Thursday, October 8, 2009

Manage Sales Order in OpenERP 5.0.3

Step#0: Pre-Requirements:
- products module is already installed, and some products and partners (Customers and Suppliers) are defined in the system.

Hint:

All the coming process are done with the "Administrator" user. That's why everything is accessible.

Step#1: Install Necessary Modules:
To manage the sales orders, you'd need to install the following modules:
- sale: Sale Management
- stock
: Stock Management

Step#2: Create Sale Order:

- From the menu: Sales Management> Sales Order, click the New Quotation sub-menu.
- This will open a new form for the new order.
- At the New Quotation form, insert the necessary information of the order.
- After selecting the product(s) to be sold and its quantity, click the Confirm Order button.
- This will change the order state from "Quotation" to "In Progress".

Step#3: Check The Stock:

- From the menu: Stock Management> Outgoing Products, click Confirmed Picking Waiting Availability sub-menu
- This will show a list of all waiting quotation orders, to be checked if they are available at the stock or not.
- Click on your latest quotation order to open it.
- The order form will be opened in a reed-only mod, with three buttons at the bottom.
- To check the stock click the "Check Availability" button, or "Force Availability" to force proceeding the order even if the quantity is not available at the stock.
- This will change the order state from "In Progress" to "Available", the "Check Availability" button & "Force Availability" buttons will be replaced by "picking Don" button.
- Now the "virtual stock" will be minimized with the ordered quantity, while the real stock will still as it is.
- When the customer pick the order, click the "Picked Done" button.
- This will change the state from "Available" to "Done".

Very Important Hint:
Earlier user manuals and functional books that talk about OpenERP 4.0.0+, would mention something about "Inventory Control" menu; "Inventory Control" of earlier versions have been changed to "Stock Management" in OpenERP 5.0.3+

Step#4: Creating & Paying Order Invoice:
- From the same form, click the "Create invoice" button that's on the right-hand-side of the form.
- Set the invoice configuration as it should be (according to your business rules).
- This will automatically redirect you to Draft Customer Invoices form, with a list of all draft invoices in your system. Or, you can view it from the main menu Financial Management> Invoices> Customers Invoices> Draft Customer Invoices.
Click on the invoice you had just created to be opened.
- Now you may send a copy to your customer by clicking the "PRO-FORMA" button.
- To create the the invoice click "Create" button. This will change the invoice state from "Draft" to "Open".
- To pay the invoice, click the "Pay invoice" button on the right-hand-side menu.
- Fill the required fields according to your business rules. Then choose "Full Payment" or "Partial Payment" as the situation requires.
- When the invoice if fully payed, its status changes automatically from "Open" to "Done".
- Now the sale order is ordered, picked, and payed.. Thanks to Allah :)

Some Related links:
https://answers.launchpad.net/openerp/+question/81481
http://doc.openerp.com/book/1/1_3_Real_Case/1_3_Real_Case_testing_wf.html#from-sales-proposal-to-sales-order
http://doc.openerp.com/book/3/3_7/invoicing.html

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