Quick Start

Detailed ERP flows step by step

 Sales flow
-

Creation of a lead until the payment and the reminder

through the consultation of the stock
This flow requires the installation of CRM/Sales/Stocks/Invoicing/Accounting/Supply
Chain applications
To be able to generate an invoice from a sales order, you must activate the option
"Generate Invoice from sale order" in the options of the Supply Chain application.
To be able to generate an invoice from a customer delivery, it is also necessary to activate
the option "Generate invoice from stock move".
You must also enable the option "Customer deliveries management" and "Terminate sale
order upon delivery".

1- Creating a lead from the CRM application:

From the menu “Leads”, click on + to create a new lead.

Fill in the different fields. You can assign a lead to another user or take charge of it yourself.

When it is created, a lead is in the "New" state. You will be able to modify this state according to the
evolution of your commercial relation with the lead.

Save your lead.

 2- Convert the lead into contact, partner and create an
opportunity :

From a lead, you can choose to convert the lead into contact, prospect, partners, and you can create
opportunities. You have to click in the taskbar on "Tools" and "Convert lead".

The fields are automatically taken from the lead.

You can also create an opportunity from the lead by clicking on Tools and then "Create Opportunity".

3- Transform the opportunity into quotation :

All your opportunities are in CRM/Opportunities menu. You can indicate on an opportunity the
amount of it (with the possibility to indicate an amount in the best case and an amount in the worst
case), a percentage of probability and an estimated closing date.
You can change the selling step of an opportunity from the "sales step" field or directly from the
kanban opportunities view (see image below) by simply dragging and dropping an opportunity at the
desired sale stage.

From an opportunity, you can convert it into a quotation by going to the taskbar, in Tools and then
"Convert into quotation".

As soon as you start a quotation, you go through the Sales app. You can also find on each form of a
lead, a prospect or a customer the opportunities associated with them.

The fields "Customer information" are taken from the opportunity

You can edit the form to complete the quotation.

You must then add sale order lines

You can search for a product among the products with a record in the ERP from the "Product" field.
The fields display product name, unit, tax and unit price are then filled out automatically.

Or you can if it is an unlisted product fill these fields yourself.

Once the quantity chosen, you have the possibility to define or not a discount (in% or fixed). If a
price list is associated with this customer, the discount will be applied automatically.

By clicking ok you confirm the sale order line.

You can enter as many order lines as you want.

The quotation is initially in the "Draft" status, you can finalize it by clicking on the corresponding
button.

The quotation is now attached to the order (see in taskbar).

You can download the quotation, print it (from the "Reports" menu of the taskbar) and send it by
email (from the "Tools" menu in the taskbar) directly from the application. If you create new
versions of this quotation, they will all be archived for viewing.
Confirmation of the sale order

Once the quotation has been validated, you can transform it into a firm sale order by clicking on the
button "Confirm order".
 4- State of the stock before delivery
There are several ways to view the stock status of a product.

The first is to consult the product sheet (Sales/Products & Services).

Current and future quantities appear.

From the Stocks application, by clicking on the menu "Stock availability", you also have the possibility
to make a search for availability of products on each stock locations. You can select one or more
products, and click "Run" in the taskbar to start the search.
The stock status on the location appears.

The third solution is to activate in the options of the Supply Chain application the option "Manage
stock reservation". Once this option is activated, you will be able to reserve a quantity of a product,
and on each quotation/order line, and the quantity of product in stock will appear.

5- Split a delivery :
Delivery items relate to the Stocks application.
Generate customer deliveries

You can from a confirmed order generate the delivery slip by clicking on "Generate customer
deliveries". From the Supply Chain application options, you can also enable the "Generate customer
deliveries automatically" option. In this case, as soon as an order is confirmed, the associated
customer delivery will be generated automatically.

Once on a customer delivery, you have the option to split the delivery from the Tools menu of the
taskbar.

You then have the option of splitting the order into two, performing a specific split or unit.
It is possible to split all stocks movements (internal, delivery and arrival) that are in the planned
status. By clicking on the button "Split into 2", it is possible to cut a stock movement in two distinct
moves by choosing on the line of the move to split the quantity to put in each move.

For example, if on a customer delivery you have a stock move line with 2 quantities of a product that
you want to split into 2 separate moves, by clicking on "Split into 2", a window opens and you must
choose the line to be split and enter 1 in the "Planned Quantity" column. A new customer delivery
will be created with a stock move of 1 for this line, and on your original stock move the expected
amount will be 1 also.

If you choose the specific split, you must choose the quantity to split. New lines are now displayed
based on the number of splits previously selected.

6 - Generate a partial delivery :

You must first of all in the "Outgoing move information" tab of the customer delivery, and
check that the "Manage BackOrder" box is checked.

Click to edit the line that will be delivered partially.

Edit the real quantity that will be delivered and click on ok.

Changes can also be made directly on the lines:

Save and then click on the “Plan” button to plan the delivery, or on the “Realize” button when the
delivery is done.

A backorder stock move is thus automatically generated for the remaining quantities, meaning that
there is still a part to manage and to deliver.
The state of the stocks after delivery is visible in the product form.

You can view all the customer deliveries in the Stocks application, in the "Customer Deliveries"
menu.

You will find your backorder move previously generated that you can pass to the status "Realized"
when the second part of the delivery will be made.
Backorder – remaining to be delivered :

Click on “Realize” when the delivery is done.

6- Generate the invoice :

As a reminder, if you want to be able to generate an invoice from a sales order, you must have
previously activated "Generate invoice from sale order" in the options of the Supply Chain
application.

To generate an invoice from a customer delivery, you must also activate the option.

In this example we generate the invoice from the delivery.

Click on “Generate invoice”.

You have the details of the invoice lines.

You can validate once all the necessary information has been completed.
Once the invoice is validated, you can generate a refund by going to the "accounting" tab of the
invoice.

Once the invoice is validated, you can ventilate it. The ventilation will allow the accounting
treatment of the invoice.
When the invoice is ventilated, you can register a payment.
It should be noted that you can activate the option "Skip ventilation" in the options of the invoicing
application. The ventilation step will no longer appear and the validation of the invoice will allow the
accounting treatment.

The amount is automatically taken back. You choose the method of payment and the currency. The
payment made can be only partial.
Once validated, the payment appears on the right (paid on ...) in the "Totals" tab.

You can also find it in the "Payments details" tab of the invoice.
 7- Consulting the accounting move :

Dans l’onglet « Comptabilité » de la facture, vous retrouvez l’écriture comptable que vous pouvez
consulter en cliquant dessus.

In the "Accounting" tab of the invoice, you will find the accounting move that you can consult by
clicking on it.

You thus access the detail of the accounting move.

All the accounting moves are found in the accounting module, menu "Moves". See the
documentation for configuring journals and accounts.
 8- Generate manually a reminder :

On each customer record you can access the invoicing/payment tab for unpaid invoices for this
customer.

By clicking on the button “View all unpaid invoices”, you can access the list of all unpaid invoices for
this customer.

Vous pouvez envoyer un email de relance à partir d’une relance impayée, depuis le menu outils dans
la barre des tâches.

You can send a reminder email from an unpaid invoice from the Tools menu on the taskbar.
Give a name to the email template.

A new tab for the email opens.

Dans « Contenu », vous rédigez son contenu ainsi que le corps de l’email. Quand c’est fini, il suffit de
l’envoyer. A noter que le compte d’envoi d’email doit avoir été configuré auparavant (voir la
documentation à ce propos).

In "Content", you can write its content as well as the body of the email. When it's over, just send it.
Note that the email sending account must have been configured before (see the documentation on
this subject).
 9- Manage automatic debt recovery settings
Dans le module Comptabilité, menu Recouvrement, vous pouvez configurer des méthodes de
recouvrement automatiques.

In the Accounting module, in “Debt recovery” menu, you can configure automatic recovery methods.

You can define recovery levels, depending on the duration, the amount, and the type of recovery
(email, letter ...). See the documentation for more details.
 Purchase flow
-

From the launch of a tender until payment

This flow requires the installation of Purchases / Stocks / Invoicing / Accounting / Supply
Chain applications.
You need to activate for this flow the option "Supplier arrivals management" and
"Generate invoice from purchase order" in the options of the Supply Chain application.
For automatic management you can activate the option "Generate purchase orders
automatically ".
From the Purchases application configurations, you must activate the "Pricing request
management" option.

1- Launch of a tender/pricing request

You must first create a new sale order or quotation from the "Purchases" application and the
corresponding menu entries.

For the moment, only the supplier field must be filled in if you want to be able to save in draft your
order. You can at this stage choose a lambda supplier, it will be automatically modified and replaced
by the supplier you have chosen during the pricing request.

You must add a new order line by clicking + to launch your pricing request. You must choose a
product, indicate its label and the quantity you want to order.
You must then go to the "Suppliers requests" tab and click on "Generate supplier Requests".

This will automatically generate pricing requests for suppliers who are listed as suppliers of the
requested product.

Vous retrouvez alors vos différentes demandes d’achat. Les quantités disponibles, le prix unitaire et
la date de livraison estimée seront mis à jour quand les fournisseurs auront répondu. A noter qu’en
cliquant sur +, vous pouvez remplir manuellement une demande d’achat.
You can also create requests for all the quotation lines by going to the purchase quotation/order in
the "PO management" tab, and clicking on the "Generate all supplier requests" button.

(While waiting for answers from suppliers, you can save your purchase quotation which will remain
in the draft status).

You can access your requests by double-clicking on them from this menu, or from the menu item
"Supplier requests".

You can then choose to accept or decline a supplier request.

Once the request is accepted, the chosen supplier is automatically included in the purchase order, as
well as information such as the unit price or the expected delivery date.

We can see in the order lines, tab "Suppliers requests" accepted applications.
 2- Quotation request
To create a new request for quotation, just click on the menu "Purchase quotation" then on +. The
new window that opens is called "Supplier RFQ/PO". The name RFQ (request for quotation) / PO
(purchase order) is double because it is a quotation request until the validation step, where the
quotation is transformed into an purchase order.

If you went through a tender and you accepted a supplier request from a specific supplier, who sent
you a quotation, you can go to the "Requested" step and then click on "Validate".

If you did not go through the tender and you want to request a quotation to a specific supplier,
simply fill in your new request for quotation/order by choosing the supplier to whom you want to
request a quotation, and the products and quantities requested.

Once completed, pass the quote to the "Requested" status. You can then print or export the request
in pdf format by clicking on "Print" (in Reports menu in taskbar) or send it directly by email to the
supplier by clicking on "Send email" (in Tools menu in taskbar).

Once you have had a response from the supplier, you can either validate your quotation or create a
new version (or cancel it).
 3- Creation of the supplier arrival

Once the quotation has been validated and transformed into an order, you can generate the supplier
arrival from the order by clicking on the "Generate supplier arrival" button.

The supplier arrival is then generated and a new tab opens. You can find this supplier arrival in the
Stocks application, in the "Supplier arrivals" menu.

This stock move contains the information of the order. You can also fill in the delivery information
(number of packages, tracking number, location of receipt, carrier, delivery method ...). Note that
you can manage partial receptions (see the documentation or FAQ for more information).
Once the delivery has been received, click on "Realize". You can then generate the invoice.

4- Generation of the control invoice

Une fois la commande passée au statut « Validé », vous pouvez générer à partir de celle-ci la facture
de contrôle. Il faut cliquer sur le bouton « Générer la facture de contrôle » qui se trouve dans le
menu Outils de la barre des tâches.

Once the order has been placed in the "Validated" status, you can generate the invoice from it. You
have to click on the button "Generate control invoice" which is in the Tools menu of the taskbar.
You can also generate the invoice from the supplier arrival at the status “Realized” by clicking on the
button "Generate invoice".

You can find this invoice in the invoicing application, in the “Suppl.Invoices” menu.

Once on the invoice, it must be validated if everything is correct.

When the invoice is validated, you can ventilate it so that it can be processed to accounting.

It should be noted that you can activate the option "Skip ventilation" in the options of the invoicing
application. The ventilation step will no longer appear and the validation of the invoice will allow the
accounting treatment.
 5- Payment registration

When the invoice is ventilated, you can register a payment. You choose the method of payment and
the currency. The payment made can be only partial.

Registration of a payment.

Once validated, the payment appears on the right (paid on ...) in the "Totals" tab.
You can also find it in the "Payments" tab of the invoice.

6- Consulting the accounting move

In the "Accounting" tab of the invoice, you will find the accounting move that you can consult by
clicking on it.
You thus access the detail of the accounting move.

All accounting moves can be found in the accounting application, menu "Moves". See the
documentation and FAQ for setting up journals and accounts.
 Job costing flow
-
From the creation of a business project to the project
report

This flow requires the installation of Project/Job costing/Human Resources/Invoicing/

Accounting.

You must first enable a certain number of options in the "Job costing" application
configurations (in Application Config/Apps management, then click on "Configure" on the
job costing application). The options required for this flow are normally enabled by
default, see the functional documentation for more details.

In the options of the "Timesheets" application, you must activate for this flow the option
"Consolidate timesheet line an invoice".

1- Creation of a business project

You can create a business project from the "Job costing" application, menu entry "Business
projects", by clicking on + on the top left. You can also create a new project from the
application “Projects”, and on the project form check the "Business project" box. Indeed a
project can be both a project and a business project.

A business project is a project that will be invoiced to a customer. You can invoice differents
elements on a business project : order lines, timesheets, expenses...etc.
It is essential to activate the box "Imputable" to be able to invoice the project. Choose your
invoicing type too. In this example we are using time-based invoicing.

When you have finished filling in the necessary information, save (floppy disk button).

2- Creation of a task

La nouvelle tâche ainsi créée apparaît maintenant sur le projet dans l’onglet
« Sous-projets/tâches ».
You can then create new tasks (Projects application, "Tasks" menu) that will be attached to
your project/business project.

In the project field, click the magnifying glass button to select the project/business project
you just created. The task will be attached to the project.

When you have finished filling in the necessary information, save.

The newly created task now appears on the project in the "Task tree" tab.

You can also create new tasks directly from this menu by clicking the "New" button.

3- Attach timesheets to projects

We will now create a new timesheet, from the "Timesheets" sub-application that is in the
"Human Resources" application, menu entry "Complete my timesheet".
You can only have one timesheet with draft status at the same time.

You can add timesheet rows by clicking on + in the "Timesheet Lines" tab, then select your
project, an activity (activities must be defined beforehand, see the documentation for more
details).

You can also generate your timesheet lines automatically by going to the taskbar, the Tools
menu and clicking "Generate lines automatically".

You must then define a start date and an end date, indicate an activity, fill in the attached
project, and define a daily duration. The application will then generate all the lines
according to the information provided.
You must tick the box "To invoice" so that you can invoice these timesheets in a business
project.

Once the timesheet has been completed, click on "Confirm". Then it must be validated by a
manager.

4- Attach expenses to business projects.

We will now create a new expense, from the "Expenses" sub-application of the "Human
Resources" application, menu entry “Complete my expense”.
You can only have one expense with the draft status at the same time.
You can add expense lines by clicking + in the "General expenses" tab, then select your
project, the expense type (previously defined, see the documentation or the FAQ for more
details), date and amount.

Once the line is entered, you must click on the left of the line on the "edit" button. The
expense line will open in a new pop-up, in which it will be necessary to check the box "To
invoice". You can also check the box directly on the line.
Once the expense is complete, click on "Confirm". This must be validated by a manager.

5- Creation of a quotation associated to a business

project

To create a quotation associated to a business project, go to the Sales module and click on
the "Sale quotation" menu entry.

Once you have selected the customer you want to invoice, you can enter new quotation
lines.
The "Product" field also includes the services.
Select the one you want to invoice (eg project manager, consultant ...).

Then always on the quotation/order line, you have to go to the "Project/task" tab, you have
to check the "To invoice with project" box, and you must link the quotation/order line to a
project by selecting the project of your choice in the corresponding field.

Pour valider votre devis, cliquez sur Finalisé. Puis sur « Commande confirmée » quand le
devis a été accepté.
To validate your quotation, click on Finalize. Then on "Order confirmed" when the quotation
has been accepted.

6- Invoicing of the business project

To invoice a business project, go to the "Job costing" application and in the "Invoicing
business projects" menu entry, then click on +.

Select your business project. All the lines that can be invoiced on this project (order
lines,past times, expenses...) will be filled automatically. If you want to update the items to
invoice, you must click on "Automatically fill in".
Please note that you can choose a due date, in this case only the corresponding items will be
invoiced.
You can manually delete lines by selecting the line you want to delete and by clicking on
remove.

A pop-up will open, click ok to delete this line.

7- Generation of the invoice

To generate the invoice, simply click on the "Generate invoice" button.

The invoice will open in a new tab. You can find it in the invoicing application, in the menu
Cust.invoices.
You can then validate and ventilate it.

8- Register a payment

Once the invoice is ventilated, you can register a payment. You choose the method of
payment and the currency. The payment made can be only partial.

You can also find it in the "Payments details" tab of the invoice.
 9- See the reporting folder

By going on the business project, you can access the reporting folder of your project by
clicking in the taskbar on the corresponding button.

A pdf summarizing the different data and lines of the project will be generated.
 Manufacturing flow
-
From the validation of a sales order to the realization
of the production

This flow requires the installation of Sales/Stocks/Manufacturing/Supply Chain modules.

The "Production Order Management" option must be activated from the "Manufacturing"
application options (in Application config/Apps management).

1- Creation and validation of a sale order

We will start by creating an order of a product requiring a sale supply default method by
production (see quick start "Sales flow" for more details on the creation of order).

You can create an order from the Sales module, sale quotation or sales order menu entries.

Choose the customer, and add quotation/order lines. For the realization of this flow, it is
necessary that the product has as “Produce” sale supply default method.

You can check and configure this by going to a product form (Sales/Products & Services) in
the "Stock" tab. The method of supply must be set to "Produce". This means that if for a sale
order there are not enough products in stock, it must be produced.
In the "Stock" tab, the procurement method can also be set to "Produce". This method is
linked to the minimum stock rules and indicates how the product stocks are provisioned.
You can also view the current quantity of stock and future quantities.

Once in the sales order line, when you have selected the product, you can check in the
"Settings" tab that the procurement mode is "Produce".

The associated bill of material appears below.

You must then finalize the order and confirm it with the buttons at the top right.
 2- Running a needs calculation

Following one or more sale orders, you can start a requirement calculation from the Stocks
application, MRP/Calculation menu entry. Click + to create a new one.

The needs calculation will allow you to know if, relative to current stocks and sales forecasts,
you need to order and/or produce certain products/components.

You must first choose the location on which the needs calculation will be performed, and
possibly an end date.

Then you must choose on which elements to start the calculation of the needs (products,
categories of products, families of product, forecasts ...).
For this example we will include the product of our order line.

Then click on the button "Run calculation" which is in the taskbar.

Once the calculation is launched, you have access to the results.

If you do not have enough stock, the system generates manufacturing order proposals that
you can view by double clicking on them, and choose to validate or not. The manufacturing
needs/proposals concerns the elements to be produced to constitute the main product.

You can validate the proposals one by one by double clicking on each proposal, or validate
all at once by clicking on the "Generate all proposals" button in the taskbar.

For a manufacturing order to be proposed by the requirement calculation, the stock rules
must be configured correctly (for more information, please consult the documentation).

You can add new stock rules and view the existing ones in Stocks/Configurations/Stock
Rules.

Therefore, the replenishment mode must be set to "Manufacturing Order", and a minimum
quantity must be set to trigger the production proposal.
 3- Generation of a manufacturing order

As we have seen, you can directly generate a manufacturing order from the requirements
calculation.

Une autre méthode est de se rendre directement dans la commande que nous avons
précédemment confirmée. Vous pouvez la retrouver dans le module Ventes, entrée de
menu Commandes clients.

Cliquez alors sur « Générer ordre de production ».

Another method is to go directly to the sale order that we previously confirmed. You can
find it in the Sales module, in the “Sale Orders” menu entry.

Then click on "Generate production order".

A production order groups one or more manufacturing orders. Unlike the manufacturing
order, the production order can be attached to a project.

By double clicking on the manufacturing order, you have access to more information :
- The different manufacturing operations,
- The planned dates,
- The stock movements,
- The products consumed,
- The Finished products.
 4- Realization of the stock movements towards the
production

Stock movements associated to the manufacturing order have been automatically

generated. You can find them in the Stocks application, menu entry “Forecasts/Production
needs”.

You can also access the stock movements associated with a manufacturing order directly
from it, in the "Stock moves" tab.

The stock moves are realized when the production starts. If the "Manage consumed
products on operations" box is checked, or if the consumption per operation is activated on
the production process, all the products necessary for the production will not be sent at the
same time to the production. They will be sent to production at the beginning of each
operation according to the needs.

5- Realization of the production

To start the production, go to the manufacturing (or production) order in the

Manufacturing/ Manufacturing Orders menu.

The manufacturing order lists the different manufacturing operations, which have been
defined by the product production process (refer to the documentation for more
information).
Note that you can invoice this manufacturing order if necessary, in the context of business
project management in particular. The manufacturing order should be linked to production
order, which will be attached to a business project.

Click on the "Start" button when production starts. You can pause it at any time.
You can also start manufacturing operations one by one by clicking on the pictogram of the
arrow.

Click on "Finish" to end the production. The manufacturing order will be finished
automatically if every manufacturing operations are marked as done.

You then have access to a summary of the products actually consumed ("Consumed
products" tab.), and the system will indicate if there is any difference between the quantity
of products to consume and the quantity of consumed products.
An output stock movement is also automatically performed, from production to the main
warehouse ("Stock Moves" tab).

You can view it by clicking on it.

By clicking on the product name, you have access to the updated stock level of the product.