1. Openbravo QuickStart 2
User Manual
Chapter 1a – Order to
Shipment
v2.0.2
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Introduction ....................................................................................... 2
Abstract Business Process .................................................................. 2
Roles Involved .................................................................................... 2
Configuration ...................................................................................... 3
Sales Products and Prices Configuration................................................. 3
Step-by-Step....................................................................................... 0
Identify Business Partner..................................................................... 4
Finding a Business Partner ................................................................ 5
Creating a New Business Partner ....................................................... 5
Analyze Risk for the Business Partner .................................................... 8
Prepare Quotation .............................................................................. 9
Manage Quotations ............................................................................ 11
Send Quotation ................................................................................. 12
Sending Quotations by Email ............................................................ 12
Sending Quotations by Fax............................................................... 13
Create Sales Order ............................................................................ 13
Converting an Accepted Quotation into a Sales Order ..........................13
Generating an Independent Sales Order.............................................14
Manual ....................................................................................... 14
Copying Lines from a Previous Order ..............................................14
Copying Lines from the History of Previous Orders............................15
Book Sales Order............................................................................... 16
Manage Pending Orders...................................................................... 16
Prepare and Quality Assure Shipment...................................................17
Shipment ......................................................................................... 17
Creating Shipments from Pending Orders ...........................................17
Creating Shipments Manually .............................................................. 17

2. Introduction
This workflow manages the life-cycle of a sales process, from the moment a Business
Partner requests a quotation or orders goods, to the moment the warehouse staff ships the
merchandise.
Abstract Business Process
The abstract Order to Shipment is defined by the following business process diagram:
These are the main sub-processes that form it:
• Selecting the Business Partner (or creating if needed)
• Requesting and managing quotations
• Generating Sales Order
• Managing pending orders and shipping
• Generating the invoice
Roles Involved
The following roles are involved within this process:
• Sales - the main role in this chapter (will also manage Business Partners)
• Material Management - needed to manage the shipments

3. Configuration
Some configuration needs to be done before performing the process:
• Sales product and prices configuration
Sales Products and Prices Configuration
Sales products need to be configured prior any sell in the application. In fact, each product
that is being sold needs to have a price in the sales price list in order to be selectable in
any transactional document like a sales order or a sales invoice.
To create a product, use the Master Data Management || Product window and create a
new record:
Fields to note:
• Search Key - ID or key name to identify the product
• Name - full name of the product
• Tax Category - assign a predefined tax category to the product. Selecting this
product in an order or an invoice line will automatically use this tax for the
calculation.
• UOM - basic unit of measure of the product. Selecting this product in an order or
invoice line will automatically preselect this UOM.

4. • Attribute Set - The attribute set that should be selected for the product. The
attribute can be a lot, a serial number or an specific attribute like size, color...
• Cost type - Cost calculation configuration for this product
Then, move to the [Price] and enter the price for this product into an existing sales price
list (this needs to have been created previously):
Fields to note:
• Price list version - Select the price list version of the sales price list
• Standard price - The price for which the product will be sold
• List price - The price used to calculate the discount compared to the standard
prices
Usually standard and list prices are the same, and the user changes the unit price in
the order or in the invoice.
Note: A company can purchase an sell the same product. In this case, the product
should have a two prices, one assigned to the sales and one to the purchase price list.
Step-by-Step
Identify Business Partner
The Sales role should be used.

5. Finding a Business Partner
Go to Master Data Management || Business Partner window and click the search icon
(the little magnifying glass in the toolbar above):
Use the filter for finding a specific business partner(s). Use % (percentage sign) as a
wildcard for any character. Then switch to grid view to list the business partners that
matched the search criteria:
Double click a business partner to open it in form view and see more details.
Creating a New Business Partner
Before creating a quotation or a sales order, a business partner must you will be dealing
with must exist.
If one does not exist yet, register a new one using the Master Data Management ||
Business Partner window and creating a new record:

6. Mandatory fields:
• Search Key – a unique key or ID of the business partner
• Name - full name
• Business Partner Category - used to group business partners together and
predefine accounting specifics on the level of each group
Save the record and switch to [Customer] tab:

7. The following fields need to be configured in here for each business partner that is a
customer:
• Customer - check this off, indicating that this business partner is a customer
• Price List - select a sales price list that applies to this customer (prices of products
entered into sales documents will be taken from this price list)
• Sales Representative - select a sales representative responsible for this customer
if there is one
• Invoice terms - Select the invoicing terms for the customer, selecting among the
choices:
◦ After Order Delivered - the invoice only be automatically generated after all
products of the sales order have been shipped
◦ After Delivery - products of the sales order will be automatically invoiced as
they are shipped, even if there are partial shipments
◦ Do not invoice - no invoice will be generated automatically.
◦ Immediate - the invoice will be generated on the next run of the Generate
Invoices process
◦ Customer Schedule after Delivery - the invoice will be generated according
to the calendar agreed with the customer.
• Payment method - the payment method (such as cash, bank transfer, check, etc)
used for sales transactions with this customer
• Payment Terms - select one of the predefined (user can predefine as many as
required) payment terms (such at 15 days, 30 days, installments, etc)

8. • Financial account - your financial account used to collect payments from this
customer
• Credit limit - If the sum of all pending payments is over this credit limit, the
system will alert the user that this customer has reached the credit limit when
selecting this business partner in sales documents (order, shipment or invoice)
To create a Sales Representative, create a new business partner, enter a name, for
example John Moneymaker and Save it.
Switch to [Employee], tick off the Is Sales Representative checkbox and save it. If you
now create a new sales order, you will be able to select John Moneymaker as the Sales
Representative:
Analyze Risk for the Business Partner
Please refer to the Collection chapter of the user manual to learn how to see the credit
used and credit available for a specific business partner.

9. Prepare Quotation
To enter a quotation, use the Sales Management || Transactions || Sales
Order window and create a new record inside [Header]:
Fields to note:
• Transaction Document - select Quotation which indicates a potential sales order
and distinguishes it from the rest of the orders.
• Business Partner - choose a customer (business partner marked as a customer)
for which the proposal is being made. Upon selecting one, note how most of the
mandatory fields are filled in automatically according to the customer details we
have entered inside the [Customer] tab of the Business Partner window (such as
Partners address, Price list, Sales Representative, Payment method and
Payment terms. However, these can now be changed if required.
• Invoice Address - address that will be used upon generating the invoice
• Delivery Location - address that will be used when generating a shipment
• Document Status - status of the document, possible options are:
◦ Draft - Saved but not completed. It has no consequence in the system.
◦ Completed - A document which will be marked as pending to be delivered
and eventually invoiced.
◦ Closed - A closed document cant be re-opened and does not appear as
pending in any part of the system
• Total Net Amount - Total amount without the taxes
• Total Gross Amount - Total amount with taxes included
• Invoice Terms - The Invoice Rule defines how a Business Partner is invoiced and
the frequency of invoicing
• Payment Method - Payment methods describe how an invoice will be paid, for
example, checks, cash or bank transfer. In the new payment flow as many payment

10. methods as required can be defined. Each payment method can be configured
having different business logic for collections and payments
Save the record and switch to [Lines]:
Create a new line selecting the desired product. These are the fields to note
• Product - select the product to be quoted. Please, refer to the configuration
section to see how products for sale are created. Notice how some other fields such
as Unit Price, UOM, Currency, etc are also automatically selected.
• Attribute Set Value - if required by the product definition, select a specific
attribute of the product being quoted
• Ordered Quantity - the number of items (in unit of measure selected) being
quoted
• Delivered quantity - a read-only field that will be filled once there is a shipment
related to this line
• Invoiced quantity - a read-only field that will be filled once there is an invoice
related to this line
• Net Unit price - Price offered by the quotation. This field will be automatically
retrieved upon product selection from the standard price of the product in the sales
price list selected in the [Header] of this document. By default, the user has the
freedom to change it which will be reflected in the line amount and the discount
field.
• Net List price - This field will be retrieved upon product selection depending on the
list price of the product in the sales price list selected in the [Header] of this
document. This field is informative so that the discount can be calculated.
• Discount - This field displays the discount Unit Price offers compared to the List
Price. The goal of this field is to show the discount of the line.

11. • Tax - automatically selected according to the Tax Category configured for the
product and the regions of the shipper and the receiver.
• Line Net Amount - multiplication between Ordered Quantity and the Unit Price
Create as many lines as required and then go back to [Header]. Once the quotation is
finished, it must be completed by clicking the Complete button:
After completing the quotation, the Document Status changes from Draft to Under way.
We can now print the quotation and send it to the customer by fax, mail, email, etc.
Because this is a sales order of type Quotation, the document can still be changed after it
has been completed and put into Under-way status.
Manage Quotations
To view pending quotations go to Sales Management || Transactions || Sales Order
window and list all the records in the grid view. Using the filters, list the quotations you
need to manage.

12. Then, order the results of the search by clicking on the Transaction Document column:
Converting a quotation into a sales order or voiding it will be explained in the following
sections.
Send Quotation
The Sales role should be used.
A quotation can be sent to the customer in several formats: by e-mail, fax, mail, etc.
Sending Quotations by Email
To send a quotation by email, open the quotation inside the Sales Management ||
Transactions || Sales Order window and then click on the mail icon in the toolbar:
Type in the receiver's e-mail, and the e-mail subject and content. Attach another file (apart
from the quotation pdf attached by default) if needed and send it:

13. Note: the emailing functionality needs to be configured properly, if it is malfunctioning
please contact your administrator/consultant.
Sending Quotations by Fax
This process must be done outside Openbravo ERP as it does not support fax integration.
Print out the quotation using the printer icon in the toolbar and then use a normal fax to
send it.
Create Sales Order
The Sales role should be used.
A sales order can be generated in two different ways:
1. By creating it independently from scratch
2. By converting an existing quotation into a sales order
Converting an Accepted Quotation into a Sales Order
When a quotation is accepted by the customer, it is time to convert the quotation into a
sales order.
Navigate to the Sales Management || Transactions || Sales Order window and select
the desired Quotation document. Using the Transaction Document dropdown field,
change it to the Standard Order type and SAVE! Upon save, the description field will be
updated with the quotation document number, to enable tracking of sales orders that came
from a quotation:

14. Complete the document and note that the Document Status will change to Completed.
Generating an Independent Sales Order
To create sales order from scratch go to Sales Management || Transactions || Sales
Order window and create a new record. See Quotation section of this document for
description of the relevant fields in the document header with the difference of
selecting Standard Order as the Transaction Document.
The header of the sales order would then look similarly to:
There are 3 ways of entering lines into the sales order:
• Manually, line by line
• Copying lines from a previous order using the Copy from Order button
• Copying lines from a history of previous orders of the customer using the Copy
Lines button
Manual
Please refer to the Quotation section of this document to see how to enter manual lines in
a sales order. Enter product attributes (color, size..) for lines that need it.
Copying Lines from a Previous Order
Click the Copy from Order button in [Header]:

15. In this new window, open the search and select any sales order document (note that the
quotations are also displayed) and click OK:
See that the lines that were in the selected order are now inserted in the [Lines] tab of the
sales order. Change any information (quantity, amount, unit price), or enter product
attributes (color, size..) for lines that need it.
Copying Lines from the History of Previous Orders
Using the Copy Lines button in the [Header] the following window appears showing
products that have been ordered by the customer in the past:

16. Select the lines to be copied into the sales order, change the Price and Quantity if needed
and then click OK. Change any information (quantity, amount, unit price), or enter product
attributes (color, size..) for lines that require them.
Finally, complete the sales order by clicking the Complete button. See that the Document
Status changes from Draft to Completed.
Book Sales Order
When a sales order is completed (using the Complete button), the products and their
quantities automatically get booked (reserved) within the inventory.
The process of physically booking the goods must be done outside Openbravo ERP.
Manage Pending Orders
The Material Management role should be used.
To see the orders pending to be shipped, use the Sales Management || Transactions ||
Create Shipments from Orders form and the filters available to narrow down the shown
results:
Columns to note:

17. • Document No. - document number of the sales order. By clicking this link, you will
be taken to the Sales Order window and the specific order you have clicked.
• Business partner - customer that submitted the sales order
• Order date - date of the order
• Lines Amt - Total lines amount without taxes
• Not delivery - The amount still pending to be delivered for the specific order
Prepare and Quality Assure Shipment
This process should be physically done outside Openbravo ERP. The Goods Shipment
document and its Description fields can be used to enter any notes regarding the
preparation of the shipment.
Shipment
The Material Management role should be used.
Creating Shipments from Pending Orders
To see the orders pending to be shipped use the Sales Management || Transactions ||
Create Shipments from Orders form and the filters to narrow down the search for the
desired orders. See the Manage Pending Orders section of this document.
Using the form above, select the order(s) you want to ship and click the Process button to
generate the underlying Goods Shipment document(s). The message shown will display
the shipment number(s) it just created. Navigate to the Sales Management ||
Transactions || Goods Shipment window to ensure the shipment document(s) have been
created.
Creating Shipments Manually
Navigate to the Sales Management || Transaction || Goods Shipment window and
create a new record inside [Header]:

18. Select a customer inside the Business Partner field and then click the Create Lines From
button to show a new dialog where products from pending orders or existing invoices can be
selected:
See the Order combo and select a pending order to be shipped to this customer. See how
selecting an order in the combo will update the selectable lines shown in the form.
Select the lines that are going to be shipped and click OK. See that the lines have been
inserted into the [Lines] tab. There, you can change any information like quantities,
attributes (color, size..) for lines that require modifications.
Once finished, press the Complete button in the [Header]. See the Warehouse

19. Management || Analysis Tools || Stock Report to see that the material is no longer in
the warehouse.