Apache OFBiz official documentation.

Abstract

This Book is currently in an experimental stage. It will be the start of moving the OFBiz documentation from the current OFBiz documentation site and the old ofbiz website (Entity documents) to the OFBiz content component. The layout is currently open for discussion by the OFBiz community.

The advantages of using it within OFBiz are:

  1. No external system required for documentation

  2. The content of the internal help files can be used within the documentation

  3. The documentation always has the same version as the system (It is part of it)

  4. The content is stored in a internationally accepted 'DocBook' format

  5. The content can be easily presented in the selected visual schemas (To be implemented)

If you want to contribute to this document, you are very welcome. Several possibilities exist:

  1. Convert existing OFBiz documents on the OFBiz documentation site to the docbookformat

  2. Write new document chapters for an OFBiz component

  3. Write new Help screens which can be inserted as sections in the document.

How to contribute? It depends if you have a local OFBiz system or not. If you have, check the appendix for an explanation how the document text is stored within the OFBiz system. If you do not have a local OFBiz system write your text in an xml editor using the DocBook V5.0 schema's. If you have text to contribute create a Jira issue and upload your text to the issue.


Table of Contents

Apache OFBiz User documentation
1. Introduction
2. The Setup Component
The OFBiz Setup application Overview
Why we have OFBiz Setup Application?
How to get started.
The Main OFBiz Setup Overview
The OFBiz Setup Edit Facility help screen.
The OFBiz Setup Edit Product Store help screen.
The OFBiz Setup Edit WebSite help screen.
The OFBiz Setup Create First Customer help screen.
The OFBiz Setup Edit First Catalog help screen.
The OFBiz Setup Edit First Product Category help screen.
The OFBiz Setup Edit First Product help screen.
The View Organization Profile help screen.
3. The Accounting Component.
Accounting Introduction
The Accounting Main screen.
Invoices.
The Find Invoices screen.
The Invoice Overview screen.
The Edit Invoice Header screen.
The New Invoice screen.
The Edit Invoice Applications screen.
The Edit Invoice Items screen.
The Edit Invoice Time Entries screen.
The Send Per Email screen.
The Invoice Roles screen.
Payments.
The Find Payments help screen.
The New Payment help screen.
The Payment Overview help screen.
The Payment Applications help screen.
The Payment Header help screen.
The Find Sales Invoices By Due Date help screen.
The Find Purchase Invoices By Due Date help screen.
Payment Gateway Transactions.
The Find Gateway Responses help screen
The Authorize Transaction help screen
The Capture Transaction help screen.
The View Gateway Response help screen
The Manual Transaction help screen
Payment Gateway Config.
The Find Payment Gateway Config help screen
The Edit Payment Gateway Config help screen
The Find Payment Gateway Config Types help screen
The Edit Payment Gateway Config Type help screen
Billing Accounts.
The Find Billing Account help screen
The Edit Billing Account help screen
The Billing Account Roles help screen
The Billing Account Terms help screen
The Billing Account Invoices help screen
The Billing Account Payments help screen
The Billing Account Orders help screen
Financial Accounts.
The Financial Account Main screen.
The Find Financial Accounts screen.
The Edit Financial Account Roles screen.
The Find Financial Account Transactions screen.
The Financial Account Deposit / Withdraw screen.
The Find Deposit Slips screen.
The Financial Account New Deposit Payment screen.
The Financial Account New Withdrawal Payment screen.
The Financial Account New Deposit Slip screen.
The Financial Account Edit Deposit Slip screen.
The Find Financial Account Reconciliations screen.
The Financial Account Bank Reconciliation screen.
The Edit Financial Account Reconciliations screen.
The View Financial Account Reconciliations screen.
The Edit Financial Account Transactions screen.
The Edit Financial Account Authorizations screen.
Tax Authorities.
The Find Tax Authorities screen.
The Edit Tax Authority screen.
The Edit Tax Authority Categories screen.
The Edit Tax Authority Associations screen.
The Edit Tax Authority GL Accounts screen.
The Edit Tax Authority Product Rates screen.
The List Tax Authority Parties screen.
The Edit Tax Authority Party Info screen.
Agreements.
The Find Agreements help screen
The Edit Agreement help screen
The Edit Agreement Terms help screen
The Edit Agreement Item help screen
The Agreements Item Promotions help screen
The Agreements Item Terms help screen
The Edit Agreement Item Term help screen
The Agreement Item Products help screen
The Edit Agreement Item Product help screen
The List Agreement Item Supplier Products help screen
The Edit Agreement Item Supplier Product help screen
The Agreement Items Parties help screen
The Edit Agreement Item Party help screen
The List Agreement Geo help screen
The Edit Agreement Geo help screen
The Agreement Work Effort Applications help screen
The Edit Agreements Roles help screen
Global GL Settings.
The Find Global GL Account help screen
The Navigate GL Accounts help screen
The Assign GL Account help screen
The Edit Custom Time Period help screen
The Edit Cost Calculations help screen
The Edit Payment Method Type help screen
The Edit Invoice Item Type help screen
The View Rates help screen
The View Foreign Exchange Rates help screen
The Find GL Account Category help screen
The Edit GL Account Category help screen
The Edit GL Category Member help screen
The Cost Centers help screen
Organization GL Settings.
The Available Internal Organizations help screen
The Accounting Preferences help screen
The Chart of Accounts help screen
The Journals help screen
The GL Account Type Defaults help screen
The Product GL Accounts help screen
The Product Category GL Accounts help screen
The Financial Account GL Account Type help screen
The Sales Invoice help screen
The Purchase Invoice help screen
The Payment Type GL Account Type help screen
The Payment Method GL Account Type help screen
The Variance Reason GL Accounts help screen
The Credit Card Type GL Accounts help screen
The Tax Authority GL Accounts help screen
The Party GL Account help screen
The Time Periods help screen
Accounting Features
4. The Party Application.
Introduction
The Party Find help screen.
5. The Product Catalog Component
Introduction Paragraph
The Product Catalog overview
subsection heading
Subsection 2 title
6. The Order Component.
Order Introduction
Order View
Order Reports Help.
Initial steps.
Reports List
7. The Content Component
Introduction
8. The Marketing Application.
Marketing, CRM and SFA in Apache OFBiz, an overview.
Marketing overview
Marketing main help screen.
Marketing Contact Lists.
SFA overview
Related information
9. The Human Resource Application.
Human resource in Apache OFBiz, an overview.
Human Resources Introduction
The Human Resources Main screen.
Nodes In the Company Tree
Usage
Simple Howto for the moment, work in progress...
10. The myportal Component
Introduction
The My portal application introduction.
11. Project Manager
Project Manager Introduction
Status management
Resources
Parameters :
The Project Manager Main screen.
xProject Mgr: My tasks
Project Mgr: My Timesheets
Project Mgr: Find Projects
Project Mgr: Project - summary
Sub screens
Project Information
Resources
Sub projects
Phases
Task
Notes
Content
Orders
Project Mgr: Project - billing
Project Mgr: Project - content
Project Mgr: Project - edit info
Project Mgr: Project - find mailing list
Project Mgr: Project - notes
Project Mgr: Project - orders
Project Mgr: Project - phases
Project Mgr: Project - resources
Project Mgr: Project - sub projects
Project Mgr: Project - tasks
Project Mgr: Requests
Project Mgr: Find Resources
Project Mgr: Edit Skill Type
Project Mgr: Tasks
Project Mgr: Timesheets
12. The Ebay Component
Ebay Introduction
The Ebay application introduction.
How to setup OFBiz integration eBay.
Edit Ebay Configurations screen.
How to edit Ebay configurations?
Search Products in category screen.
How to search products?
Search Products in category screen.
How to remove the conditions to find products?
What is a 'refine search' button?
How to select products?
What is 'Export To eBay' button?
Ebay Orders Import screen.
Section 'Search Options'.
Section 'Search Results'.
How to import order from eBay?
Import Single Transactions From ebay screen.
Section 'Search Single Transactions From eBay'.(use for select conditions to search results)
Section 'Import Orders From eBay'.
How to import single transactions from eBay?
Export Products to eBay screen.
Fields Description :
How to set export products?
Ebay Shipping Methods screen.
How to add shipping methods?
How to update shipping methods?
How to delete shipping methods?
13. The Ebay Component
Ebay Introduction
Ebay Store screen.
How to start ebay store in ofbiz?
How to connect to your ebay store?
New Ebay Account screen.
Fields Description :
Note :
Ebay Store Detail screen.
Fields Description :
Ebay Store Export categories to ebay store screen.
EBay Leave Feedback help screen.
EBay Feedback help screen.
Items Awaiting Feedback
Recent Feedback
Ebay Store Detail screen.
Fields Description :
Handle Ebay Product Inventory screen.
This function used for :
How to go to reserve product?
How to update inventoy and status on ebay site?
Fields Description :
Note :
Reserve Product From Ofbiz Inventory screen.
How to reserve product?
A. New features recently added
Apache OFBiz Technical documentation.
1. Introduction.
The production setup guide.
The quick setup of an Ubuntu/Debian Linux with Postgresql Apache OFBiz server
2. The OFBiz Framework Introduction.
3. Framework Base components
Receiving Email.
4. The Framework Common Component.
Sending Email in OFBiz
5. The Webtools, framework menus
The Webtools Introduction.
The Webtools Main page.
6. The OFBiz Unit Test (Using JUnit)
How to define a unit test?
How to create a test case?
1. Entity XML
2. JUnit
3. Service
4. Simple Method
How to run a unit test?
1. run-tests
2. run-test-list
3. run-single-test
4. run-single-test-suite
Possible error messages
1. Roll back
Test result
7. OFBiz Single Sign On using CAS and LDAP
Setup the Java Key Store
CAS Server
OFBiz Certificate
LDAP Component
LDAP Properties
OpenLDAP
Web Application Security Mapping
checkLogin
login
logout
8. The OFBiz Datafiles
Intoduction
Definitions
How to use the "Work With Data Files" screen in the Webtools application
Examples
A.
The Apache OFBiz documentation system
Overview
Contributing a new help screen, a few steps.
Internationalization of the help system
B.
Revisions Requiring Data Migration.

Apache OFBiz User documentation


Table of Contents

1. Introduction
2. The Setup Component
The OFBiz Setup application Overview
Why we have OFBiz Setup Application?
How to get started.
The Main OFBiz Setup Overview
The OFBiz Setup Edit Facility help screen.
The OFBiz Setup Edit Product Store help screen.
The OFBiz Setup Edit WebSite help screen.
The OFBiz Setup Create First Customer help screen.
The OFBiz Setup Edit First Catalog help screen.
The OFBiz Setup Edit First Product Category help screen.
The OFBiz Setup Edit First Product help screen.
The View Organization Profile help screen.
3. The Accounting Component.
Accounting Introduction
The Accounting Main screen.
Invoices.
The Find Invoices screen.
The Invoice Overview screen.
The Edit Invoice Header screen.
The New Invoice screen.
The Edit Invoice Applications screen.
The Edit Invoice Items screen.
The Edit Invoice Time Entries screen.
The Send Per Email screen.
The Invoice Roles screen.
Payments.
The Find Payments help screen.
The New Payment help screen.
The Payment Overview help screen.
The Payment Applications help screen.
The Payment Header help screen.
The Find Sales Invoices By Due Date help screen.
The Find Purchase Invoices By Due Date help screen.
Payment Gateway Transactions.
The Find Gateway Responses help screen
The Authorize Transaction help screen
The Capture Transaction help screen.
The View Gateway Response help screen
The Manual Transaction help screen
Payment Gateway Config.
The Find Payment Gateway Config help screen
The Edit Payment Gateway Config help screen
The Find Payment Gateway Config Types help screen
The Edit Payment Gateway Config Type help screen
Billing Accounts.
The Find Billing Account help screen
The Edit Billing Account help screen
The Billing Account Roles help screen
The Billing Account Terms help screen
The Billing Account Invoices help screen
The Billing Account Payments help screen
The Billing Account Orders help screen
Financial Accounts.
The Financial Account Main screen.
The Find Financial Accounts screen.
The Edit Financial Account Roles screen.
The Find Financial Account Transactions screen.
The Financial Account Deposit / Withdraw screen.
The Find Deposit Slips screen.
The Financial Account New Deposit Payment screen.
The Financial Account New Withdrawal Payment screen.
The Financial Account New Deposit Slip screen.
The Financial Account Edit Deposit Slip screen.
The Find Financial Account Reconciliations screen.
The Financial Account Bank Reconciliation screen.
The Edit Financial Account Reconciliations screen.
The View Financial Account Reconciliations screen.
The Edit Financial Account Transactions screen.
The Edit Financial Account Authorizations screen.
Tax Authorities.
The Find Tax Authorities screen.
The Edit Tax Authority screen.
The Edit Tax Authority Categories screen.
The Edit Tax Authority Associations screen.
The Edit Tax Authority GL Accounts screen.
The Edit Tax Authority Product Rates screen.
The List Tax Authority Parties screen.
The Edit Tax Authority Party Info screen.
Agreements.
The Find Agreements help screen
The Edit Agreement help screen
The Edit Agreement Terms help screen
The Edit Agreement Item help screen
The Agreements Item Promotions help screen
The Agreements Item Terms help screen
The Edit Agreement Item Term help screen
The Agreement Item Products help screen
The Edit Agreement Item Product help screen
The List Agreement Item Supplier Products help screen
The Edit Agreement Item Supplier Product help screen
The Agreement Items Parties help screen
The Edit Agreement Item Party help screen
The List Agreement Geo help screen
The Edit Agreement Geo help screen
The Agreement Work Effort Applications help screen
The Edit Agreements Roles help screen
Global GL Settings.
The Find Global GL Account help screen
The Navigate GL Accounts help screen
The Assign GL Account help screen
The Edit Custom Time Period help screen
The Edit Cost Calculations help screen
The Edit Payment Method Type help screen
The Edit Invoice Item Type help screen
The View Rates help screen
The View Foreign Exchange Rates help screen
The Find GL Account Category help screen
The Edit GL Account Category help screen
The Edit GL Category Member help screen
The Cost Centers help screen
Organization GL Settings.
The Available Internal Organizations help screen
The Accounting Preferences help screen
The Chart of Accounts help screen
The Journals help screen
The GL Account Type Defaults help screen
The Product GL Accounts help screen
The Product Category GL Accounts help screen
The Financial Account GL Account Type help screen
The Sales Invoice help screen
The Purchase Invoice help screen
The Payment Type GL Account Type help screen
The Payment Method GL Account Type help screen
The Variance Reason GL Accounts help screen
The Credit Card Type GL Accounts help screen
The Tax Authority GL Accounts help screen
The Party GL Account help screen
The Time Periods help screen
Accounting Features
4. The Party Application.
Introduction
The Party Find help screen.
5. The Product Catalog Component
Introduction Paragraph
The Product Catalog overview
subsection heading
Subsection 2 title
6. The Order Component.
Order Introduction
Order View
Order Reports Help.
Initial steps.
Reports List
7. The Content Component
Introduction
8. The Marketing Application.
Marketing, CRM and SFA in Apache OFBiz, an overview.
Marketing overview
Marketing main help screen.
Marketing Contact Lists.
SFA overview
Related information
9. The Human Resource Application.
Human resource in Apache OFBiz, an overview.
Human Resources Introduction
The Human Resources Main screen.
Nodes In the Company Tree
Usage
Simple Howto for the moment, work in progress...
10. The myportal Component
Introduction
The My portal application introduction.
11. Project Manager
Project Manager Introduction
Status management
Resources
Parameters :
The Project Manager Main screen.
xProject Mgr: My tasks
Project Mgr: My Timesheets
Project Mgr: Find Projects
Project Mgr: Project - summary
Sub screens
Project Information
Resources
Sub projects
Phases
Task
Notes
Content
Orders
Project Mgr: Project - billing
Project Mgr: Project - content
Project Mgr: Project - edit info
Project Mgr: Project - find mailing list
Project Mgr: Project - notes
Project Mgr: Project - orders
Project Mgr: Project - phases
Project Mgr: Project - resources
Project Mgr: Project - sub projects
Project Mgr: Project - tasks
Project Mgr: Requests
Project Mgr: Find Resources
Project Mgr: Edit Skill Type
Project Mgr: Tasks
Project Mgr: Timesheets
12. The Ebay Component
Ebay Introduction
The Ebay application introduction.
How to setup OFBiz integration eBay.
Edit Ebay Configurations screen.
How to edit Ebay configurations?
Search Products in category screen.
How to search products?
Search Products in category screen.
How to remove the conditions to find products?
What is a 'refine search' button?
How to select products?
What is 'Export To eBay' button?
Ebay Orders Import screen.
Section 'Search Options'.
Section 'Search Results'.
How to import order from eBay?
Import Single Transactions From ebay screen.
Section 'Search Single Transactions From eBay'.(use for select conditions to search results)
Section 'Import Orders From eBay'.
How to import single transactions from eBay?
Export Products to eBay screen.
Fields Description :
How to set export products?
Ebay Shipping Methods screen.
How to add shipping methods?
How to update shipping methods?
How to delete shipping methods?
13. The Ebay Component
Ebay Introduction
Ebay Store screen.
How to start ebay store in ofbiz?
How to connect to your ebay store?
New Ebay Account screen.
Fields Description :
Note :
Ebay Store Detail screen.
Fields Description :
Ebay Store Export categories to ebay store screen.
EBay Leave Feedback help screen.
EBay Feedback help screen.
Items Awaiting Feedback
Recent Feedback
Ebay Store Detail screen.
Fields Description :
Handle Ebay Product Inventory screen.
This function used for :
How to go to reserve product?
How to update inventoy and status on ebay site?
Fields Description :
Note :
Reserve Product From Ofbiz Inventory screen.
How to reserve product?
A. New features recently added

Chapter 1. Introduction

Welcome to Apache OFBiz the ready to use open source ERP system.

A project introduction can be found at the OFBiz documentation site

A general Business setup guide can be found at OFBiz documentation site For a quick setup check the Setup component.

Chapter 2. The Setup Component

The OFBiz Setup application Overview

The OFBiz Setup application is supporting for immediate setup your organization. For example, Product Store, WebSite , Facility , product catalog, category , product, and etc. and then be able to create orders from data that is created.

Why we have OFBiz Setup Application?

Warning

For manual setup instructions, please see the Business Setup Guide on the wiki.

If you are the company and also want to use OFBiz for running your business then you easily be able to setting your information for start running the system quickly via The OFBiz Setup Application.

How to get started.

1. Open a new terminal.

2. Go to your ofbiz directory.

3. Clean out all built classes with : ./ant clean-all

4. Load the seed data with : ./ant load-extseed

5. Create the admin user with : ./ant create-admin-user-login , then enter a user login id that will be created for you (the initial temporary password is "ofbiz")

6. Start ofbiz with : ./startofbiz.sh

7. Connect to the OFBiz Setup application with your browser at https://localhost:8443/ofbizsetup.

The Main OFBiz Setup Overview

The main page on OFBiz Setup application including 2 sections, following this:

1. Available Internal Organizations Section

This section shows list of organizations which store in the system. You be able to edit an information of your orgainzation via click setup then it will go to view profile screen, you will see other tab button including Facility, Product Store, Web Site, First Customer, and First Product where you would like to edit an information.

When you created an information of your orgainzation and also created product. And the last step is click "Set to complete" button.

2. Create New Organization Section

This section provides a form for create a new an organization(the first step of setup organization) and also setup the "Billing (AP) Address" , "Payment (AR) Address", "General Correspondence Address", any telephone numbers, and email addresses you want for your Company.

The OFBiz Setup Edit Facility help screen.

The Edit Facility help screen is used to manage a warehouse, a store with related inventory.

How do I create a facility?

  1. Select the 'Facility' sub menu and the screen will be displayed

  2. Enter the 'Facility Id' field (NOTE: If you do not enter the 'Facility Id' field it will be used the default as 'Organization Party Id')

  3. Enter the 'Name' field

  4. Enter a description describing what the line item is

  5. Enter a number in the 'Default Days To Ship ' field

  6. Press the 'Save' button

How do I update a facility?

Not all the fields on the facility can be updated. For example Facility Id cannot be updated. If these fields need to be amended then the facility will need to be removed and then re-created.

  1. Select the 'Facility' sub menu and the screen will be displayed: Any existing line items will be displayed in the 'Items' box

  2. Amend the details in the line item that needs to be updated (eg Name, Description, Default Days To Ship)

  3. Press the 'Update' button displayed at the end of the line item that has been updated

The OFBiz Setup Edit Product Store help screen.

The Product Store screen is used to manage a store with has all the information needed to sell products. For example shippings ,a series of catalogs, which are composed of product categories and products , and also used to configure the payment processing settings , fulfillment, notification, promotions, payment processing, and tax calculation policies , and etc.

How do I create a Product Store?

  1. Select the 'Product Store' sub menu and the screen will be displayed

  2. Enter the 'Product Store Id' field (NOTE: If you do not enter the 'Product Store Id' field it will be used the default as 'Organization Party Id')

  3. Enter the 'Store Name' field

  4. Press the 'Update' button

How do I update a Product Store?

Not all the fields on the Product Store can be updated. For example Product Store Id cannot be updated. If these fields need to be amended then the Product Store will need to be removed and then re-created.

  1. Select the 'Product Store' sub menu and the screen will be displayed: Any existing Product Store will be displayed in the 'Items' box

  2. Amend the details in the line item that needs to be updated (eg Store Name)

  3. Press the 'Update' button displayed at the end of the line item that has been updated

The OFBiz Setup Edit WebSite help screen.

The WebSite screen is used to manage the details of a WebSite. The WebSite record is used to configure which Product Store to use for your site that references it.

How do I create a Web Site?

  1. Select the 'Web Site' sub menu and the screen will be displayed

  2. Enter the 'Web Site Id' field (NOTE: If you do not enter the 'Web Site Id' field it will be used the default as 'Organization Party Id')

  3. Enter the 'Site Name' field

  4. Select the 'Visual Theme Set' field

  5. Press the 'Save' button

How do I update a Web Site?

  1. Not all the fields on the web site can be updated. For example Web Site Id cannot be updated. If these fields need to be amended then the web site will need to be removed and then re-created.

  2. Select the 'Web Site' sub menu and the screen will be displayed

  3. Any existing line items will be displayed in the 'Items' box

  4. Amend the details in the line item that needs to be updated (eg Site Name, Visual Theme Set)

  5. Press the 'Update' button displayed at the end of the line item that has been updated

The OFBiz Setup Create First Customer help screen.

The First Customer screen provides create/edit the first customer of your organization and also setup the "Shipping Destination Address" , "General Correspondence Address", any telephone numbers, and email addresses you want for your first customer.

How do I update the profile information of the first customer?

After the first customer is created the profile and contact information screen will be displayed

  1. Select the 'Update' button on the top corner of the profile information and the screen will be displayed: Any existing information will be displayed in the box

  2. Amend the details in the profile information that needs to be updated

  3. Press the 'Save' button

  4. Press the 'Cancel/Done' button for go back to the first customer screen

The OFBiz Setup Edit First Catalog help screen.

It provides an overview on Catalog, Category, and Product which is the first one of your organization. You will be able to create/edit Catalog, Category, and Product for your organization and also be able to create order by that product.

How do I create a Catalog?

  1. Select the 'Product Catalog' sub menu and the screen will be displayed

  2. Enter the 'Prod Catalog Id' field (NOTE: If you do not enter the 'Prod Catalog Id' field it will be used the default as 'Organization Party Id')

  3. Enter the 'Catalog Name' field

  4. Press the 'Update' button

How do I update a Catalog?

Not all the fields on the Catalog can be updated. For example Prod Catalog Id cannot be updated. If these fields need to be amended then the Catalog will need to be removed and then re-created.

  1. Select the 'Product Catalog' sub menu and the screen will be displayed

  2. Any existing Catalog will be displayed in the box

  3. Amend the details in the line item that needs to be updated (eg Catalog Name)

  4. Press the 'Update' button displayed at the end of the line item that has been updated

The OFBiz Setup Edit First Product Category help screen.

The Edit First Product Category screen is used to manage the first category with related the first catalog.

How do I create a Category?

  1. Select the 'Category' sub menu and the screen will be displayed

  2. Enter the 'Product Category Id ' field (NOTE: If you do not enter the 'Product Category Id' field it will be used the default as 'Organization Party Id')

  3. Enter the 'Category Name' field

  4. Enter a description describing what the category is

  5. Press the 'Update' button

How do I update a Category?

Not all the fields on the Category can be updated. For example Prod Catalog Id cannot be updated. If these fields need to be amended then the Category will need to be removed and then re-created.

  1. Select the 'Category' sub menu and the screen will be displayed: Any existing Category will be displayed in the box

  2. Amend the details in the line item that needs to be updated (eg Category Name, Product Description )

  3. Press the 'Update' button displayed at the end of the line item that has been updated

The OFBiz Setup Edit First Product help screen.

The Edit First Product screen is used to manage the first product with related the first catalog and the first category.

How do I create a Product?

  1. Select the 'Product' sub menu and the screen will be displayed

  2. Enter the 'Product Id' field (NOTE: If you do not enter the 'Product Id' field it will be used the default as 'Organization Party Id')

  3. Enter the 'Internal Name' field

  4. Enter the 'Product Name' field

  5. Enter a description describing what the category is

  6. Enter a number in the 'Default Price' field

  7. Enter a number in the 'Average Cost ' field

  8. Press the 'Update' button

How do I update a Product?

Not all the fields on the Product can be updated. For example Product Id cannot be updated. If these fields need to be amended then the Product will need to be removed and then re-created.

  1. Select the 'Product' sub menu and the screen will be displayed: Any existing Product will be displayed in the box

  2. Amend the details in the line item that needs to be updated (eg Internal Name, Product Name, Short Description, Default Price, Average Cost)

  3. Press the 'Update' button displayed at the end of the line item that has been updated

The View Organization Profile help screen.

This screen shows details of an individual profile. It displays specific information regarding the contact and profile information. The lower part of the screen shows the contact information details indicating the address , telephone number , or email used to communicate with your organization.

Chapter 3. The Accounting Component.

Table of Contents

Accounting Introduction
The Accounting Main screen.
Invoices.
The Find Invoices screen.
The Invoice Overview screen.
The Edit Invoice Header screen.
The New Invoice screen.
The Edit Invoice Applications screen.
The Edit Invoice Items screen.
The Edit Invoice Time Entries screen.
The Send Per Email screen.
The Invoice Roles screen.
Payments.
The Find Payments help screen.
The New Payment help screen.
The Payment Overview help screen.
The Payment Applications help screen.
The Payment Header help screen.
The Find Sales Invoices By Due Date help screen.
The Find Purchase Invoices By Due Date help screen.
Payment Gateway Transactions.
The Find Gateway Responses help screen
The Authorize Transaction help screen
The Capture Transaction help screen.
The View Gateway Response help screen
The Manual Transaction help screen
Payment Gateway Config.
The Find Payment Gateway Config help screen
The Edit Payment Gateway Config help screen
The Find Payment Gateway Config Types help screen
The Edit Payment Gateway Config Type help screen
Billing Accounts.
The Find Billing Account help screen
The Edit Billing Account help screen
The Billing Account Roles help screen
The Billing Account Terms help screen
The Billing Account Invoices help screen
The Billing Account Payments help screen
The Billing Account Orders help screen
Financial Accounts.
The Financial Account Main screen.
The Find Financial Accounts screen.
The Edit Financial Account Roles screen.
The Find Financial Account Transactions screen.
The Financial Account Deposit / Withdraw screen.
The Find Deposit Slips screen.
The Financial Account New Deposit Payment screen.
The Financial Account New Withdrawal Payment screen.
The Financial Account New Deposit Slip screen.
The Financial Account Edit Deposit Slip screen.
The Find Financial Account Reconciliations screen.
The Financial Account Bank Reconciliation screen.
The Edit Financial Account Reconciliations screen.
The View Financial Account Reconciliations screen.
The Edit Financial Account Transactions screen.
The Edit Financial Account Authorizations screen.
Tax Authorities.
The Find Tax Authorities screen.
The Edit Tax Authority screen.
The Edit Tax Authority Categories screen.
The Edit Tax Authority Associations screen.
The Edit Tax Authority GL Accounts screen.
The Edit Tax Authority Product Rates screen.
The List Tax Authority Parties screen.
The Edit Tax Authority Party Info screen.
Agreements.
The Find Agreements help screen
The Edit Agreement help screen
The Edit Agreement Terms help screen
The Edit Agreement Item help screen
The Agreements Item Promotions help screen
The Agreements Item Terms help screen
The Edit Agreement Item Term help screen
The Agreement Item Products help screen
The Edit Agreement Item Product help screen
The List Agreement Item Supplier Products help screen
The Edit Agreement Item Supplier Product help screen
The Agreement Items Parties help screen
The Edit Agreement Item Party help screen
The List Agreement Geo help screen
The Edit Agreement Geo help screen
The Agreement Work Effort Applications help screen
The Edit Agreements Roles help screen
Global GL Settings.
The Find Global GL Account help screen
The Navigate GL Accounts help screen
The Assign GL Account help screen
The Edit Custom Time Period help screen
The Edit Cost Calculations help screen
The Edit Payment Method Type help screen
The Edit Invoice Item Type help screen
The View Rates help screen
The View Foreign Exchange Rates help screen
The Find GL Account Category help screen
The Edit GL Account Category help screen
The Edit GL Category Member help screen
The Cost Centers help screen
Organization GL Settings.
The Available Internal Organizations help screen
The Accounting Preferences help screen
The Chart of Accounts help screen
The Journals help screen
The GL Account Type Defaults help screen
The Product GL Accounts help screen
The Product Category GL Accounts help screen
The Financial Account GL Account Type help screen
The Sales Invoice help screen
The Purchase Invoice help screen
The Payment Type GL Account Type help screen
The Payment Method GL Account Type help screen
The Variance Reason GL Accounts help screen
The Credit Card Type GL Accounts help screen
The Tax Authority GL Accounts help screen
The Party GL Account help screen
The Time Periods help screen
Accounting Features

Accounting Introduction

The Accounting system is organized according to age old and generally accepted principles such as double-entry accounting, a General Ledger with hierarchical accounts, journals and posting of transactions and corresponding entries.

The structure is primary based on the OMG GL standard and the work that was done on an AR/AP extension of the OMG GL standard. This correlates well with other standards such as ebXML and OAGIS.

The Accounting entities are structured such that accounts for multiple organizations can be managed. The multiple organizations could be multiple companies, or departments or other organizations within a company. Each Organization can have various GL Accounts associated with it so that it can operate with its own subset of the Master Chart of Accounts.

Each Organization can also have its own set of Journals for flexibility, even though the use of Journals should be as minimal as possible in favor of allowing the system to automatically create and post transactions based on business events triggered by standard procedures and documents such as purchase and sales orders, invoices, inventory transfers, payments, receipts, and so forth.

The Accounting Main screen.

This is the default tab for the Accounting Manager application. The screen currently shows links that will display more detailed screens related to Agreements, Billing Accounts, Invoices and Payments.

Invoices.

Sales invoices are generated when customers buy something from your business. You will need to provide a detailed list of the items bought and relevant taxes paid. They are often referred to a 'tax invoices' as they contain information relating to the amount of sales tax (eg VAT / GST) charged on the product or service.

Purchase invoices are generated by your suppliers when you order something from them. You may send them an order in the form of a Purchase Order. They will then send you the products and an invoice for payment. This invoice is the Purchase Invoice and it will contain details of the items bought plus any taxes.

Both of these documents are used as proof to various tax authorities (eg Inland Revenue, Customs etc) that the required tax has been charged or collected.

GENERAL NOTE: The following is an extract from Ian McNulty's documentation work on accounting:

Invoices are created automatically by the system when certain criteria are met for each item on an order. The criteria will vary depending on the type of product associated with the order item, and the type of order (ie purchase/sales).

For Sales Orders that include digital goods, an invoice will be created when the order is placed, and that invoice will be for all digital goods in the order. If there are non-digital or physical goods they will go in a separate invoice.

For Sales Orders that need physical fulfillment, an invoice will be created for all items in a shipment when the shipment goes into the 'Packed' status.

For Purchase Orders an invoice will be created from a shipment when the shipment goes into the Received status.

The Find Invoices screen.

The default screen is for the Invoices tab is 'Find Invoices'. It is used to locate existing invoices that have been created automatically by the system or manually by the user. It can also be used to create a new Sales or Purchase Invoice.

How do I view all invoices?

  1. Press the 'Search' button to view all invoices

How do I locate an existing invoice?

  1. Enter the 'Invoice ID' if known

  2. Enter a word from the invoice description in the 'Description' field if known

  3. Enter the 'Invoice Type' if known

  4. Enter the 'From Party Id' if known (NOTE: In most cases for a Sales Invoices this will be Company. For Purchase Invoice it will be the supplier party id)

  5. Enter the 'Billing Account Id' if known

  6. Enter the invoice status in the 'Status Id' field if known

  7. Enter the 'To Party Id' if known (NOTE: In most cases for a Purchase Invoice this will be company. For Sales Invoices it will be the customer party id)

  8. Press the 'Search' button to view all invoices

  9. All invoices that meet the search criteria will be displayed.

How do I update an invoice?

  1. Locate the invoice using the 'Find Invoices' screen

  2. Using the relevant sub menu make the required changes.

How do I delete an invoice?

Invoices cannot be deleted through the user interface. They can only be cancelled (eg if they have been entered or created by mistake).

NOTE: They can probably be deleted using Entity Data Maintenance in the Webtools menu but this is not recommended for 2 reasons:

  1. It may cause data integrity problems.

  2. In case of audit it would be a problem.

The Invoice Overview screen.

The Invoice Overview screen is used to display the summary of an invoice in a single view. The screen is divided into sections that show various information related to the invoice (eg Roles, Status, Terms, Items, Payments Applied, etc).

The following options are currently available from this screen:

  • Create New (Create a new invoice)

  • Copy (Create a copy of the current invoice)

  • PDF (View a PDF of the current invoice)

  • PDF default currency (NOTE TO CHECK: Need to see how this is different from just the PDF view......)

  • Status to 'Approved' (Change the status of the current invoice to 'Approved)

  • Status to 'Sent' (Change the status of the current invoice to 'Sent')

  • Status to 'Ready' (Change the status of the current invoice to 'Ready'. NOTE: This will create the relevant accounting transactions and post them to the general ledger)

  • Status to 'Cancelled' (Change the status of the current invoice to 'Cancelled')

  • Save as Template (NOTE TO CHECK: Save the current invoice format as a template)

The Edit Invoice Header screen.

The Invoice Header screen is used to view or update details from the invoice header. Examples of the type of information that can be changed are Due Date, Description, Currency.

How do I update the header details for an Invoice?

  1. Select the 'Header' sub menu and the header details of the invoice will be displayed

  2. Update the fields required

  3. Press the 'Update' button

The New Invoice screen.

This screen allows the user to create a new Sales or Purchase Invoice. Sales Invoices are created when a customer buys something from you. Purchase Invoices are created when you buy something from a supplier.

How do I create a new Sales invoice?

  1. Press the 'Create New' button

  2. The New Sales Invoice / New Purchase Invoice screen is displayed>

  3. Using the top part of the screen, leave Invoice type with its default of 'Sales Invoice'

  4. Leave 'Organization Party Id' with its default of 'Company'

  5. Enter or use the lookup to find the 'To Party Id' (eg DemoCustomer)

  6. Press the 'Create' button in the top part of the screen

  7. The invoice header has been created and the default header screen will be displayed

  8. Details on the invoice will need to be entered via the other sub menus (eg Items, Time Entries etc)

How do I create a new Purchase invoice?

  1. Press the 'Create New' button

  2. The New Sales Invoice / New Purchase Invoice screen is displayed>

  3. Using the bottom part of the screen, leave Invoice type with its default of 'Purchase Invoice'

  4. Leave 'Organization Party Id' with its default of 'Company'

  5. Enter or use the lookup to find the 'From Party Id' (eg DemoSupplier)

  6. Press the 'Create' button in the bottom part of the screen

  7. The invoice header has been created and the default header screen will be displayed

  8. Details on the invoice will need to be entered via the other sub menus (eg Items, Time Entries etc)

The Edit Invoice Applications screen.

The Invoice Applications sub menu is where payments that have been made (or received) can be linked or allocated to an invoice. The phrase 'applying' an amount to an invoice is often used to describe this. The screen is divided into 3 main areas as follows.

  • Payments Applied (which shows details of the total amount 'Applied' and the total amount 'Open'. Note that 'Open' here means outstanding)

  • Possible Payments to Apply (which shows all the payments that have been sent from the same party id as the invoice - for a sales invoice this would be the customer party id)

  • Assign Payment to Invoice (which allows you to manually assign a specific payment id to this invoice)

GENERAL NOTE: General Ledger accounting transactions are generated during the payment application process but unless your GL is setup with Unapplied Cash and Applied Cash accounts - I'm not sure that there will be any true accounting impact. In the Sales Order process the accounting transaction generated the following GL Accounting transaction is generated for 'Payment Applied' o add some text here.

DR 120000 Accounts Receivable / CR 120000 Accounts Receivable - This transaction doesnt really do anything!

It is used to link payments to invoices. It is also used to allocate which part of a payment is allocated or applied to a specific invoice. This is extremely useful if your customers pay multiple invoices with a single payment.

Example:

  • A customer could send a single payment of $1000 that can be used to pay for two invoices (eg $400 and $600)

  • Using this applications sub menu allows you to allocate part of the $400 to one invoice and the balance ($600) to the other invoice

By default all 'unapplied' payments that have been entered into OFBiz from the customer will be available for selection even if they have not yet been flagged as formally 'Received'. This means that these are payments that have not already been linked to another invoice. If only part of a payment amount has been linked to an invoice then the remaining amount is left available to be allocated to another invoice. Also note that a single invoice could be paid by multiple payments being applied to it.

How do I apply a payment (or payments) to an invoice?

  1. Select the 'Applications' sub menu for the invoice

  2. A list of unapplied payments for the party id will be displayed

  3. Press the 'Apply' button next to the entry that needs to be applied to the invoice (NOTE: More than one entry may be used. Also only part of a larger amount may be used)The Payments Applied total at the top of the screen will be updated with the amount selected. Also the Amount Open will be reduced by the amount selected.

  4. Once the total invoice amount has been selected a message will be displayed and only the first part of the screen will be displayed

  5. The top part of the screen will now be updated to show the 'Payments Applied' total is equal to the invoice total and the 'Amount Open' is zero.

How do I update an applied payment for an invoice?

  1. Payments that have been applied to an invoice can be updated. This means that you can change the details of the payment transaction or adjust the amount that was applied to the invoice.

  2. Select the 'Applications' sub menu for the invoice

  3. A list of payments already applied to the invoice will be displayed in the top part of the screen

  4. Enter or use the lookup to change the 'Payment Id' if required

  5. Enter the updated amount in the 'Amount to Apply' field if required

  6. Press the 'Update' button

How do I remove an applied payment (or payments) from an invoice?

NOTE TO CHECK: It can be done before transaction has been posted to GL but also need to check if its can be done if the transaction has been posted.

  1. Select the 'Applications' sub menu for the invoice

  2. A list of payments already applied to the invoice will be displayed in the top part of the screen

  3. Press the 'Remove' button next to the payment entry that needs to be removed

  4. The entry will be removed and the top part of the screen will be update the 'Payments Applied' total and 'Amount Open'

The Edit Invoice Items screen.

The Invoice Items screen displays the individual invoice line details and allows the user to update or remove an entry. As each invoice line is created it is allocated a specific sequence (or Item Number) which acts as a unique identifier.

How do I create a new invoice line item?

Note that only invoices that have specific statuses can have new line items created. This means that if an invoice has already been paid and processed OFBiz will not allow any amendments to it.

  1. Select the 'Items' sub menu for the invoice

  2. The 'Add a new invoice item' screen will be displayed

  3. Leave the 'Item No' field blank (as it will be automatically generated)

  4. Select the 'Invoice Item Type' from the drop down box (NOTE: A typical line using the demo could be 'Invoice Finished Good Item' but ensure that it corresponds with the type of products setup in your catalog)

  5. Enter a description describing what the line item is (NOTE: If you are going to enter a product in the Product Id field from the catalog then leave the 'Description' field blank as it will be used to show the product description)

  6. Leave the 'Override GL Account Id' field blank as it will use the default account based on the Chart of Accounts setup

  7. Use the lookup or enter a product code in the 'Product Id' field (NOTE: This can be left blank if your invoice line is not related to a product in the catalog)

  8. Enter a number in the 'Quantity' field

  9. Enter a 'Unit Price' only if the Product Id field is blank (NOTE: If a Product Id has been entered then leave the 'Unit Price' field blank as it will pick up the product price from the catalog)

  10. Leave the 'Inventory Item' field blank

  11. Leave the 'Product Feature Id' field blank

  12. Leave the 'UOM' field blank

  13. Select 'Yes' for the 'Taxable Flag' field

NOTE TO CHECK: Need to do some tests to see what line item type needs to be used for 'Sales Tax'. I think that it could be 'Invoice Item Sales Tax' since tax is currently calculated at invoice item line level. Also the automatically generated invoices from Order Entry and E-Commerce show taxes at the invoice item line level (think there may be some work going on - see JIRA on to consolidate entries). Need to do some tests using 'Invoice Sales Tax' to see how it works.........

How do I update an invoice line item?

Not all the fields on the invoice item line can be updated. For example Taxable Flag and Inventory Item cannot be updated. If these fields need to be amended then the invoice item will need to be removed and then re-created.

  1. Select the 'Items' sub menu for the invoice

  2. Any existing line items will be displayed in the 'Items' box

  3. Amend the details in the line item that needs to be updated (eg Quantity, Invoice Item Type, Product Id, Description, Override GL Account, Unit Price)

  4. Press the 'Update' button displayed at the end of the line item that has been updated

How do I delete an invoice item?

  1. Select the 'Items' sub menu for the invoice

  2. Any existing line items will be displayed in the 'Items' box

  3. Press the 'Remove' button displayed at the end of the line item that needs to be deleted

The Edit Invoice Time Entries screen.

he Time Entries screen displays any time logged against the invoice. For example these time entries can be from employee or external supplier timesheets that are tracked within OFBiz. is used to track any individual work or billable hours against an invoice.

How do I add a new time entry for an invoice?

Threre are two options

  1. Add time entry to a new invoice and add time entry to an existing invoice.

  2. Timesheet entries can be added to an existing invoice from Workeffort Manager.

How do I update a time entry for an invoice?

NOTE: To check if this can only be done via timesheets.

How do I remove a time entry from an invoice?

NOTE: To check if this is done via timesheets

The Send Per Email screen.

This is used to send a copy of the invoice details to one or more email addresses. The invoice is included as an attachment and the user can add a simple accompanying email message.

How do I send a copy of an invoice via email?

  1. Select the 'Send per Email' sub menu

  2. The 'Send per Email' default screen will be displayed

  3. Enter the 'From Email Address' (NOTE TO CHECK: Shouldnt this be defaulted from the user login.....????)

  4. Leave the 'To Email Address' as it is as this will be defaulted using the customer details from the invoice

  5. If required enter the 'Copy Email address' for anyone that needs to be copied on the email

  6. Leave the 'Subject' as the default of 'Please find attached invoice'

  7. Leave the 'Other Currency' box blank (NOTE TO CHECK: Investigate what effect this has on the email.....)

  8. Enter a short email message in the 'Email Body'

  9. Press the 'Submit' button

The Invoice Roles screen.

The Invoice Roles screen allows parties with specific roles to be associated with and invoice. If the e-commerce or Sales Order entry route has already been used then the invoice generated will already contain the relevant roles from the various parties.

For a Sales Order examples of roles will include Bill From Customer, Bill To Customer, End User Customer,Ship To Customer etc.

How do I add a party role to an invoice?

Party roles will automatically be added to an invoices that have been generated as a result of E-Commerce order entry or Sales Order entry. They can also be added be added manually.

  1. Select the 'Roles' sub menu

  2. Enter or use the lookup to enter the party to be added to the invoice in the 'Party Id' field

  3. Use the drop down box to select the 'Role Type Id'

  4. Leave the 'Date Time Performed' field blank (NOTE: This field is optional and can be entered if required. This field can be used to indicate the date and time this role was performed by the party for this invoice)

  5. Leave the 'Percentage' field blank (NOTE: This field is optional and can be entered if required. If roles are shared then this field can be used to indicate the assigned percentage for this role)

  6. Press the 'Submit' button

  7. The new role entry will be displayed on the bottom part of the screen

  8. NOTE: If you select a role that is not associated with the party that has been entered an error message will be displayed. To fix it you will need to add the role to the party or choose another party that already has that role associated with it.

How do I update a party role on an invoice?

A party role cannot be updated via the current user interface. It can only be removed. If a party role needs to be updated then the entry must be deleted and then re-created.

How do I remove a party role from an invoice?

  1. Locate the entry that needs to be removed

  2. Press the 'Remove' button next to the entry that needs to be deleted

  3. The entry is now removed from the list of invoice roles

Payments.

Payments are transactions that received by or generated by a business. They can be incoming or outgoing. Incoming payments are normally from customers and outgoing ones to suppliers.

The Find Payments help screen.

The default screen is 'Find Payment' which allows the user to search for and view the details related to a payment transaction. Specific search criteria can be entered as a filter to locate the payment quickly.

Payments can be incoming or outgoing and the demo data contains a list of payment type descriptions that describe the reason for the payment in more detail (eg Customer Deposit, Tax Payment, Commission Payment etc).

This screen is used to locate existing payments that have been created automatically by the system or manually by the user. There are links from this page that can be used to do the following:

  • Create a new incoming or outgoing payment

  • Find Sales Invoices by due date

  • Find Purchase Invoices by due date

How do I view all payments?

  1. Press the 'Search' button to view all payments

How do I locate an existing payment?

  1. Enter the 'Payment ID' if known

  2. Enter a word from the payments 'Comment'field if known

  3. Enter the 'Payment Type Id' if known

  4. Enter the 'From Party Id' if known (NOTE: In most cases for an incoming payment this will be the customer party id)

  5. Enter the payment amount in the 'Amount' field if known

  6. Enter some details from the payment reference number in the 'Reference No' field if known

  7. Enter the status of the payment in the 'Status Id' field if known

  8. Enter the 'To Party Id' if known (NOTE: In most cases for an incoming payment this will the the customer party id. For outgoing payments this will be the supplier id, or customer id for a refund)

  9. Press the 'Search' button to view all payments

  10. All payments that meet the search criteria will be displayed.

The New Payment help screen.

This screen is used to create a new payment. Payments can be incoming (eg from a customer) or outgoing (eg to a supplier). Payment types are used to describe what the payments are used for in the system.

Examples of incoming payment types are as follows:

  • Customer Deposit

  • Customer Payment

  • Interest In

Examples of outgoing payment types are as follows:

  • Commission Payment

  • Pay Check

  • Income Tax Payment

  • Vendor Payment

How do I create a new incoming payment?

  1. Press the 'Create New Payment' button

  2. The New Incoming Payment / New Outgoing Payment screen is displayed

  3. Leave 'Organization Party Id' with its default of 'Company'

  4. Select the 'Payment Type Id' from the drop down box (NOTE: This is currently limited to the following: Customer Deposit, Customer Payment, Interest In and Gift Certificate Deposit)

  5. Enter the payment amount in the 'Amount' field

  6. Enter or use the lookup to find the 'From Party Id'

  7. Select the 'Payment Method Type' from the drop down box (eg how the payment was paid - cash, cheque, money order etc)

  8. Leave the 'Currency' field with its default of 'USD' (NOTE: This default comes from Company)

  9. Press the 'Create' button

  10. The payment header is created and the default header screen will be displayed subsection content

NOTE: Need to understand what happens if customer pays in a currency that is not the company default.... if the exchange rate is specified then I think it should convert the currency to the default currency for accounting purposes.... need to investigate and test.

How do I create a new outgoing payment?

  1. Press the 'Create New Payment' button

  2. The New Incoming Payment / New Outgoing Payment screen is displayed

  3. Leave 'Organization Party Id' with its default of 'Company'

  4. Select the 'Payment Type Id' from the drop down box (NOTE: This is currently limited to 11 entries including Commission Payment, Customer Refund, Vendor Payment, Income Tax Payment)

  5. Enter the payment amount in the 'Amount' field

  6. Enter or use the lookup to find the 'To Party Id'

  7. Select the 'Payment Method Type' from the drop down box (eg how the payment is to be paid - cash, cheque, money order etc)

  8. Leave the 'Currency' field with its default of 'USD' (NOTE: This default comes from Company)

  9. Press the 'Create' button

  10. The payment header is created and the default header screen will be displayed subsection content

The Payment Overview help screen.

The Payments Overview screen displays the summary details of the payment. On one side it shows information related to the payment transaction header (eg Payment Type, Status, Amount, Effective Date etc) and the other it shows if the payment has been applied (or matched) to an invoice or billing account etc.

The following options are currently available from this screen:

  • Create New (Create a new payment)

  • Status to 'Received' (Change the status of the current payment to 'Received. NOTE: This will create the relevant accounting transactions and post them to the general ledger)

  • Status to 'Cancelled' (Change the status of the current payment to 'Cancelled')

  • Status to 'Confirmed' (Change the status of the current invoice to 'Confirmed'. NOTE: This status option will not appear until the status has been changed to 'Received')

NOTE: The general ledger transactions generated as a result of the payment are based on the GL Account Type defaults for Company as follows:

  • Debit Entry (GL Account Type defaults)

  • Credit Entry (Payment Method Id / GL Account Id)

The Payment Applications help screen.

The Payments Applications sub menu is where payments that have been made (or received) can be linked or allocated to an invoice, another payment, a billing account or a tax authority.

NOTE: General Ledger accounting transactions are generated during the payment application process but unless your GL is setup with Unapplied Cash and Applied Cash accounts - I'm not sure that there will be any true accounting impact. In the Sales Order process the accounting transaction generated the following GL Accounting transaction is generated for 'Payment Applied'

The following options are currently available from this screen:

  • Create New (Create a new payment)

  • Status to 'Received' (Change the status of the current payment to 'Received. NOTE: This will create the relevant accounting transactions and post them to the general ledger)

  • Status to 'Cancelled' (Change the status of the current payment to 'Cancelled')

  • Status to 'Confirmed' (Change the status of the current invoice to 'Confirmed'. NOTE: This status option will not appear until the status has been changed to 'Received')

How do I apply a payment to an invoice?

  1. Select the 'Applications' sub menu for the payment

  2. A list of invoices will be displayed in the 'Possible Invoices to Apply' box (NOTE: If no open invoices exist for the party that is sending the payment then this may not list any invoices)

  3. Press the 'Apply' button next to the invoice (or invoices) that this payment is for

NOTE: Although it can be overriden the 'Amount to Apply' field will default to the lesser of the invoice total or the payment amount. This can be shown by examples as follows:

* If a payment of $150 is received but the invoice total is $120 then the 'Amount to Apply' will default to $120

* If a payment of $150 is received but the invoice total is $170 then the 'Amount to Apply' will default to $150

How do I apply a payment to an invoice, tax authority, billing account or another payment?

  1. Select the 'Applications' sub menu for the payment

  2. Using the 'Apply this payment to' box at the bottom of the screen

  3. Enter or use the lookup to enter the 'Invoice Id' to apply the payment to (NOTE: This can be used if the invoice is to another party eg ordered by a subsidiary but paid for by another company of the same group)

  4. Enter or use the lookup to enter the 'To Payment Id' to apply the payment to if required (NOTE TO CHECK: How does this work....?)

  5. Enter or use the lookup to enter the 'Billing Account Id' to apply the payment to if required

  6. Enter or use the drop down box to select the 'Tax Auth Geo Id' to apply the payment to if required (NOTE TO CHECK: This is a country so need to test how this actually works......)

  7. Enter an amount in the 'Amount to Apply' (NOTE: This must be less than or equal to the payment amount)

  8. Press the 'Apply' button

The Payment Header help screen.

The Header screen displays the header details for the payment transaction and allows all fields to be updated if required.

The following options are currently available from this screen:

  • Create New (Create a new payment)

  • Status to 'Received' (Change the status of the current payment to 'Received. NOTE: This will create the relevant accounting transactions and post them to the general ledger)

  • Status to 'Cancelled' (Change the status of the current payment to 'Cancelled')

  • Status to 'Confirmed' (Change the status of the current invoice to 'Confirmed'. NOTE: This status option will not appear until the status has been changed to 'Received')

How do I update the header details for a Payment?

  1. Select the 'Header' sub menu and the header details of the payment will be displayed

  2. Update the fields required

  3. Press the 'Update' button

The Find Sales Invoices By Due Date help screen.

This screen allows the user to search for and locate Sales Invoices based on their due date. The 'Due Date' can be defined as the last possible date that payments can be received for the invoice without triggering late payment penalties. The 'Invoice Date' can be defined as the date that the invoice was created and this is normally based on when products were shipped or services were provided.

NOTE TO CHECK: There appears to be a minor bug here as if the Invoice 'Due Date' is different to the Invoice Date (eg. Invoice Creation Date) then the Invoice Date is used as the Due Date in this screen which I dont think is correct......

A Sales Invoice may be due to be paid immediately or as in some cases the customer is given a 'grace period' after which the invoice is generated and becomes due. Examples of this include only generating a customer invoice after a certain amount of time after the dispatch of their order. (NOTE: There are several ways this can be achieved in OFBiz including the use of agreements and billing accounts).

This screen can be used to locate Sales Invoices as follows:

  • That will become due within a fixed timeframe (eg the next 5 days)

  • That may already be overdue

  • That have been automatically generated by the system (eg as a result of Agreements based on payment in 30 days etc....TO CHECK)

NOTE: See details from Jacopo below regarding future work regarding Find Sales Invoice by Due Date and Find Purchase Invoice by Due Date functionality:

* The two links are used to search invoices' due dates for payments - there are plans to add links to quickly create payments for them etc. So they are somewhat in the middle between an invoice thing and a payment thing. By the way, for now I will close this issue because the best spot to place them is in the AR and AP applications, but there is still a lot of work to do to make them usable.

How do I find a Sales Invoice by Due Date?

  1. Press the 'Find Sales Invoices by Due Date' button

  2. The Find Sales Invoices by Due Date screen is displayed

  3. Enter the 'Organization Party Id' (eg. Normally this will be Company)

  4. Enter the 'Party Id' that the Sales Invoice (eg. Normally this will be the Customer Party Id)

  5. Enter a number in the 'Days Offset' field that represents the number of in which the invoice will become due (eg If an invoice is due to be paid in 5 days then enter 5 or greater)

  6. Press the 'Select' button

The Find Purchase Invoices By Due Date help screen.

This screen allows the user to search for and locate Purchase Invoices based on their due date. The 'Due Date' can be defined as the last possible date that payments can be received for the invoice without triggering any late payment penalties. The 'Invoice Date' can be defined as the date that the invoice was created and this is normally based on when products were received or services were provided.

NOTE TO CHECK: See if the same bug that exists with Sales Invoices is here too.

A Purchase Invoice may be due to be paid immediately or you may be given a 'grace period' after which the invoice is due.

How do I find Purchase Invoices by Due Date?

  1. Press the 'Find Purchase Invoices by Due Date' button

  2. The Find Purchase Invoices by Due Date screen is displayed

  3. Enter the 'Organization Party Id' (eg. Normally this will be Company)

  4. Enter the 'Party Id' that the Purchase Invoice (eg. Normally this will be the Supplier Party Id)

  5. Enter a number in the 'Days Offset' field that represents the number of in which the invoice will become due (eg If an invoice is due to be paid in 5 days then enter 5 or greater)

  6. Press the 'Select' button

Payment Gateway Transactions.

The Payment Gateway is made up of a configurable interface that processes payments.

Payment transactions can be authorised, captured and processed or refunded via the selected mechanism. (eg Paypal, Authorise.net, etc)

The Find Gateway Responses help screen

This is the default screen for the 'Transactions' sub menu. Press the 'Lookup' button to display details of all transactions that have been authorised, captured or manually entered.

How do I view all Gateway response transactions?

  1. Press the 'Lookup' button

A list of all transactions that have been authorised, captured or manually entered will be displayed.

Transaction results (external link)

List of all the transaction results

The Authorize Transaction help screen

An authorization is a temporary transaction that shows a commitment to take money from an account.

The 'Authorize' process is the first step in allowing a sales transaction payment to be accepted. In OFBiz a service would be defined to carry out the authorisation process each time for example, a credit card is used. It will perform specific validation tests before the payment can be classes as 'authorised'.

When a payment is authorised it means that it has been validated and that the credit card or bank account has been checked to ensure that it has sufficient funds available to cover the proposed transaction. A number or code may be issued as evidence of the authorisation.

NOTE: In the 'Payment' settings for a store as part of the Product Payment setup the user can specify various services that will process a payment transactions through to completion. This includes the following:

  • Payment Authorisation

  • Payment Capture

  • Payment Credit

  • Payment Authentication Verification

  • Payment Re-Authorisation

  • Payment Refund

  • Payment Release Authorisation

This is used to provide verification and approval for the first step of the sales transaction payment process.

An 'Authorize' button is also displayed on Sales Order detail screen if a Credit Card payment was specified for a sales order. This is probably a more natural place for a payment transaction to be authorised.

NOTE: Using OFBiz demo data if DemoCustomer uses their credit card for payment then an transaction is created that is automatically authorised and can be viewed using the Gateway Responses.

How do I create and authorise a transaction?

  1. Enter the 'Order Id' of the sales order for which payment is being made

  2. Enter the 'Order Payment Preference Id' (NOTE: This is automatically generated at sales order creation and may be difficult to find out...I found it by initially doing an order and then paying by DemoCustomer's credit card and checking Gateway Responses for what was displayed in that field for the order)

  3. Select the 'Payment Method Type' (NOTE TO CHECK: What happens if you use other selections not just credit card?)

  4. Enter the 'Amount'

  5. Press the 'Authorize' button

  6. A new transaction should be displayed with the status of authorised

NOTE: The demo data payment settings for the Payment authorisation Service is set to always approve so no transactions will display here because of this. Need to test and maybe try removing the 'always approve' to see if the transaction will be created as 'unauthorised '

The Capture Transaction help screen.

This screen is used to input or 'capture' a payment against a Sales Order. Unlike the authorise, this function will actually deduct the amount from eg a credit card and apply the payment to a specific order.

It is likely that the before the payment is 'captured' in this screen, it would have been through an authorisation first.

NOTE TO CHECK: Investigate how this links in with the Payment Gateway Configurations screens

How do I capture a transaction?

  1. Enter the Order Id for the payment (eg Sales Order Id)

  2. Enter Order Payment Preference Id (Unsure of what this is...a type of unique identifier perhaps?)

  3. Select the 'Payment Method Type'

  4. Select the 'Payment Type'

  5. Enter the 'Amount'

  6. Press the 'Capture' button

A transaction will be created and can be viewed via the 'Gateway Responses' tab

The View Gateway Response help screen

This screen shows details of an individual gateway transaction. It displays specific information regarding the order and the payment. The lower part of the screen shows the gateway response details indicating the time and codes used to process the transaction through the gateway.

The Manual Transaction help screen

The Manual Electronic Transaction screen allows the user to manually input and process payment related transactions.

Options available include the following:

  • Authorising payment transactions

  • Refunding payments

  • Payment Re-Authorisation

  • Payment Capture

How do I create a manual electronic transaction?

  1. Select the 'Payment Method Type' (eg Credit Card)

  2. Select the 'Product Store'

  3. Select the 'Transaction Type' (NOTE: This is the type of transaction that needs to be created, eg authorisation, capture,refund etc)

Additional fields will be displayed

  1. Enter the required details (eg name, credit card, billing address, amount etc)

  2. Press the 'Submit' button

A transsaction will be created that can be viewed via the Gateway Transactions screen

NOTE TO CHECK: Possible bug as could not get this to work using 'Payment Authorisation Service' and error message appeared regarding a missing parameter missing for Order Preference Id but the Order Preference Id was not displayed on the screen

Payment Gateway Config.

Payment Gateway Configuration is used to setup the parameters required for the system to accept payments via different or external applications

Examples of these include:

  • Paypal

  • PayFlow

  • Authorise.net

  • Clear Commerce

The Find Payment Gateway Config help screen

The default screen allows the user to search for any payment gateway configurations that are setup.

Press the 'Lookup' button to see a list of existing configurations.

The Edit Payment Gateway Config help screen

This screen allows the user to update the payment gateway configuration.

A range of parameters need to be set before the payment gateway will work This includes details of the username and password required for the validation of the external account that will be using the gateway.

How do I update a Payment Gateway Configuration?

  1. Select the gateway Find Payment Gateway Config screen

  2. Enter the details required for the configuration type selected (NOTE: This will be different for each individual configuration selected)

  3. Press the 'Update' button

The Find Payment Gateway Config Types help screen

This screen lists some of the most common payment gateway configuration types that have been created as part of the seed or demo data.

Press the 'Lookup' button to see a list of existing payment gateway configuration types.

The Edit Payment Gateway Config Type help screen

This screen allows the update of an existing payment gateway configuration type.

NOTE: New Payment Gateway Configuration Types cannot be created via this screen.

Billing Accounts.

A billing account is a way of allowing customers to consolidate several invoices into an account that is paid off at a later date.Customers can be allocated a credit limit and orders can be taken up to the value of the credit limit without any payment being made. Statements to the customer can then be generated (eg monthly) and payment is made based on the outstanding amount.

NOTE: A billing account does not change the flow of the normal Invoice and Payment processes. It simply allows for a more structured organisation of Invoices and Payments..

Billing Accounts can be used for the following:

  • Setting credit limits for customers

  • Keeping track of credit available to customer for purchase on account

  • Keeping track of payments made in advance (NOTE TO CHECK: Could also use Financial Account for advance payments but need to understand the differences in functionality and process)

  • Keeping track of a subset of payments and invoices for a specific client, i.e. allowing them to have multiple billing accounts (NOTE TO CHECK: This is from David - does this mean having multiple accounts for one customer or does it mean one billing account can track a hierarchy of invoices and payments.....)

  • Allow multiple authorised parties to bill against the same account which one party is responsible for paying (e.g. different offices of the same organisation may have one single account with a supplier to make use of order volume discounts)

  • Managing and generating customer statements ??

  • Customer specific order tracking

  • Accounts Receivable / Debt Management

  • Analysis and monitoring customer spending (creditworthiness / discounts / product popularity ???)

NOTE: A payment that is applied (or matched) to a Billing Account it should still be applied to an invoice. In the case where the payment arrives before the invoice has been generated then once the invoice is generated it should be applied to the payment or payments.

The Find Billing Account help screen

The default screen is for the Billing Account tab is 'Find Billing Account'. It is used to locate existing billing accounts that have been created.

The user has the option to select an existing billing account or create a new one by clicking on the 'New' button.

The Edit Billing Account help screen

The 'Account' sub menu is used to enter the basic details required for setting up a new billing account or editing an existing one.

It can be used to create or update the following details for a Billing Account:

  • Billing Account Identification

  • Party to be Billed

  • Billing Account Limit (NOTE: This is how much credit the customer will be given eg $5000)

  • Currency to be used for Billing Account

  • Start and End Dates

NOTE: There are currently two ways to add a party to a billing account.

  1. Enter a party id in the 'Party Billed To' field

  2. Use the 'Roles' sub menu to add a party id with the role of 'Bill To Customer'

  3. If using the first method then when you press the update button this removes the party id from this field and automatically creates the party under the Roles sub menu with the role of 'Bill To Customer'

How do I create a new Billing Account?

NOTE TO CHECK: If the party doesnt have the role 'Bill To Customer' is it automatically added when the billing account is created or will the creation fail?..

Example: To create a new Billing Account

  1. Press the 'New' button and the 'Edit Billing Account' screen is displayed

  2. Enter a code or number for the 'Billing Account Id' (NOTE: If this is left blank a number will be automatically generated)

  3. Enter a number for the 'Billing Account Limit' (eg 5000)

  4. Leave the 'Account Currency UOM Id' as it is (NOTE: This should be the default currency for Company...)

  5. Enter a description that can be used to identify the Billing Account (eg Joe Bloggs Builders Billing Account)

  6. Leave the 'Contact Mech' field as it is (NOTE: This field cannot be filled in until either the 'Party Billed To' has been filled in or a party with the role of 'Bill To Customer' has been added under the 'Roles' sub menu

  7. Enter the Billing Account start date in the 'From Date' field. (NOTE: If left blank then this will default to the current date and time. NOTE TO CHECK: Can this date be in the future.....?)

  8. Leave the 'Thru date' field blank

  9. Enter or use the lookup to select the 'Party Billed To'

  10. Press the 'Update' button

After the 'Update' button has been pressed then the 'Contact Mech Id' field will either be automatically filled in or will allow you to select a contact mech from a drop down list

How do I update an existing Billing Account?

Billing Account details can be updated. A key field that may need to be updated is the actual Billing Account Limit if a customer reduces or improves their credit rating

Example: To Update a Billing Account

  1. Click on the 'Billing Account Id' of the Billing Account to updated

  2. The 'Edit Billing Account' screen is displayed

  3. Enter the changes required

  4. Press the 'Update' button

How do I delete a Billing Account?

Billing Accounts cannot be deleted. They can only be expired. This means that they will no longer be able to be used to associate invoices or payments against.

Example: To Expire a Billing Account

  1. Click on the 'Billing Account Id' of the Billing Account to be expired

  2. The 'Edit Billing Account' screen is displayed

  3. Enter the current date in the 'Thru date' field

  4. Press the 'Update' button

The Billing Account Roles help screen

This sub menu allows parties with specific roles to be associated with to a Billing Account. Roles allows you to specify a party role.

is used to specify which party should be billed for the billing account. It can be used as follows:

  • Simple billing account for a single party

  • More complex billing account where multiple parties (eg company subsidiaries) charge invoices to the billing account but a different party (eg head office) will pay the account

How do I add a party role to a billing account?

Select the 'Roles' sub menu

  1. Enter or use the lookup to select the 'Party Id'

  2. Select the 'Role Type Id' from the drop down box (eg Bill To Customer)

  3. Leave the 'From Date' blank (NOTE: If left blank it will default to the current date and time)

  4. Leave the 'Thru Date' blank

  5. Press the 'Add' button

The new party role is displayed at the bottom of the screen

How do I update a party role for a billing account?

The only field that can be updated for a party role is the 'Thru Date'. If any other details need to be amended then the entry will need to be deleted and then recreated.

  1. Select the 'Roles' sub menu

  2. Locate the entry that needs to be amended

  3. Enter or use the lookup to enter the 'Thru Date'

  4. Press the 'Update' button for the entry

How do I delete a party role from a billing account?

  1. Locate the entry that needs to be deleted

  2. Press the 'Delete' button next to the entry

  3. The entry will be removed from the bottom of the screen

The Billing Account Terms help screen

This sub menu allows terms to be associated with a billing account. Currently these can be the following:

  • payment terms (discounted if paid within specified days)

  • payment terms (due on a specified day per month)

  • payment terms (net days)

  • penalty terms (late fee)

  • penalty terms (collection agency fee)

  • miscellaneous (non returnable sales item)

>NOTE: There is an overlap here with the terms that can be specified in an agreement. Would a billing account party also have an agreement for payment terms...? .

How do I add terms to a billing account?

  1. Select the 'Terms' sub menu

  2. Select a 'Term Type' from the drop down box (eg. Payment net days)

  3. Leave the 'UOM' field blank

  4. Enter a number in the 'Term Value' field (eg. 30 which would mean '30 days' when related to 'Payment net days')

  5. Press the 'Save' button

The term is displayed in the top part of the screen

How do I update terms for a billing account?

Select the 'Terms' sub menu

  1. Press the 'Edit' button next to the entry that needs to be amended

  2. The details are displayed in the 'Edit Billing Account Terms' box

  3. Update the 'Term Type', 'UOM' or 'Term Value' as required

  4. Press the 'Save' button

The updated term is displayed in the top part of the screen

How do I remove terms from a billing account?

  1. Select the 'Terms' sub menu

  2. Press the 'Delete' button next to the entry that needs to be removed

The Billing Account Invoices help screen

The Billing Account Find Invoices screen displays by default a list of invoices that have been charged to the billing account.

Any invoice displayed here means that its invoice amount has been deducted from the billing account credit limit.For example: If the Billing Account Credit Limit is $100 and the there are 2 invoices displayed with amounts $10 and $25 then the available credit for the billing account will be $75.

The invoice can be at various statues and there is an option to locate an invoice by status.

It is also used to apply any payments that have been made into the Billing Account to an invoice. A 'Capture' button is displayed next to each invoice displayed that has an amount outstanding.

Example:

  • Two invoices are charged to a Billing Account (Invoice A $10 and Invoice B $25)

  • A payment of $17 has been paid into the Billing Account

  • If the Capture button is pressed for the invoice A then $10 of the $17 payment will be applied to this invoice and a new payment transaction of $7 will be created and available to apply to a different invoice

How do I locate an invoice by status?

  1. Select the 'Invoices' sub menu

  2. Use the drop down box to select the 'Status Id' for the invoice required

  3. Press the 'Submit' button

A list of invoices with the required status will be displayed

How do I capture a payment for an invoice?

IMPORTANT: In order for this to work a payment needs to have been made to the billing account that has not been completely applied to any other invoices. Payments to a billing account can be done via the 'Payments' sub menu for the billing account or by using Accounting / Payments menu.

  1. Select the 'Invoices' sub menu

  2. Locate the invoice required (NOTE: The 'Amount to Apply' is the same as the 'Total' column)

  3. Press the 'Capture' button (NOTE: The 'Amount to Apply' is different to the 'Total' column)

The 'Capture' button is no longer displayed next to the invoice and an additional payments transaction will be created for any difference between the invoice total and the amount paid (Eg Invoice Total $100, Payment Amount $125, the new payment transaction amount will be $25)

NOTE: The above example assumes that the payment available will cover the total amount outstanding for the invoice

The Billing Account Payments help screen

This sub menu allows the creation of a payment that is automatically applied to the billing account.

It is used when a payment has been received from a customer that is used to pay off the balance (or part balance) of a billing account.

An example of how this works is similar to a credit card statement where a list of transactions have been incurred over the previous month and one payment is used to settle the outstanding balance.

How do I add a payment to a billing account?

  1. Select the 'Payments' sub menu

  2. The 'Create Payment' screen is displayed

  3. Enter or use the lookup to enter the 'From Party Id' (NOTE: By default this will be the Bill To Party of the Billing Account)

  4. Select the 'Organisation Party Id' from the drop down box

  5. Select the 'Payment Type Id' from the drop down box (NOTE: By default this will be set to 'Customer Deposit')

  6. Leave the 'Payment Method Type' as 'Billing Account' (NOTE TO CHECK: What happens if you do change this....)

  7. Enter the 'Amount' of the payment

  8. Press the 'Create' button

The new entry is displayed at the bottom of the screen.

NOTE: The total amount of the payment will be applied to the Billing Account. This can be verified by going to Accounting / Payments menu and locating the newly created payment. The 'Amount to Apply' column will be zero.

How do I update a payment for a billing account?

A payment can be updated for a billing account by amending the amount of the payment that has been applied to the billing account. For example if a payment of $100 has been applied to a billing account it can be amended so that only $75 will be applied and $25 will be available to be applied elsewhere.

  1. Click on the 'Payment Id' of the payment that needs to be removed

  2. The 'Payment Overview' screen is displayed

  3. Press the 'Update' button in the 'Payments Applied' box

  4. The 'Payment Applications' screen is displayed

  5. Locate the 'Billing Account Id' and 'Amount Applied'

  6. Amend the 'Amount Applied' for the billing account

  7. Press the 'Update' button next to the entry that refers to the 'Billing Account Id'

A message will be displayed saying that the payment has been removed from the billing account

How do I delete a payment from a billing account?

A payment can be removed from billing account by removing the link that has applied the payment to the billing account.

  1. Click on the 'Payment Id' of the payment that needs to be removed

  2. The 'Payment Overview' screen is displayed

  3. Press the 'Update' button in the 'Payments Applied' box

  4. The 'Payment Applications' screen is displayed

  5. Press the 'Remove' button next to the entry that refers to the 'Billing Account Id'

A message will be displayed saying that the payment has been removed from the billing account

NOTE : The above example was done when the payment status was at 'Not Paid' - need to test if it still works if the payment status is at 'Received' or 'Confirmed' too.

The Billing Account Orders help screen

This sub menu lists the details of any Sales Orders that have been charged to the billing account. A Sales Order is charged to a billing account by selecting the billing account as the Payment Method.

NOTE: The details displayed here in conjunction with the 'Payments' sub menu could also be used to generate a customer statement or account showing details of customer activity during a specified time period.

Financial Accounts.

A financial account is a tool (similar to bank account statement) that is used for monitoring monetary transactions. Normally they will be linked to a party and the various transactions details (eg payments or receipts) will be shown as entries.

The entries for a financial account can be displayed using the 'Financial Account' tab in Accounting or in Party Manager if you enter a party as the owner of the financial account.

Currently in OFBiz financial accounts can have the following types:

  • Bank Account (by default this type will post to 213500 CUSTOMER DEPOSIT ACCOUNTS)

  • Deposit Account (by default this type will post to 213500 CUSTOMER DEPOSIT ACCOUNTS)

  • Gift Certificate (by default this type will post to 213200 GIFT CERTIFICATES UNREDEEMED)

  • Investment Account (by default this type will post to 213500 CUSTOMER DEPOSIT ACCOUNTS)

  • Replenish Account (no default posting account in demo data setup)

  • Service Credit Account (no default posting account in demo data setup)

NOTE:

  1. In GL Account Defaults there is a specific tab 'FinAccount Type Gl Account' for specifying which type of Financial accounts are posted to which general ledger account.

  2. In GL Account Defaults there is also a tab 'Payment Method Id / GL Account ID' for specifying the account to post transactions to if 'Financial Account' is selected as the Payment Method instead of (Cash, Cheque, Credit Card, etc). By default the demo setup posts transactions to 111100 GENERAL CHECKING ACCOUNT.

You can also setup each financial account to post to a specific general ledger account for each party. This is done via a specific field during the creation or update of a financial account. This will override the default setting by type.

Financial Accounts can be used for the following

  1. Managing and Tracking Customer Prepaid Accounts

  2. Managing and Tracking Customer Credit Limit (NOTE: Need to verify this)

  3. Managing Electronic Gift Certificates / Gift Vouchers/ Gift Card

  4. Reload of Electronic Gift Card

  5. Company Bank Account Transaction Tracking

The Financial Account Main screen.

The default screen for Financial Accounts displays a list of any bank accounts that have been created. Details listed include the account the following

  • account name

  • organisation the account is linked to

  • account balances (available and actual)

The Find Financial Accounts screen.

This screen is used to locate existing financial accounts that have been created.

It also includes the option to use the 'Advanced Search' button to display additional fields that can be used to locate a specific financial account.

New Financial Accounts can be created using the 'Create New Financial Account' button.

How do locate an existing Financial Account?

Press the 'Search' button

A list of all existing Financial Accounts will be displayed.

How do I delete an existing Financial Account?

Press the 'Search' button on the Financial Account main screen

A list of all existing Financial Accounts will be displayed

Press the 'Delete' button next to the Financial Account that needs to be deleted.

The Edit Financial Account Roles screen.

The Financial Account Roles sub menu screen allows you specify a party and link them to a role for a particular financial account.

It can be used to add party roles eg 'Approver' or 'Administrator' for credit limits or updates to the account. If an account belongs to a company then you may want to add a person as a 'Contact' for dealing with the account.

The roles can also be time bound. This means that you can specify a start and end date for the party role.

How do I add a Party Role to a Financial Account?

  1. Select the 'Roles' sub menu for the Financial Account

  2. Fill in the Party Id field by using the field lookup tool or by directly entering the party id (eg flexadmin)

  3. Select the role from the drop down list for the Role Type Id field (eg administrator)

  4. Enter the From Date field

  5. Enter if the Thru Date field (optional)

  6. Press the 'Add' button

The Find Financial Account Transactions screen.

A transaction is an entry that is shown on the financial account. Transactions can be one of the following types:

  • Deposits

  • Withdrawals

  • Adjustments

Transactions are used to show entries and the financial history of the financial account. Similar to a bank account or credit card statement the transaction will show details of what was spent or paid into the account.

Some transaction totals have been added to this screen to help as part of the reconciliation processes. Additional details available include number of transactions, transaction totals and status.

How do I find transactions for a Financial Account?

  • Press the 'Search' button

  • A list of transactions for the financial account will be displayed

The Financial Account Deposit / Withdraw screen.

By default this screen will display all payment transactions both incoming and outgoing that have not already been associated with a financial account that represents one of the company's bank accounts.

This screen also gives the option to create new deposit or withdrawal payments.

The user can select a number of incoming deposit payments (eg Customer Payments etc) and group them together into a payment group (i.e AR Batch of Payments) that will create a 'deposit slip'.

If you select a number of incoming payments and dont group them then no payment group is created (and therefore not deposit slip either) but the individual transactions will be created for the 'bank account' financial account.

Note that outgoing payments cannot be grouped together and will not create a 'deposit slip'.

How do I list Deposit or Withdrawal Payments not linked to a Bank Account?

  1. Press the 'Find' button on the 'Deposit/Withdraw' screen.

All deposit and withdrawal transactions not associated with a bank 'financial account' will be displayed.

How do I group payments and create a deposit slip?

  1. Press 'Find' to list all Deposit or Withdrawal payments

  2. Use the 'Select All' or click on the check box associated with the transactions required

  3. Enter a name for the Payment Party Group Name (eg XYZ Deposits) to group the transactions together

  4. Press the 'Deposit/Withdraw' button

A deposit will be created that can be viewed under the 'Deposit Slip' tab and grouped transaction will be created under the 'Transactions' tab with a link to the deposit slip breakdown

The Find Deposit Slips screen.

This screen is used to locate payment groups and their associated deposit slips that have been created. Deposit slips are created by grouping transactions together into a Payment Group. This can be done using the 'Accounting / Payment Group' tab, the 'Financial Account / Deposit Withdraw' tab or the 'Create New Deposit Slip' button.

Currently Deposit Slips are created for AR Batch Payments only.

The deposit slips are available in PDF format and there is an option to cancel the batch that generated the deposit slip if required.

How do I locate an existing Deposit Slip?

Enter some characters from the 'Payment Group Id' or 'Payment Group Name' if known

Press the 'Search' button

How do I update an existing Deposit Slip?

  1. Locate the Payment Group required

  2. Select the Payment Group by clicking on the Payment Group Id

The 'Edit Payment Group' screen is displayed

Add any new payment deposits or update existing deposits for the Payment Group

All changes in the Payment Group will automatically be updated to the Deposit Slip

How do I delete an existing Deposit Slip?

A deposit slip can not be directly deleted but it is removed when a Payment Group is cancelled

Press the 'Cancel' button next to the Payment Group required to cancel a payment group

The Payment Group is removed from the 'Find Deposits' screen and no deposit slips can be viewed or printed.

The Financial Account New Deposit Payment screen.

This screen allows the user to create an incoming payment to a financial account that has been linked to the company bank account.

How do I create a New Deposit Payment?

  1. Press the 'Create New Deposit Payment' button

  2. The 'Create New Deposit for Financial Account' screen is displayed

  3. Select the 'Payment Type' from the drop down menu (NOTE: Only incoming transaction payment types are shown)

  4. Select the 'Payment Method Type' from the drop down menu (eg Cash)

  5. Enter or use the lookup to select the 'From Party Id' (eg DemoCustomer)

  6. Enter or use the lookup to select the 'To Party Id' (eg Company)

  7. Enter the date of the deposit in the 'Effective Date' field

  8. Enter the amount in the 'Amount' field for the deposit

  9. If required then tick the box next to 'Deposit Payment in:....' (NOTE: If this is ticked then the transaction will not be displayed and so will not have a deposit slip associated with it)

  10. Press the 'Create' button

The new transaction will be created.

NOTE: The default status of the payment will be 'Received'.A new payment transaction will be created and it will be linked to the specified bank account but the status of the transaction will be 'Created'.

How do I view a newly created Deposit Payment transaction?

  1. Go to the 'Transactions' submenu

  2. Press the 'Search' button

  3. The newly created transaction should be displayed in the search results at the bottom of the screen.

NOTE: If when the transaction was created the 'Deposit Payment in:....' was ticked then the transaction will not be displayed on this screen. It will still show up under the 'Transactions' tab and linked to the bank account.

The Financial Account New Withdrawal Payment screen.

This screen allows the user to create an outgoing payment to a financial account that has been linked to the company bank account.

How do I create a New Withdrawal Payment?

  1. Press the 'Create New Withdrawal Payment' button

  2. The 'Create New Withdrawal for Financial Account' screen is displayed

  3. Select the 'Payment Type' from the drop down menu (NOTE: Only outgoing transaction payment types are shown)

  4. Select the 'Payment Method Type' from the drop down menu (eg Cash)

  5. Enter or use the lookup to select the 'From Party Id' (eg Company)

  6. Enter or use the lookup to select the 'To Party Id' (eg DemoSupplier)

  7. Enter the date of the withdrawal in the 'Effective Date' field

  8. Enter the amount in the 'Amount' field for the withdrawal

  9. If required tick the box next to 'Withdrawal Payment from:....' (NOTE: If this is ticked then the transaction will not be displayed but it can be found under the 'Transactions' tab for the bank account.)

  10. Press the 'Create' button

The new transaction will be created.

NOTE: The default status of the payment will be 'Sent'. A new payment transaction will be created and it will be linked to the specified bank account and will have a default status of 'Created'.

How do I view a newly created Withdrawal Payment transaction?

  1. Go to the 'Transactions' submenu

  2. Press the 'Search' button

The newly created transaction should be displayed in the search results at the bottom of the screen.

NOTE: If when the transaction was created the 'Withdrawal Payment from:....' was ticked then the transaction will not be displayed on this screen. It will still show up under the 'Transactions' tab and linked to the bank account

The Financial Account New Deposit Slip screen.

This screen allows the user to create an Payment Group and the transactions associated with the Payment Group will generate a deposit slip.

How do I create a New Deposit Slip?

  1. Press the 'Find' button to list all the available transactions

  2. Select the transactions to include in the Payment Group by using the 'Select All' or the check box that corresponds to the transactions required

  3. Enter a 'Payment Group Name' if required (If none is entered then by default this will be 'Payment Group Name')

  4. Press the 'Create Batch' button

  5. A button to print the deposit slip will be displayed as well as the edit screen to make any further changes to the Payment Batch

The Financial Account Edit Deposit Slip screen.

This screen displays the details of a Payment Group and its transactions. The Deposit Slip for the Payment Group can be printed if required and the Payment Group itself can be updated.

Details that can be updated include the name of the Payment Group itself and the addition, removal or update of transactions.

NOTE: Any changes to the Payment Group will be automatically updated to the Deposit Slip.

How do I update a Deposit Slip?

  1. Select the Payment Group required

  2. Update the 'Payment Group Name' if required

  3. Use the lookup for 'Payment Id' to add new transactions to the Payment Group if required

  4. Use the 'Cancel' button next to a particular transaction to remove it from the Payment Group

  5. Press the 'Update' or 'Add' buttons as required

  6. Press the 'Print Deposit Slip' button

The Deposit Slip will be displayed with the latest details of the transactions for the Payment Group

The Find Financial Account Reconciliations screen.

This screen displays the details of any reconciliations in progress for a financial account. Only reconciliations that have actual transactions associated with them will be displayed. If a reconciliation group has no transactions assigned to it then it will not be displayed.

The Financial Account Bank Reconciliation screen.

Bank Reconciliation is a regular task where transactions from the company bank statement are matched against transactions that have occurred in the General Ledger. This is done based on a specific date(NOTE: This can be done daily, weekly but is usually an end of month).

A specific GL account is normally used to represent the company bank account and any accounting transaction that involves the bank account will automatically record and entry in the GL.

The bank reconciliation process ensures that the GL account and the bank statement reconcile to the same amounts.

Differences can occur between the GL and the bank statement for a variety of valid reasons including the following:

  • Payments or Deposits in process (especially cheques)

  • Interest or Bank Charges that are not known in advance but are applied to the bank account

  • Currency or Exchange Rate variations / charges

  • Any outstanding

NOTE: The differences will occur because of timing differences of when and how transactions are recorded. Examples are as follows:

  1. Bank charges are known to the bank first and only once they have applied the charge to the bank account can the company duplicate the transaction in the GL to make the balance reconcile.

  2. A customer cheque payment may be recorded in the GL first before it is paid into the bank account

How do I create a Bank Reconciliation?

The bank reconciliation process is made up of 3 steps.

  1. Creating an account reconciliation group

  2. Assigning transactions to the reconciliation

  3. Validating the figures and confirming the reconciliation

How do I create an account reconciliation group for Bank Reconciliation?

  1. Go to the Financial Account 'Reconciliation' sub menu for the bank account to be reconciled

  2. Press the 'Create New Financial Account Reconciliations' button

  3. Complete the details (eg name, description, organisation and opening balance) required on the 'Add New Financial Account Reconciliations' screen and press the 'Create' button

  4. The new account reconciliation group is created and may be used to assign transactions to

How do I locate transactions that have not been assigned to a Bank Reconciliation?

  1. Go to the Financial Account 'Transactions' sub menu of the bank account to be reconciled

  2. The 'Find Transactions For Financial Account: XXXX' is displayed

  3. Use the dropdown box for 'GL Reconciliation Id' field to select 'Not Assigned' and then press the 'Search' button

  4. A list of transactions (deposits, withdrawals or adjustments) that have not been reconciled will be displayed (NOTE: If no transactions are displayed then there are no transactions to reconcile)

  5. Click on the 'check box' at the end of the transaction line that corresponds to the entry that needs to be assigned (NOTE:More than one transaction can be selected at a time)

  6. Above the 'check box' is the 'Assign to Reconciliation' button and to the left of this is a dropdown box to select the reconciliation that the transaction is to be assigned to.

  7. Using the drop down box select the reconciliation required and press the 'Assign to Reconciliation' button

  8. The transaction is removed from the 'Not Assigned' status and added to the specified reconciliation group

How do I validate and confirm the Bank Reconciliation?

Validation can be done for individual transactions or for the complete account reconciliation group. The user controls this by the search criteria entered on this screen.

  1. Go to the 'Transactions' sub menu for the bank account and press the 'Bank Reconciliation' button

  2. Select the 'GL Reconciliation Id' that is to be reconciled

  3. Click on the 'Select All' check box on the right hand side of the screen. (NOTE: All transactions in this group will be reconciled)

  4. Press the 'Reconcile' button above the 'Select All' check box

How do I view a Bank Reconciliation?

Once all the transactions in a reconciliation group have been reconciled then the status of the group is changed to 'Reconciled'. This means that no new transactions can be added to the is group and the reconciled balance is fixed.

  1. Go to the 'Reconciliation' sub menu for the bank account

  2. A list of all the bank reconciliation groups are displayed with details of the status (eg Created or Reconciled)

  3. Click on the 'GL Reconciliation Id' of the group and the details are displayed

How do I cancel a Bank Reconciliation?

If a bank reconciliation needs to be cancelled due to a mistake or error then the bank reconciliation can be cancelled as long as it has not been fully reconciled (i.e. the status of the reconciliation has not been changed to 'Reconciled'. This will allow you to start the bank reconcilation again.

  1. Go to the 'Reconciliation' sub menu for the bank account

  2. A list of all the bank reconciliation groups are displayed (NOTE: If no transactions are associated with a reconciliation group then it will not be displayed here)

  3. Click on the 'Cancel' button associated with the 'GL Reconciliation Id' of the group that needs to be cancelled

  4. All transactions will be removed from the reconciliation group and their status will be changed back to 'Not Assigned' so that they can be re-assigned to this or any other reconciliation.

The Edit Financial Account Reconciliations screen.

This screen is used to create or update a reconciliation group / bank reconciliation. The following details can be input or updated for the reconciliation:

  • GL Reconciliation Name or Identifier

  • Description for the reconciliation

  • Organisation Party Id for the reconciliation

  • Opening Balance for the reconciliation

  • Reconciliation date

The View Financial Account Reconciliations screen.

This screen gives an overview of a reconciliation group / bank reconciliation. Note that a reconciliation must have at least one transaction associated with it for this screen to be displayed. It is used as follows:

  • to view transactions associated with a reconciliation group / bank reconciliation

  • to remove transactions from a reconciliation group / bank reconciliation

  • to reconcile the reconciliation group / bank reconciliation

The screen displays the current reconciliation details plus details of the previous reconciliation if one exists. This ensures the closing balance of the previous reconciliation is the same as the opening balance for the current one.

How do I edit reconciliation?

  1. Press the 'Edit' button in the 'Current Bank Reconciliation'part of the screen

  2. The 'Edit Financial Account Reconciliations' screen isdisplayed

  3. Update the details required

  4. Press the 'Update' button

How do I remove a transaction from a bank reconciliation?

On the lower part of the screen a list of all transactions associated with the reconciliation is displayed.

  1. Press the 'Remove' button next to the entry that needs to be removed

  2. The transaction is removed

How do I reconcile a bank reconciliation?

  1. A total of all transactions associated with the reconciliation is shown in the lower part of the screen

  2. Press the 'Reconcile' button next to the total

  3. Each transaction status will be changed to 'Approved' and the reconciliation / bank reconciliation status will be changed to 'Reconciled' (NOTE: This means that no new transactions can be added to this reconciliation and it will no longer be available to assign transactions to)

The Edit Financial Account Transactions screen.

How do I add transactions to a financial account?

An example of how to bring in an opening balance is shown below:

  1. Navigate to the the Financial Account Transactions sub menu

  2. Select 'Adjustment' in the Fin Account Trans Type Id field

  3. Leave the 'Party Id' field blank

  4. Fill in the 'Transaction Date' field

  5. Fill in the 'Entry Date' field (NOTE TO CHECK: Need to check exactly what this is - is it the date the transaction is entered or is it the date the transaction is processed?)

  6. Fill in the 'Amount' field with the transaction amount (Eg. In our case this is the opening balance such as 353.88 - dont think we need the $ sign)

  7. Leave the 'Payment Id' field blank

  8. Leave the 'Order Id' field blank

  9. Leave the 'Order Item Seq Id' field blank

  10. Leave the 'Reason Enum Id' field blank (NOTE TO CHECK: This could be useful in identifying transactions to a greater level of detail....)

  11. Fill in the 'Comments' field (Eg: Opening Balance from XYZ Statement)

  12. Press the 'Add' button and the transaction will be displayed at the bottom of the screen

NOTE: When you now view the Financial Account detail the 'Actual Balance' and 'Available Balance' fields will show the entered opening balance (eg 353.88)

Other ways to add transactions to a financial account?

  • By selecting financial account as a payment method for a customer

  • By selecting financial account as a refund method for a customer

The Edit Financial Account Authorizations screen.

An authorization is a temporary transaction showing a commitment to take money from a financial account. It is like a 'transaction in progress' where there can be delay between when you buy something and the time it actually appears on your statement.

Authorizations can be time limit specific meaning that they can be controlled by entering a start and end date so that they are only valid for a certain length of time. They can also be expired. When an authorization is expired it removes the commitment from the financial account. The history of expired authorizations are shown on the financial account.

NOTE:This could be very useful in ensuring that customers are not overcommitted and keeping within their approved credit limits.

How do I add an authorization?

  1. Enter an amount in the 'Amount' field (Eg 1000)

  2. Leave the 'Currency' field blank as the default currency will be used

  3. Enter a date in the 'Authorisation Date' field

  4. Leave the 'From Date' field blank

  5. Leave the 'Thru Date' field blank

  6. Press the 'Add' button

NOTE: When you now view the Financial Account detail the 'Actual Balance' and 'Available Balance' fields will be different.

How do I update an authorization?

An authorization cannot be updated. It can only be expired. If you have made a mistake and need to change an authorization then it needs to expired and then re-created correctly.

How do I delete an authorization?

Authorizations are not deleted they are instead expired. This means that the history of the authorizations will remain on the account as an audit trail.

Example: To expire an authorisation

  1. Select the 'Authorizations' tab for the Financial Account

  2. Any authorizations will be displayed at the bottom of the screen

  3. If the authorization is still current the 'Thru Date' field will be blank (NOTE TO CHECK: May not always be true as you can specify a future date for it to expire......!!!)

  4. Select the 'Expire' button next to the authorisation to be expired

The authorization is removed from the financial account and the screen is redisplayed with the 'Thru Date' field completed

Tax Authorities.

A tax authority is legal body usually the state (country) that imposes a financial levy on business transactions.

In OFBiz tax authorities are used to calculate where business or related taxes are due.

Tax setup is very important as it links into the calculated price that you can charge your customers and also flows through into any related legal documents that are generated (eg Sales Order, Sales Invoice, Purchase Order etc).

Each country or region will have specific rules regarding what should or should not be taxed. There will also be very strict regulations on how taxable transactions should be recorded and tracked in the general ledger or chart of accounts.

Tax authority setup allows configuration of the following :

  • Income tax

  • Value Added Tax (VAT) / Goods and Services Tax (GST)

  • Import / Export tax /Custom and Excise Duty

  • State, City or County taxes

The Find Tax Authorities screen.

The default screen displays a list of Tax Authorities that have been setup.

IMPORTANT: You will need to create a party in Party Manager for the tax authority before you can add a new tax authority in the accounting / tax authorities screen.

Steps to create the party to be used for the tax authority are as follows:

  1. Create New Party Group

  2. Fill in basic details (eg name, address etc)

  3. Once the party record is created then add the role of 'Tax Authority' to the party

Only when the tax authority party record is created can you continue.

How do I create a new tax authority?

Press the 'New Tax Authority' button

  1. Select or enter the code for the country, state or region that is applicable for the 'Geo' field

  2. Select or enter the party id of the Tax Authority party that has been created in Party Manager

  3. Leave the 'Require Tax Id for Exemption' field at its default of 'Y'(NOTE: This triggers tax not to be charged if a valid Tax Id is found!)

  4. Leave 'Tax Id Format Pattern' blank (NOTE: This specifies the format of the Tax Id so that it can be validated)

  5. Fill in the 'Include Tax in the price' - the default is 'N'. (NOTE: If prices need to include tax such as GST or VAT in the price then change this to 'Y')

  6. Press the 'Update' button

NOTE: The above process creates the basic tax authority detail but there are further details that can be added via the other tax authority sub menus

How do I update a tax authority?

  1. Select the 'Edit' button next to the tax authority that you wish to update

  2. The 'Edit Tax Authority' screen is displayed

  3. Update the details of the tax authority as required including any submenus

  4. Press the 'Update' button

How do I delete / remove a tax authority?

Tax authorities cannot be deleted via the Tax Authority screens. If they need to be removed then it can be done via the Webtools and Entity Data maintenance.

NOTE: Be very careful removing tax authorities records unless you are completely certain that they have not been already used for transaction calculations.

The Edit Tax Authority screen.

The 'Edit Tax Authority' sub menu is the first of six sub menus used in the creation or update of a Tax Authority. On the creation or update of a Tax Authority it is the default screen that is displayed.

It can be used for updating the basic details of a Tax Authority such as:

  1. Changing whether a tax id or code is required for an exemption

  2. Modifying the tax id or code format

  3. Updating where or not to include the tax calculation as part of the product price

NOTE: An example of the Tax Id is as follows:

\d{2}\-\d{7}|\d{3}\-\d{2}\-\d{4} which translates to 99-9999999 or 999-99-9999

The Edit Tax Authority Categories screen.

The Tax Authority Categories sub menu screen allows you link a tax authority to a specific catalog or product category.

It can be used to add product categories to a tax authority. This means that all products in this category will be taxed at the rate specified for the tax authority.

An example of this could be separating products into categories for export to different countries. A separate tax authority will be associated with each category so that the specific tax rate for each of them will be applied.

How do I add a new Tax Authority / Category mapping?

  1. Enter or Lookup the 'Category Id' to be mapped

  2. Press the 'Add' button

  3. The new mapping will be displayed at the bottom of the screen

How do I update a Tax Authority / Category mapping?

A Tax Authority / Category mapping cannot be updated. If it needs to be changed then the entry must be deleted and then re-entered.

How do I remove a Tax Authority / Category mapping?

  1. Locate the entry that needs to be removed

  2. Press the 'Delete' button next to the entry

The Edit Tax Authority Associations screen.

An association is a way of specifying how tax authorities can be linked to each other.

It can be used in the situation where the tax structure is hierarchical (eg city tax, plus county tax plus state tax).

Using associations allows tax rates from multiple authorities to be applied to a particular order at once.

How do I add a new association for a Tax Authority?

  1. Enter or use the lookup to find the 'To Tax Auth Geo Id'

  2. Enter of use the lookup to find the 'To Tax Auth Party Id'

  3. Leave the 'From Date' blank (NOTE: It will default to the current date and time

  4. Leave the 'Thru Date' blank

  5. Select the 'Type' from the dropdown or leave blank

  6. Press the 'Add' button

  7. The new tax authority association is displayed at the bottom of the screen.

How do I update an association for a Tax Authority?

  1. Only two fields are available for update, these are the 'Thru Date' and 'Type'

  2. Enter the changes required

  3. Press the 'Update' button next to the entry updated

How do I remove an association for a Tax Authority?

  1. Press the 'Delete' button next to the entry that needs to be deleted

The Edit Tax Authority GL Accounts screen.

The GL Accounts sub menu screen allows you specify which general ledger account any tax calculated for this tax authority will be posted. This is done at at organisation level so the minimum requirement is that 'Company' is setup.

It is used to consolidate taxes for a specific tax authority into one general ledger account. It can be very useful if you need to track taxes for several tax authorities (eg different states or countries).

How do I add a new general ledger account for a Tax Authority?

  1. Enter or use the lookup to select the 'Organisation Party Id' (NOTE: Normally this would be 'Company')

  2. Enter or use the lookup to select the 'GL Account'

  3. Press the 'Add' button

NOTE: The GL account used must have already been created in the Global GL Settings and linked to the chart of accounts for 'Company'

How do I update a general ledger account for a Tax Authority?

  1. The general ledger account can be updated by simply adding a new account to replace the existing entry.

  2. Enter or use the lookup to select the 'Organisation Party Id' (NOTE: Normally this would be 'Company')

  3. Enter or use the lookup to select the updated 'GL Account'

  4. Press the 'Add' button

  5. The existing entry will be replaced by the updated GL Account

NOTE: Be careful when updating a general ledger account because some transactions may have already been posted to the existing account.

How do I delete a general ledger account for a Tax Authority?

  1. Locate the entry required

  2. Press the 'Delete' button next to the entry that needs to be deleted

  3. The entry is removed

The Edit Tax Authority Product Rates screen.

This screen allows the setup of tax rates and types. The rates or type can be assigned globally to a store (ie tax will be applied to all products at the same rate) or category (ie limited to products in a specific category).

Other parameters are available to allow the user to limit whether the tax is to be applied to all purchases / sales or only those which are above a certain threshold.

Tax associated with shipping charges or promotions can also be configured here.

How do I add a new product tax rate?

  1. Use the drop down box to select the tax 'Type' (eg Sales Tax)

  2. Use the lookup to select a 'Store Id' (or leave blank for all Stores)

  3. If a category has been setup it will be available for selection in 'Category' field otherwise leave this blank

  4. Leave 'Title Transfer' blank

  5. Enter a value for the 'Minimum Price' for a product where the tax is to be applied (NOTE: The Demo Data sets this as zero)

  6. Enter a value for the 'Minimun Purchase' where the tax is to be applied (NOTE: The Demo Data sets this as zero)

  7. Use the drop down box to select whether 'Shipping Charges' will be taxable

  8. Enter the tax rate in the 'Tax Percentage' field (eg 12.5)

  9. Use the drop down box to select whether products on 'Promotion' will be taxable

  10. Leave the 'From Date' and 'Thru Date' blank

  11. Enter the name of the tax in the 'Description' field (eg VAT) as this will be displayed and printed on documents when the tax is applied

  12. Press the 'Add' button

How do I update an existing product tax rate

  1. Select the entry that needs to be updated

  2. Make the changes required

  3. Press the 'Update' button next to the entry that needs to be updated

How do I delete a product tax rate?

  1. Press the 'Delete' button next to the entry that needs to be removed

NOTE: The deletion of tax rates may cause audit problems particularly if the rate has already been used as part of a transaction. In this case it would be better to expire the old rate using the 'Thru Date' field and then enter the new rate.

The List Tax Authority Parties screen.

This screen list any parties that have been associated with a tax authority and tax rate. To have any tax calculated for Sales Orders or Purchase Orders then an entry must exist for 'Company'.

Entries can also be created, updated or deleted.

How do I add a new Tax Authority Party Info?

  1. Press the 'New Tax Authority Party Info' button

  2. Enter or use the lookup to select the 'Party Id'

  3. Leave the 'From Date' blank (NOTE: Default will be current date and time)

  4. Leave the 'Thru Date' blank

  5. Enter the 'Party Tax Id' if required (NOTE: This can be VAT or GST number)

  6. Use the drop down box to select whether the party select is 'Tax Exempt'

  7. Use the drop down box to select whether the party selected is 'Nexus' (See note below)

  8. Press the 'Create' button

NOTE: 'Nexus' is a term that refers to an agreement for between the tax authority and potential tax payer that the tax authority can impose the tax. This is usually for Sales Tax. If you have a Sales Tax that is uniformly applied to a product or range of products then the 'Nexus' field can be set to 'Y'

How do I update a Tax Authority Party Info?

  1. Press the 'Edit' button next to the entry that needs to be amended

  2. Update the fields as required

  3. Press the 'Update' button

How do I delete a Tax Authority Party Info?

  1. Press the 'Delete' button next to the entry that needs to be deleted

The Edit Tax Authority Party Info screen.

This screen is used to create or update details for a Tax Authority Party entry.

If a new entry is being created all fields are available to be entered. If an existing entry is being updated only limited fields are available to be amended.

Agreements.

An agreement is a way of recording a business arrangements or contract that your business makes with other companies or individuals. Common examples include Payment Terms (where you allow a customer up to 30 days to pay you) or Prompt Payment Discounts (where you offer a reduction on the amount owing if your customer pays you before a certain date)

It can be used for the following:

  • Defining Payment Terms for Customers or Suppliers

  • Defining Sales Commissions

  • Setting up Prompt Payment Discounts

  • Setting up Price Lists (NOTE TO DO: Need to investigate how this logic overlaps with PRICE RULES in Catalog Manager)

  • Defining Late Fee Penalties

  • Defining preferred freight carriers or specific codes to be used

The Find Agreements help screen

The default screen is for the Agreements tab is 'Find Agreements'. It is used to locate existing agreements that have been created. The user has the option to

  • use the 'Find' button to locate an existing agreement or

  • create a new one by clicking on the 'Create Agreement' button.

How do I locate an existing agreement?

  1. Enter search option details if known

  2. Press the 'Find' button

  3. A list of existing agreements will be displayed

How do I create a new agreement?

  1. Press the 'Create Agreement' button

  2. The 'Edit Agreement' screen is displayed

  3. Enter the details required and press the 'Submit' button

How do I cancel an agreement?

  1. Locate the agreement required

  2. Press the 'Cancel' button on the agreement entry that needs to be cancelled

The Edit Agreement help screen

The 'Agreement' sub menu is used to enter the basic details required for setting up a new agreement or editing an existing one.

It can be used to create or update the following details for an Agreement:

  • The parties the agreement is between and their roles

  • The agreement type (eg Sales, Purchase, Commission, Employment etc)

  • Specific products

  • Start and End Date

  • Description

How do I edit an agreement?

  1. Find the agreement that needs to be amended

  2. Click on Agreement Id

  3. The 'Edit Agreement' screen will be displayed

  4. Amend the details required and press the 'Submit' button (NOTE: Additional agreement details can be updated via the other tabs eg Agreement Terms, Agreement Roles, Agreement Items and Agreement Work Effort Appls)

How do I copy an existing agreement?

  1. Find the agreement that needs to be copied

  2. Click on the Agreement Id

  3. The 'Edit Agreement' screen will be displayed

  4. At the bottom of the screen press the 'Copy' in the 'Copy Agreement' window (NOTE: The default tick boxes will copy the agreement terms, products and party. If not required then click on the boxes to stop them being copied)

The Edit Agreement Terms help screen

Agreement Terms are the rules that make up the agreement. Agreements may have a one or more terms.

Examples of agreement terms from a sales and purchase viewpoint include the following:

  • Payment due within a certain timeframe (eg 30 days)

  • Discounts for early payment

  • Specifying Late fee penalties

  • Purchasing agreements

  • Specifying commission rates

  • Exclusive Relationship

NOTE: Agreements can also be specified for Employment, Legal, Non Compete etc.

Agreement terms are configured by linking them to the Invoice Item Type.

IMPORTANT NOTE: The drop down box for 'Invoice Item Type' contains what appears to be duplicates for items such as 'Invoice Fee', 'Invoice Discount', 'Invoice Finished Good Item' etc. These are NOT duplicates one of these entries refers to the Sales Invoice and the other refers to the Purchase Invoice. As the descriptions are exactly the same it is impossible to know which refers to which so needs to be done using trial and error!

How do I add a payment term for 30 days?

  1. Select 'Payment Net Days' from the 'Term Type Id' drop down box

  2. Enter '30' in the 'Term Days' field

  3. Press the 'Submit' button

How do I add a discount term of 2% if paid within 10 days?

  1. Select 'Payment Discounted if paid with Specified Days' from the 'Term Type Id' drop down box

  2. Enter '2' in the 'Term Value' field

  3. Enter '10' in the 'Term Days' field

  4. Press the 'Submit' button

How do I specify pricing in a specific currency only for this customer or supplier?

This is done using the 'Agreement Items' sub menu

How do I delete a payment term?

  1. Locate the payment term required

  2. Press the 'Remove'on the entry that needs to be removed

The Edit Agreement Item help screen

This screen allows specific items to be added to agreement. Currently these are limited to the following:

  • Pricing

  • Commission Rate

  • Sub-Agreement

  • Exhibit

  • Section

How do I create an agreement item?

  1. Press the 'Create Agreement Item' button

  2. The 'Edit Agreement Item' screen is displayed

  3. Select the 'Agreement Item Type Id' from the drop down box

  4. Use the drop down box to select the 'Currency' for the Agreement Item

  5. Enter any 'Agreement Text' if required

  6. Enter path for 'Agreement Image' if required

  7. Press the 'Submit' button

  8. A new sub menu will be displayed containing 'Promotions','Terms','Products','Party' and 'Geo' for additional details that can be setup for the agreement item

How do I edit an agreement item?

  1. Select the agreement item to be updated by clicking on the Agreement Item Id

  2. The 'Edit Agreement Item' screen is displayed

  3. Update the fields required (NOTE: Additional details can be updated by selecting the Promotions, Terms, Product, Party or Geo sub menus)

The Agreements Item Promotions help screen

This screen is used to enter or maintain any promotions that are associated with the Agreement Item. This can be useful if you want to limit where a particular promotion is applied. Promotions are setup in Catalog Manager and can be selected here.

How do I add a promotion to an agreement item?

  1. Press the 'Add New Promotion' button

  2. The 'Edit Agreement Promo Applications' screen is displayed

  3. Select the 'Product Promo Id' from the drop down box

  4. Enter the 'From Date'

  5. Enter the 'Thru Date' if required (NOTE:This can be left blank)

  6. Enter the 'Sequence Num' if required

  7. Press the 'Submit' button

How do I edit an existing promotion for an agreement item?

  1. Select the agreement item promotion by clicking on on the promotion id

  2. The 'Edit Agreement Promo Applications' screen is displayed

  3. Update the details required

  4. Press the 'Submit' button

How do I delete a promotion from an agreement item?

  1. Press the 'Remove' button on the entry that needs to be deleted.

The Agreements Item Terms help screen

This screen is used to enter or maintain terms that are specific to an agreement item. The terms available are the same as those found under the 'Agreement Terms' tab and any related terms will be displayed both here and under the 'Agreement Items' tab .

How do I create a term for an agreement item?

  1. Press the 'Create Term' button

  2. The 'Edit Agreement Item Term' screen is displayed

  3. Enter the term details required

  4. Press the 'Submit' button

How do I update a term for an agreement item?

  1. Select the term for the agreement item by clicking on the term id

  2. The 'Edit Agreement Item Term' screen is displayed

  3. Update the details required

  4. Press the 'Submit' button

How do I delete a term for an agreement item?

  1. Press the 'Remove' button on the term entry that needs to be deleted.

The Edit Agreement Item Term help screen

This screen is used to create or update the terms for an agreement item.

The Agreement Item Products help screen

This screen is used to link a specific product or products to an agreement. This can be useful for restricting a discount or product pricing to a particular product (or range of products) for a specific customer.

How do I add a product to an agreement item?

  1. Press the 'New Product' button

  2. The 'Edit Agreement Item Product' screen is displayed

  3. Manually enter or use the lookup to select the 'Product Id'

  4. Enter the 'Price' to be associated to the product for this agreement item

  5. Press the 'Submit' button

How do I update a product linked to an agreement item?

  1. Select the product required by clicking on the 'Product Id'

  2. The 'Edit Agreement Item Product' screen is displayed

  3. Update the 'Price' for the product (NOTE: Only product price is available for update)

  4. Press the 'Submit' button

How do I delete a product from an agreement item?

  1. Press the 'Remove' button on the entry that needs to be deleted

The Edit Agreement Item Product help screen

This screen is used to create or update a product entry for an agreement item.

The List Agreement Item Supplier Products help screen

This screen is used to link a specific product (or range of products) to an agreement. This can be useful for restricting a discount or product pricing to a product (or range of products) for a particular supplier.

NOTE: Products created here will be linked to the product and can be view using Catalog Manager. Entries can be viewed under the Product 'Suppliers' and 'Agreements' tabs.

How do I add a product to an agreement item?

  1. Press the 'New Product' button

  2. The 'Edit Agreement Item Product' screen is displayed

  3. Manually enter or use the lookup to select the 'Product Id'

  4. Enter the 'Available From Date'

  5. Leave the 'Thru Date' blank

  6. Using the drop down box select the 'Supplier Order Pref Id'

  7. Enter the 'Last Price'

  8. Enter 'Supplier Product Id'

  9. Enter any other details as required or leave blank

  10. Press the 'Submit' button

How do I update a product linked to an agreement item?

  1. Select the product required by clicking on the 'Product Id'

  2. The 'Edit Agreement Item Product' screen is displayed

  3. Update the details as required

  4. Press the 'Submit' button

How do I delete a product from an agreement item?

  1. Press the 'Remove' button on the entry that needs to be deleted

The Edit Agreement Item Supplier Product help screen

This screen is used to create or update a product entry for a supplier agreement item. Any updates made in this screen can also be viewed in Catalog Manager for the product under the product 'Suppliers' and 'Agreements' tabs.

The Agreement Items Parties help screen

This screen is used to display any parties that have been linked to this agreement item.

How do I create a party for an agreement item?

  1. Press the 'New' button

  2. The 'Edit Agreement Item Party' screen is displayed

  3. Manually enter or use the lookup to select the 'Party Id'

  4. Press the 'Submit' button

How do I remove a party for an agreement item?

  1. Press the 'Delete' button for the entry that needs to be deleted.

The Edit Agreement Item Party help screen

This screen is used to add or update a party linked to an agreement item. This could be useful for storing specific contact names associated with an agreement item.

How do I update a party for an agreement item?

Parties for an agreement item cannot be updated. They can only be added or removed.

The List Agreement Geo help screen

This screen is used to display a list of the geographical locations that are valid for the agreement item.

How do I create a new geographical location for an agreement item?

  1. Press the 'New' button

  2. The 'Edit Agreement Geographical Application' screen is displayed

  3. Use the drop down box to select the 'Geo Id'

  4. Press the 'Submit' button

How do I delete a geographical location for an agreement item?

  1. Press the 'Delete' button for the entry that needs to be deleted

The Edit Agreement Geo help screen

This screen is used to create a geographical location for an agreement item.

NOTE: A new entry can be created or removed but not updated.

The Agreement Work Effort Applications help screen

This screen is used to link a work effort to the whole agreement or an individual agreement item.

How do I add a work effort to an agreement?

  1. Use the drop down box to select the 'Agreement Item Seq Id'

  2. Use the lookup to select the 'Workeffort Id'

  3. Press the 'Add' button

  4. The new entry is displayed in the lower part of the screen

How do I update a work effort for an agreement?

Work efforts can only be added or deleted. They cannot be updated

How do I delete a work effort from an agreement?

  1. Press the 'Delete' button for the entry that needs to be deleted

The Edit Agreements Roles help screen

This screen is used to assign a party roles for an agreement.

How do I add a party role to an agreement?

  1. Use the lookup to select the 'Party Id'

  2. Use the drop down box to select the 'Party Role Id'

  3. Press the 'Add' button (NOTE: If the party does not have this role associated with them then an error will be displayed)

  4. The new entry will be displayed in the lower part of the screen

How do I update a party role for an agreement?

Party roles can only be added and deleted. They cannot be updated.

How do I delete a party role from an agreement?

  1. Press the 'Remove' button for the entry that needs to be deleted.

Global GL Settings.

The Global GL Settings tab is where a limited global or 'master' accounting configuration can be done.

These include:

  • Reviewing the chart of account structure or hierarchy (Navigate Accounts)

  • Adding new accounts

  • Updating an existing account (eg. change the description, change the type of account, change the parent account or hierarchy)

  • Linking an account from the master chart to 'Company' or any other of your company departments, subsidiaries or business units

  • Creating new component costs for products

  • Setting default accounts for different types of payments

  • Setting default accounts for invoice line items (Note: This includes all types eg: payroll, commission, purchase, return, sales etc)

NOTE: Some of the configuration specified here can be over-ridden using the 'Organization GL Settings' tab

The Find Global GL Account help screen

The default screen for the Global GL Settings tab is 'List Accounts'. If the demo data has been loaded then the default screen displays a list of the general ledger accounts that form the Global Chart of Accounts template. Each general ledger account must exist in the global template before it can be assigned to an organisation (eg Company) for transaction and reporting use.

It is used to view or edit the details of the general ledger accounts in the global template and there are options to print or export the account details.

How do I view details for an account?

  1. Locate the account required

  2. Click on account id

  3. The account details will be displayed

The Navigate GL Accounts help screen

This screen is split into two areas:

  • one for navigating the general ledger accounts in the global template and;

  • the other for adding or editing the details of an account

This screen can also be used as follows:

  • To locate a particular account

  • To view the chart of account structure or hierarchy

  • To update the details of an existing account

  • To add a new account to the chart of accounts template

NOTE: When adding or creating an account it is important to understand the fields used in the chart of accounts hierarchy. The following list tries to define these.

  • GL Account Id: A unique identifier used to identify the account. (NOTE: If using the demo data chart of accounts template then keep any new accounts within the same structure)

  • GL Account Type Id: This appears to be a way of translating a business transaction into an accounting transaction (NOTE: In 'Organization GL Settings / Setup / GL Account Type Defaults' it is the GL Account Id that is used to specify which GL account that particular type of transaction will post to such as Accounts Payable, Accounts Receivable etc. When a payment is created thne based on the type of payment made such as 'Customer Deposit' then it will translate to a GL Account Type Id which in turn will map to an actual GL Account)

  • GL Account Class Id: This appears to be a classification system and hierarchy for reporting purposes.

  • GL Resource Type Id: This appears to be a way of specifying the type of account possibly for reporting (eg Services, Finished Goods, Labour, etc)

  • GL Xbrl Class Id: This appears to be indicate the which accounting standards are used. Current examples are as US Generally Accepted Accounting Principles (US GAAP) or International Accounting Standards (IAS)

  • Parent GL Account Id: The GL Account of an account that is the next level up in the chart of account hierarchy

  • Account Code: This is the same as the GL Accound Id...not sure why???

  • Account Name: The name or description of the account

  • Description: A further or long description of the account or the details it will contain

  • Product Id: This may be for specifying that only details for a specific product can be posted to this account...Needs To be verified...

  • Posted Balance: For the Global Template this cannot be updated and is zero

How do I add a new GL account?

  1. Click on the 'Navigate Accounts' tab

  2. The default display will be to add a new account

  3. Enter the 'GL Account Id' for the new account (NOTE:This must be entered)

  4. Enter the 'GL Account Type' for the new account

  5. Enter the 'GL Account Class Id' for the new account

  6. Enter the 'GL Resource Type Id' for the new account

  7. Enter the 'Parent GL Account Id' if required

  8. Enter the 'Account Code' for the new account (NOTE: This should be the same as the GL Account Id)

  9. Enter the 'Account Name' for the new account

  10. Press the 'Add' button

How do I update an existing GL account?

  1. Use the 'Navigate Accounts' window to find the account required

  2. Click on the Account Id and the details will be displayed in the lower part of the screen

  3. Update the details required

  4. Press the 'Update' button

The Assign GL Account help screen

The chart of accounts for the default organisation is built up by selecting or 'assigning' accounts that you want to use from the global chart of accounts master template. This means that if you want to create a new account then it needs to be created in the global chart of accounts before it can be assigned to be used.

How do I assign a GL account?

  1. Click on the 'Assign GL Account' tab

  2. Use the drop down box to select the 'GL Account Id' to required

  3. Use the drop down box to select the 'Party Id' to assign the GL Account to (NOTE: Only parties that have been setup under 'Organization GL Settings' will be displayed)

  4. Press the 'Create Assignment' button

NOTE: All assignments for a party can be viewed under 'Organization GL Settings / Setup / Chart of Accounts' for the party required.

The Edit Custom Time Period help screen

The Edit Cost Calculations help screen

The Edit Payment Method Type help screen

The Edit Invoice Item Type help screen

The View Rates help screen

The View Foreign Exchange Rates help screen

Foreign exchange rates are used to convert from one currency to another. Usually a business will want to work in one main currency (eg GBP) but will allow transactions in other currencies (eg EUR, USD). These currencies will need to be converted to the main currency at some point in order to generate financial reports (eg Balance Sheet or Income Statement) and most importantly to adhere to tax authority regulations.

OFBiz currently allows you to input to 3 different rates for the same currency using the 'Purpose' field. With this you can specify whether the conversion is to be used internally, externally or leave the field blank. Also the start and end date for a conversion can be specified beforehand.

How do I add a new foreign exchange rate?

To add a new rate for US Dollars (USD) to Euro (EUR)

  • Using the drop down box on the 'From Currency' field, select 'American Dollar - USD'

  • Using the drop down box on the 'To Currency' field, select 'Euro - EUR'

  • The 'Purpose' field can be left blank or you can select 'Internal Conversion' or 'External Conversion' from the drop down list

  • Enter the exchange rate in the 'Rate' field (eg 0.72883)

  • Enter the 'From Date' (NOTE: If left blank then will default to the current date and time)

  • Leave the 'Thru Date' blank

  • Click the 'Update Foreign Currency Rates' button

  • The new foreign exchange rate will be displayed

How do I update an existing foreign exchange rate?

NOTE: Existing foreign exchange rates cannot be updated - instead the existing rate is expired and a new rate is created. Currently up to 3 different exchange rates can be created by using the 'Purpose' field to distinguish them.

How do I delete a foreign exchange rate?

Foreign exchange rates cannot be deleted. Existing rates can be expired by entering a new exchange rate for the same currency and purpose.

The Find GL Account Category help screen

The Edit GL Account Category help screen

The Edit GL Category Member help screen

The Cost Centers help screen

Organization GL Settings.

The Available Internal Organizations help screen

The default screen shows a list of Party Groups that have the role of 'Internal Organization' associated with them. If you have installed the demo data then the default company 'Company' as well as departments / business units and regional subsidiaries will be displayed.

For each 'Internal Organization' there is the ability to set the currency, fiscal periods and invoice prefixes.

The Accounting Preferences help screen

Accounting Preferences are a set of configuration details that are related to a party. To appear on this screen the party must be setup with the role of 'Internal Organisation'. This means that you can add the internal organisation role to a party and they will be added to this screen and then can be configured.

The master default party is 'Company' but preferences can also be setup for internal departments. The demo data shows some examples of this (eg Marketing, Accounting, Sales, Development etc). Unless overridden then then all other parties appearing on this screen will take their default setup from 'Company'

NOTE: The majority of the configuration information displayed in Accounting Preferences are taken from the Enumeration entity.

It is used for setting specifying information related to the accounting setup for a specific organisation or parties that exist within an organisation such as business units, cost centres, departments ,subsidiaries etc. Information that can be setup include the following:

  • The start date of the Time Periods and Fiscal or Accounting Year (eg 1st April, 1st January, 1st June etc)

  • Tax Return Form (NOTE: Need to check how important this is and where it is used.......possibly some kind of reporting???)

  • The method to be used for calculating Cost of Goods Sold (COGS)

  • Base Currency - eg USD, GBP, EUR etc (NOTE: May have main company in USD but a subsidiary in EUR etc)

  • Invoice prefix, numbering and sequencing (eg you may want each business unit / subsidiary to have its own invoice numbering or sequence etc)

  • Quote prefix, number and sequencing

  • Method to be used for refunds (eg cheque, direct bank credit, voucher credit etc...)

  • Specify which journal will be used to store error transactions

NOTE: Key things that are usually need to be amended include the base currency for the company, fiscal year information and invoice numbering prefix or sequencing.

How do I create or setup a new Accounting Preference?

IMPORTANT NOTE: A party must be setup with the role of 'Internal Organisation' before it will appear on the Accounting Preferences screen so that it can be setup.

  1. Select the 'Setup' button next to the party to be setup

  2. The Accounting Preferences screen is displayed. (IMPORTANT: The first time this screen is displayed all of the fields will be modifiable. Once this has been saved only certain fields will be modifiable!!)

  3. The default entries will be based on (or inherited from) 'Company'

  4. Enter any changes that are required (eg Invoice Prefix, Error Journal name - as you may want error transactions from separate departments to be handled differently...)

  5. Press the 'Add' button

How do I update an Accounting Preference?

  1. Select the 'Setup' button next to the party to be setup

  2. The Accounting Preferences screen is displayed but only certain fields will be modifiable

  3. Enter any changes required

  4. Press the 'Update' button

NOTE: If you need to change any of the fields that are not modifiable then it can be done via the Entity Data Maintenance on Webtools menu using the PartyAcctgPreference entity. You will need to be careful in editing an existing preference especially if the configuration already been used for transactions.

How to I delete an Accounting Preference?

There is currently no delete option via the user interface but an Accounting Preference can be removed by deleting the role of 'Internal Organisation' from the party record.

NOTE TO CHECK: Need to investigate the impact of using an accounting preference then removing it. What happens to the transactions in process etc......???

The Chart of Accounts help screen

OFBiz comes with a master template for a very comprehensive chart of accounts. This can be found in 'Global GL Defaults' under the 'Accounting' tab.

A couple of points to note

  • you do not need to use all the accounts defined in this master template (but it may be simpler to look for the accounts that you can use or rename)

  • you can create your own additional accounts if you dont want to use the ones in the master template

The chart of accounts for the default organisation (Company) is built up by selecting the accounts that you want to use from the global chart of accounts master template. This means that if you want to create a new account then you need to create it first in the Global Chart of Accounts and then link (or assign) it to the chart of accounts for Company.

Details of the Chart of Accounts can be exported as a CSV file or PDF using the buttons displayed.

IMPORTANT NOTE: You need to be careful if you do decide to create your own accounts that they contain all the details required and that they are linked into the relevant configuation for the setup of the GL defaults. This means that if you change an account (eg Inventory) to one of your own - you need to check the GL defaults setup and replace any reference to the Inventory account to the one you have created.

This Chart of Accounts screen is used to define the list of accounts (or chart) that will be actively used by the company.For example the Global chart of accounts may contain 100 different accounts but only 20 need to be used for your specific business. This means the you need only to create assignments to the accounts that you actively want to use.

The Chart of Accounts is a mixture of business needs (ie being able to track the information you need for your business) and tax requirements (i.e. legal or government requirements necessary for operating a business). The type of Chart that you setup will be dependent of your business type.

How do I create a Chart of Accounts?

As mentioned above the chart of accounts for the default organisation (Company) is built up by selecting the accounts that you want to use from the global chart of accounts master template. This means that if you want to create a new account then you need to create it first in the Global Chart of Accounts and then link (or assign) it to the chart of accounts for Company. By creating an assignment to an account it is then added to the Chart of Accounts.

  1. Select the account Gl Account Id that you need from the drop down box

  2. Press the 'Create Assignment' button

  3. The account is added to the Chart of Account

How do I update a Chart of Accounts?

Updating the Chart of Accounts will involve either creating a new assignment or removing an existing one. A new assignment is created using the instructions above. The added complication may be that the account that you need does not exist in the Global Chart of Accounts. As mentioned above it will need to be created and then linked.

See the instructions below to remove an existing account assignment.

NOTE: If a completely new account is required that does not already exist as part of the Global Chart of Accounts template then it will need to be created as part of the Global template first before it can be used as an assignment in the Organisation Chart of Accounts.

How do I delete a Chart of Accounts?

Accounts are not deleted from the Chart of Accounts - they are simply no longer selected to be used.

It is important that you do not remove accounts that are active and have already been used for transactions. Even if the net balance of the account is zero then from an audit perspective then you should not be removing accounts.

You should only be looking to remove accounts that have not been used. To un-link or un-assign accounts from the default company then use the Entity Data Maintenance from the Webtools menu. Look for the entity 'GlAccountOrganization' and delete the record to remove the link.

How do I update the details for an account in the Chart of Accounts?

Details of the accounts that make up the Chart of Accounts can be accessed from this screen.

  1. Click on the 'GL Account Id' of the account required

  2. The 'Edit GL Account' screen is displayed showing the details of the account selected (NOTE:This screen is also accessible via 'Global GL Settings / Chart of Account / Navigate Accounts '

  3. Amend the fields required (NOTE: The GL Account Id and Posted Balance fields cannot be amended)

  4. Press the 'Update' button

The Journals help screen

A journal is a detailed accounting transaction that is recorded (or posted) to the General Ledger. It is made up of a debit and a credit component.(IMPORTANT NOTE TO CHECK: Is this screen really about Journals or is it about Suspense Accounts.....??????)

NOTE: By default in OFBIZ a journal called 'ERROR_JOURNAL' is created as part of the demo data installation.This 'ERROR_JOURNAL' is referenced in the Accounting Preferences setup for 'Company'. The 'ERROR_JOURNAL' is used to store details of any transaction that fails and cannot be posted to a general ledger account. Transactions falling into error can be as the result of incomplete setup or an invalid transaction (eg a transaction that should never occur).

How do I create a journal?

  1. Enter a journal name in the Gl Journal Name field (eg MY_JOURNAL)

  2. Press the 'Submit' button

  3. The journal is created and will appear in the journal list at the bottom of the screen (Note that the Journal ID is automatically generated)

How do I update a journal?

  1. Select the journal to be updated from the list of journals at the bottom of the screen

  2. The journal details will be displayed on the screen

  3. Update the Gl Journal Name (as this is currently the only field that can be updated)

  4. Press the 'Submit' button

  5. The updated journal will appear in the journal list at the bottom of the screen

How do I delete a journal?

Be careful if you need to remove an existing journal as it may have transactions associated with it.

  1. Press the 'Remove' button next to the journal that you want to delete

  2. The journal is deleted and the screen is redisplayed

The GL Account Type Defaults help screen

The GL Account Defaults screens are are method to setup rules that are used to translate business transactions into accounting transactions. It currently is made up of 12 sub menus that can be used to map various transaction type codes to a specific general ledger account

Accounting transactions are made up of a Debit Entry and a Credit Entry. The GL Account defaults screens help map which accounts are to be used to generate a each part of the transaction. This means that certain mappings will be used to generate the Debit (or DR) entry part of the transaction and others used to generate the Credit (or CR) entry part of the transaction.

NOTE: Many of the accounting transactions are generated 'automatically' (or in the background) using the the accounting services SECAS / EECAS.

The GL Account Type is used to specify the default account that certain transactions (eg Accounts Payable, Accounts Receivable, etc) are posted to. An accounting transaction (or journal entry) is made up of two parts - a Debit Entry and a Credit Entry that balance each other. The GL Account Type is used to translate one side of the journal entry.

GL Account Types are stored in Entity GLAccountType which can be viewed via Entity Data Maintenance in the Webtools menu. There are currently 57 different GL Account Types that are part of the OFBiz demo data but only 19 of these are setup as mappings

How the GL Account Type is used is best shown by an example. A very simple description of an online Sales Order Process could be as follows:

  1. Customer Orders a Product (and Creates a Sales Order)

  2. Customer Pays for Product (via Credit Card, Internet Banking etc)

  3. Vendor confirms Payment and Dispatches the Product to the Customer

Let's focus on the first part step of 3 in more detail.

  • The vendor has checked their bank statement and seen that the customer has paid

  • In OFBiz Order Manager they will then look up the relevant Sales Order and then click the 'Receive Payment' button to log the payment in the system

  • The 'Receive Payment' button is a trigger for an 'automatic' accounting transaction

  • The transaction type that is triggered is called 'Incoming Payment'

  • The accounting entries generated are: DR 112000 Undeposited Funds , CR 120000 Accounts Receivable

The CR (or Credit) entry for the transaction is created by the GL Acccount Type mapping for 'Accounts Receivable' (which by using the demo data default will go the 120000 Accounts Receivable)

The DR (or Debit) entry for the transaction is created by a different GL Account default, the Payment Method Id / GL Account Id mapping (eg Cash is setup as 112000 Undeposited Receipts)

How do I create a new GL Account Type default mapping?

There are currently 57 different GL Account Types that come as part of the demo data with OFBiz. This should be enough to manage the vast majority of business transactions. These instructions show how to add a mapping using the default data

  1. Select the 'GL Account Type Id' from the drop down list

  2. Select the 'GL Account' to map it to from the drop down list

  3. Press the 'Save' button

  4. The new GL Account Type mapping is displayed in the list at the bottom of the screen

NOTE: If none of the demo data GL Account Types are sufficient then new ones can be added using Entity Data Maintenance and the entity 'GLAccountType' in the Webtools menu.

How do I update a GL Account Type default mapping?

A GL Account Type mapping cannot be updated directly but needs to be removed then re-created. If you try to update an existing entry you will get an 'duplicate key' error message.

  1. Press the 'Remove' button next to the entry that you want to update

  2. The entry is removed from the list of entries displayed

  3. Select the 'GL Account Type Id' from the drop down list

  4. Select the updated 'GL Account' to map it to from the drop down list

  5. Press the 'Save' button

  6. The new GL Account mapping is displayed in the list at the bottom of the screen

How do I delete a GL Account Type default mapping?

  1. Press the 'Remove' button next to the entry that you want to delete

  2. The entry is removed from the list of entries displayed

The Product GL Accounts help screen

The Product GL Account is used to specify the default account to be used for a specific Product' and 'Account Type' combination. This setup will translate to one side of the journal entry only.

NOTE: Duplicate functionality .... This setup for the Product GL Account can also be setup using the 'Accounts' sub menu for the Product in Catalog Manager. Need to confirm whether this default work like a hierarchy....eg Product GL Defaults will override General Account defaults.

It is used for tracking product transactions at a more detailed level. Examples could be as follows:

  • Tracking Accounts Receivable by Product in the General Ledger

  • Tracking Cost of Goods by product (or product variation) in the General Ledger

  • Tracking Commissions paid by Product in the General Ledger

How do I add a new Product / GL Account Type mapping?

By default there are no Product / GL Account Type mappings that are configured as part of the OFBiz demo data.

  1. Select the 'Account Type' from the drop down list (NOTE: In other screens this field is call the 'GL Account Type Id'.....)

  2. Select the ' GL Account' to map it to from the drop down list

  3. Enter or look up the 'Product Id' to be used

  4. Press the 'Add' button

  5. The new mapping will be displayed in the list at the bottom of the screen

NOTE: This mapping can also be also be done via the 'Accounts' sub menu for the Product. Any mapping created here will be displayed under the Product 'Accounts' sub menu. Alternatively any mapping created in the Product 'Accounts' sub menu will also be displayed here.

How do I update a Product / GL Account Type mapping?

A Product / GL Account Type mapping can be updated by modifying the GL Account only. If the product needs to be updated then the mapping will need to be deleted and then re-entered using the new product.

  1. Locate the entry that needs to be updated in the list of Product / GL Account Type mappings

  2. Modify the 'GL Account 'by using the drop down list next to the 'GL Account' field

  3. Press the 'Update' button

  4. The updated mapping will be displayed

How do I delete a Product / GL Account Type mapping?

  1. Locate the entry that needs to be deleted in the list of Product / GL Account Type mappings

  2. 2. Press the 'Remove' button next to the entry

NOTE: This can also be done via the 'Accounts' sub menu for the Product using the 'Delete Link' button.

The Product Category GL Accounts help screen

The Product Category GL Account is used to specify the default account to be used for a specific 'Product Category' and 'Account Type' combination. This setup will translate to one side of the journal entry only.

It is used for tracking product category transactions at a more detailed level. Examples could be as follows:

  • Tracking Accounts Receivable by Product Category in the General Ledger

  • Tracking Cost of Goods by Product Category in the General Ledger

  • Tracking Commissions paid by Product Category in the General Ledger

The demo data gives an idea of the use of product categories to classify or separate different products streams. If specific accounting or management reporting is required at this level then the General Ledger can be setup to provide this detail.

How do I add a new Product Category / GL Account Type mapping?

By default there are no Product Category / GL Account Type mappings that are configured as part of the OFBiz demo data.

  1. Select the 'Account Type' from the drop down list (NOTE: In other screens this field is call the 'GL Account Type Id'.....)

  2. Select the ' GL Account' to map it to from the drop down list

  3. Enter or look up the 'Product Category Id' to be used

  4. Press the 'Add' button

  5. The new mapping will be displayed in the list at the bottom of the screen

How do I update a Product Category / GL Account type mapping?

A Product Category / GL Account Type mapping can be updated by modifying the GL Account only. If the product category or the Account Type needs to be updated then the mapping will need to be deleted and then re-entered using the new product category or Account Type.

  1. Locate the entry that needs to be updated in the list of Product Category / GL Account Type mappings

  2. Modify the 'GL Account 'by using the drop down list next to the 'GL Account' field

  3. Press the 'Update' button

  4. The updated mapping will be displayed

How do I remove a Product Category / GL Account Type mapping?

  1. Locate the entry that needs to be deleted in the list of Product Category / GL Account Type mappings

  2. Press the 'Remove' button next to the entry

The Financial Account GL Account Type help screen

The FinAccount Type GL Account (Financial Account Type / GL Account Type) is used to specify the default account to be used for a specific type of Financial Account. This setup will translate to one side of the journal entry only.

IMPORTANT NOTE: There is a limitation that only one account can be specified per Financial Account type. Currently there are 6 types of Financial Account (Bank, Deposit, Investment, Gift Certificate, Replenish, Service Credit) - so if you have more than one of these type of accounts that you need to track separately then there could be a problem.

This mapping is normally be triggered if something is paid or uses a Financial Account. Using the demo data this mapping is triggered when someone purchases a gift certificate, or pays money into a financial account.

How do I add a new Financial Account Type / GL Account mapping?

By default there are 4 Financial Account Type / GL Type mappings that are configured as part of the OFBiz demo data.

  1. Select the 'FinAccount Type Id' from the drop down list

  2. Select the ' GL Account' to map it to from the drop down list

  3. Press the 'Add' button

  4. The new mapping will be displayed in the list at the bottom of the screen

How do I update a Financial Account Type / GL Account mapping?

A Financial Account Type / GL Account Type mapping can be updated by modifying the GL Account only. Unlike other screens in this area if the GL Account Type needs to be updated then it can be done by creating a new record with the correct GL Account type which will overwrite the existing record.

  1. Locate the entry that needs to be updated in the list of Financial Account Type / GL Account Type mappings

  2. Modify the 'GL Account 'by using the drop down list next to the GL Account field

  3. Press the 'Update' button

  4. The updated mapping will be displayed

How do I remove a Financial Account Type / GL Account mapping?

  1. Locate the entry that needs to be deleted in the list of Financial Account Type / GL Account Type mappings

  2. Press the 'Remove' button next to the entry

The Sales Invoice help screen

The Sales Invoice sub menu is used to specify the default account to be used for the individual line items that appear on a Sales Invoice. The items are identified by a line description which can be mapped to a specific general ledger account. Sales invoices can be made up of a variety of items as well as the product that is being sold (eg discounts, promotions, work effort or labour costs etc). The majority of businesses will want to track these type of items separately in the general ledger and this screen will allow this type of setup.

This setup will translate to one side of the journal entry only.

A key mapping used is linked directly to the Product Type (eg Invoice Digital Good Item, Invoice Finished Good Item, Invoice Finished/Digital Good Item....). This controls where the sales revenue received from the sale of the product is stored in the general ledger

Only a limited number of general ledger accounts that are available to be mapped. Currently this is 7 and limited to the accounts that have been assigned to the organisation from the Global Chart of Accounts that have a 'GL Account Class Id' = 'Revenue' (NOTE: You will see that Discounts on Sales is not available to be selected because it's GL Account Class Id = 'Cost of Goods Sold Expense'. It appears as a default because it is setup in the Global GL settings that doesnt seem to have any limitations of the account.)

IMPORTANT: This screen is one of the screens where the default entries that are displayed here are entered via the Global GL Settings under the sub menu 'Invoice Item Type'. This screen allows users to override the global settings for the Sales Invoice item type. An example of why this could be necessary could be that a company many want to isolate the sales reporting of a specific department or business unit separately (eg subledgers etc) but still have the option of a 'catch all' global general ledger account.

If an override account is added it will appear in the Override GL Account column on the screen.

The only mapping that seems a bit out of place here is Sales Tax. It is blank because Sales Tax is setup using Tax Authorities so dont know why you would want to override the Sales Tax account to a Sales Revenue Account.

NOTE: Also need to highlight that in the Global Settings it uses the ENUM description to select the item and there are duplicate descriptions between the Sales Invoice and the Purchase Invoice. Not too much of a problem here but it does cause problems in Agreements when setting up things like Commissions based on line items as you cant tell the difference between the description of a Sales Invoice item called 'Invoice Adjustment' and a Purchase Invoice item called 'Invoice Adjustment' ..... except by trial and error

How the Sales Invoice mappings are used is best shown by an example. A very simple description of an online Sales Order Process could be as follows:

  1. Customer Orders a Product (and Creates a Sales Order)

  2. Customer Pays for Product (via Credit Card, Internet Banking etc)

  3. Vendor confirms Payment and Dispatches the Product to the Customer

Let's focus on the second part step of 3 in more detail.

  • The vendor has verified that the customer payment has been received

  • In OFBiz Order Manager they will then look up the relevant Sales Order and then click the 'Quick Ship Entire Order' button to log the dispatch of the order in the system

  • The 'Quick Ship Entire Order' button is a trigger for an 'automatic' accounting transaction

  • The transaction type that is triggered is called 'Sales Invoice'

Transaction Type: Sales Invoice DR 120000 Accounts Receivable, DR 410000 Discounts on Sales, DR 400000 Sales, CR 22????? Sales Tax Collected

DR Sales is used for item promotions where product cost is simply reversed. Only order promotions are coded to Discounts. The Sales Tax account will be dependent on your sales tax setup. The demo data posts to tax accounts by US state.

One of the CR (or Credit) entries for the Sales Invoice transaction is created using the Sales mapping defined here in the Sales Invoice (and the other is created another GL Account default for 'Tax Authority GL Accounts')

All of the the DR (or Debit) entries for the Sales Invoice transaction (except for Accounts Receivable which is comes from the GL Account Type defaults) are created using the mappings defined here in the Sales Invoice

How do I add a Sales Invoice override mapping?

By default there are no Sales Invoice override mappings that are configured as part of the OFBiz demo data.

  1. Select the 'Invoice Item Type' from the drop down list

  2. Select the ' Override Revenue GL Account Id' to map it to from the drop down list

  3. Press the 'Save' button

  4. The new mapping will be displayed in the 'Override GL Account' column in the list at the bottom of the screen

How do I update a Sales Invoice override mapping?

An existing Sales Invoice override mapping cannot be updated but needs to be removed and a new mapping added. If you try to add an override to an item that already has an override you will get a duplicate record error message.

How do I remove a Sales Invoice override mapping?

NOTE: Only the override mapping can be deleted. The default mapping record cannot be deleted here (even though the Remove button is displayed next to it!)

  1. Locate the entry that needs the override deleted in the list of Sales Invoice override mappings

  2. Press the 'Remove' button next to the entry

  3. he override mapping will be removed from the 'Override GL Account' column of the entry

The Purchase Invoice help screen

The Purchase Invoice sub menu is used to specify the default account to be used for the individual line items that appear on a Purchase Invoice. The items are identified by a line description which can be mapped to a specific general ledger account. Purchase invoices can be made up of a variety of items as well as the product that is being bought (eg discounts, promotions, work effort or labour costs etc). The majority of businesses will want to track these type of items separately in the general ledger and this screen will allow this type of setup.

This setup will translate to one side of the journal entry only.

IMPORTANT: This screen is one of the screens where the default entries that are displayed here are entered via the Global GL Settings under the sub menu 'Invoice Item Type'. This screen allows users to override the global settings for the Purchase Invoice item type. An example of why this could be necessary could be that a company many want to isolate the sales reporting of a specific department or business unit separately (eg subledgers etc) but still have the option of a 'catch all' global general ledger account.

VERY IMPORTANT NOTE: Need to do more investigation but the it looks like these Purchase Invoice mappings dont work when used as part of the Purchase Order to Purchase Invoice Process.(Have been doing some tests to try and get it to post to a different account than 'Uninvoiced Shipment Receipts' and 'Inventory' but hasnt worked so far.) We need to be able to specify things such as Sales Tax, Freight and any Purchase Order adjustments.

These override mappings do work if there is no Purchase Order just a Purchase Invoice as shown in the simple process below. How the Purchase Invoice mappings are used is best shown by an example. A very simple description of a Purchase Invoice Process could be as follows:

  1. You have ordered something from a supplier (eg indirect purchasing such as stationery etc via phone)

  2. The Supplier ships the products to you (NOTE: as they are not stored in the Warehouse but in your offices - so dont need an Inventory Receive.....????)

  3. You receive the product and an invoice from the Supplier (Purchase Invoice)

  4. You enter the Purchase Invoice pay the Supplier the amount invoiced

Let's focus on step of 4 in more detail.

  • You have received the product from the supplier with an invoice

  • In OFBiz you enter the Purchase Invoice using 'Create New' in the 'Invoices' menu of Accounting Manager

  • Using the 'Items' sub menu you can create individual items on the Purchase Invoice (eg Paper, Pens, Sales Tax etc and they dont need to have a Product Id associated with them)

  • When you add a new invoice item to the Purchase Invoice it is the 'Invoice Item Type' that is affected by the Purchase Invoice override mappings

  • The Purchase Invoice can then be moved to various statuses (Approved, Received, Ready or Cancelled)

  • When the status is moved to 'Ready' this is a trigger for an 'automatic' accounting transaction

  • The transaction type generated is called 'Purchase Invoice' and it uses the Purchase Invoice override mappings

Transaction Type: Purchase Invoice, DR 516100 Purchase Order Adjustments , DR ????? Sales Tax, CR 210000 Accounts Payable

How do I add a new Purchase Invoice override mapping?

By default there are no Purchase Invoice override mappings that are configured as part of the OFBiz demo data.

  1. Select the 'Invoice Purchase Item Type' from the drop down list

  2. Select the ' Invoice Override Expense GL Account Id' to map it to from the drop down list

  3. Press the 'Save' button

  4. The new mapping will be displayed in the 'Invoice Override Expense GL Account' column in the list at the bottom of the screen

How do I update a Purchase Invoice override mapping?

An existing Purchase Invoice override mapping cannot be updated but needs to be removed and a new mapping added. If you try to add an override to an item that already has an override you will get a duplicate record error message.

How do I remove a Purchase Invoice override mapping?

NOTE: Only the override mapping can be deleted. The default mapping record cannot be deleted here (even though the Remove button is displayed next to it!)

  1. Locate the entry that needs the override deleted in the list of Purchase Invoice override mappings

  2. Press the 'Remove' button next to the entry

  3. The override mapping will be removed from the 'Invoice Override Expense GL Account' column of the entry

The Payment Type GL Account Type help screen

The Payment Type GL Account Type Id is used to translate (or map) the different payment types to a specific GL Account Type Id. The GL Account Type Id is then used via the 'GL Account Type Id' defaults to translate to one side of a journal entry.

NOTE: This GL Account default is used to link to another one of the GL Account defaults.

A Payment Type is just a way to categorize transactions. Examples of Payment Types could be as follows:

  • Commission Payments

  • Customer Payments

  • Vendor (or Supplier) Payments

  • Customer Refunds

  • Customer Prepayments or Deposits

These payment types can then be mapped to the required account type in the Chart of Account. Examples of these type of mappings could be as follows:

  • Customer Payments are mapped to Account Receivable

  • Vendor (or Supplier) Payment are mapped to Account Payable

  • Customer Refunds are mapped to Customer Credits

How do I add a Payment Type / GL Account Type Id mapping?

There are currently 14 different Payment Type / GL Account Types mappings that come as part of the demo data with OFBiz and should cover a good variety of payment related transactions.

  1. Select the 'Payment Type Id' from the drop down list

  2. Select the 'GL Account Type Id' to map it to from the drop down list

  3. Press the 'Save' button

  4. The new 'Payment Type / GL Account Type' mapping is displayed in the list at the bottom of the screen

How do I update a Payment Type / GL Account Type Id mapping?

A Payment Type / GL Account Type mapping cannot be updated directly but needs to be removed then re-created. If you try to update an existing entry you will get an 'duplicate key' error message.

  1. Press the 'Remove' button next to the entry that you want to update

  2. The entry is removed from the list of entries displayed

  3. Select the 'Payment Type Id' from the drop down list

  4. Select the updated 'GL Account Type Id' to map it to from the drop down list

  5. Press the 'Save' button

  6. The new 'Payment Type / GL Account Type' mapping is displayed in the list at the bottom of the screen

How do I remove a Payment Type / GL Account Type Id mapping?

  1. Press the 'Remove' button next to the entry that you want to delete

  2. The entry is removed from the list of entries displayed

The Payment Method GL Account Type help screen

The Payment Method GL Account Type Id is used to map the different payment methods (eg Cash, Cheque etc) to a specific GL Account Type Id. This will translate to one side of a GL entry only.

A Payment Method is just a way to define the ways in which payments can be made. Each payment method can be linked to a different account in the general ledger. A main GL account used would be the one that represents the Company bank account. In the demo data mappings Electronic Funds Transfer, Company Account, Financial Account are all linked to the Company bank account GL account.

OFBiz demo data defines 15 different payment methods as follows:

  • Cash

  • Certified Cheque

  • Company Account

  • Company Cheque

  • Electronic Funds Transfer (NOTE TO CHECK: Problem with definition or terminology - is this a Direct Debit.... ?? A direct debit is controlled by the payee and an automatic payment via bank account is controlled by the payer)

  • Billing Account

  • Cash on Delivery (COD)

  • eBay

  • Offline Payment (NOTE: Is this ambiguous - since COD is an offline payment...)

  • PayPal

  • WorldPay

  • Financial Account

  • Gift Certificate

  • Money Order

  • Personal Cheque

NOTE: A point to note is that these payment methods dont include Credit Cards....(which I think is on purpose...). The majority of these payment methods are linked to 'Undeposited Receipts' but an additional accounting transaction may be needed once the funds have cleared and are available in the Company bank account.

How do I add a new Payment Method Id / GL Account Id mapping?

  1. Select the 'Payment Method Type' from the drop down list

  2. Select the 'GL Account Id' to map it to from the drop down list

  3. Press the 'Save' button

  4. The new Payment Method Type / GL Account Type mapping is displayed in the list at the bottom of the screen

How do I update a Payment Method Id / GL Account Id mapping?

A Payment Method Type / GL Account Type mapping cannot be updated directly but needs to be removed then re-created. If you try to update an existing entry you will get an 'duplicate key' error message

  1. Press the 'Remove' button next to the entry that you want to update

  2. The entry is removed from the list of entries displayed

  3. Select the 'Payment Method Type' from the drop down list

  4. Select the updated 'GL Account Type' to map it to from the drop down list

  5. Press the 'Save' button

  6. The new Payment Method Type / GL Account Type mapping is displayed in the list at the bottom of the screen

How do I remove a Payment Method Id / Gl Account Id mapping?

  1. Press the 'Remove' button next to the entry that you want to delete

  2. The entry is removed from the list of entries displayed

The Variance Reason GL Accounts help screen

The Variance Reason / GL Account default is used for mapping any stock differences to a particular general ledger account. If there are variances in the number of products that are in stock then this affects the value of inventory in the general ledger. By using this GL default you can offset any differences in stock to the relevant general ledger account.

The number of products (or items) in stock can vary. These differences can be caused by numerous reasons. Some of these could be as follows:

  • Products have been damaged

  • Products were lost or stolen

  • Products were found

  • Under or over supply of a Product from a Supplier (eg. You have ordered 10 and 11 are delivered....)

  • Free samples or giveaways to potential clients

NOTE: These mappings are used in Catalog Manager when a manual inventory adjustment is done through the Inventory Item screens.

How do I add a new Variance Reason / GL Account mapping?

There are 6 mappings that come as part of the OFBiz demo data.

  1. Select the 'Variance Reason Id' from the drop down list

  2. Select the 'GL Account Type Id' to map it to from the drop down list

  3. Press the 'Add' button

  4. The new 'Variance Reason / GL Account Type' mapping is displayed in the list at the bottom of the screen

How do I update a Variance Reason / GL Account mapping?

  1. Select the 'Variance Reason Id' from the drop down list

  2. Select the updated 'GL Account Type Id' to map it to from the drop down list

  3. Press the 'Add' button

  4. The updated 'Variance Reason / GL Account Type' mapping is displayed in the list at the bottom of the screen

How do I remove a Variance Reason / GL Account mapping?

  1. Press the 'Remove' button next to the entry that you want to delete

  2. The entry is removed from the list of entries displayed

The Credit Card Type GL Accounts help screen

The Credit Card Type / GL Account default is used to map different types of credit card to different general ledger accounts.

NOTE: This setup will affect one side of a journal entry only.

This type of mapping is useful if you need to track the amounts to be collected from different credit card agents. The OFBiz demo data comes with some setup here (NOTE: The demo entries appear to be duplicated...has something changed in ENUM for defining each credit card type.....?????)

Examples are as follows:

  • American Express

  • Visa

  • Mastercard

  • Diners Club

How do I add a Credit Card Type GL Account mapping?

There are 10 mappings that come as part of the OFBiz demo data but they do appear to be duplicated for some reason.

  1. Select the 'Card Type' from the drop down list

  2. Select the 'GL Account Id' to map it to from the drop down list

  3. Press the 'Add' button

  4. The new 'Credit Card / GL Account Id' mapping is displayed in the list at the bottom of the screen

How do I update a Credit Card Type GL Account mapping?

  1. Select the 'Card Type' from the drop down list

  2. Select the updated 'GL Account Id' to map it to from the drop down list

  3. Press the 'Add' button

  4. The updated 'Credit Card Type / GL Account' mapping is displayed in the list at the bottom of the screen

NOTE: Used 'Visa' as an example to update and the 'CCT_VISA' was updated but the 'Visa' one wasnt. This is probably related to the duplication.

How do I remove a Credit Card Type GL Account mapping?

  1. Press the 'Remove' button next to the entry that you want to delete

  2. The entry is removed from the list of entries displayed

The Tax Authority GL Accounts help screen

The Tax Authority / GL Account default is used to map different tax authorities to different general ledger accounts. This setup will affect one side of a journal entry only.

NOTE: A tax authority is legal body usually the state (country) that imposes a financial levy on business transactions.

Normal business rules require you will to keep track amounts collected or paid to different tax authorities separately. This mapping ensures that money collected or paid to various tax authorities (eg through Sales Orders, Purchase Orders etc) can be separated into specific accounts

The OFBiz demo data comes with 9 entries to show an example of how this can be setup using the some of the US states as separate tax authorities.

How do I add a Tax Authority / GL Account mapping?

Unlike the other GL Account defaults you cannot add a Tax Authority / GL mapping through these screens. It needs to be done via the 'GL Accounts' sub menu under the 'Tax Authorities' menu. The method of how to add a mapping using the 'Tax Authorities' is shown below.

  1. From the Accounting Manager / Tax Authorities Menu press the 'Edit' button next to the Tax Authority required

  2. Select the sub menu 'GL Accounts'

  3. Enter or Lookup the party for the 'Organisation Party Id' field (NOTE: Use 'Company' as default)

  4. Enter or Lookup the GL Account to be mapped to

  5. Press the 'Add' button

  6. The mapping will be displayed at the bottom of the screen.

  7. Return to the Tax Authority / GL Account default and this new mapping will be shown in the list

How do I update a Tax Authority / GL Account mapping?

Only the GL Account Id linked to the mapping can be updated.

  1. Locate the Tax Authority / GL Account entry that needs to be updated

  2. Select the new 'GL Account Id' from the drop down list next to the entry

  3. Press the 'Update' button next to the entry

How do I remove a Tax Authority / GL Account mapping?

  1. Locate the Tax Authority / GL Account entry that needs to be removed

  2. Press the 'Delete' button next to the entry

The Party GL Account help screen

he Party / GL Account mapping allows the translation of different account types (eg Accounts Receivable, Accounts Payable etc) for a party to be mapped to a separate general ledger account. The party role (eg Bill To Customer) is also used to define the mapping even further. OFBiz demo data setup comes with no entries here.

It is used as a way of implementing subledger functionality in OFBiz. Subledger functionality is where a higher level account can be split into lower levels. In this case these lower levels can be by party.

An example could be that a business may want to use the general ledger to track the Accounts Receivable (AR) by customer so the chart of account would be setup something like as follows:

120000 Accounts Receivable

  • 120010 Accounts Receivable - Customer A

  • 120020 Accounts Receiviable - Customer B

  • 120030 Accounts Receivalbe - Customer C

This has the main AR account is at the top of the hierarchy and 3 sub accounts below it. Entries for Customers A, B and C would be setup with a role of 'Bill From Customer' as this is a role associated with the customer when the Sales Invoice is generated.When a transaction matching the criteria is processed in the system then these mappings will control where it is posted to.In the case of Customer A any AR transactions with role 'Bill To Customer' are posted to '120010' instead of the standard '120000

How do I add a new Party / GL Account mapping?

  1. Enter or Lookup the party for the 'Party Id' field

  2. Select the 'Role Type Id' from the drop down list (NOTE: Be careful that you select the correct role for the transactions you want to track......)

  3. Select the 'GL Account Type Id' from the drop down list

  4. Select the 'GL Account Id' from the drop down list

  5. Press the 'Add' button

  6. The new entry will be displayed at the bottom of the screen

How do I update a Party / GL Account mapping?

Only the GL Account Id linked to the mapping can be updated.

  1. Locate the Party / GL Account entry that needs to be updated

  2. Select the new 'GL Account Id' from the drop down list next to the entry

  3. Press the 'Update' button next to the entry

How do I remove a Party / GL Account mapping?

  1. Locate the Party / GL Account entry that needs to be removed

  2. Press the 'Delete' button next to the entry

The Time Periods help screen

Time periods are a defined period of time (usually a month, quarter or year) that is used to group business transactions. It is a key part of any general accounting setup.

Time periods can be used for the definition of :

  • Company Financial Year

  • Fiscal / Tax Periods (weeks, months, quarters)

  • VAT / GST Periods

  • Sales Periods

The screen is divided into 3 main areas. The first two show lists of the open and closed time periods. The area at the bottom allows you to define and enter a new time period.

How do I add a new Financial Year time period?

  1. Using the area at the bottom of the screen labelled 'New'

  2. Leave the Parent Period Id field blank (NOTE: The financial year will be the parent of other time periods eg fiscal months or GST / VAT periods)

  3. Select 'Fiscal Year' from the 'Period Type Id' drop down box

  4. Enter '13' in the Period Num field (NOTE: You can use any number that does not conflict with the other time periods you want to use. We plan to define 12 fiscal or tax months so will use 13 for the year)

  5. Enter 'FY 2010-2011' in the Period Name field (NOTE: You can use any name you want but make sure it makes sense. This example is an abbreviation for Fiscal Year 2010-2011)

  6. Select '1st April 2010' using the calendar lookup in the 'From Date' field

  7. Select '1st April 2011' using the calendar lookup in the 'Thru Date' field (NOTE: Even though we want our financial year to end on 31st March 2011 the test used is based on less than not an equal to)

  8. Leave the 'Is Closed' field at its default of 'No'

  9. Press the 'Create' button

  10. The new time period will now be displayed in the list of open time periods.

How do I add a new GST/ VAT time period?

  1. Using the area at the bottom of the screen labelled 'New'

  2. Select the previously created financial year 'FY 2010-2011' in the Parent Period Id field

  3. Select 'Fiscal Month' from the 'Period Type Id' drop down box

  4. Enter '1' in the Period Num field (NOTE: This is the first of 12 periods that we want to define.)

  5. Enter 'FM April 2010' in the Period Name field (NOTE: You can use any name you want but make sure it makes sense. This example is an abbreviation for Fiscal Month April 2010)

  6. Select '1st April 2010' using the calendar lookup in the 'From Date' field

  7. Select '1st May 2010' using the calendar lookup in the 'Thru Date' field (NOTE: Even though we want our fiscal month to end on 30th April 2010 the test is used is based on less than not an equal to)

  8. Leave the Is Closed field at its default of 'No'

  9. Press the 'Create' button

  10. The new time period will now be displayed in the list of open time periods.

How do I update a time period?

NOTE: Time periods cannot be updated via the current time periods screen. If you need to amend time period details then it can be done via Entity Data Maintenance in the Webtools menu.

How do I close a time period?

  1. To close a time period select the 'Close' button next to the time period.

  2. The time period will be removed from the current open time periods area and re-displayed in the closed time periods section of the screen.

NOTE: Closing a time period is a trigger for an automatic accounting transaction as follows:

  • Transaction Type: Period Closing

  • DR ?????? (based on the GL account type mapping for Profit Loss)

  • CR 336000 Retained Earnings (based on GL account type mapping for Retained Earnings)

NOTE: Both sides of this accounting transaction uses the same GL account type default mapping. The account mapping for 'Profit Loss' is not setup as part of the demo data so this transaction will not automatically post to the general ledger but will instead be put in the ERROR_JOURNAL as an unposted transaction. The transaction value is zero for both sides of journal...Even if it does have a value do we want to move it from P and L to Equity during the financial year? Normally this is done once at the end of the financial year.

Accounting Features

  1. Invoices

  2. Payments

Chapter 4. The Party Application.

Introduction

Please find here a general introduction to the party application (to be continued)

The Party Find help screen.

The 'Find Party' is the default screen for the Party Manager application. It is used to locate existing parties. Various search criteria can be used, either based on the general party data like name role and type but also on the postal address, telephone (Telecom) and other like email address.

If the find button is pressed, a list is presented containing several columns.

The first column shows the Party ID. This is a string that uniquely identifies the Party in the system.

The second column shows the Party logins. This is the string the user enters when logging into the system. A single Party can have more than one login. In this case the "(many)" string is showed in place of the login string. The complete list of user logins can still be seen in the Party details screen. If a Party has no user login associated the string "(none)" is shown.

In the "Main Roletype" column the role is listed which is a child of the "Main role"" roletype. It is currently set to "Organisation" and "SFA Role". The later to be prepared to use he party in he SFA component. See the marketing application for more information

Chapter 5. The Product Catalog Component

Introduction Paragraph

and a introduction paragraph

The Product Catalog overview

The Catalog Manager creates or provides access to a variety of information. Whether Products, Catalogs, or Categories, this screen offers search tools and links to get you to the type of information you need or are working with quickly and accurately.

Note

Different Visual Themes will represent the links differently the Visual Themes for this is Flat Grey

Down the left hand column are 4 sections: 1. Search Products, 2. Browse Catalogs, 3. Browse Categories, and 4. Product Categories.

Tip

You can click on the colored '_' to close a section; later, click on the colored '[]' to reopen the section. Each of those sections are discussed below before we begin to explore the Catalog Administration Main Page. Navigation Panel The Left-hand Navigation Panel is visible even when working under the other tabs. The content displayed will vary according to what choices you have made. This document is arranged to walk you through the Navigation Panel search tools (Search Products, Browse Catalogs, Browse Categories, and Category Products) and links first. As you come to the desired Edit or Creation window, jump in this document to the associated 'Edit' discussion. Some symbols used as shortcuts Brackets [] Application links as found on the screens are represented in this document with brackets around them like [this]. When you see a bracketed item, you can know we are referring to a link or key or 'button' which will initiate the indicated action. Greater than symbols >> The single (>) or double (>>) greater than symbols can be read as 'takes you to' or 'leads to' or 'results in.' These are sometimes used in this document to indicate that from this screen, if you click on the [Bracketed Link], you will be taken to Next Process. Within the pop-up calendars, however, the (>>) jumps you ahead one year and the (<<) jumps you back a year. The Asterisk An asterisk * marks those items which must be completed on a screen before the desired action can occur.

subsection heading

Subsection content

Subsection 2 title

The Main accounting help screen. For more information please see the OFBiz documentation site for more info.

Chapter 6. The Order Component.

Order Introduction

The order manager allows you to enter and maintain orders, quotes, requests and report on them.

Order View

This screen allow not only to view an order but also to change it (this is a mock to hide a weird bug, please fill in...)

Order Reports Help.

The Order Reports provide general information about orders in the system.

Initial steps.

If your reports look empty it may be required to initialize the warehouse entities in the BI component.

  1. Go to :Business Intelligence

  2. Click "Quick Init DataWarehouse". System will automatic initial Data in the warehouse for Reports

  3. Go back to : Order Reports.

Reports List

1. Sales Order By Referrer Report

There are referrers, link, totals orders, quantity totals and amount totals. They are grouped by referrer.

2. Sales Order By Channel Report

There are total Orders, total Items, quantity totals and amount totals. They are grouped by Sales Channel.

3. Sale Orders Discount Code Report

There are order, product, promotion and discount. This report is list of All orders.

4. Last Three Months Sales Report

There are products, prices, stock, sale out quantity and sale out total amount. This report is list of all products, it contains the sales and movements in last 3 months.

5. Coupon Sales Report

This report lists promotions, total orders, percent of total orders, total orders amount, percent of total orders amount and shipping amounts.

6. Sales Report

This Sales report contains paid and unpaid sales orders.

7. Net Before Overhead Report

Net Before Overhead Report is the profit calculation of paid-shipped orders and all the occurred fee excluding the overhead cost. They are grouped by Product Store Id.(Demo data for Net Before Overhead Report have in Product Store Id "B2CStore")

8. Product Demand Report

Product Demand Report is the report to show us which product sells good and which product doesn’t sell good or not selling at all in one account as well as for all accounts in last 4 weeks. They are grouped by Product Store Id.(Demo data for Product Demand Report have in Product Store Id "B2CStore")

Chapter 7. The Content Component

Table of Contents

Introduction

Introduction

Chapter 8. The Marketing Application.

The marketing application is supporting you to create, select and follow sales opportunities in order to create sales orders for the company.

Marketing, CRM and SFA in Apache OFBiz, an overview.

It is very much based on the party application as its source. Records from the party application are selected with only one basic reason: a possible sale in the future. That also means that records in the party manager should be complete, especially the role is pretty important. Not All roles, but at least 'lead' 'contact' and 'Account' should be defined.

Marketing overview

The overall purpose of the Marketing application is the support to select leads from parties obtained from a certain source or marketing segment to convert to opportunities by contacting these parties via a contact-list related to a marketing campaign. (contact-list generation support not yet implemented)

The first option of the marketing application is the definition of a datasource [DataSource], and connecting or loading party information to it [PartyDataSource]. In the party application a data source Id can be added to the party.

A second input to the marketing application is the Segment group and classification which again can be allocated to parties in the party component.

Now a marketing campaign can be created. A contact list can be created using the parties related to a dataSource or marketing segment classification and referring back to the marketing campaign

Contact lists are currently email mailinglists, the OFBiz system could be extended to include the support of calling by telephone and entering the results. On the email sent via this lists tracking codes can be used to measure the response when the readers of the email mailing click on a link where a trackingcode is specified. For more info look at the program: applications/marketing/src/org/apache/ofbiz/marketing/tracking/TrackingCodeEvents.java

Opportunities resulting from these actions can be entered in the SFA web application referring back to the marketing campaign.

Marketing main help screen.

This page acts as an placeholder of the overview of the marketing activity in the company.

Marketing Contact Lists.

A contactlist is currently an email mailing list to inform a certain number of parties via email. The system however already has a provision to use this facility for calling list or to create mail and merge list for paper documents.

The Find contact list screen

This is the initial screen to find an existing contactlist or create a new one.

Find selection fields.

ContactList Id : The unique id of the contact list

ContactList Name : The name of the contactlist

ContactList Type : The type of the contactlist

Contact Mech type : the contact type like email, postal address etc.

Campaign Name : The marketing campaign name

Edit a contact list.

This screen enables you to edit an existing contactlist or create a new one. Below an explanation of the fields

Contact list fields.

ContactList Id : The unique id of the contact list

ContactList Name : The name of the contactlist

ContactList Type : The type of the contactlist

Is Public ? :

Is Single Use ? : If set to 'Y' all parties of this contactlist will be deleted after sending the email.

Contact Mech type: the contact type like email, postal address etc.

Marketing Campaign Name : The marketing campaign name

Owner Party Id:

Verify Email From:

Verify Email Screen:

Verify Email Subject:

Verify Email WebSite Id:

Opt Out Screen:

The import contact list parties screen

This is the initial screen to find an existing parties and select them for import to the contact list.

Find selection fields.

Party Id : The unique id of the party

Party Type Id : The type of the party

Role Type : The role of the party

Contact Mech Type Id : the contact type according to the contact meth type's ID of the contact list. There is a sub form for this field according to the contact mech type's ID.

Import the parties

Select the parties in the search result list.

Press the "Submit Query" button

SFA overview

The main purpose of the SFA application is to support the process of creating orders for leads.

The SFA application is for a specific user to list his leads, contacts accounts and opportunities. He can create new parties or he can assign existing parties to himself.

Related information

Chapter 9. The Human Resource Application.

The human resource application is supporting you to ...WIP, to be completed...

Human resource in Apache OFBiz, an overview.

WIP, to be completed...

Human Resources Introduction

The people who work for your company, are its most important asset. They are human capital. Selecting a software platform that increases the value of your company's human capital and delivers benefits, services and opportunities to your workforce, is critical to your company's success .

The platform must be able to accurately and reliability process worker transactions, collect decision support information, and communicate between management, workers and outside resources.

The OFBiz Human Resource Application (HR App) can provide a backbone for building that platform.

In this section we introduce you to the organization of this guide and to the key business objects that are the core to Human Resources.

In the Human Resources Application you can:

  • Create positions

  • Fulfill positions

  • Define the responsibilities of a position

  • Define a tree reporting structure between positions

  • Track the positions fulfillments over time

The Human Resources Main screen.

The Main window is the entry point into the Human Resources Application and displays the Company tree view for navigating to the main menu items.

This screen will display the organizational setup of your Company. The top level Company is defined in a system setup file: general.properties.

The system will also list any divisions or departments that have been setup with the role "Internal organization" as defined in the party relationships as a "Group member".

The number of organizational levels can be as many as required.

Nodes In the Company Tree

There are three node types in the tree, each identified by a different icon. The top of the tree represents your Company, the highest level in the organization. The Company and departments under the Company can have sub departments or positions. Under positions are the people who fulfill the position.

Usage

  • Navigate the organization to view departments, positions and people

  • Add or remove a department

  • Add a person

  • Quickly open the profile of any item in the tree

  • If the item is a position you can add a person to fulfill the position

Simple Howto for the moment, work in progress...

Introduction: Trainings in HR module includes Training Calendar where we can create new schedules from trainings available in an organization. Admin can assign trainings & employee can request for scheduled trainings. Employee can also check status of their training requests & assignments.

Need of Trainings in HR:

  • Training and development of professionals fills up the skill gaps and further improve the levels of proficiency.

  • Training and development manages constantly changing business and industrial scenario and therefore, matches with the requirements or demands of changes on the organizations.

  • Creates a learning organization culture.

Organizational development:

  • Organization decides to use certain initiatives and wants to train and develop a good number of people in the entire organization or the people in certain chosen departments or projects on those initiatives.

  • Prepares the organization to meet the needs of legal/statutory requirements. Features of Trainings:

  • New Trainings can be added/modified.

  • Trainings can be scheduled in the calendar.

  • Employees can apply to supervisor for available scheduled trainings but, cannot request same training event again to same approver

  • Admin can assign trainings to Employees.

  • Admin can approve/reject the trainings requested to him but, once rejected cannot be approved again.

  • Employees can check the status of their training requests and Trainings assigned to them.

Road Ahead: Currently we have implemented Trainings under HR module. We are working on the implementation of Training calendar in profile tab of Employee. We are also planning to introduce trainer's information in training calendar.

In "GlobalHRSetting"

  1. Admin can create & manage the trainings provided by the organization.

In "Training Calendar"

  1. Admin can schedule a training through training calender.

  2. Admin can assign training to an employee(right half of calendar screen).

  3. Employee with his login can request for Training to admin from the calendar.

  4. Employee cannot request same training event again to same approver.

In "Training Approval" tab (in case of Employee login tab name would be "Training Status")

  1. Admin can approve/reject the training requested to him

  2. Admin can not change the training status once it is rejected.

  3. Employee can check status of requested and assigned trainings.

Chapter 10. The myportal Component

Introduction

and a introduction paragraph in myportal

The My portal application introduction.

Within the 'my portal' application it is possible to create a collection of screens for a specific type of user of the system. Examples are a general employee, an account manager, a customer, a supplier etc... The system makes use of special portlets which can be arranged and selected/hidden by the logged on user.

Chapter 11. Project Manager

Project Manager Introduction

The project manager allows you to manage a project which in its simplest form consists out of phases and tasks.

A project consists out of one or more phases of which each phase can have one or more tasks. A task always has a single parentPhase. Time registration is only done on a task level.

Estimated and actual dates are only maintained at the task level. For reporting they are calculated to the higher levels. Project views are created to support this.

Status management

Status is managed at task level, Project and Phase statuses shown on screen are tasks status compilation. Task statuses are :

  • PTS_CREATED, ...Created : after task creation

  • PTS_CREATED_UA, Unassigned : currently not used by an automatic process

  • PTS_CREATED_AS, Assigned : after a resource is assigned

  • PTS_CREATED_IP, In Progress : after a time entry is created on the task

  • PTS_COMPLETED, .Completed : Manually changed by button

  • PTS_ON_HOLD, ...On Hold :

  • PTS_CANCELLED, .Cancelled :

Project or Phase is completed if all included tasks are completed (or cancelled)

Resources

You can describe a customer (company and contact) and who provides the task (named provider) in the resource portlet. To be able to associate someone to a project he should have, two (or more) project roleType, first PROJECT_TEAM to appear in Party drop-down, and at least one of the PROJECT_TEAM sub-roles for the second drop-down. Look at parameters section to have the complete project roletypes list.<br></br> Go to the party profile to associate a role type to a party.

Parameters :

  • RoleType with PROJECT_TEAM as parentTypeId, used in a lot of screens; default proposed roleTypes are :

    • CLIENT% : used to select parties which appears in Projects Parties info, client side

    • CLIENT_MANAGER : user login associated to a project with this roleType view it in ListCustomerProjects

    • CLIENT_ANALYST : same as CLIENT_MANAGER for ListCustomerProjects

    • CLIENT_BILLING : partyId which will be invoiced; same as CLIENT_MANAGER for ListCustomerProjects; appears in Company part of Project Parties info, other CLIENT% role appears in contact part

    • PROVIDER% : all parties which provide the project. In Projects Parties info, provider part, all roleType not equals to CLIENT% will appear

    • PROVIDER_MANAGER : currently no process or specific selection

    • PROVIDER_ACCOUNTING : currently no process or specific selection

    • PROVIDER_ANALYST : currently no process or specific selection

    • PROVIDER_FUNCTIONAL : currently no process or specific selection

    • PROVIDER_VALIDATOR or PROVIDER_TESTER: used to define at project level who will validate a task, used when assigning a party to a task with status not equals to "PAS_COMPLETED", if the party has not this role, all parties with this role at the project level will be added to this task (this action is done by ECA, commented in default configuration, if you want it un-comment it)

The Project Manager Main screen.

This is the startup screen of the project manager. It will show all active projects with some statistical data.

xProject Mgr: My tasks

This overview outlines all tasks the user has been assigned to.

Project Mgr: My Timesheets

Here the user enters the hours worked on tasks.

It also provides an overview of all timesheets the user has filled out. It also shows the status of the timesheets.

Project Mgr: Find Projects

This screen provides an overview of all projects the user is participating in.

Project Mgr: Project - summary

This dashboard gives a one page overview of project details, resources, phases and task. It is also the starting point to navigate to the various sub screens related to a project.

Sub screens

Following sub screens are provided:

  • Gantt chart

  • Mailing List

  • Phases

  • Tasks

  • Orders

  • Resources

  • Content

  • Notes

  • Sub projects

  • Billing

Project Information

This section provides detailed information about the project, e.g. the type and scope, the description and planned and actual start and end dates and planned and actual hours

Resources

This section provides detailed information about the participants (organizations and persons) of the project. For the participating persons this section provides information regarding the role in the project and the hours registered and processed.

Sub projects

This section provides detailed information about the project that are registered as sub projects of the project.

Phases

This section provides an overview of the phases of the project, incl. status, priority, start and end date and the hours planned and registered.

Task

This section provides provides an overview of the tasks of the project, incl. status, priority, start and end date, the first assigned resource and hours planned and registered.

Notes

This section provides detailed information about notes registered with the project.

Content

This section provides an overview of content (documents and other files)registered with the project.

Orders

This section provides an overview of orders linked to the project.

Project Mgr: Project - billing

This screen shows all hours registered to the various tasks in the project by all participants.

From here the Project Manager processes all time entries for further processing regarding invoicing and cost accounting.

Project Mgr: Project - content

The project manager allows you to manage a project which in its simplest form consists out of phases and tasks.

A project consists out of one or more phases of which each phase can have one or more tasks. A task always has a single parentPhase. Time registration is only done on a task level.

Estimated and actual dates are only maintained at the task level. For reporting they are calculated to the higher levels. Project views are created to support this.

Project Mgr: Project - edit info

The Project Manager can edit various details regarding the project.

Project Mgr: Project - find mailing list

The project manager allows you to manage a project which in its simplest form consists out of phases and tasks.

A project consists out of one or more phases of which each phase can have one or more tasks. A task always has a single parentPhase. Time registration is only done on a task level.

Estimated and actual dates are only maintained at the task level. For reporting they are calculated to the higher levels. Project views are created to support this.

Project Mgr: Project - notes

The project manager allows you to manage a project which in its simplest form consists out of phases and tasks.

A project consists out of one or more phases of which each phase can have one or more tasks. A task always has a single parentPhase. Time registration is only done on a task level.

Estimated and actual dates are only maintained at the task level. For reporting they are calculated to the higher levels. Project views are created to support this.

Project Mgr: Project - orders

This screen provides an overview of all orders related to the project.

Project Mgr: Project - phases

This screen provides an overview of the phases of the project.

The Project Manager can manage all phases in the project here, e.g. defining new phases.

Project Mgr: Project - resources

This screen provides an overview of all participants in the project.

From here the Project Manager can add new resources to the project, or end the participation of existing project members.

Project Mgr: Project - sub projects

The project manager allows you to manage a project which in its simplest form consists out of phases and tasks.

A project consists out of one or more phases of which each phase can have one or more tasks. A task always has a single parentPhase. Time registration is only done on a task level.

Estimated and actual dates are only maintained at the task level. For reporting they are calculated to the higher levels. Project views are created to support this.

Project Mgr: Project - tasks

This screen provides an overview of all tasks associated to the project.

Project Mgr: Requests

This screen provides an overview of all customer request regarding projects.

Project Mgr: Find Resources

The project manager allows you to manage a project which in its simplest form consists out of phases and tasks.

A project consists out of one or more phases of which each phase can have one or more tasks. A task always has a single parentPhase. Time registration is only done on a task level.

Estimated and actual dates are only maintained at the task level. For reporting they are calculated to the higher levels. Project views are created to support this.

Project Mgr: Edit Skill Type

The project manager allows you to manage a project which in its simplest form consists out of phases and tasks.

A project consists out of one or more phases of which each phase can have one or more tasks. A task always has a single parentPhase. Time registration is only done on a task level.

Estimated and actual dates are only maintained at the task level. For reporting they are calculated to the higher levels. Project views are created to support this.

Project Mgr: Tasks

This screen provides an overview of all tasks in the module

Project Mgr: Timesheets

This screen provides an overview of all timesheets registered with the application by all project participants.

Chapter 12. The Ebay Component

Ebay Introduction

The Ebay component provides an interface to the Ebay website. It is possible to export products from your store into eBay category also import an orders from ebay.

The Ebay application introduction.

Ebay application will be use for merchant integration between OFBiz and eBay.It is possible to export products from your store into categories on Ebay site also import an orders from ebay. You can use fuctions on this application to setup auction on ebay for the sell your stuff on ebay.

How to setup OFBiz integration eBay.

  1. Register with ebay developer site for obtain keys and certificate (eBayExport.devId,eBayExport.appId,eBayExport.cerId and eBayExport.token etc.) at Join with ebay developers

  2. After registered it should be following the keys below :# ebay keys example

    1. eBayExport.devID=f3586481-93c7-4aaf-ab87-d383d56b71b1

    2. eBayExport.appID=antwebc0f-9bf9-4829-998b-e5e8fb773ac

    3. eBayExport.certID=7f363bc0-11d6-489a-a54d-4a44de82f790

    # token key generated from ebay account example :

    1. eBayExport.token=AgAAAA**AQAAAA**aAAAAA**Ccn7Sg.....

  3. Following file in plugins/ebay/config/eBayExport.properties. You will see Merchant configurations. For : eBayExport.xmlGatewayUri :

    1. https://api.sandbox.ebay.com/ws/api.dll (sandbox environment used for testing and develoment )if you want to use for testing should select sandbox enviroment.

    2. https://api.ebay.com/ws/api.dll (production environment).

    For : eBayExport.siteID :

    1. It was siteId you want to sell products ex: site id (0=US, 101=Italy, ...) obtain from SiteCodeType

  4. Go to ebay-->Ebay Configurations screen(see link in the bottom of page) This screen will displayed ebay configurations with each stores. You need to “add” or “edit” the configuration keys you got from ebay for each productstores into this screen. This configuration is for connect to ebay site and export or import data to ebay.

  5. Go to ebay-->Export to eBay screen or eBay orders Import then try to test export products and import orders from ebay.

Edit Ebay Configurations screen.

This screen allows the user to create a new/edit Ebay Configuration for intregrate ofbiz and Ebay. Ebay Configuration use for put keys and certificate get from ebay develop site after you register.

How to edit Ebay configurations?

  1. Please Select 'product store' you want to create configuration. Example product store is 'OFBiz E-Commerce Store [9000]')

  2. Enter 'Dev Id' (ex:f3586481-93c7-4aaf-ab87-d383d56b71b1)

  3. Enter 'App Id' (ex:antwebc0f-9bf9-4829-998b-e5e8fb773ac)

  4. Enter 'Cert Id' (ex:7f363bc0-11d6-489a-a54d-4a44de82f790)

  5. Enter 'Token' (# token key generated from ebay account ex:AgAAAA**AQAAAA**aAAAAA**Ccn7Sg.....)

  6. Enter 'Compatibility Level' (ex:635)

  7. Enter 'Site Id' (ex:0=US ,15=AU)

  8. Enter 'Xml Gateway Uri' (# sandbox -eBayExport.xmlGatewayUri=https://api.sandbox.ebay.com/ws/api.dll # production -eBayExport.xmlGatewayUri=https://api.ebay.com/ws/api.dll)

  9. Enter 'Custom XML'

  10. Enter 'Web Site' (ebay)

  11. Press the 'Update' button to create configurations.

Search Products in category screen.

This screen allows the user to find products for export from ofbiz store to Ebay site. First you must select product store, catalogs and category at products located. Then find products and select product you want to export to category on ebay site.

How to search products?

  1. select products store you want to export products example : OFBiz E-Commerce [9000]

  2. select catalog 'eBay Catalog'

  3. select category in example you can use 'Ebay E-Commerce ... [eBay_ECom_Category]'

  4. select the other condition if you want

  5. Press 'Find' button at the below of page to find products

Search Products in category screen.

This screen allows the user to see the results of products the find it from conditions. The user can select products they want export to ebay categories in this screen.

How to remove the conditions to find products?

  1. In the section 'Search Products, you searched for:' you will see list of conditions show on the top in the section, So you can click 'X' to remove the condition you don't want and then the results of products will have changes.

What is a 'refine search' button?

  1. The 'Refine search' button use for go back to page to put the conditions again.

How to select products?

  1. In the results section you can select products which you want to export by use checkbox in front of name of products.You can select one or many products if you want.

What is 'Export To eBay' button?

  1. After you select products then you want to export it you can click 'Export To eBay' button. It will take you to go to the screen for setup ebay categories,start price for auction and payment method before you export the products.

Ebay Orders Import screen.

This screen allows the user to find and import orders data from ebay site. you can search an order by specify begin/end time then select orders to import

Section 'Search Options'.

  1. select product store ex: use 'OFBiz E-Commerce Store' because example ebay catalog link with this store.

  2. enter begin time in field 'From Date Time'

  3. enter end time in field 'Thru Date Time'

  4. Press 'Find' button then system will show results from ebay site.

Section 'Search Results'.

  1. This section show search results, it has many detail get from ebay site, At the last filed on the screen left you will see checkbox for select the order rows and then import it into ofbiz.

How to import order from eBay?

  1. Click checkbox at rows you want to import orders in the 'Search Result' section

  2. Press 'Import Orders From ebay' button then system will return the message on the screen. and you can check orders list in the 'Order' module.

Import Single Transactions From ebay screen.

This screen allows the user to find orders transactions on ebay by specify begin/end time, and then select orders to import data into ofbiz system.

Section 'Search Single Transactions From eBay'.(use for select conditions to search results)

  1. select product store ex: use 'OFBiz E-Commerce Store' because example ebay catalog link with this store.

  2. enter begin time in field 'From Date Time'

  3. enter end time in field 'Thru Date Time'

  4. Press 'Search Single Transactions From eBay' button then system will show results from ebay site.

Section 'Import Orders From eBay'.

  1. This section show search results, it has many detail get from ebay site, At the last filed on the screen left you will see checkbox for select the transaction rows and then import it into ofbiz.

How to import single transactions from eBay?

  1. Click checkbox at rows you want to import transaction in the 'Import Orders From eBay' section

  2. Press 'Import Single Transactions' button then system will return the message on the screen.

Export Products to eBay screen.

This screen allows the user to setup properties of products for the start auction on ebay, And allows the user to export product to the ebay site. On the 'Export Products to eBay' section have many fields to use for start auction listing(products) on the ebay site.

Fields Description :

  1. eBay Category : Ofbiz retrieve this field from ebay categories and threre are several levels. You may need to select several time to get your categories for example : Your product is in "Drawing" category but the category is lower level of "Art" and ".......". So you need to select "Art" first and .... and "Drawing" to get the category.

  2. Country : use for select country you want to show the listing on the ebay site.

  3. Location : for located item location.

  4. Listing Duration is a duration for auction and show the listing on ebay.

  5. Start Price is a price for start auction (note : if you product have a minimum price(* Purpose is 'eBay Auction') don't need to set this field, the system will auto use the minimum price for start auctions. )

  6. Quantity : Quantity of product

  7. Website :

  8. Web Site Url :

  9. Payment Methods Accepted : This is Type of payment you want to use on the ebay.

  10. PayPal email : We need it when you select payment by paypal.

  11. Custom XML : It was auto generate from ebay configurations, it use for ebay know about currency, shipping method and other informations for shipping with this listing.

How to set export products?

  1. select ebay category you want to put products(listing). You may need to select several time to get your categories for example : Your product is in "Drawing" category but the category is lower level of "Art" and ".......". So you need to select "Art" first and .... and "Drawing" to get the category.

  2. select country you want to show the listing on the ebay site.

  3. enter location

  4. select duration for auction and show the listing on ebay.

  5. enter start price, if you product have a minimum price(* Purpose is 'eBay Auction') don't need to set this field, the system will auto use the minimum price for start auctions.

  6. select Website but now this field

  7. enter Website url (*require field)

  8. Select at least one payment method

  9. enter paypal email when you select payment by paypal.

  10. For Custom XML it was auto generate from ebay configurations, but if you want to change you can edit.

  11. Press 'Export to Ebay' button then system will post your listing to ebay site.

  12. note : when export process is success system will be return message to show on the screen and tell you what is done.

Ebay Shipping Methods screen.

This screen allows the user to add shipping methods rate for intregrate ofbiz and Ebay.

How to add shipping methods?

  1. Enter 'Shipment Method Name ' (ex:'LocalDelivery')

  2. Select 'product store' (ex:'OFBiz E-Commerce Store [9000]')

  3. Enter 'Amount'

  4. Enter 'Additional Amount' (if you want )

  5. Enter 'Additional Percent' (if you want )

  6. Enter 'Method Type Enum Id' (ex:Flat Rate Shipping)

  7. Enter 'Carrier Party Id' select from lookup (Default is UPS)

  8. select 'Shipment Method Type Id'

  9. Press the 'Add' button to add shipping method.

How to update shipping methods?

  1. Update the fields required in the screen

  2. Press the 'Update' button

How to delete shipping methods?

  1. Press the 'Delete' button in each shipping method

Chapter 13. The Ebay Component

Ebay Introduction

The Ebay component provides an interface to the Ebay website. It is possible to export products from your store into eBay category also import an orders from ebay.

Ebay Store screen.

This screen allows the user to access to ebay store by using their account and you can set up and manage your ebay store in ofbiz. Before you take action on this function, you should already have an ebay store and ebay account on the ebay site because ebay does not allow to create a store from third party site.

How to start ebay store in ofbiz?

  1. Register with ebay developer site to obtain keys and certificate (eBayExport.devId,eBayExport.appId,eBayExport.cerId and eBayExport.token etc.) atJoin with ebay developers

  2. Press 'New Ebay Account' button to create your ebay account in ofbiz. After you have created ,the system will generate new product store in ofbiz which link to ebay store. (note :An ebay account in ofbiz use for access to your ebay store on the ebay site)

  3. Put your keys in Ebay Configurations Tab.

How to connect to your ebay store?

  1. Go to 'Ebay Accounts' section select your account then press 'submit' button,the system will show functions.

New Ebay Account screen.

This screen allows the user to add new ebay account for access to using their ebay store.

Fields Description :

  1. Enter 'Salutation' (ex:Mr,miss,Missis)

  2. Enter 'First Name' (ex:Demo)

  3. Enter 'Middle Name'

  4. Enter 'Last Name' (ex: DemoLastName)

  5. Enter 'Gender'

  6. Enter 'User Login Id' (ex:exbaySandBox123) which you registered on ebay

  7. Enter 'Current Password' the same which you registered on ebay

  8. Press the 'Create' button.

Note :

  1. Go to Party module -> Search your party -> then you can update your profiles

Ebay Store Detail screen.

This screen allows the user to manage store display setting (store detail, theme, and font color,logo etc.). you can setting in this screen and submit the system will sent your setting to your ebay store and store will update detail.

Fields Description :

  1. Store Name(define 35 charactors)

  2. Store Descrption(define 300 charactors)

  3. Store Url

  4. Store Logo Url(enter your company logo are located at the following URL..)

  5. All of your Store’s pages will appear with the theme you choose,On ebay there are two basic types of themes to choose from.

  6. Store Advanced Theme (This is predesigned themes offer professionally designed background graphics and color combinations. Use one of these if you want to save time on creating an appealing, consistent look for your Store)

  7. Store Advanced Theme Color

  8. Store Basic Theme(Easily Customizable themes lend themselves to creating a more custom look. Use one of these if you'd prefer to have more control over the colors in your store)

  9. See example layout on ebay

  10. Primary Color

  11. Secondary Color

  12. Accent Color

  13. Store Name(Font,Size and Color)

  14. Store Title(Font,Size and Color)

  15. Store Description(Font,Size and Color)

  16. Header Display(Select No, do not include additional information in the header. Select Yes, include additional information in the header. (Enter in text area below))

  17. Select the eBay header style

  18. Item List Display

  19. Item Sort

  20. Store Merch Display

  21. Subscription Level

  22. Press 'submit' to submit data to your ebay store site

Ebay Store Export categories to ebay store screen.

The screen allow user to export categories and product to eBay store. First you should select catalog and click on Export to eBay store button to complete function. When you click Export to eBay store button, this function will add your categories that in catalog selected to eBay store also add product to categories too.

EBay Leave Feedback help screen.

This screen have 3 tab button All, bought, sold. "All" = bought and sold, "bought" = this account is buyer, "sold" = this account is seller. All item in the list can leave message to buyer and seller multi action that mean each item is seperated. If item is bought it have 3 options to select and then when select "Positive", "Neutral" and "Negative" a rating section appear,add rating to seller, and comment, if select "I'll leave Feedback later" a rating section disappear. If item is sold it have 2 options to select and then when select "Positive" a comment box appear to add comment text to buyer, if select "I'll leave Feedback later" this comment box will disappear.

Note :

If you don't add comment in text box, leave feedback don't send.

EBay Feedback help screen.

This screen show

Items Awaiting Feedback

This section list Items, they are sold or bought and have link to Leave Feedback screen. This list you can see itemId, title, user and link to leave feedback to buyer or seller. See more info

Recent Feedback

This section list recent feedback message from commentator (buyer) who do transaction with this account.

Ebay Store Detail screen.

This section contains all Auto setting of specify Account.

Fields Description :

Automation Re-list Items

Automation Re-list Items is setting when items are sold or quantity empty or don't active and then auto re-listing those items.

  1. Start Date have to start before today or finish date. Format: yyyy-MM-dd HH:mm:ss.SSS"

  1. Finish Date have to is after start date. Format: yyyy-MM-dd HH:mm:ss.SSS"

Note :

If you don't set finish date Automation Re-list continue to do.

Handle Ebay Product Inventory screen.

This screen allows the user to manage reserve products from ofbiz inventory to their ebay store and then user can use this screen to upload that products into ebay product inventory on ebay site following an ebay account. In this screen user can manage their ebay store inventory from ofbiz, the screen will show status of product on ebay product inventory (Product Avialabel to list, active, sold, unsold and scheduled

This function used for :

  1. Handle ofbiz inventory and ebay product inventory follow an ebay account

  2. Reserve product from ofbiz inventory

  3. Upload product to ebay product inventory

  4. Show status of product(QTY, Avialable to listing, scheduled, sold, unsold and active listing)

  5. Show Quantity of product

How to go to reserve product?

  1. Go to inventory Details section.

  2. Press on "Reserve product inventory" button

  3. The system will show reserve product screen

How to update inventoy and status on ebay site?

  1. Go to inventory Details section.

  2. Press on "Update to ebay inventory" button

  3. The system will update product and qty to ebay inventory on ebay site

Fields Description :

  1. ProductId (productId in ofbiz catalog)

  2. ProductName (Name of product)

  3. Qty Reserved (Quantity of product that user reserved from ofbiz inventory)

  4. Available To Promise Listing (Quantity of product that user can use create listing)

  5. Ebay Product Id (this field used for keep productId from ebay inventory because Ebay site not allow user to create productId to their system)

  6. Active Listing (Quantity of product that user can use create listing)

  7. sold (Quantity of product that sold)

  8. un Sold (Quantity of product that still un sold)

  9. reserved date

  10. note: The user can not create ebay listing and sell product on ebay site greater than amount they made a reservation only.

Note :

  1. Please subscribed to Selling Manager Pro before you use this function because ebay product inventory will open when you start selling manager pro on ebay site

  2. To subscribe for production site

  3. To upgrade store level for sandbox site (The normal level for sandbox store is basic, the user should upgrade to premium when you want to use inventory function with ebay sandbox.)

  4. How to upgrade sandbox store level?

  5. Click on the link "To upgrade store level for sandbox site"

  6. Go to "Selling Related links" section

  7. Click on "Edit my eBay store"

  8. Page Manage my eBay store will show up

  9. Go to "Store Usage Information" section

  10. Click upgrade at "Subscription level" then select "Premium Store" and "Selling Manager Pro" submit.

Reserve Product From Ofbiz Inventory screen.

This screen allows the user to reserve products from ofbiz inventory for create listing and sell on ebay site.

How to reserve product?

  1. Go to Reserve Product section

  2. Enter field productId (Click "look up" to find product or type in text the system will show list of product)

  3. Enter quantity of product you want to reserve.

  4. Press "" button

Appendix A. New features recently added

A description of the new features recently added can be found at the OFBiz documentation site

Apache OFBiz Technical documentation.


Dedication

I was reading the book in development from Norman Walsh called DocBook 5.0: The Definitive Guide and found that a book can have a dedication. My first thought was there is only one man to whom this book can be dedicated. Without him I would not have been writing it. Sometimes i talk to other people about my dinners with David Jones in Pucket, Thailand which were very revealing to me. At a relative young age David designed and developed with Andy Zenesky the cornerstones of the OFBiz system called entity engine and recognized that in 2001 SOA (System Oriented Architecture) would be the future. So, David, thank you very much spending your efforts creating this excellent system.

Chapter 1. Introduction.

Welcome to Apache OFBiz, the ready to use open source ERP system. Let me first say if you downloaded the system for the first time it will be very overwhelming because the system is pretty big what is actually pretty normal for an ERP system because of its size.

This document is describing the technical aspects of the system. How to install it, how to load the data and how to make the system available to the Internet. This is described pretty well in the 'production setup guide' in the next section. If you looking how to setup the system from a user point of view then better have a look at the Apache OFBiz user guide.

The production setup guide.

An excellent guide to configure the system in a production environment, read the document at the OFBiz documentation site

The quick setup of an Ubuntu/Debian Linux with Postgresql Apache OFBiz server

Ubuntu/Debian is certainly not the only distribution which is suitable for OFBiz. In general all Linux distributions can be used. The OFBiz system will also run on Windows, however this is not preferred and much less experience is available in the OFBiz communiy. The preferred data base is Postgresql although most databases will do.

  1. Upgrade Linux to Ubuntu/Debian remotely using Grub menu

    If you have a version of Linux running already on your server which using the GRUB menu, it is possible to upgrade to Debian/Ubuntu without even touching the server physically. With the method below the Debian installer is loaded into a Ram disk from where it can reformat and re-partition the harddisk and install the system. Practice this first on a local server, because if after the reboot the server is unreachable you have to ask somebody at the datacenter to manually reboot the system.

    If you have a proper Linux installed go to the Postgres installation.

    1. Get the OS kernel and the related initrd.gz

      Make sure you server can handle 64bit if you take that version, if not sure take the 32bit version. Example url for 64bit Ubuntu: http://us.archive.ubuntu.com/ubuntu/dists/hardy/main/installer-amd64/current/images/netboot/ubuntu-installer/amd64/linux for the kernel and http://us.archive.ubuntu.com/ubuntu/dists/jaunty/main/installer-amd64/current/images/netboot/ubuntu-installer/amd64/initrd.gz for the initrd.gz file

      If not sure take the 32bit version: Example url for 32bit Ubuntu: http://us.archive.ubuntu.com/ubuntu/dists/hardy/main/installer-i386/current/images/netboot/ubuntu-installer/amd64/linux for the kernel and http://us.archive.ubuntu.com/ubuntu/dists/jaunty/main/installer-i386/current/images/netboot/ubuntu-installer/i386/initrd.gz for the initrd.gz file

    2. Uncompress the initrd.gz: gzip -dc ../initrd.gz | cpio -id

    3. Edit the preseed.cfg file inside the initrd.gz file

      The file I used had the following content:

       d-i debconf/priority                   select critical
       d-i debian-installer/locale            string en_US
       d-i console-setup/ask_detect           boolean false
       d-i console-setup/layoutcode           string us
       d-i auto-install/enabled               boolean true
       d-i netcfg/choose_interface            select eth0
       d-i netcfg/disable_dhcp                boolean true
       d-i netcfg/get_nameservers             string x.x.x.x          <--- EDIT! (max 3)
       d-i netcfg/get_ipaddress               string x.x.x.x          <--- EDIT!
       d-i netcfg/get_netmask                 string 255.255.255.0    <--- EDIT!
       d-i netcfg/get_gateway                 string x.x.x.x          <--- EDIT!
       d-i netcfg/confirm_static              boolean true
       d-i netcfg/get_hostname                string servername       <--- EDIT!
       d-i netcfg/get_domain                  string yourdomain.com   <--- EDIT!
       d-i network-console/password           password password       <--- EDIT!
       d-i network-console/password-again     password password       <--- EDIT!
       d-i preseed/early_command              string anna-install network-console
                                  

      You can find the ip addresses in the current Linux normally in the /etc/network/interfaces file.

    4. Create the new Archive:

                                  find ./ | cpio -H newc -o > initrd-preseed
                                  gzip initrd-preseed
                                  

    5. Copy the Kernel and the new initrd.gz to the server

      Copy these to files to the /boot/ directory on the server.

      If using LiLo

      You have to download the vmlinuz image and put that in the /boot directory under the name vmlinuzNew

    6. If Grub is used: Edit the /boot/grub/menu.lst file on the server:

      # menu entry before the first:(for root, look at the other menu items)
      title Ubuntu Install
      root xxxxx
      kernel /linux 
      initrd /initrd-preseed.gz
      savedefault 1
                                  

      If Lilo is used edit the /etc/lilo.conf file on the server:

      image=/boot/vmlinuzNew
          label="newUbuntu"
          initrd=/boot/init-preseed.gz
                                  

    7. Reboot the server

      and hopfully after some time you can login with SSH and using the username "installer" and the password you specified in the preseed file

      From that point you can configure the server and repartition the harddisk

  2. Install Subversion

    use the command (as root) apt-get install subversion

  3. Install Apache using proxy AJP to talk to OFBiz

    Use the command (as root): apt-get install apache2

    Make symbolic links from mods-available to mods-enabled for ssl.config, ssl.load, proxy.load, proxy_ajp.load and proxy.config. Modify proxy.config and replace "Deny from all" with "Allow from all"

  4. Install Java SDK

    Use the command (as root): apt-get install sun-java6-jdk

  5. Install PostGresql

    Use the command (as root): apt-get install postgresql

    Then logon as root, and su to the user "postgres" and issue the command: createuser "ofbiz"

  6. Install Ofbiz

  7. Start ofbiz.....and look for he result in your browser.....

Chapter 2. The OFBiz Framework Introduction.

For a core configuration guide check the OFBiz website.

Chapter 3. Framework Base components

Table of Contents

Receiving Email.

This part of the framework contain the basic components like the several different connectors, catalina(tomcat) which are the base of the other framework.

Receiving Email.

OFBiz can receive email for multiple email addresses and via an MCA can create Communication events for the involved parties of the email. Email attachments, via again the MCA are stored in the content component and can be accessed via the content Id. Examples of an MCA can be found in the Party and Content Component.

To receive email a single POP/IMAP mailbox is polled at regular intervals. This is configured in the ${ofbiz install dir}/framework/base/config/ofbiz-containers.xml file. Any email address you want to be handled by OFBiz need to be forwarded to this single mailbox by an external mail server. OFBiz then will try to match the email addresses to existing parties and will create a single communication event referring to the found parties.

If an incoming email address cannot be matched against a party, the communication event will get a special status and the receiving party can either delete the communication event or can ask the system to automatically create a party from the incoming email address.

By default the configuaration file has the email poller commented out. The parameters to this function are pretty self explanatory.

Chapter 4. The Framework Common Component.

Table of Contents

Sending Email in OFBiz

The framework Common component contains all functions which do not justify a separate framework component.

Sending Email in OFBiz

Various parts in the OFBiz application are sending out email for various reasons. Sending out email is controlled in the ${ofbiz install dir}/framework/common/config/general.properties file with the following parameters:

  1. SMTP Server (relay host): mail.smtp.relay.host

  2. SMTP Username (if needed): mail.smtp.auth.user

  3. SMTP Password (if needed): mail.smtp.auth.password

  4. Turn on email notifications by setting the mail.notifications.enabled property to "Y".

The Entity Engine.

Entity Engine guide.

Entity engine Guide

Entity Engine Configuration Guide.

entity engine configuration guide

Entity overview.

Entity overview

The Service Engine

A description of the service engine can be found at the OFBiz documentation site

Chapter 5. The Webtools, framework menus

The Webtools option is the gateway to all the framework functions.

The Webtools Introduction.

The Webtools Main page.

This is the default screen for the Webtools application. Several links are present on this page to access specific tool screens directly. Using the application menu you can select the tool you need.

  • The Logging section is used to view and configure the OFBiz system logs.

  • The Cache & Debug section is used to monitor the OFBiz cache system status. You can even set or clear some cache content or force Garbage collection with this tool.

  • The Artifact Info section is used to navigate through all OFBiz artifact files. When accessing this section the complete OFBiz code base is scanned and a list of all artifacts is offered to the user to be navigated. Please note that the initial scan can take a while to be completed.

  • The Entity Engine section is used to interact with the entities defined in the system. You can view the entity structures, search for entity content, navigate though related entities, etc.

  • The Service Engine section is used to interact with the services defined in the system. You can view all services details, monitor the jobs that are running, the active threads. You can even manually run a service or schedule a periodic/delaied job execution.

  • The Import/Export section is used to transfer entity content from the OFBiz system to external systems and viceversa. Various import/export systems and formats are available.

  • The Configuration section is used to set parameters for the OFBiz system.

Chapter 6. The OFBiz Unit Test (Using JUnit)

How to define a unit test?

  1. Define test-suite in ofbiz-component.xml like this:

                        <test-suite loader="main" location="testdef/servicetests.xml"/>
                    
  2. Create test-case in test-suite file.

                        <test-suite suite-name="servicetests"
                            xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
                            xsi:noNamespaceSchemaLocation="http://ofbiz.apache.org/dtds/test-suite.xsd">
                            ....
                            ....
                            <test-case case-name="test-case-name">
                            ...
                            </test-case>
                            ....
                            ....
                        </test-suite>
                    

How to create a test case?

Define a test-case in an XML test-suite file like this:

                <test-case case-name="test-case-name">
                    ...
                </test-case>
            

The test-case tag contains details of each test type:

1. Entity XML

Specific entity xml and its action would like to be tested in entity-xml-url attribute and action attribute respectively like this:

                    <test-case case-name="service-dead-lock-retry-assert-data">
                        <entity-xml action="assert" entity-xml-url="component://service/testdef/data/ServiceDeadLockRetryAssertData.xml"/>
                    </test-case>
                

2. JUnit

Specific class's name which will be tested, in a class-name attribute like this:

                    <test-case case-name="service-tests">
                        <junit-test-suite class-name="org.apache.ofbiz.service.test.ServiceEngineTests"/>
                    </test-case>
                

3. Service

Specific service's name which will be tested in a service-name attribute like this:

                    <test-case case-name="service-lock-wait-timeout-retry-test">
                        <service-test service-name="testServiceLockWaitTimeoutRetry"/>
                    </test-case>
                

4. Simple Method

Specific simple method's location and name which will be tested in a location and a name attribute respectively like this:

                    <test-case case-name="auto-accounting-transaction-tests-PoReceipt">
                        <simple-method-test location="component://accounting/minilang/test/AutoAcctgTransTests.xml" name="testAcctgTransOnPoReceipts"/>
                    </test-case>
                

How to run a unit test?

You can run unit test by run 'ant' with following target:

1. run-tests

Run OFBiz default tests.

2. run-test-list

Run all configured tests, stopping/starting ofbiz between each test.

3. run-single-test

Run a single test, require two arguments:

  1. 'test.component' is a name of test component.

  2. 'test.case' is a name of test case.

4. run-single-test-suite

Run a single test suite, requiring two arguments:

  1. 'test.component' is a name of test component.

  2. 'test.suiteName' is a name of test suite.

Possible error messages

Some error messages in the log are not important and often caused by the test.

1. Roll back

Roll back error message occurred when transaction roll back data. This error message will be in between starting and finished test cass line like this:

                    [java] 2009-12-22 16:05:28,349 (main) [   TestRunContainer.java:238:INFO ] [JUNIT] : [test case's name] starting...
                    [java] 2009-12-22 16:05:28,355 (main) [    TransactionUtil.java:336:ERROR]
                    ....
                    ....
                    ....
                    [java] ---- exception report ----------------------------------------------------------
                    [java] [TransactionUtil.rollback]
                    [java] Exception: java.lang.Exception
                    [java] Message: Stack Trace
                    [java] ---- stack trace ---------------------------------------------------------------
                    [java] java.lang.Exception: Stack Trace
                    [java] org.apache.ofbiz.entity.transaction.TransactionUtil.rollback(TransactionUtil.java:335)
                    [java] org.apache.ofbiz.entity.transaction.TransactionUtil.rollback(TransactionUtil.java:317)
                    [java] org.apache.ofbiz.entity.test.EntityTestSuite.testTransactionUtilRollback(EntityTestSuite.java:437)
                    [java] sun.reflect.NativeMethodAccessorImpl.invoke0(Native Method)
                    [java] sun.reflect.NativeMethodAccessorImpl.invoke(NativeMethodAccessorImpl.java:39)
                    [java] sun.reflect.DelegatingMethodAccessorImpl.invoke(DelegatingMethodAccessorImpl.java:25)
                    [java] java.lang.reflect.Method.invoke(Method.java:597)
                    [java] junit.framework.TestCase.runTest(TestCase.java:154)
                    [java] junit.framework.TestCase.runBare(TestCase.java:127)
                    [java] junit.framework.TestResult$1.protect(TestResult.java:106)
                    [java] junit.framework.TestResult.runProtected(TestResult.java:124)
                    [java] junit.framework.TestResult.run(TestResult.java:109)
                    [java] junit.framework.TestCase.run(TestCase.java:118)
                    [java] junit.framework.TestSuite.runTest(TestSuite.java:208)
                    [java] junit.framework.TestSuite.run(TestSuite.java:203)
                    [java] junit.framework.TestSuite.runTest(TestSuite.java:208)
                    [java] junit.framework.TestSuite.run(TestSuite.java:203)
                    [java] org.apache.ofbiz.testtools.TestRunContainer.start(TestRunContainer.java:146)
                    [java] org.apache.ofbiz.base.container.ContainerLoader.start(ContainerLoader.java:100)
                    [java] org.apache.ofbiz.base.start.Start.startStartLoaders(Start.java:272)
                    [java] org.apache.ofbiz.base.start.Start.startServer(Start.java:322)
                    [java] org.apache.ofbiz.base.start.Start.start(Start.java:326)
                    [java] org.apache.ofbiz.base.start.Start.main(Start.java:411)
                    [java] --------------------------------------------------------------------------------
                    [java]
                    ....
                    ....
                    ....
                    [java] 2009-12-22 16:05:28,366 (main) [    TransactionUtil.java:346:INFO ] [TransactionUtil.rollback] transaction rolled back
                    [java] 2009-12-22 16:05:28,370 (main) [   TestRunContainer.java:234:INFO ] [JUNIT] : [test case's name] finished.
                

Test result

After you run unit test, you can see the result of the testing. If you use run-tests target, you can see test result web page by view runtime/logs/test-results/html/index.html file in web browser and see JUnit Test Result files for each test suite in runtime/logs/test-results directory. If you use other target you only see JUnit Test Result file in runtime/logs/test-results.

Chapter 7. OFBiz Single Sign On using CAS and LDAP

Setup the Java Key Store

From the directory in which you want to create the keystore, run keytool with the following parameters.

  1. Generate the server certificate.

                            $ keytool -genkey -alias tomcat -keyalg RSA -keypass changeit -storepass changeit -keystore keystore.jks 
                        

    When you press Enter, keytool prompts you to enter the server name, organizational unit, organization, locality, state, and country code. Note that you must enter the server name in response to keytool's first prompt, in which it asks for first and last names. For testing purposes, this can be localhost.

  2. Export the generated server certificate in keystore.jks into the file server.cer.

                            $ keytool -export -alias tomcat -storepass changeit -file server.cer -keystore keystore.jks 
                        

  3. To create the trust-store file cacerts.jks and add the server certificate to the trust-store, run keytool from the directory where you created the keystore and server certificate. Use the following parameters:

                            $ keytool -import -v -trustcacerts -alias tomcat -file server.cer -keystore cacerts.jks -keypass changeit -storepass changeit 
                        

  4. Information on the certificate, such as that shown next, will display.

                            $ keytool -import -v -trustcacerts -alias tomcat -file server.cer -keystore cacerts.jks -keypass changeit -storepass changeit
    
                            Owner: CN=localhost, OU=Sun Micro, O=Docs, L=Santa Clara, ST=CA, C=US
                            Issuer: CN=localhost, OU=Sun Micro, O=Docs, L=Santa Clara, ST=CA, C=US
                            Serial number: 3e932169
                            Valid from: Tue Apr 08
                            Certificate fingerprints:
                            MD5: 52:9F:49:68:ED:78:6F:39:87:F3:98:B3:6A:6B:0F:90 
                            SHA1: EE:2E:2A:A6:9E:03:9A:3A:1C:17:4A:28:5E:97:20:78:3F:
                            Trust this certificate? [no]: 
                        

  5. Enter yes, and then press the Enter or Return key. The following information displays:

                            Certificate was added to keystore
                            [Saving cacerts.jks] 
                        

CAS Server

  1. Download CAS server from the CAS web site.

  2. Deploy cas-server-webapp-[version].war to Tomcat

  3. Set key store file to Tomcat

                                keystoreFile="path/to/keystore.jks"
                            

  4. Start Tomcat

OFBiz Certificate

Set trust store's file to Java Virtual Machine (JVM) before start OFBiz.

                -Djavax.net.ssl.trustStore=path/to/cacerts.jks
            

LDAP Component

OFBiz uses the LDAP component in the plugins to check the security in a web application. OFBiz disabled LDAP component as default, you can enable this component by take the comment out from plugins/component-load.xml file.

LDAP Properties

LDAP properties file is plugins/ldap/config/ldap.xml. You can change a filter condition you want.

Attributes

  1. Attribute : LDAP attbitue for filter e.g. uid=%u

  2. AuthenType : LDAP authentication method e.g. simple

  3. AuthenticaionHandler : CAS handler class e.g. org.apache.ofbiz.ldap.cas.OFBizCasAuthenticationHandler

  4. AutoPartyId : Party's id for user login e.g. admin

  5. AutoSecurityGroupId : Security group's id for user login e.g. FULLADMIN

  6. BaseDN : The top level ofbiz LDAP directory tree e.g. dc=example,dc=com

  7. Filter : LDAP search filter e.g. (objectclass=*)

  8. Scope : LDAP search scope parameter e.g. sub,one, etc.

  9. URL : LDAP server's url e.g. ldap://localhost:389

  10. UserOFBizLoginWhenLDAPFail : indicate that if LDAP fail then login with normal OFBiz's user or not. (true/false)

CAS

  1. CasLoginUri : URI to CAS login e.g. /login

  2. CasLogoutUri : URI to CAS logout e.g. /logout

  3. CasUrl : CAS Server's URL e.g. https://localhost:8443/cas

  4. CasValidateUri : URI to CAS validate e.g. /validate

  5. CasLdapHandler : LDAP hanlder class e.g. org.apache.ofbiz.ldap.openldap.OFBizLdapAuthenticationHandler

  6. CasTGTCookieName : CAS TGT's cookie name e.g. CASTGC

OpenLDAP

The LDAP component need data from LDAP server (OpenLDAP). The server needs to install, configure and populate OpenLDAP: see at the OpenLDAP web site.

Web Application Security Mapping

Every web application you need to use LDAP (single sign on) feature, you need to change the event's path of some the security request mappings to org.apache.ofbiz.ldap.LdapLoginWorker class.

checkLogin

                    <request-map uri="checkLogin" edit="false">
                        <description>Verify a user is logged in.</description>
                        <security https="true" auth="false"/> 
                        <event type="java" path="org.apache.ofbiz.ldap.LdapLoginWorker" invoke="checkLogin"/>
                        <response name="success" type="view" value="main"/>
                        <response name="error" type="view" value="login"/>
                    </request-map>
                

login

                    <request-map uri="login">
                        <security https="true" auth="false"/>
                        <event type="java" path="org.apache.ofbiz.ldap.LdapLoginWorker" invoke="login"/>
                        <response name="success" type="view" value="main"/>
                        <response name="requirePasswordChange" type="view" value="requirePasswordChange"/>
                        <response name="error" type="view" value="login"/>
                    </request-map>
                

logout

                    <request-map uri="logout">
                            <security https="true" auth="true"/>
                            <event type="java" path="org.apache.ofbiz.ldap.LdapLoginWorker" invoke="logout"/>
                            <response name="success" type="request-redirect" value="main"/>
                            <response name="error" type="view" value="main"/>
                    </request-map>
                

Chapter 8. The OFBiz Datafiles

Intoduction

There is a data import tool in OFBiz called the DataFile tool. It uses XML files that describe flat file formats (including character delimited, fixed width, etc) and parses the flat files based on those definitions. So, by design it is somewhat like the Entity Engine. It uses a generic object to represent a row in the flat file. It includes features like a line type code for each line and can support hierarchical flat files (ie where parent/child relationships are implied by sub-records).

The code is in the ofbiz/framework/datafile directory, and there is an XSD there to describe how the data file definition XML file should look.

The DataFile has a web page in WebTools to parse data files and generate entity xml files (that can be imported in OFBiz) from them, and to do in/outtesting.

both the import of fixed width flat files and character delimited files are implemented.

Definitions

Definition file*: this is an xml file that contains one or more "Data File Definition"s; the grammar of the file is defined in framework/datafile/dtd/datafile.xsd

Data File Definition*: the definition of a data file structure (e.g. names/types of the fields/columns in a "Data File"; the same "Data File" could have more than one "Data File Definition"s (e.g. the definitions could consider different subsets of all the fields available in the data file).

Data file*: the text file that contains all the data (a fixed width or a character delimited text file)

How to use the "Work With Data Files" screen in the Webtools application

Procedure 8.1. How to use the "Work With Data Files" screen in the Webtools application

  1. connect to the Webtools application

  2. go to the "Work With Data Files" screen

  3. enter the path to the your definition file in the "Definition Filename or URL" input field

  4. click on the submit button>

  5. the "Data File Definition Name" input field will be changed into a drop down box containing all the definitions available in the definition file

  6. select the definition you want to use from the drop down box>

  7. enter the path to the your data file in the "Data Filename or URL" input field

  8. if you want to generate an entity xml file that can be later imported in OFBiz, enter a path for it in the "Save to entity xml file:

  9. input field and click on the submit button; the file will be created (see the paragraph "Tips to create Entity Xml Files" for more details)

The field.name attribute must contain the name of the entity field in which the records will be imported (for example
:<field name="productId" type="String">
            </field>
            

Examples

Example 8.1. An example of fixed width flat file import.

Sample fixed width CSV file posreport.csv to be imported:
021196033702    ,5031BB GLITTER GLUE PENS BRIGH  ,1           ,5031BB      ,       1,     299,
021196043121    ,BB4312 WONDERFOAM ASSORTED      ,1           ,BB4312      ,       1,     280,
021196055025    ,9905BB  PLUMAGE MULTICOLOURED   ,1           ,9905BB      ,       4,     396,

Sample xml definition file for importing select columns

Example 8.2.  posschema.xml:

    <data-files xsi:noNamespaceSchemaLocation="http://ofbiz.apache.org/dtds/datafiles.xsd" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
        <data-file name="posreport" separator-style="fixed-length" type-code="text">
            <record name="tillentry" limit="many">
                <field name="tillCode" type="String" length="16" position="0">
                </field>
                <field name="name" type="String" length="32" position="17">
                </field>
                <field name="prodCode" type="String" length="12" position="63">
                </field>
                <field name="quantity" type="String" length="8" position="76">
                </field>
                <field name="totalPrice" type="String" length="8" position="85">
                </field>
            </record>
        </data-file>
    </data-files>
                

The types listed in this sample are simple String's but the usual types are available such as Date, Long etc

Example 8.3. Another example reading fixed record little endian binary files

                    <data-files xsi:noNamespaceSchemaLocation="http://ofbiz.apache.org/dtds/datafiles.xsd" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
                        <data-file name="stockdata" separator-style="fixed-record" type-code="text" record-length="768">
                            <record name="stockdataitem" limit="many">
                                <field name="barcode" type="NullTerminatedString" length="12" position="0">
                                </field>
                                <field name="prodCode" type="NullTerminatedString" length="12" position="68">
                                </field>
                                <field name="price" type="LEInteger" length="4" position="80">
                                </field>
                                <field name="name" type="NullTerminatedString" length="30" position="16">
                                </field>
                            </record>
                        </data-file>
                    </data-files>
                

Procedure 8.2. In the interface enter something like:

  1. Definition Filename or URL: posschema.xml

  2. Data File Definition Name: posreport

  3. Data Filename or URL: posreport.csv

Example 8.4. Sample xml definition file for importing select columns posschema.xml:

                <data-files xsi:noNamespaceSchemaLocation="http://ofbiz.apache.org/dtds/datafiles.xsd" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
                    <data-file name="posreport" separator-style="fixed-length" type-code="text">
                        <record name="tillentry" limit="many">
                            <field name="tillCode" type="String" length="16" position="0">
                            </field>
                            <field name="name" type="String" length="32" position="17">
                            </field>
                            <field name="prodCode" type="String" length="12" position="63">
                            </field>
                            <field name="quantity" type="String" length="8" position="76">
                            </field>
                            <field name="totalPrice" type="String" length="8" position="85">
                            </field>
                        </record>
                    </data-file>
                </data-files>
            

In the interface enter something like:* Definition Filename or URL: posschema.xml* Data File Definition Name: posreport* Data Filename or URL: posreport.csvThe types listed in this sample are simple String's but the usual types are available such as Date, Long etc.

Example 8.5.  Another example reading fixed record little endian binary files

                <data-files xsi:noNamespaceSchemaLocation="http://ofbiz.apache.org/dtds/datafiles.xsd" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
                    <data-file name="stockdata" separator-style="fixed-record" type-code="text" record-length="768">
                        <record name="stockdataitem" limit="many">
                            <field name="barcode" type="NullTerminatedString" length="12" position="0">
                            </field>
                            <field name="prodCode" type="NullTerminatedString" length="12" position="68">
                            </field>
                            <field name="price" type="LEInteger" length="4" position="80">
                            </field>
                            <field name="name" type="NullTerminatedString" length="30" position="16">
                            </field>
                        </record>
                    </data-file>
                </data-files>
            

The Apache OFBiz documentation system

Overview

The OFBiz documentation system consist out of a number of DocBook xml files. In general the files are stored within the subject component either in the 'documents' or data/helpdata directories. The docbook schemas are stored in the applications/content/dtd directory and the stylesheets are stored in the applications/content/templates/docbook directory.

The definition of the content and dataresource records can be found in the application/content/data/ContentType.xml file at the bottom. They are in this file because the documentation and helpfile are considered 'seed' data: essential for the operation of OFBiz.

If you are looking for docbook files format examples, please look at the following files:

  1. An example for a chapter of a component at: applications/accounting/documents/Accounting.xml

  2. An example of a help screen: applications/accounting/data/helpdata/HELP_ACCOUNTING_main.xml

  3. An example of content creation: applications/accounting/data/AccountingHelpData.xml

Contributing a new help screen, a few steps.

There is a difference between portlets and 'normal' screens. If a page contains a portlet, the general help of the myportal component is shown with at the bottom a list of the portlets used at that page. Help can be obtained by clicking on the relevant portlet.

Normal pages.

So if you would like to create a new help menu for a certain screen, you need to do the following:

  1. In the HelpLink.ftl un-comment the ${helpTopic} variable so it will appear at the top right hand of your screen.

  2. In the specific component data/helpData create the HELP_${helpTopic}.xml file. you can find an example in the HELP_ACCOUNTING_main.xml file.

  3. Update/create the data/${componentName}HelpData.xml, an example can be found in the AccountingHelpData.xml. If new make also an entry in the ofbiz-component.xml

  4. Load the HelpDataFile and the file should show up when you click on the help button.

  5. Submit the change to the svn repository or create a diff file and attach it to a jira issue.

  6. If the help text is useful in the ofbiz document include it in the files in the document directory.

Contributing a new Portlet help screen.

Portlets are normally defined and explained in the ${component name}PortletData.xml files. An example of an portlet with an existing help screen have a look at WorkEffortPortletData.xml

The content records for the help file is defined together with the portlet definition and the actual help file is store in the related component /data/helpdata directory with the name HELP_PORTLET_${portletId}.xml.

Internationalization of the help system

Because the help system is making use of the content component, internationalization of the help files is very easy because it is a basic function of the content component. If you want to make a translation of an existing help file, make a copy in the same directory and make it unique by attaching the "_languageCode" at the end.

Create, as also was done for the english version a dataresource and content record in the data/${componentName}HelpData.xml file. Then create an ContentAssoc record in data/${componentName}HelpData.xml file to associate this new file with the english file with the type ALTERNATE_LOCALE. Please find below an example from the ContentHelpData.xml for a Dutch version of the root help file.

    &lt;!-- how to create alternative locales -->
    &lt;DataResource dataResourceId="HELP_ROOT_NL" localeString="nl" dataResourceTypeId="OFBIZ_FILE"
        objectInfo="applications/content/data/helpdata/HELP_ROOT_NL.xml" dataTemplateTypeId="NONE" statusId="CTNT_IN_PROGRESS"
        dataResourceName="Help system root" mimeTypeId="text/xml" isPublic="Y" />
    &lt;Content contentId="HELP_ROOT_NL" contentTypeId="DOCUMENT" templateDataResourceId="HELP_TEMPL"
        dataResourceId="HELP_ROOT_NL" localeString="nl" statusId="CTNT_IN_PROGRESS"
        contentName="Help system root in dutch" mimeTypeId="text/html"/>
    &lt;ContentAssoc contentId="HELP_ROOT" contentIdTo="HELP_ROOT_NL"
        contentAssocTypeId="ALTERNATE_LOCALE" fromDate="2006-01-12 01:01:01"/>
            

The switching between locales is from then on completely automatic.

Revisions Requiring Data Migration.

A List of migration actions you need to perform can be found at the OFBiz documentation site