Compiere Users Guide

RELEASE 2.4 February 2003

SAMPLE

Compiere Users Guide Release 2.4
2003 Anne Wassmer All rights reserved
Contributors: Anne Wassmer, Kathy Pink, Jorg Janke The documentation contains proprietary information of Anne Wassmer. It is protected by copyright, patent and other intellectual property law. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of the author. The information contained in this document is subject to change without notice. If you nd any problems in the documentation, please report them to us in writing. We do not warrant that this document is error free. Compiere is a registered trademark of ComPiere, Inc. All other company or product names are mentioned for identication purposes only, and may be trademarks of their respective owners. For more information please visit www.compiere.com or contact ComPiere, Inc. Jorg Janke Fax: (++1) 203 445-Old Tannery Rd Monroe, CT 06468 jorg.janke@compiere.org
2 Implementation of Client and Organizations
In Compiere the Client is the highest level of an independent business entity. Each Client will have one or more Organizations reporting to it. Each Client denes the accounting parameters (Accounting Schema, Tree Denition, Non-monetary Units of Measure). This information is shared with all organizations. In Compiere an Organization can be a legal entity or a subunit for which only certain documents and transactions are processed. It could also be a business partner whose access is restricted to certain information only (for example their own invoices) In a smaller enterprise the client and the organization could be identical.

Preparation

Compiere requires no formal prerequisites, but you might want to prepare the import of accounts, business partners and products. Although you can import all these entities later, it saves you time, if you set up the import of the accounts. In this initial phase, the import of CSV (comma separated values) with a predened list of attributes is supported.

Accounts

Compiere needs a set of accounts for system operations, even though some may never be posted to (example: if you dont have foreign currency transactions, accounts like Realized Gains will never be used). Edit the NaturalAccountsUS.csv le, which (depending on your installation) you usually nd in the directory C:\Compiere\Compiere2\data\import. German users use the German Chart of Accounts NaturalAccountsDE.csv in the same directory. You can change the account number, name, description, etc. of the mandatory accounts in Microsoft Excel. Do not edit the [For internal use] column. You can add additional accounts by leaving the [For internal use] column empty.

Initial Implementation

You start the initial implementation by running the Initial Client Setup. Important: You start the initial setup program from a System Administrator role:

Figure 2.1: System Administrator Login
If necessary, you can enter more clients (depending on your organizational structure). But in the typical case you would just enter the name of your enterprise. The Client is the highest level of an independent business entity. Each Client may have one or more Organizations reporting to it. The Role determines which Clients and Organizations you can see. Under General Rules, Client Rules you click on Initial Client Setup:
Figure 2.2: Initial Client Setup Menu The The Initial Client Setup window opens. You overwrite the defaults in the window with the name of your enterprise, for example GardenWorld. Enter the Currency, Country, City and Region. Then you select the Optional Account Segments and click on the Load Accounts button. This allows you to select a comma separated le in the format of NaturalAccountsUS.csv, which you should have adapted to your needs. Select the le and click Open. Back in the Initial Client Setup window, click OK:
Figure 2.3: Initial Client Setup Window
A window is opened which displays the selected values. Conrm it by clicking OK. The Client Setup creates Users, Roles and basically all standard entities for Document Types, Business Partners, Products, Projects etc. These entities can be changed afterwards at any time you like. The important thing is that after this fast setup you can theoretically start and enter your invoices. In contrast to other systems, the initial setup procedure is very easy and does not involve complex decisions. The only way to add new clients is through the Initial Client Setup. It ensures that the security infrastructure is dened correctly and creates the Standard default entries. Now you have created the Client with two users or roles: One user with the client-level
role (in our case GardenAdmin) has all the rights to maintain the rules and to enter transactions. The user with the organization-level role (GardenUser) has all the rights to enter transactions.
Rening your Implementation
After completing the initial implementation you have everything to get started, but you may want to check and update the initial settings. Important: To review the client created you have to close the application (which runs on system level otherwise) and log in again under the client-level Role you have just created, in this case GardenWorld Admin.

Figure 2.4: Client Administrator Login This ensures that System-level, Client-level, Organization-level actions and records are not mixed up. Settings done on the client level are shared on organization level. The advantage is that these values have to be set up only once.

The Workow

Under General Rules, Client Rules you can review the client setup by double-clicking on Initial Client Setup Review. The W icon in front of the menu item indicates that it is a Workow:
Figure 2.5: Initial Client Setup Review
Click OK when you see the following window:

Figure 2.6: Review Info

Now the Workow is loaded. In the upper half of the window you see a graphical illustration of the Initial Client Setup Workow. You can easily review the steps carried out during the setup:
Figure 2.7: Initial Client Setup Review Workow
In the lower half of the window you see the explanation of the relevant workow step. To navigate through the dierent steps and open the appropriate window you can either double-click on the specic workow icon or use the workow buttons.

The Client

The Client is the highest level of an independent business entity. Each Client will have one or more Organizations reporting to it. Use the Client window to dene the accounting parameters (Accounting Schema, Tree Denition, Non-monetary Units of Measure). This information is shared with all organizations.
Figure 2.8: System Structure Use the Workow buttons or double-click on the Client icon on the workow to open the Client window:
Figure 2.9: Client On the left, two tabs are displayed. The Client tab is the parent record. Important: Do NOT create a new client in the Client window (use the Initial Client
Setup as a System Administrator only). If you do so, the required client infrastructure will NOT be set up. The following elds are displayed: Search Key, Name, Description, Language, SMTP Mail Host, Request Email, Request User, Web Directory, Request Folder, Request User Password. Compiere allows to change all of these values afterwards if necessary. Select the Multi Lingual Documents checkbox if you want to maintain multilingual documents. Select the SMTP Authorization checkbox if you want to allow SMTP authorization. Click on the Client Info tab to display all the details of your client:

Figure 2.10: Client Info

Select the Discount calculated from Line Amounts checkbox if you want the discount always be calculated from line amounts.
Here you see the Calendar and the Primary Accounting Schema that will be used for your client. You can opt for a Second and a Third Accounting Schema by ticking the appropriate checkboxes. The UOM elds are not used here. All other elds (Primary Tree Organization, Primary Tree BPartner, Primary Tree Project, Bus. Partner Cash Trx, Product for Freight, Goal, Primary Tree Menu, Primary Tree Product and Primary Tree Sales Region) have defaults which would not be changed under normal circumstances.

The Organization

The Organization window allows you to dene and maintain organizational entities. An organization can be a legal entity or a subunit for which only certain documents and transactions are processed. It could also be a business partner whose access is restricted to certain information only (for example their own invoices) In a smaller enterprise the client and the organization could be identical. Use the Workow buttons or double-click on the Organization icon on the workow to open the Organization window:
Figure 2.11: Organization
The Organization window consists of three tabs. The parent record is the Organization record. Next to the tabs, the structure of your Organization is displayed. You can search the tree via the yellow search eld below. Double-click on the entity to display Search Key, the Name and the Description of the organizational entity marked. You can choose to make the organizational entity a summary entity (which is used for reporting purposes) by ticking the Summary Level checkbox.
Important: When you add a new Organization in this window, you must re-login to be able to access the new Organization.
Open the Organization Info detail record by clicking on the corresponding tab:
Figure 2.12: Organization Info
Click on the button next to the Location/Address eld to update the address information:
Figure 2.13: Update Location/Address Enter the Address, the City, the State, the ZIP code, the Country and click OK to return to the Organization Info window. D-U-N-S (Dun and Bradstreet identication number used for EDI - for details see www.dnb.com/dunsno/list.htm), Tax ID and Goal. For more information on the Accounting tab, please refer to Chapter 12, Accounting and Performance Analysis.

The Role

The Role controls access to windows, tasks and reports. Users can have one or multiple roles. Basically, there are four kinds of generic user types. One type is the System Administrator. With this role you can only see system-level records like UOMs and document types. The next type is the Superuser. The superuser gets all roles in the system. This role is designed for emergency situations, when you need one user who has all rights of access in all organizations. Use of this role should be restriced to a few high level users. The other two role types, which are the typical transaction users, are the Client Administrator and the Client User. The client administrator can set up data and enter
transactions, whereas the client user is restricted to transaction entry only. Use the Workow buttons or double-click on the Role icon on the workow to open the Role window:

Figure 2.14: Role (Data Grid) Select the Role, in our case GardenWorld User. Use the dierent tabs in the Role window to set the access rights for this Role. In this window you can control the Client Access, Org Access, User Assignment, Window Access, Process Access, Form Access, Workow Access and Task Access. These tabs work basically all in the same way: You select or deselect a certain Organization, Window, Process, Form etc. depending on the access rights you want the user to have.
Example: You may want to prevent your User from accessing the Material Transactions form. Open the Form Access window, where you see a list of all available forms. Select the form you want to edit. The default is read and write access for all forms. Click on the Data Grid Toggle button on the toolbar:
Figure 2.15: Form Access (Data Grid)
The single record is displayed. If appropriate, deselect the Read Write and Active checkboxes:
Figure 2.16: Form Access (Single Record)
When you now login as GardenWorld User, the Material Transactions form wont be displayed to this role. Another example would be to set up a Role for a business partner. When the business partner logs in, he can only see his own data. You could allow him to update certain data, for example his address etc., but not more. You can create roles which can be assigned to more than one client.

The User

The User basically forms the link to the business partner. Use the Workow buttons or double-click on the User icon on the workow to open the User window:

Figure 2.17: User

The two system-generated users will already be in the list of Users as a result of the Initial Client Setup. The Name and the Description are defaulted. The value in the Password eld defaults to the Name of the User and can be changed. An Email address can be entered as well as a Supervisor (for escalation purposes), a Sales Representative, a Goal, an Email User ID, a Personal Goal and an Email User Password.
Select a User (for example, the GardenAdmin) and open the User Roles window:
Figure 2.18: User Roles The Roles which the User can assume are displayed. Naturally, an Administration User will be able to assume more roles than the normal User.

CompieresRapid Implementation Methodology(RIM)
March27,2009 BobSimoni Sr.TechnicalConsultant ProfessionalServicesDepartment Compiere,Inc.
TABLEOFCONTENTS INTRODUCTION..... 3 PREREQUISITES..... 3 NEWIMPLEMENTATIONVS.CONVERSIONOFEXISTINGSYSTEM... 3 NINEKEYIMPLEMENTATIONSTEPS.... 4 1)DefineyourChartofAccounts(COA).... 4 2)CreateaTenanttoHoldyourCompanyData.... 4 3)LoadChartofAccountsandDefineFinancialReports... 6 4)DefinetheOrganization/Warehouse/LocatorStructure... 8 5)AddorEditInitialSetupData.... 9 Charges.... 15 BankAccounts..... 16 Taxes..... 20 RepostingPreviouslyPostedTransactions.... 21 AdditionalSetupswithoutAccountAssignments... 23 6)SetupUsersandAssignRoles.... 23 7)InstallLanguagePacks.... 24 8)ImportExistingData..... 24 DeletingTestTransactions.... 28 9)Startprocessingorders.... 30 CUSTOMIZINGCOMPIERE..... 31 Workflow..... 32 AppendixARequiredDefaultAccountsinInitialTenantSetup.. 33 AppendixBSampleMonthEndCloseProcess.... 37 AppendixCSampleYearEndCloseProcess.... 39 AppendixDTransactionTablesPurgedbyRUN_Support... 40
Compiere Professional Services
Copyright 2009 Compiere Inc. All rights reserved

INTRODUCTION

For a typical business, implementing Compiere is relatively straightforward. This simplicity is due to the fact that Compiere provides a one-step process to create all the default values needed to start creating transactions immediately after it is executed. And because Compiere was designed with a change everything anytime architecture, these initial settings can easily be changed after the implementation and previously posted transactions can be reposted using newly assigned account values.

PREREQUISITES

It is assumed that Compiere has already been successfully installed. Instructions for doing this are detailed in the INSTALLATION OF COMPIERE chapter of the Compiere User Guide (http://wiki.compiere.com/display/docs/Installation+of+Compiere). In addition, it is recommended that the user first read the IMPLEMENTATION AND BASIC SETTINGS chapter of the Compiere User Guide as it gives definitions for the terminology that will be used as well as an overview of the process that will be followed (http://wiki.compiere.com/display/docs/Implementation+and+Basic +Settings).
NEWIMPLEMENTATIONVS.CONVERSIONOFEXISTINGSYSTEM
The implementation steps required for a brand new implementation are obviously much simpler than an implementation of an existing system that requires data conversion and initialization of existing account balances. However the initial steps of creating the accounting and organizational structure and seeding corresponding default values are the same. The process of converting legacy data will be discussed in the Import Existing Data step.
NINEKEYIMPLEMENTATIONSTEPS
1) Define your Chart of Accounts (COA)
In order to create a new tenant, you need to have defined your companys COA in a format similar to the default US COA that is provided with the Compiere release in Compiere2\data\import\AccountingUS.csv. Compiere, Inc. has solicited contributions of sample formats from partners in other countries, including France, Germany, Italy and Spain. These files will be provided in the same directory as the US version as they become available. At a minimum, this comma-separated file needs to contain unique accounts for each of the default accounts specified in column H. These default accounts are used for standard transactions, such as tracking sales revenue, inventory value, or writing off an invoice balance. As of version 3.2, there are 72 default accounts that need to be specified (see Appendix A for a full list). In version 3.4, there will be 82 default accounts. Its important to note that Compiere requires a different account for each of the default accounts. For example, even if you don't intend to transact in multiple currencies, you still need to assign unique accounts to currency gain and currency loss. A typical implementation will have more accounts than just these defaults, but these will be imported in a later step. Although its best to create the COA as close as possible to what is needed, the default accounts can be easily be changed before the first month of production has closed. You can then run the Reset Accounting process to repost all of the transactions that make use of the new default accounts. It is still possible to change the default accounts even after the first month has closed, but the Reset Accounting process will only work on open periods, so closed periods would have to be reopened if you need to update account balances in these periods as well.
2) Create a Tenant to Hold your Company Data
Start the initial ERP implementation by logging in as SuperUser with default password=System. (usernames and passwords are case sensitive). Choose the role System Administrator and then run the Initial Tenant Setup process. This program creates an organization and standard entities for document types, business partners, products and more. The program also creates two users: the Admin user with the Tenant level role has all the rights to maintain the rules and to enter transactions. The standard user with the Organization level role has all the rights to enter transactions.

The Accounting Schema window is where the majority of the default account values are loaded during the Initial Tenant setup. To change these values, open this window and choose either the
General Ledger or Defaults tab. The General Ledger tab has a limited number of accounts to setup, and two of these are only meaningful if Suspense and Currency Balancing are enabled. Uncheck the Use Suspense Balancing box to ensure that manual journals balance before posting. Otherwise, any discrepancy will be posted to the Suspense account. Note that for any changes to the Accounting Schema to take effect, you must logout, restart the Application server, and then login again.
The Defaults tab stores the majority of the default accounts. These are grouped into the following sections as shown in the two screen shots below. Business Partner Product Warehouse Project Bank Tax General Cash Book Work Order
After making account code changes, all new entities (e.g. business partner groups, warehouses, etc.) will receive the new account definitions when they are created, but previously created entities would not be changed. If you want these accounting schema changes to apply to previously created entities, then click on the Add or Copy Accounts button and choose the Copy Overwrite option as shown below.
Youll receive an information window as shown below which details the number of records for which the accounts have been updated.
Note that the account definitions for individual products and business partners (who are not employees) are not updated; only the Product Category and Business Partner Groups have their default accounts updated. In order to apply these defaults to the individual product or business partners, you would need to edit the accounting definitions for each Product Category or Business Partner Group, and click on the Copy Accounts button as shown below for a Product Category.
You will receive a warning that any previously assigned accounting definitions for all products in this Product Category will be overwritten. Click OK to continue with the process
You will then receive a notice similar to the one below detailing the number of products with this Product Category that have been updated.

When you then display the Accounting tab of any product assigned to the Product Category, you should see that the default accounts match those of the Product Category.
There are several benefits to be obtained by using different accounting defaults for different Product Categories. For example, companies often want to report on sales by groups of products. If you set up different product revenue accounts for each Product Category, you can easily create a Financial Report in Compiere that displays the total value of each revenue account within a specified time period, thus yielding a Sales by Product Category report. When setting up Product Categories, be aware that the one which is denoted as the Default (initially set to Standard during initial tenant setup) will be used to supply account definitions if an invoice is created and no product is specified on an invoice line. This default value will also be populated in the Product Category field when new products are being created. Setting up different accounting defaults for each Business Partner Group can also be useful for financial reporting purposes. For example, if you had two groups for your customers such as Direct or Distributor, and then assigned a separate Customer Receivables account to each group, you could then report on your A/R balance by these different groups instead of lumping them all
into one account. The window below shows the accounting defaults that can be setup on for a Business Partner Group and then copied down to all business partners that belong to that group.

Charges

Charges are typically used when creating vendor invoices. Certain reoccurring payments are made to Vendors such as rent, utilities, etc. and it is not desirable to create product codes for them since they are not products that are sold or purchased. However, it is still desirable to track the total payments made for these charges. This can be done by creating new values using the Charge window and then editing the Accounting tab to specify the desired account value. When you save new charges, the accounts default to values from the active Accounting Schema(s). But the sample AccountingUS.csv that you may have used as a basis for your own Chart of Accounts has an account specified for Rent, so you can just edit the Accounting defaults for the charge and enter the desired account value in the Charge Expense field as shown below:
Charges can also be used on Customer Invoices, for example when there is a fixed service charge or shipping charge. In these cases, you may want to create a separate account for each charge and then specify this account in the Charge Revenue field. A quick way to automatically create charges for multiple GL accounts is to use the Generate Charges window shown below. This window allows you to select from a list of all revenue and expense accounts, and when the Create button is pressed, a separate charge will automatically be created for (and associated to) each selected account.

Bank Accounts

In order to make or receive payments, you will need to set up your Banking information using the Bank window. Enter the name, address, and routing information for each bank with which you transact, and then enter the bank account information for each bank using the Account tab as shown below:
Compiere Professional Services Copyright 2009 Compiere Inc. All rights reserved 16
From this window, you can choose the Accounting tab to specify the GL accounts you want to use to track information for this bank account. At a minimum you should have a separate GL account for the Bank Asset and Bank In Transit for each bank account from which you will make or receive payments. In this way, by running the General Ledger or Balance Sheet financial reports you will be able to see the actual monetary balances in each bank account. When payments are made or received, they are posted to the Bank In Transit account for the respective bank account, and only when bank statements are reconciled with actual payments will amounts in the Bank In Transit account be transferred to the Bank Asset account. Consequently, to have a better idea of how much money is in each bank account, you should add the values in the Bank Asset and Bank In Transit accounts.
Regardless of whether you set up separate GL accounts for each bank account or not, the monetary balances for each account are maintained by the system when payments are made and reconciled, and you can check the balances on the Current Balances field in the Bank Account window at any time. Bank account balances are also visible when selecting vendor invoices for payment using the Payment Selection (manual) form. In order to set the initial account balances to a value other than zero, you will need to create a Bank Statement with one line which initiates the balance as shown below.
When completed, the value of the initial account balance will be debited to the GL account associated with the bank account for which the bank statement is entered. A matching credit is made to the Bank In Transit account as shown below. To offset this value, it is advisable during the import of the initial GL account balances that the existing bank account balances be initialized in the corresponding Bank In Transit accounts. The import of initial account balances as a GL Journal is discussed in more depth in Step 8 Import Existing Data.

If you will be printing checks from a particular bank account, then you should open the Bank Account Document tab and specify a starting check number to use. If you need to use different check printing formats for each bank account, you can specify a value in the Check Print Format field.
Depending on the countries you intend to do business in, you will most likely need to set up tax categories and tax rates for specific regions and postal codes. The process of doing this is described in the TAXES chapter of the Compiere User Guide (http://wiki.compiere.com/display/docs/Taxes). If you intend to do business with customers who are tax exempt (oftentimes this would apply to governmental agencies or non-profit institutions such as universities), youll need to setup up one Tax Rate record with the Tax Exempt checkbox checked and having a Rate of 0 as shown in the screenshot below. Then, in the Business Partner record for each tax exempt customer, you will need to check the Tax Exempt checkbox. In this way, whenever an order or invoice is created for this customer, the Tax Exempt rate of 0 will automatically be selected at the transaction line level after the product has been entered.
If you want to change the account codes associated with a tax rate (which default from the accounting schema), then open the Accounting tab on the Tax Rate window as shown below:
Reposting Previously Posted Transactions
None of the account definition changes described above affect previously posted transactions, only future transactions. For example, when posting a customer invoice, the product revenue
Compiere Professional Services Copyright 2009 Compiere Inc. All rights reserved 21
account is credited and the exact account combination to be credited is retrieved from the product accounting tab, so changing the account combinations associated with a product will only change subsequent postings. To change previously posted transactions in open periods, use the Reset Accounting process. With this process, you can choose a particular table, for example Invoice, to be reset or you can leave this field blank to reset all transactions. Check the Delete existing Accounting Entries checkbox to delete all the previously posted accounting facts. Be sure to stop the Application Server before starting this process to insure that no transactions are being posted at the same time. Restart the Application Server when the process has been completed and the next run of the Accounting Processor will post all the transactions that have been reset.

It is still possible to reset the accounting transactions in closed periods, but you must reopen the periods to do so. Be sure to then close the periods after you have reset the transactions. If there are only a few transactions that need to be changed, you can individually repost them by querying them up on the appropriate transaction window (e.g. Payment), clicking on the Posted button, and then searching for all the previously created accounting transactions. Then click on the Re-Post button in the bottom left corner. This will delete the existing transactions and immediately repost them using the new defaults.
Additional Setups without Account Assignments
In addition to the setups for data elements that are linked to specific GL accounts, there are numerous other setups that can be made based on your particular needs. Some of the most commonly used windows to make additional setups are listed below: Calendar Year and Period The Initial Tenant Setup process will create a calendar for the current year with 12 months. You will need to use this window to open and close periods, as well as create periods for future years. These and other recurring tasks are listed in the Sample Month End and Year End Close Processes found in Appendices B and C. Currency Rate If you will be transacting in multiple currencies, then you will use this window to enter exchange rates from the currency you entered during the Initial Tenant Setup to the ones you will be supporting. Although only one rate needs to be entered, a standard practice is to add new rates at the beginning of every month. This step also appears in the Sample Month End Close Process in Appendix B. Document Type The Initial Tenant Setup process creates a number of document types for each new tenant, e.g. AR Invoice, Standard Order, etc. You may want to create new document types for some documents such as Export Orders since there may be a need to associate a separate Document Note, Print Format or Document Sequence to it. Payment Term The Initial Tenant Setup process only creates one payment term (Immediate). If you want to provide your customers with other payment terms (such as a 2% discount if paid before 90 days), then use this window to enter the details. When these payment terms are used and an invoice is paid, the discount will automatically be applied if a payment is entered within the specified number of days.
6) Setup Users and Assign Roles
Roles are used to assign limited access to windows, reports, and processes based on job function. It is best to create roles to give users the absolute minimum access they need, and then give them more later as they request it, since its harder to take away capabilities from users afterwards. Some customers have one role per user. The process of setting up users and roles is described in the SECURITY chapter of the Compiere User Guide (http://wiki.compiere.com/display/docs/Security).

7) Install Language Packs
If you want to run Compiere in languages other than English, youll need to install one of the language packs that are available from the Compiere webstore, Compiere Authorized Partners, or from the community. Be aware that since Compiere, Inc. is constantly adding new functionality, the language packs available may not have translations for all the new features. Instructions for obtaining and installing language packs are available on the company web site: http://www.compiere.com/support/language-packs.php

8) Import Existing Data

After running the Initial Tenant Setup, you can log in as the Tenant level Admin role to import key data from your existing system. Predefined import formats and import processes are available for the following data elements: Account Bank Statement Business Partner Confirmations Contact Currency Rate GL Journal Inventory Invoice Locator Order Payment Product Report Line Set Request
The default formats to use for these files are specified in the Import Loader Format window shown below. The default file format is a comma separated text file, but you can choose tab as a separator, or even specify fixed field positions. The fields given as defaults are the required minimum values but you can add more fields and associate them to columns in the import table
being loaded. The drop down list of the columns that can be added in the Format Field tab is based on the name of the table entered in the Import Format window. Note: Not all of the import formats available in the Garden World sample tenant are copied to your new tenant during the Initial Tenant Setup process, so you may need to recreate some of the above import formats in your new tenant should you need to modify them.
Open the Import File Loader window to select the data file to import, and choose the appropriate Import format. Press Submit to load the file into the window, and use the arrow keys < and > to scroll through the records to make sure they will be parsed successfully. When ready to import, press the Process button. This will load the data into the appropriate Import table. In the database, import tables begin with I_, for example orders are loaded into I_ORDER. You can choose to populate these import tables directly using SQL*Loader or other database loading utilities. The screenshots below show an example of loading a comma separated text file containing two sales orders.

Next, choose the appropriate Compiere window (e.g. Import Order, Import Product, etc.) to view data in the import table, and make sure that the records have been properly imported:
Then click on the Import button at the bottom of the screen to import all of the unprocessed records in this table. Only one user should be running the import processes at a time, since
Compiere Professional Services Copyright 2009 Compiere Inc. All rights reserved 26
clicking on the Import button imports all records in the Import table, not just the one currently selected. A dialog box similar to the one below will be displayed when you press this button. If you click the Delete old imported records checkbox, it will delete any records that have been previously imported before it imports the new records. Thus, when the process completes, only records from the current import will remain in import table with an Imported status=Yes. Depending on the type of data being imported, the Import dialog box can have different options to choose. For example, when importing orders you can choose the Document Action of Prepare or Complete:
When importing Products, you can choose the Price List to which the products will be assigned:
The Initial Tenant Setup process creates a default price list called Standard and a version with a name that defaults to the date the Setup process was performed. If you want to load the product prices into different price lists, then you will first need to create these price lists using the Price List window. Setting up price lists for products is required in order to enter products on orders. For more details on setting up prices lists, view the PRICING chapter of the Compiere User Guide
Compiere Professional Services Copyright 2009 Compiere Inc. All rights reserved 27
(http://wiki.compiere.com/display/docs/Pricing). If you have existing inventory balances for products you have just created, you can import them using the Import Inventory window. Open sales and purchase orders can both be imported using the same Import Order process. Closed orders are not normally imported. Similarly, open customer and vendor invoices can be imported using the Import Invoice process, while paid invoices are not normally imported. Depending on the number of your existing customers, you may want to either enter them manually or import them using the Import Business Partner functionality. If you decide to import them, this is usually a good opportunity to cleanse your existing data to remove duplicate customers before importing them into Compiere. Currently, only customers can be imported, so vendors would still need to be entered manually. Note that in order to import orders or invoices, the customers or vendors for these documents would need to have already been created. If converting from an existing system, you will most likely have existing account balances to which you would like to initialize your Compiere account balances. To do this you can import a GL journal similar to the way that orders were imported. This journal import will naturally need to be balanced. Alternatively, you can enter the GL journal manually using the GL Journal window. After the imports are completed, you can delete all the records in a particular import table by running the Delete Import process and choosing the appropriate table. This process deletes both imported and non-imported records so it is also useful if you accidentally loaded records with the incorrect format and you want to delete them all without attempting to import them.

Deleting Test Transactions
In some cases, you may have created test transactions with your setup data to make sure everything has been setup properly. If you did not made a backup of the clean database to use as a starting point for your Production implementation before these test transactions were created,
then you will need to delete them before starting to enter real transactions. There is a process in Compiere that allows you to do so. The process is executed by the RUN_Support.bat script (or RUN_Support.sh if a Linux installation) that is found in the Compiere2\utils directory. You should first make a database backup using the RUN_DBExport script also found in Compiere2\utils. Once you have started the RUN_Support script, enter your valid license registration information and click on the green Check License button as shown below:
Once your license has been validated, enter the Compiere database username and password in the Source UserID and Source Password fields, and then click on the Start Migration button. If your license cannot be validated, contact Compiere Support. You need to have an active Compiere subscription to use this feature. After accepting the prompt that confirms that a database backup has been made, you will be presented with the screen below. Choose the Operation of Delete Client Transactions, uncheck the Test Only checkbox, and choose the Tenant whose transactions you want to delete in the Target Database field. Then press the Start button. All transactions such as Orders, Invoices, Inventory moves, etc. will be deleted but setup data such as Business Partners, Products, and Document Types will be retained. To see a list of all tables that are considered transaction tables and which will have their data deleted (or truncated), see Appendix D.
Compiere Professional Services Copyright 2009 Compiere Inc. All rights reserved 29
Once you have created all the necessary setup data and removed any test transactions, you are ready for the final step.
9) Start processing orders
After completing the previous steps, you are now ready to begin operating your ERP system enter orders, ship products, generate invoices and start collecting payments!

CUSTOMIZINGCOMPIERE

Compiere's Model-driven Architecture enables rapid application customizations such as: Adding a new column to a table Adding optional validation rules (list of values, range, etc.) Redesigning an application window to display the new column Entering data into the new column through the application window Creating a report which includes the new column or uses the new column as a query parameter
Compiere uses a centralized Application Dictionary to store meta-data and rules for managing your custom solution. The Application Dictionary contains definitions of a data entity (type, validation, etc.), how it is displayed (label on screens and reports, help, display sequence and position relative to other fields), and the display rules. It also manages security and access control rules. The Applications Dictionary is active, meaning it is used at runtime and is context-sensitive. For example: it knows that payment terms are not available for over-the-counter sales. Thus, payment term fields are not displayed or editable in over-the-counter sales transactions. If you change the transaction type to a standard order, payment terms become a mandatory part of the transaction. To make changes to the Application Dictionary, you need to login to Compiere with the SuperUser login (default password=System) and choose the System Administrator responsibility. From the menu bar, the Application Dictionary folder gives the choice of modifying the following entities: System Element central definition of data elements such as Business Partner Name Table and Column definition of underlying database tables and columns Window, Tab & Field definition of windows that display data Report View - definition of the underlying database view used by reports Report and Process definition of reports and processes called from the menu

Expense PAYDISCOUNT_REV_ACCT Asset PJ_ASSET_ACCT Asset PJ_WIP_ACCT Expense PPVOFFSET_ACCT Revenue REALIZEDGAIN_ACCT
Expense REALIZEDLOSS_ACCT Owner's Equity RETAINEDEARNING_ACCT
Expense SUSPENSEBALANCING_ACCT Expense SUSPENSEERROR_ACCT Asset T_CREDIT_ACCT
Liability T_DUE_ACCT Expense T_EXPENSE_ACCT Liability Asset Revenue T_LIABILITY_ACCT T_RECEIVABLES_ACCT UNEARNEDREVENUE_ACCT

Revenue

UNREALIZEDGAIN_ACCT
Expense UNREALIZEDLOSS_ACCT Liability Liability Asset V_LIABILITY_ACCT V_LIABILITY_SERVICES_ACCT V_PREPAYMENT_ACCT
Expense W_DIFFERENCES_ACCT
Inventory Adjustment GeneralTrade Inventory Inventory Revaluation Withholding(Tax) WorkOrderClose Expense WorkOrder Material BadDebtsWrite off InventoryActualAccounting ValueAdjustment InventoryAccount Differenceto(lowercost)or market Withholdingfor1099or QualityGuarantee Materialvalueassignedbut notconsumedinacompleted workorder Materialassetsassignedto workorder Receivableswriteoffbad debt Expense W_INVACTUALADJUST_ACCT Asset W_INVENTORY_ACCT
Expense W_REVALUATION_ACCT Liability WITHHOLDING_ACCT
Expense WO_CLOSEEXPENSE_ACCT Asset WO_MATERIAL_ACCT

Expense WRITEOFF_ACCT

AppendixBSampleMonthEndCloseProcess
1. OntheOrderscreen,dothefollowing: a. QueryallorderswithDocumentStatus=Draftedforthemonthbeingclosed,andif theyarenotneeded,deletethem.Ifneeded,eitherCompletethemorchangethe OrderedDatetoadayinthenewperiod. b. QueryallorderswithDocumentStatus=InProgressforthemonthbeingclosed. Theseshouldallbeordersthatwerecreatedonthewebstorebutwerenotcompleted becausethecustomerdidntpayforthemortriedtoandtheircreditcardwasrejected. ViewtheseordersandseeiftheSelfServicecheckboxischeckedtoconfirmtheyare weborders.ThesecanbeVoided. 2. OntheInvoice(Customer)screen,queryallinvoiceswithDocumentStatus=Draftedforthe monthbeingclosed,andiftheyarenotneeded,checktoseeifthereisanorderthatgenerated thisinvoice.Ifthereisnoorderforthatinvoice,thenitcanbedeleted.Ifthereisanorder, thentheOrdershouldbevoidedorreversedfirst,andthentheinvoicecanbedeleted.Ifthe invoiceisneeded,eitherCompleteitorchangetheDateInvoicedandAccountDatetoadayin thenewperiod. 3. OntheInvoice(Vendor)screen,queryallinvoiceswithDocumentStatus=Draftedforthe monthbeingclosed,andiftheyarenotneeded,deletethem.Ifneeded,theyshouldbe completed. 4. OnthePaymentscreen,queryallpaymentswithDocumentStatus=Draftedforthemonth beingclosed,andiftheyarenotneeded,deletethem.Ifneeded,thenCompletethem. 5. OntheGLJournalscreen,eitherdeleteorcompleteanyJournalsthatareinDraftedmode. 6. OpentheUnpostedDocumentswindowandviewthedetailsonanydocumentsthathavenot beenpostedduringtheperiodbeingclosed.Theseissuesshouldallberesolvedbeforeclosing. SomeissuescanoccurifaproductissetupincorrectlyasStockedwhenthereareno correspondingcostsorinventory. 7. UsingtheAccountingProcessorscreen,checktheLogtabandthenviewthelatestrunofthe AccountingProcessorandmakesuretherearenoerrors.IfthereareerrorssuchasCannot lock.,thesecanusuallybefixedbyrunningtheprocessResubmitPostingandthen choosingthetabletounlock.Basically,itresetstheProcessingflagonrecordsinthesetablesto NfromYsotheaccountingprocessorwillpickthemupinthenextrun. 8. OntheWorkflowActivities(All)screen,queryallrecordswhereWorkflowState=Running. Thereshouldbenonestillrunningforthemonthbeingclosed.Ifthereare,theyshouldbe investigatedbyanISteammember,butusuallytheycanjustbeaborted. 9. UsetheCurrencyRatewindowtoenternewcurrencyexchangeratesforthenextmonth. 10. Iftherearemonthly/yearlyperformancemetricsthatneedgoalsforthenextmonth,update themaccordingly. 11. RuntheUpdateAccountingBalancesandchooseRecreateData=Y.

Compiere Professional Services Copyright 2009 Compiere Inc. All rights reserved 37
12. RundesiredFinancialreportssuchasGeneralLedgerandTrialBalance(fortheperiodbeing closed)tomakesuretherearenounexpectedaccountsoramountsbeingcharged. 13. UsetheCalendarYearandPeriodscreentoclosethemonthforalltransactiontypes.Ifall futuremonthswerenotopenedduringtheYearEndProcess,thentheperiodonemonthinthe futureshouldbeopenedup.Forexample,ifclosingthemonthofJanuaryduringthefirstweek ofFebruary,itwouldbeagoodideatoopenMarchsothatwebstoretransactionscanbe createdat12:01AMonMarch1. 14. Oncetheperiodhasbeenclosed,itisagoodtimetotakeafullbackupandusethistorefresh theTestinstancesothatitwillbeatmostonemonthold.
AppendixCSampleYearEndCloseProcess
1. Beforethebeginningofthenewyear,makesuretocreateanewyearusingtheCalendarYear andPeriodscreenandthenclickontheCreatePeriodsbuttontocreate12futureperiods. Foreachperiodthatyouwanttoopeninadvance,clickontheOpen/CloseAllbuttonand choosetheOpenPeriodAction.Thisopenstheperiodsforalldocumenttypes.Itwouldbea goodideatoopenonlytwomonthsintothefuturetopreventaninadvertentcreationofa transactionmonthsintothefuture(forexample,ifauserentersadateof11/1/09insteadof 1/11/09). Ifapplicableforyourcompanysfinancialreportingneeds: 2. Towardstheendoftheyear,createanewperiodcalledYEYYwithPeriodType=Adjustment Period,whereYEstandsforYearEndandYYwouldbetheyearbeingclosed(e.g.08,09).Only opentheGLJournalDocumentTypeforthisperiod. 3. EnterorimportajournalforthatYEperiodthatclearsthebalancesfortheprofitandloss accountsandtransfersanyprofitorlosstotheRetainedEarningsbalancesheetaccount. CompleteandPosttheJournal. 4. RuntheUpdateAccountingBalancesprocessandchooseRecreateData=Y. 5. RuntheFinancialreportcalledBalanceSheetandmakesuretheassets=ownersequityand liabilities. 6. OncesatisfiedthattheYEjournaliscorrect,closetheYEadjustmentperiod.
AppendixDTransactionTablesPurgedbyRUN_Support
AD_AccessLog AD_AlertProcessorLog AD_AssignLog AD_ChangeLog AD_Issue AD_LdapProcessorLog AD_LoginMsgLog AD_Note AD_PInstance AD_PInstance_Log AD_PInstance_Para AD_QueryLog AD_Replication_Log AD_Replication_Run AD_SchedulerLog AD_Session AD_WF_Activity AD_WF_ActivityResult AD_WF_EventAudit AD_WF_Process AD_WF_ProcessData AD_WindowLog AD_WorkflowProcessorLog B_Topic CM_WebAccessLog C_AcctProcessorLog C_AllocationHdr C_BankStatement C_BankStatementLine C_Cash C_CashLine C_CommissionRun C_DunningRun C_DunningRunEntry C_DunningRunLine C_Invoice C_InvoiceBatch C_InvoiceBatchLine C_InvoiceLine C_InvoicePaySchedule

GL_JournalLine I_BPartner I_BankStatement I_Contact I_Conversion_Rate I_ElementValue I_GLJournal I_InOutLineConfirm I_Inventory I_Invoice I_Locator I_Order I_Payment I_Product I_ReportLine I_Request K_IndexLog M_ChangeNotice M_ChangeRequest M_Cost M_CostDetail M_CostUpdate M_CostUpdateLine M_DistributionRun M_InOut M_InOutConfirm M_InOutLine M_InOutLineConfirm M_InOutStage M_Inventory M_InventoryLine M_MatchInv M_MatchPO M_Movement M_MovementConfirm M_MovementLine M_MovementLineConfirm M_Package M_Production M_ProductionLine
Copyright 2009 Compiere Inc. All rights reserved 40
C_InvoiceTax C_Lead C_Order C_OrderLine C_OrderTax C_PaySelection C_PaySelectionCheck C_PaySelectionLine C_Payment C_PaymentBatch C_Project C_ProjectIssue C_ProjectLine C_Recurring_Run C_RfQ C_RfQResponse C_TaxDeclaration Fact_Acct Fact_Acct_Balance Fact_Accumulation GL_Journal GL_JournalBatch M_ProductionPlan M_Requisition M_Routing M_Storage M_Transaction M_TransactionAllocation M_Transaction_v M_WarehouseTask M_WorkOrder M_WorkOrderComponent M_WorkOrderOperation M_WorkOrderTransaction M_WorkOrderTransactionLine PA_SLA_Goal PA_SLA_Measure R_Request R_RequestProcessorLog S_TimeExpense S_TimeExpenseLine Test W_Click W_Counter