ADAXA
Business Management Software | Enterprise Grade | Pure Open Source

The following How To Guides give a step by step guide through some of the features of ADempiere.

 

1. Usability

1.1  ADempiere Commands

This document introduces the user to the basic operation of ADempiere including the window toolbars, menu structures and workflow buttons.
 
 
1.2  User Interface
 
This document gives an overview of the ADempiere User Interface for the Windows interface and the HTML (browser) interface.

 

1.3  Acheiving Tasks in ADempiere

This document provides an overview for using the ADempiere system including working with data records, searching, navigation and printing.

 

1.4  Excel Pivot Tables
 
This document details how to use Excel Pivot Tables to analyse data stored in ADempiere. This article was written some time ago and many of the references to system sizes and capability are now outdated. However this in no way detracts from the overall content of the article.

 

2. Configuration

2.1 Adaxa Implementation Methodology
 
This document details the Adaxa approach to System Implementation and management of complex projects using SMART objectives (Specific, Measurable, Actionable, Realistic and Time-Bound) to ensure that a project's strategic objectives and functional requirements are thoroughly planned, managed and realised in production.
 
 
2.2  Adding User Accounts
 
This document covers the procedures for adding user accounts to ADempiere, allocate one or many Roles to the user account, password management and how the new user can login to the system and selecting a role based on their credentials. Also shown is the Window that needs to be maintained by the System Administrator so that ADempiere can connect to an organisation's email system so ADempiere users can send email from within the application.

 

2.3  Bare Metal Install of Adaxa Suite

This guide documents the procedure for setting up the Adaxa Suite 'Bare Metal' demonstration installation including hardware requirements, operating system configuration and virtual machine setup. Please note Adaxa markets the 'Adaxa Appliance' which is a pre-configured hardware platform suitable for proof of concept/ boardroom pilot testing.

 

2.4  Counter Documents Configuration
 
This HowTo guide introduces the ADempiere concept of Counter Documents with a detailed worked example. Counter Documents streamline the generation of pre-defined document types between organisations within the ADempeire client.

 

2.5  Standard Costing
 
This document details the Standard Costing methodology in ADempiere using a worked example of a business with fast moving inventory.
 
 
2.6 UOM Conversion
 
This document explains how Unit of Measure (UOM) conversions are configured in ADempiere.
 
 
2.7  Data File Importing In ADempiere
 
This HowTo Guide shows the standard data import process used in the ADempiere system typically for loading data prior to go-live and also for importing items such as Orders and Invoices from other external data sources.  As an example of the import process, the document shows the matters to be considered in importing Product data.
 
 
2.8  Import Currency Rates
 
This spreadsheet template defines how to setup data for importing into ADempiere for maintaining currency exchange rates.
 
 
2.9  Import GL Journals
 
This spreadsheet details the method for setting up the Import Loader Format for importing GL Journals into ADempiere.
 
 

3. Financials

3.1  Accounting Structures
 
This document details the Accounting Structures of ADempiere including the Accounting Schema, Elements, Accounts and Costing & Tax Rules. 

 

3.2  Financial Reports & Report Cube
 
This How To guide investigates creating financial reports in ADempiere as well as detailling the 'Report Cube' functionality that allows for the creation of highly summarised data using user-selected dimensions. The Report Cube can be used as a source of data for the Financial Report Writer module or the data can be exported using the Cube Viewer.
 
 
3.3  Creating Summary Reports
 
This document explains ADempiere’s architecture that automatically provides a reporting function on all tables of information that are accessible to a User in the system. This Report capability is referred to as the List Report Writer. The List Report Writer produces reports which display one line per row/record in the table being reported on. Sometimes it is desirable to suppress some of the detail by “rolling up” a series of items into a single report line. This can be done quite easily by adding a view to the database which pre-summarises the data as required. This view can then be reported on using the standard ADempiere 
List Report Writer.The following guide is produced to show the steps required to set up summary reporting on the general ledger transactions stored in the FactAcct table. The guide includes screen shots of each window visited to make the necessary changes.
 
 
3.4  Drill Down & Across Reporting
 
This guide details how ADempiere’s architecture automatically provides a reporting function on all tables of information in the system that is accessible to a User. The Reporting functionality in turn provides the functionality to enable export of information to a variety of formats including spreadsheet formats.
In ADempiere this reporting capability is referred to as “Drill-Down” and Drill-Across” functionality.  Knowledge of this functionality is fundamental to the effective use of ADempiere.
 
 
3.5  Manual Bank Reconciliation
 
The purpose of this document is to explain the process of manual bank reconciliation in the ADempiere ERP system. By manual bank reconciliation we mean either where the Payments have already been entered into the system by manual posting, Payment Selection for paying vendors in bulk or importing from a CSV or similar downloaded from your bank. It is also possible to create payments by code by creating your on bank statement import class.  This case is
not considered in this document.
 
 
3.6  GL Reconciliation Module
 
This guide explains how Adempiere uses a series of clearing accounts in the processing of documents.  Examples of these clearing accounts are: 
•      Bank-in-Transit
•      Payment Selection / Unallocated Customer Receipts
•      Goods Received but not invoiced
•      Goods invoiced but not received
•      AP and AR control accounts.
The characteristic of these accounts is that a debit will be created in the suspense account and at a later date/time a matching credit will be created clearing the balance back to zero.  In some case the credit is created and followed by a debit. The balance of the account at any time will consist of those transactions for which the offsetting transaction had not  been posted at the selected date, or both are posted and there was a mismatch in the values. In clearing accounts   with many transactions it can be quite complex to determine which transactions form the balance of the account. This module is designed to simplify these reconciliation tasks.

 

3.7  Non-Vendor Payments
 
This HowTo guide describes the way in which Adempiere ERP & CRM can be used to process non-inventory related payments. Many expenses and some revenues will appear in the company's accounts that do not relate to inventory purchases. These exepnses (and some revenues) will typically affect accounts unrelated to inventory. Examples of such transactions are Payroll transactions, Dividends, BAS and Income Tax Payments, Transfers between bank accounts, Loans from parent companies and utility bills. Payments which are not inventory purchases will typically be allocated to a Charge. 
 
 
3.8  Credit Card Transactions
 
This how-to document suggests a number of ways of managing the processing of credit card transactions in ADempiere. Credit Card transactions can occur due to employee expenses, paying vendors by credit card and receiving customer payments by credit card. Each of these processes is explored. Credit Card  transactions raise a series of issues by employers which can be addressed in a number of ways. The most common issue is a need to pay the credit card company before an employee has provided all the details of the amounts spent. Companies adopt a number of methods to deal with this issue. 
 
 
3.9  Foreign Currency Payments
 
This document explains the process used in ADempiere to enter and pay foreign currency Invoices ($USD in this example) from a bank account that is denominated in the system accounting currency ($AUD in this example).

 

3.10  Housekeeping and Month End Processes

The purpose of this document is to details the specific tasks that typically have to be completed for month-end close of an accounting system. All systems require a degree of administrative effort to ensure that they are running properly. The task typically falls to accounting staff since they will be the ultimate users of information that is generated by the actions and inactions of users of the ADempiere system. This document outlines some of the tasks that need to be undertaken to ensure that the system is running properly and that the accounting information is up to date. 

 

3.11  Payment Selection

The purpose of this HowTo guide is provide instruction on the concept of 'Payment Selection' which allows for Adempiere to pay a batch of invoices due via automated processes determined by business rules such as payment terms, dispute status or manually.

 

4. Specific Functionality

4.1  Manufacturing Light

 
This document details the Manufacturing Light  module developed by Adaxa to extend ADempiere to meet the needs of manufacturing organisations that do not have the present need, or perhaps capability, to implement a full MRP2 compliant production system but need to manage their manufacturing capabilities. 
 
 
4.2  eGility
 
This document introduces the eGility platform that has been developed by Adaxa to enable small & large businesses alike to run single or multiple webstores with an integrated fully functional Enterprise Resource Planning (ERP) system. With the power of ADempiere and Drupal you have access to a sophisticated which includes Supply Chain Management, Financial Management and Reporting, Customer Relationship Management and much more with an easy to use and custom branded web store.
 
 
4.3  ADempiere Smart Phone Application
 
This guide details the Smart Phone Application designed and developed by Adaxa for easy access to ADempiere ERP and CRM data from an Apple or Android mobile device.
 
 
4.4 Automated Freight Calculations
 
The purpose of this document is to describe to describe the Automated Freight Calculation module developed by Adaxa to extend Adempiere's standard freight handling functionality. This extension to ADempiere seeks to provide richer functionality and to allow freight to be automatically calculated and added to a Sales Order without user intervention. There are many charging algorithms used by freight companies and there will certainly be charging methods which are not addressed by this new functionality, however this additional functionality provides greater flexibility in enabling the automatic calculation of freight charges and can be further enhanced in subsequent release of the software.
 
 
4.5  Case Study - A Complex Distribution System Using Open Source Technology
 
This Case Study documents how Adaxa customised ADempiere to provide complex and specific functionality for an Australian based medical products distribution company. Specific functionality requirements were:
  • replacement of the ADempiere webstore with an open source content management system called Drupal, including a modified version of Ubercart, and its real time integration with ADempiere 
  • integration of the client's supply chain with the warehousing systems of a third party logistics provider
  • functional requirements of a sixty person call centre and the integration of an Asterisk soft PABX with ADempiere
  • replacement of the client's internal 'issues management' system with ADempiere Request functionality
  • migration of large volumes of data from the existing ERP system
  • management of complex relationships between Business Partners
 
 
4.6  Bunnings EDI
 
An Adaxa client has Bunnings as a major customer. Bunnings require that orders and invoices be processed via their EDI gateway. This HowTo guide is the documentation for the system built to assist the Adaxa client to transact with Bunnings from within the client's Adempiere ERP&CRM system. The Adempiere system has native EDI functionality which was more developed around the USA based ANSI ASC X12 however the Bunning's implementation used the UN/EDIFACT standard. Significant extensions to the native Adempiere functionality were required for the system to work effectively. There were also gaps in the 
basic Adempiere functionality relating to Functional Acknowledgements which were addressed. The system has been in use for over a year and has worked reliably during that time.

 

5. Sales Functionality

5.1  Sales Management Functionality

This document details the Adaxa developed extension for CRM and Sales Management functionality. This extension provides Lead, Opportunity and Activity management functionality as well as introducing Sales Pipeline features and tracking.
 
 
5.2  Sales Rep Dashboard
 
This guide extends on the Sales Management Functionality document and shows how a window was added that provided much of the reporting functionality that traditional CRM systems (such as SugarCRM/Salesforce) provide. Adding extra functionality in ADempiere avoids the cost and complexity of running two systems and keeping them in sync with duplicated lists of Customers, Leads, Opportunities and Activities. This document is also intended to show that it is of more importance that an application such as ADempiere is easily extended by a user than whether a particular piece of functionality exists in an application in a point in time. 
 
 
5.3  Promotions Setup
 
The purpose of this HowTo guide is provide 'worked examples' of many of the types of promotions that can be defined in ADempiere. The Promotions functionality is very powerful and configurable and is, inevitably, quite complex. Adaxa recommends that new promotions are well tested before being made accessible in a live system.

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