Openbravo QuickStart 2Initial Interview Form

v2.0.0

© 2008-2009 Openbravo S.L.U. All rights reserved. The information in thisdocument is confidential and may not be disseminated or disclosed to third parties (either in digital

form or on paper) without the prior written consent of Openbravo S.L.

Objectives...................................................................................... 1Guidelines for Use.......................................................................... 2General Information and Organizational Structure ........................ 2Master data.................................................................................... 3

1. Business Partners ....................................................................... 32. Products .................................................................................... 4

Procurement .................................................................................. 51. Procurement Processes................................................................ 52. Receiving Goods (Confirmation-Inbound Merchandise) .....................63. Invoicing ................................................................................... 6

Sales and Distribution.................................................................... 71. Sales Department ....................................................................... 72. Sales Organization ...................................................................... 73. Client Order Management ............................................................ 7

Inventory Management.................................................................. 91. Organizational Structure .............................................................. 9

Financial Management ................................................................. 101. Financial Management ............................................................... 102. Accounts Payable/Receivable...................................................... 103. Fixed Assets............................................................................. 11

Users and Roles ........................................................................... 12Deployment and backup............................................................... 12

Objectives

The objective of this questionnaire is to raise important topics thataffect an implementation of the Openbravo QuickStart. It guides theconsultant through an interview with a customer, listing key features andsettings that need to be discussed and configured afterwards. As we goalong, various business properties and processes are recorded within thisform which later need to be reflected within the configuration of theapplication.

This way, we identify two very important things:• does majority of Openbravo QuickStart functionality fit the

customer? If not, Openbravo QuickStart might not be the rightsolution for the customer.

• gaps where adjustments to the application will be required in orderto satisfy customer's requirements

This questionnaire can also prove very valuable in pre-sales activities.

Guidelines for Use

This form can be used from scratch or personalized for each client beforethe interview, simplifying or omitting questions that do not apply basedon the specific type of business, size, etc.

You will notice that each question is composed of three items:1. Q: - The question2. A: - The answer should be written here3. C: - A tip to the consultant on how this information affects the

implementation and where it will be used.

This document should be used in combination with the Consultant'sManual that references questions and answers listed here. That is whyeach section and question is numbered so they can be easily referenced.

General Information and OrganizationalStructure

Q1: What is the name of the company?A:C: Use this information within the Initial Client/Organization Setup sectionof the Consultant Manual

Q2: What is the official location/address of your organization?A:C: Use this information during the Initial Client/Organization Setup.

Note: The country may affect pricing of the ProfessionalLocalization modules, i.e. Spanish companies get the SpanishProfessional Localization for free, but a French-based company willpay a fee for any non-French Professional Localizations.

Q3: Are you going to manage your accounting with OpenbravoQuickStart?A:C: Use this information during the Initial Organization Setup.

If the answer is No:Q3.1: Does your organization exist as a legal corporation?A:C: Use this information during the Initial Organization Setup.

Q4: What currency does the legal entity operate in/report?A:C: Use this information during the Initial Client Setup.

Q5: What is the Tax ID of your company?A:C: Use this information within the Initial Organization Setup.

Q6: Do you use any DUNS code? (http://en.wikipedia.org/wiki/DUNS)A:C: Use this information within the Initial Organization Setup.

Q7: Please provide logos for adjusting the look and feel of theapplication to the corporate image?A:C: See the Company logo customization section of the Consultant'sManual on how to set the logos and common look and feel of theapplication.

Master data

1. Business Partners

Q1.1: Do you have any accounting classification for your clientsand vendors? Can you provide the accounts used for each ofthem?A:C: Create the Business Partner Categories as explained in theConsultant's Manual (Initial Data Configuration section) and create thenew accounts if needed (see Accounting section).

Q1.2: Which payment terms do you use with your Vendors andCustomers? Please identify the ones used in the list below andspecify if there are others that are missing in that list.A:C: Create the Payment Terms as explained in the Consultant's Manual(Initial Data Configuration section).

Q1.3: Please detail which payment methods are used for Vendorsand which ones for Customers. Specify any specific behaviourneeded regarding any of the payment methods.A:C: Create the Payment Methods as explained in the Initial DataConfiguration section of the Consultant's Manual.

Q1.4: Would you like the ability to send documents (purchaseorder, sales invoice...) by e-mail directly from the Openbravoapplication?A:C: If Yes, then follow the subquestion.

Q1.4.1: Please provide your company's SMTP server'sinformation required to configure the emailing in theapplicationA:C: Use this information to configure email settings as described inthe Consultant's manual.

2. Products

Q2.1: Do you have any accounting classification for your expenseor revenue products? Can you provide us with the accounts usedfor each of them?A:C: Create the Product Categories as explained in the Consultant's Manual(Initial Data Configuration) and create the new accounts if needed(Accounting section).

Q2.2: Openbravo QuickStart works with the following Units ofMeasure related to products:

• Bag• Day• Hour• Kg• KWh• Labour day• Labour month• Litre• Minutes• Month• Tin• Unit• Week• Year

Do you need us to create other ones?A:C: Create the UOMs as explained in the Consultant's Manual (Initial DataConfiguration section).

Q2.3: Do you assign attributes to your products such as Color,Size, Material,...?A:C: See reference in Master Data section in Consultant's Manual.

Q2.4: Can you make a list of different attributes that yourproducts may have?A:C: See reference in Master Data section in Consultant's Manual.

Q2.5: Can you list the different groups or combinations of theseattributes that a product can have?A:C: See reference in Master Data section in Consultant manual.

Q2.6: Do you track any product using Lots Numbers?A:C: See reference in Master Data section in Consultant manual.

Procurement

1. Procurement Processes

Q1.1: Does the company buy materials or services?A:C: If the answer is NO, procurement windows and processes should beexcluded from the roles (such as Finance, etc.).

Q1.2: Openbravo QuickStart supports one purchase price list thatcan be imported on initial data load. Are additional price listsrequired? Do they need to be assigned to individual vendors?A:C: There's a generic Purchase Price list created by on initial data load, ifmore price lists need to be created see the Consultant's Manual(Procurement > Price List section).

Q1.3: Do you register purchase orders prior to receiving thematerial or the invoice?A:C: If the answer is NO, remove the Purchase Order window, PurchaseOrder Dimensional Report and Goods Pending for Receipt from the roles(such as Finance, Material Management, etc).

Q1.4: Do you use any special numbering for Purchase Orderdocuments?A:C: Set these up as explained in the Consultant's Manual (DocumentNumbering section).

Q1.5: Do you send printed purchase orders out to your vendors?

A:C: If the answer is YES, a sample should be provided and configured asexplained in the Consultant's Manual (Printing Forms section).

2. Receiving Goods (Confirmation-Inbound Merchandise)

Q2.1: Where are goods received to? Is there a special part of awarehouse where goods should be received to?A:C: If there's a special bin for goods receipts, when defining Warehousesand Bins set this Bin as Default.

Q2.2: Is there any quality control?A:C: If the answer is YES:

Q2.2.1: Do you have a default bin for receipt goods pending tobe inspected?A:C: Consider this when defining warehouses and bins in the stepsfollowing.

Q2.2.2: Do you have a default bin for rejected goods pendingto be returned to the vendor?A:C: Consider this when defining warehouses and bins in the stepsfollowing.

Q2.3: Are goods received in different warehouses/bins?A:C: Consider this when defining warehouses and bins in the stepsfollowing.

Q2.4: Do you use any special numbering for the Goods Receiptdocuments?A:C: Set it up as explained in the Consultant's Manual (DocumentNumbering section).

3. Invoicing

Q3.1: What document numbering is needed?A:C: Set it up as explained in the Consultant's Manual (DocumentNumbering section).

Sales and Distribution

1. Sales Department

Q1.1: Is it necessary to manage sales activities?A:C: If the answer is NO then:

• Sales role does not need to be used• Create Shipments from Orders form, Good Shipment window, sales

windows and reports should be excluded from any remaining roles(such as Finance, Material Management, etc.)

2. Sales Organization

Q2.1: Openbravo QuickStart supports one sales price list. Areadditional price lists going to be used depending on the customer?A:C: There's a generic Sales Price list created by default, if more price listsneed to be created see the Consultant's Manual (Sales > Price Listsection).

Q2.2: In the business, can prices on Sales Orders/Invoices bemodified manually?A:C: If the answer is NO, line amount and price fields should be made read-only in the Lines tab of the Sales Order and Sales Invoice windows (useApplication Dictionary || Window, Tab & Field window to do this).

Q2.3: Is performance of the sales representatives tracked?A:C: Sales representatives should be registered as Sales RepresentativeEmployees (enter them into the Business Partner window and check theEmployee and Sales Representative checkbox in the Employee tab). Thisway, they can be selected in the transactional documents and reported onlater.

Q2.4: Can prices depend on periods of time? Can one product havedifferent prices depending on when it's purchased?A:C: This can be managed with Price list versions. See Consultant Manual(Price list section).

3. Client Order Management

Q3.1: Do you send proposals to your potential clients?A:C: If YES, the Quotation document type should be used in the Sales Order

window.

Q3.1.1 Do you use any special numbering for thosedocuments?A:C: Set up the document sequence as explained in Consultant'sManual (Document Numbering section).

Q3.1.2 Do you print out quotations?A:C:If YES, a sample should be provided by the customer andconfigured as explained in the Consultant's Manual (Printing Formssection).

Q3.2: Do you register sales orders prior to sending the goods andinvoicing the customer?A:C: If the answer is NO, then Sales Order window, Sales Order reports,Generate Invoice process, Create Shipment from Orders process shouldbe excluded from corresponding roles (such as Sales, Finance, Materialmanagement, etc).

Q3.2.1: Do you use any special numbering for thosedocuments?A:C: Set up the document sequence as explained in Consultant'sManual (Document Numbering section).

Q3.2.2 Do you print out sales orders?A:C: If YES, a sample should be provided by the customer andconfigured as explained in the Consultant's Manual (Printing Formssection).

3.3: Do you register goods shipments once goods have been sentto the customer?A:C: If NO, the Create Shipment from Orders process, the Goods Shipmentwindow and the Shipment Dimensional Report should be excluded fromcorresponding roles (such as Sales, Finance Material management, etc).

Q3.3.1: Do you use any special numbering for thosedocuments?A:C: Set up the document sequence as explained in the Consultant'sManual (Document Numbering section).

Q3.3.2 Do you print out goods shipment documents?A:

C: If YES, a sample should be provided by the customer andconfigured as explained in the Consultant's Manual (Printing Formssection).

Q3.4: Do you use any special numbering for sales invoices?A:C: Set up the document sequence as explained in the Consultant's Manual(Document Numbering section).

Q3.5 Do you print out sales invoices?A:C: If YES, a sample should be provided by the customer and configuredas explained in the Consultant's Manual (Printing Forms section).

Inventory Management

1. Organizational Structure

Q1.1: Does your company use inventory management?A:C: If NO, the Material Management role won't be used and Goods Receiptswindow, Material Receipt Dimensional Report and Shipment DimensionalReport should be excluded from corresponding roles (such as Finance).

Q1.2: List the number of warehouses, organizational needs, andthe distinct types of warehouses. If applicable, please make agraphical design of the organizational hierarchical structure of thewarehouses.A:C: By default, we try to work with just one (generic) warehouse and setup all the warehouses as bins. If not possible, create other warehouses asexplained in the Consultant's Manual (Warehouse Management section).

Q1.3: Please specify the exact location(s)/address(es) of all thewarehouse(s).A:C: Use this when setting up the warehouse(s).

Q1.4: Do you have a physical distribution of your warehouse? If sodetail the number and distribution of bins and the namingconvention of them.A:C: Bin configuration is described in the Consultant's Manual (WarehouseManagement section).

Financial Management

1. Financial Management

Q1.1: How is the fiscal calendar defined?A:C: Read the Accounting section of the Consultant's Manual to see how toset it up.

Q1.2: Will financial users be able to open and close financialperiods?A:C: Used in Organization settings. See Consultant's Manual (InitialOrganization Setup section).

Q1.3: When should the system go live?A:C: Create fiscal years and periods according to this go live date. See theAccounting section of the Consultant's Manual for more information onthis task.

Q1.4: Which taxes do you use in your procurement processes?Which ones in your sales processes?A:C: If pre-configured taxes from the localization pack are not enough,create them as explained in the Consultant's Manual (Taxes andWithholdings section).

Q1.5: Which withholdings do you use in your procurementprocesses? Which ones in your sales processes?A:C: If required, create withholdings as explained in the Consultant'sManual (Taxes and Withholdings section).

2. Accounts Payable/Receivable

Q2.1: Give detail of the financial accounts you work with and thedifferent financial accounts you transact with.A:C: Create financial accounts as explained in the Consultant's Manual(Financial Accounts section).

Q2.2: Give the initial balance for each financial account.A:C: Set the opening balance for financial accounts as explained in theConsultant's Manual (Financial Accounts section).

Q2.3: Is the use of a cashbook needed?A:C: Create cashbooks as financial accounts as explained in the Cashbookssection of the Consultant's Manual.

Q2.4: Will there be pending payments required to create?A:C: Refer to the Payments section in the Consultant Manual.

Depending on the information about Payment rules given in the BusinessPartners section:

Q2.5: If Bills of Exchange and Cheque payments will be acceptedas a payment to vendors, which sub-account should be used forBills of Exchange and Cheque which are received from the vendor?A:C: Set up the Intermediate account as explained in the Consultant'sManual (Financial accounts section).

Q2.6: If Bills of Exchange, Cheque, Promissory Note and Transferswill be used as a payment method sent directly to the provider ,which sub-account should be used?A:C: Set up the Intermediate account as explained in the Consultant'sManual (Financial accounts section).

Q2.7: If Bills of Exchange and Cheque payments will be acceptedas a payment from customers, which sub-account should be usedfor Bills of Exchange and Cheques which are sent to the customer?A:C: Set up the Intermediate account as explained in the Consultant'sManual (Financial accounts section).

Q2.8: Which sub-account are you going to use for Bills ofExchange and Cheque which are received from the customer?A:C: Set up the Intermediate account for these payment methods asexplained in the Consultant's Manual (Financial accounts section).

3. Fixed Assets

Point out that Openbravo QuickStart only supports linear time andpercentage depreciation types. Any other depreciation type used bythe customer cannot be managed by the Openbravo QuickStartapplication.

Q3.1: Will fixed assets be managed by Openbravo QuickStart?A:

C: Refer to the Assets Management section of the Consultant's Manual formore information.

Q3.1.1: If YES, which asset categories (groupings) do you usefor the assets and which are the Depreciation andAccumulated Depreciation sub-accounts used for each ofthem?A:C: Use the Financial Management || Assets || Asset Group window toconfigure this.

Users and Roles

Openbravo QuickStart comes with 5 predefined roles:• Sales - sales staff that deals mostly with booking sales and does

not manage delivery or invoicing• Finance - staff that takes care of all financial management,

invoicing, bank statements, accounting, financial reports, etc.• Material Management - supporting sales and procurement with

shipments and receipts and managing the warehouse• Company Executive - key company information overview and

performance reports• Company Admin - access to the configurational windows of the

application

The consultant should try to fit the customer's users within these roles,however they can always be customized to exact requirements at theexpense of additional time.

Q1: Provide a list of all the users of the application and assignthem one (or several) of the roles from the above list.A:C: To create users and assign their roles (or create new roles if needed)you should refer to the Consultant's Manual (Users and Roles section)

Deployment and backup

Q1: Are you going to have a dedicated server for OpenbravoQuickStart or use the hosted option?A:C: Refer to the Consultant's Manual (Deployment section) for moredetails.

Q2: Any preference where backups should be saved?A:C: Use this guide to configure the backups http://wiki.openbravo.com/wiki/ERP/2.50/

Openbravo_ERP_Professional_Subscription_Administrator's_Manual#Back_up_and_restore_2