner Groups may also used when selecting Invoices to be
paid. IF you had a group of Vendors who are paid in a foreign currency
(and therefore a different Bank Account), you could define them as a
unique Business Partner Group and select this group when generating
your Payments.
For more information on AP Payments, please refer to Chapter 10
Payments, Receipts and Open Items.
Use the Workflow buttons or double-click on the Business Partner
Group icon in the Workflow to open the Business Partner Group
window:
Figure 3.2
Enter the Name and the Description of the Group. You can indicate
whether you want your Group to be an Active and/or the Default Group.
.....
BUSINESS PARTNERS
The Workflow
Display all existing Groups by clicking on the Data Grid toggle on the
toolbar.
BUSINESS PARTNERS
The Workflow
Figure 3.3
In your example, the different groups are all active, and Standard
Customers is defaulted when you create a new Business Partner.
Create a new, more specific Business Partner Group if you wish. To
enter a new record, click on the New Record icon on the toolbar and
enter your new Group, for example Web Customers and save it.
To open the Accounting window use the Accounting tab. Please note
that the Accounting tab will only be displayed if your Preferences
indicate it. For more information on Accounting, please refer to
.....
BUSINESS PARTNERS
The Workflow
Greeting
Use the Workflow buttons or double-click on the Greeting icon on the

workflow to open the Greeting window and to define your Greetings and
titles for the business partners and contacts:
Figure 3.4
Enter a Name for the Greeting and the Greeting. Select the First Name
Only checkbox to indicate that only the first name of this contact should
print in greetings.
Click on the Translation tab to enter a translation for your chosen
Greeting.
Note: The Translation tab will only be displayed if your Preferences
indicate it.
Payment Terms
Use the Workflow buttons or double-click on the Payment Term icon on

the workflow to open the Payment Term window and to define the
BUSINESS PARTNERS
The Workflow
Payment Terms which should be used for the specific business partner
or group:
Figure 3.5
Enter the Name and Description for this Payment Term.

Enter the Net Days for when payment is due. Optionally if a discount
will be offered for early payment enter the Discount Days, Discount %,
Discount Days 2, Discount 2% and Grace Days fields.
If you want a Document Note enter it here and it will print on all
invoices which use this Payment Term.
If you select Fixed Due Date you will then enter the Fix month day to
indicate the day of the month that payment is due. The Fixed month
cutoff indicates the day to use as a cutoff where payments will be due
the following payment period. The Fixed month offset is used if
payment will be due one or more months in the future.
You may also define the Payment Term as being the Next Business
Day or After Delivery.
Compiere also supports Split Payment Terms where payment is made
on a pre-defined schedule with a percentage of the payment due at
different time.
.....
BUSINESS PARTNERS
The Workflow
When a Payment Term is defined with a Payment Schedule, generally

the Payment tab will not indicate any special Payment terms.
Figure 3.6
For this Payment Term 50% is due immediately and 50% is due in 30
days. On the Payment Term tab the Fixed due date check box is
selected. The Fix month day, Fixed month cutoff and Fix month offset
have values of 0. This indicates that payment is due on the invoice date.
To define the Schedule for this Payment Term, click on the Schedule
Tab:
Figure 3.7
BUSINESS PARTNERS
The Workflow
Enter the Percentage of the Payment that is due and the Net Days. If
appropriate the Discount Days and Discount %. Continue entering new
records until the percentages add up to 100%.
When the Schedule has been completed return to the Payment Term
tab to Validate the Schedule.
Figure 3.8
Select the Validate button to validate your Payment Schedule. The

validation process will ensure that the schedule entered adds up to
100% (no over or under percentages are allowed). The Payment Term
cannot be used until any Schedule used has been validated.
Invoice Schedule
Use the Workflow buttons or double-click on the Invoice Schedule icon

on the workflow to open the Invoice Schedule window and to define a
schedule which allows you to create summary invoices. If you delivered
multiple shipments or services, you may want to create one summary
invoice at a chosen point in time, for instance at the end of the month,
quarter, week etc.
.....
BUSINESS PARTNERS
The Workflow
Figure 3.9
Enter the Name, Description, Invoice Frequency, Invoice Day and

Invoice Day cut-off. The Invoice Day Cut Off indicates the last day for
shipments to be included in the current invoice schedule. For example, if
the invoice schedule is defined for the first day of the month, the cut off
day may be the 25th of the month. An shipment on the 24th of May
would be included in the invoices sent on June 1st but a shipment on the
26th would be included in the invoices sent on July 1st.
Optionally, you can set an Amount Limit by ticking the corresponding
checkbox. Then you will have to enter an Amount.
Wi thh ol di ng
There are two types of Withholding:

• When a vendor is paid on the form 1099 (which is especially true for
smaller companies), all money earned by the vendor is paid on an
untaxed basis. It is then the responsibility of the company who bought
the goods to file and pay the appropriate taxes. These taxes can be
owed to Federal, State and Local governments. price and withhold the
rest. itemize
• Tax Withholding Quality Withholding1099Use the Workflow buttons or
double-click on the Withholding (1099) icon on the workflow to open
the Withholding window and to define the rule used for calculating
withholding amounts:
BUSINESS PARTNERS
The Workflow
Figure 3.10
Enter the Name, the Description and the Payment Term. There are
several checkboxes, which you can tick:
Paid to third party indicates that the amounts are paid to someone
other than the Business Partner.
Tax withholding indicates whether this withholding is tax-related or not.
Prorate tax indicates if this tax is prorated.
Tick Percent withholding to indicate that a percentage is to be used for
withholding. Then the Percentage field will be displayed. If you leave
the checkbox unticked, you will have to enter a Fixed amount.
Furthermore you can enter a Minimum and a Maximum Amount, a
Threshold Minimum and a Threshold Maximum.
Use the Accounting tab to enter the Account to which the amount
should be posted. For more information on Accounting refer to
Dunning
(Note that this functionality may not be available in the current distribution.)
Use the Workflow buttons or double-click on the Dunning icon on the
workflow to open the Dunning window and to define the parameters
.....
BUSINESS PARTNERS
The Workflow
that will be used when generating Dunning letters. You may have
several dunning levels (severity!) for different business partners. Each
customer can be associated with a Dunning Code:
Figure 3.11
Enter the Name and Description for the Dunning procedure. You will
have the option to Send dunning letters.
Use the Level tab to enter the Days after the due date and the Days
between dunning. The Print Label field is mandatory. It indicates the
BUSINESS PARTNERS
The Workflow
name that will be printed on a document or correspondence, for

example ‘Reminder’.
Figure 3.12
Important: Note that dunning charges will not be created as an Open

Item. You will deal with them at receipt time.
Import Business Partners
The Import Business Partners feature allows you to import external

data into the system. You need to define a format, load and import the
data. For more information on Importing data, please refer to
Chapter 17 ,Utilities,
Business Partner
The Business Partner window allows you to define any party with
whom to transact. This includes Customers, Vendors and Employees.
Prior to entering or importing products, you must define your Vendors.
.....
BUSINESS PARTNERS
The Workflow
Prior to generating Orders, you must define yours Customers. This

window holds all information about your Business Partner, and the
values entered will be used to generate all document transactions.
Use the Workflow buttons or double-click on the Business Partner icon
on the workflow to open the Business Partner window:
Figure 3.13
Enter the Search Key and Name of the Business Partner, and the
Greeting if you wish.
Tick the Active checkbox to indicate that this Business Partner is Active.
Tick the Summary Level check box if htis record will be used as a
summary or ‘parent’ record in heirarchies for Business Partners.
You can enter a value in several fields: Description, Tax ID, D-U-N-S,
NAICS/SIC (North American Industry Classification System and
Standard Industrial Classification), Business Partner Group, URL,
Reference No, Rating, Language.
The Tax exempt checkbox indicates if your Business Partner is exempt
from tax. If a business partner is exempt from tax, the Tax Exempt Rate
is used. For this, you need to set up a tax rate with a 0 reporting, so that
you can track tax exempt transactions.
BUSINESS PARTNERS
The Workflow
The Active Prospect checkbox indicates a prospective customer as

opposed to an active Customer.
Select the Link Organization button if this Organization requires explicit
documents to be generated when documents are created that cross
Organization boundaries (e.g a Purchase Order for Organization A is
fulfilled by a Business Partner in Organization B). For this to occur, you
must ‘link’ the Business Partner to an Organization.
When the button is selected, the following message dialog is displayed.
Figure 3.14
Select the OK checkbox to enter the parameters for the process.
Figure 3.15
.....
BUSINESS PARTNERS
The Workflow
Select an Existing Organization if you want to link this Business Partner

to an Organization that has already been defined. If you leave it blank, it
will create a new Organization with the same name as the Business
Partner.
Select an Organization Type if desired.
Select a Role in the Limit Access to Role field if you want a specific Role
to have access to this Organization. If this field is left blank the Client
Admin and Client User Roles will have access to this Organization.
These access rules can be modified in Roles.
Select the OK checkbox to start the process. The following confirmation
message is displayed in the window message area:
Figure 3.16
Refresh the Business Partner window and the Link Organization button
is updated.
Figure 3.17
The button is now disabled and displays the Organization this Business
Partner is linked to.
A Organization can only be linked to a single Business Partner. To
remove the Business Partner / Organization Link run the UnLink
Organization Process.
BUSINESS PARTNERS
The Workflow
Customer
If you want your Business Partner to be a Customer, you click on the

Customer tab and enter the appropriate values:
Figure 3.18
Make sure that you select the Customer checkbox.

You can select values for the following fields:
Invoice Rule, Invoice Schedule, Delivery Rule, Delivery via, Price List,
Discount Schema, Payment Rule, Payment Term, Sales Rep, Dunning,
Order Reference, Order Description and the Credit Limit. If there are
any outstanding invoices, the system displays them in the Credit Used
field.
Tick the Discount Printed checkbox to indicate that the discount given
for a product will be printed on the document.
Enter a Minimum Shelf Life % if you want to restrict the shipment of
products with guarantee dates. It will ensure that the product to be
shipped has percentage of remaining Shelf Life equal to or greater than
the percentage entered here. For more information on Products,
Guarantee Dates and Instance Attributes please refer to Chapter 5 ,
Products.
.....
BUSINESS PARTNERS
The Workflow
To enter the Customer Accounting information, click on the Customer

Accounting tab and enter the Accounting Schema and the Receivables
Accounts. For more information on Accounting please refer to
Note: By default, the Customer checkbox is selected for each new
Business Partner defined. If you add a New Business Partner and do not
wish to classify them as a Customer select the Customer tab and
deselect the checkbox.
Vendor
If you want your Business Partner to be a Vendor, you click on the

Vendor tab and enter the appropriate values:
Figure 3.19
Make sure that you select the Vendor checkbox.

You can select values for the following fields: Payment Rule, Purchase
Pricelist, PO Payment Term, PO Discount Schema.
To enter the Vendor Accounting information, click on the Vendor
Accounting tab and enter the Accounting Schema and the Liability
BUSINESS PARTNERS
The Workflow
Accounts. For more information on Accounting please refer to

Chapter 11, Performance Analysis (Accounting).
Employee
If you want your Business Partner to be an Employee, you click on the

Employee tab and enter the appropriate values:
Figure 3.20
Make sure that you select the Employee checkbox. Use this window to
create a Sales Representative by ticking the appropriate checkbox.
To enter the Employee Accounting information, click on the Employee
Accounting tab and enter the Accounting Schema and the Expense
and Prepayment accounts. For more information on Accounting please
refer to Chapter 11 , Performance Analysis (Accounting).
.....
BUSINESS PARTNERS
The Workflow
Bank Account
To enter the Bank Account information for your Business Partner, click
on the Bank Account tab and enter the appropriate values:
BUSINESS PARTNERS
The Workflow
Figure 3.21
Select a Credit Card. Enter Number, Exp. Month, Exp. Year. You can
enter the following fields: Account Name, Account Street, Account
City, Account Zip/Postal Code, Account State.
Other optional fields are: Driver License, Account Email, Address
verified, Social Security No and Zip verified.
.....
BUSINESS PARTNERS
The Workflow
If you choose to use ACH (Automatic Clearing House, with online

payment processing), select the appropriate checkbox. Your window will
then look a little bit different:
Figure 3.22
You now have to enter a Routing No for the electronic transfer and an
Account No. The other fields will be identical.
BUSINESS PARTNERS
The Workflow
Location
To enter the Location information for your Business Partner, click on

the Location tab and enter the appropriate values:
Figure 3.23
The Location/Address field is mandatory, the following fields are

optional: Name, Phone, Fax, 2nd Phone, ISDN, Sales Region.
The following checkboxes can be selected depending on the purpose
you want this location to be used for: Ship-to address, Pay-From
address, Bill-To Address, Remit-To address.
.....
BUSINESS PARTNERS
The Workflow
User/Contact
To enter the User/Contact information for your Business Partner, click

on the User/Contact tab and enter the appropriate values:
Figure 3.24
You have to enter the Name for the Contact into the corresponding field.
The following fields are optional: Greeting, Title, Description, Phone,
Fax, Birthday, Comments, Partner Address, 2nd Phone, Email,
Password. Last Contact and Last Result, are System maintained.
Important: When a User/Contact is defined you will see a corresponding
entry in the User window. This allow access for your Business Partners
via the Web Store to their own documents (Orders, Invoices, Purchase
Orders). Users do not have access to any internal Compiere data until a
Role is associated with a User. For more information on Users and
Roles please refer to Chapter 2 , Implementation and Basic Settings).
BUSINESS PARTNERS
The Workflow
Interest Ar ea
To select an Interest Area for your Contact, click on the Interest Area
tab and choose the Interest Area from the drop down-list. (You can set
up a new Interest Area by using the Zoom function.)
Figure 3.25
The Interest Area forms the basis for the Customer Relationship
Management and allows you to manage Email or other distribution lists
for marketing purposes (for example, newsletters etc.).
.....
BUSINESS PARTNERS
The Workflow
Wi thh ol di ng
To enter the Withholding information for your Business Partner, click on

the Withholding tab and select a Withholding type from the drop down
list:
Figure 3.26
The Mandatory Withholding checkbox indicates that monies must be

withheld from this Employee.
The Temporary Exempt checkbox indicates that for a limited time, taxes
will not be withheld for this Employee. If you tick this checkbox, the
Exempt reason field becomes available for entry.
Note: Once you have defined a Business Partner, you cannot modify the
Organization that owns the Business Partner in this window. This can be
accomplished using the Business Partner Organization utility process.
For additional information on the Business Partner Organization utility
process please refer to Chapter 17 , Utilities.
BUSINESS PARTNERS
The Workflow
Partner Relation
There may be relationships between Business Partners that allow for

orders to be shipped to one Business Partner and the Invoice to be
sent to a different Business Partners. Also, payment for that invoice
may be made by a third Business Partner. In Compiere, these
relationships are defined in Partner Relations.
To define these relationships double-click on Partner Relations <
Business Partner Rules < Partner Relations. The icon in front of the
menu item indicates that it is a Window:
Figure 3.27
Enter the Name and the Description. Tick the Active check box to
indicate the relation is active.
Select the Business Partner who will have another Business Partner
acting on its behalf. In this example, the Head Office Business Partner
will be able to receive Invoices and pay Invoices for Orders initiated
and shipped to Store1.
Select the Partner Location for this Business Partner.
In the Proxy section, define the Related Partner that will act on behalf
of the Business Partner entered above, in this case Store1. Enter the
Related Partner Location for this Business Partner. This is the location
where Invoices will be sent to or from and where Payments will be
made.
.....
BUSINESS PARTNERS
The Workflow
Tick the Invoice Address check box if this Related Partner may receive
Invoices for this Business Partner. (e.g. HeadOffice will receive Invoices
for Store1).
Tick the Pay From Address check box if Payments will be received from
this address (e.g. Accounts Receivable).
Tick the Remit To Address check box if Payments will be made to this
address (e.g. Accounts Payable).
Note: If a Related Partner Location is selected in the Relation window as
an Invoice, Pay From or Remit to Address, it must be defined in that
manner in the Business Partner, Location tab. For example, if in the
Business Partner window, Location tab an address is defined as a
Shipping address only, you could select it in the Partner Relation
window as a Invoice Address, but the system would prevent its selection
in a Sales Order as an Invoice Location.
BUSINESS PARTNERS
The Workflow
T AXES
...................................
4
.....
....................................................
INTRODUCTION
Taxes are derived from Products and Charges. They are assigned a
specific Tax Category and then the desired tax is selected on Orders
and/or Invoices. Compiere can accommodate multiple taxes as well as
Business Partners that are Tax Exempt.
Taxes : Introduction
TA X E S
The Workflow
.....................................................
THE WORKFLOW
To get an overview of the Tax Setup in Compiere double-click on
Performance Analysis < Accounting Rules < TaxSetup. The blue W
icon in front of the menu item indicates that it is a Workflow:
Figure 4.1
appropriate window you can either double-click on the specific
workflow icon or use the workflow buttons.
102 Tax e s : T he Wo r kf l o w
.....
TA X E S
The Workflow
This workflow demonstrates how to define the Taxes used in an

Organization
Tax Category
The Tax Category defines classifications of Taxes. A Tax Category is

assigned to Products and Charges so the appropriate Tax Rate can be
derived. This facilitates reacting to changing tax rates.
Use the Workflow buttons or double-click on the Tax Category to open
the Tax Category window:
Figure 4.2
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.
Product
The Product window allows you to assign a Tax Category to a Product.

When a product is entered on an Order or Invoice the Tax Category is
used to determine the tax and tax rate to assign.
Use the Workflow buttons or double-click on the Product icon in the
Workflow to open the Product window:
Tax e s : T he Wo r kf l o w 103
TA X E S
The Workflow
Figure 4.3
Select the Tax Category that will be used to derive taxes when this
Product is purchased or sold.
Products are discussed in detail in Chapter 5 , Products
Charges
There are different costs that are incurred or billed to a customer. In

Compiere they are called Charges. A charge may be a shipping fee, a
bank fee or a handling fee for example. Taxes for Charges are derived
based on the Tax Category associated with them.
Use the Workflow buttons or double-click on the Charges icon in the
Workflow to open the Charges window:
Figure 4.4
Select the Tax Category that will be used to derive taxes when this
Charge is used in an Invoice.
.....
TA X E S
The Workflow
Charges are discussed in detail in Chapter 17 , Utilities
Tax Rate
The Tax Rate Window allows you to define and maintain different taxes
used for each tax category. These Tax Rates are derived for Products
and Charges based on the Tax Category. For example, Sales Tax must
be defined for each State or Region in which it applies. If you have
multiple taxes, create a summary level tax with the approximate total tax
rate and the actual tax rates pointing to the summary level tax as their
parent. When entering the order or invoice lines, the tax is estimated,
the correct tax is calculated when the document is processed. The tax is
always calculated from the line net amount. If one tax has a tax basis
that is line net amount and another tax, you need to adjust the
percentage to result in the correct amount.
Use the Workflow buttons or double-click on the Tax Rate icon in the
Workflow to open the Tax Rate window:
Figure 4.5
Enter the Name and the Description for the Tax Rate. Tick the Active
check box to indicate that this Tax is Active.
Tick the Document Level check box if you want taxes calculated on a
document basis as opposed to line by lie. If this is selected, then all lines
with the same tax rate are totaled and the tax is calculated based on that
Tax e s : T he Wo r kf l o w 105
TA X E S
The Workflow
total. If the check box is not selected taxes are calculated on each
individual line. Be aware that the final tax calculated may differ based
on the method used as rounding may occur.
Enter a Valid From date to indicate the starting date for this Tax Rate. If
multiple Tax Rates are found the system will use the one with the most
current date.
Select the Tax Category that this Tax Rate belongs to. Tick the
Requires Tax Certificate check box if this tax rate requires a tax
certificate for a Business Partner to be tax exempt.
Tick the Summary check box if this Tax will be a Parent tax. This is
used if more than one Tax must be applied to a Product or Charge.
Select a Parent Tax if this tax is one of multiple taxes that will be
applied to a Product or Charge. The Parent Tax will be used on the
document. For additional details on multiple taxes, please refer to the
example at the end of this chapter.
Select a SO/PO Type of Purchase Tax, Sales Tax or Both to indicate if
this Tax Rate should be used for Purchases or Sales. This allows you
to define different tax rates or different accounts to be used for taxes
incurred vs. taxes charged if necessary.
Tick the Tax Exempt check box if this rate is to be used when a
Business Partner is classified as Tax Exempt. For this, you need to set
up a tax rate with a 0% rate and indicate that this is your tax exempt
rate. This is required for tax reporting, so that you can track tax exempt
transactions.
Enter a Rate to indicate the percentage to be multiplied by the source
to arrive at the tax amount.
Enter a Tax Indicator for this Tax Rate. This will print on documents
that refer to this tax.
Enter a Country and To Country and a Region and To Region to
indicate the when this tax will be applied. The system uses the Bill
From and Bill To locations to derive the Country and Region. If any of
these fields are left blank then all values are valid.
.....
TA X E S
Tax Hints and Tips
Click on the Accounting tab to view and modify the Accounting

information for this Tax Rate.
Figure 4.6
.....................................................
TAX HINTS AND TIPS
• You should set up a Tax Rate for each Tax Type you need to report.
This may include 0% Exempt, 0% Export, 0% Not Taxed, 8% Sales
Tax, 5% Half Rate, 10% Full Rate, etc.
• Even though the tax amount is 0.00, you need to define as many zero
tax rates as you need to report.
• You should define a tax for Sales and Purchases by setting the
SO/PPO type accordingly.
.....................................................
REPORTING ON TAXES
You can generate reports on taxes collected and paid in the following
ways:
• Invoice Tax - This report lists Invoice Tax lines with Business Partner
Tax information. This should be sufficient if you have no foreign
currency invoices or adjustments to the tax amount (e.g. payment
discounts)
Ta x es : Tax H i n t s a n d Ti p s 107
TA X E S
Tax Examples
• Accounting Fact Details - This report displays all accounting

information details. The parameters include Organization, Date
range, Period, Account, Business Partner, Product and Tax.
• Accounting Fact Daily - This report provides accounting information
summarized by date. The parameters include Organization, Date
range, Period, Account, Business Partner, Product and Tax.
• Accounting Fact Period - This report provides accounting
information summarized by Accounting Period. The parameters
include Organization, Date range, Period, Account, Business
Partner, Product and Tax.
.....................................................
TAX EXAMPLES
Below are some examples for setting up some specific tax situations.
Taxes applied to all Regions
Situation: A tax that applies for all when specific product is sent from CT
in the USA to any other state in the USA.
Implementation: Define the Tax Rate with a Country and To Country
value of USA and a Region of CT and To Region of blank.
Multiple Taxes per Line
Situation: A product in Canada is subject to both GST and PST taxes.

Implementation: Define the Parent Tax (GST/PST). Enter the
approximate Rate (8%) and define the Location rules (Country, To
Country, Region, To Region). Select the Summary Check box. Define
the individual Taxes, GST with a Rate of 6% and PST with a Rate of
2%. In both cases select the Parent Tax of GST/PST. Note that these 2
individual taxes have no Location rules defined.
When entering an Order or Invoice you enter/select the GST/PST Tax
Rate. If you refer to the Tax tab you will see just the single line with the
approximate tax. When you process the document, the system will split
the Summary Tax into its individual lines and the Tax tab will then show
2 lines for the tax and this will print correctly on the documents
Situation: Similar to the multiple tax except the second tax is calculated
on the basis amount plus the first tax
108 Ta x e s : Ta x E x a m p l e s
.....
TA X E S
Tax Examples
Implementation: First you must calculate the correct second tax rate to
use. For example. the first tax is 10% and the second tax is 10% on the
basis amount plus the first tax. This results in a compound tax of 21%.
Enter a Summary or Parent Tax as in the previous example with a Rate
of 21%. Then enter the first lie tax with a rate of 10% and the second
with a rate of 11%. Both of these taxes would refer to the Parent Tax
entered.
Ta x e s : Ta x E x a m p l e s 109
TA X E S
Tax Examples
11 0 Ta x e s : Ta x E x a m p l e s
P RODUCTS
...................................
5
.....
....................................................
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:
• Items
• Services
• Resources
• 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 yourself. In contrast
to a Product, which you always own, you may or may not own an
asset. It may be used by yourself 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.
P ro du ct s : W h a t i s a P ro d u c t?
PRODUCTS
The Product Setup
.....................................................
THE PRODUCT SETUP
Before defining your Products some supporting records must be
defined first.
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
• Aisle
• Bin
• Level:
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.).
Next, you set up your Product Category (which corresponds to the
Business Partner Group) for Accounting and Reporting purposes (also
price lists).
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 Product types:
• Items
• Services
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 please refer to
Chapter 16 , Service.
Compiere allows you to define the following features for products:
• Bill of Materials
11 2 P ro du ct s : T he P rod uc t S etu p
.....
PRODUCTS
The Product Setup
• Substitute
• Replenish
• Purchasing
• Costing
• Price
• Accounting
P ro du ct s : T he P rod uc t S etu p 113

PRODUCTS
The Workflow
.....................................................
THE WORKFLOW
To get an overview of the Product Setup in Compiere double-click on
Material Management < Material Management Rules < Product Setup.
The blue W icon in front of the menu item indicates that it is a Workflow:
Figure 5.1
11 4 P rod uc ts : T h e Wo r k f l o w
.....
PRODUCTS
The Workflow
appropriate window you can either double-click on the specific workflow

icon or use the workflow buttons.
This workflow demonstrates how to define the Products used in an
Organization.
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.
Use the Workflow buttons or double-click on the Warehouse & Locators
to open the Warehouse & Locators window:
Figure 5.2
Enter the Name and the Description of the Warehouse. Enter the
Location/Address and enter a value in the Element Separator field.
P rod uc ts : T h e Wo r k f l o w 115
PRODUCTS
The Workflow
Click on the Locator tab to enter the Locator information for your
Warehouse:
Figure 5.3
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.
Click on the Accounting tab to enter the Accounting information for
your Warehouse. Please note that the Accounting tab will only be
displayed if your Preferences indicate it. For more information on
Accounting refer to Chapter 11, Performance Analysis (Accounting).
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 are
allowed and how they are 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).
Use the Workflow buttons or double-click on the Unit of Measure icon in
the Workflow to open the Unit of Measure window:
.....
PRODUCTS
The Workflow
Figure 5.4
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:
Figure 5.5

indicate it.
Enter the translated Name of the Unit of Measure. Use the Translated
checkbox to indicate whether the UOM should be translated. Optionally
you can enter a Symbol and a Description.
PRODUCTS
The Workflow
Currently Compiere does not support UOM conversions.
Pr oduct Category
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.
Use the Workflow buttons or double-click on the Product Category icon
in the Workflow to open the Product Category window:
Figure 5.6
Enter the Name and the Planned Margin.

Select an Asset Group, if appropriate, for this Product Category.
Assets will be discussed later in this chapter.
Click on the Accounting tab to enter the Accounting information for
your Product Category:
.....
PRODUCTS
The Workflow
Figure 5.7
The Product Category, Accounting Schema and the Accounts are

defaulted. The Accounts can be modified by clicking on the button of the
desired account.
Click on the Copy Accounts button to start the Copy Accounts process,
which will take the accounts defined for a product category and copy
them to any product that references this category. If an account exists at
the product level, it will be overwritten.
For more information on Accounting refer to Chapter 11, Performance
Analysis (Accounting).
PRODUCTS
The Workflow
Click on the Assigned Products tab to display the products which were
assigned to this Product Category:
Figure 5.8
Use the Data Grid toggle to display the individual Transactions. The
window is display only. The actual assignment of a Product to a
Product Category is done in the Product Window.
Tax Category
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.
Use the Workflow buttons or double-click on the Tax Category icon in
the Workflow to open the Tax Category window:
120 P rod u c ts : T h e Wo r k f l o w
.....
PRODUCTS
The Workflow
Figure 5.9
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.
Product
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.
Use the Workflow buttons or double-click on the Product icon on the
workflow to open the Product window:
PRODUCTS
The Workflow
Figure 5.10
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, UOM, Product Type. Depending on your selection in
Product Type (which could be Item, Resource, Service, Expense or
Online), the Product window will change slightly.
.....
PRODUCTS
The Workflow
Select Item to display the following fields: Weight, Shelf Width, Shelf
Depth, Classification, Sales Rep, Revenue Recognition, Volume, Shelf
Height, Units Per Pallet.
If you select Resource as your Product Type, all Item-related fields will
disappear.
If you deselect the Sold checkbox, the Revenue Recognition field
disappears. That means that you need to enter your Revenue
Recognition only when your organization sells this product.
Tick the Stocked checkbox when your organization stocks this product.
Tick the Purchased checkbox when your organization purchases this
product.
Select the Discontinued checkbox to indicate that a Product is no longer
available:
Figure 5.11
Then the Discontinued by field is displayed, where you can enter the
end date for this Product.
PRODUCTS
The Workflow
If the Product is a summary entity, you tick the Summary Level

checkbox, which changes the window as follows:
Figure 5.12
There are fewer fields than before, since you will be acting on a
Summary Level.
Tick the Bill of Materials checkbox when the Product is a Bill of
Materials. With this checkbox selected the window changes like
follows:
Figure 5.13
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.
Tick the Print detail records on invoice checkbox 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 picklist, tick the Print detail
records on picklist checkbox.
.....
PRODUCTS
The Workflow
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 Materi als
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 not how
many levels a BOM may have.
A Bill of Material may be Stocked or Non-Stocked (as defined on the
Product tab). Stocked BOMs are treated as normal products in terms of
availability. The create them, they are assembled in ‘Production’. 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.
PRODUCTS
The Workflow
If you defined your Product as a Bill of Materials (Bill of Materials

checkbox selected), Compiere displays it when you click the Bill of
Materials tab on your Product window:
Figure 5.14
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
.....
PRODUCTS
The Workflow
included in this BOM have been verified. Upon successful completion of

the process, the Verified checkbox will be updated.
Figure 5.15
Bill of Materials are used in Production or can be ‘dropped’ into an

Order, Invoice or Project. For more information on Production please
refer to Chapter 8 , Material Management. For more information on the
BOM Drop function, please refer to Chapter 17 , Utilities.
If you haven’t selected the Bill of Materials checkbox in the Product
window, this window will be empty.
Substit ute
To enter the Substitute information for the Product, click on the

Substitute tab:
Figure 5.16
PRODUCTS
The Workflow
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.‘
.....
PRODUCTS
The Workflow
Figure 5.17
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.
PRODUCTS
The Workflow
Repleni sh
To enter the Replenish information for the Product, click on the

Replenish tab:
Figure 5.18
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.
Purchasing
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:
.....
PRODUCTS
The Workflow
Figure 5.19
The Business Partner value is defaulted. Tick the Current Vendor

checkbox 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.
PRODUCTS
The Workflow
Business Partner
To enter information for Business Partners who will purchase this

Product, click on the Business Partner tab:
Figure 5.20
Select the Business Partner who will be purchasing this Product.

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 associate with an
Instance Attribute Set that included a Guarantee Date.
For more information on Instance Attributes please refer to the
Attribute section later in this Chapter.
.....
PRODUCTS
The Workflow
Costing
To enter the Costing information for the Product, click on the Costing
tab:
Figure 5.21
Enter the Current Cost Price. All other fields are either auto populated
by the system, or the Future Cost Price may be entered depending upon
he costing method used. For more information on Costing refer to
Chapter 11, Performance Analysis (Accounting)
PRODUCTS
The Workflow
Pr ice
To enter the Price information for the Product, click on the Price tab:
Figure 5.22
You can also enter prices here for specific Price Lists but generally you
will be generating prices for your products using the Price List, see,
Pricing. 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.
.....
PRODUCTS
The Workflow
Accounti ng
To enter the Accounting information for the Product, click on the

Accounting tab.
Figure 5.23
For more information on Accounting refer to Chapter 11, Performance

PRODUCTS
The Workflow
Tr ansact ions
To display the Transactions for the Product, click on the Transactions

tab:
Figure 5.24
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.
Tr anslation
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 checkbox to indicate
whether the Product should be translated.
.....
PRODUCTS
Assets
.....................................................
ASSETS
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 Group
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
double-clicking Assets < Asset Group. The icon in front of the Asset
Group menu item indicates that it is a window.
Figure 5.25
Enter the Name and Description of the Asset Group. Optionally enter
any Help/Comments as desired. Tick the Active Check box. If Assets
belonging to this group are owned, tick the Owned check box
Products : Assets 137

PRODUCTS
Assets
Pr oduct Category
Product Categories are used in a specific manner for Assets. To create

or modify a Product Category open the Product Category window by
selecting Material Management < Material Management Rules <
Product Category. The icon in front of the Product Category menu item
indicates that it is a window
Figure 5.26
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 indicates that Assets will not be
created.
Pr oduct / Assets
There are a few things to re-visit from the previous section on Product.
To create or modify a Product open the Product window by selecting
Material Management < Material Management Rules < Product. The
icon in front of the Product menu item indicates that it is a window
138 Prod u cts : Assets

.....
PRODUCTS
Assets
Figure 5.27
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.

PRODUCTS
Assets
To view the created Asset select Asset window by selecting Assets <
Asset. The icon in front of the Asset menu item indicates that it is a
window
Figure 5.28
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.
140 Prod u cts : Assets

.....
PRODUCTS
Assets
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 ticked 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.
Figure 5.29
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 indicates the delivery record.
The remaining fields are used if the Asset was delivered electronically.
Deliver Assets
The Deliver Assets process allows you to delivery assets electronically.

The download URL for the product will be sent, via email as an

PRODUCTS
Attributes
attachment. A record is created for each asset delivered in the Asset

window, Delivery tab.
To deliver Assets open the Deliver Assets window by selecting Assets
< Deliver Assets. The icon in front of the Deliver Assets menu item
indicates that it is a process
Figure 5.30
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.
If you want to send an email reminding Business Partners that their
Asset has expired, select an 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.
.....................................................
ATTRIBUTES
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
142 P ro d u cts : Attributes

.....
PRODUCTS
Attributes
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.
Additional, 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 Control
Lot Controls are used to define the specific numbering to be used for Lot
Numbers.
To create or modify a Lot Control open the Lot Control window by
double-clicking Material Management Rules < Product Attributes < Lot
Control. The icon in front of the Lot Control menu item indicates that it is
a window.
Figure 5.31
Enter a Name and Description for this Lot Control. Tick the Active
checkbox to indicate this record is Active.
P roducts : Attributes 143

PRODUCTS
Attributes
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 Nos are assigned the system will
update this field.
Enter a Prefix and Suffix, if desired, to complete the Lot No.
Seri al 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 open the Serial No Control window by
double-clicking Material Management Rules < Product Attributes <
Serial No Control. The icon in front of the Serial No Control menu item
Figure 5.32
Enter a Name and Description for this Serial No Control. Tick the
Active checkbox 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 Nos are assigned the system
will update this field.
Enter a Prefix and Suffix, if desired, to complete the Serial No.

.....
PRODUCTS
Attributes
Attri butes
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 open the Attribute window by double-
clicking Material Management Rules < Product Attributes < Attribute.
The icon in front of the Attribute menu item indicates that it is a window.
Figure 5.33
Enter a Name and Description for this Attribute. Tick the Active
checkbox 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 will be discussed in the next section.
Tick the List checkbox if the attribute will be selected from a list of
values.
Tick the Mandatory checkbox if this attribute is required when used in an
Attribute Set.
Tick 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

PRODUCTS
Attributes
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 checkbox 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.
Att ribute Search
As mentioned in the previous section, Attribute Search provides 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 open the Attribute Search
window by double-clicking Material Management Rules < Product
Attributes < Attribute Search. The icon in front of the Attribute Search
menu item indicates that it is a window.
Figure 5.34
Enter a Name and Description for this Attribute Search. Tick the Active

.....
PRODUCTS
Attributes
Click on the Assigned Attributes tab to view information regarding the

Attributes that have been assigned to this search.
Figure 5.35
This tab is read only. It displays the attributes that have been associated
with this search. This association is done in the Attribute window. Please
refer to the previous section for more details.
Attri bute Set
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 a Attribute Set identify either a product or a unique
instance of a product.

PRODUCTS
Attributes
To create or modify an Attribute Set open the Attribute Set window by

double-clicking Material Management Rules < Product Attributes <
Attribute Set. The icon in front of the Attribute Set menu item indicates
Figure 5.36
Enter a Name and Description for this Attribute Set. Tick the Active
Tick the Lot checkbox if this Attribute Set will identify a Lot. If this
checkbox is selected the Lot Control field will display to allow selection
of a Lot numbering control if desired.
Tick the Mandatory Lot check box to indicate that the entry of Lot
information is required when defining an Attribute Instance.
Tick the Serial No checkbox if this Attribute Set will identify products by
Serial No. If this checkbox is selected the Serial No Control field will
display to allow selection of a Serial numbering control if desired.
Tick the Guarantee Date checkbox if this Attribute Set will identify a
Guarantee Date for a product. If this checkbox 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.
Tick the Mandatory Guarantee Date check box to indicate that the entry
of a Guarantee Date is required when defining an Attribute Instance.

.....
PRODUCTS
Attributes
Tick the Instance Attribute checkbox 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.
Tick the Mandatory check box to indicate that the Attribute Set Instance
is required.
This Attribute Set is being used to track Lot Nos. Therefore, there are no
Attribute Use records associated with it.
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.
Figure 5.37
For this Attribute Set, just the Active checkbox is ticked. It is not
necessary to track any of the other information.

PRODUCTS
Attributes
Click on the Attribute Use tab to create or modify the Attributes that
comprise this Attribute Set.
Figure 5.38
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.
Figure 5.39
Select a previously defined Attribute from the dropdown list box.

Tick the Active checkbox 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.

.....
PRODUCTS
Attributes
Assi gning Attr ibutes
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 selecting
Material Management < Material Management Rules < Product. The icon
in front of the Product menu item indicates that it is a window
Figure 5.40
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.

PRODUCTS
Attributes
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 Nos for example), when
the products are shipped (Serial Nos for example) or during Production
(Manufacturing Run for example).
For information on assigning Attributes at the time of Material Receipt,
please refer to Chapter 7 , Purchasing.
For information on selecting products with Attributes at the time of
Sales please refer to Chapter 9 Sales.
For information on assigning Attributes at the time of Production please
refer to Chapter 8 Material Management.
Searching on At tribut es
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.

.....
PRODUCTS
Attributes
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.
Figure 5.41
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.

PRODUCTS
Attributes
The Product Attribute Search window is displayed.
Figure 5.42
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.

.....
PRODUCTS
Attributes
The Product Info screen is returned and displays all the Products with a
Size Attribute of Large.
Figure 5.43
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 please
refer to Chapter 17 , Utilities.

PRODUCTS
Attributes

P RICING
...................................
6
.....
....................................................
INTRODUCTION
In Compiere pricing for your vendors and customers is achieved using
Price Lists. Compiere allows you to create as many Price Lists as you
need. A Price List is required for anything you buy or sell. Using Price
Lists you can control what you sell to which customer and the price to
be charged. There is a default Price List which can be overwritten.
Price Lists are created using a discount schema. Price Lists may
share discount schemata or they may have a unique schemata. The
discount schemes allow you to define the discount percentages and
surcharges. After calculation of the (standard) price, the discount
percentage is calculated and applied to form the final price.
The Business Partner determines the Price List, and the Price List
determines the price. The basic Price Lists which we recommend are
a Purchase Price List and a Sales Price List.
....................................................
PRICE TYPES
Each Price List provides the following price types: List Price, Standard
Price and Limit price.
The List Price is used for customers who receive discounts. For this
price type, a checkbox can be enabled to print the discount on the
invoice or order.
The Standard Price is the default price which is displayed for the
product.
The Limit Price has a limit and issues a warning if a price below that
limit is entered. The Limit Price can be used to check your final
purchase costs after discounts, rebates, etc.
Pri cing : Introductio n

PRICING
Discount Types
.....................................................
DISCOUNT TYPES
The Price List discount type determines how the List, Standard and
Limit Prices are calculated. It comprises the terms you negotiated with
your business partner.
.....................................................
PRICE LIST SETUP
Unless a Price List is created manually, a Discount Schema must be
used. The Discount Schema is where you define the rules for product
prices and determine the currency etc.
After defining a Discount Schema you create your Price List. The Price
List window allows you to generate Product Price Lists for all of your
products or to apply specific rules for a business partner, product
category or product. Price Lists determine the currency, conversion
rates and tax treatment.
All Price Lists have three prices: List, Standard and Limit.
The first step is to create a base Price List, which most often will be the
Purchase Price List. The Purchase Price List is mainly determined by
the product information. (The Purchasing tab in the Product window
contains the main pricing information for this business partner). This
information is used as a basis for your initial Price List. You can
manually add products and enter the prices or create them
automatically.
Important: When you import products, the corresponding products will be
created in Compiere. Within the individual product, a purchasing record
is created. Updates on the import will also update the purchasing
information.
All Price Lists in Compiere have Versions. Price List Versions allow you
to maintain parallel lists for different date ranges. The most current
price list version is used on the basis of the document date. You can
either enter the Version manually or derive it from the Discount
Schema or a Base Version. If there is no Base Version, the product
purchasing info is used to create the Price List.
You typically have one Purchase Price List and multiple Sales Price
Lists, which are based on your Purchase Price List. By structuring your
Price Lists in this manner, when you vendors update their prices all that
is required is to update the prices for your Purchase Price List and then
re-run your Sales Price Lists.
158 P r i ci n g : D i s co un t Ty p es
.....
PRICING
Price List Setup
If you have multiple vendors for a single product, you would need to
create multiple Purchase Price Lists: vendor A price list, vendor B price
list, vendor C price list, etc. Since a Price List can only contain a product
once.
You may also have a separate Price List per Vendor. If this is done then
when a Purchase Order is entered for a particular Vendor, the list of
items available for purchase will be restricted to just that vendor’s items.
You can only sell products which are on a Price List (Sales Price List in
that case).
P r i c i n g : Pr i ce L i s t S et up 159
PRICING
The Workflow
.....................................................
THE WORKFLOW
To get an overview of the Price List Setup in Compiere double-click on
Material Management < Material Management Rules < Price List Setup.
The W in front of the menu item indicates that it is a Workflow:
Figure 6.1
This workflow demonstrates how to define a Price List.
Di scount Schema
The Discount Schema window allows you to define a Discount Schema

on which your Price List is to be based. It determines how to calculate
the discount percentage for the Price List to be defined.
Use the Workflow buttons or double-click on the Discount Schema icon
in the Workflow to open the Discount Schema window:
160 P r i c i n g : T h e Wo r k f l o w
.....
PRICING
The Workflow
Figure 6.2
Enter the Name and the Description for the Discount Schema. Enter a
Valid from date for the Discount Schema to become effective. Click on
the Renumber button to renumber the sequences in the Price List tab.
This would generally be done if major maintenance had been done and
you wanted to provide gaps between sequence numbers. If the process
is successful, the number of updated entries is displayed in the bottom
message line.
P r i c i n g : T h e Wo r k f l o w 161
PRICING
The Workflow
The Discount Type is Price List. Click on the Discount Line tab to enter
the Discounts and Sequence information for your Discount Schema:
Figure 6.3
Enter the Sequence for this Discount Line. It indicates the order in
which the prices will be calculated and is important for your pricing
structure. The lowest number comes first. The values will default in
increments of 10 to allow for future expansion
Two areas are displayed: Reference and Amounts.
In the Reference area, enter the Conversion Rate Type and the
Conversion Date. This rate is used when generating a Price List in
alternate currency. The Conversion Rate Type indicates the type of
conversion rate. This allows you to enter multiple rates for the same
currency pair. For example, one rate may be used for Spot conversions
and a different rate for Price Lists. You could set up a Manual Rate, a
Fixed Rate, a Company Rate or whatever you like.
The Business Partner, Product Category and Product fields can be
used to restrict the products that this discount sequence apply to.
When creating your Base Price List we suggest that for the first
.....
PRICING
The Workflow
sequence these fields remain blank. That will ensure that prices are
created for all products. Ensuing sequences can be used to define
discounts for specific Business Partners, Product Categories or
Products. Prices calculated in later sequences will over write prices
calculated in previous sequences.
For example, assume products A, B and C each with a cost of 100.00. In
sequence 10 all products are given a discount of 20%. The price
calculated would then be 80.00. In sequence 20 we specify a discount of
25% but for product B only. When the calculation of the price list is
completed, the prices will be as follows: product A 80.00, product B
75.00 and product C 80.00. Note the second sequence does not apply
the discount to the price calculated in the first sequence, but to the
original cost.
In the Amounts area you enter your Price information:
Select (or accept) the List Price Base, the Standard Price Base or the
Limit Price Base to indicate which Price should be used as a Basis for a
new List Price, a new Standard Price or a new Limit Price.
Note: When creating your base price list if you select List Price the List
Price from the product will be used in the calculation, if you select Limit
Price the PO Price from the product will be used and if you select
Standard Price no price will be calculated.
The Surcharge Amount fields indicate the amount to be added to the
price prior to multiplication.
The Discount% fields indicate the percentage discount which will be
subtracted from the base price. A negative amount indicates the
percentage which will be added to the base price.
The Min Margin and Max Margin fields indicate the minimum or
maximum margin for the base price of a product. The margin is
calculated by subtracting the original limit price from the newly
calculated price. The the calculated price does not meet the Minimum or
Maximum Margin the price will be adjusted so it meets the Margin. If this
field contains 0.00, no margin is intended and the field will be ignored.
The Rounding fields indicate which rounding method (if any) should be
applied to the final prices in this price list.
PRICING
The Workflow
Pr ice List
The Price List window allows you to generate product price lists for
your Business Partners. Price lists determine currency and tax
treatment. Price list versions allow to maintain parallel lists for different
date ranges. The most current price list version is used based on the
document date.
Use the Workflow buttons or double-click on the Price List icon in the
Workflow to open the Price List window:
Figure 6.4
Enter the Name of the Price List and a Description. You also need to
select the Currency.
Tick the Price includes Tax checkbox to indicate if the prices include
tax. This is also known as the Gross Price.
Tick the Enforce price limit checkbox to indicate that prices cannot be
below the Limit Price. You need to save your Price List before
switching to the Version tab.
.....
PRICING
The Workflow
Click on the Version tab to enter the Version information for the Price
List:
Figure 6.5
Select a Discount Schema, and a Base Version if you like. If a Base

Version is selected then the prices, on that price list will be used for
calculating your new price list. If no Base Version is entered, then the
price list will be calculated based on the List Price and PO Price on the
Product. The Valid from field defaults to the current date.
Click on the Create Price List button to start the Process and create
Prices based on the parameters of this version. They will be created in
the sequence of the Discount Schema Lines. Lines with a higher
sequence overwrite existing prices. The sequence should be from
generic to specific. You will have the option to delete old/existing
records by ticking the following checkbox:
Figure 6.6
PRICING
The Workflow
In the bottom message line, the following message will be displayed:
Figure 6.7
Click on the Product Price tab to view the Price information generated.
You can modify the prices generated.
Figure 6.8
Select the Product by using the Data Grid toggle, for example Fertilizer.
Here you can overwrite or enter your Prices: List Price, Standard Price
and Limit Price.
Note: If you modify or add prices in this window they will be overwritten
the next time you generate a Price List. It is best to adjust the Discount
Schema to ensure the appropriate prices are calculated.
Business Partner
The Business Partner window allows you to define the Price List to be
used by your customers for sales and for your purchases from vendors.
Select the Customer or Vendor tab and select the appropriate price list.
These are the prices that will be used for Sales or Purchases for this
.....
PRICING
Price List Examples
Business Partner. For more information read Chapter 6 , Business

Partners.
.....................................................
PRICE LIST EXAMPLES
The following explains how Sales Price Lists may be defined.
List Minus Sales Price List
This example explains how to set up the discount schema for a Sales
Price list where standard prices are a percentage discount from a list
price.
Assumptions:
• Products have a List Price on Purchasing tab
• Standard (selling price) is 25% off of the List Price for Product
Category of Bushes and 20% for Product Category of Trees. All other
products are 10%.
• Limit (lowest selling price) is 35% off of the List Price for Product
Category of Bushes, 25% for Product Category or Trees. All other
products are 20%.
• All Trees have a surcharge of $10.00
The following table shows the pertinent fields in the Discount Schema.
Fields Seq 10 Seq 20 Seq 30

Product Category <blank> Bushes Trees
List Price Base List Price List Price List Price
List Price Discount % 0 0 0
Standard Price Base List Price List Price List Price
Standard Price Discount % 10% 25% 20%
Standard Surcharge 0 0 10.00
Limit Price Base List Price List Price List Price
Limit Price Discount % 20% 35% 25%
When generating the Price list no base price list is used (as the list price
used as the base for all calculations is the list price from the Product.
Assume the following Products, Product Categories and List Prices:
P r i c i n g : P ri ce L i s t E x a mp l es 167
PRICING
Price List Examples
Product Product Category List Price

Lawn Tiller Tools 75.00
Rose Bush Bushes 100.00
Oak Tree Trees 150.00
The Prices calculated using the discount schema above would be:
Product List Price Standard Price Limit Price

Lawn Tiller 75.00 67.50 60.00
Rose Bush 100.00 75.00 65.00
Oak Tree 150.00 130.00 112.50
Lawn Tillers are in the Tool Category and have a discount of 10% for
the Standard Price (75 - (75.00 * .10)) and 20 % for the Limit Price (75
- (75 * .20)). Rose Bushes are in the Bush Category and have a
discount of 25% for the Standard Price (100 - (100*.25)) and 35% for
the Limit Price (100 - (100 *.35)). Lastly, Oak Trees are in the Tree
Category and have a discount of 20% for the Standard Price plus a
10.00 surcharge (150 - (150 * .20)) + 10 and a discount of 25% for the
Limit Price (150 - (150* .25)).
Cost Plus Sales Price List
This example explains how to set up the discount schema for a Sales
Price list where standard prices are a percentage increase from the
purchase price.
Assumptions:
• Purchase Price List has been defined with a Standard Price equal to
the cost.
• The List Price is equal to the List Price on the Purchase Price List
• Standard (selling price) is 25% over the cost for Product Category of
Bushes and 20% for Product Category of Trees. All other products
are 30%.
• Limit (lowest selling price) is 15% over the cost for Product Category
of Bushes, 10% for Product Category or Trees. All other products
are 20%.
168 P r i c i n g : P ri ce L i s t E x a mp l es
.....
PRICING
Price List Examples
The following table shows the pertinent fields in the Discount Schema.
Fields Seq 10 Seq 20 Seq 30

Product Category <blank> Bushes Trees
List Price Base List Price List Price List Price
List Price Discount % 0 0 0
Standard Price Base Standard Price Standard Price Standard Price
Standard Price Discount % -25% -20% -30%
Limit Price Base Standard Price Standard Price Standard Price
Limit Price Discount % -15% -10% -20%
When generating the Price list no base price list is used (as the list price
used as the base for all calculations is the list price from the Product.
Assume the following Products, Product Categories and List and
Standard Prices on the Purchase Price List:
Product Product Category List Price Standard Price

Lawn Tiller Tools 75.00 50.00
Rose Bush Bushes 100.00 70.00
Oak Tree Trees 150.00 120.00
The Prices calculated using the discount schema above would be:
Product List Price Standard Price Limit Price

Lawn Tiller 75.00 62.50 57.50
Rose Bush 100.00 84.00 77.00
Oak Tree 150.00 156.00 144.00
Lawn Tillers are in the Tool Category and are priced at 25% over the
Standard Price for the Standard Price (50 - (50 * -.25)) and 15% for the
Limit Price (50- 50 * -.15)). Rose Bushes are in the Bush Category and
are priced at 20% over the Standard Price for the Standard Price (70 -
(70 * -.20)) and 10 % for the Limit Price (70 - (70 * -.10)). Lastly, Oak
Trees are in the Tree Category and are priced at 30% over the Standard
Price for the Standard Price (120 - (120 * -.30)) and 20% for the Limit
Price (120 - (120 * -.20)).
P r i c i n g : P ri ce L i s t E x a mp l es 169
PRICING
Price List Hints and Tips
.....................................................
PRICE LIST HINTS AND TIPS
• Enter your first sequence with no restrictions (i.e. blank in Product
Category, Product, and Business Partner fields) for your Base Price
List and Sales Price List. This ensures that all products on the Base
Price List (if used) or Products with Purchasing information are
included.
• Enter your sequences from least specific to most specific.
• Create your Price Lists in stages as it is easier to identify and correct
errors.
• If you want separate Purchase Price Lists for each Vendor create a
Base Purchase Price List for all products and then create Vendor
specific price lists using the first price list as your base and with a
single sequence that includes just a specific Business Partner. When
you create your Sales Price List use the Base Purchase Price List as
your base not the individual Vendor Price Lists.
• For services that you sell that you do not Purchase from a Vendor,
define a Purchasing record with the Admin or User Business Partner
as the Vendor. This will allow you to generate prices for the services.
The other options is to enter them manually on each price list as
required.
170 P r i c i n g : P r i c e L i s t H i n t s a n d Ti p s
P URCHASING
...................................
7
.....
....................................................
REQUISITION TO INVOICE
Compiere supports several purchasing functions which are included in
the Requisition-to-Invoice procedure:
Figure 7.1
You can generate a Purchase Order from a Sales Order and then
create an Invoice or a Receipt from it without entering all the
information again. For this functionality, Compiere provides a ‘Create
from’ feature.
Note that the Purchase Order is optional, since you can still create an
Invoice or a Shipment without a Purchase Order. Matching to a
Purchase Order is also optional. The only Matching which is required
is the Matching between the Shipment and the Invoice. If you use the
‘Create from’ feature, the Matching is done automatically. If you do not
match, certain accounting transactions will not be carried out such as
the movement of amounts from un-invoiced receipts to invoiced
receipts.
P u rch a s i ng : R e q u i s i t i o n t o I n v o i c e
PURCHASING
Creating Purchase Orders
The Purchase Order is a control document in terms of Receipts and

Invoices. A Purchase Order is not required for Receipts. Depending on
your company policy the creation of Purchase Orders may be
mandatory, but in Compiere it is optional. The important aspect is that
you are able to enter your Receipts (whether you have a Purchase
Order or not) and business can go on. Note that only Products can be
received.
You can create a Vendor Invoice from the Receipt you created. (Note
that the Invoice price is based on the price list of the business partner.)
It is also possible to do it the other way around and enter the Invoice
first (if you receive it together with the Shipment) and create the
Receipt from it. When processing the Receipt the Inventory is updated
accordingly.
Expense Invoices are created for items which are not based on a price
list, for example telephone/utility Invoices. In these cases you would
create a Charge. A Charge is linked to a GL account, i.e. the account
that will be charged. That allows you to set up your different cost items.
You also have the option to differentiate between debit and credit
transactions. You might call a Charge ‘Interest’ and the correct account
is used whether it’s an interest you pay or an interest you receive.
The Matching can be done automatically (with the ‘Create from’ or
Generate features) or manually.
Important: Please note that unmatched Receipts are accounted but all
accounting transactions do not occur as mentioned above.
.....................................................
CREATING PURCHASE ORDERS
Purchase Order
To create Purchase Orders in Compiere double-click on Requisition-to-

Invoice < Purchase Order. The icon in front of the Purchase Order
The Purchase Order window defines a purchase order for an
organization. The Purchase Order tab defines the parameters of an
order. The field values defined will determine how the Order Lines are
processed:
172 P urc h a s i n g : C re a t i n g P urch a s e O r d er s

.....
PURCHASING
Figure 7.2
The Order Reference field allows you to enter a reference number.

The Target Document Type defaults to Purchase Order, which is the
only option here.
The Date Ordered and the Date Promised fields default to the current
date, but can be changed.
You need to select the Business Partner for this Purchase Order by
clicking on the icon in the field. Or you enter the entire search key (or the
first characters that make it unique) and hit Enter, so the field will be
filled automatically.
In this case the Business Partner would typically be a Vendor. Now the
following fields are defaulted from the Business Partner information:
User/Contact (if any), Bill To, Partner Address and Price List.
The Currency field displays the Currency to be used.
P urc h a s i n g : C re a t i n g P urch a s e O r d er s 173

PURCHASING
Optionally you can select a Warehouse / Service Point. This is the

unique location where the products are stored.
In the Company Agent field you need to enter the person who
purchased the products or services.
You can optionally select a Project and a Campaign. The Campaign
defines a unique marketing program. Projects can be associated with a
predefined Marketing Campaign. You can then do your reporting on the
basis of a specific Campaign.
Note: Project and Campaign will only be displayed if they have been
activated as elements of the Client’s Account Schema.
The Payment Term and Payment Rule for this Purchase Order default
from the Business Partner Vendor attributes.
Tick the Discount Printed checkbox to indicate that the discount is to
be printed on the purchase order.
The Document Status indicates the status of the Purchase Order at this
time. If you want to change the status, use the Document Action
button:
Figure 7.3
This will call the Document Action window:
Figure 7.4

.....
PURCHASING
After entering your PO lines, you have the option to Complete, to Void or
to Process the Purchase Order.
The Document Type determines the document sequence and the
processing rules that are invoked for each Document Action. For
example, Process will update the Ordered Quantity and recalculate
taxes if required. Complete will update the Document Status to
Completed which prevents lines from being added, deleted or modified.
Also Completed Purchase Orders can be used in the Create From
process which will be discussed later in this chapter.
The Total amount displays the total of all lines in the document currency.
The Grand Total displays the total amount including Tax in the document
currency.

PURCHASING
Purchase Order Line
Click on the Purchase Order Line tab to enter the Line information for
the Purchase Order:
Figure 7.5
The Order Line tab defines the individual items of a Purchase Order.

.....
PURCHASING
Select a Product by clicking on the icon in the Product field. The

Product Info window appears. Press Return or enter the wildcard to
display all products listed:
Figure 7.6
Select the desired Product by double-clicking on the corresponding row

to enter the Product into the Product field on the Purchase Order Line.
You can also enter the search key in the Product field and hit Return to
enter the Product into the Product field. Enter a Description if you like.
The Date Ordered and the Date Promised fields default dates on the
Purchase Order Header, but can be changed.
The Line No indicates the unique line of the Purchase Order. It will also
control the display order of the lines within the Purchase Order.
The Charge indicates a type of Charge (Handling, Shipping, Restocking,
Bank Charges etc.). The Charge cannot be selected if you had selected
a product. You can only have one price, so the price is either for a
Product or a Charge.
In the Quantities area, enter the Ordered Quantity. The UOM defaults
from the Product definition.

PURCHASING
In the Amounts area, Unit Price, List Price, Tax and Discount default
from the Price List for the Product, but can be changed. The Discount
is optional and will automatically be updated if the Price is modified.
In the Status area, the Line Net Amount (Quantity * Actual Price)
without Taxes and Charges is displayed. It indicates the line net
amount based on the quantity and the actual price. Any additional
charges or taxes are not included.
Purchase Order Tax
To display the tax information for the Order Lines switch to the Order
Tax tab. Confirm the displayed dialog box to save your Order Line data
if you have not already done so:
Figure 7.7
The Order Tax window displays the tax associated with the Order
Lines. You associated the Tax with the Product in the Purchase Order
Line tab.
The Tax field indicates the type of tax for this order line. The Purchase
Order field displays the Purchase Order ID. The Tax Amount field
displays the total tax amount for all Lines in the Purchase Order. And
the Tax base Amount field shows the base amount used for calculating
the tax amount.

.....
PURCHASING
Creating Receipts
.....................................................
CREATING RECEIPTS
Material Receipt
To create Material Receipts in Compiere double-click on Requisition-to-

Invoice < Material Receipt. The icon in front of the Material Receipt
The Material Receipt window defines the Receipt of a product or
material from a Vendor. The Receipt may be manually entered or may
be generated from a Purchase Order or Vendor Invoice. The Material
Receipt tab allows you to generate, maintain, enter and process
Receipts from a Vendor or Returns to a Vendor.
Figure 7.8
P u rch a s i ng : Crea ti ng R ec ei pt s 179

PURCHASING
Creating Receipts
The Order Reference field allows you to enter a reference number. The
Document Type is defaulted. It determines the document sequence
and processing rules.
Select the Business Partner by clicking on the icon in the Business
Partner field. The Business Partner Info window appears. Press Return
or enter the % wildcard to display all or a subset of your Business
Partners:
Figure 7.9
Tick the Only Vendors checkbox to display your Vendors only. If you
untick it, all your Business Partners appear.
Select the desired Vendor by double-clicking on the corresponding row
to enter the Vendor into the Business Partner field in the Material
Receipt window. The Partner Address and the User/Contact (if there is
one defined) will be filled in automatically.
Optionally, you can select a Warehouse / Service Point. This is the
unique location where the products are stored.
You can select a Priority to indicate the importance (high, medium,
low) of this Receipt.
The Freight Cost Rule indicates the method used when charging for
freight. In the current release only Freight Included is supported.
180 P u rch a s i n g : Crea ti ng R ec eipt s

.....
PURCHASING
Creating Receipts
Material Receipt Line
To enter your Receipt Lines manually, click on the Receipt Line tab and
on the New Record button:
Figure 7.10
Select a Product by clicking on the icon in the Product field. Press

Return in the Product Info window, which appears, to display all
Products listed. Double-click on the desired Product to insert it into the
corresponding field.
If the Product selected is defined as having an Attribute Set Instance,
you define it at this time. Select the Attribute Set Instance button and
the following dialog appears:
Figure 7.11

PURCHASING
Creating Receipts
This dialog allows entry of the Lot No for this product. Lot No is
displayed because the Attribute Set for this Product is defined as a Lot.
If Lot Control is enabled, you can select the New Record button to
automatically assign the Lot No. Otherwise, enter a Lot No in the field
and select the OK button.
If this Material Receipt is for an existing Lot select the Select existing
record button to display all Lots for this Product.
Figure 7.12
You can also select an existing Lot by using the drop down list box.
The Guarantee Date is automatically calculated based on the current
date and the Guarantee Date defined for this product. You can accept
the default date or enter another date.

.....
PURCHASING
Creating Receipts
The dialog closes and the Attribute Set Instance field is updated.
Figure 7.13
Lot Nos are prefixed by L’, Serial Nos are prefixed by #’ and if there are
multiple attributes they are concatenated based on the sequence
defined in the Attribute Set, separated by a -. IF you are receiving
products for multiple Lots or Serial Nos they must be entered on
separate Material Receipt Lines. For more information on Product
Attributes, please refer to Chapter 5 Products.
Enter a Movement Quantity and a UOM. Enter as many Lines for
Products as you receive.
Creat e Receipt From Invoice or Purchase Order
If you do not want to enter all these values manually, you can use the
‘Create from’ features.
If you have already received an Invoice and created a Vendor Invoice for
this Receipt, you can easily create the Receipt from this Invoice. Or if
you ordered these items via Purchase Order, you can create the Receipt

PURCHASING
Creating Receipts
from the Purchase Order. To do this, simply click on the Create from
button after selecting a Business Partner on the Material Receipt tab:
Figure 7.14
In the window that appears, select the Purchase Order or the Invoice
on which your Receipt is to be based. Select the line items for this
shipment (you can create a partial shipment) and you need to select a
Locator. Click OK and all fields of the Receipt will be populated based
on the information in either the Purchase Order or Invoice. This method
of creating a Material Receipt automatically matches the Material
Receipt to the Purchase Order or Invoice it was created from.
Note: IF your are receiving products with Instance Attributes (e.g. Lot or
Serial Nos), you must update those Receipt Lines with the appropriate
Attributes Set Instance.

.....
PURCHASING
Creating Receipts
Regardless of the method used to generate the Material Receipt, you

must process the Receipt to move the items into Inventory. Return to the
Material Receipt header and select the Process Shipment button. The
following dialog appears:
Figure 7.15
Select the OK check box to start the Process.

When the Process is completed, Inventory will be updated based on the
Warehouse selected on the Material Receipt Header and the Locators
selected for each Product in the Material Receipt Lines.
Creat e Invoice from Receipt
You’ll have to process the receipt by clicking on the Process Shipment

button. Now your Receipt is complete and you can create the
corresponding Vendor Invoice by clicking on the Generate Invoice from
Receipt button. This creates and processes an Invoice from the Receipt
you entered. Note that the Receipt should be correct and completed.
The new Invoice will be matched to the Receipt it was created from.
If you click on the Generate Invoice from Receipt button, you will be
asked if you want to start the Generate Invoice from Receipt process.

PURCHASING
Creating Receipts
Click OK and select a Price List Version from the following drop down-
list:
Figure 7.16
To display the Invoice created, open your Invoice (Vendor) window by

double-clicking on Requisition-to-Invoice, Invoice (Vendor).
The newly created Invoice will be listed in the Data Grid and can be
selected and printed:
Figure 7.17

.....
PURCHASING
Creating Vendor Invoices
.....................................................
CREATING VENDOR INVOICES
Invoice (Vendor )
To manually create an Invoice open your Invoice (Vendor) window by

double-clicking on Requisition-to-Invoice, Invoice (Vendor). In the
window, click on the New Record button:
Figure 7.18
The fields on the Invoice tab are similar to the fields on the Purchase
Order.
The Order Reference field allows you to enter a reference number.
P urcha s i n g : C re a ti n g Ven d o r I n v o i c e s 187

PURCHASING
The Target Document Type defaults to AP Invoice. You can convert

document types (e.g. from Offer to Order or Invoice). The conversion is
then reflected in the current type.
The Date Invoiced and the Account Date fields default to the current
You need to select the Business Partner for this Purchase Order by
clicking on the icon in the field or by directly entering the search key
and hitting the Return key. In this case the Business Partner would be
a Vendor. Now the following fields are defaulted from the Business
Partner information: User/Contact (if any), Partner Address and Price
List.
The Currency field displays the Currency to be used.
unique location where the products are stored or the services are
provided.
In the field Company Agent you need to enter the person who
purchased the products or is responsible for this Invoice.
basis of a specific Campaign.
The Payment Term and Payment Rule for this Invoice default from the
Business Partner but they can be changed.
Tick the Discount Printed checkbox to indicate that the discount is to
be printed on the Invoice.
Click on the Create from button to create the Invoice from a Purchase
Order or a Receipt. Click on the Generate Receipt from Invoice button
to create the Receipt from your Invoice. For more information on the
‘Create from’ features please refer to the relevant section in this
Chapter under Material Receipt.
188 P u rch a s i n g : C re a ti n g Ven d o r I n v o i c e s

.....
PURCHASING
The Document Status indicates the status of the Invoice at this time. If
you want to change the status, use the Document Action button. This
will call the Document Action window:
Figure 7.19
After entering the Invoice lines, you have the option to Complete, to Void
or to Process the Invoice. Completing the Invoice prepares the Invoice
for Posting and processes the Matching if the Create from feature was
used. Void will reverse any actions that had occurred.
The Document Type determines the document sequence and the
processing rules.
The Total amount displays the total of all lines in the document
currency.
currency.
Invoice Line
To enter your Invoice Lines manually, click on the Invoice Line tab and
on the New Record button:

PURCHASING
Figure 7.20
The fields on the Invoice Line tab are similar to fields in the Order Line
tab.
The Line No indicates the unique line of the Invoice. It will also control
the display order of the lines within the Invoice.
The Charge indicates a type of Charge (Handling, Shipping,
Restocking, Bank Charges etc.). The Charge could not be selected if
you had entered a product. You can only have one price, so the price is
either for a Product or a Charge.
In the Quantities area, enter the Invoiced Quantity. The UOM defaults
from the Product definition.
from the Price List for the Product, but can be changed according to
the prices actually invoiced.
In the Status area, the Line Net Amount (Quantity * Actual Price)
without Tax is displayed. It indicates the line net amount based on the
quantity and the actual price. Any additional charges or freight are not
included.

.....
PURCHASING
Invoice Tax
To display the tax information for the selected Invoice Lines switch to
the Invoice Tax tab. Confirm the displayed dialog box to save your
Invoice Line data if you have not already done so:
Figure 7.21
The Invoice Tax window displays the tax associated with the Invoice
Lines. You associate the Tax with the Product in the Invoice Line tab.
The Tax field indicates the type of tax for this invoice line. The Invoice
field displays the Invoice ID. The Tax Amount field displays the total tax
amount for all Lines of the Invoice. And the Tax base Amount field
shows the base amount used for calculating the tax amount.
Matching
To match an Invoice or Receipt to the corresponding document, open

the Matching PO-Receipt-Invoice window by double-clicking on

PURCHASING
Requisition-to-Invoice, Matching PO-Receipt-Invoice. The following

window will open:
Figure 7.22
Select a Match From document, for example, Invoice if you want to

match an Invoice to a Receipt.
Only documents (Purchase Order, Material Receipt, Invoice) that have
been processed will be available for Matching.
Note: An Invoice can only be matched to a Shipment/Receipt. A
Purchase Order can only be matched to a Shipment/Receipt. But a
Shipment/Receipt can be matched to an Invoice OR to Purchase
Order.

.....
PURCHASING
Enter the desired Search Mode, which can be Not Matched or Matched.
Figure 7.23
To narrow your search enter a certain Business Partner, Product or a

Date Range. If you have made your selections, click on the Search
Records button to call all records which match your criteria.
Use the following checkboxes (Same Business Partner, Same Product,
Same Quantity) to indicate that documents can be matched only when
they have the same business partner, product or quantity. Untick the
relevant checkbox if you want to allow other Products (such as
Substitutes), other Quantities (for partial shipments) or another Business
Partner (maybe an alternate supplier).
Click on the Receipt you want to match. If there’s an Invoice for it, it will
be displayed in the lower half of the window. Tick the Invoice to check if
the amounts and prices are correct. In the bottom line the quantity To be
Matched, the actual Matching and the Difference (if any) will be
displayed. Click on the Process button to do the matching. If everything

PURCHASING
is okay, the Receipt and the Invoice will disappear from the screen,
since they are Matched now.
Note: Matching is done automatically if the ‘Create from’ process was
used to generate the documents.
Audi ting on Matches
There are two display only windows which can be used to audit the
matches that have occurred.
To review Matched Purchase Orders, open the Matched Purchase
Orders window by double-clicking on Requisition-to-Invoice, Matched
Purchase Orders. The icon in front of the Matched Purchase Orders
menu item indicates this is a window.
Figure 7.24
This read only window displays the Purchase Order Line, Invoice Line,
Shipment/Receipt Line along with the Product, Quantity and
Transaction Date for this match.

.....
PURCHASING
Reporting on Purchasing
Similar information is displayed in the Matched Invoice window.
Figure 7.25
.....................................................
REPORTING ON PURCHASING
Compiere provides a number of predefined reports for analyzing your
Purchase Orders and Invoices. LIke all reports in Compiere, you can
modify the layout and content to meet your needs.
Purchase Order Reports
The available reports on Purchase Orders can be found in the Menu

under Quote-to-Invoice.
• Open Orders: This report displays Orders for which Invoices have not
yet been generated. You may select a Business Partner and Product.
Untick the Sales Transaction check box to generate a report on
Purchase Order transactions. Tick the Sales Transaction check box to
generate a report on Sales Orders transactions.
• Order Transactions: This report displays detail information on
Purchase Orders along with associated documents (material receipts,
invoices, payments and cash lines). You select a to and from Order
Date. Untick the Sales Transaction check box to generate a report on
Purchase Order transactions. Tick the Sales Transaction check box to
generate a report on Sales Orders transactions.
Pu rc hasing : R ep or ti n g o n P urc ha s i n g 195

PURCHASING
Request for Quotation
Invoice Reports
The available reports on Invoices can be found in the Menu under

Quote-to-Invoice > Invoice Inquiry.
• Invoice Transactions (Acct): This report displays information on
Invoices based on their Accounting Date. You may select an
Organization, a to and from Accounting Date. Untick the Sales
Orders check box to generate a report on Vendor Invoice
transactions. Tick the Sales Transaction check box to generate a
report on Customer Invoice transactions.
• Invoice Transactions (Doc): This report displays information on
Invoices based on their Document Date. You may select an
Organization, a to and from Document Date. Untick the Sales Orders
check box to generate a report on Vendor Invoice transactions. Tick
the Sales Transaction check box to generate a report on Customer
Invoice transactions
• Invoice Detail: This report displays detail information, including
Margin, Discount Percent and Pricing, for Invoices. You may select a
Business Partner Group, Business Partner, to and from Invoice Date
and Payment Rule. Untick the Sales Orders check box to generate a
report on Vendor Invoice transactions. Tick the Sales Transaction
check box to generate a report on Customer Invoice transactions.
For more information on customizing reports, please refer to
Chapter 12 Info and Reporting.
.....................................................
REQUEST FOR QUOTATION
There may be times when you need to purchase specific items for a
customer. In those instances, you may want to receive quotations from
various vendors before making a Purchase. Compiere provides a
Request for Quotation (RfQ) functionality to fulfill that need.
Compiere’s RfQ functionality allows you to create a list of product or
products, and request quotations from different Vendors, receive the
quotations, compare the quotations and then issue Purchase Orders
and create Sales Orders.
196 P u rch a s i n g : Re qu est f o r Qu otat ion

.....
PURCHASING
RfQ Topi c
The first step in using RfQs is to define the RfQ Topic(s). To create or
modify an RfQ Topic, open the RfQ Topics window by double-clicking on
Requisition-to-Invoice, RfQ Topic. The icon in front of the RfQ Topic
menu item indicates this is a window.
Figure 7.26
The RfQ Topic tab defines the Topic for this Request for Quotation.
Enter an Name and optionally a Description.
Tick the Active checkbox to indicate that this RfQ Topic may be
referenced on an Request for Quotation.
Tick the Self-Service checkbox if you want to allow users to subscribe to
this Request for Quotation Topic via the Web.
Select a Print Format for this RfQ Topic. When a Request for Quotation
is printed, the Print Format defined for that RfQ Topic is used. This
allows you to define how the printed copy will be formatted and allows
for different formats for different RfQ Topics.
P u rch a s i ng : Re qu est f o r Qu otat ion 197

PURCHASING
Select the Subscriber tab to create, modify or review the Subscribers

for this RfQ Topic.
Figure 7.27
Subscribers to an RfQ Topic will be allowed to provide a quotation for

any RfQs that refer to this Topic.
Select a Business Partner and Partner Location. The Partner Location
will be used if a Purchase Order is created for this Business Partner.
Select a User/Contact for this Business Partner. The email address for
this User/Contact will be used for sending emails regarding specific
RfQs.
Tick the Active checkbox to indicate that this Subscriber is active and
should be considered for RfQs.
The Subscribe Date and Opt-out Date are system maintained fields.
They are updated if the Business Partner subscribed to this Topic via
the Web.
The next step is to create the actual Request for Quotation. This is
where you define the Request, the type of Request, how the Quotations
should be submitted along with the product(s) and quantities. It
contains all of the details for the Request and the parameters your
Business Partners should use when responding.

.....
PURCHASING
RfQ
To create or modify an RfQ, open the RfQ window by double-clicking on

Requisition-to-Invoice, RfQ. The icon in front of the RfQ menu item
indicates this is a window.
Figure 7.28
Enter a Document No for this RfQ or allow the system to assign a default
value.
Enter a Name for this RfQ. Enter a Description and Comment/Help if
desired.
Tick the Active checkbox to indicate this RfQ is Active.
Select a Sales Representative for this RfQ.

PURCHASING
Select an RfQ Topic for this RfQ. This will determine the Vendors who
will be invited as well as the Print Format to be used when printing this
RfQ.
Select an RfQ Type of Quote all Lines, Quote Selected Lines or Quote
Total Only. to indicate the types of responses to be accepted. If Quote
all Lines is indicated, then responses will not be marked as complete
until all lines or the complete quote are updated. If Quote Total Only is
selected then each RfQ Line may have only one quantity.
Each line in an RfQ may have multiple Quantities (for indicating
possible price breaks). Tick the Quote all Quantities checkbox if you
want the response to include amounts for all quantities for each item.
Tick the Quote Total Amt checkbox if you want the response to be a
single amount. If this checkbox is not selected, then the responses
must be per line.
Tick the Invited Vendors Only checkbox if you want responses to this
RfQ to be from only those Subscribers to this RfQ Topic. Only those
Vendors will be able to see and respond to this RfQ on the Web. If this
checkbox is not selected then any Vendor will be allowed to enter a
response via the Web.
Tick the Self Service checkbox if you want to accept responses to this
RfQ via the Web. If this is not selected, responses must be entered via
the client.
Select the Responses Accepted checkbox if this RfQ is currently open
to Vendor responses.
Enter a Response Date and Work Start Date to indicate the date for
Vendors to respond by and the date that the work will start respectively.
Select a Currency for this RfQ. All responses will be based on this
currency.
If desired, enter a Delivery Days to indicate the planned number of
days between Order and Delivery.
If desired, enter a Work Complete date to indicate the planned
completion date.
Select the Create and Invite button after all lines and quantities for the
RfQ have been completed to create shell responses for all invited
Vendors.
When all Responses have been received, select the Rank Responses
button to compare and rank all responses to this RfQ from Vendors.

.....
PURCHASING
The Business Partner section of this window is used if you will be

creating a Sales Order based on this RfQ. This may be used if you are
requesting quotations for a specific customer project.
Select a Business Partner, Partner Location and User/Contact to be
used on the Sales Order.
Enter a Margin % for the Sales Order. The system will generate the
selling price for the items quoted based on the awarded vendor(s) prices
and the margin % entered if Margin % or Offer Amount are not specified
on the RfQ Line.
The Offer Amount field is not used at this time.
The Sales Order field is a system maintained field that is updated when
a Sales Order is created for this RfQ.
The Create Sales Order button will create a Sales Order for this RfQ
based on the Business Partner information entered above.
The Create Purchase Order button will create a Purchase Order or
multiple Purchase Orders based on which Vendor(s) quotations were
awarded.
The Copy Lines button will copy the lines and quantities from an existing
RfQ to this RfQ. This can be helpful if you have recurring RfQ’s or
similar RfQs.
The Close RfQ button will close the RfQ and prevent any updates,
responses or any other actions to occur for this RfQ.

PURCHASING
Select the Line tab to enter the Products for this RfQ.
Figure 7.29
Enter a Line No or select the system default.

Tick the Active checkbox to indicate that this line is Active.
Select a Product and Attribute Set Instance if appropriate.
Enter a Description and Comment/Help if desired.
Enter a Work Start date, Delivery Days and Work Complete date for
this line if desired.
Select the Quantity tab to enter the Quantities for this line that you are
requesting quotes on.
Figure 7.30

.....
PURCHASING
You can request quotes on different quantities of the same product. This
allows Vendors to quote on different quantity breaks.
Use the tool bar button to toggle to the single record view.
Figure 7.31
Enter a UOM and Quantity of this product that you want a quote on.
The Best Response Amount field is system maintained and is updated
when all RfQ Responses are received and you run the Rank Responses
process.
Tick the Purchase Quantity check box if this quantity line will be used for
a Purchase Order and tick the Offer Quantity check box if this quantity
line will be used on a Sales Order. This allows you to purchase items for
this quotation where some will be for a specific customer and some will
be put into stock for other customers or for this customer at a later time.
If Offer Quantity has been ticked, the following fields display:
Figure 7.32
Enter either a Margin % or Offer Amount for this item. It will override any
Margin % entered on the RfQ and will be used when determining prices
for a generated Sales Order. The system will use the Best Response

PURCHASING
Amount and add either the Margin % or use the Offer Amount for the
Sales Price.
Return to the RfQ tab to Invite Vendors to this RfQ and create the
Response shells for these Vendors.
Figure 7.33
Select the Create& Invite button to start the process.

The following message dialog displays.
Figure 7.34
Tick the Send RfQ Invitation to Vendors if you want to send an email to
invited Vendors regarding this RfQ.
When the process is completed, RfQ responses will have been created
for each Vendor that was subscribed to this RfQ Topic.
RfQ Response
RfQ Responses contain the prices and quantities of the requested

products from each Vendor. If the RfQ has been designated as Self
Service, the Vendors may enter this information directly via the Web
Store or Response may be entered via the standard interface.

.....
PURCHASING
To respond via the Web the Vendor would log into the Web Store
Figure 7.35
When the Vendor logs into the Web Store, they can select the menu
item of My RfQ’s. When selected the following screen is displayed:
Figure 7.36

PURCHASING
Any RfQs that this Vendor has been invited to or any RfQ’s that are
open to all will be displayed. The Vendor selects the RfQ that he wants
to respond to by clicking on the Name. The Response Screen displays:
Figure 7.37

.....
PURCHASING
The Vendor then enters the Prices and Discounts for each Item and
Quantity on which they want to offer a Quotation. When all entries have
been made select the Submit Button to update the RfQ Response for
this Vendor.
Figure 7.38
The other option for updating RfQ Responses is via the RfQ Response
menu item.

PURCHASING
To create or modify an RfQ Response open the RfQ Response window

by double-clicking on Requisition-to-Invoice, RfQ Response. The icon
in front of the RfQ Response menu item indicates this is a window.
Figure 7.39
Responses are created for all invited Vendors when you select Create
and Invite on an RfQ. You may also enter new Responses for other
Vendors, if this RfQ is open to all vendors.
To complete an existing Response, enter a Response Date.
Optionally enter a Work Start, Delivery Days and Work Complete.
Ranking is a system maintained field that will be updated when you
select the Rank Responses button on the RfQ.
The Invite & Remind button allows you to send an Email to the Vendor
on this Response to indicate that a Response has not been completed.
The Selected Winner checkbox may be ticked if, after all responses
have been received and ranked, you determine that this Vendor will
receive the entire quotation. We will see on the Response Line that you
may also select a Line as the Selected Winner, thereby dividing the
quotation among two or more Vendors.

.....
PURCHASING
Select the Check Complete button when the Response from this Vendor
is completed. The system will verify that the Response conforms to the
RfQ Type (Quote all Lines, Quote Total, Quote Selected Lines).
Select the Response Line tab to update each Response Line:
Figure 7.40
RfQ Line is a protected field that displays the product for this Line (in
this graphic it is Azalea Bush)
If desired, enter a Work Start, Delivery Days and Work Complete for this
product.
Optionally you may update the Description and Comment/Help fields.
The Selected Winner checkbox if after evaluation of all Responses for
this product the Ranking for this line is 1 (e.g. the best price). You may
change the Selected Winner if there is another business decision for
doing so (e.g. Reliability, Delivery).

PURCHASING
Select the Response Quantity tab to update the Prices for each
Quantity of this Product.
Figure 7.41
The RfQ Response Line field is protected and displays the Product for
this quotation (in this graphic Azalea Bush)
The RfQ Line Quantity is protected and displays the Quantity for this
quotation (in this graphic 10 each)
Enter a Price and optionally a Discount %. This what the Vendor is
offering as a price for purchasing this quantity of the selected Product.
Ranking is a system maintained field that is updated during the Rank
Responses process.
When all Response Lines and Quantities have been completed, return
to the Response tab and select the Check Complete button. This
process will verify that the Response conforms to the RfQ Type (Quote
Total, Quote all Lines, Quote Selected Lines) and determine if this RfQ
Response is complete.

.....
PURCHASING
When you select the Check Complete button the following dialog
displays:
Figure 7.42
Select the OK button to start the process.

If the RfQ Response is complete the system will update the Complete
checkbox.
Figure 7.43
Only those Responses that are Completed will be included in the

Ranking process.
Ranking Responses and Selecting Winners
When all Responses have been entered and completed, return to the
RfQ window, to Rank Responses.
Figure 7.44

PURCHASING
Select the Rank Responses button and the following message dialog is
displayed:
When we review the RfQ Response we will see that Seed Farm had the
best ranking for all products so they have been designated as the
Selected Winner for the entire Quotation.
Figure 7.45

.....
PURCHASING
The Ranking is 1 and if you return to the Response the Selected Winner
checkbox is ticked.
Figure 7.46
If, the RfQ response resulted in different Vendors being ranked 1 for
different RfQ Lines, then the individual lines would be marked as
Selected Winners. The total winner would be determined by adding
together all of the rankings for each line. The Vendor with the lowest
number would be the total winner and the Selected Winner on the RfQ
Response tab would be ticked for that Vendor.

PURCHASING
Also, on the Rfq the Best Response Amount field on each RfQ Quantity
is updated:
Figure 7.47
In this example, the Best Response Amount for the Purchase Quantity
of 10 each is 10.00.
Figure 7.48
While the Best Response Amount for the Offer Quantity of 5 each is
12.00.

.....
PURCHASING
Creating Orders from RfQs.
When the Winners have been selected you can now create Purchase
Orders and Sales Orders based on this RfQ.
In the RfQ window select the Create PO button to generate a Purchase
Order(s) for the Selected Winner(s).
Figure 7.49
When the button is selected, the following message dialog is displayed:
Figure 7.50
The system first checks for a Response marked as Selected Winner. If it

finds one (as is the case in our example), then that Response is used for
creating the Purchase Order. If no Response is marked as Selected
Winner, then each Line that is marked as the Selected Winner is used.
In this way, you may generate multiple Purchase Orders, one for each
Vendor that has a line marked as Selected Winner.

PURCHASING
The System will always select one Vendor as the Selected Winner. This
is determined by adding the rank of all RfQ Quantities indicated as
Purchase Quantities. The Vendor with the lowest total is the Selected
Winner. If you want to create more than one Purchase Orders, based
on the rank of 1 for each line, then deselect the Selected Winner
checkbox on the RfQ Response.
When the Purchase Order has been created, the message box at the
bottom of the window will display the Purchase Order number(s)
created.
Figure 7.51
The Purchase Order created uses the prices from the RfQ Response as
opposed to the prices that may exist on the default price list for the
Vendor.
Lines may be added or modified on the Purchase Order and you
process the Purchase Order as described in the previous section.
You may also want to create a Sales Order based on this RfQ. For
example, perhaps this is a special purchase and therefore you want to
charge your customer special prices for this Order.
The first requirement is that you complete the Business Partner section
of the RfQ.
Figure 7.52
Enter the Business Partner and Partner Location.

Optionally you can enter a Margin %. This value will be used to
compute the selling price for each item if a Margin % or Offer Price is
not specified on the RfQ Quantity.

.....
PURCHASING
Select the Create Sales Order button and the following message dialog
is displayed:
Figure 7.53
A Sales Order will be created for the entered Business Partner. Each
RfQ Line that is marked as Offered Quantity will result in a Sales Order
Line. If an Offer Amount is entered for a product, that price is used. If a
Margin % is entered for that line the best response amount is increased
by the specified percentage. If there is no Offer Price or Margin % on the
Line then the Margin % entered for the RfQ is used. If all of those fields
are 0 then the best response amount is used.
If we look at one line in our example:

PURCHASING
Figure 7.54
The Best Response Amount for the Azalea Bush for the Offer Quantity
of 5 is 12.00. The Margin is 25%. When the Sales Order is created the
selling price will be 12.00 + (12.00 * .25) = 15.00.
When the process has completed, the Sales Order field on the RfQ
window is updated with the Sales Order number and date.
Figure 7.55
The create Sales Order is a Standard Order. Lines may be added or

modified. It is processed as all other Standard Orders. For more
information on Sales Orders, please refer to Chapter 9 Sales.
Reporting on RfQs
Compiere provides two standard reports for displaying information on

Responses to RfQs and Responses to RfQs that are Unanswered.

.....
PURCHASING
To run the Answered RfQ’s report, open the RfQ Response window by
double-clicking on Requisition-to-Invoice, RfQ Response. The icon in
front of the RfQ Response menu item indicates this is a report. The
following Report parameter dialog is displayed:
Figure 7.56
Select an RfQ Topic from the drop down list box.

Select an RfQ on which to report. Only those RfQs that are Active and
have not been Closed may be reported on. If this field is left blank then
all RfQs for this RfQ Topic are included.
Select the OK button to generate the report.
Figure 7.57

PURCHASING
The report displays with the Report Parameters at the top and the data
in the body of the report. This is an quick and easy way to display
information on all responses to an RfQ.
Note: The format of this report has been modified to eliminate a number
of available fields. For more information on modifying reports please
refer to Chapter 12 Info and Reporting.
The second report contains data on Unanswered RfQ’s. To create an
Unanswered RfQ report open the RfQ Unanswered window by double-
clicking on Requisition-to-Invoice, RfQ Unanswered. The icon in front
of the RfQ Unanswered menu item indicates this is a report. The
following report parameter dialog is displayed:
Figure 7.58
Select an RfQ Topic from the drop down list box.

Select an RfQ on which to report. Only those RfQs that are Active and
have not been Closed may be reported on. If this field is left blank then
all RfQ’s for this RfQ Topic are included.
Enter a Response Date range if desired to limit the number of RfQ’s
returned.

.....
PURCHASING
Select the OK button to generate the Report.
The report displays with the Report Parameters at the top and the data
in the body of the report. This is an quick and easy way to display
information on those Business Partners from whom you are awaiting
responses.
Note: The format of this report has been modified to eliminate a number
of available fields. For more information on modifying reports please
refer to Chapter 12 Info and Reporting.

PURCHASING

M ATERIAL M ANAGEMENT
...................................
8
.....
....................................................
INTRODUCTION
The Material Management Rules comprise Products and Price Lists,
which were discussed in the relevant chapters (Chapter 5 , Products
and Chapter 6 , Pricing).
Other Material Management aspects are:
• Warehouse
• Shipments (receipts)
• Inventory Movements
• Physical Inventory
• Production
• Customer Shipment
• Replenishment (Demand)
• Available to Promise
• Valuation Costing
M a te ri a l M a na g em en t : I nt ro du ct i o n
MATERIAL MANAGEMENT
The Warehouse
These Transactions can be illustrated as follows:
Figure 8.1
.....................................................
THE WAREHOUSE
Warehouse is the physical location where your Items are stored. You
could set up as many Warehouses as you like. The Warehouses again
can have one or more locators. A locator has three predefined
dimensions:
• Aisle
• Bin
• Level
224 M a t e r i a l M a n a g e m e n t : T h e Wa re h o u s e
.....
MATERIAL MANAGEMENT
The Warehouse
The Warehouse is owned by one Organization, i.e. it is a logical entity.

Inventory moves can be carried out from any locator to any locator in
any Warehouse. There is no overhead for moving items across
Warehouse boundaries.
You create different Warehouses for different purposes. If one location
of your enterprise trades with consignment goods, for example, you
could set up a Consignment Warehouse for that specific location.
In a simple setup, you receive and ship your items directly from one
Warehouse which includes more locators:
Figure 8.2
The advantage of the simple setup is that there is no need for product
movements and the products are immediately available upon processing
the Material Receipt.
M a t e r i a l M a n a g e m e n t : T h e Wa re h o u s e 225
MATERIAL MANAGEMENT
Material Movements
In a complex setup you create a Warehouse for receipts, a Warehouse

for storage and a Warehouse for shipment:
Figure 8.3
This setup requires more inventory movements. The benefit is that the
QA and Shipping can be done in a controlled environment, since you
might want to prevent a product from becoming available immediately
after its receipt.
Note: Once you have defined a Warehouse, you cannot modify the
Organization that owns the Warehouse in this window. This can be
accomplished using the Warehouse Organization utility process. For
additional information on the Warehouse Organization utility process
please refer to Chapter 17 , Utilities.
.....................................................
MATERIAL MOVEMENTS
External Movements are Receipts and Shipments. A Receipt is the
document for a Product that you receive while a Shipment is the
document for a Product you send out.
Internal Movements comprise Inventory Moves, Physical Inventory and
‘Production’ (or Assembly) moves. Inventory Moves are moves for a
specific reason (e.g Movement of Products from a QA Warehouse to a
Storage Warehouse). Physical Inventory moves are carried out when
the system count of a products differs from the actual or physical count
of a product. This in generally known as ‘shrinkage’. Movements are
226 M a ter i a l M a n a g e m e n t : M a t e r i a l M o v e m en ts
.....
MATERIAL MANAGEMENT
Material Movements
represented by a change of the physical or virtual location. Production

moves reflect the movements done when you produce or assemble
products on the basis of a Bill of Materials.
M a ter i a l Ma n a g em ent : M a t e r i a l M o v e m en ts 227

MATERIAL MANAGEMENT
Material Movements
Physical Inventory
The following steps are to be carried out:

• Create a Count List
• Print it for manual checking
• Enter the differences
• Process Inventory Count
If there are delays during the physical counting transactions (which
very often happens), Compiere allows you to Update Counts. Compiere
posts the differences between the Quantity Count and the Quantity
Book. This allows for a delay between the actual count and the
processing of the inventory count so your business can continue.
Pr oducti on or Assembly
The following steps are to be carried out:

• Create a Stored Bill of Materials (BOM)
• Create a Production Plan
• Create Production Lines
• View and Modify, if necessary the Production Lines
• Post the Production
There may be situations where one of the production lines must be
changed (e.g. replace a specific part on a one time basis). You can
change the Production lines directly and process. There is no need to
modify the existing BOM or create a new one.
Inventory Valuation
The Inventory Valuation Report is based on the Price List. It lists the
PO price and calculates the Quantity on the basis of the Valuation
Date. Thus Compiere allows you to do current valuations as well as
historical valuations. For more complex Valuations you have the
possibility to export your data to an Excel spreadsheet.
228 M a ter i a l M a n a g e m e n t : M a t e r i a l M o v e m en ts
.....
MATERIAL MANAGEMENT
Physical Inventory
.....................................................
PHYSICAL INVENTORY
To create, change or delete Stock via Physical Inventory you open the
Physical Inventory window by double-clicking on Material Management <
Physical Inventory. The icon in front of the Physical Inventory menu
item indicates that it is a window.
The window allows you to generate inventory count lists. These counts
can then be processed to update the actual inventory with the new
counts.
Figure 8.4
Use the Inventory Count tab to define the parameters for a manual
count and adjustment of inventory. Click the New Record button. The
Name defaults to the current date but you can change this if desired.
Enter a Description.
The Warehouse indicates where the stock is to be counted. The
Perpetual Inventory identifies the Perpetual Inventory rule (if applicable)
which generated this Physical Inventory. This field is display only.
The Movement Date also defaults to the current date.
Click the Create Inventory Count List button after saving the record to
generate your inventory count lines.
Mat eri a l M a n age me n t : P h y s i c a l I n v e n to r y 229

MATERIAL MANAGEMENT
Physical Inventory
Select a Locator by clicking on the icon in the field or accept the

default:
Figure 8.5
To create a New Record for the Locator tick the corresponding

checkbox and enter values for Aisle, Bin and Level. The Key builds up
according to your values entered. Click OK.
Figure 8.6
230 M a t e r i a l M a n a g e m e n t : P h y s i c a l I n v e n to r y
.....
MATERIAL MANAGEMENT
Physical Inventory
Select a Product Category and an Inventory Quantity. Possible

selections for the latter are: not 0, < 0, > 0 and = 0.
Click OK to display your Inventory Count List. If the process completes
successfully, the bottom line displays how many records were inserted:
Figure 8.7
To print a list for the manual check you first need to open the Inventory
Count Line tab and display the Data Grid:
Figure 8.8
Create a Report by clicking on the Report button on the toolbar:
Figure 8.9

MATERIAL MANAGEMENT
Physical Inventory
The Report displays:
Figure 8.10
Print the Report by clicking on the Print button on the toolbar. Now you
do your manual check (your actual physical inventory) and compare the
report with the actual inventory. Note down changes on the report and
enter these changes in the Inventory Count Line tab:
232 M a t e r i a l M a n a g e m e n t : P h y s i c a l I n v e n to r y
.....
MATERIAL MANAGEMENT
Physical Inventory
Figure 8.11
Enter the new Quantity count, which can easily be compared with the
Quantity book count. Compiere will post the difference between the 2
values (in this case -2). This allows you business to continue (Customer
Shipments and Material Receipts) even if there is a delay between the
counting and the processing of the count.
Select an Inventory Type of Inventory Difference or Charge. If you select
Inventory Difference the loss or gain of inventory is booked to the
Warehouse Difference Account defined for this Accounting Schema. If
you select Charge a field for selecting a specific Charge is displayed.
This allows you to account for specific differences in inventory due to
shrinkage or damage. It also allows you to move items out of inventory
for internal use and account for them properly.
For more information on Charges please refer to Chapter 17 Utilities.
Save your entries before opening another line. Enter all your values and
then go back to the Inventory Count window.
If you want to continue your physical inventory the next day, you can do
so. Collect your counts and enter them using the Inventory Count Line
tab. Then go back to the Inventory Count tab and click on the Update
Quantity button. This button recopies the info in the system for inventory
to the lines. It does not update the inventory lines for products with the
counts done.
If you have completed the physical inventory, click on the Process
Inventory Count button to update your inventory. The movement will
also appear in the Product window, Transactions tab so you have an
audit of all movements of the product.

MATERIAL MANAGEMENT
Inventory Moves
Figure 8.12
If the process completed successfully, the bottom line displays how

many records were updated. The Not posted button appears. Click on it
and confirm the following dialog box:
Figure 8.13
Your application server must be running for your accounting entries to

be created and posted.
.....................................................
INVENTORY MOVES
Open the Inventory Move window by double-clicking on Material
Management < Inventory Move. The icon in front of the Inventory Move
234 Material Management: Inventory Moves

.....
MATERIAL MANAGEMENT
Inventory Moves
This window allows you to move inventory from one locator or

warehouse to another. After the appropriate lines are entered selecting
the Process Movements button will adjust the inventory:
Figure 8.14
The Move Tab defines and identifies the movement of an item or items
in inventory. Click on the New Record button to create a Movement.
Enter a Name, and a Description if you like. Save it.
Switch to the Move Line tab to enter the items to be moved:
Figure 8.15
Enter the Product, the Movement Quantity and the Locator To which the
product is to be moved.
Material Management: Inventory Moves 235

MATERIAL MANAGEMENT
Production
Now switch to the Move tab and click on the Process Movements
button to adjust your inventory.
and confirm the dialog box (See Fig. 7.13, Physical Inventory dialog
box). Your application server must be running for your accounting
entries to be created and posted.
.....................................................
PRODUCTION
Open the Production window by double-clicking on Material
Management < Production. The icon in front of the Production menu
The Production window defines the plan and inventory movements that
occur when a product is created from a bill of materials:
Figure 8.16
The Production Header tab defines the Name of the production and the
Movement Date.
Enter the Name for the Production Plan, and a Description if you like.
The Movement Date defaults to the current date. Save the screen and
switch to the Production Plan tab:
236 M a t e r i a l M a n ag e m e n t : P ro d uc ti o n
.....
MATERIAL MANAGEMENT
Production
Figure 8.17
Enter the Product (must be a BOM) and the Production Quantity (i.e.
the quantities of end products to produce). Enter a Locator to indicate
where the final product will be stored. Save it and go back to the The
Production Header tab to create Production Lines. Click on the
Create/Post Production button. If the Production Lines are not present
then the process will create the lines. If there are Production Lines then
the process will post the production. You can enforce the quantity to be
on stock by selecting the Product quantity must be on stock checkbox.
Click OK to create the production lines:
Figure 8.18
The bottom line of the window shows you if the process completed
successfully or not.
You can then go to the Production Line tab and make any changes (i.e.
if you need to change one of the parts of a BOM on a one time basis).
Mat e r i al Man age me n t : P ro d uc ti o n 237

MATERIAL MANAGEMENT
Reporting on Material Management
Please note that all Optional items in the BOM will be included in the
Production. Also, if Alternative Groups are used any items from these
groups that are not to be used should be deleted.
Figure 8.19
Once the production is complete, select the Create/Post Production

button again to create the inventory movements (parts out of inventory,
new product in).
and confirm the dialog box (See Fig. 7.13, Physical Inventory dialog
box). Your application server must be running for your accounting
entries to be created and posted.
.....................................................
REPORTING ON MATERIAL MANAGEMENT
Compiere provides a number of predefined reports for analyzing the
movement of Products. LIke all reports in Compiere, you can modify
the layout and content to meet your needs.
Material Management Reports
The available reports on Material Management Rules can be found in

the Menu under Material Management.
• Transaction Detail: This report displays the details of a product(s)
and their Movement. You select a Movement Type (e.g. Shipment,
238 M a t e r i a l M a n a g e m e n t : R ep o r t i n g o n M a t er i a l M a n a g e m e n t
.....
MATERIAL MANAGEMENT
Material Receipt, Physical Inventory), to and from Movement Date,

Product Category, Product, Locator, Lot and Lot No. This report will
also display Attribute and Lot data. For more information on Attribute
Sets please refer to Chapter 5 Products.
• Product Transaction Value: This report displays pricing information
for a Product(s). You may select a to and from Movement Date,
Product Category, Product and Business Partner. The report will list
the Last PO Price, List Price and PO Price for each product.
• Product Transaction Summary: This report displays product
movements summarized by Product, Movement Date and Invoice
Type. You may select a to and from Movement Date, Warehouse,
Movement Type (e.g. Shipment, Material Receipt, Physical
Inventory). The report lists Products, Warehouse, Movement Date,
Type and Quantity.
• Replenish Report: This report displays all Products that should be
ordered based on the Replenishment Rules defined for each product.
Use this report when creating your Purchase Orders. You may select
a Warehouse and Business Partner. The report will list the Product,
Current Vendor, Maximum and Minimum Quantities, Minimum Order
Qty, On Hand and Reserved Qty as well as the Qty to Order. If a
Product has a Replenishment rule of Manual it will not appear on this
report. For more information on Product Replenishment please refer
to Chapter 5 , Products.
• Storage Detail: This report displays Storage information for a
Product(s). You may select a Warehouse, Locator, Product Category,
Product, Lot and Lot No. The report will list details including the
Available, Ordered and Reserved Qty along with Lot, Serial No and
Attribute Instance data.
• Inventory Valuation Report: This report lists Products, their On Hand
Quantities and Value based on the Valuation Date. You may select a
Warehouse, Currency, Price List, Version and Valuation Date. The
valuation is calculated using the On Hand Quantity and the List Price
from the selected Price List Version.
• Product Costing Report: This report displays Product Cost details.
You may select an Accounting Schema, Product Category and
Product. The report will list the Current Cost Price, Future Cost Price,
Last Invoice Price and Last PO Price. Please note that all Average
Cost data will not be accurate until Average Costing Functionality is
fully implemented.
M a t e r i a l M a n a g e m en t : R ep o r t i n g o n M a t er i a l M a n a g e m e n t 239
MATERIAL MANAGEMENT
The available report on Material Management Rules can be found in

the Menu under Material Management > Material Management Rules.
• Vendor Selection: This report displays those Products with multiple
suppliers (Vendors).There are no parameters for this report. The
report lists all Products which have more than one Vendor defined
along with PO Price, Last PO Price, Minimum Order Qty, Pack Qty
etc. It also indicates which Vendor is the current Vendor. This report
should be used when determining who to purchase a Product from.
For more information on customizing reports please refer to
Chapter 12 , Info and Reporting.
240 M a t e r i a l M a n a g e m e n t : R ep o r t i n g o n M a t er i a l M a n a g e m e n t
S ALES
...................................
9
.....
....................................................
INTRODUCTION
This chapter describes your Sales Setup and the Sales Order
processing.
....................................................
QUOTE-TO-INVOICE
Compiere supports several purchasing functions which are included in
the Quote-to-Invoice procedure:
Figure 9.1
You can create a Quote, convert or copy it to a Sales Order and then
generate a Customer Shipment or Invoice from it without entering all
the information again.
Note that the Sales Order is optional, since you can still create an
Invoice from the Shipment you sent.
Sales : Introducti on
SALES
Quote-to-Invoice
Figure 9.2
Compiere allows you to handle different payment situations. You can

switch between the following payment rules:
• On Credit - Payment is entered as an Open Item
• Cash - Entry generated in your Cashbook
• Credit Card - Online payment processing
• Check or ACH - Payments processed
The Sales Order is a control document for Shipments and Invoices,
optionally for Receipts. The actual behavior is determined by the
Target Document Type and the current Document Type.
242 S al e s : Quo te-to-Inv oice

.....
SALES
The Workflow
.....................................................
THE WORKFLOW
Open the Workflow to enter your Sales Orders by double-clicking on
Quote-to-Invoice < Sales and Marketing Rules < Sales Setup. The W
icon in front of the menu item indicates that it is a Workflow:
Figure 9.3
S a l e s : T he Wo r kf l o w 243
SALES
The Workflow
The Business Partner
Important: Selecting a Business Partner overwrites the following values

(if they were defined): Price and Discount Schema, Invoice Rule and
Schedule, Delivery Rule and Via, Payment Rule and Payment Term,
Reference and Description.
You can set up a Business Partner which can be used as a template
when a new Business Partner is entered using the New Record option
from the Business Partner field. Refer Chapter 1 ,Common Functions
and Commands.
Caution: When updating the Business Partner be careful not to update
your template!
For more information on the Business Partner please refer to
Chapter 3 , Business Partners.
The User
Use this window to update the access for your Sales Representative.
Every contact defined for a Business Partner is a User. If appropriate
Roles are assigned to a User they can log in the system and have
access to windows, reports, processes and workflows. Your Sales
244 S a l e s : T he Wo r kf l o w
.....
SALES
The Workflow
Representatives as Business Partners. They should also be defined as

Employees with Sales Representative check box selected.
Figure 9.4
For more information on the User please refer to Chapter 2 ,

Implementation and Basic Settings.
SALES
The Workflow
The Sales Region
Use this window to define the Sales Region. These can be different
regions where you do business. You can generate Reports on the basis
of the Sales Region:
Figure 9.5
Enter a Search Key and Name for the Sales Region.

Enter a Description if desired. Tick the Active checkbox to indicate this
Sales Region is Active.
Tick the Default checkbox if you want this Sales Region to be used as a
default on new records where this field is used.
Select a Sales Rep, if desired for this Sales Region. Finally tick the
Summary Level checkbox if this is a Parent Entity.
When you have defined your Summary and Low Level entities you can
use the tree dialog to drag and drop the entities to their appropriate
position for reporting.
Commission
Use this window to define and maintain the rules used to calculate
Commissions and Royalties. Define how and when you want the
commissions to be calculated and to whom to pay it. The Commissions
window allows you define how commissions and royalties will be paid.
.....
SALES
The Workflow
You can set up a Commission for Business Partners and Sales

Representatives, who can be external. With this functionality you can
handle licences etc. You can pay multiple commissions for the same
order or invoice (e.g. to the person entering the transaction, to the
person responsible for sale of the product (category) and or to the
business partner (group).
SALES
The Workflow
Figure 9.6
Use the Commission tab to define the Name and Description to

indicate why the commission will be paid.
Then you determine the Frequency type to use when calculating a
commission to which Business Partner / Sales Rep the commission is
to be paid.
Select a Charge to determine the Account element to use for posting.
For more information on defining Charges please refer to Chapter 17 ,
Utilities.
The Calculation Basis can be Order, Invoice or Receipt.
If you want to copy your line values from an existing Commission, click
on the Copy from button. If you want to create new lines, move to the
Commission Line tab:
.....
SALES
The Workflow
Figure 9.7
The Commission Line tab defines the records to use and the calculation
to use for generating commissions. You can have multiple lines which
allows you to define different calculation rules for different Business
Partners/Groups or Products/Categories.
Select the following criteria: Organization, Business Partner Group,
Business Partner, Product Category, Product, Sales Region if you want
to restrict this commission line to specific records.
Use the Commission only specified Orders to indicate that only Orders
or Invoices where this Sales Rep is entered are included in the
calculation of the commission.
The Calculation will then be based on the figures you entered in the
Quantities or Amounts areas:
The Subtract Quantity indicates the Quantity to be subtracted before
multiplication.
The Multiplier Quantity Value field indicates the amount to multiply the
quantities accumulated for this commission run.
The Subtract Amount indicates the amount to subtract from the total
amount prior to multiplication.
The Multiplier Amount indicates the amount to multiply the total amount
generated by this commission run by.
SALES
The Workflow
Use the Positive only checkbox to indicate that the result of the
calculation is ignored if it is negative. This means that negative
commissions would not be generated.
Return to the Commission tab to generate the Commission. Click the
Generate Commission button. For each period, you start the
calculation of the commission after the transactions for that period are
completed or closed.
Commission Run
Use the Commission Run window to review the result of generated

commissions and to generate a Payable Invoice.
To open the Commission Run in Compiere double-click on Quote-to-
Invoice < Commission Run. The icon in front of the Commission Run
Figure 9.8
The Commission Run tab displays the Description and Grand Total for
the Generated Commission.
.....
SALES
The Workflow
Move to the Commission Amount tab to review the results of each

Commission Line.
Figure 9.9
The Commission Line indicates the line that was used to generate this
Commission amount.
The Converted Amount and Actual Quantity display the total amount
and quantity for all documents (e.g. Invoices) used in this commission
line.
The Commission Amount displays the total commission calculated for
this commission line.
SALES
The Workflow
Move to the Commission Detail tab to review the sources used to

calculate each Commission Line.
Figure 9.10
The Commission Detail tab displays the detail document information

that was used in calculating the Commission Line amount.
Once the details have been reviewed for the entire Commission Run
you can either change the Commission Lines and recalculate the
Commissions or if the results are correct, return to Commission Run
tab.
Figure 9.11
.....
SALES
The Sales Order
and select the Create Invoice button to generate an Accounts Payable

Invoice for the Sales Representative.
The following window displays. Select OK to create the Invoice.
Figure 9.12
When the process has completed, the following message appears at the
bottom of the window indicating the Invoice number that was created.
.....................................................
THE SALES ORDER
Document Types
Six document types are predefined in the Sales Order process. You can
also define your own document types. The document type determines
the Document Sequence and the Name, which can be translated if
you’re using multilingual documents. Furthermore, the document type
tells you to what generated documents it links.
You might want to distinguish between different document types, e.g.
Wholesale, Export, POS etc. So you can create specific document types
for certain situations. You can derive the GL category from the
document type. Thus, Reporting can also be done from that perspective.
For more information on Document Types please refer to Chapter 11 ,
S a l e s : T h e S al e s O r d er 253
SALES
The Sales Order
The following Document Types are predefined. They can be renamed

according to your needs.
• Proposal: Non-binding offer, which can be converted manually to any
other Sales document type.
• Quotation: Binding Offer, which automatically reserves stock and
can be converted to any other Sales document type.
• Standard Order: Batch derive, which automatically reserves stock.
Shipment and Invoice can be generated manually.
• Warehouse Order: The goods are picked up with a Delivery Note.
This type automatically generates a Shipment or Delivery Note. You
can create the Invoice manually.
• On Credit Order: The goods are picked up with an Invoice. This type
automatically generates a Shipment and an Invoice. Once the goods
are paid for you enter the payment manually.
• POS Order: This document type is more flexible. The goods are
picked up with an Invoice and optionally paid. The payment term
could also be on account. This type automatically generates a
Shipment, and Invoice and depending upon the payment terms a
Payment.
When you complete a document that automatically generates additional
documents selecting the Print button on the tool bar will print the
generated document so you do not have to open another window. For
example, if someone walks in for a Warehouse Order (invoice will be
sent). When you select the Print button it will print the Delivery Note
which has been automatically generated. On the other hand is
someone walks in for a POS Order (they are paying and taking the
goods). When you select the Print button it will print the Invoice which
has been automatically generated. That is the appropriate document to
give to the customer.
When a Shipment is automatically generated it assumes that the
product is in house and adjusts the stock. If the system inventory level
is less than the shipped quantity then that product will show a negative
quantity. This can be adjusted via Physical Inventory. For more
information on Physical Inventory please refer to Chapter 8, Material
Management.
254 S a l e s : T h e S al e s O r d er
.....
SALES
The Sales Order
Generate Shipments
For Shipments, the following delivery rules can be defined on the

Customer level (Business Partner window Customer tab):
• Availability (which is the default), meaning that shipments are only
generated when there is stock available in the system.
• Complete Line or Complete Order, meaning that the Shipment will
only be generated when the complete Order Line (or Complete Order)
can be shipped. These options do not allow partial shipments.
• After Receipt, meaning that the Shipment will only be generated when
the payment is received. itemize
Note: Goods are automatically put on backorder when the Availability
option is set and there are not enough goods on stock. This might
automatically lead to multiple shipments.
Shipments are generated in a batch process when not automatically
generated based on the rules for a document type.
Generate Invoices
For Invoices, the following Invoice rules can be defined on the Customer
level: (Business Partner window Customer tab)
• After Delivery (which is the default), meaning that invoices are only
generated when the goods were delivered.
• Customer Schedule after Delivery or Complete Order, meaning that
the Invoice will be generated according to the invoice schedule the
customer sets up (once a month, every week etc.). This option is
useful if there are multiple shipments and you only send one invoice
per schedule.
• Immediate, meaning that the Invoice will be generated immediately,
even if the goods haven’t arrived at the customer’s.
You generate your Invoices by batch (with some selection criteria) or
you select them manually.
Creat ing Sales Orders
To create a Sales Order in Compiere double-click on Quote-to-Invoice <

Sales Orders < Sales Order. The icon in front of the Sales Order menu
SALES
The Sales Order
The Order window allows you to enter and modify Sales Orders. The
Order tab defines the parameters of an order. Click on the New Record
button:
Figure 9.13
The Order Reference field allows you to enter a reference number. It is

optional and defaults from the Business Partner.
The Target Document Type defaults to Standard Order if your Value
Preference is set so. You can select another document type. The
window will adapt slightly according to your selection made in this field.
The Date Ordered and the Date Promised fields default to the current
You need to select the Business Partner for this Order by clicking on
the icon in the field. Or you enter the entire search key (or the first
.....
SALES
The Sales Order
characters that make it unique) and hit Enter, so the field will be filled
automatically.
In this case the Business Partner would typically be a Customer. Now
the following fields are defaulted from the Business Partner information:
Partner Contact (if any), Bill To, Partner Address and Price List. If there
are multiple records for the address or Partner Contact then it will use
the first one it finds. You can change these values using the drop-down
list box.
The Currency field displays the Currency to be used. The Currency is
determined by the Currency on the Price List.
The Invoice Rule and the Delivery Rule and the Delivery Via are also
defaulted from the Business Partner (Customer) information. The
Delivery Via indicates how the products should be delivered. For
example, they will be picked up or shipped.
The Priority indicates the importance (high, medium, low) of this
document. It is used for Standard Orders when creating shipments. If
there are more orders for a product than there is available stock, the
higher priority orders get the shipment first.
unique location where the goods are stored or the Services are
provided.
In the Sales Rep field you need to enter the Sales Representative. Any
Sales Rep must be a valid User in the System.
basis of a specific Campaign. These fields will only display if they have
been defined for the Accounting Schema.
The Freight Cost Rule indicates the method used when charging for
freight. At this time Freight Included is the only available value. Freight
can be added as a separate line charge in the Sales Order. This field,
the Payment Rule and the Payment Term default from the Business
Partner Customer attributes.
Tick the Discount Printed checkbox to indicate that the Discount along
with the List Price is to be printed with the Net Price on the order.
Self Service is a system maintained field which indicates a Sales Order
was created via the Web Store.
SALES
The Sales Order
The Document Status indicates the status of the Sales Order at this
time. If you want to change the status, use the Document Action
button. This will call the Document Action window:
Figure 9.14
After entering your Sales Order Lines, you have the option to Complete,
to Void or to Process the Sales Order.
The (current) Document Type determines the document sequence and
the processing rules.
Void and Process perform the same actions on all Sales Order
document Types. Void prevents any further processing from occurring
for the Sales Order. Process reserves inventory and re-calculates
taxes if necessary. The Order is still active and lines can be added and
modified.
A Document Action of Complete performs different processes based on
the Document Type:
Quote or Proposal: Closes the document. It cannot be copied or
changed to another document type unless it is reactivated.
Standard Order: Inventory is reserved. Allows Shipments and Invoices
to be generated (dependant upon Delivery and Invoice rules)
Warehouse Order: Shipment is generated. Inventory is adjusted. Allows
Invoices to be generated (dependant upon Invoice rules)
On Credit Order: Shipment and Invoice are generated. Inventory is
adjusted.
POS: Shipment and Invoice are generated. Inventory is adjusted.If
payment method is Cash a cash journal entry is generated.
.....
SALES
The Sales Order
The Total amount displays the total of all lines in the document currency.
currency.
Click on the Order Line tab to enter the Line information for your Order:
Figure 9.15
The Order Line tab defines the individual items of an Order.

Select a Product by clicking on the icon in the Product field. The Product
Info window appears. Press Return or enter the wildcard to display all
products listed. Select the desired Product by double-clicking on the
corresponding row to enter the Product into the Product field on the
Order Line. You can also enter the search key in the Product field and
hit Return to enter the Product into the Product field.
SALES
The Sales Order
The following Product selection window will appear:
Figure 9.16
If the Product selected has an Instance Attribute assigned the Attribute

button is enabled. Select the Attribute button to select a specific
instance of this product. In this case we will be selecting a specific Lot
No for the Fertilizer product.
Figure 9.17
This window displays all available Lots of this product that meet the
Minimum Shelf Life and Minimum Shelf Life Days, if defined, for this
Business Partner / Product. Tick the Show All check box to show all Lot
instances for this product, regardless of Guarantee Date or Quantity
available.
.....
SALES
The Sales Order
Select an Instance of this product and select the OK checkbox.

You are returned to the Order Line and the Attribute Set Instance field is
updated with the selected value.
Figure 9.18
For more information on Product Attributes please refer to Chapter 5 ,

Products.
SALES
The Sales Order
If you do not select a Product you can select a Resource Assignment.

This allows you to create an Order for a specific Resource and also
schedule the specific time. Select the Resource Assignment button to
display the Schedule Info window.
Figure 9.19
.....
SALES
The Sales Order
Select the desired Resource and Date and double click on the time that
represents the start time for this Resource Assignment. The following
window appears.
Figure 9.20
Select the Quantity, which for this resource represents the number of
hours. If you enter 3 in the Quantity this resource will be scheduled from
1:00 to 4:00. Optionally enter a Name and Description.
SALES
The Sales Order
Select the OK button to return to the Sales Order Line.
Figure 9.21
The Description is updated with the Name and Description entered in

Resource Assignment and the Ordered Quantity is updated with the
Quantity entered in Resource Assignment.
For more information on Resources please refer to Chapter 16 Service.
Enter a Description if you like. The Date Ordered and the Date
Promised fields default to date on the Order Header, but can be
changed. The Line No indicates the unique line of the Order. It will also
control the display order of the lines within the Order. The Warehouse /
Service Point identifies a unique Warehouse where the products are
stored or the Services provided.
.....
SALES
The Sales Order
In the Quantities area, enter the Ordered Quantity. The Delivered

Quantity, the Invoiced Quantity or the Reserved Quantity are displayed
if applicable. The UOM defaults from the Product definition.
from the Price List for the Product, but can be changed. The Discount is
optional.
In the Status area, the Line Net (Quantity * Actual Price) without Tax and
Charges is displayed. It indicates the line net amount based on the
quantity and the actual price. Any additional charges tax are not
included.
The Direct Shipment checkbox is not used at this time.
To display the tax information for the selected Order Lines switch to the
Order Tax tab. Confirm the displayed dialog box to save your Order Line
data:
Figure 9.22
The Order Tax window displays the tax associated with the Order Lines.
You associated the Tax with the Product in the Order Line tab.
The Tax field indicates the type of tax for this order line. The Sales Order
field displays the Sales Order ID. The Tax Amount field displays the total
tax amount for all Lines in the Sales Order. And the Tax base Amount
field shows the base amount used for calculating the tax amount.
If your Sales Order is correct and complete select the Complete
Document Action to process it.
SALES
Changing Sales Orders
.....................................................
CHANGING SALES ORDERS
After having completed your Sales Order, you can change it any time
by selecting the Reactivate Document Action:
Figure 9.23
Thus the Complete Process is reversed and you can enter your
changes according to your requirements. Then you need to complete
your changed order again.
Selecting the Close Document Action will finally close your document
so that only minor updates can be carried out (for example Name,
Address, Description, Payment Type). This allows you some flexibility
which might be required after having printed the document (to correct a
spelling mistake, for example).
.....................................................
QUOTE CONVERT
The Quote Convert process uses an existing Quote or Proposal as the
basis for a new Sales Order. The Quote or Proposal is preserved and
optionally you can close the Quote or Proposal.
266 S a l e s : Ch a n g i n g S a l e s O r d e r s
.....
SALES
Quote Convert
To convert a Quote or Proposal in Compiere double-click on Quote-to-

Invoice < Sales Orders < Quote Convert. The icon in front of the Quote
Convert menu item indicates that it is a process
Figure 9.24
The Quote convert window is displayed. Click the Start button to start
the process.
Figure 9.25
Select a Sales Order from the drop down list box. This will list all Sales
Orders with a Document Type of Quote or Proposal and that has a
status of Processed.
Select a Document Type from the drop down list box. This is the
document that will be created.
Optionally select a Document Date. If no date is entered then it uses the
default date used when logging into Compiere.
S a l es : Q u o te C o n ve rt 267
SALES
Generating Shipments
Lastly, if you want to close the Quote or Proposal tick the Close Quote
check box. By closing the Quote or Proposal it may not be used to
generate additional Sales Orders.
Note: You can also close a Quote or Proposal by opening the
document in the Sales Order window, click the Process Button and
selecting Close.
Click the OK button to Convert the Quote or Proposal. When the
process has completed the following message dialog will appear.
Figure 9.26
The message indicates the Sales Order that was created, in this case
10003. All Sales Orders are created in a status of Drafted. You can
then open the Sales Order and modify it if desired and Complete the
Sales Order.
.....................................................
GENERATING SHIPMENTS
Shipments must be generated for all Standard Orders. They can be
generated in a batch or individually. Shipments will be generated
provide the requirements of the Delivery Rule are met.
268 S a l e s : G en e r a t i n g S h i p m en ts
.....
SALES
Generate Shipments (batch)
To generate Shipments in a batch in Compiere double-click on Quote-to-

Invoice < Shipments < Generate Shipments. The icon in front of the
Generate Shipments menu item indicates that it is a process
Figure 9.27
Select the Start button and select an Organization to generate

shipments for. When the process has completed the following window
will appear indicating the Shipments generated:
Figure 9.28
Click OK to print your shipments.

To view the generated Shipments in Compiere double-click on Quote-to-
Invoice < Shipments < Shipment (Customer). The icon in front of the
Shipment (Customer) menu item indicates that it is a window
S a l e s : G en e r a t i n g S h i p m en ts 269
SALES
Figure 9.29
The Shipment records are display only. You can print them if you
require an additional copy of a Shipment (e.g if someone requires proof
of delivery). The document is in a completed status and does not
require any processing. The Generate Shipment process (batch and
manual) performs the necessary inventory adjustments.
Generate Shipments (manual)
Shipments can also be generated manually for a specific Business

Partner or Invoice. To generate Shipments manually in Compiere
double-click on Quote-to-Invoice < Shipments < Generate Shipments
(manual). The icon in front of the Generate Shipments (manual) menu
270 S a l e s : G en e r a t i n g S h i p m en ts
.....
SALES
Figure 9.30
Select an Organization and optionally a Business Partner. Then select

one or more Orders and click OK
Select OK to print the Shipments. When the process has completed the
following window will appear indicating the Shipments generated:
Figure 9.31
S a l e s : G en e r a t i n g S h i p m en ts 271
SALES
Generate Invoices
The Shipments generated can be viewed as described above.
.....................................................
GENERATE INVOICES
Invoices must be generated for all Standard and Warehouse Orders.
They can be generated in a batch or individually. Invoices will be
generated provided the Invoice Rule requirements are met.
Generate Invoice ( batch)
To generate Invoices in a batch in Compiere double-click on Quote-to-

Invoice < Sales Invoices < Generate Invoices. The icon in front of the
Generate Invoices menu item indicates that it is a process
Figure 9.32
272 Sales: Generate Invoices

.....
SALES
Generate Invoices
Select the Start button and the following window displays:
Figure 9.33
Select any or all of the parameters of Date Invoiced, Organization, Sales

Order and Business Partner to restrict the Invoices generated.
Click OK to start the process. Click OK again to print the Invoices.
When the process has completed the following window will appear
indicating the Shipments generated:
Figure 9.34
Sales: Generate Invoices 273

SALES
Generate Invoices
To view the generated Invoices in Compiere double-click on Quote-to-

Invoice < Sales Invoices < Invoices(Customer). The icon in front of the
Invoice (Customer) menu item indicates that it is a window
Figure 9.35
The Invoice records are display only (with the exception of the Payment
Schedule tab). You can print them if you require an additional copy of
an Invoice(e.g if someone requires a second copy). The document is in
a completed status and does not require any processing.
You can enter in a Payment Schedule manually or you can change the
Payment Term of the Invoice to one that uses a Payment Schedule.
To add a Payment Schedule Manually, select the Payment Schedule
tab for the desired Invoice.
Figure 9.36

.....
SALES
Generate Invoices
In the Payment Schedule tab you will be entering the amounts that are
due on each specific date. The amounts due must add up to the Total
Invoice Amount.
Select a Payment Schedule from the drop down list box if desired.
Enter a Due Date and the Amount due for this date
Optionally enter a Discount Date and Discount Amount if appropriate.
Continue adding records until the Total Invoice Amount has been
allocated.
When all records have been added select the Validate button. The
Validation process will ensure that all Payment Schedule amounts
equals the Total Invoice Amount.
Figure 9.37
Any difference will appear in the message box and the Valid checkbox
will remain unticked.

SALES
Generate Invoices
When the Total Payment Schedule Amounts equal the Total Invoice
Amount, the Validation process will be successful.
Figure 9.38
There is no difference noted in the message box and the Valid

checkbox has been ticked.
The other method for populating the Payment Schedule tab for an
Invoice is to change the Payment Term on the Invoice to one that has
an existing Payment Schedule.
In the Invoice Tab, selected the Payment Method button (in this
example On Credit):
Figure 9.39

.....
SALES
Generate Invoices
A selection dialog displays, allowing you to change the Payment Term.
Figure 9.40
Select a Payment Term that has a Payment Schedule defined for it.
Click the OK checkbox.
The Payment Term is updated and the Pay Schedule Valid checkbox has
been ticked.
Figure 9.41

SALES
Generate Invoices
This has also added records to the Payment Schedule tab to reflect the
amounts owed on specific dates.
Figure 9.42
The Payment Term we selected had the following Payment Schedule

defined:
50% due immediately.
50% due in 30 days.
The records added reflect that 100 is due on 5/2/2004 (the Invoice
date) and 100 is due on 6/1/2004 (30 days after the Invoice date).

.....
SALES
Generate Invoices
Creat e Invoices ( manual)
To generate Invoices manually in Compiere double-click on Quote-to-

Invoice < Sales Invoices < Generate Invoices(manual). The icon in front
of the Generate Invoices menu item indicates that it is a window
Figure 9.43
Select an Organization and optionally a Business Partner. Then select

one or more Orders and click OK
Select OK to print the Invoices. When the process has completed the
following window will appear indicating the Invoices generated:

SALES
Manual Invoices
Figure 9.44
The Invoices generated can be viewed as described above.
.....................................................
MANUAL INVOICES
Compiere allows you to enter an Invoice manually without having an
associated Sales Order or Shipment Document. This would generally
be done for invoice of Services when a Sales Order and Shipment are
not required.
Important: When a Invoice is entered manually, Inventory is not
adjusted.
To enter an Invoices manually in Compiere double-click on Quote-to-
Invoice < Sales Invoices < Invoice (customer). The icon in front of the
Invoice (customer) menu item indicates that it is a window
280 Sales: Manual Invoices

.....
SALES
Summary Invoices
Figure 9.45
The fields on the Invoice window are the same as on the Sales Order
window. The Sales Order field and Date Order field are system
maintained. Because this Invoice was not generated from a Sales Order,
these fields will not be populated. For more information on these fields
please refer to the Sales Order section of this document.
Paid is a system maintained check box. It will be selected when a
payment has been made and processed for this Invoice. For more
information on Payments please refer to Chapter 10 , Payments,
Receipts and Open Item Management.
.....................................................
SUMMARY INVOICES
In some cases it might be desirable to create one Invoice for multiple
Shipments (or multiple Services delivered). Summary invoices can be
done for any order type that would result in a shipment being generated
S al e s : Sum m a ry I nv o i c es 281
SALES
RePrice Order/Invoice
and the invoice still to be created. Creating Summary Invoices involves

several steps:
• Define the Invoice Schedule
• Update the Business Partner (Invoice Rule and Invoice Schedule)
• Create the Order (manually override the Invoice Rule if necessary)
• Generate the Invoice
To create the Invoice Schedule and to update the Business Partner
please refer to Chapter 3 , Business Partner.
.....................................................
REPRICE ORDER/INVOICE
There may be instances, especially in volatile pricing situations, where
you need to update an Invoice or Order based on a updated Price List.
This can be accomplished using the RePrice Order / Invoice Process.
To RePrice an Order or Invoice in Compiere double-click on Quote-to-
Invoice < Sales Invoices < RePrice Order/Invoice. The icon in front of
the RePrice Order/Invoice menu item indicates that it is a process.
Figure 9.46
282 S a l e s : R eP r i c e O rd e r / I n v o i c e
.....
SALES
RePrice Order/Invoice
The RePrice Order/Invoice window is displayed. Click the Start button to

start the process.
Figure 9.47
Select an Order and/or Invoice from the drop down list box. The list will
contain only those documents in a status of In Progress. It will
recalculate the prices of each line item based on the most recent price
list.
When the process has completed the following message dialog will
appear.
Figure 9.48
The message dialog displays the Sales Order or Invoice that was
recalculated along with the original Grand Total and new Grand Total.
S a l e s : R eP r i c e O rd e r / I n v o i c e 283
SALES
Distribution
.....................................................
DISTRIBUTION
DIstribution is a process that allows you to distribute a set quantity of a
Product or Products to a list of Business Partners, based on ratios that
you define. You can set minimum quantities, unique to each Business
Partner that must be distributed or you can set a single minimum
quantity for all Business Partners. There is also a facility to run the
process in a ‘Test’ mode so you can see what orders would have been
created. This is especially helpful when defining a new distribution.
Distributions are comprised of two entities, Distribution List and
Distribution Run. The Distribution List defines the Business Partners,
their ratio and any minimum quantity. The Distribution Run defines the
Products to be distributed, the Quantity, the Distribution List and
Document Type to be created.
Di st ribution List
The first step in setting up a Distribution is to define the Distribution

List. To create or update a Distribution List in Compiere double-click on
Quote-to-Invoice < Sales Orders < Distribution List. The icon in front of
the Distribution List menu item indicates that it is a window.
Figure 9.49
Enter a Name and optionally a Description for this Distribution List.

Because Distribution Lists can be used multiple times in a Distribution
Run and in different Distribution Runs, make sure you describe the
Distribution List and not what you are distributing.
Enter a CommentHelp field if desired.
Tick the Active checkbox to indicate this Distribution List is Active.
284 Sa les : Distri bution

.....
SALES
Distribution
The Total Ratio field is system maintained and is updated based on the
ratios entered in the Distribution Line tab. It is not a requirement that the
ratios add up to 100 percent.
Select the Distribution Line tab to define the Distribution Business
Partners and Ratios.
Figure 9.50
In the multi-record view you can see that there are 3 lines which make
up this Distribution List. Toggle to the Single record view using the tool
bar button.
Figure 9.51
The Distribution Line defines the Business Partners who will be

distributed products and what ratio of the total quantity they will receive.
Enter a Description, if desired, for this Distribution Line.
Tick the Active checkbox to indicate this Distribution Line is Active
Sa les : Distri bution 285

SALES
Distribution
Select a Business Partner and Partner Location. This will be used on

on the Order generated from this Distribution.
Enter a Ratio (unsigned only) to indicate what ratio of the total quantity
this Business Partner will receive.
Lastly, enter an optional Minimum Quantity to indicate the least amount
that this Business Partner should receive in a Distribution.
Add the number of records necessary for completing the Distribution
List.
Return to the Distribution List Tab.
Figure 9.52
The Total Ratio for this Distribution List is 80.0, Tree Farm has a ration
of 20, Tree Farm a ratio of 10 and Joe Bock a ratio of 50.
Di st ributi on Run
The Distribution Run links the Distribution List to a Product, Quantity

and Document Type. You may have several sequences in a single
Distribution Run and they may reference the same Distribution List or
different Distribution Lists.

.....
SALES
Distribution
To create or update a Distribution Run in Compiere double-click on

Quote-to-Invoice < Sales Orders < Distribution Run. The icon in front of
the Distribution Run menu item indicates that it is a window.
Figure 9.53
Enter a Name for this Distribution Run and enter a Description if desired.
Select the Active checkbox to indicate this Distribution Run is active.
Select the Create Single Order checkbox if you want the result of this
Distribution Run to be a Single Order. If this checkbox is selected, the
Business Partner and Partner Location fields will be displayed and
values must be selected for these fields.
Figure 9.54

SALES
Distribution
Click on the Line tab to define the lines or sequences for this
Distribution Run.
Figure 9.55
Enter a Line No or accept the default value.

Enter a Description if desired and tick the Active checkbox to indicate
this Distribution Line is Active.
Select a Distribution List from the dropdown list box. This will
determine the Business Partners and Ratios for this Distribution.
Select the Product for this Distribution.
Select a Minimum Quantity if desired. This represents the minimum
quantity to be distributed to each Business Partner in the Distribution
List, regardless of the ratios defined.
Lastly, enter the Total Quantity to be distributed.
Enter as many lines as desired for this Distribution Run.

.....
SALES
Distribution
Return to the Distribution Run tab to process the Distribution.
Figure 9.56
Select the Create Orders button to initiate the Distribution process.

The following parameter dialog displays:
Figure 9.57
Select a Document Type and a Date Promised.

SALES
Distribution
If you tick the Test checkbox Compiere will return a message that
indicates what Order(s) would have been created.
Figure 9.58
The number on the left is the Quantity of the Product on the right for
each Business Partner. This is the suggested method for verifying that
the Distribution is defined in the desired way.
If you do not tick the Test checkbox, Compiere will create the selected
Orders.
Figure 9.59
The message dialog is similar to the Test mode, but now includes the
Document Number.

.....
SALES
Distribution
Distribution Examples
Assume the following Distribution List XX:
Line No Bus Partner Ratio Min Qty

10 A 50 0
20 B 10 0
30 C 20 0
Example 1: Exact Distribution:

Assume the following Distribution Run:
Line No Dist List Product Total Qty Min Qty

10 XX Tree 1121 120
20 XX Bushes 160 0
Seq 1:
1. No Minimum Quantity is defined on the Distribution List. Minimum
Quantity is defined on the Distribution Run X number of lines on
Distribution List must be less than or equal to the Total Quantity.
120 * 3 = 360 which is less than the Total Quantity of 1121.
2. Add Ratios: 50 + 10 + 20 = 80
3. Calculate each Line: Line Ratio/Total of Ratios * Total Quantity
50/80 * 1121 = 700.625 - rounded to 701
10/80 * 1121 = 140.125 - rounded to 140
20/80 * 1121 = 280.25 - rounded to 280
4. Total Quantity Distributed 701 + 140 + 280 = 1121
5. Total Quantity - Total Quantity Distributed 1121 - 1121 = 0
Seq 2:
1. No Minimum Quantity is defined on the Distribution List or Distribution
Run.
2 . Add Ratios: 50 + 10 + 20 = 80
50/80 * 160 = 100

SALES
Distribution
10/80 * 160 = 20
20/80 * 160 = 40
Orders Created
Business Partner A
701 Trees
100 Bushes
Business Partner B
140 Trees
20 Bushes
Business Partner C
280 Trees
40 Bushes
Example 2: Under Distribution:

10 XX Tree 1122 0
Figure 9.60
Seq 1:
1. No Minimum Quantity is defined on the Distribution List or
Distribution Run.
2. Add Ratios: 50 + 10 + 20 = 80
50/80 * 1122 = 701.25 - rounded to 701
10/80 * 1121 = 140.25 - rounded to 140
20/80 * 1121 = 280.50 - rounded to 280

.....
SALES
Distribution
6. If the difference is 1 then it is applied to the highest ratio.

7. Final Distribution is:
Business Partner A - 702
Business Partner B - 140
Business Partner C - 280
Example 3: Over Distribution:

10 XX Tree 1500 0
Figure 9.61
Seq 1:
1. No Minimum Quantity is defined on the Distribution List or Distribution
Run.
2. Add Ratios: 50 + 10 + 20 = 80
50/80 * 1500 = 937.5 - rounded to 938
10/80 * 1500 = 187.5 - rounded to 188
20/80 * 1121 = 375
5. Total Quantity - Total Quantity Distributed 1500 - 1501 = -1
6. If the difference is -1 then it is applied to the highest ratio where the
calculated amount is greater than the Minimum Quantity.
7. Final Distribution is:
Business Partner A - 939
Business Partner B - 188
Business Partner C - 375
Example 4: Over Distribution with Minimum Qty on Dist Run:

SALES
Distribution

10 XX Tree 1500 200
Figure 9.62
Seq 1:
1. No Minimum Quantity is defined on the Distribution List. Minimum
Quantity on Distribution Run X number of lines in Distribution List
must be less than the Total Quantity.
200 * 3 = 600 which is less than the Total Quantity of 1500.
2. Add Ratios: 50 + 10 + 20 = 80
50/80 * 1500 = 937.5 - rounded to 938. 938 > 200 so 938 is used.
10/80 * 1500 = 187.5 - rounded to 188. 188 < 200 so 200 is used.
20/80 * 1121 = 375. 375 > 200 so 375 is used.
5. Total Quantity - Total Quantity Distributed 1500 - 1513 = -13
6. If the difference > 1 so the ratios are reapplied.
Remove any Distribution Lines from the calculation where the
Minimum Quantity > Calculated Quantity (in this case Line 20)
Add remaining ratios (lines 10 and 30) 50 + 20 = 70.
7. Calculate each remaining line. Line Ratio/Total of Ratios * Over
Distributed Quantity:
50/70 * (-13) = -9.286 rounded to -9
20/70 * (-13) = -3.714 rounded to -4
8. Total Over Quantity - Total Over Quantity Distributed -13 (-9 - 4) = 0
9. The final Distribution is:
Business Partner A (938 - 9 ) = 929
Business Partner B (200 - 0) = 200
Business Partner c (375 - 4) = 371
Total Distributed = 1500

.....
SALES
Distribution
Example 5: Total Quantity less than Minimum Quantities:

Assume the following Distribution List YY:
Line No Bus Partner Ratio Min Qty

10 A 50 140
20 B 10 0
30 C 20 80

10 YY Tree 310 100
Figure 9.63
Seq 1:
1. Minimum Quantity is defined on both the Distribution List and
Distribution Run.
Line 10: Dist Min Qty of 140 > Dist Run Min Qty of 100 so 140 is used.
Line 20: Dist Min Qty of 0 so Dist Run Min Qty of 100 is used.
Line 30: Dist Min Qty is 80 < Dist Run Min Qty of 100 so 100 is used.
2. Total of Minimum Quantities: 140 + 100 + 100 = 340
3. Total Quantity of 310 < Total of Minimum Quantity of 340.
4. Error message is generated and Distribution Run is not processed.
Distribution Hi nts and Tips
• Orders created from Distribution Runs will be one per Business

Partner.
• If Single Order is selected in a Distribution Run the Business Partner
defined in the Distribution Run will be the Order and Invoice to
Business Partner and the Business Partners in the Distribution List
will be the Order Line Business Partner and Ship to Business Partner.

SALES
Reporting on Sales
• When using Minimum Quantities the Total Quantity must be greater

than or equal to the sum of the Minimum Quantity for each Business
Partner in the Distribution List.
• If a Minimum Quantity is defined on the Distribution List and
Distribution Line, the greater amount will be used.
• The Distributed Quantities are rounded based on the UOM of the
product being distributed
• If any line in a Distribution Run is in error (e.g insufficient quantities),
then no lines are distributed.
• When the Distributed Quantity is not equal to the Total Quantity
because of rounding, the difference will most often be a quantity of 1
or 2
• When the Distributed Quantity is not equal to the Total Quantity
because of the application of Minimum Quantity(s) it will always be
an over distribution.
.....................................................
REPORTING ON SALES
Sales Orders and Invoices. LIke all reports in Compiere, you can
Order Reports
The available reports on Orders can be found in the Menu under Quote-
to-Invoice.
• Open Orders: This report displays Orders for which Invoices have
not yet been generated. You may select a Business Partner and
Product. Tick the Sales Transaction check box to generate a report
on Sales Order transactions. Leaving the Sales Transaction check
box unticked will generate a report on Purchase Orders transactions.
• Order Transactions: This report displays detail information on
Orders along with associated documents (shipments, invoices,
payments and cash lines). You select a to and from Order Date. Tick
the Sales Transaction check box to generate a report on Sales Order
transactions. Leaving the Sales Transaction check box unticked will
generate a report on Purchase Orders transactions.
296 S a l e s : R e p or ti n g o n S a l e s
.....
SALES
Reporting on Sales
Invoice Repor ts
The available reports on Invoices can be found in the Menu under

Quote-to-Invoice > Invoice Inquiry.
• Invoice Transactions (Acct): This report displays information on
Invoices based on their Accounting Date. You may select an
Organization, a to and from Accounting Date. Tick the Sales Orders
Leaving the Sales Transaction check box unticked will generate a
report on Vendor Invoice transactions.
• Invoice Transactions (Doc): This report displays information on
Invoices based on their Document Date. You may select an
Organization, a to and from Document Date. Tick the Sales Orders
Leaving the Sales Transaction check box unticked will generate a
report on Vendor Invoice transactions.
• Invoice Detail: This report displays detail information, including
Margin, Discount Percent and Pricing, for Invoices. You may select a
Business Partner Group, Business Partner, to and from Invoice Date
and Payment Rule. Tick the Sales Orders check box to generate a
report on Customer Invoice transactions. Leaving the Sales
Transaction check box unticked will generate a report on Vendor
Invoice transactions.
• Daily Invoice: This report displays Margin, Margin Percentage,
Discount, Discount Percentage and Pricing for Invoices, summarized
by Invoice Date and Sales Rep. Select a to and from Invoice Date to
generate the report.
• Weekly Invoice: This report displays the same information as the
Daily Invoice Report but it is summarized by Week and Sales Rep.
• Weekly Invoice Product: This report displays Margin, Margin
Percentage, Discount, Discount Percentage and Pricing for Invoices,
summarized by Invoice Date Weeks and Product. Select a to and from
Invoice Date to generate the report.
• Monthly Invoice: This report displays the same information as the
Daily Invoice Report but it is summarized by Month and Sales Rep.
• Monthly Invoice Product: This report displays Margin, Margin
summarized by Invoice Date Month and Product. Select a to and from
Invoice Date to generate the report.
S a l e s : R e p or ti n g o n S a l e s 297
SALES
Reporting on Sales
• Monthly Invoice Vendor: This report displays Margin, Margin

summarized by Invoice Date Month and the Current Vendor for each
Product. Select a to and from Invoice Date to generate the report.
• Quarterly Invoice Customer by Vendor: This report displays Margin,
Margin Percentage, Discount, Discount Percentage and Pricing for
Invoices, summarized by Invoice Date Quarter, Customer and the
Current Vendor for each Product. You may select a to and from
Invoice Date and Business Partner to generate the report.
• Quarterly Invoice Customer by Product: This report displays Margin,
Margin Percentage, Discount, Discount Percentage and Pricing for
Invoices, summarized by Invoice Date Quarter, Customer and the
Product. You may select a to and from Invoice Date and Product to
generate the report.
For more information on customizing reports, please refer to
298 S a l e s : R e p or ti n g o n S a l e s
P AYMENTS , R ECEIPTS AND O PEN I TEMS
...................................
10
.....
....................................................
INTRODUCTION
Figure 10.1
P a y me nt s , R ec ei p ts a nd O pe n I te ms : I n tro d u c t i o n
PAYMENTS, RECEIPTS AND OPEN ITEMS
Payments, Receipts and Open Items
An Invoice can trigger the following transactions:

• Entry made in the Cashbook
• Payment from Credit Card or EFT Transaction
• Open Item for On Account transactions
.....................................................
Before you can process payments or receipts you must set up the
following elements:
• Bank
• Cashbook
• AP Transactions
-Cashbook Journals
-Payments
-Payment Allocation
-Bank Statements
Bank
A Bank can have multiple accounts. In the Bank, you define

• your document or check (Print Format and Sequence Number)
• your Payment Processor (Credit Card or ATM Processor)
• your Accounting information
Note that the Account determines the Currency.
The Bank window allows you to define the banks and accounts
associated with an organization or business partner.
300 P a y me n t s , Re c e i p t s a n d O p e n I te ms : P a y me n t s , Re c e i p ts a n d O p e n I te ms
.....
Open the Bank window by double-clicking on General Rules, <

Organization Rules < Bank. The icon in front of the Bank menu item
indicates that it is a window:
Figure 10.2
Here you define a bank that is used by an organization or business

partner.
Each Bank is given an identifying Name, Address, Routing No and Swift
Code.
The Routing No of the Bank (ABA Number) identifies a legal Bank. It is
used in routing checks and electronic transactions.
The Swift Code (Society of Worldwide Interbank Financial
Telecommunications) is an identifier of the Bank.
P a y me nt s , Re ce i pt s a n d O p e n I te ms : P a y me n t s , Re c e i p ts a n d O p e n I te ms 301
Account
Move to the Account tab:
Figure 10.3
The Account tab is used to define one or more accounts for a Bank.
Enter the Account No and the Currency.
The Bank Account Type field indicates the type (savings, checking
etc.) this account is defined as.
The Credit Limit field displays the credit limit for this account.
The Current Balance field displays the current balance in this account.
Bank Account Document
Move to the Bank Account Document tab:
Figure 10.4
.....
Use this tab to define the documents used for this bank account. You
define your checks, transfers and other payment document (sequence)
numbers as well as the format.
The Bank Account is a display only field. It indicates the account this
document is for.
Enter the Name of the Bank Document you want to generate or track,
and a Description if you like.
Enter the Payment Rule to indicate which payments will be made when
using this Bank Account.
The Current Next field indicates the next number to be used for this
document.
If your Payment Rule is Check you need to define a Check Print Format
to print the document.
Note: Compiere prints the amount, payee, date and remittance advice
on pre-printed stock checks.
Payment Processor
Move to the Payment Processor tab:
Figure 10.5
Use this tab to define the parameters for the processing of electronic
payments.
Enter the Name of the Payment Processor you want to use, and a
Description if you like.
Enter the Host Address to identify the URL and the Host Port to identify
the port ID for your payment processor.
The Partner ID and the Vendor ID indicate who the Partner or Vendor
for the payment is. Enter a User ID to identify a user and allow access
to certain records or processes. Enter a Password for this User.
Passwords are required to identify authorized users.
The Proxy Address must be defined if you must pass through a firewall
to access your payment processor. The Proxy port is the Port of your
proxy server. The Proxy logon is the Logon of your proxy server. The
Proxy password is the Password of your proxy server.
.....
Tick the corresponding checkboxes to indicate which Credit Cards and

Payment methods you want to accept (MasterCard, VISA, American
Express, Diners, etc.) ACH stands for Automatic Clearing House.
Selecting a value in the Only Currency field indicates that this bank
account accepts only the currency entered.
The Document Sequence defines the numbering sequence to be used
for your documents.
The Payment Processor Class identifies the Java class used to process
payments.
The Commission indicates the commission to be paid as a percentage.
No calculations are done with this field. It is used for reference only.
The Cost per Transaction field indicates the fixed cost to be charged per
transaction. No calculations are done with this field. It is used for
reference only.
Tick the Require CreditCard Verification Code checkbox to indicate if
this bank accounts requires a verification number for credit card
transactions. This is generally the 3 or 4 digit number on the front or
back of the Credit Card
Accounting
Use the Accounting tab to define your Accounting information. For more
information on Accounting please refer to Chapter 11 , Performance
Cash Book
The Cash Book is used for petty cash (expenses for stamps, flowers,
forwarding agents, etc. or small receipts). You need to have at least
one Cash Book per Organization. If you have more than one, you need
to make a selection when paying cash in an Order or an Invoice.
Double-click on General Rules, Organization Rules, Cashbook to open
the Cashbook window:
Figure 10.6
Enter the Name of the Cash Book you want to use, and a Description if
you like. You also need to enter the Currency for the Cash Book.
Accounting
Use the Accounting tab to define your Accounting information. For
more information on Accounting please refer to Chapter 11 ,
The Cash Journal
The Cash Journal in Compiere is used to record your cash

transactions, i.e. disbursements from and receipts to Petty Cash. The
Cash Journal will automatically be created by an Order or Invoice
which is paid in cash. If you change the Order or Invoice and you have
selected Cash as your Payment Method, the Cash Journal Lines are
automatically updated.
Use the Cash Journal to manually add Invoices, Charges (positive or
negative) or Bank Transfers.
.....
Double-click on Open Items, Cash Journal to open the Cash Journal

window:
Figure 10.7
The Standard Cashbook, which you set up before, is displayed.

Click on the New Record button. The Name for the Cash Journal Entry
defaults to the current date. Adapt it and enter a Description if you like.
Statement Date and Account Date also default to the current date. The
Statement Date is the date of the statement being processed. The
Account Date is the date to be used on the General Ledger account
entries generated from this document.
The Beginning Balance is the balance prior to making any adjustments
for payments or disbursements.
The Statement Difference reflects the difference between the Statement
Ending Balance and the Actual Ending Balance. The Ending Balance is
the result of adjusting the Beginning Balance by any payments or
disbursements.
Switch to the Cash Line tab to manually enter your Journal lines:
Figure 10.8
Select a Cash Type from the drop down list, which could be Invoice,
Difference, Charge, General Expense, General Receipt or Transfer to
Bank Account, and enter the Amount.
Depending upon the Cash Type entered additional fields will be
displayed. For example, if the Cash Type is Invoice you will select and
Invoice and any Discount or Write Off Amount. If the Cash Type is
Charge you will select a Charge. If the Cash Type is Bank Transfer you
will enter Bank Account
Go back to the Cash Journal tab to process your transactions. Click on
the Process Cash button. If the Process completes successfully, the
balances are updated and the Not posted button appears.
Note: Orders paid in Cash will appear on the Open Items Report until
the Cash Journal is processed.
Click on the Not posted button to confirm the posting and creation of
the Accounting Entries.
Please note that your application server must be running for your
accounting entries to be created and posted.
Payment
For a Sales Order or an Invoice, Payments may be carried out

automatically. You can switch the payment method any time, even after
Processing, and all entries will be adapted automatically.
Compiere supports online approval for Credit Cards, ACH and the
Credit Card number before you transmit the transaction.
.....
Mixed payment methods are only possible in the manual payment

process. You can only split a Payment manually and pay part of the
Payment in cash and part of it with your credit card.
Manual payments are Payments you do independent from an Order or
Invoice. Use the Payment window to record checks or credit card
payments with online checking. The window handles Discounts and
Write-offs as well as Bank Charges in the Bank Statements and Partial
Payments.
The Manual Payment window also completely supports Multi-Currency
transactions, i.e. Invoice and Payment can show different currencies.
(You must have set up your Multi-Currency conversion rates correctly).
Before you process your Payments, all amounts must be allocated and
difference needs to be zero.
Double-click on Open Items, Payment to open the Payment window:
Figure 10.9
Select the Bank Account and the Document Type, in this case AR
Receipt.
The Transaction Date indicates the date of the transaction.
You need to enter a Business Partner, in this case that would be a
Customer. If the Customer is paying for a specific Invoice, click on the
arrow on the Invoice field. Enter any additional search criteria and
select the Refresh button. All Invoices are displayed automatically.
.....
If the payment is for multiple invoices, do not select an invoice and just
enter the payment amount. Later in this chapter we will discuss
allocating this type of payment.
Figure 10.10
Depending on your selection in the Paid checkbox the unpaid or paid

Invoices will appear. Untick it to display all your open Invoices for this
Customer. Select the Invoice that is being paid and click OK.
All Amount and Currency fields will be populated according to the
Invoice.
If the payment term for the Invoice allows for a discount and the
payment date is within the discount terms the Discount will be
automatically calculated.
Use the Over/Underpayment checkbox to indicate if this Payment is an
Overpayment or an Underpayment. Then you need to enter the
Over/Under Payment Amount field. Overpayments are negative,
unallocated amounts and allow you to receive money for more than the
particular invoice. An Underpayment (positive) is a partial payment for
the invoice. Use this option if you do not want to write off the unpaid
amount.
Enter the Write-off Amount to indicate the amount you amount to be
written off as uncollectible.
The Tender Type indicates the method of payment (ACH, Credit Card,
Check). If you select Check, the following fields are displayed:
The Bank Routing Number (ABA Number) identifies a legal Bank. It is
used in routing checks and electronic transactions. The Account
Number indicates the Number assigned to this account. The Check
Number indicates the number on the check. The Micr number is the
combination of the bank routing number, account number and check
number.
If you select Credit Card, the following fields are displayed:
The Credit Card drop down list is used for selecting the type of Credit
Card. The Credit Card Number is the number on the credit card,
without blanks or spaces. The Credit Card Verification indicates the
verification code on the credit card (AMEX 4 digits on front; MC,Visa 3
digits back) The Expiry Month is the month this credit card expires. The
Expiry Year is the year this credit card expires. The Account Name is
the Name of the Credit Card or Account holder.
If you select ACH, the following fields are displayed:
The Bank Routing Number (ABA Number) identifies a legal Bank. It is
used in routing checks and electronic transactions. The Account
Number is the Number assigned to this account.
Tick the Online Access check box to indicate if the application can be
accessed via the web. You would use it if you selected Credit Card or
ACH as your Payment method. Your screen would change as follows:
Figure 10.11
The Voice Authorization Code indicates the code received from the
Credit Card Company. The Original Transaction ID is used for
.....
reversing transactions and indicates the transaction that has been

reversed.
Click on the Online Process button to start the online processing.
The Result field shows the result of the transmission to the Credit Card
Company. The Message field displays the message returned from the
Credit Card Company as the result of a transmission. The Reference
field displays the reference returned from the Credit Card Company for a
payment. The Authorization Code is the code returned from the
electronic transmission. The Zip Verified field indicates if the zip code
has been verified by the Credit Card Company. The Address Verified
indicates if the address has been verified by the Credit Card Company.
Note: Online Processing is only available if you have defined a Payment
Processor for the Bank Account.
The Document Status indicates the status of the Payment at this time. If
you want to change the status, use the Document Action button. This
will call the Document Action window. You have the option to Complete
or to Void the Payment. If you complete the Payment, the Not posted
button appears. Click on it to confirm the posting and creation of the
Accounting Entries.
Payment Allocation
If there is a one-to-one Relationship between Invoice and Payment, the

Payment Allocation can be done automatically by selecting the invoice
when entering the payment. If there is more than one invoice to be
allocated or you have partial payments, the Payments must be allocated
manually.
Double-click on Open Items, Payment Allocation to open the Payment

Allocation window:
Figure 10.12
Enter the Business Partner whose Payments you want to allocate.

Select the Business Partner by clicking on the icon in the field. Or enter
the entire search key (or the first characters that make it unique) of it
and hit Enter, so the field will be filled automatically.
The Currency field is defaulted from the Business Partner information.
The Date defaults to the current date. Tick the Multi-Currency
checkbox to indicate that you want to list documents in more than one
currency.
In the Payment area you see all completed Payments for that Business
Partner. Select the Payment you want to allocate.
In the Invoice area you see all open Invoices for that Business Partner.
Select the Invoices you want to allocate.
Once you select the invoice or invoices you need to make sure that it
balances (i.e. there is no difference) and click on the Process button.
If you want to make a partial payment, untick the Automatic Calculation
check box. Having it selected will ensure that the invoice is fully paid
.....
and will take the difference between the Applied Amount and the Open
Amount and apply it to Write off. Deselecting the checkbox allows you to
enter just the partial amount in the Applied field and carry a remaining
balance for the invoice or payment.
To see what payments were allocated to a specific Business Partner
double-click on the Report icon of Open Items, Payment Allocation to
open the Payment Allocation Report window:
Enter the Business Partner and no Invoice if you want to display all
allocations carried out for that Business Partner:
Figure 10.13
The Report will display and show you which Invoices and Payments
were allocated for that Business Partner:
Figure 10.14
Reverse Allocation
Allocations can be reversed. Use the Reverse Allocation screen to list

your allocations and see which allocations have been done so far.
Double-click on Open Items, Reverse Allocation to open the Reverse
Allocation window:
Figure 10.15
Use the Data Grid toggle to switch to the single record view for the
desired record. Click on the Reverse Allocation button to reverse the
Allocation.
Bank Statement
The Bank Statement reflects the real Statement: Receipts are

displayed with a (+), Payments with a (-). The Statement amount is
made up by the Transaction Amount plus/minus Charges plus/minus
Interest. The Bank Statement window allows you to reconcile your
Bank Statements.
.....
Double-click on Open Items, Bank Statement to open the Bank

Statement window:
Figure 10.16
Select the Bank Account you want to display. The Name defaults to the
current date.
You can either select the Create From button to automatically generate
the statement from unreconciled payments to this bank account:
Figure 10.17
Or you manually enter the line items from the statement in the
Statement Line tab:
Figure 10.18
.....
Payables Payments
Once you have completed reconciling, select the Process Statement

button to mark the payments as reconciled and update the appropriate
GL accounts.
.....................................................
PAYABLES PAYMENTS
To quickly print checks you can create a Payment of the document type
AP Payment.
The steps involved are as follows:
• Select the Invoices to be paid
• Create the Payments
• Print your Checks or Export your Payments
Payment Selection
Most often you will pay you AP invoices using Payment Selection. You
create a Payment Selection and select the invoices manually or
generate the a payment for a group of invoices based on criteria. You
can change the amount to be paid or remove invoices you do not want to
pay.
The Payment Selection window allows you to select and process the
invoices you want to pay. Double-click on Open Items, Payment
Selection to open the Payment Selection window:
Figure 10.19
Pa y m e n ts , R e c e i p ts a n d O p e n I te ms : P a y a bl e s P a y me nt s 319
Payables Payments
The Payment Selection tab defines the Bank Account and the Payment
Date of the payments to be made. You also create the payments here
by using the Create Payments button.
Figure 10.20
You can select a specific Business Partner Group or Business Partner.

Tick the Only Discount or Only Due check boxes if you want to create
payments for only invoices that are eligible for a discount or are due.
Select a Payment Rule to select Invoices only with a specific Payment
Rule or leave it blank to select all Payment Rules.
320 Pa y m e n ts , R e c e i p ts a n d O p e n I te ms : P a y a bl e s P a y me nt s
.....
Payables Payments
Payment Selection Line

The Payment Selection Line tab defines the individual invoices an
organization is paying to a Vendor with this payment.
Figure 10.21
The Payment Amount may be modified or Payment Lines may be

deleted if you do not want to pay a specific Invoice.
Generated Payment
The Generated Payment tab allows you to view a Generated Payment
after creating it.
Figure 10.22
Pa y m e n ts , R e c e i p ts a n d O p e n I te ms : P a y a bl e s P a y me nt s 321
Reporting on Open Items
If multiple Invoices are to be paid to a single Business Partner, a single

Payment will be generated
Payment Pr int/Export
After having created the payments, use the Payment Print/Export

window to print your checks or export your actual payments.
Double-click on Open Items, Payment Print/Export to open the
Payment Print/Export window:
Figure 10.23
Select the Payment Selection and the Payment Rule.

You have several output options:
• Print (for Checks)
• Export (to a comma delimited file)
• EFT (to a comma delimited file)
Note: In an European setting you would typically use the Export
function, whereas in an US context you would use the Check Print.
When the output is Check, the print format used for the Check and
Remittance Advice must be defined for the selected Bank Account.
.....................................................
REPORTING ON OPEN ITEMS
Cash receipts and Open Items. LIke all reports in Compiere, you can
322 Payments, Receipts and Open Items: Reporting on Open Items

.....
Open It ems Reports
The available reports on Orders can be found in the Menu under Open
Items.
• Cash Journal Detail: This report displays Cash Journal Lines, both
posted and not yet posted. You select a Cash Book, Organization and
to and from Accounting Date.
• Open Items: This report displays all unpaid invoices. Select a
Business Partner and a range of Due Dates. A negative number
indicates invoices that are due on a future date and positive number
indicates invoices that are already over due. The number of days is
subtracted or added to the current date to determine the invoices to
include. Select the Sales Transaction check box to generate a report
on Customer Invoice transactions. Leaving the Sales Transaction
check box unticked will generate a report on Vendor Invoice
transactions. Please note that Invoices that are paid in Cash will
appear on the Open Items Report until the Cash Journal is processed.
• Aging: This report displays Open Items classified in different Aging
‘buckets’. These include, but are not limited to, 1-7 days, 8-30 days,
31-60 days, >31 days, >61 days etc. You may select a Due Date,
Currency, Business Partner Group and Business Partner. Select the
List Invoices check box to indicate that the report should list the
specific Invoices. Select the Sales Transaction check box to generate
a report on Customer Invoice transactions. Leaving the Sales
Transaction check box unticked will generate a report on Vendor
Invoice transactions. When the report displays there will be numerous
aging ‘buckets’, therefore Open Invoices will appear in more than one
bucket. The buckets are defined invoices that are both past and those
that are due at a future date. It is suggested that you customize the
report to display the aging buckets that are required for your analysis.
• Payment Allocation: This report displays all Payments that have been
allocated. You may select a Business Partner and Invoice. The report
will list the Payment or Cash Journal Line, Invoice, Payment
Allocation, Amount and any Write off or Discount. If a Payment has
not been associated with an Invoice, then the Invoice field will be
blank.
• Unreconciled Payments: This report displays all Payments that have
not been reconciled with a Bank Statement. There are no parameters
P a y m e n t s , R e c e i p t s a n d O p e n I t e m s : R e p o r t i n g o n O pe n I t em s 323
for this report. It will list the Payments, Invoices, Business Partners,
Dates and Amounts associated with the Payment.
Chapter 12 , Info and Reporting.
324 Payments, Receipts and Open Items: Reporting on Open Items

P ERFORMANCE A NALYSIS (A CCOUNTING )
...................................
11
.....
....................................................
INTRODUCTION
At the end of the day every business wants to know the same thing,
‘How much money did we make’. This number can differ based on the
accounting rules you employ. Compiere allows you to define multiple
Accounting Schemas and ‘GAAPS’ for a single client.
....................................................
ACCOUNTING SCHEMA
An Accounting Schema is a combination of a national accounting
standard (e.g. US GAAP), a Costing Method (e.g. accrual or standard)
and a currency. Compiere allows you to define multiple Accounting
Schema so you can maintain books for financial reporting and data for
management decision making in parallel. It also eliminates the
cumbersome tasks of conversion, transformation and consolidation of
foreign subsidiaries and allows for the easy separation of
management and legal reporting.
....................................................
ELEMENTS
Each Accounting Schema also defines the Elements which make up
the Account Combination to be used for GL transactions. Organization
and Account are required. Optionally you can also define Business
Partner, Product, Campaign, Project and others. Additionally,
Compiere allows you to define 2 User Defined elements to
accommodate unique business profiles. For example, if an Account
Schema defines Product and Business Partner as optional elements a
sample account combination would be 01-1200-2000-Brown.
• ‘01’ is the Organization HQ
• ‘1200’ is the Accounts Payable account element
• ‘2000’ is the Product Flower
• ‘Brown’ is the Business Partner Joe Brown Inc.
P e r fo r m a n c e A n a l y s i s ( Ac c o u n ti n g ) : I nt ro du ct i o n
PERFORMANCE ANALYSIS (ACCOUNTING)
General Ledger Parameters
The description displayed for this Account Combination would be: HQ-
Payables_Flower_Joe Brown Inc.
Figure 11.1
You do not need to worry about what elements to enter with each
transaction as Compiere generates all accounting transactions for you
automatically as the element values are derived from the transaction or
document.
.....................................................
GENERAL LEDGER PARAMETERS
Each Accounting Schema defines several parameters for General
Ledger processing. These include the type of error handling and
method of currency balancing to use. Additionally, the accounts used
for Retained Earnings, Inter-Company and Balancing are defined.
.....................................................
DEFAULT ACCOUNTS
Lastly, the Accounting Schema defines the default accounts to be used
for system generated transactions (e.g. accounting for AR Invoices).
These accounts are used as default values for Business Partners,
Products, Warehouse, Project, Bank, Taxes and Cash Book. These can
all be overwritten at the individual level but having these defaults
ensure that every transaction is properly accounted.
The objective is to generate all accounting transaction entries.
Consequently, all necessary accounts are predefined. For example, if
you sell a product, the revenue account defined for that product is
used. This allows you to define the accounts a single time and then you
do not have to be concerned with the accounting consequences when
entering documents.
326 P e r fo r m a n c e A n a ly s i s (A c c o u n ti n g) : G e n e r a l L ed g e r P a r a m et e r s
.....
Calendar and Period
.....................................................
CALENDAR AND PERIOD
Unlike typical accounting packages, Compiere does not include a
Calendar within its Accounting Schema. The Calendar in Compiere is
used for control and reporting purposes only.
.....................................................
POSTING
In Compiere, Posting can occur when a document is processed or it can
be done in a ‘batch’ mode when the application server is started. With
Compiere’s unique architecture you can also ‘reset’ the accounting for
all or part of your organization to accommodate changes made to default
accounts or accounting changes made for an organization. You can also
resubmit a posting if an error like a closed accounting period caused the
post to fail.
Important: For more information on the Application Server please refer
to http://www.compiere.org/support/install/index.htmlCompiere Support.
P e r f o r m a n ce A n a l y s i s ( A c c o u nt i n g ) : C a l e n d a r a n d P e r i o d 327
The Workflow
.....................................................
THE WORKFLOW
To get an overview of the Account Setup in Compiere double-click on
Performance Analysis < Accounting Rules < Accounting Setup. The W
in front of the menu item indicates that it is a Workflow:
Figure 11.2
You can easily review the steps to be carried out during the setup.
To navigate through the different steps and open the appropriate
window you can either double-click on the specific workflow icon or use
the workflow buttons.
This workflow demonstrates how to define the necessary records to
ensure proper Accounting.
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
Client has a one or many Calendars and all Organizations for that
Client use the same Calendars.
328 P e r fo r ma n c e A n a l ys i s ( A c c o u n t i n g ) : T h e Wo r k f l o w
.....
The Workflow
Use the Workflow buttons or double-click on the Calendar Year and

Period icon in the Workflow to open the Calendar Year and Period
window:
Figure 11.3
Use the Calendar tab to enter the Name and Description for this
Calendar and select the Active checkbox.
Click on the Year tab to enter the Years for your Calendar:
Figure 11.4
Enter the Year and Description for this Calendar and select the Active
checkbox.
P e r f o r m a n ce A n a l y s i s ( A c c o u nt i n g ) : T h e Wo r k f l o w 329
The Workflow
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:
Figure 11.5
Enter the Period and Name for this Period and select the Active
checkbox.
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 Client Info window.
.....
The Workflow
Click on the Period Control tab to update the Period Action for each
Period:
Figure 11.6
When a Period is created a record for each Document Type is created

for that period. 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.
Click on the Non Business Days tab to update the Non Business Days
for this Calendar:
Figure 11.7
The Workflow
Enter a Name and select a Date to indicate days that are not Business
Days. These Non Business Days will be used when determining
availablity for Resources.
For additional information on Resources, please refer to Chapter 16
Service.
Account Element
The Account Element window allows you to define the Account values
and parameters that will be used for Posting. The Account Element is
required in each Account Schema and all values to be used must be
defined here. When you initially install Compiere and import your
accounts the data in these windows will be populated including
Element Values and Trees. Most often you will use this window to add
new accounts, make changes to the parameters for specific accounts
or add element values for User Defined Elements.
Use the Workflow buttons or double-click on the Account Element icon
in the Workflow to open the Account Element window:
Figure 11.8
Use the Element tab to enter the Name and Description for this
Element and tick the Active checkbox. Select a Type of either Account
or User Defined. Optionally you can define a Value Format. This allows
you to specify the format that all Element Values must adhere to. It may
be variables, fixed values or specify numerics, alpha characters etc.
.....
The Workflow
Please refer to Online Help Help < Online for specific information on
coding this field.
Click on the Element Value tab to enter the Values for your Element:
Figure 11.9
Enter the Search Key, Name and Description for this Element Value and
tick the Active checkbox.
Select an Account Type of Asset, Liability, Revenue, Expense, Owners
Equity or Memo. The Account Type is used to determine what taxes, if
any are applicable and for validating payables and receivables for
Business Partners. If a Memo account type is used, then these amounts
are not used in determining if a journal is balanced. Select an Account
Sign of Debit or Credit to indicate the expected sign for this account.
Tick the Document Controlled checkbox if you want to prevent manual
posting to this account. Tick the Summary checkbox if this a summary
value to be used in a tree.
If the Summary checkbox is unticked, you need to select the appropriate
Balance Type checkboxes to control posting to specific balance types.
New Accounts are automatically added to the bottom of the tree (rolling
up to the top level). You can modify the roll up and summarization of the
accounts by dragging and dropping element values in the tree dialog.
The Workflow
Accounting Schema
The Accounting Schema window allows you to define the Accounting

Method and the Elements that will define the accounting structure.
While Account and Organization are required, other elements such as
Business Partner, Product, Project and Campaign can be included to
provide for more detailed tracking and reporting.
Note: After making any changes to an Accounting Schema you must
log off and log back on to the system to have the changes effective.
Use the Workflow buttons or double-click on the Accounting Schema
icon in the Workflow to open the Accounting Schema window:
Figure 11.10
Enter the Name and Description for this Accounting Schema and select
the Active checkbox. Select a GAAP (Generally Accepted Accounting
Principles), a Costing Method and a Currency.
The Accrual Checkbox is read only. Currently only accrual based
accounting is supported.
Select the Automatic Period Control checkbox if you want accounting
periods to be automatically opened. When selected additional fields will
display. History days defines the number of days prior to the current
date you can post to and Future days defines the number of days
following the current date that you can post to. The current date is
based on the system date. For example is the system date is May 10
.....
The Workflow
and History days is set to 20 and future days is set to 30, posting can
occur for transactions dated between April 20 and June 9. If left
unselected, each period must be opened manually for the appropriate
document types.
Enter the desired Element Separator to be used when displaying an
account combination.
Select the Use Account Alias checkbox if you want to define aliases for
your account combinations. Aliases provide an easy method to search
for and select account combinations.
Tick the Post Trade Discount checkbox if you want trade discounts
posted to an explicit account. If this is not ticked, trade discounts will be
deducted from product revenue.
Select the Correct Tax for Discount/Charges to indicate that the tax is to
be based on the discounted amount as opposed to the original amount.
Click on the Account Schema Element tab to enter the Elements that will
be used to comprise your Account Combinations:
Figure 11.11
Enter the Name and for this Account Schema Element and select the
Active checkbox.
Select a Type for this Element. Note that except for the User Defined, all
of these fields are present on documents. This is how Compiere
generates the accounting entries from documents.
Select the Balanced and Mandatory checkboxes to indicate that this
element should have these attributes. Using the Balanced feature allows
The Workflow
you to have a balanced set of books for an organization or project, for

example.
Enter a Sequence which will determine the order of the elements in the
account combination. Depending upon the Type selected you will be
prompted to select a default value. In the example above, because the
Type is Organization you must select an Organization.
Continue adding records until you have added all of the values desired
for your account combination.
Note: Account and Organization are mandatory elements. Generally,
the Account element will never be balanced.
Click on the General Ledger tab to enter the Account Combinations that
will be used for posting some Ledger specific entries:
Figure 11.12
Select the Active checkbox.

Tick the Use Suspense Balancing checkbox if you want out-of-balance
conditions in a journal to force post. The out-of-balance amount will
post to the Suspense Balancing Acct entered. Note that the Suspense
Balancing Acct appears only if the checkbox is selected.
Select the Use Suspense Error checkbox if you want error conditions in
a journal to force post. The transaction amount of the line in error will
post to the Suspense Error Acct entered. Note that the Suspense Error
Acct appears only if the checkbox is selected.
Select the Use Currency Balancing checkbox if you want out of
balance currency conditions to force post. An out of balance condition
.....
The Workflow
can occur due to rounding in when converting currencies. The out of

balance amount will post to the Currency Balancing Acct entered. Note
that the Currency Balancing Acct appears only if the checkbox is
selected.
Click on the Account icon to enter or change the Retained Earnings
Acct, Income Summary Acct, Intercompany Due to Acct, Intercompany
Due from Acct and PPV Offset Acct.
Figure 11.13
Note: This is one of the screens where you can enter an Alias for an
Account Combination if you have that feature enabled.
Note: All of these accounts must be defined even if they will not be used
(i.e. intercompany transactions will not be performed).
The Workflow
Click on the Defaults tab to enter the Default Accounts that will be used
for transactions if specific accounts are not defined:
Figure 11.14
To ensure that all required accounts are available, default accounts are
defined at the Accounting Schema level. These are the accounts that
are imported as part of the Initial Client Set Up.
You may update the accounts for Business Partners, Products,
Warehouse, Project, Bank, Tax, General and Cashbook if the ones
imported earlier are not the desired accounts.
.....
The Workflow
Figure 11.15
It is very important that these be set up properly as they will make the
definition of the accounting rules for other records in the system much
easier. For example, is you sell a Product, the revenue account defined
for the Product will be used. This account will default from the revenue
account defined for the Product Category defined for this product. The
revenue account for the Product Category in turn will default from the
revenue account defined for the Accounting Schema.
For example, when defining a new Product Category, the values on the
Accounting tab will default from the values entered in the Product
section on this window. Then, you only have to make changes for the
exceptional cases. Also, if a necessary account combination is missing
from a record, the appropriate value entered here will be used so that
posting may continue.
The Workflow
Use the Copy Accounts button with caution. It can be useful if you
change your accounting structure. As it will overwrite all accounts to
the default values, including individual settings, it should be used with
caution.
The following chart shows the accounts used for generated accounting
entries and where their default value is defined.
Default Accounts
Element Account Default

Business Partner / Receivables Business Partner
Customer Customer PrePayment Group
Business Partner / Liability Business Partner

Vendor Liability (Services) Group
Vendor PrePayment
Business Partner / Expense Accounting Schema

Employee Prepayment
Business Partner Receivables Accounting Schema

Group Customer PrePayment
Payment Discount Exp
Receivables Write-Off
Liability
Liability (Services)
Vendor PrePayment
Payment Discount Rev
Unrealized Currency Gain
Unrealized Currency Loss
Realized Currency Gain
Realized Currency Loss
Withholding
Not Invoiced Receipts
Unearned Revenue
Not Invoiced Receivables
Not Invoiced Revenue
.....
The Workflow
Product Revenue Product Category

Product Inventory
Product Cost Difference
Expense
Cost of Goods Sold
Product Category Revenue Accounting Schema

Product Inventory
Product Cost Difference
Expense
Cost of Goods Sold
Warehouse Inventory (Asset) Accounting Schema

Inventory Differences
Inventory Revaluation *
Project Project Asset Accounting Schema

Work in Progress
Tax Tax Due Accounting Schema

Tax Liability
Tax Credit
Tax Receivables
Tax Expense
Bank Cash In Transit Accounting Schema

Bank Asset
Bank Expense
Interest Expense
Interest Revenue
Unallocated Cash
Unidentified Cash
Settlement Currency Gain
Settlement Currency Loss
Revaluation Gain
Revaluation Loss
The Workflow
CashBook Cash Asset Accounting Schema

Cash Transfer
Cash Difference
Cash Expense
Cash Receipt
Withholding Withholding * Accounting Schema
Charge Expense Revenue Accounting Schema
GL Category
The GL Category window allows you to define optional categories to be

used in journal entries. These Categories can be used for grouping or
to refine reporting. A GL Category can be associated with a Document
Type and the value will be used on each journal entry that is generated
for that Document Type.
Use the Workflow buttons or double-click on the GL Category icon in
the Workflow to open the GL Category window:
Figure 11.16
Enter the Name and Description for this GL Category and select the
Active checkbox.
.....
The Workflow
Select a Category Type of Document, Manual or Import to indicate the

type of journal that this category will be used for.
Select the Default checkbox if this GL Category is to be used as the
default value for manual journal entries.
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.
Use the Workflow buttons or double-click on the Document Sequence
icon in the Workflow to open the Document Sequence window:
Figure 11.17
Enter the Name and Description for this Document Sequence and select
the Active checkbox.
If you want to manually enter the document number do not select the
Auto numbering checkbox.
If required, enter the Format that the document number must follow. This
defines a mask for the format of the number. See Online Help Help <
Online for specific instructions on coding this field.
Enter a Prefix and Suffix if desired to precede and follow the sequence
entered.
The Workflow
If you want the system to automatically assign the next number for the
document, select the Auto numbering checkbox. When this is selected
additional fields will display:
Select the Used for Record Id checkbox 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 Type
The Document Type window allows you to define any document that
will be used in the system. Each Document Type provides the basis or
rules for document processing as well as the name to be printed on the
document, the sequencing to use and the number of copies to print.
Use the Workflow buttons or double-click on the Document Type icon in
the Workflow to open the Document Type window:
Figure 11.18
.....
The Workflow
Use the Document Definition tab to enter the Name and Description for
this Document Type and select the Active checkbox.
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.
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.
Tick the Sales Transaction checkbox 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 indicates that when the Order is completed the
Shipment and Invoice will be generated, but only the Invoice will print.
Selecting Standard Order indicates that when the Order is completed no
additional documents are generated. Shipments and Invoices must be
generated using the a 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 checkbox is ticked to indicate that these documents
will have a sequence number. Enter the Document Sequence to control
the numbering of this Document Type.
Select the Printed checkbox if this document will be printed.
Select a Print Format if you want this document type to use a different
Print Format from that defined in the Print Forms. A Print Format entered
here will take precedence over any other Print Format defined.
Enter the number of Document Copies that should be generated when
this document type prints.
The following chart outlines the transactions that are associated with
each Document Type and which default values are used:
GL Journals
http://www.compiere.org/technology/information/accounting.htmlhttp://
www.compiere.org/technology/information/accounting.html
.....................................................
GL JOURNALS
In most instances there will be no need to enter manual GL Journals.
Unlike most system, Compiere automatically generates and posts the
accounting consequences or Journals for every document processed.
Therefore, there is no need to enter journals to record inventory moves
or product sales.
Some instances that will require manual journals include Fixed Asset
Depreciation, Year End, Budgets, Payroll, etc. In these situations you
will enter your Journals using the GL Journal Window or using Journal
Import. For more information on Import please refer to Chapter 17 ,
Utilities.
To create or change a GL Journal open the GL Journal window by
double-clicking on Performance Analysis < Performance Measurement
< GL Journal. The icon in front of the GL Journal menu items indicates
Figure 11.19
346 P e rf or m an ce An a l y s i s ( A cco u nt i ng ) : G L J o u r n a l s
.....
GL Journals
A Journal Batch define a single or multiple Journals to be processed. If

provides Control Totals to ensure the Journals contained in the Batch
are accurate.
Enter Document No or allow the system to default one for you. Enter a
Description for this Journal Batch and select the Active checkbox.
Select a Posting Type of Actual, Budget or Statistical to indicate where
the journal should be posted to.
Select a GL Category. This can then be used in reporting on Journals.
Select a Document Date to indicate the date of this Journal Batch and an
Account Date to indicate the date to be used for the accounting
transactions.
Select a Period for this Journal Batch. In most cases the period will
coincide with the Account Date except when posting to an Adjustment
Period.
Select a Currency for this Journal Batch.
Enter a Control Total for this Journal Batch if desired. The system will
ensure that all Debits and Credits balance and equal this Control Total
before the batch can be processed.
The Total Debit and Total Credit fields are reference fields that are
system maintained.
P e rf or m an ce An a l y s i s ( A cco u nt i ng ) : G L J o u r n a l s 347
GL Journals
Click on the Journal tab to enter the Journals that comprise this batch.
Figure 11.20
Select an Accounting Schema this journal will post to. Unlike the
automated Journals generated from documents a manual journal
effects only a single Accounting Schema.
Enter a Document No for this Journal or let the system default a value
for you. Enter a Description if desired.
The Posting Type, GL Category, Document Date, Account Date, Period
and Currency will default for the Journal Batch, but you can change
them if desired.
Select a Document Type from the list of valid document types with a
document base type of GL Journal.
Enter a Control Amount for this Journal if desired to ensure the
planned amounts are entered.
Total Debit, Total Credit and Document Status are reference fields that
are system maintained.
.....
GL Journals
Click on the Journal Line tab to enter the lines for this Journal.
Figure 11.21
Enter or accept the default Line No. Enter a Description for this Journal
Line if desired.
Select the Combination selection box to display the Account
Combination selection window.
Figure 11.22
GL Journals
Enter an Alias for an Account Combination or select the desired

element values. You can save a new combination here or select an
existing combination. Once you have the desired combination select
the OK button to return to the Journal Line window.
Figure 11.23
Enter either Source Debit or Source Credit amount. The Accounted

Debit and Accounted Credit will display the amount converted to your
Accounting Currency for the Accounting Schema for this Journal.
Because the Journal Currency is the same as the Accounting Currency
the amount is the same.
Finally enter a UOM and Quantity if desired for this Journal Line.
.....
GL Journals
When you have entered your Journal Lines return to the Journal Tab to
Complete the Journal.
Figure 11.24
Select the Complete button to complete the Journal.

Once the Journal has a Document Status of Completed the Posted
button is displayed.
Figure 11.25
Note: The Not Posted/Posted button will only be displayed if your

Preferences indicate it.
You can also process an Journal Batch. After entering all of the Journals
for a Batch, select the Journal Batch tab and select the Process Batch
button. This will Complete all Journals in the Batch.
Generated Accounting Entries
.....................................................
GENERATED ACCOUNTING ENTRIES
Documents in Compiere automatically generate the appropriate
accounting entries. This allows for just a minimum of manual journals
entries to be completed and reduces the opportunities for errors. The
accounting entries use the default accounts defined throughout the
system.
All entries are posted to the Actual balance type. All entries generated
from reversing a document are posted on the same side (i.e. Dr/Cr) but
with a reversed sign to ensure proper Debit and Credit totals.
For more information on default accounts please refer to the
Accounting Schema section previous in this chapter.
Sales Related Tr ansact ions
Transaction Account Dr Cr
Customer Receivables Invoice Total
Invoice
Tax Due (per tax rate) Tax Amt
Product Revenue (per Line Amt
line)
Customer Receivables Credit Memo

Credit Memo Total
Tax Due (per tax rate) Tax Amount
Product Revenue (per Line Amt
line)
Payment Bank In Transit Receipt Amt

Receipt
UnAllocated Cash Receipt Amt
Payment UnAllocated Cash or Receipt Amt

Allocation Cash Transfer
Discount Exp Discount Amt
352 P e r f o r m a n c e A na l y s i s ( A c c o u n t i n g ) : G en e r a t ed A c c o u n t i n g E nt ri e s
.....
Write-Off Write-Off
Amt
Tax Due (per tax rate) Tax Amt
Realized Gain/Loss Loss Amt Gain Amt
Receivables Assigned Amt
Bank Bank Asset Statement

Statement Amt
Bank Charge Charge Amt
Tax Credit / Expense Tax Amt
Bank Interest Interest Exp Interest Rev
Bank In Transit Receipt Amt
Material Related Transactions
Vendor Product Inventory Product Cost
Receipt
Not Invoiced Receipts Product Cost
Customer Product Cost of Goods Product Cost

Shipment Sold
Product Inventory Product Cost
Invoice Not Invoiced Receipts Product Cost

Matching
Invoice Price Variance Difference Difference
Amt Amt
Merchandise Purchases Invoice Price
PO Matching Purchase Price Variance Difference

Amt
P e r f o r m a n c e A na l y s i s ( A c c o u n t i n g ) : G en e r a t ed A c c o u n t i n g E nt ri e s 353
Purchase Price Variance Difference
Offset Amt
Inventory Product Inventory Product Cost

Move
Product Inventory Product Cost
Inventory Product Inventory Product Cost or Cost

Count
Inventory Difference or or Cost Product Cost
Charge
Inventory Product Inventory Lower Cost or

Revaluation* Price
Difference
Inventory Revaluation Lower Cost or
Price
Difference
Vendor Tax Credit/Expense (per Tax Amt

Invoice tax rate)
Merchandise Line Amt
Purchase(per line)
Payables Total Amt
Vendor Credit Payables Total Amt

Memo
Product Expense (per Line Amt
line)
Tax Credit/Expense (per Tax Amt
tax rate
Payment Payment Selection Payment Amt

Bank In Transit Payment Amt
Payment UnAllocated Cash or Payment Amt

Allocation Cash Transfer
354 P e r f o r m a n c e A na l y s i s ( A c c o u n t i n g ) : G en e r a t ed A c c o u n t i n g E nt ri e s
.....
Discount Revenue Discount Amt
Tax Credit (per tax rate) Tax Amt
Realized Gain/Loss Loss Gain
Liability Assigned Amt
Bank Bank Charge Charge Amt

Statement
Tax Credit/Expense Tax Amt
Bank Interest Interest Exp Interest Rev
Bank In Transit Payment Amt
Bank Asset Statement
Amt
* This functionality may not be available in the current release.
P e r f o r m a n c e A na l y s i s ( A c c o u n t i n g ) : G en e r a t ed A c c o u n t i n g E nt ri e s 355
Base Accounting Rules
Pr oject Related Transact ions
Issue to Project WIP or Asset (Direct) Cost
Project
Inventory / Labor (Direct) Cost
Customer Product Cost of Goods Project Cost

Shipment Sold
Project WIP Project Cost
Project Asset Asset Project Cost

Complete
Project Asset Project Cost
.....................................................
BASE ACCOUNTING RULES
There are several Base Accounting Rules in Compiere. These rules
cannot be modified or over-ridden as they protect the integrity of the
system. They ensure balanced accounting entries.
• Transactions must be balanced. If a transaction is not balanced and
suspense balancing is not enabled, then the transaction is rejected
and will not post. If suspense balancing is enabled, an additional
entry is created using the suspense account.
• Accounts used in transactions must be balanced. If all accounts
used in a transaction are not valid and suspense error is not
enabled, then the transaction is rejected. If suspense error handling
is enabled, the account in error is replaced with the suspense error
account.
• Conversion to the accounting currency must be complete. If the
document currency cannot be converted to the accounting currency,
then the transaction is rejected.
• The accounting period must be open for posting. If the accounting
date is in a closed period for the document type, then the transaction
is rejected. If the period is then opened, the transaction can be
resubmitted.
356 P e r fo r ma n c e A n a l y s i s ( Ac c o u n ti n g ) : B a s e A c co un ti n g R u l es
.....
Reporting on Accounting
• All currencies used in a transaction must be balanced. If a currency is

not balanced (generally due to rounding), the difference it posted to
the currency balancing account (if enabled) or to the largest balance
sheet account.
• For Multi-Org transactions, the appropriate due to and due from
accounts for each organization are used.
.....................................................
REPORTING ON ACCOUNTING
Accounting details and balances. Like all reports in Compiere, you can
Accounti ng Fact Report s
The available reports on Accounting Facts can be found in the Menu

under Performance Analysis.
• Accounting Fact Details: This report displays the details of
transactions that have posted. You may select an Accounting
Schema, Organization, Account Date range, Period, Account,
Business Partner, Product and Tax transactions.
• Accounting Fact Daily: This report displays the details of transactions
that have posted summarized by Accounting Date. You may select an
Accounting Schema, Organization, Account Date range, Period,
Account, Business Partner, Product and Tax transactions.
• Accounting Fact Period: This report displays the summary of
transactions that have posted. The amounts are summarized by
period based on the Calendar defined for the Client. You may select
an Accounting Schema, Organization, Account Date range, Period,
Account, Business Partner, Product and Tax transactions.
P e r f o r m a n c e A n a l y si s ( Ac c o u n ti ng ) : R ep or ti n g on A cco u nti ng 357

Reporting on Accounting
358 P e r fo r ma n c e A n al y s i s ( Ac c o u n ti ng ) : R ep or ti n g on A cco u nti ng

I NFO AND R EPORTING
...................................
12
.....
....................................................
INTRODUCTION
This Chapter describes the Standard Reporting features in Compiere.
The following features are supported: Info, Reporting (Window Report,
Document Print, Custom Reports) and Financial Reports (Report Line,
Report Column).
....................................................
THE INFO
The Info is a window which gives you all information which is available
on a specific element. This window can be called in every window via
Menu < View:
Figure 12.1
For the Product, Business Partner and the Account, the Info can be
called via Shortcuts (Ctrl-I, Ctrl-Shift-I and Ctrl-Alt-I respectively).
I n f o a n d Re p o r t i n g : I nt ro du ct i o n
INFO AND REPORTING
List Reporting
Figure 12.2
For the Product and the Business Partner, the original window can be
opened via the Zoom function, which is called by clicking the right
mouse button when you are in the Product or Business Partner field.
You can also view the transactions carried out for a specific Product or
Business Partner. When you are in the Business Partner or Product
window and you select a row, the History Records button (middle one
on the lower left) is enabled:
Selecting it will pop up a screen with all invoice transactions.
.....................................................
LIST REPORTING
List Reporting is initiated by clicking on the Report button on the toolbar
or by pressing Alt-P:
Figure 12.3
This brings up a viewer with a initial layout, which can be tailored to

match your requirements.
360 I n fo a n d R e p o r ti n g : L i s t R ep or ti n g
.....
INFO AND REPORTING
List Reporting
The Report offers two features:

• Drill-down
• Drill-across
The Drill-down feature is used by clicking on the underlined lines.
Double-click on one of them to create a Report for that specific element
or item:
Figure 12.4
If you double-click on Plum Tree a report on the product Plum Tree will
display.
The Drill-across features is available ‘where used’. You select the data
you want to ‘Drill to’ from the Drill drop down list at the top of the Report
window and then double-click on the line you want to use as the source
of the drill.
I n f o a n d R ep o r ti n g : L i s t R ep or ti n g 361
INFO AND REPORTING
List Reporting
If you select Inventory Transactions from the Drill drop down and
double-click on Plum Tree a report on all inventory transactions for the
product Plum Tree will display
The Report also offers a search facility, which is identical to the window
search. Either click on File < Find record, use the Ctrl-F shortcut or
click on the Find record button on the toolbar.
Figure 12.5
Click on the Page Setup button on the Report toolbar to set up the
orientation of your Report:
362 I n fo a n d R e p o r ti n g : L i s t R ep or ti n g
.....
INFO AND REPORTING
List Reporting
Figure 12.6
Click on the Print button on the Report toolbar to set up the printing
options for your Report:
Figure 12.7
I n f o a n d R ep o r ti n g : L i s t R ep or ti n g 363
INFO AND REPORTING
Customizing Reports
Click on the Export button on the Report toolbar to export your data to
the following formats: Excel CVS, HTML, XML, Postscript and PDF.
Figure 12.8
.....................................................
CUSTOMIZING REPORTS
Compiere allows you to customize your Report and adapt it to your
needs. You can change the following elements:
• Display Order
• Sort Order
• Format Item
--Field, Image, Text, Print Format
--Alignment% Width/Height
--Calculate Sum - Average - Count
--Group by (requires Order by sorting)
Pr int Format
Open the Print Format window to customize your Report by clicking on

General Rules, Printing or click on the Customize Report button on the
toolbar of the Report.
364 I n fo a n d R e p or ti n g : C u s t o m i z i n g R e p o r t s
.....
INFO AND REPORTING
Customizing Reports
Note: When you open the Print Format using the menu option you must
close and reopen your report to see the changes that were made. If you
open the Print Format using the Customize Report button your report will
be re-displayed with the changes made when you close the Print
Format.
Figure 12.9
Print Format
Figure 12.10
You see the Name of the Report, which corresponds to the Table in
which the field resides.
The Report View field indicates the view which is used to generate this
report.
I n f o a n d R e p or ti n g : C u s t o m i z i n g R e p o r t s 365
INFO AND REPORTING
Customizing Reports
Deselect the Form checkbox to print a columnar List report. Tick it to

print a Form. Customizing Forms will be discussed in the next section,
Customizing Forms. A form has individual elements with layout
information (example: invoice, check). A columnar list report has
individual columns (example: list of invoices or inventory lines).
The Print Table Format determines Fonts, Colors of the printed Table.
Tick the Standard Header/Footer checkbox to indicate that the standard
Header and Footer is used. If you do not want to use the standard
header, it must be explicitly defined.
The Print Paper defines Size, Orientation and Margins of the
document.
The Print Font is the Font used for printing. The Print Color is the Color
used for printing.
The Copy/Create buttons allows you to copy an existing Print Format or
create a new Print Format from a Table.
Display Order
Move to the Display Order tab to change the Display order of the
elements on it and adapt it to your needs:
.....
INFO AND REPORTING
Customizing Reports
Figure 12.11
To add an element to the Report, click on it in the list of the Available

Choices and move it to the Sequence list by clicking on the Right arrow.
Change the sequence of an element by selecting it and using the Up and
Down arrows. To remove an element from the Report select it and click
on the Left arrow. Save your changes. The changes will be immediately
effective in your Report.
Sort Order
Move to the Sort Order tab to change the Sort Order and adapt it to your
needs:
INFO AND REPORTING
Customizing Reports
Figure 12.12
To add an element to the Record Sort No field, click on it in the list of

the Available Choices and move it to the Record Sort No field by
clicking on the Right arrow. Change the Record Sort No of an element
by selecting it and using the Up and Down arrows. To remove an
element from the right side select it and click on the Left arrow. Save
your changes.
You would only insert fields which you need to be sorted, for example
the Line No or the Quantity Count.
Format Item
Move to the Format Item tab to see which elements are on your Report.
The items listed correspond to the Sequence list in the Display Order
tab:
.....
INFO AND REPORTING
Customizing Reports
Figure 12.13
INFO AND REPORTING
Customizing Reports
Select an item to display the Single Record.
Figure 12.14
The Sequence indicates the order of this Format item.

Change the Print label if you want another term to be shown on your
Report.
The Printed checkbox indicates if this column will display and print on
the Report.
Tick the Suppress Null checkbox to indicate that this column won’t be
displayed if there are no values in it. If only a single field has no value,
the field won’t be displayed (and printed).
The Format Type tells you what format the element has, for example,
Field, Image, Text, Print Format.
.....
INFO AND REPORTING
Customizing Reports
You have several options to format your element: Enter the Maximum
Width of the element in 1/72 of an inch (point). If the value equals zero
(0), there is no width restriction.
Tick the Fixed Width checkbox to indicate that the Column has a fixed
width independent from the content.
Enter the Maximum height of the element in 1/72 of an inch (point). If
the value equals zero (0), there is no height restriction.
Select the One Line Only checkbox to indicate that only one line is
printed. If the column has a width restriction, the text is broken into
multiple lines. If One Line is selected, only the first line is printed.
Select a Print Color to indicate which Color is to be used for printing the
value in the element.
Select a Print Font to indicate which Font used for printing the value in
the element.
Tick the Order by checkbox to indicate that the records are ordered by
the value of this column. If a column is used for grouping, it needs to be
included in the sort order as well.
The Record Sort No determines in what order the records are displayed.
Use the Group by field to group different elements. Grouping allows to
print sub-totals. If a group changes, the totals are printed. Group by
columns need to be included in the sort order.
Select the Calculate Sum checkbox to indicate that the total sum the
data is to be calculated if the field is numeric. If not, the total sum length
of the field will be calculated.
If the Calculate Sum checkbox is selected, the Running Total checkbox
will be displayed. Select this checkbox to indicate that running totals
should be displayed. Enter the Running Total Lines to indicate the
number of lines to print on the report before displaying a Running Total
Select the Calculate Count checkbox to indicate that the total number of
NOT empty elements is to be calculated (maximum is the number of
lines).
Select the Calculate Minimum checkbox to indicate that the minimum
value is to be displayed.
Select the Calculate Maximum checkbox to indicate that the maximum
value is to be displayed.
INFO AND REPORTING
Customizing Forms
Select the Calculate Mean checkbox to indicate that the average of the
data is to be calculated if the field is numeric. If not, the average length
of the field will be calculated.
Select the Calculate Variance checkbox to indicate that the variance of
the data is to be calculated if the field is numeric. The variance is
calculated as the average of the square differences of the rows of data
and their mean.
Select the Calculate Deviation checkbox to indicate that the deviation
of the data is to be calculated if the field is numeric. The deviation is
calculated as the average of the square root of the variance.
If you select Field as your Format Type you will have to indicate
whether the Image is attached. If not, enter the Image URL. The image
is not stored in the database, but retrieved at runtime. The image can
be a GIF, JPEG or PNG file.
Item Translation
Click on the Translation tab to enter a translation for your item/element.
indicate it.
.....................................................
CUSTOMIZING FORMS
Compiere allows you to customize your Forms. Compared to a
columnar list report, a Form has individual elements with layout
information. An example would be an Invoice or a Check.
372 I n f o an d R e p o r t i n g : C u s t o m i z i n g Fo r ms
.....
INFO AND REPORTING
Customizing Forms
Customize Invoice
Select the Form you want to customize and click on the Print button. As
an example you would open your Invoices by clicking on Requisition-to-
Invoice, Invoice (Vendor). Select an invoice to customize:
Figure 12.15
Use the Data Grid toggle to Switch to the Single Record and click Print.
This calls the Invoice and displays how it will actually be printed. Note
that in your Preferences the Always Preview Print checkbox has to be
ticked. Otherwise the document will print directly.
I n f o an d R e p o r t i n g : C u s t o m i z i n g Fo r ms 373
INFO AND REPORTING
Customizing Forms
Figure 12.16
.....
INFO AND REPORTING
Customizing Forms
To customize your Invoice click on the Customize Report button on the

toolbar. That, again, will call the Print Format window:
Figure 12.17
The Name of the Report is now ‘Invoice Header’, which corresponds to

the Table in which the field resides.
The Report View field indicates the view which is used to generate this
report.
The Form checkbox is ticked now to indicate that it is a Form. Unticking
it indicates that a columnar list report with individual columns is being
created (example: list of invoices or inventory lines). See section above,
Customizing Reports.
The Print Table Format, which is now ‘Standard Document’ determines
Fonts, Colors of the printed Table.
The two fields Header Margin and Footer Margin tell you the distance
from the top/bottom of the printable page to the beginning/end of the
main content in 1/72 of an inch (point).
Tick the Standard Header/Footer checkbox to indicate that the standard
Header and Footer is used. If you do not want to use the standard
header, it must be explicitly defined.
The Printer Name defines the printer to be used for this Print Format. It
takes precedence over the printer selected when logging on.
The Print Paper defines Size, Orientation and Margins of the document.
INFO AND REPORTING
Customizing Forms
The Print Font is the Font used for printing. The Print Color is the Color
used for printing.
The Copy/Create button allows you to copy an existing Print Format or
create a new Print Format from a Table.
Note: If you are not satisfied with the layout of your document and want
to start again, you refresh the Print Format Forms (e.g. Invoice formats)
from Templates. To do this, you have two options:
Option A)
• Open the Print Format window and select a Print Format from the
data grid.
• Delete the Lines(!) of the Form you want to refresh (you cannot
delete the Format itself as it is still referenced)
• Click on the Copy/Create button and select the Template
• Rename
Option B)
• Create a new Print Format - choose any table/name
• Click on the Copy/Create button and select the Template
• Rename
• Go to Print Form and select your new Format
• You can delete the old Print Format
Display and Sort Order

The Display Order and Sort Order tabs are used in the same way as in
the section above, Customizing Reports.
In this case, the only Record you would normally use for sorting would
be the Document No.
.....
INFO AND REPORTING
Customizing Forms
Format Item / Changing the Logo

The element you would need to change in the Format Item tab is the
Logo. Open the tab and select the Logo record:
Figure 12.18
INFO AND REPORTING
Customizing Forms
Use the Data Grid toggle to switch to the Single Record for Logo:
Figure 12.19
The Name now defaults to Logo, the Format Type to Image. To use an
attached image tick the Image attached checkbox. (Attached images
are not currently supported.) The image to be printed on the document
is stored in the database as an attachment to this record. The image
can be a GIF, JPEG or PNG file.
Then click on the Attachment button on the toolbar and then on the
Load button in the Attachment window, that opens:
.....
INFO AND REPORTING
Customizing Forms
Figure 12.20
Select a GIF, JPEG or PNG file and click OK.

To use an image which is not stored in the database, untick the Image
attached checkbox and enter the URL of image. Now the image will be
retrieved at runtime. The image can be a GIF, JPEG or PNG file and
click OK.
Note: The URL needs to be the path to a file on the web server.
For an explanation on the other fields see the Section above,
Customizing Reports.
Item Translation
Click on the Translation tab to enter a translation for your item/element.
indicate it.
Print Form
The forms that are used for different Documents are defined in Print
Form. The Initial Client Set up defines the forms to use for all
INFO AND REPORTING
Customizing Forms
Organizations for the Client but you can define specific forms to use for
each Client.
To create, modify or delete Print Forms in Compiere double-click on
General Rules < Printing < Print Form. The icon in front of the menu
item indicates that it is a window:
Figure 12.21
This window defines all the Print Formats to be used for different
document types. In this example all Orders (Sales and PO, regardless
of Order Type) will use the Order Header Print Format.
If you want to use a different Format for any of all of the documents for
a specific Organization, create a new record or copy this record. Make
sure you select a specific Organization and a unique name. Then select
the desired Print Formats. Print Forms defined at an Organization level
override any Forms defined at a System (*) level.
Pr int Format
There may be instances where you required a unique Print Format for a
Document Type. For example, you have defined a new Document Type
for Orders for Government facilities. It follows all of the processing
rules as a Standard Order, uses a specific numbering sequence. To
accomplish this you must do the following:
• Define a new Document Sequence
• Define a new Document Type
• Define a new Print Format
.....
INFO AND REPORTING
Customizing Forms
• Select the new Print Format for the Document Type

Document Sequence and Document Type were discussed in
Chapter 11 ,Performance Analysis (Accounting).
Once you have defined the new Print Format return to the Document
Type Window double-clicking on Performance Analysis < Accounting
Rules < Document Type. The icon in front of the menu item indicates
that it is a window:
Figure 12.22
In this window you would select the new Print Format and Document
Sequence. A Print Format defined here takes precedence over a Print
Formats defined in Print Forms. The decision path is as follows
1 Print Format defined for Document Type
2 Print Format defined in Print Forms for that specific Organization
3 Print Format defined in Print Forms for the System
Customizing Hi nt s and Tips
• The best way to create a new table based Report is to copy an

existing Print Format and then make the desired changes.
INFO AND REPORTING
Customizing Forms
• If you are modifying a Print Format and need to return to the

templates to start again you have 2 options:
1. From the existing Print Format
•Select the Print Format

•Delete the Lines(!) of the Form you want to ‘refresh’. You cannot
delete the format itself as it is still referenced.
•Click on the Copy/Create button and select the Template.
•Rename the Print Format
2. From a new Print Format
•Create new Print Format (give it any name)

•Click on the Copy/Create button and select the Template
•Rename the Print Format
•Go to Print Form and select the new Print Format
•You can now delete the old Print Format as it is no longer
referenced.
• If you want to define specific Print Formats for an Organization’s
documents, do not define the Print Format in the Document window.
Instead, define the Print Format for each Organization.
• Print Format used for Invoices are selected in the following way:
•Defined for the Business Partner
•Defined for the Document Type
•Defined in Print Format for a specific Organization
•Defined in Print Format for all Organizations (*)
• Print Format used for all other documents are selected in the
following way:
•Defined for the Document Type
•Defined in Print Format for a specific Organization
•Defined in Print Format for all Organizations (*)
.....
INFO AND REPORTING
FInancial Reporting
.....................................................
FINANCIAL REPORTING
Financial Reports are used to generate controlling reports like Balance
Sheet and Income Statement. They are comprised or 2 distinct entities,
Report Column Set and Report Line Set. These two entities are
combined to generate a Financial Report. This definition allows you to
combine entities to produce new reports. For example, if you have
defined a Report Line Set that includes your Expense accounts you can
use that with a Report Column Set that has Current Period Actual and
Current Period Budget to rate expense based on budget or with a Report
Column Set that has Current Period Actual and Prior Period Actual and
Last Year Actual to compare against historical data.
Report Column Set
The Report Column Set is the window where you define the data that will
appear as columns in your report. Generally this will be amount
information like Current Period or Year to Date, but it could be any
dimension available for a given Organization. To open this window,
double-click on Performance Analysis < Financial Reporting < Report
Column Set. The icon in front of the menu item indicates that it is a
window:
Figure 12.23
I n f o a n d R ep o r t i n g : F In a n c i a l R e p o r t i n g 383
INFO AND REPORTING
FInancial Reporting
The Report Column Set Tab defines and identifies the columns of a
Financial Report. Click on the New Record button to create a Report
Column Set. Enter a Name and a Description if you like.
The Copy Columns button allows you to copy columns from an existing
Report Column Set. You may choose this option if you are creating a
new Report Column Set that is similar to an existing one. When you
select the Copy Columns button you will be prompted to select an
existing Report Column Set from which to copy.
Save your record prior to moving to the Report Column Tab
Figure 12.24
The Report Column Tab defines the columns for the report. Enter a
Name, which will appear as the column heading in your report and a
Description.
The Sequence entered will determine the order the columns will display
in.
Select a Posting Type of Actual, Budget or Statistical.
Select an Amount Type, for example Period Balance or Period Debit
Only.
Select a Column Type of Relative Period, Calculation or Segment.
When Relative Period is selected, the Relative Period field will display
in which you enter a numeric offset from the current or reporting period.
For example, if you want to have a column which displays the previous
384 I n f o a n d R e p o r t i n g : F In a n c i a l R e p o r t i n g
.....
INFO AND REPORTING
FInancial Reporting
period balance, enter a -1. If you want to display the current period
enter a 0. If Calculation is selected, the Calculation, Operand 1 and
Operand 2 fields display allowing you to define the type of calculation
and the columns to use in the calculation. If Segment Value is selected
then the Type field is displayed allowing you to select the Segment to
use and also the specific value. You would use this option if your report
was to display Business Partners as columns and Products as lines, for
example.
Select the Is Printed check box if you want this column to print on your
report. This allows you to suppress the printing of columns used in
calculations.
Report Line Set
The Report Line Set is the window where you define the data that will
appear as lines in your report. Generally this will be Accounts, Products
or Business Partner, but it could be any dimension available for a given
Organization. To open this window, double-click on Performance
Analysis < Financial Reporting < Report Line Set. The icon in front of
the menu item indicates that it is a window:
Figure 12.25
The Report Line Set Tab defines and identifies the lines of a Financial
Report. Click on the New Record button to create a Report Line Set.
Enter a Name and a Description if you like.
The Copy Lines button allows you to copy columns from an existing
Report Line Set. You may choose this option if you are creating a new
Report Line Set that is similar to an existing one. When you select the
INFO AND REPORTING
FInancial Reporting
Copy Lines button you will be prompted to select an existing Report

Line Set from which to copy.
Save your record prior to moving to the Report Line Tab
Figure 12.26
The Report Line Tab defines the lines for the report. Enter a Name and
a Description which will both appear on your report.
The Sequence entered will determine the order the lines will display in.
Select a Line Type of either Calculation or Segment Value. If
Calculation is selected, the Calculation, Operand 1 and Operand 2
fields display allowing you to define the type of calculation and the lines
to use in the calculation. If Segment Value is selected then the Posting
Type and Amount Type fields display. Generally these fields would be
left blank. You would select values here if your report was to display
amounts as line items as opposed to columns.
Select the Is Printed check box if you want this line to print on your
report. This allows you to suppress the printing of lines used in
calculations.
.....
INFO AND REPORTING
FInancial Reporting
Save your record prior to moving to the Report Source Tab
Figure 12.27
The Report Source Tab defines and identifies the source values to be
used in a Financial Report. Click on the New Record button to create a
Report Source. Enter a Name and a Description if you like.
Select a Type. The list of values will be those valid dimensions for an
Organization. The Type selected will determine the remaining field on
this tab. For example, if Business Partner is selected as the Type, then
a field for selection of a Business Partner will display. If Account is
selected as the Type, then a field for selection of an Account will display.
Both Child and Parent (or Summary) values are valid selections.
INFO AND REPORTING
FInancial Reporting
Fi nancial Report
Financial Report is the window where you select the Report Column
Set and Report Line Set that will be used to generate your Financial
Report. To open this window, double-click on Performance Analysis <
Financial Reporting < Financial Report. The icon in front of the menu
item indicates that it is a window:
Figure 12.28
The Financial Report window defines the high level parameters for a
Financial Report as well as the columns and lines. Click on the New
Record button to create a Financial Report.
Select an Accounting Schema and Calendar from the list boxes. This
will provide the high level parameters for your Financial Report.
Enter a Name to appear at the top of your report. Enter a Description if
you like.
Select a Report Line Set and Report Column Set from the drop down
list boxes.
Select the List Sources check box if you want to list the sources for
each line. If you have chosen summary level entities as your sources
in the Report Line Set then selecting this checkbox will display all child
entities. Deselecting this checkbox will show just the summarized
information.
.....
INFO AND REPORTING
FInancial Reporting
If you have selected the List Sources check box you can also select the
List Transactions check box. This will list the individual transactions that
were used to generate the source amounts. Generally this would be
used only for investigating anomalies.
Finally, click the Create Report button to generate your report. You will
be prompted to enter additional parameters for your report.
Figure 12.29
You can select any parameters you want. They will limit what appears
on your report. It also allows you to make a more general report and
then customize for a specific purpose using parameters. For example,
You can define a generic report for all Business Partners and then
generate the report for a specific Business Partner by selecting it in the
parameters window.
Click the OK button to create the report
INFO AND REPORTING
FInancial Reporting
Figure 12.30
Your report is displayed in the Report Viewer. A Print Format is

automatically generated the first time a Financial Report is generated.
You can modify the print format by selecting the Customize Report
button. For more information on Customizing Reports refer a previous
section in this chapter.
Fi nancial Reporting Hi nt s and Tips
• When defining your line and column sets, leave spacing between
sequence numbers so lines or columns can be easily inserted at a
later time.
.....
INFO AND REPORTING
Statement of Account
• If you select a Posting Type in both the line set and column set make
sure they are not mutually exclusive. Records must meet all
selections to be included. For example if your line set has a Posting
Type of Actual and your column set has a Posting Type of Budget
then no records will be selected.
• If you select a Line Type of Calculation in Report Lines then the
Report Source would be blank.
• You can create a heading with a blank line in a report by entering a
Name and Sequence No in the Line Type and leaving the remaining
fields blank. Again, no Report Source is entered.
• If you do not select a Period in the Parameter window, the current
period is used.
• Any Parameters entered will appear at the top of the report.
• The Print Format is generated the first time a report is run. You can
modify it to make cosmetic changes to your report. The Print Format
will be re-created when the Line Set or Column Set changes.
• If there have been recent postings select the Update Balances check
box to insure that all transactions are included.
.....................................................
STATEMENT OF ACCOUNT
The Statement of Account Report displays the beginning balance,
transactions and ending balance for an account for a specific period. It
displays the document which the transaction refers to as well as the
date. It can be used for account analysis to determine how amounts
have moved in and out of an account.
I n f o a n d Re p o r t i n g : Stat em en t of A cc o unt 391

INFO AND REPORTING
To create a Statement of Account double-click on Performance

Analysis < Financial Reporting < Statement of Account. The icon in
front of the menu item indicates that it is a report:
Figure 12.31
392 I n fo a n d Re p o r t i n g : Stat em en t of A cc o unt

.....
INFO AND REPORTING
Select the Start button to begin the report creation process. The
following dialog appears for the entry of the Statement of Account
parameters.
Figure 12.32
Select an Accounting Schema to define the Currency and Account

structure use.
Select a Period or Account Date range for the Statement of Account. If
no Period or Account Date range is entered the current period is used.
Select an Organization, Account, Business Partner, Product, Project,
Activity, Sales Region and Campaign as desired to restrict the data
returned in the Statement of Account.
Select the Update Balances checkbox to ensure that any recent postings
are included.
Select the OK checkbox to generate the Statement of Account.
I n f o a n d Re p o r t i n g : Stat em en t of A cc o unt 393

INFO AND REPORTING
394 I n fo a n d Re p o r t i n g : Stat em en t of A cc o unt

T HE M ULTI ’ S
...................................
13
.....
....................................................
INTRODUCTION
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 checkbox 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
• Explicit Product Costs
Compiere currently support Explicit Transactions.
....................................................
MULTIPLE CURRENCIES
Compiere fully supports the use of multiple currencies. The Multi-
Currency functionality comprises three aspects:
T he M u l t i ’s : I nt ro du ct i o n 395
THE MU LTI’S
Multiple Currencies
• 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:EUR does
not generate a EUR: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
396 T he M u l t i ’s : M ul ti pl e C u rre nci e s

.....
T H E M U L T I ’S
Multiple Currencies
Mult i-Currency Processes
Compiere currently supports Currency Conversion.The Currency

Conversion is carried out when a Report is requested in a different
Currency.
Curr encies and Curr ency 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:
Figure 13.1
Enter the ISO Code, the Currency Symbol and a Description.

Information on the ISO code can be found at
t/rec/rec09en.htm.
Enable your Currency by ticking the Active checkbox.
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 checkbox is used to indicate if the country for this
currency is a member of the European Economic Union.
The Euro Currency checkbox is ticked to indicate that this currency is
the Euro Currency.
T he M u l t i ’s : M ul ti pl e C u rre nci e s 397

THE MU LTI’S
Multiple Currencies
Select the Accounting tab if you want to define specific accounts for
Realized and UnRealized Gains and Losses for this currency.
Figure 13.2
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 htis 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.

.....
Multiple Currencies
Save your entries, then go to the Conversion Rates tab:
Figure 13.3
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
found in General Rules < System Rules < Currency Rate.
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.

THE MU LTI’S
Multiple Currencies
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 Client. 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 Client, 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 Client 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 found
in General Rules < System Rules < Currency Type:
Figure 13.4
Enter a Search Key and Name for this Currency Rate.

If desired enter a Description.
Tick the Active check box if this Currency Rate is active.

.....
Multiple Currencies
Tick 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 found
in Material Management < Discount Schema:
Figure 13.5
The Discount Schema will determine the Conversion Rate Type to be

used as well as the Conversion Date.

THE MU LTI’S
Multiple Currencies
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 found in Material Management < Price List:
Figure 13.6
Select the Currency for this Price List in the Currency field. Then, build
your Price List as usual.
For more information on Price Lists please refer to Chapter 6 Pricing.
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.
Figure 13.7
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

.....
Multi Lingual
Conversion Rates used, please 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 Documents
In a multinational business situation you might want to send out your

documents in the Language of your Business Partner.
T h e Mu lt i’s : M ul t i L i n g u a l 403
THE MU LTI’S
Multi Lingual
The basic steps for printing Documents (e.g. Invoices) in a different

language are as follows:
• Create the new Language and Verify it
• Optionally translate the general system using the Language Pack.
• Translate Document Types, Payment Terms, Products, etc.
• In Window Client, enable Multi Lingual Documents and select your
default language.
• For the Business Partner, make sure that the language is the
language of your choice (one that has been set up)
• Print your documents.
You must have logged in under the Systems Administrator Role, Client
System to be able to see and enter all language information:
You need to enable the Multi-Lingual Documents checkbox on the
Client level.
Figure 13.8
404 T h e M u l t i ’s : M ul t i L i n g u a l
.....
Multi Lingual
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 General Rules < System Rules < Language to open the
Language window:
Figure 13.9
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.txthttp://www.ics.uci.e
du/pub/ietf/http/related/iso639.txt.
Enter the uppercase two-letter alphanumeric ISO Country Code
according to
t/rec/rec03en.htm)
The Base Language checkbox indicates that the system information is
maintained in this language. The System Language checkbox indicates
that the windows, tabs, etc. are maintained in this Language. Select this
checkbox 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. Please notify 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 Verify Languages button to verify that the translation
creates missing translation records. Start this process after creating a
THE MU LTI’S
Multi Lingual
new language. It will create new records by copying the base language
entries.
.....
Multi Lingual
Of course, you also have to translate your product entities themselves,

i.e.
• Product Description
• 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.
The Workflow
To set up a new language follow the Language Setup workflow:
Figure 13.10
THE MU LTI’S
Multi Lingual
Double-click on the Language icon to open the Language window. Here

you enter your new language (see Fig. 12.4).
Double-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.
Figure 13.11
.....
Multi Lingual
Double-click on the Messages icon to open the Message window. Select

the Message used in a a particular Window, Form or Process and enter
the translation.
Figure 13.12
Double-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.
Figure 13.13
THE MU LTI’S
Multi Lingual
Double-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.
Figure 13.14
Double-click on the Form icon to open the Form window. Forms are
special windows, such as Initial Client Setup or Material Transactions.
Translate the Name, Description and Help for your forms.
Figure 13.15
.....
Multi Lingual
Double-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.
Figure 13.16
THE MU LTI’S
Multi Lingual
Double-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.
Figure 13.17
If you will be performing a Translation, please refer to the following link

for more details.
http://www.compiere.org/technology/multi/translation.html
.
R EQUESTS
...................................
14
.....
....................................................
INTRODUCTION
This Chapter describes the Request functionality. Please note that
some of the processes depicted in these graphics have not been fully
implemented.
Figure 14.1
Requests : Intro ductio n 413

REQUESTS
What is a Request?
Figure 14.2
.....................................................
WHAT IS A REQUEST?
A Request in Compiere is information from a specific source (email,
phone, etc.), which is recorded in your system and needs to be tracked
and followed up by a certain transaction, an offer or a sales order, for
example. A Request can be delegated to others.
It can be linked to a Business Partner, Project, Product, Order, Invoice,
Payment, etc. If there are problems with a certain Product or Invoice,
you link it to a request and follow it up.
414 Re q u e s t s : W h a t i s a R e q u e s t ?
.....
REQUESTS
The Workflow
.....................................................
THE WORKFLOW
To get an overview of the Request Setup in Compiere double-click on
General Rules < Client Rules < Request Setup. The W icon in front of the
menu item indicates that it is a Workflow:
Figure 14.3
R e que sts : T h e Wo r k f l o w 415

REQUESTS
The Workflow
This workflow demonstrates how to define a Request.
Check Client Setup
Use the Workflow buttons or double-click on the Check Client Setup

icon in the Workflow to open the Client window:
Figure 14.4
You need to have a mail server and an email address from which the
requests and notifications are sent. Use the Request Management area
in the Client window to enter your values in the SMTP Mail Host and the
Request Email fields. Emails for alerts and escalation are sent from this
email address. The address must be fully qualified (e.g.
joe@company.com) and should be a valid address.
If your email server requires authentication before sending emails, tick
the SMTP Authorization field. (In this case users are required to define
their Email User ID and Email User Password in the User window.)
If you define Request User and a Request User Password, requests are
read from the mail user’s Request Folder and imported into the system.
If this field is left empty, the default mailbox (INBOX) will be used.
416 R e q u e s ts : T h e Wo r k f l o w
.....
REQUESTS
The Workflow
Check Users
Use the Workflow buttons or double-click on the Check Users icon in the
Workflow to open the User window:
Figure 14.5
Use the User window to ensure that your users have an Email address
and a Supervisor assigned. The Supervisor indicates who will be used
for forwarding and escalating issues for this user.
Enter an Email User ID. The Email User ID in the Mail System is usually
the string before the @ of your email address. This field needs to be
entered if the mail server requires authentication to send emails. Enter
the Email User Password of your Email User ID. This field is required if
the mail server requires authentication to send emails.

REQUESTS
The Workflow
Check Business Part ners
Use the Workflow buttons or double-click on the Check Business

Partners icon in the Workflow to open the Business Partner window.
You can send emails to Business Partners. Therefore, make sure that
all your User/Contacts have valid email addresses. Use the URL field
to enter an Internet address for the Business Partner.
Open the Contact tab and enter the Email address in the corresponding
field:
Figure 14.6
.....
REQUESTS
The Workflow
Request Processor
The Request Processor window allows you to define different processes

and the frequency and timing of these Processes.
Use the Workflow buttons or double-click on the Request Processor icon
in the Workflow to open the Request Processor window:
Figure 14.7
Enter a Name for the Request Processor and tick the Active checkbox.
Enter a Frequency Type of Day, Hour or Minute. Use the Frequency
field to indicate how often the Request is to be processed.
The Alert after Days overdue field indicates the number of days overdue
after which an email Alert will be sent after. If this field is set to zero, no
alert is sent.
The Escalate after Days overdue indicates that the item will be
escalated and assigned to the supervisor after the number of days
overdue.
The Supervisor indicates the person to be used for forwarding and
escalating issues for this user. If no other user is found, the items are
assigned to the supervisor.
In the Status area, the Date last run displays the date the process was
run the last time. The Date next run displays the date the process will
run the next time.
Click on the Run Processor Now button to run this request processor
immediately, over-riding the defined Frequency.

REQUESTS
The Workflow
Use the Routing tab to define the sequence of keywords and to whom
the web and mail requests should be routed to:
Figure 14.8
The Request Type is used for processing and categorizing requests.

Options are Account Inquiry, Warranty Issue, etc. You can define
Request Types in the Request Type window in Partner Relations > Web
> Request Type.
Enter a Keyword. The case insensitive keyword is used for matching. If
there are two words, both words must exist.
Request
The Request window is used to define a request and track any request
assigned to you.
.....
REQUESTS
The Workflow
Use the Workflow buttons or double-click on the Request icon in the

Workflow to open the Request window:
Figure 14.9
The Request tab defines any Request submitted by a Business Partner

or User. The Request Type displays the Request type selected by the
submitter. The Text Summary for this Request allows free form text
entry of a recap of this request. These fields are mandatory.
The Due Type indicates if this request is Due, Overdue or Scheduled.
The Priority indicates the importance of this request.
The Escalated checkbox indicates that this request has been escalated
or raised in importance.
In the Action area you find the following fields:

REQUESTS
The Workflow
The Action Type indicates the method of action taken (Email, Call,
Close, Reminder, Transfer). The Result field indicates the result of any
action taken on this request. The Date next action is next scheduled
Date for an action to occur for this request.
Use the Process Requests button to process your requests.
The Reference area is used to associate a request with an existing
document, record. Any or al of these fields may be populated. The is
area is comprised of the following fields:
The Business Partner is the person with whom you transact. This can
include Vendor, Customer, Employee or Salesperson. The Partner
Contact is the contact name of a person associated with this Business
Partner.
The Project ID is a user defined identifier for a Project associated with
this request. The Sales Order ID is a unique identifier of a Sales Order.
It would be used if this request was associated with a specific Sales
Order. The Invoice ID identifies an Invoice Document. The Product field
identifies an item which is either purchased or sold in this organization.
The Payment is a unique identifier of a payment. The Request Amount
indicates any amount that is associated with this request. For example,
a warranty amount or refund amount. The Web Request field is
populated when a Request was received from Web Inquiries. The
Campaign defines a unique marketing program which is associated
with the request. Projects can be associated with a pre defined
Marketing Campaign.
The History area displays the following fields:
The Date Last Action indicates the last time an action occurred for this
request. The Last Result is the result of the last contact made. The
Created By User is the person who created this request. The Created
field shows the date this request was created. The Updated By field
displays the user who updated this request. The Updated field shows
the date that this request was updated.
.....
REQUESTS
The Workflow
The Action History tab displays any actions which have been taken for a
Request. The fields in this window correspond to the fields in the
Request tab and display the historical data for your actions.
Figure 14.10
This tab is read only.

.

REQUESTS
The Workflow
P ROJECTS
...................................
15
.....
....................................................
INTRODUCTION
This Chapter describes Projects and how they are used in Compiere.
In Compiere a Project is a process that is undertaken which may
involve multiple phases and steps. They may also require resources
from multiple areas. Using Projects you can track the status and
progress of Service Projects, Order Project, Sales Opportunities etc.
Please note that there are generally two aspects to Project
Management, Financial and Scheduling. Compiere concentrates on
the Financial aspects, providing the resulting accounting entries. It
does provide some high level scheduling of resources but should not
be confused with resource loading, timing and overall planning.
The following graphic depicts the entities associated with Projects.
Figure 15.1
• The Project Type defines the standards (quantities, products, tasks)

for a Project.
• The Project is the actual work document. Start and End date, Actual
products, quantities, amounts.
Projects : Introduction
PROJECTS
Introduction
• A Project may have Phases and Tasks (e.g. Software

Implementation Project) or it may have Lines (e.g Sales Funnel)
• Projects may generate Orders. Orders and Expense Reports may
update Projects.
• Project Cycles allow for reporting across Projects.
For any given scenario or Project you will not use all Entities.
All of these entities will be discussed in more detail in the following
sections.
426 Proje c ts : Introduction

.....
PROJECTS
The Workflow
.....................................................
THE WORKFLOW
To get an overview of the Project Setup in Compiere double-click on
Project Management < Project Setup and Use. The W in front of the
menu item indicates that it is a Workflow:
Figure 15.2
You can easily review the steps to be carried out during the setup.
To navigate through the different steps and open the appropriate
window you can either double-click on the specific workflow icon or use
the workflow buttons.
P ro je ct s : T he Wo r kf l ow 427
PROJECTS
The Workflow
This workflow demonstrates how to define the necessary records to

ensure Projects are properly defined.
Pr oject Type
The Project Type window defines the types of Projects, the Phases in a
Project and the Steps in a Phase. The Project Type can be used for
multiple projects. It allows you to define standards for your Projects.
Use the Workflow buttons or double-click on the Project Type icon in
the Workflow to open the Project Type window:
Figure 15.3
Enter a Name, Description and Help/Comment to define this Project

Type
428 P ro je c t s : T he Wo r kf l ow
.....
PROJECTS
The Workflow
Click on the Standard Phase tab to define the Standard Phases for this
Project Type.
Figure 15.4
Switch to the single record view:
Figure 15.5
Enter a Sequence, Name, Description and Help/Comment for this

Standard Phase.
Tick the Active check box to indicate that this Standard Phase is active.
Select a Product, if appropriate that is associated with this Standard
Phase. If a Product is selected you must enter a Standard Quantity. You
can invoice for Projects at either the Phase or Task level. If you define a
PROJECTS
The Workflow
product at the Phase level, any products defined at a Task level will be
ignored for Invoice creation. If you want to charge customers a fixed
price for a Phase (e.g. Evaluation) then you would define the product
here.
Enter as many Standard Phases as necessary for this Project Type.
Click on the Standard Task tab to define Standard Tasks for this
Standard Phase.
Figure 15.6
The Standard Task tab defines the individual steps or events that will
occur for this Phase. Again, define a Sequence, Name, Description and
Help/Comment.
Tick the Active check box to indicate that this Phase is active.
Similar to the Phase tab, you may select a Product and Standard
Quantity. Be aware that if the Phase has a product defined, any
products defined on the Standard Task tab will be ignored during
Invoice creation.
Enter as many Standard Tasks as necessary for this Phase. Project
Cycle
The Project Reporting window defines the Steps or sub groupings of
phases that you want to report on. For example, if you are reporting on
a Presales Project you may want to combine the Initial Contact and
Initial Qualification phases.
.....
PROJECTS
The Workflow
Use the Workflow buttons or double-click on the Project Reporting icon

in the Workflow to open the Project Reporting window:
Figure 15.7
The Project Cycle tab identifies the Steps or Statuses of multiple

Projects that you want to report on, comparing where they are at specific
stages.
Enter a Name and Description. Tick the Active check box to indicate
that this Project Cycle is active.
Select a Currency from the drop down list box. This is the currency that
will be used when reporting on this Project Cycle. The actual Project
may be in a different currency.
Select the Step tab to define the Steps for this Project Cycle.
Figure 15.8
PROJECTS
The Workflow
Select a Sequence to indicate the order of the Steps. Tick the Active
check box to indicate this Step is active.
Enter a Name for this Step.
The Relative Weight allows you to report based on probabilities. For
example, if you have a 1:10 chance in closing a contract when it is in
the prospect stage and a 1:2 chance when it is in the contract stage,
you may put a weight of 0.1 and 0.5 on those steps. In the Cycle
Report, you then could see, which stage is less or more compared to
the other steps. This is an alternative method for a funnel or measures
completion of your project.
Select the Phase tab to define the Phases for this Project Cycle Step.
Figure 15.9
The Products for all Phases will be accumulated when reporting on this
Step. This allows you to include phases for different projects and
compare them.
Pr oject (Service)
The Project (Service) window defines the actual Project. These

Projects will be tracked via documents (e.g Orders). Use the Project
(Service) window for projects that include time and materials and have
definitive Phases and Tasks.
.....
PROJECTS
The Workflow
Use the Workflow buttons or double-click on the Project (Service) icon in

the Workflow to open the Project (Service) window:
Figure 15.10
The Project (Service) tab defines the overall Project.

Enter a Name for this Project. It is the only required field.
Enter a Description and Note. Tick the Active checkbox to indicate that
this is an active Project.
Select the Set Project Type button to copy the Standard Phases and
Tasks into this Project.
PROJECTS
The Workflow
You will be prompted to select a Project Type to use as a basis:
Figure 15.11
Select a Project Type and click the OK button. This will copy all Phases
and Tasks from the Project Type to the new Project. This ensures
consistency and standards across Projects.
The Project Type field has now been populated. Select a Project
Phase.
Enter a Contract Date and Finish Date to be used for reference.
Enter the appropriate information in the Reference Area. This
information will be used if an Order is generated from this Project. The
Order Reference field is a system maintained field and is populated
when an Order is created from this Project. You may want to use a
specifically defined Project Price List and Payment terms that differs
from the Business Partner default.
Enter the Planned Amount, Quantity and Margin.
If you tick the Commitment check box you should enter the Committed
Amount, Committed Quantity and indicate if the Commitment is
Ceiling.
The History area is system maintained and is updated as Invoices are
created for this Project. Any Invoice that contains this Project will
update these entries.
Select the Copy Lines button if you want to copy lines from and existing
Project to this Project. It will not duplicate Phases or Tasks. It will only
insert Phases and Tasks that do not exist.
Select the Create Order button to generate an Order from this Project.
If products have been entered at the Phase level then they will be used
to generate the Order Lines. Products entered at the Task level will
only be used if no Products are defined at the Phase level.
.....
PROJECTS
The Workflow
Click on the Phase tab to update the Phases for this Project:
Figure 15.12
Each Phase has been copied from the Project Type selected.
Enter a Start Date and End Date (if the Phase is completed) and tick the
Complete check box.
If Products and Quantities have been defined in the Project Type they
would display here. You can update them as appropriate.
Select the Generate Order button if you want to create an Order for this
Phase. The Sales Order field will be updated by this process.
PROJECTS
The Workflow
Click on the Task tab to update the Tasks for this Project Phase:
Figure 15.13
The Task tab identifies the individual Tasks that must be completed in
each Phase. Enter or update the Description and Help/Comments.
Enter a Product and Quantity. These will be used for Orders if
Products are not defined at the Phase level.
Click on the Accounting tab to view/update the Accounting Rules for
this Project Task:
Figure 15.14
.....
PROJECTS
The Workflow
The Accounting Tab defines the GL Accounts that will used to generate
journal transactions for Project Assets and Work in Process.
For more information on Accounting, please refer to Chapter 11 ,
Project (Order)
The Project (Order) would be used for those Projects which do not
contain distinct tasks (e.g Sales Queue or Funnel). The Project will be
tracked via Documents (Sales Orders).
To create or change a Project open the Project (Order) window by
double-clicking on Project Management < Project (Order). The icon in
front of the Project (Order) menu items indicates that it is a window.
Figure 15.15
This Project (Order) window is identical to the Project (Service) screen.
PROJECTS
The Workflow
The only exception is this window contains a Work Order checkbox. In

a future release, when Work Order is ticked it will restrict the deletion of
Project Lines.
When you select Set Project Type, make sure you select a non-service
Project Type. These Project Types would contain Phases but not tasks.
The Set Project Type will update the Project Type field and will
populate the Project Phase drop down list box.
Figure 15.16
Click on the Line tab to Create Lines for this Project (Order)
Figure 15.17
The Line Tab defines all of the products associated with this Project. In
the case of a PreSales Project it would be the products that the
salesperson predicts will be sold to this customer. In the case of a
.....
PROJECTS
The Workflow
Work Order Project, it would be the products necessary for completing

this Work Order.
Enter a Line No and Description.
Select a Product and Product Category for this Line.
Enter a Planned Price, Quantity, Amount and Margin for this Product.
The Invoiced Amount, Invoiced Quantity, Sales Order and Purchase
Order will be updated as Invoices, Sales Orders and Purchase Orders
are created which reference this Project. Project Issue will be updated
as lines are issued to this Project.
Select the Get Price button if you have not entered a Planned Price. The
following dialog will appear.
Figure 15.18
Select the OK checkbox to retrieve the Standard Price for this Product
on the Price List entered for this Project. If no Price List is entered an
error message will appear.
PROJECTS
The Workflow
The Project Line is now updated with the Standard Price. The List
Price, Standard Price and Limit Price are displayed in the message
area for reference. The Price can be manually adjusted as required.
Figure 15.19
For information on the Accounting Tab refer to the Project (Service)

section in this chapter.
After you have created the lines for the Work Order Project you can
create Purchase Orders for a line or lines in the Project.
.....
PROJECTS
The Workflow
To create a Purchase Order from this Project double-click on Project

Management < Generate PO from Project. The icon in front of the
Generate PO from Project menu item indicates that it is a process.
Figure 15.20
Select the OK check box to start the process.
Figure 15.21
Select the Project to generate this PO for.

Select a specific Project Line for this PO. Leave this selection blank to
generate a PO for all Project Lines.
Tick the Consolidate to one Document checkbox to create a single PO
for all products. Leave this check box unticked to create a PO per
product.
Select the OK checkbox to create the Purchase Order.
PROJECTS
The Workflow
When the process has completed a message dialog will be displayed

indicating the quantity orders and the Purchase Order number.
Figure 15.22
The Purchase Order created can then be maintained and processed as

any other Purchase Order.
For additional information on Purchase Orders please refer to
Chapter 7 , Purchasing.
Issues t o Projects
Products and Services will be used during the life cycle of a Project.
Some products may be purchased specifically for the Project, while
other products may be taken from available inventory stock. Resource
usage may be tracked via Expense Reports. In Compiere, these items
and their associated costs are ‘Issued’ to a Project. Issuing to a Project
will affect the overall Project Costs in the following manner.
• Material Issued from a Material Receipt is booked at the PO Price
• Material Issued from Inventory is booked at the Current Cost Price
• A Resource Issued from an Expense Report is booked at the
Expense Amount.
.....
PROJECTS
The Workflow
To Issue items to a Project double-click on Project Management < Issue

to Project. The icon in front of the Issue to Project menu item indicates
that it is a process.
Figure 15.23
This process allows you to issue material to a Project. This can be from
a Material Receipt or Inventory. Resources may be issued to a Project
from an Expense Report.
PROJECTS
The Workflow
Select the OK checkbox to start the process.
Figure 15.24
Select the Project this Issue is for.

Select a Shipment/Receipt if this issue is from an Order created for this
Project.
Select an Expense Report if this issue is for a Resource used for this
Project.
Select a Locator if this issue to from available Inventory. You can
optionally enter a Movement Date. If no date is entered the current date
is used.
Select a Project Line that this issue is to fulfill. If no Project Line is
selected, a new Project Line is created.
Select the Product that is to be issued.
If the product has an Attribute Instance, select the appropriate value
here.
Enter a Movement Quantity to indicate the quantity to be issued.
Enter a Description if desired.
.....
PROJECTS
The Workflow
Select the OK button to complete the process.
Figure 15.25
A message dialog is displayed indicating the issue was created.

If you now return to the Project a new line has been created. This is
because we did not select a Project Line when executing the Issue to
Project process.
Figure 15.26
A line for the Azalea Bush has been created and the Project Issue field
in the History section has been updated.
PROJECTS
The Workflow
Select the Issues tab to see specific information for this Issue.
Figure 15.27
This tab is read only and supplies historical information for this specific
issue.
Pr oject Cycle Repor t
The Project Cycle Report generates a Report on the Status of one or

more Projects. It uses the Project Cycles to determine the Phases to
report on. The relative weights entered for each Project Phase will be
used in the report.
Use the Workflow buttons or double-click on the Project Cycle Report
icon in the Workflow to open the Project Cycle Report window:
.....
PROJECTS
The Workflow
When you select the Project Cycle Report the following dialog displays:
Figure 15.28
Click the Start button to begin the Report generation Process.

The following parameter dialog is displayed.
Figure 15.29
Select the Project Cycle to report on and click the OK button.
PROJECTS
The Workflow
The Project Cycle Report is displayed.
Figure 15.30
Accounting Schema
The Accounting Schema defines the account elements that will be

used. If you want to track Projects in documents (Sales Orders,
Invoices, Expense Reports), then you must enable it as an Account
Element.
Use the Workflow buttons or double-click on the Accounting Schema
icon in the Workflow to open the Accounting Schema window:
Figure 15.31
.....
PROJECTS
The Workflow
The Account Schema Element tab defines the Elements that comprise
the fully qualified GL Account. If you want to reference Projects in
Orders, Invoices or Expense Reports you must enable it here.
If you make changes to the Account Schema you must log off and back
onto Compiere for the changes to take effect.
For more information on the Account Schema please refer to
PROJECTS
The Workflow
S ERVICE
...................................
16
.....
....................................................
INTRODUCTION
This Chapter describes the Service features in Compiere. Resources
can be defined and sold. Resources are a type of Product, similar to a
Service except they are limited. A Consultant or a Maintenance Bay
would be considered Resources. Like other Products, Resources can
be used in Invoices and Projects. Expense Reports allow you to
capture the time spent on Projects, Campaigns, or billable time. They
also can generate re-imbursement invoices for your employees or
consultants as well as bill your customers for time and materials.
....................................................
EXPENSE TYPES
Expense Types must be defined prior to entering an Expense Report.
When an Expense Type is created the corresponding Product is also
created. Like all Products, Expense Types must have a price to be
used on an Expense Report. To create, change or delete an Expense
Type open the Expense Type window by double-clicking on Service <
Expense Type. The icon in front of the Expense Type menu items
Figure 16.1
Service : Introductio n
SERVICE
Expense Types
Use the Expense Types tab to define the general properties of the
Expense Type. Enter a Search Key (or the system will default one for
you), Name and a Description.
Tick the Active checkbox to indicate that this Expense Type can be
used.
Select the appropriate UOM and tick the Invoiced checkbox if this
Expense Type will be invoiced to Customers.
Select a Product Category and Tax Category. You may want to define
a unique Product Category for Expenses. For more information on
these fields refer to Chapter 5 , Products.
Click on the Expense Product tab to enter or update Product
information for this Expense Type
Figure 16.2
All of the fields on this tab are the same as on the Product window. Two
fields to note here are the Product Type must be Expense Type and the
Sold checkbox must be ticked.
452 S e r v i c e : E x p e n s e Ty p es
.....
SERVICE
Resources
Click on the Price tab to enter or update Price information for this
Expense Type
Figure 16.3
The Price tab can be used to enter the Price for this Expense Type on
your Price Lists or you can generate prices for your Expense Types as
you would any other Product. First you would enter would update the
Purchasing tab for this Expense Type in the Product Window. Then you
would use the Discount Schema and Price List functionality. For more
information on Products and Price Lists refer to Chapter 5 , Products
and Chapter 6 , Pricing.
To enter your prices here select a Price List Version and tick the Active
checkbox.
Enter a List Price, Standard Price and Limit Price.
Use the Accounting tab to enter or update Accounting information for
this Expense Type. For more information on Accounting please refer to
.....................................................
RESOURCES
Resources identify services that are limited in availability. For example,
a consultant may be available Mon. - Fri. from 9:00 am to 6:00 pm.
Services are a Product and like all other Products they must appear on a
Price List if they are to be invoiced to customers. There are two steps to
defining Resources. First you define a Resource Type and then the
actual Resources.
Service : R es ources 453

SERVICE
Resources
Resource Type
The Resource Type window defines the general classifications for a

Resource, the Product Category, UOM and how the time will be
booked.
To create, change or delete an Resource Type open the Resource
Type window by double-clicking on Service < Resource Type. The icon
in front of the Resource Type menu item indicates that it is a window.
Figure 16.4
Enter a Search Key or let the system default one for you.
Enter a Name and Description and tick the Active checkbox so this
Resource Type may be used when defining Resources.
Select a UOM. This is the UOM that will print on Invoices. Tick the
Allow UOM Fractions checkbox if appropriate.
Select a Product Category and Tax Category.
Tick the Single Assignment only check box if Resources of this type
cannot be double booked or have overlapping bookings.
454 S e r vi ce : R es ources
.....
SERVICE
Resources
If you tick the Time Slot checkbox then the Slot Start and Slot End time
fields display. Enter the start and end times that Resources of this type
may be booked.
If you tick the Day Slot check box then the days of the week fields
appear. Tick the days that Resources of this type may be booked.
Resour ce
The actual Resources that will be booked are defined in the Resource
window. Many of the fields are familiar as they are the same as the
Product window. Remember that a Resource is also a Product.
To create, change or delete an Resource open the Resource window by
double-clicking on Service < Resource. The icon in front of the Resource
Figure 16.5
Enter a Search Key or let the system default one for you.
Enter a Name and Description and tick the Active checkbox to indicate
that this Resource may be used.
Select a Resource Type to define the time and days this Resource may
be booked.
If appropriate select a User/Contact for this resource. This may be used
if your Resource is a specific employee.
Enter the Warehouse/Service Point for this Resource.
Tick the Available checkbox if this Resource is currently available.

SERVICE
Resources
To enter any days that this resource is not available, select the
Unavailablity tab
Figure 16.6
Enter the Date From and Date To and any Description for each
instance of unavailability.
.....
SERVICE
Resources
Click on the Resource Product tab to define or modify specific product

fields for this Resource.
Figure 16.7
All of the fields are the same as found on the Product Window. For more
information on Products please refer the to Chapter 5 , Products.

SERVICE
Resources
Click on the Price Tab to define prices for this Resource.
Figure 16.8
Again, this tab is the same as the Price tab in the Product window. You
can define your prices here or generate them with Price Lists. For more
information on Price Lists please refer to Chapter 6 , Pricing.
Click on the Accounting tab to display the accounting information for
this Resource.
Figure 16.9
.....
SERVICE
Resources
For more information on the Accounting information please refer to

Chapter 11 , Performance Analysis (Accounting)
Click on the Assignment tab to view all Assignments for this resource.
Figure 16.10
This display only window shows all assignment for Resource. These
Assignments can be generated from Sales Orders, Invoices, Expense
Reports and Projects.
A Resource may be used on a Sales Order.
Figure 16.11

SERVICE
Resources
An Order Line may have either a Product or a Resource. To select a

Resource click on the Resource field. The Resource Info window
displays.
Figure 16.12
Select a Resource Type and Resource in addition to a Date to show

availability for the Resource.
.....
SERVICE
Resources
Click on an available time slot to schedule the Resource.
Figure 16.13
Enter the Quantity (in this example number of hours) and a Name and
Description if you want.

SERVICE
Expense Report
Click the OK checkbox to return to the Order Line window.
Figure 16.14
The Product field now displays Mary Consultant (the Resource). The
Resource Assignment displays the date, start time and duration. The
Description displays the description entered in the assignment and the
Ordered Quantity displays the number of hours.
The Unit Price and List Price have defaulted from the Price List.
The same procedure is followed for entering Resources in Projects and
Invoices.
.....................................................
EXPENSE REPORT
Use Expense Reports to record the time spent on Projects or
Campaigns, Re-imbursable expenses to Employees or Consultants and
billable charges to Customers.
To create, change or delete an Expense Report open the Expense
Report window by double-clicking on Service < Expense Report. The
462 S e r v i c e : Expe nse Re por t

.....
SERVICE
Expense Report
icon in front of the Expense Report menu items indicates that it is a

window.
Figure 16.15
The Expense Report tab identifies the Business Partner this Expense
Report is for and the high level parameters for the Expense Report.
Enter a Document No or let the system default a value for you.
Select a Business Partner from the drop down list box. The Business
Partner must be an Employee and must have a valid location.
The Report Date defaults to the date entered when logging into
Compiere. It can be over written.
Select a Price List to be used when creating the AP invoice for re-
imbursing expenses.
Lastly, enter a Warehouse/Service Point for any Products or Services
used in the Expense Report.
S e r v i c e : Expe nse Re por t 463

SERVICE
Expense Report
Click on the Report Line tab to enter the line items for this Expense
Report.
Figure 16.16
The Expense Report Line is the detail for each expense item.
Enter a Line No and Expense Date. Tick Invoiced check box if this line
will be billed to a Customer. The Time Report check box is not used at
this time.
Select either a Product or Resource Assignment and enter a Quantity.
The Expense Amount is updated based on the Price List entered in the
Expense Report tab. If there is a value in this field (other than 0) then
the Expense will be reimbursed. The Invoice Price only displays if the
Invoiced check box is ticked. It is the price that will be charged to your
customer. You can enter a price here or when the Sales Order is
created it will be priced based on the Price List for the Customer. The
Time Type field is not used at this time.
Enter Description or Note if desired. This information will be carried
over to the Sales Order and AP Invoice.
464 S e r v i c e : Expe nse Re por t

.....
SERVICE
Invoicing Expenses
If you have selected the Invoiced check box you must enter a Business
Partner in the Reference area. This is the Customer to be billed.
Optionally, you may enter a Campaign, Project, Project Phase and
Project Task to further identify the source of this expense.
When all Expense Lines have been entered return to the Expense
Report tab. Select the Process Expenses button to generate Expenses
to be Invoiced and Expenses (not reimbursed).
.....................................................
INVOICING EXPENSES
Once you have completed and processed your Expense Report the next
step is to review the Expenses that will be invoiced and to create the
Sales Orders for each Business Partner.
Expenses t o be Invoiced
The Expenses to be Invoiced window displays the expenses that have

been processed and will be billed to Customers.
To review Expenses to be Invoiced open the Expenses to be Invoiced
window by double-clicking on Service < Expenses to be Invoiced. The
icon in front of the Expenses to be Invoiced menu items indicates that it
is a window.
Figure 16.17
The Customer tab displays the Name of the Customer for whom the
Sales Order will be created. The Price List and Payment Term default
Service: Invoicing Expenses 465

SERVICE
Invoicing Expenses
from the Business Partner window, Customer tab. You may change
these values if desired. For more information on Business Partners
please refer to Chapter 3 , Business Partners.
Click on the Report Line tab to review and update the line items for
these Expenses to be Invoiced.
Figure 16.18
The fields on the Report Line tab are the same as on the Expense
Report Line tab. You can update the following fields: Invoice Price,
Campaign, Project, Project Phase and Project Task.
Create Sales Order
The Create Sales Order from Expense process will generate Sales
Orders for the selected Business Partners.
To start the Create Sales Order from Expense process double-clicking
on Service < Create Sales Order from Expense. The icon in front of the
466 Service: Invoicing Expenses

.....
SERVICE
Invoicing Expenses
Create Sales Order from Expense menu items indicates that it is a

process.
Figure 16.19
Select the Start button to start the process.

The following parameter window displays.
Figure 16.20
Select a Business Partner to restrict the creation of Sales Orders to a

specific Business Partner, or leave it blank to create Sales Order for all
Business Partners with billable expenses.
You may also select a Expense Date range or leave it blank.
Select the OK button to create the Sales Order(s).
Service: Invoicing Expenses 467

SERVICE
Expense Reimbursement
When the process has completed the following message box will
appear.
Figure 16.21
The message box will display the number of Sales Orders created
along with the Date and Sales Order number.
The Sales Order that is created will be in a Drafted status.You can
modify the Sales Order if necessary. You must Complete the Sales
Order for any processing to occur.
.....................................................
EXPENSE REIMBURSEMENT
Once you have completed and processed your Expense Report you
should review the Reimbursable Expenses for your employees and to
create AP Invoices for each employee.
Expenses (not reimbur sed)
The Expenses (not reimbursed) window displays the expenses that

have been processed and will be reimbursed to your employees.
To review Expenses (not reimbursed) open the Expenses (not
reimbursed) window by double-clicking on Service < Expenses (not
468 S e r v i c e : Expe nse Re im bur sem en t

.....
SERVICE
reimbursed). The icon in front of the Expenses (not reimbursed) menu

items indicates that it is a window.
Figure 16.22
When an Expense Report is Processed one record is created for the

Business Partner entered on the Expense Report tab. If there is an
existing record for that Business Partner then the lines will be updated.
This allows for Expenses to be entered and processed on a weekly basis
for example, but paid monthly.
The Purchase Pricelist and PO Payment Term default from the Business
Partner, Vendor tab if defined. They can be changed if desired. For more
information on Business Partners please refer to Chapter 3 , Business
Partners.
S e r v i c e : Expe nse Re im bur sem en t 469

SERVICE
Click on the Report Line tab to review and update the line items for
these Expenses (not reimbursed).
Figure 16.23
The fields on the Report Line tab are the same as on the Expense
Report Line tab. You can update the following fields: Invoice Price,
Campaign, Project, Project Phase and Project Task.
Create AP Expense Invoices
The Create AP Expense Invoices process will generate AP Expense

Invoices for the selected Business Partners.

.....
SERVICE
To start the Create AP Expense Invoices process double-clicking on

Service < Create AP Expense Invoices The icon in front of the Create
Sales AP Expense Invoices menu items indicates that it is a process.
Figure 16.24
Select the Start button to start the process.

The following parameter window displays.
Figure 16.25
Select a Business Partner to restrict the creation of AP Expense

Invoices to a specific Business Partner, or leave it blank to create AP
Expense Invoices for all Business Partners with payable expenses.
You may also select a Expense Date range or leave it blank.
Select the OK button to create the AP Expense Invoice(s).
S e r v i c e : Expe nse Re im bur sem en t 471

SERVICE
When the process has completed the following message box will
appear.
Figure 16.26
The message box will display the number of AP Expense Invoices

created along with the Date and AP Invoice number.
The AP Invoice that is created will be in a Drafted status.You can
modify the AP Invoice if necessary. You must Complete the AP Invoice
for any processing to occur.

U TILITIES
...................................
17
.....
....................................................
INTRODUCTION
This Chapter describes various utilities and functionality available in
Compiere. Some of this functionality will be used rarely, but it eases
the transition from existing applications. Other functionality will be
used frequently and is not logically included in other chapters.
....................................................
IMPORT
Compiere provides the ability to import records using a comma
delimited, tab delimited or fixed format file. This may be done at
implementation time to bring in all of your Business Partners from an
existing application. It may also be used on a regular basis to import
Invoices, Orders, Journals or Products.
Records can be imported for single table records (e.g. Conversion
Rates) directly to the table. More complex relationships (e.g. Orders,
Business Partners and Products) require that the records be loaded to
an intermediate table where they are then imported. Imported records
are bound by all of the database and program logic constraints
defined. This ensures that bad or corrupt data is not imported.
To perform a data import you must complete the following steps:
• Define the Import Loader Format
• Define the Import File
• Load the File
• Verify the data
• Process the Import
Compiere currently supports Import for the following entities:
• Business Partner
• Element Value
U til iti es : Introduction

UTILITIES
Import
• GL Journal
• Invoice
• Order
• Product
• Report Line
Import Format
To create, change or delete an Import Format open the Import Format

window by double-clicking on General Rules < Data < Data Import <
Import Format. The icon in front of the Import Format menu items
Figure 17.1
Enter the Name and the Description of the Import Format. You can
indicate whether you want your Import Format to be an Active. Select a
Table from the drop down list. This identifies the intermediate table the
file will be loaded into.
Select the Format of the file to be imported. Supported type are
Comma Separated, Tab Separated and Fixed Format.
Select the Copy Lines button if there is an existing Format you wish to
copy from. After selecting the button you will be prompted to select an
existing Import Format.
474 Utili tie s : Import

.....
UTILITIES
Import
Click on the Format Field tab to enter the Fields for this Import Format
Figure 17.2
The grid view displays all of the fields for this Import Format. To create,
modify or delete a Format Field click the Data Toggle button on the
toolbar.
Figure 17.3
The Format Field tab defines the fields, their order, position and data
type. It also allows you to perform data conversion.
Utili ties : I mport 475

UTILITIES
Import
Enter a Sequence. This defines the display order of the Format Field
records.
Enter a Name for this field and tick the Active check box.
Select a Column value from the drop down list box. This list contains
the columns that may be imported for the table entered on the Import
Format header.
Select a Data Type of Constant, Date, Number or String. The window
will change dynamically based on your selection.
If you select Constant, the Constant field will display. Enter the value
you want to use to populate this column for each imported row.
If you select Date, the Date Format field displays. Enter the format of
the date in the file to be imported.
If you select Number, the Decimal Point field and Divide by 100 check
box displays. Enter the value used (if any) for the decimal point in the
file to be imported. Select the Divide by 100 check box if you want the
number in the file to be divided by 100 prior to being loaded.
If you select String there is no additional data required.
The Start No indicates the starting position for this field in the file. If the
Format of the file is Comma or Tab Separated then this field represents
the position of the field in the file (e.g 1 being the first field, 3 being the
third field). If the Format of the file is Fixed Position then you will enter
a Start No and End No for each field. This allows you to use the same
field in the file for more than one field in the import table (e.g same
value used for Key and Name of Business Partner)
Note: When the Data Type is Constant the Start and End No fields do
not display.
The Callout field allows you to define, in Java, data conversion rules for
this field.
Script is not currently supported.
Import File Loader
The Import File Loader defines the File to be loaded and the Format to
be used.

.....
UTILITIES
Import
To Import a file open the Import File Loader window by double-clicking

on General Rules < Data < Data Import < Import File Loader. The icon in
front of the Import File Loader menu items indicates that it is a window.
Figure 17.4
Click the Select File to Load button. The default location is

Compiere2/Data/Import but you can navigate to anywhere on your
network.
Select an Import Format 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.
Figure 17.5
The top of the window displays the number of records on the file and
their length. The window also displays the actual data to be imported.

UTILITIES
Import
Clicking on the Next Record button will display the first record, mapped
to the Import Format
Figure 17.6
This allows you to verify the mapping of the fields in the file to the
Import Format prior to importing the records.
If you are happy with this data click the OK button to start the import.
Impor t Records
When a file is loaded it is loaded into an intermediate table (the Table

Name defined in the Import Loader Format). You can review and
change the data in this table prior to importing it.
To view, change or delete loaded records open the appropriate Import
window (in our example Business Partner) by double-clicking on
General Rules < Data < Data Import < Import Business Partner. The
icon in front of the Import Business Partner menu items indicates that it
is a window.

.....
UTILITIES
Import
Figure 17.7
All of the fields on this window are found on one of the tabs of the
Business Partner window. For more information on Business Partners
please refer to Chapter 3 , Business Partners.
Update any fields as necessary.

UTILITIES
Import
If you are happy with the data select the Import Business Partners
button.
Figure 17.8
Select the Client the imported records are for and tick the Delete old
imported records checkbox if you want records that were imported in
previous processes to be deleted.
Select the OK button to start the import process.
When the Import is completed the following message dialog will
display.
Figure 17.9
The message dialog indicates the number of errors and records

inserted and updated.

.....
UTILITIES
Import
If any errors were reported, return to the appropriate Import window (in
our example Import Business Partner) to view the error.
Figure 17.10
An error in the Import would enter a message in the Import Error

Message field. You can correct the problem in this window or if it is an
error in the file you can correct the file and re-load it.
Because this record was not in error the Imported check box is ticked.
This prevents the system from attempting to import it a second time.
I mport Hints and Ti ps
• Test new formats with a small number of records.

• Set all Y/N fields explicitly (using constants in the Import Loader
Format if necessary). A NULL value indicates ‘Don’t Know’. In
general, selection boxes are not selected if the value is not “Y” (i.e.
could be null or any other value). All selection tests are made on “Y”
or “not Y” (i.e. NULL values are not “not Y”, but NULL (don’t know).
Refer to SQL Language introductions for more details.
• When importing Orders or Invoices you must define a Document Type
Name or Document Type ID. The name must be identical to the name
defined in Document Type (case sensitive). You can determine the
Document Type ID by opening the Document Type window, select the
desired Document Type and click on the lower right hand corner of
the screen (where the record count displays). An info dialog will
display and it will show the record id for that record.
• The best way to set the Document Type Name is as a Constant in
your Import File Format or as an imported field in the file.
• If you are using Constants for field values (like Document Type) then
you should have a separate Import File for each Document Type. You
can define unique File Loader Formats by copying the lines and
changing the Document Type field constant value

UTILITIES
Merge Entities
• If you have loaded a large file that contains errors, you can delete all
of the loaded records by doing a DELETE in SQL against the import
table (e.g. I_BPartner) Make sure that the table is prefixed with an ‘I’.
This is a unique instance where SQL can be performed against
Compiere tables.
.....................................................
MERGE ENTITIES
There may be times when there is a need to combine two entities.
Perhaps a duplicate product was entered with a slightly different name,
or two of your Business Partners have joined forces. In this case it may
be desirable to move all of the supporting records from one entity to the
other. Merge Entities provides this functionality.
You can Merge the following entities
• Business Partner
• Organization
• Product
• User/Contact
To Merge Entities open the Merge Entities window by double-clicking
on General Rules < Client Rules < Merge Entities. The icon in front of
the Merge Entities menu items indicates that it is a window.
Figure 17.11
This window defines the Merge From Entity and the Merge To Entity.
482 U t i l i t i es : Me rge E nt i tie s

.....
UTILITIES
Merge Entities
Simply select the desired values for the Merge From and Merge To
fields.
Figure 17.12
In this example, someone set up a new product ‘Azaleas’ when ‘Azalea

Bush’ already existed. The two entities will be merged. Select the OK
button.
The following confirmation message will appear.
Figure 17.13
Ut iliti es : Me rge E nt i tie s 483

UTILITIES
Resubmit Posting
If you want to continue with the Merge select the OK button.
Figure 17.14
If there were any errors during the Merge process the Merge would roll
back and the errors would appear here.
Merge Hints and Tips
• Always back up your database before performing a Merge. There is

no undo or rollback.
• Shut down the Application Server and make sure no other users are
on the system. The Application Server caches data which you may
be deleting
• Any inventory for the Merge From Product must be moved prior to
the Merge. Product with inventory cannot be deleted.
• If a Product has a shipment record it cannot be deleted.
• If Business Partners are Merged any Locations and Contact/Users
for the Merge From Business Partner are added to the Merge To
Business Partner.
• There are no accounting consequences done during the Merge. You
can reset the accounting at a later time but that should be done only
after analyzing and determining the desired end result.
.....................................................
RESUBMIT POSTING
There may be times when Compiere is unable to Post a document.
Most often this is caused by a Period that has not been opened. When
484 U t i l i t i e s : Re s u b mi t P o s t i n g
.....
UTILITIES
Resubmit Posting
this occurs the Posted button on the Document window will display the
error message.
Figure 17.15
A Notice will also be generated. You can open Notices by clicking on the
Notice button at the bottom of the Menu.
Figure 17.16
U t i l i t i e s : Re s u b mi t P o s t i n g 485
UTILITIES
Resubmit Posting
The Notice window will appear
Figure 17.17
The User/Contact displays the User who is the owner of this document.
The Table indicates the table that incurred the error.
The Reference identifies the specific document.
The Text displays the error message along with a suggested remedy.
Once the problem has been corrected (in this example the Period has
been Opened) you must resubmit the posting. The Accounting Engine
will not automatically try to re post documents that generated an error.
To Resubmit Posting the Resubmit Posting window by double-clicking
on Performance Analysis < Accounting Rules < Resubmit Posting. The
icon in front of the Resubmit Posting menu items indicates that it is a
process.
486 U t i l i t i e s : Re s u b mi t P o s t i n g
.....
UTILITIES
Resubmit Posting
Figure 17.18
Select the Start button to update the status of the document so the
Accounting Engine will process them.
A parameter window is displayed.
Figure 17.19
You must select a Client and you may select a specific Table if desired.
If the Table is left blank it will process for all tables.
U t i l i t i e s : Re s u b mi t P o s t i n g 487
UTILITIES
Recurring Documents
When the process has completed a message dialog is displayed

indicating the number of records updated and deleted.
Figure 17.20
When the Accounting Engine is run, it will now select these documents
and attempt to post them.
.....................................................
RECURRING DOCUMENTS
Often there are transactions that occur on a regular basis and usually
for the same amount. Examples of these may be Maintenance Invoices,
Rental or Lease fees.
Compiere provides the functionality to copy or recur and existing GL
Journal, Project, Invoice or Order. You define the frequency and the
number of times it should process.
To create or change a Recurring Document open the Recurring window
by double-clicking on General Rules < Organization Rules < Recurring.
The icon in front of the Recurring menu items indicates that it is a
window.
488 U t i l i t i e s : R ec ur ri ng D o c um ent s
.....
UTILITIES
Recurring Documents
Figure 17.21
Enter a Name, a Description and Help/Comment if you like.

Tick the Active checkbox to indicate that this entity is active.
Select a Frequency Type of Daily, Weekly, Monthly or Quarterly and a
Frequency to define how often the document should recur. For example
if you select a Frequency Type of Monthly and a Frequency of 2 the
Frequency is every 2 months.
Select the Maximum Runs for this recurring document. Based on the
Frequency Type and Frequency the Date next run displays the next time
the process will run. This can be changed if desired.
Select the Recurring Type of GL Journal, Project, Order or Invoice and
then identify the existing document to recur (in our example an invoice)
The History section displays the Date last run for this Recurring
Document and the Remaining Runs.
Select the Start Process button to created the document.
When the process has completed a new document (in our example an
invoice) has been created. It is a copy of the original document with the
exception of the document no and date. You can modify the document if
necessary and then Complete it.
U t i l i t i e s : R ec ur ri ng D o c um ent s 489
UTILITIES
Recurring Documents
The Recurring window is updated to reflect the fact that the process
has been run.
Figure 17.22
The Date next run field is updated to next month.

The Date last run field is set to the current date and the Remaining
Runs field displays 9.
490 U t i l i t i e s : R ec ur ri ng D o c um ent s
.....
UTILITIES
Charges
Click on the Runs tab to view a history of all runs for this Recurring
document.
Figure 17.23
This display only tab indicates the date Created, the Document Date and
the document created (in our example an Invoice). There will be one
entry for each recurring run.
.....................................................
CHARGES
There are different costs that are incurred or billed to a customer. In
Compiere they are called Charges. A charge may be a shipping fee, a
bank fee or a handling fee for example. A charge is associated with a
document (e.g. Invoice). Simply put, a Charge identifies the GL accounts
to book the amount to.
To define a Charge you use the Generate Charges window. You then
assign a tax category and amount in the Charge window.
Generate Charges
The Generate Charges window associates a Charge with a natural GL

Account.
Util ities : Charges 491

UTILITIES
Charges
To create Charges open the Generate Charges window by double-

clicking on Performance Analysis < Accounting Rules < Generate
Charges. The icon in front of the Generate Charges menu items
Figure 17.24
This window displays all of your income and expense accounts for the
Client’s Account Schema.
Enter a Key and optionally a Description. Tick the Expense checkbox if
this charge will be an expense.
Select the Account to create the charge from and click the Create
button.
492 Util ities : Charges

.....
UTILITIES
Charges
When the process has completed the following message dialog will be
displayed.
Figure 17.25
The next step is to further define the Charge
Charge
To modify or delete Charges open the Charge window by double-clicking

on Performance Analysis < Accounting Rules < Charge. The icon in
front of the Charge menu items indicates that it is a window.
Figure 17.26
The Name is the Name that was entered on the Generate Charges
window. You can enter a Description if you like.
Tick the Active checkbox so this charge may be used in documents.

UTILITIES
Charges
Enter a Charge amount if you want. This is the amount that will default
when this Charge is used in a document. It can be changed in the
document.
Enter the Tax Category that this Charge should use. If you have ticked
the Same Tax checkbox, the charge will use the same tax as the main
document. Tick the Price includes tax if appropriate.
Click the Accounting tab to view the accounting information for this
charge.
Figure 17.27
The Generate Charges process creates the Charge and uses the GL
Account selected for both the revenue and expense. You may define
separate accounts for each if you want. Click the Charge Expense or
494 Util ities : Charges

.....
UTILITIES
Charges
Charge Revenue field to display the Accounting Info window. From here
you can select a different account to be used.
Figure 17.28
Once the charges have been defined they can be used in Documents.

UTILITIES
BOM Drop
In an Invoice (Vendor) you can select either a Product or a Charge for

each line.
Figure 17.29
.....................................................
BOM DROP
THe BOM Drop function provides the ability to insert all items in a Bill of
Materials into an Order, Invoice or Project. It also allows you to indicate
if Optional items of the BOM are to be included as well as allowing the
selection of the desired item from an Alternative Group.
496 U t i l i t i e s : B O M D ro p
.....
UTILITIES
BOM Drop
To initiate the BOM Drop function open the BOM Drop window by
double-clicking on Quote-to-Invoice < BOM Drop. The icon in front of the
BOM Drop menu items indicates that it is a window.
Figure 17.30
U t i l i t i e s : B O M D ro p 497
UTILITIES
BOM Drop
When you select a Product the window now displays the individual
items that comprise the BOM.
Figure 17.31
Items that are Required (defined as Part/BOM in the Product window,

BOM Tab) are displayed with the selection checkbox selected and
disable. Items that have more than one type to chose from (defined as
Alternative Group in the Product window, BOM Tab) are displayed with
a radio button. Select the radio button of the item you want to include
and the other items in that Alternative Group will be deselected. Items
that are Optional (defined as Option in the Product window, BOM tab)
are displayed with an enabled checkbox. Tick the checkbox to indicate
that this item should be included.
498 U t i l i t i e s : B O M D ro p
.....
UTILITIES
BOM Drop
Next select an Open Order, Invoice or Project where this BOM should be
‘dropped’ and select the OK button
Figure 17.32
U t i l i t i e s : B O M D ro p 499
UTILITIES
Modifying the Owning Organization
If we now look at the Sales Order 50001 the following lines have been
created:
Figure 17.33
The CPU is included because it was required. We selected Disk20 and

Memory100 from the Alternative Groups and because we did not tick
the checkbox for the optional Wireless Card it is not included. This
Sales Order is the same as any manually entered Sales Order, lines
can be added, deleted or modified. The Order must be completed
before further processing will occur.
For more information on defining Bill of Materials please refer to
Chapter 5 , Products.
.....................................................
MODIFYING THE OWNING ORGANIZATION
There may be instances when it is necessary to change the
Organization that owns a particular record or group of records. This
may be due to an error in data entry or a change in a business’
structure. Compiere provides three utility processes which allow you to
change the Organization that owns a Warehouse, Business Partner or
Product.
Warehouse Organi zation
To change the Organization that owns a Warehouse open the

Warehouse Organization window by double-clicking on Material
Management < Material Management Rules < Warehouse Organization.
500 U t i l i t i e s : M o d i f y i n g t h e O w n i n g O r g a n i z a t i on
.....
UTILITIES
The icon in front of the Warehouse Organization menu items indicates

that it is a process.
Figure 17.34
The Warehouse Organization process will change the ownership of a

Warehouse, its Locators, Storage and Accounting Schema. It can also
be used to verify the ownership of a Warehouse and its dependant
entities.
Select the OK button to start the process. The following parameter
dialog is displayed.
Figure 17.35
Select an Organization and the Warehouse that you want to be owned

by this Organization or the Warehouse that you want to verify for this
Organization.
U t i l i t i e s : M o d i f y i n g t h e O w n i n g O r g a n i z a t i on 501
UTILITIES
The following message dialog is displayed.
Figure 17.36
The message dialog indicates the number of Warehouses, Accounting

Schema, Locators and Storage records that have been modified. These
are now owned by the new Organization selected.
In addition, all accounting transactions associated with this Warehouse
refer to the new Organization.
Business Partner Organi zation
To change the Organization that owns a Business Partner open the

Business Partner Organization window by double-clicking on Partner
Relations < Business Partner Rules < Business Partner Organization.
.....
UTILITIES
The icon in front of the Business Partner Organization menu items

indicates that it is a process.
Figure 17.37
The Business Partner Organization process with change the ownership

of a Business Partner and it’s Locations, Contacts, Bank Account and
Withholding entities. It can also be used to verify a Business Partner’s
ownership. You can change the ownership for a single Business Partner
or for all Business Partners in a specific Business Partner Group.
Figure 17.38
Select an Organization and the Business Partner Group or Business

Partner that you want to be owned by this Organization or the Business
Partner Group or Business Partner that you want to verify for this
Organization.
UTILITIES

Figure 17.39
The message dialog indicates the number of Business Partners,

Accounting Schema, Address, User/Contact and Bank Account records
that have been modified. These are now owned by the new
Organization selected.
In addition, all accounting transactions associated with this Business
Partner(s) refer to the new Organization.
Pr oduct Organizati on
To change the Organization that owns a Product open the Product

Organization window by double-clicking on Material Management <
.....
UTILITIES
Material Management Rules < Product Organization. The icon in front of

the Product Organization menu items indicates that it is a process.
Figure 17.40
The Product Organization process will change the ownership of a

Product, its BOM, Substitute, Replenish, Purchasing, Business Partner
Info and Costing. It can also be used to verify the ownership of a Product
and its dependant entities.
Figure 17.41
Select an Organization and the Product Category or Product that you

want to be owned by this Organization or the Product Category or
Product that you want to verify for this Organization.
UTILITIES
Figure 17.42
The message dialog indicates the number of Products, Accounting

Schema, BOM, Purchasing and Language records that have been
modified. These are now owned by the new Organization selected.
In addition, all accounting transactions associated with this Product(s)
refer to the new Organization.
S ECURITY
...................................
18
.....
....................................................
INTRODUCTION
This Chapter describes the Security features in Compiere. All
Companies have need for Security in their ERP/CRM applications
although each of their needs are different. Compiere provides
comprehensive, yet flexible security to meet your needs.
....................................................
ROLES
The first level of Security in Compiere is Roles. When a user logs into
Compiere, they do so for a specific Role. A single User may have
many Roles, but you log in and are granted access based on a the
single Role selected. Roles define the first level of Security, the
Organizations, Windows, Processes, Forms, Workflows and Tasks
that a User can access. When you log into Compiere the menu is
automatically trimmed based on the entities that Role has access to.
The user does not see menu items that they do not have access to.
Roles also define the actions that a User can perform in the entities
they have access to. These include Viewing Accounting Information,
Reporting, Exporting, Locking and Viewing Locked records.
Security : Intro duction

SECURITY
Roles
To Open the Role window click on General Rules < Client Rules < Role.
Figure 18.1
We are looking at the record for Garden Admin. When a User logs in
using this Role they have access to both Client and Organization level
data. This means that they can enter reference data (Business
Partners, Payment Terms etc. ) and can also enter transaction data
(Orders, Payments, etc.).
Tick the Show Accounting check box if this Role should have access to
the Accounting Tab on windows, the Posted / Not Posted button on
documents and the Account Info window. Preferences (under Tools >
Preferences) must also have Show Accounting Tabs selected. If the
Show Accounting check box is not selected then the Show Accounting
Tabs check box is deselected and disabled.
Tick the Can Report check box if this Role should have the ability to
execute reports.
Tick the Can Export check box if this Role should have the ability to
export data. A Role must have the ability to Report to be able to Export.
Tick the Personal Lock check box if this Role can Lock records so no
other Role can access them.
Tick the Personal Access check box if this Role can access all Locked
records regardless of the Role that locked the record.
All of the information on the Role Tab is also found on the Role Tab of
the Role Access window discussed in the next section.
508 S e cur ity : Ro les

.....
SECURITY
Role Access
For more information on Roles, please refer to Chapter 2 ,

Implementation and Basic Settings.
.....................................................
ROLE ACCESS
The second level of Security in Compiere is Role Access. For a given
Role and its privileges, you can further refine the security be defining
access for specific tables, columns or records. For example, perhaps
there are specific Users who may only create Orders with Payment
Terms of Immediate. They are not allowed to offer Credit Payment
Terms. Or, you may want to prevent Users from using specific accounts
in GL Journal or to see the balances for these accounts. This can all be
accomplished using Role Access.
To Open the Role window click on General Rules < Client Rules <
Security < Role Access.
Figure 18.2
The Role tab of the Role Access window contains a subset of the fields
found in Role discussed in the previous section. This record can be
maintained in either window. New Roles must be defined in the Role
window to grant access to Organizations and entities.
Sec ur i ty : R o l e A c c e s s 509
SECURITY
Role Access
Click on the Table Access tab to define access to specific tables.
Figure 18.3
Select a Table from the drop down list box. Tick the Active check box to
indicate that this security rule is active.
Tick the Exclude check box to indicate that this security rule is to
prevent the selected type of access to this table. If you untick this
check box this indicates that this security rule is to allow the selected
type of access to this table. If you have one table defined with include
access then all other tables not specifically included are excluded. In
most instances, the Exclude check box will be ticked.
Select an Access Type of Accessing, Exporting or Reporting to indicate
the type of access this security rule is for.
If you select Accessing, the Read Only check box displays. Tick this
check box if you want the user to be able to read records on this table
but not insert, update or delete records.
If you select Exporting, the Can Export check box displays. Tick this
check box if you want the user to be able to export records on this
table. Leave this box unticked if you want to restrict exporting from this
table.
If you select Reporting, the Can Report check box displays. Tick this
check box if you want the user to be able to report on records on this
table. Leave this box unticked if you want to restrict reporting from this
table.
510 Sec ur i ty : R o l e A c c e s s
.....
SECURITY
Role Access
Note: If you use Table Access to allow Reporting or Exporting access,

the Can Report and Can Export check boxes must be selected for the
Role.
Note: A User must have report access on a table to have export access
on a table.
Click on the Column Access tab to define access to specific columns:
Figure 18.4
Select a Table and Column that this column access will apply to. Tick
the Active check box to indicate that this security rule is active.
Tick the Exclude check box to indicate that this security rule will prevent
access to this column. As with the Table Access, unticking the Exclude
check box will indicate that this security rule will allow access to this
column. Also, all other columns for all other tables unless explicitly
allowed in this window. In most case this check box will be ticked.
Tick the Read Only check box to indicate that Users for this Role will be
able to see this column but will not be able to update it.
SECURITY
Role Access
Click on the Record Access tab to view and modify access to specific
columns:
Figure 18.5
In the Record Access tab you can modify existing Record Access
Security Rules.
First we will look at how the records that are displayed on this tab are
created.
For this example, we want to restrict access to Payment Terms. For
this Role we want to allow users access to just the Payment Term
Immediate. We want them to be able to select only the Payment Term
Immediate for any documents they enter. We also want to allow them to
see all documents (regardless of the Payment Term).
Open the window and display the record you want to restrict access to.
.....
SECURITY
Role Access
Figure 18.6
The Payment Term Immediate is displayed.

While holding down the CTRL key select the Personal Lock button on
the toolbar. The following dialog is displayed.
Figure 18.7
Select the Role this Record Access Security Rule is to be applied to.
Tick the Active check box to indicate this Security Rule is active.
Tick the Exclude check box to restrict access to this specific record. If
the Exclude check box is not ticked then access to this specific record is
allowed and access to all other records on this table is restricted (unless
they are specifically included). In our example we want Users in this
SECURITY
Role Access
Role to have access to just this specific Payment Term so the Exclude
check box remains unticked.
Tick the Read Only check box if this Role should not be allowed to
update or delete this record.
Tick the Dependant Entities check box if access should also be
restricted for entities which use this record. In our example we leave
this unticked as we want users to be able to see Orders, Invoices, etc.
where any Payment Term is used.
Select the OK button to save the record.
If we now log in as this user and enter a Sales Order the only payment
term available in the drop down list box is Immediate. They can see
Sales Order with other payment terms but there access is restricted to
only Immediate.
Lets look again at the Record Access tab of the Role Access window.
Most of the fields are the same as on the Record Access dialog.
The Table displays the table this Record Access Security Rule is
defined for.
Select the Record ID button to zoom to the record that this security rule
is defined for.
If you want to de-activate this Record Access rule, untick the Active
check box.
.....
SECURITY
Displaying Security Rules
.....................................................
DISPLAYING SECURITY RULES
If you are defining Security Rules for a Role and are trying to
troubleshoot them the first step is to understand how the system
interprets the rules that have been defined.
First, remember that the access allowed at the Role level (Reporting,
Exporting, Accounting Tabs, Windows etc.) is the highest level.
Second, you can see the rules defined for a Role in a concise manner by
opening the Preferences window (Tools / Preferences from any window).
Figure 18.8
Se cur i ty : D i s pl a y i n g S ec uri t y R ul es 515

SECURITY
Displaying Security Rules
Select the Role button to display the Security Rules for this Role.
Figure 18.9
This displays the following information for Role of testrole.

• This Role cannot Export.
• This Role can Report
• This Role has access to and may defined new records that are
shared by all Organizations (*)
• This Role has access to and may define new records for
Organization HQ.
• This Role can read the Bank table but cannot update it.
• This Role does not have access to the Charge table.
• This Role can read the Currency Code on GL Journal but cannot
update it.
• This Role cannot see the NAIC/SIC field on Business Partner
516 S e c u r i ty : D i s pl a y i n g S ec uri t y R ul es
.....
SECURITY
Personal Lock
• This Role cannot see the Control Amount field on GL Journal

• This Role has access to the Payment Term where record id = 105
(Immediate) but can see records where other Payment Terms are
used.
• This Role does not have access to the Account where record id = 518
(Accounts Receivable Trade). In addition, it cannot see any records
which contain this account.
.....................................................
PERSONAL LOCK
Personal Lock allows a User to restrict access to a specific record. If a
Personal Lock is applied only that User and those User’s whose Role
has Personal Access enabled have access to the record. This restriction
is over an above any security rules that have been defined.
If the Role has Personal Lock enabled the following icon appears on the
toolbar:
The lock in the open position indicates that this record is open to all
users.
The lock in the closed position indicates that this record is open to only
the user who locked the record and those users whose role has
Personal Access enabled.
.....................................................
SECURITY HINTS AND TIPS
• Roles define the first level of Security. If a Role does not have access
to a Window it does not matter if the Role Access allows access to the
table.
• If a Role is defined to not allow Reporting or Exporting specific table
security defined in the Role Access is ignored.
Se cu rit y : P er s o na l L o c k 517
SECURITY
Security Hints and Tips
• A Role must have Reporting access to be able to Export.

• Security settings are cached. If you change the settings either re-
login or reset the cache.
• You can only Lock data that you have access to.
• Include is the most restrictive access. Unticking the Exclude check
box indicates that all records not explicitly included are excluded.
• If you are restricting access to a column so it is read only, make sure
that it is not required or that there is a default value so users can
enter new records.
• You cannot exclude access (e.g. not display) required fields.
• If you want to restrict access to sensitive data (e.g specific GL
Accounts), define Record Level Access Security for the specific
Accounts. Select both the Exclude and Dependant Entities check
boxes. Users of the Role will not be able to see the specific account
in the Account Element window. Nor will they have access to it in
Account Fact Balances, Details or be able to select the account in
queries or reports.
• You must have Personal Lock enable if you are defining Record
Access Security Rules.
518 Sec ur i ty : Se cur i ty Hin ts a nd Ti p s

25 Highly Effective Success Rituals

Enviado por

Dados do documento

Direitos autorais

Formatos disponíveis

Compartilhar este documento

Compartilhar ou incorporar documento

Opções de compartilhamento

Você considera este documento útil?

Este conteúdo é inapropriado?

Direitos autorais:

Formatos disponíveis

25 Highly Effective Success Rituals

Enviado por

Direitos autorais:

Formatos disponíveis

USER MANUAL

Contributors: Kathy Pink, Jorg Janke

Compiere is a registered trademark of ComPiere, Inc.

For more information please visit http://www.compiere.com

1: Common Functions and Commands

2: Implementation and Basic Settings

Import Business Partners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Business Partner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Purchase Order Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

10: Payments, Receipts and Open Items

Reverse Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316

11: Performance Analysis (Accounting)

12: Info and Reporting

Print Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364

13: The Multi’s

BOM Drop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496

Chapter 4 describes the set of Tax Categories and Taxes.

Important: For more information on the installation of the Compiere

The structure of Compiere differs from traditional systems, since the

enterprises, since related processes are often handled by the same

trademark(s) which are controlled by ComPiere but which are not

The Original Code is Compiere ERP

1.10. ‘Original Code’ means Source Code of computer software code

newsgroups) reasonably calculated to inform those who received the

6.3. Derivative Works. If You create or use a modified version of this

from Participant terminate prospectively, unless if within 60 days after

INJURY RESULTING FROM SUCH PARTY’S NEGLIGENCE TO THE

13. MULTIPLE-LICENSED CODE.

Click OK and the following picture will be displayed on your desktop:

Log in as SuperUser or System (case sensitive) and the password

Important: The difference between SuperUser and System is as follows:

For testing purposes you should select GardenAdmin as your Role.

The Organization will default to HQ and the Warehouse will default to

The Window icon indicates a Window. A window is where a record is

C o m mo n F u nct i o ns a nd C om m a nd s : C o m man ds an d Bu tton s 9

10 C o m mo n F u nct i o ns a nd C om m a nd s : C o m man ds an d Bu tton s

Tabs have Alt-1, Alt-2, ... shortcuts associated.

C o m mo n F u nct i o ns a nd C om m a nd s : C o m man ds an d Bu tton s 11

12 C o m mo n F u nct i o ns a nd C om m a nd s : C o m man ds an d Bu tton s

The Window information displays a short description of the window and

the Field links to display the corresponding Field information, for

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

Onl ine Trai ni ng

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

Select the scope (For all/specific Organization, User, Window) and

Enter the customer information. To enter the address, click on the

The Enter new Location/Address window appears. Enter the address

You click OK in both windows. The sales order is automatically updated

Sear ch and Info

Every window in Compiere provides you with current Record

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

Double- or right-click on these figures to display the person who created

User Interface Theme

Show Accounting Tabs / Show Tr anslation Tabs

Creat e Objects on Server

Al ways Pri nt Pr evi ew

The Debug Level indicates the verboseness of debug messages that

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

The Default checkbox indicates if this record will be used as a default

The Description is an optional short description of the record. A

The Name is the alphanumeric identifier of the entity. The Name of an

This is the organizational entity within the client. An Organization is a

The Summary Level checkbox indicates that the entity is a Summary

The Translated checkbox indicates if this column is translated.