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Project Information:
Project Title:
Acronym:
HUJRA ERP
Project Start:
Duration:
1.5 Months
Deliverable Information:
Deliverable Title:
Version:
Project Manager:
Project Team:
Revision:
Company:
Email:
Website:
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Contents
ERP............................................................................................................................ 4
Odoo ERP.................................................................................................................. 4
HUJRA ERP................................................................................................................ 5
1. Web interface general structure....................................................................5
2. Users................................................................................................................... 6
2.1
2.1.1
2.2
Deleting users........................................................................................... 11
2.3
User settings............................................................................................. 13
2.3.1
3. Messaging........................................................................................................ 14
3.1
Sub menus................................................................................................. 15
3.2
Message marking..................................................................................... 16
3.3
Groups........................................................................................................ 16
3.4
Sending messages................................................................................... 17
3.5
Message Searching..................................................................................19
3.6
Message viewing...................................................................................... 21
Sub menus................................................................................................. 23
4.2
Creating an employee..............................................................................24
4.4
HR Expense Management.......................................................................31
4.5
HR Attendance Management..................................................................32
4.6
HR Leave Management............................................................................33
4.6.1
4.6.2
Allocation requests............................................................................ 34
4.6.3
Leave summary..................................................................................35
4.6.4
Approval of leave............................................................................... 36
5. Project Management...................................................................................... 38
5.1
Sub menus................................................................................................. 39
5.2
5.3
5.4
Creating tasks........................................................................................... 42
5.5
Task stages................................................................................................ 44
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6. Accounting....................................................................................................... 45
6.1
Sub menus................................................................................................. 45
6.2
Customer accounting...............................................................................47
6.2.1
Customer invoices..............................................................................47
6.2.2
Customer refunds.............................................................................. 49
6.2.3
Sales receipts..................................................................................... 51
6.2.4
Customer payments...........................................................................53
6.2.5
Customers........................................................................................... 55
6.3
Supplier accounting................................................................................. 55
6.3.1
Supplier invoices................................................................................ 55
6.3.2
Supplier refunds................................................................................. 58
6.3.3
Supplier receipts................................................................................61
6.3.4
Supplier payments.............................................................................62
6.3.5
Suppliers.............................................................................................. 64
6.4
6.4.1
Bank Statement..................................................................................65
6.4.2
Cash Register...................................................................................... 67
Sub menus................................................................................................. 73
7.2
Adding a document..................................................................................74
7.3
Viewing documents..................................................................................76
7.4
Directories................................................................................................. 78
7.5
Access control........................................................................................... 80
7.6
Directory structure.................................................................................. 80
8. Reports............................................................................................................. 82
8.1
Installation................................................................................................ 82
8.1.1
8.1.2
Extension Installation........................................................................83
8.1.3
Configuration...................................................................................... 84
8.2
8.3
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ERP
Enterprise resource planning (ERP) is business management software
usually a suite of integrated applicationsthat a company can use to store
and manage data from every stage of business, including:
Odoo ERP
Odoo ERP is a business management solution for enterprises. Organizations
require a cost effective business management solution that enables control
and efficiencies.
It is used by more than 2 million users worldwide to manage companies of all
different sizes. The main Odoo components are the server, 260 official modules and
around 4000 community modules.
The main Odoo Apps include an Open Source CRM, Website Builder,
eCommerce, Project Management, Billing & Accounting, Point of Sale, Human
Resources, Marketing, Manufacturing, Purchase Management, ...
Figure 1: Taken from Wikipedia
The ERISP team can provide implementation services, including
Installation
Configuration
Training
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Support
HUJRA ERP
The HUJRA ERP uses Odoo ERP for the Enterprise Social Network, Document
Management, Human Resource Management, Project Management and
Accounting. The HUJRA ERP is installed on Cloud. It can be accessed by
erp.hujra.org OR http:// http://178.62.72.216/:8069/web/login?db=HUJRATraining. The recommended browser for Odoo ERP is Mozilla Firefox.
The following is the complete description of HUJRA ERP.
1. The top-most level menu includes the main categories of business functions
under which further actions in that category can be done.
2. The universal search bar for searching content relevant to the area in which a
user has navigated to.
3. Universal message compose button to send a message/email from any
navigated area.
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4. The logged in user menu under which preferences and basic info can be
changed.
5. Sub-menus within the main categories, under which actions related to the
category are performed.
6. Working area, in which current function or process information is displayed.
2.Users
2.1
The HUJRA ERP uses the administrator account to setup technical aspects of
the system, and create one or two users with elevated access in the system,
who can then in turn add normal users, and do user management which
includes adding/deleting users as they enter or leave the company.
A user who has been assigned this access, can then carry out the following
steps to add normal users to the system. The user will navigate to the
following sub menu indicated by the screenshot below.
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The following screenshot displays the interface for creating a new user once
the create button has been clicked.
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The following screenshot displays the access right tab for user creation.
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Once the new user is saved, the password for the new user may be changed
as show in the following screenshot.
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1. Clicking the more button in the user view, and selecting change password
2. Enter new password for user, this password may be changed by the user
upon first login
3. Save the user password
The new user will then be displayed in the user list, and can now log into the
system
to which the user initially belongs. The following screenshot displays the
interface options for adding such a user.
1. Initial company for user, which they can change upon login
2. Access rights tab where allowed companies are setup
3. List of allowed companies that this user has access to
The user being added also needs to be given permission for multi-company
in general, this is also done from the access rights tab, under the usability
access, as shown in the diagram below.
2.2
Deleting users
Users with the access rights, may delete other ordinary system users, this
can be done as shown in the following screenshot.
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2.3
User settings
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3.Messaging
Messaging (Enterprise Social Network) is a good feature in HUJRA ERP, which
aims to keep all business communications within the ERP system, versus
externally such as in separate email clients. Messages allow for an out and in
flow of discussions directly from HUJRA ERP to a contact/customer/partner/
colleague. Messages also serves as a business to do list based on those
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communication flows, and discussion groups for mailing list functionality for
business teams.
3.1
Sub menus
The following screenshot displays the main sub menu items of the
messaging functionality, and some explanations on what they do.
1. User inbox, this displays all unread communications for which the user is a
part of.
2. These are messages which were send directly to the user, and are therefore a
lot more relevant to the given user. Messages here should also ideally be read
and marked done or todo, and cleared from view.
3. These are messages marked to do from previous boxes, and require user
action. Once the user has acted on the message, the user marks the
message done. This serves as a todo list based off the business
communications.
4. Archives are where all messages marked done, will be kept. They are meant
to be out of sight and out of the way, but available to find if required.
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5. This is the HUJRA ERP calendar for the user, showing user meetings and other
colleague meetings as well.
6. Groups are mailing lists for collaborative messaging. Once a user joins a
group, the user will see all new communications for the group, and will also
be able to post messages to the group. This is where a user can find new
groups within the company, or even create a new group if permissions allow.
Once a group is selected and joined, a sub-menu list with the group will be
shown to the user.
7. Unread messages count. This is a count of messages that the user has not
read in the respective box.
3.2
Message marking
1. Mark this message as todo. If the message is actionable to the user, this
marks the message as todo, and moves the message out of the current box.
The message will then be seen in the todo sub menu.
2. This replies to the message, providing an input box below the message, in
which the user can type the reply and send it.
3. Mark message as done. This moves the message into the archive and out of
sight, but accessible if later needed for any reason.
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3.3
Groups
The following screenshot displays user actions within the groups area of
messaging.
3.4
Sending messages
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1. This is where recipients will be entered, simply typing the recipients starting
email or name, will offer choices based on contacts within the system. More
than one recipient may be entered here.
2. These are rich text formatting options which can be used to compose this
message
3. This allows a user to attach a file from his/her PC, to the message. This is the
same as attachments in email. The user can select a file from their local
system to be sent.
4. These buttons send the message or cancel the compose.
5. This allows a user to select a template, with predefined message body
content and formatting (templates will be discussed later)
3.5
Message Searching
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1. To access the advanced search options, this dropdown icon should be clicked.
It presents advanced search filters that is relevant for the area in which the
user is working.
2. These are quick filters, clicking on them applies the filter immediately, they
are shortcuts for commonly needed filters.
3. Advanced search for message components, such as subject, author,
attachments, etc
4. Apply advanced search.
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1. Each applied filter displays in the universal search bar as a box. Clicking on
the x on the right end of the box for the filter, removes the filter and
searches without that filter
3.6
Message viewing
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1. Picture of original message sender. If the contact in the system has an image
assigned, it is displayed here, otherwise a default image is displayed.
2. If the message text is long, the message is previewed and the rest of the
message is hidden. To display the entire message in question, the read
more link can be clicked.
3. Recipients of the message can be seen at a glance at the bottom of a given
message
4. Message age can be seen at a glance at the bottom of a given message
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4.1
Sub menus
4.2
Creating an employee
The following screenshot displays the employee creation interface. This interface is
accessed by clicking on the create button in the employees sub menu.
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4.3
HR Contract
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Contract is generally related directly with employee which has some basic
information like wages, salary structure attached with that employee, contract
period etc.
The following screenshot displays the employee contract creation interface. This
interface is accessed by clicking on the create button in the contracts sub menu.
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1.
2.
3.
4.
5.
6.
7.
Contract reference
Select an employee from the list
Select job title of the employee or can be create by selecting Create and Edit
Select contract type
Salary of the employee in Rupees
Contract duration of the employee
Select salary structure for the employee
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1.
2.
3.
4.
1.
2.
3.
4.
5.
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To check the amount according to contribution register, first confirm payslip that
you
have
created.
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4.4
HR Expense Management
This HUJRA ERP System Module allows manager to manage employees' expenses. It
gives access to the employees fee notes and give the right to complete and
validate or refuse the notes. After validation it creates an invoice for the employee.
Employee can encode their own expenses and the validation flow puts it
automatically in the accounting after validation by managers.
The whole flow is implemented as:
Draft expense
Confirmation of the sheet by the employee
Validation by his manager
Validation by the accountant and receipt creation
The following screenshot displays the employee expense creation interface. This
interface is accessed by clicking on the create button in the expense sub menu.
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1.
2.
3.
4.
5.
6.
7.
Select Employee
Description of the expense
Add expense item
Total expense
Save the record
The HR manager will give approval to this expense
After the HR manager approval the Account manager will give the payment
4.5
HR Leave Management
This Module of HUJRA ERP System controls the leaves schedule. It allows employees
to request leaves. Then, managers can review requests for leaves and approve or
reject them.
The Manager can keep track of leaves in different ways by following reports:
Leaves Summary
Leaves by Department
Leaves Analysis
Discussed here are the basic operations performed under this module.
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The following screenshot displays the interface for requesting leave, which can be
done by any HUJRA employee.
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1. Current allocations requests, and their status. Use the create button to create
a new allocation request.
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4.6
HR Payroll Management
The following screenshot displays the interface for creating a new payslip.
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5.Project Management
The projects section of HUJRA ERP allows to do the project management.
Sub menus
The following screenshot displays the interface for the project section of
HUJRA ERP.
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1. Project listing, listed depending on user rights and project visibility settings
2. Task listing
3. Task stages, which are configurable by users given project manager access
4. Tags given to projects, as are relevant for the organization, such as feature
request or usability etc.
5. Create new project
5.1
The following screenshot displays the interface for creating a new project
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1. Project name
2. If checked, this project will have manageable tasks and traceable issues
3. Add team members who will participate in this project or its tasks. Also listed
are the current members, which can be removed if required.
4. Project visibility, which may be all employees only, all users, portal users and
employees, and followers only. Portal users are users added and given portal
rights to be able to access documents etc, but are not system users or
employees. Employees are all employees of the organization. Followers only
applies to current project members and followers of the project
5. Manager for this project
6. Customer that this project is assigned to
7. Tasks shortcut for this project
8. Documents for this project
9. Save this project
The following screenshot displays the interface for other info related to
creating a project.
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The following screenshot displays the interface for stages which the project
may undergo
5.2
The following screenshot displays the interface for the task listing from the
sub menu.
1. A task, in Kanban view where all tasks are viewed as cards with summaries of
descriptions etc.
2. Tasks stages where tasks are under the relevant stage.
3. Create new task button.
5.3
Creating tasks
The following screenshot displays the interface for creating a new task.
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1. Task summary
2. Project under which this task belongs
3. User which task is assigned to
4. Deadline date for task if required
5. Description of task in more detail
6. Save task
The following screenshot displays the interface for extra info which can be
entered during task creation.
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1. Priority of task
2. Customer this task is assigned to if required
3. Start/end date of task
4. Sequence of task in task list view
5.4
Task stages
The following screenshot displays the interface for task stages configurable
for projects.
3. Status for a given stage, which can be new, in progress, pending, done,
cancelled
The following screenshot displays the interface for tags, which may be given
to projects, used later for searching etc.
6.Accounting
The accounting section of HUJRA ERP is where the accountant carry out the
following accounting functions:
manage customers/suppliers
legal/generic reporting
6.1
Sub menus
The following screenshot shows the sub menu items in the accounting
section.
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6.2
Customer accounting
The following screenshot displays an open invoice (once clicked on from list
view).
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1. Various info about the invoice, including customer details, accounting details,
product details
2. Refund invoice button to refund the invoice if needed
The following screenshots display the invoice workflow and buttons to move
them along the workflow as the processes take place.
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The following screenshot displays an open refund (once clicked on from list
view).
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1. Various info about the refund, including customer, accounting details, product
details
2. Validate refund button
The following screenshots display the refund workflow and buttons to move
them along the workflow as the processes take place.
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The following screenshot shows a sales receipt, viewed once clicked on from
list view.
1. Sales receipt details, including customer info, accounting info, amount etc.
2. Workflow and edit/create buttons for sales receipts
The following screenshot displays the journal items tab for the sales receipt.
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The following screenshots displays the sales receipt workflow and buttons to
move them along the workflow as the processes take place.
The following screenshot displays the interface for a payment, once clicked
from list view.
1. Customer info
2. Credits for this payment entry
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The following screenshot displays the journal items for the payment entry.
Payments may be unreconciled if the journal allows for it, the following
screenshot displays the unreconcile button for a payment entry.
6.2.5 Customers
This section allows a user to search current customers or add a new
customer to the system.
The following screenshot displays the customer kanban view.
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6.3
Supplier accounting
The following screenshot displays the interface for details of an invoice, after
clicking on it from list view.
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1. Invoice detail, including supplier info, accounting info, product, taxes and
totals
The following screenshot displays the other info tab for the invoice
The following screenshot displays the payments tab for the invoice
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The following screenshots display the workflow and workflow buttons for a
supplier invoice as the processes takes place.
1. Create supplier refund button. These also get created when invoices above
are requested for refunding
2. List of supplier refunds
3. State of refund, draft or posted etc.
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The following screenshots display the workflow and workflow buttons for
supplier refunds as the process takes place.
1. Payment value against refund, note the refund has a negative value
2. Refund info, including supplier, period, etc
3. Pay button to record payment against the refund
The following screenshot displays the invoice tab for the refund, showing info
for products and amounts etc
The following screenshot displays the payment tab for the refund, showing
info such as journal, debit/credit amounts etc
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The following screenshot displays the receipt detail, once clicked on from list
view.
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The following screenshots display the workflow and workflow buttons for
supplier receipts as the processes takes place.
1. Create payments button. Entries usually come from supplier invoices and
refunds for which payments are done.
2. List of supplier payments
3. Status of payment, posted or draft etc
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The following screenshot displays the journal items tab for a supplier
payment.
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The following screenshots display the workflow and workflow buttons for
newly created supplier payments.
1. Unreconcile payment
2. State posted after validated
6.3.5 Suppliers
This section allows a user to search current suppliers or add a new supplier
to the system.
The following screenshot displays the supplier kanban view.
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6.4
1. This tab is to be used to create new bank statement. Multiple statement has
to be created to reconcile the multiple bank accounts.
2. This tab shows the relevant refer # of bank statement .Generated
automatically but can be changes according to needs of org.
3. This tab to be used to search items which are not shown at current menu.
Create new Bank Statement
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1. This shows the ref # for newly created bank statement in ERP system.
2. This tab shows the related journal and currency to be used while creating new
bank statement.
3. This specifies the date and related period on which bank statement is
created.
4. This refers to the starting or initial balance in specific bank accounts used in
statement process.
5. This refers to the ending balance at the end of period which supposed to be
reconciled.
6. This tab is used to add another item or any entry to be made into bank
accounts.
7. This tab is to be used for saving the current statement when all fields are
entered.
Confirm the Bank Statement by Account Manager
The following screenshot will be display when we click on save.
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1. This tab to be used while submitting any check or cash into bank account.
2. This tab is to be used while taking money out from specific bank account.\
3. This tab is to be used once entries are being made and statement is to be
confirmed for specific period.
Put Money In
The following screenshot will be display when we click on the Put Money In
1. This refers to the reason to which money is submitted into bank account.
2. This refers to the amount which is being deposited into bank account.
3. This tab is to be used while confirming the transaction.
4. Put Money In
Put Money Out
The following screenshot will be display when we click on the Put Money Out
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1. This refers to the reason why money is taken out from specific bank account.
Like supplier payment, salary etc.
2. This specifies the amount to be taken out from bank account.
3. This tab is to be used once transaction is complete and to be executed.
1. Refers to create new cash register. Usually this feature is used if Accounts is
being maintained for Multiple or sister companies.
2. Tab shows the reference number for associated cash register.
3. This tab is used to search any item related to cash register.
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1. This tab is used to define the currency journal to use while creating new cash
register.
2. Refers to date on which cash register was created.
3. This tab is used to save the newly created cash register in Open ERP system.
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1. This tab is used to enter denomination of currency notes held within cash
register.
2. This tab is used to open the cash register at the start of the day to make
transaction.
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1. This shows the item description for which cash is being taken out from cash
register.
2. This tab shows the new item creation process to add another item to be
expensed from cash register.
The following screenshot will be display when we click on save
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1. This tab to be used to put more money into cash register i.e. if accountant
receive money as initial disbursement at the day start.
2. This tab to be used to take money out as expenses are being incurred.
3. This tab to be used at the day end to close the cash register for auditing
purpose.
Put Money In
The following screenshot will be display when we click on the Put Money In
1. This refers to the reason why money is being put into cash register i.e. initial
receipt.
2. This refers to the amount to be put into cash register.
Put Money Out
The following screenshot will be display when we click on the Put Money Out
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1. Refers to reason why money is taken out of cash register i.e. description of
expense.
2. Refers to the amount to be taken out in terms of expense incurred.
3. This tab is be used once money is to be taken out .alternatively enter key can
be used on key board.
Directory structure can be useful for viewing files grouped by directory, and
advanced searching, for searching files in a given directory, as noted in the
following screenshot.
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7.Reports
In this section well handle more advanced topics related to reporting.
Specifically, well go describe how to go about creating and modifying
reports using the OpenOffice Report Designer module.
7.1
Installation
You will need to have a copy of OpenOffice or Libre Office. Also install the
module called OpenOffice Report Designer in HUJRA ERP before continuing.
7.1.1 Download OpenOffice Extension
Reports will be designed in OpenOffice and to do that we need to install an
extension module in OpenOffice. The module can be downloaded from within
HUJRA ERP by going to Reporting > Configuration > Report Designer. Then
click the Download HUJRA ERP_report_designer.zip link to download the
extension.
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7.1.3 Configuration
Before you can start creating or modifying reports you will need to establish
a connection with the HUJRA ERP server. This can be done by selecting the
new HUJRA ERP Report Designer item from the main menu and then
clicking Server parameters. This will bring up a small window in which you
can type the HUJRA ERP server details. The default parameter values are
typically fine if you are running HUJRA ERP on the same machine, otherwise
check with your system administrator.
Below is a screenshot of the server connection window.
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You will then be prompted to select the database that you want to connect
to. Select the appropriate database and enter your user details.
7.2
To create a new report select the Open a new report option from the
HUJRA ERP Report Designer menu. You will then be given the option to
select the object (or Module) that you want to create the new report for. If
you would like to create a new sales order document you would select Sales
Order for example.
Below is a screenshot of the module selection window.
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Once youre happy with your new report click the Send to server option
from the HUJRA ERP Report Designer menu to save your changes to the
HUJRA ERP server. A new window will open where you can give the report a
name, select whether or not you want to include your corporate header and
in which format the generated report should be.
7.3
To modify an existing report select the Modify Existing Report option from
the HUJRA ERP Report Designer menu. Then select the report that you wish
to modify and click the Open Report button.
Below is a screenshot of the report selection window.
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You can save your changes by selecting the Send to server option from the
HUJRA ERP Report Designer menu.
bar charts
pie charts
areas
lines
radar charts
a new menu to dynamically modify the graphs:
change mode, switch to grid, modify the title, configure the legend ;
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In HUJRA ERP, the reporting menu is shown for four different users. They are
Employee, Project Manager, Accountant and Administrator.
8.1
Employee Reporting
The following screenshot displays the employee personal dashboard. This interface
is accessed by clicking on the Reporting main menu.
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This is the employee personal dashboard where he can add any related report. To
add a report, go to a menu, switch to list or graph view and click Add to Dashboard
in the extended search options.
The following screenshot displays the employee project dashboard.
1.
2.
3.
4.
5.
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8.2
The following screenshot displays the Manager personal dashboard. This interface is
accessed by clicking on the Reporting main menu.
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This is the Manager personal dashboard where he can add any related reports. To
add a report, go to a menu, switch to list or graph view and click Add to Dashboard
in the extended search options.
The following screenshot displays the Manager Task Analysis in Graph view.
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The following screenshot displays the Manager Project Task Analysis in List view
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8.3
Administrator Reporting
The administrator has access to every kind of report like dashboards, sales,
purchases, projects, human resources etc.
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