College of Computer Engineering and Sciences

Al Kharj

LAB Manual

ERP- IS4201

Semester 1: 1437-38

Index

Week 1:Introduction to ERP Software’s

a. List of ERP Software’s availableb. Comparison between different ERP software’sc. List of Modules in an ERP Software

Week 2: Introduction to ODOO, Installation and configuration

Week 3: HR Module Setup

Week 4:Product and Inventory Module

Week 5:Purchase Module

Week 6:Sales Module

Week 7:Payroll Module

Week 8:CRM Module

Week 8:Full Purchase Cycle

Week 9:Report Generation from Single Module

Week 10:Report Generation from multiple Modules

Week 1: Introduction to ERP software’s and Comparison

Introduction

In any industry, some of the demands managers face is to be cost effective. In addition to that, they are also faced with challenges such as to analyze costs and profits on a product or consumer basis, to be flexible to face ever altering business requirements, and to be informed of management decision making processes and changes in ways of doing business.

However, some of the challenges holding managers back include the difficulty in attaining accurate information, lack of applications that mimic existing business practices and bad interfaces. When some challengers are holding a manager back, that is where Enterprise Resource Planning (ERP) comes into play.

Over the years business applications have evolved from Management Information Systems with no decision support to Corporate Information Systems, which offer some decision support to Enterprise Resource Planning. Enterprise Resource Planning is a software solution that tackles the needs of an organization, taking into account the process view to meet an organization's goals while incorporating all the functions of an organization.

Its purpose is to make easy the information flow between all business functions within the boundaries of the organization and manage the organization's connections with its outside stakeholders.

In a nutshell, the Enterprise Resource Planning software tries to integrate all the different departments and functions of an organization into a single computer system to serve the various needs of these departments.

The task at hand, of implementing one software program that looks after the needs of the Finance Department together with the needs of the Human Resource Department and the Warehouse, seems impossible. These different departments usually have an individual software program that is optimized in the way each department works.

However, if installed correctly this integrated approach can be very cost effective for an organization. With an integrated solution, different departments can easily share information and communicate with one another.

The following diagram illustrates the differences between non-integrated systems versus an integrated system for enterprise resource planning.

The Driving Force behind ERP

There are two main driving forces behind Enterprise Resource Planning for a business organization.

In a business sense, Enterprise Resource Planning ensures customer satisfaction, as it leads to business development that is development of new areas, new products and new services.

Also, it allows businesses to face competition for implementing Enterprise Resource Planning, and it ensures efficient processes

that push the company into top gear.

In an IT sense: Most softwares does not meet business needs wholly and the legacy systems today are hard to maintain. In addition, outdated hardware and software is hard to maintain.

Hence, for the above reasons, Enterprise Resource Planning is necessary for management in today's business world. ERP is single software, which tackles problems such as material shortages, customer

service, finances management, quality issues and inventory problems. An ERP system can be the dashboard of the modern era managers.

Implementing ERP System

Producing Enterprise Resource Planning (ERP) software is complex and also has many significant implications for staff work practice. Implementing the software is a difficult task too and one that 'in-house' IT specialists cannot handle. Hence to implement ERP software, organizations hire third party consulting companies or an ERP vendor.

This is the most cost effective way. The time taken to implement an ERP system depends on the size of the business, the number of departments involved, the degree of customization involved, the magnitude of the change and the cooperation of customers to the project.

Advantages of ERP System

With Enterprise Resource Planning (ERP) software, accurate forecasting can be done. When accurate forecasting inventory levels are kept at maximum efficiency, this allows for the organization to be profitable.

Integration of the various departments ensures communication, productivity and efficiency. Adopting ERP software eradicates the problem of coordinating changes between many systems. ERP software provides a top-down view of an organization, so information is available to make

decisions at anytime, anywhere.

Disadvantages of ERP System

Adopting ERP systems can be expensive. The lack of boundaries created by ERP software in a company can cause problems of who takes

the blame, lines of responsibility and employee morale.

Comparison between SAP and Open Source ERP

Open ERP SAP

OpenERP is well suited SME market particularly For Large organizations

Many Product are there working in isolation, customer support is rare

SAP is the market leader for the last 30+ years and no one able to replace them. Their product and support system is excellent.

Lack of focus market and commercial product Some of the features of SAP is not at all available in open ERPs as the focus market itself is different.

Working like startups Ability to handle large amount of data, workflows, ability to customize and a good eco-system to support etc are a huge advantages for SAP.

Their consultants are expensive, but “value for money” and business looks for the value.

Security, Extensibility and lack of support is an issue Being a commercial product SAP is an expert in

with open source Security, extensibility with long experience and provide extensive support for their clients

Week 2:Introduction to ODOO

Introduction to Modules in ODOO

A revolutionary double entry inventory system

Decrease your process times, automate transactions, reduce your stock levels and get complete traceability on

all operations with the Odoo double entry inventory system.

Double Entry Inventory Management

Nothing is lost, everything is moved

Based on the concept of double entry that revolutionized accounting, Odoo's inventory management isn't about consumption, loss or missing products; products are just moved from one location to

another.

This allows full traceability (from customer to supplier, not limited to your warehouse), advanced reporting (e.g. inventory valuation on manufacturing

counter-parts locations) and a very simple user interface.

Automate transactionsDecrease your process time

Odoo prepares all operations for you, according to your own logistic rules: routes, waves, removal/put away strategies, minimum stock rules, etc. Optimizes the planning and jobs with the scheduler to reduce your process time.

Get Full TraceabilityKeep an eye on all your stock by tracing all your past and future inventory transactions. Track in detail all stock moves, not only in your warehouse but also in counter-parts of the double entry moves (customers, suppliers or manufacturing locations).

Browse through the upstream or downstream traceability flows to have a clear vision to what happened to a specific product or lot.

Reduce your stock level

Fine-tune procurement methods according to your need

Reduce your stock while always staying replenished! You can setup minimum stock

rules to have automatic procurements with the right quantities computed to get to the optimum level specified. Get rid of the

stress of your stock and let the system help you with fullfilment propositions. 

Fully Integrated with OperationsSales, Purchases and Accounting integration

Get your procurements accurate as the Odoo WMS is fully integrated with sales and purchases for accurate forecasts. The accounting integration allows real time accounting valuation and deeper reporting on costs and revenues on your inventory operations.

Track Serial NumbersAssign serial numbers at every step of your reception or delivery flow. Odoo handles unique serial numbers, batches of identical products or packaging units.

Scale Your WMS easily

Manage your own internal and external locations, customers, suppliers or manufacturing inventories with the Odoo multi-

warehouse management system based on a hierarchical location structure.

Odoo's Inventory Management is designed to scale from a few thousands operations to several millions of transactions.

Use Routes to Support Your Own Delivery ProcessDefine routes according to your warehouse organization

Customize routes and picking/packing operations to support your own customer delivery process. Define custom routes or use pre-

configured routes, e.g.: pick ⨠pack ⨠ship. � �

Wave & Batch PickingOptimize your picking orders

Use routes, waves and orderpoint rules to optimize the way you pick products in the warehouse. Odoo supports most picking methods out-of-the-box like; wave picking, batch picking and "by order" picking.

Cross-Docking some productsStreamline your supply chain from point of origin to point of sale

Unload incoming materials from suppliers and route them directly to the packing or delivery zone to deliver customers, without going through the stock. Set the "Cross-Dock" route on products or per sale order lines.

Module 2:

Manufacturing Resource PlanningManage Bill of Materials, Plan Manufacturing Orders, Track Work Orders

Get all your assembly or manufacturing operations managed by Odoo. Schedule manufacturing orders and work orders automatically. Review the proposed planning with the smart kanban and gantt views. Use the advanced analytics features to detect bottleneck in resources capacities and inventory locations.

Schedule Manufacturing Orders EfficientlyGet manufacturing orders and work orders scheduled automatically based on your procurement rules, quantities forecasted and dependent demand (demand for this part based on another part consuming it).

Schedule Manufacturing Orders EfficientlyGet manufacturing orders and work orders scheduled automatically based on your procurement rules, quantities forecasted and dependent demand (demand for this part based on another part consuming it).

Define Flexible Master DataProducts, Bill of Materials and Work Order Operations

Get the flexibility to create multi-level bill of materials, optional Work Order Operations,version changes and kits. You can use BoM for kits or for manufacturing orders.

Get Flexibility In All OperationsEdit manually all proposed operations at any level of the progress. With Odoo, you will not be frustrated by a rigid system.

Schedule Work OrdersCheck resources capacities and fix bottlenecks

Define Work Order Operations and plan the working time and capacity of your resources. Quickly identify resource requirements and bottlenecks to ensure your production meets your delivery schedule dates.

A Productive User Interface

Work with lists, calendars or gantt charts

Organize manufacturing orders and work orders the way you like it. Process next orders from the list view, control in the calendar view and edit the proposed schedule in the Gantt view.

Lists

Gantt Charts

Calendar

Inventory & Manufacturing Analytics

Track the evolution of the stock value, according to the level of manufacturing activities as they progress in the transformation process.

Fully Integrated with OperationsSales, Purchases and Accounting integration

Get your manufacturing resource planning accurate with it's full integration with sales and purchases apps. The accounting integration allows real time accounting valuation and deeper reporting on costs and revenues on your manufacturing operations.

Customer Relationship ManagementBoost sales productivity, improve win rates, grow revenue

Manage your sales funnel with no effort. Attract leads, follow-up on activities and meetings. Analyse

the quality of your leads to make informed decisions and save time by integrating emails directly into the application.

Your Sales Funnel, The Way You Like ItTrack your opportunities pipeline with the revolutionary kanban view. Work inside your sales funnel and get instant visual information about next actions, new messages, top opportunities and expected revenues.

Lead Management Made EasyCreate leads automatically from incoming emails. Analyse leads efficiency and compare performance by campaigns, channels or sales team.

Find duplicates, merge leads and assign them to the right salesperson in one operation. Spend less time on administration and more time on qualifying leads.

Organize Your OpportunitiesA clean user interface with everything in one screen

Get your opportunities organized to stay focused on the best deals. Manage all your customer interactions from the opportunity like emails, internal notes, meetings and quotations.

Follow opportunities that interest you to get notified upon specific events: deal won or lost, stage changed, new customer demand, etc.

Email Integration and AutomationWork with the email applications you already use every day. Whether your company uses Microsoft Outlook or Gmail, no one needs to change the way they work, so everyone stays productive.

Route, sort and filter incoming emails automatically. Odoo CRM handles incoming emails and route them to the right opportunities or sales team. New leads are created on the fly and interested salespersons are notified automatically.

Collaborative Agenda

Schedule your meetings using the integrated calendar. You can see your agenda and your colleagues' in one view. As a manager, it's easy to see what your team is busy with.

Lead Automation and Marketing CampaignsDrive performance by automating tasks

Use our marketing campaigns to automate lead acquisition, follow ups and promotions. Define automated actions (e.g. ask a salesperson to call, send an email, ...) based on triggers (no activity since 20 days, answered a promotional email, etc.)

Optimize campaigns from lead to close, on every channel. Make smarter decisions about where to invest and show the impact of your marketing activities on your company's bottom line.

Customize Your Sales CycleIt Fits Your Sales Approach

Customize your sales cycle by configuring sales stages that perfectly fit your sales approach. Control statistics to get accurate forecasts to improve your sales performance at every stage of

your customer relationship.

Week 3:Installing and Configuring Odoo

To Install and configure, consider following steps.

1. Difference between Community and Enterprise Edition

Community edition has limited functionality. Community edition you have limited number of users. Community edition has only 37 Apps ( We need max 10 Apps) It’s free and unlimited with LGPU license.

2. Installing Odoo

1.Odoo is LGPU license, community edition does not require any payment or time bound software.(odoo Wikipedia)

2.Enter the details in the following link. Click Download Community edition odoo 10.0 for Windows from link below.

https://www.odoo.com/page/download

3. A file with name odoo.10.0.latest .exe will be downloaded.

4. Execute this file.

5. Proceed with installation.

6. During the installation make sure that Program and PostGRESQL both are selected.

7. If selection symbol in front of ‘postgresql’ is not there.

8. It means that there is previous SQL data available on the system. That must be deleted first.

9. While entering the name and details, click on loading the Demo Data. It will load demonstration data on the system. It saves a great time of entering the data in the system.

10. Odoo will start, if for some reason it didn’t start, one can go to browser and type link

localhost:1089

11. It will ask for details, fill in the details.

12. Click on the setting on the top bar. Change the language, time zone and check for installed apps

13. Installed at least 3-4 apps. Like Sale, CRM and point of sale.

14. See the setting of those apps.

Week 4:

Configuring and Using Sales Application

Login in the odoo

Open link in firefox localhost:8069/web/login

Or simply localhost:8069

Enter your username and password, which u used during installation. Once in and click on Sales App on top bar of your screen, you can see screen as follows.

Check for the options available on the left side pane. Click each of them and see the details in side Open some links and explore the otions and details it provided. Study how it works.

Go to the Setting in this screen

You will see above screen It has four categories of setting, Pricing, Quotations, sales and Customer. Configure each of above according to your need. Some options are available for Enterprise Version, it should not be used in community edition. Once you make selections according to your company, you can see the reflections in the related

documents such as sales order after saving the document.

Now Click on the Customer link on the left hand side of the screen, you will see following screen.

You can also create a new customer, but don’t create it from here. It is better to create it from the Customer app which we will see later.

Click on the Quotation on the left hand side pane.

You can see the list of quotations already there. Select and click on one of the quotation to its details as follows.

See the options available on the top bar and select respective option. For sending it as an email you need to configure email with SMPT configuration. Once you confirm it as sale, it will be moved to sales from Quotation.

Click on Create to create a new quotation.

Click on Sales order on the left pane It will display screen as follows.

Here you can see the list of sales order.

Here you can import sales order from an excel file or you can create one here.

Click on the create to start a new sales order.

First it will be created as a quotation, later it will be shifted to sales order.

Click on the product link to see the screen as follows.

You will see the list of product with their photos. Click on any of them to see the products. Click on Create to create a new product.

Enter the details of the product and click on Save to save this new product. Explore and experiment with each option. If for some options, data is not available you can enter the data.

Click on Product Variant to see the details of product variant details. This option is available only when you have configured product variant to be present. From the setting of Sales App.

To create sales to invoice click on Sales to invoice on left pane.

Create a sales to Invoice by clicking Create. Invoice you can create by importing from Excel file also.

Click on Order to Upsale by clicking on the left hand side pane.

Make a upsale bill in order to practice it.

In Reports Section, click on Reports to start with reports.

Click on the + sign to expand the detailed reporting. Click on the measures, to see the details of items.