openbravo for retail solution description en
DESCRIPTION
http://openbravo-retail.comTRANSCRIPT
Openbravo for Retail
July 2012 v1.0
Openbravo for Retail
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Contents
1 Introduction .................................................................................................................................... 5
2 Business Footprint ......................................................................................................................... 8
2.1 Merchandise Lifecycle ......................................................................................................... 8
2.1.1 Item Management ........................................................................................................... 8
2.1.2 Pricing ............................................................................................................................. 9
2.1.3 Assortment Management .............................................................................................. 10
2.2 Supply Chain Management ............................................................................................... 11
2.2.1 Procurement ................................................................................................................. 11
2.2.2 Warehouse and DC Management ................................................................................ 12
2.2.3 Merchandise Distribution .............................................................................................. 12
2.3 Multichannel ...................................................................................................................... 13
2.3.1 Sales Order Management (Wholesale Function) ......................................................... 13
2.3.2 Customer Order Management at POS ......................................................................... 14
2.3.3 E-Commerce Order Management ................................................................................ 16
2.3.4 In-Store Merchandise and Inventory Management ...................................................... 16
2.3.5 Payments Handling ....................................................................................................... 17
2.3.6 Cash Operations ........................................................................................................... 19
2.4 Enterprise Management .................................................................................................... 20
2.4.1 Organizational structure ................................................................................................ 20
2.4.2 Human Resources / Staff Management ........................................................................ 21
2.4.3 Financial Management.................................................................................................. 23
2.4.4 Document Management................................................................................................ 24
2.4.5 E-Learning Support ....................................................................................................... 25
2.4.6 Retail CRM .................................................................................................................... 26
2.5 Retail Intelligence .............................................................................................................. 28
2.5.1 Dimensional Reports..................................................................................................... 28
2.5.2 Widgets ......................................................................................................................... 29
2.5.3 Grid ............................................................................................................................... 31
2.5.4 Integration with BI platforms ......................................................................................... 32
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Screenshots
Screenshot 1: Back office login window ............................................................................................... 5
Screenshot 2: Web Point of Sale (POS) login window ......................................................................... 5
Screenshot 3: Product window ............................................................................................................. 8
Screenshot 4: Price List Window .......................................................................................................... 9
Screenshot 5: Product card with Price Information ............................................................................ 10
Screenshot 6: Product List (Assortment) window ............................................................................... 11
Screenshot 7: Sales Order Window ................................................................................................... 14
Screenshot 8: Browse Categories ...................................................................................................... 15
Screenshot 9: POS Terminal Type window ........................................................................................ 16
Screenshot 10 : Card payment example ............................................................................................ 18
Screenshot 11: Ticket payment .......................................................................................................... 18
Screenshot 12 : Cash Management Window ..................................................................................... 19
Screenshot 13: Cash Up (End of Day) process ................................................................................. 20
Screenshot 14: Organization window (form view) .............................................................................. 21
Screenshot 15 : Employee Card......................................................................................................... 22
Screenshot 16: Commissions Set Up ................................................................................................. 22
Screenshot 17: Cash Flow Forecast report exported to Excel ........................................................... 24
Screenshot 18 : Store P&L ................................................................................................................. 24
Screenshot 19: File attachment .......................................................................................................... 25
Screenshot 20: Openbravo Workspace ............................................................................................. 26
Screenshot 21: Customer card ........................................................................................................... 27
Screenshot 22: Customer History (Orders, Shipments, Invoices) ...................................................... 27
Screenshot 23: Sales Dimensional Report ......................................................................................... 29
Screenshot 24: Zoho widget in the Workspace .................................................................................. 30
Screenshot 25: Zoho widget as a menu entry .................................................................................... 30
Screenshot 26: Grid example ............................................................................................................. 31
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Copyright © Copyright 2012 Openbravo. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express written permission of Openbravo. The information contained herein may be changed without prior notice.
Openbravo and the openbravo logo are trademarks of Openbravo S.L.U. Names and distinctive signs of other parties are trademarks of their respective owners. For more information on our licensing, please consult http://www.openbravo.com/legal/license.html
Notes, tips or hints
Complementary functionality provided by additional modules developed by Openbravo or Openbravo accredited partners
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1 Introduction
Openbravo for Retail is a a multi-channel retail management system, for managing an entire Retail business, from Sales and Customer Relationships to Financials and Operations, across different channels.
The complete solution includes fully integrated POS functionality, implemented as a web option that works offline and can be deployed on any commodity mobile touch screen device with a browser. Openbravo for Retail provides a highly satisfying staff and customer experience out of the box, and can be easily tailored and extended using industry standard open source tools.
Screenshot 1: Back office login window
Screenshot 2: Web Point of Sale (POS) login window
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Built over the powerful 100% web based, open source Openbravo 3 platform, Openbravo for Retail provides a best-in-class user experience, with key end user oriented features like alerts, direct url links, notes, attachments, etc. that enhance individual productivity and boost team work and collaboration. Detailed information about the user interface capabilities may be found here: http://wiki.openbravo.com/wiki/User_Interface_Introduction.
Openbravo 3 Platform
Fully web based
Highly productive user interface
Modular
Fully interoperable
Retail Analytics
Dashboards
Query & Reporting
Spreadsheet-like information searching and filtering
Business Footprint
Merchandise Lifecycle Management
Supply Chain Management
Multichannel
Enterprise Management
Thanks to its breadth and robust platform, Openbravo for Retail can help any kind of retailer
leverage IT to drive better business results:
Brick-and-mortar retailers, seeking a modern retail solution to improve operations and
customer experience, while also providing support for opening the web channel
E-Commerce retailers, seeking a back office solution to improve their logistic and financial
processes
Franchisors, seeking a scalable solution with a clear cost model for their current or new
franchisees and owned stores, to increase their network performance and reduce time-to-
market when adding and opening new stores
Retailers seeking a solution to support international operations, with multi-language
and multi-accounting schema capabilities
Picture 1: Openbravo for Retail Scope
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The Openbravo for Retail solution provides benefits for the whole organization. Just find yours!
Picture 2: Global Benefits
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2 Business Footprint
2.1 Merchandise Lifecycle
2.1.1 Item Management Openbravo for Retail uses and expands the standard Openbravo 3 Product Management functionality.
More information about the standard Openbravo 3 functionality may be found here: http://wiki.openbravo.com/wiki/Product.
Key functionality includes:
Products and components
Product categories
Barcodes
Product details include product types (item, service, cost), with specialized management for each. Warehouse specific management definition for each product (management of stock, tracking ability), product images.
Measurement units, conversion between units, variable weight units.
Multiple vendors for each product
Product data load tool
Screenshot 3: Product window
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2.1.2 Pricing Openbravo for Retail provides a complete and flexible solution for managing the retailer pricing structure, both for retail and wholesale, supporting easy maintenance of end customer and transfer prices (general sales prices) for all sites (stores and distribution centers) and other operational units. Openbravo for Retail extends the standard Openbravo 3 pricing functionality. More Information about the standard Openbravo 3 pricing functionality may be found here: http://wiki.openbravo.com/wiki/Price_List. Key functionality includes:
Price lists and price list versions (From and To validity dates)
Price list schemas, or templates used to automatically populate a new version of a price list
Base Price List which identifies the Base Price List used for calculating prices
Site price lists, assigned at single store level or at store group level
Price list report
Retail price list with Tax included
Pricing data load tool
Screenshot 4: Price List Window
2.1.2.1 Retail
A separate price list may be established for each Retail Organization unit.
The following precedence rules are observed:
1. If a Price List has been assigned to a store, any product sold in this store will take the price from the store level price list.
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2. If the store does not have an assigned price list, the price will be inherited from the nearest parent element (store group) in the organizational structure.
Screenshot 5: Product card with Price Information
2.1.2.2 Wholesale
The standard Price List management functionality can be used for creating the wholesale pricing.
2.1.3 Assortment Management The main goal of Assortment Management is to define assortments, and identify which articles are to be listed for which stores. The variety (breadth) is the number of different merchandising categories within a store or department. The assortment (depth) is the number of SKUs within a category. The product availability defines the percentage of demand for a particular SKU that is satisfied.
Key functionality includes:
Create Product Lists
Clone a Product List
Assign Product List to a Retail Organization node: o If a store has an assigned product list, it can only trade with products defined inside
the product list. o If the store does not have an assigned product list, the product list will be inherited
from the nearest parent element (store group) in the organizational structure.
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Screenshot 6: Product List (Assortment) window
2.2 Supply Chain Management Openbravo for Retail provides full control of the supply chain, with streamlined functionality to minimize acquisition costs and optimize collaboration with trading partners.
2.2.1 Procurement Openbravo for Retail provides a complete procurement functionality based on the standard Openbravo 3 Procurement Management capabilities.
Key functionality includes:
Purchase planning, based on demand, keeping in mind minimum stock levels, goods receipts dates, and pending requests
Support for purchase requisitions for centralized purchase management
Vendor management
Purchase lists management
Purchase orders
Returns to vendor
Goods receipts
Purchase invoices
Detailed reporting and order history for rebate management
Invoice verification
Information about the standard Openbravo 3 supply chain functionality may be found here:
http://wiki.openbravo.com/wiki/Procurement_Management.
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2.2.2 Warehouse and DC Management The warehouse management processes built into Openbravo for Retail allow the inventory to always be up to date and correctly valued. The ability to definine the warehouse structure to unit level (storage bins) facilitates tracking the exact stock location at all times.
Key functionality includes:
Warehouses and storage bins (multiple warehouse use available)
Distribution Centers (DCs). A DC refers to a warehouse that is supplied by vendors, that stores the merchandise and then prepares it to be shipped to customers or stores
Stock products in multiple units (for example in kilograms and boxes)
Restocking control
Traceability configurable by product
Physical inventory, Inventory planning, Continuous inventory
Stock data load tool
Cross store stock inquiry
More information about the standard Openbravo 3 Warehouse Management functionality may be found here:
http://wiki.openbravo.com/wiki/Warehouse_Management.
The Warehouse Transactions Management module allows you to specify which transactions are allowed in each warehouse. See details here:
http://www.openbravo.com/product/exchange/modules/warehouse-transactions-management/
2.2.3 Merchandise Distribution Retailers often have to distribute merchandise centrally among a large number of recipients, using a variety of methods. Merchandise can be delivered directly from the vendor to the recipient, from a DC to a recipient, or from the vendor to a distribution center and then to the recipient.
Depending on the merchandise type or during special time periods, a retailer may use push or pull methods to plan merchandise distribution and then trigger and execute distribution in the distribution center. Regardless of the type of planning, merchandise can either be placed into stock or passed through the DC (typically by using methods like cross-docking or flow-through).
By using the different purchasing or inventory document transactions, Openbravo for Retail lets retailers efficiently manage the required planning and processing distribution activities.
Key functionality includes:
Purchase orders
Goods receipts
Goods movements
Incoming shipment
Outgoing shipment
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Product movements report
Goods transactions report
2.3 Multichannel
2.3.1 Sales Order Management (Wholesale Function) Openbravo for Retail allows retailers to operate as Wholesalers, by providing complete functionality in order to manage sales orders, goods shipments and sales invoices.
More information about the standard Openbravo 3 Sales Order Management functionality may be found here: http://wiki.openbravo.com/wiki/Sales_Management.
Key functionality includes:
Customer management
Customer discounts
Quotations management
Sales orders management
Clone orders
Shipments management
Mass shipments creation
Mass invoicing
Debit /Credit memo processing
Prepayments
Credit management
Customer Returns
Sales Order / Quotation send by mail
The Intercompany Module allows retailers to easily manage internal sales between organizational units:
http://www.openbravo.com/product/exchange/modules/intercompany-documents/
The Consignment Sales module adds fully integrated consignment sales functionality:
http://www.openbravo.com/product/exchange/modules/consignment-sales-management/
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Screenshot 7: Sales Order Window
2.3.2 Customer Order Management at POS Openbravo for Retail provides complete support for the traditional brick-and-mortar sellling process. Based on the assortments and pricing set-up, each store and POS will have available a set of products with their corresponding prices.
Key functionality includes:
Online and offline capabilities. In the unlikely event of internet connection failure, sales and payments can continue. As soon as the connection is restored, the locally stored sales data is synchronized instantly
Browse categories
Search for products
Barcode scanning
Ticket line edit operations (with Undo option)
Customer assignment
Ticket template set up
Ticket printing
More than 1 ticket at a time (parked tickets)
Manual discounts
Price overrides
Returns
Invoicing
Support for multiple POS devices: printer, customer display, touch screen, scale, barcode scanner
POS Terminal Type setup: o Used documents for sales, returns and reconciliation (when cashing up)
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o Supported payment methods, including detailed configuration for:
o Cash Up options - ability to set up how the payed amount will be moved to the financial accounts, either moving the complete amount, always leaving a fixed amount or introducing a variable amount when cashing up
o Cash Management options - ability to set up if cash drops or deposits are allowed, and tracking of cash differences
POS Terminal setup:
o Terminal Type
o Document prefix used
o Ticket printer and scale information (associated URLs for the corresponding device)
o Accepted payment types
Processes other than Sales, like Cash Up for example (explained in another section), require connectivity with the central server.
Screenshot 8: Browse Categories
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Screenshot 9: POS Terminal Type window
2.3.3 E-Commerce Order Management Openbravo for Retail supports E-Commerce sales by directly integrating to existing best in class E-Commerce platforms, or by easily facilitating such integration via its web service based interoperability capabilities.
Key functionality includes:
Master data integration
Sales orders integration
One example of an off the shelf E-Commerce integration is the Magento integration module: http://www.openbravo.com/product/exchange/modules/cleardrop-magento-connector/
2.3.4 In-Store Merchandise and Inventory Management Openbravo for Retail enables Stores to perform all needed processes related to Merchandise and Inventory Management, including procurement, goods movement and sales postings, which can be executed by employees directly in the store.
As a complete Retail solution, Openbravo for Retail completes and optimizes store operations by providing both the central Retail system and specially developed store level functions to store personnel. The highly productive web user interface combines the intuitive usability of the web browser with the store-specific transactions of the central Retail system—providing a user experience that is easy for part time employees to learn and use, without extensive training.
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Existing handheld terminals may also be used on a store-and-forward basis to collect and upload inventory information, via standard data load formats or with a simple extension.
2.3.5 Payments Handling Openbravo Web POS and the Backoffice provide a complete functionality for managing payments.
Key functionality includes:
Payment methods set up for each POS terminal
Cash and credit card payments (integration with external payment terminals)
Multiple payment methods in one ticket
Cancel payment
Backoffice payment management
Credit card payments are managed in conjunction with a multifunctional payment terminal, which communicates with a payment gateway. Different card types or transactions (like credit, debit, Chip&Pin) can be supported depending on the terminal type and payment processor. An integration with the desired terminals or payment gateway will typically be needed. Note that card payments must be processed online.
For implementations that integrate an E-Commerce platform integrated with Openbravo for Retail, payments are typically managed directly by the E-Commerce platform payment component.
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Screenshot 10 : Card payment example
Screenshot 11: Ticket payment
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2.3.6 Cash Operations
2.3.6.1 Cash Management
The Openbravo Web POS user interface provides complete, easy to use functionality for managing cash movements in the store, covering different situations like small payments (petty cash disbursements), money retirement in a shift change, add change to the drawer, etc.
Key functionality includes:
Cash withdrawals or deposits set up per terminal type
Cash movement reasons
Screenshot 12 : Cash Management Window
2.3.6.2 Cash Up
By using the Openbravo Web POS user interface, Openbravo for Retail provides complete support for cashing up.
Cash Up can only be processed online.
Key functionality includes:
Step-by-step closing process
Pending ticket review. At the end of the day you will often find open tickets that were either paid without registering the payment (Quick Cash) or the customer simply walked away. The Web POS GUI gives the user a fast way of closing or voiding these tickets.
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Count cash, with the ability to register the amount difference, when the expected and real amount in cash are not the same. A specific G/L Item can be set up at POS Terminal Type level in order to register these differences
Cash to keep, with the ability to decide how the amount corresponding to each payment method will be moved to the financial accounts
Post, print and close, which prints the cash up ticket and initiates the process in the back office
Screenshot 13: Cash Up (End of Day) process
2.4 Enterprise Management
2.4.1 Organizational structure Any retail business needs to plan its organizational structure in a way that maximizes efficiency and profitability. No matter how large or small the operation, whether it is a major department store or single-unit boutique, each company must be structured in such a way that best serves its needs and makes the business a success. Openbravo for Retail includes sophisticated platform level support that enables retailers to hierarchically model organizations of arbitrary complexity, (see wiki.openbravo.com/wiki/General_Setup#Enterprise_Model). The easy to use interface allows you to create new nodes (organizations), which serve as the basis of the security model as well as the reporting model--with organization level summary reporting and advanced drill down capabilities.
Key functionality includes:
Organization marked as Store or Store Group. A Store Group can represent a sales region, geographic zone, or whatever makes sense for your oganization
Local warehouse associated to a store
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Product List (assortment) assigned to a retail organizational node (see Assortment Management chapter for additional details)
Price List assigned to a retail organizational node (see Pricing chapter for additional details)
Default anonymous customer for no-named sales
Screenshot 14: Organization window (form view)
2.4.2 Human Resources / Staff Management Openbravo for Retail fully integrates the basic functionality needed to manage human resources at the retail store and corporate levels.
The easy to use and highly productive user interface helps to minimize the impact of the typical work environment (open long hours, peak sales periods, emphasis on cost control) and work force realities (part-time, diverse backgrounds) that generally make Human Resource Management in Retail a challenge.
Key functionality includes:
Track and manage employee information
Track sales agent performance
Set up and manage sales commissions
Centrally compute sales commissions based upon sales transactions
Easy integration with external attendance systems or payroll systems for computing hours and labor costs at the head office
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Additional modules are available to provide extended functionality, for example: http://www.openbravo.com/product/exchange/modules/sysfore-human-resources-payroll/
Screenshot 15 : Employee Card
Screenshot 16: Commissions Set Up
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2.4.3 Financial Management The financial management and accounting functionalities provided by the Openbravo for Retail solution are designed to minimize manual or redundant data input, thereby freeing users from tedious, routine tasks and allowing greater focus on other, more value added tasks. This increase in productivity is due to the financial system acting as automated collector of all the relevant transactions generated from the other operational departments. This occurs in such a way that these activities are automatically reflected in the general accounting, and in the accounts receivable and accounts payable, as soon as they occur. Openbravo’s unique multi-schema accounting allows each activity to be reflected financially in different ways, allowing multinational retailers to automate financial data collection to support both local and corporate reporting to easily meet diverse management, financial and regulatory compliance needs.
More information about Openbravo’s best in class financial management functionality may be found here: http://wiki.openbravo.com/wiki/Financial_Management.
Key functionality includes:
Accounting
o Real-time evaluation of and reporting on current accounting data
o Period End Close Financial Accounting
o Balance and Profit & Loss
Accounts payable and receivable o Extensible payment methods o Extensible matching algorithms o Bank file formats o Payment plan o Payment execution o Mass payments o Automated reconciliation o Payment report o Cash Flow Forecast Report
Asset management:
o Purchase o Asset card creation o Asset depreciation plan execution and posting o Disposal o Depreciation
Financial Budget management o Structure creation and initial import o Follow-up o Export/Import
Internationalization support o Support for multi-currency o Support for multi-schema accounting, which enables the same transaction to be
accounted in different rules, different charts of accounts, in different base currencies and with a different accounting calendar
o Support for international bank account numbers o Support for multiple languages, defined at user level
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Screenshot 17: Cash Flow Forecast report exported to Excel
Screenshot 18 : Store P&L
2.4.4 Document Management Openbravo for Retail uses the standard capabilities of the Openbravo 3 platform to support flexible, in context document management. It is possible to attach multiple documents to any transaction, providing a fully integrated source of truth that completely models all business activities.
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Key functionality includes:
Files of any type may be attached to any transaction or entity
Screenshot 19: File attachment
Additional document management functionality may be added via modules, for example this Enterprise Content Management module: http://www.openbravo.com/product/exchange/modules/content-management/.
2.4.5 E-Learning Support Based on the powerful Openbravo 3 platform capabilities, Openbravo for Retail provides retailers a powerful tool for training store staff for their daily work. This is specially important in an industry like Retail with a high number of part time employees, contracted during peak sales periods, or just due to the traditional turnover rate.
Key functionality includes:
Use of HTML or URL widgets
Embedded application Help
By using widgets, it is possible to easily embed targeted training content directly in the role-based Openbravo workspace. For example see below a workspace screenshot with a widget called “Getting Started”, which lets user to navigate to different contents.
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Screenshot 20: Openbravo Workspace
An existing module called FAQ Management, may also be used in order to define a set of preconfigured questions with their answers which are then available from a widget. Examples of this could be a detailed explanation about how to take a physical inventory, how to do a return, etc. In addition, each Question can be marked as a Must
Read. Details are here: http://www.openbravo.com/product/exchange/modules/faq-management/
2.4.6 Retail CRM Openbravo for Retail provides a complete set of Customer Relationship Management (CRM) functionalities.
Key functionality includes:
Customer information, including contact persons, addresses, payment terms, account balance, credit information, notes, and more
Customer classification based on Categories
Unlimited options to expand the available information with additional fields or information
Customer ordering history, with detailed information about dates, prices and quantities
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Screenshot 21: Customer card
Screenshot 22: Customer History (Orders, Shipments, Invoices)
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2.5 Retail Intelligence Openbravo for Retail uses and extends the standard Openbravo 3 reporting capabilities.
2.5.1 Dimensional Reports
A significant number of reports in Openbravo are multidimensional, which means that the user can
select which type of information to include into the report, how to group and sort it, and how to filter
it.
Additionally, comparative analyses can be made (with variations percentage), by combining in one
report information from different periods.
Common dimensional report primary filters include:
Dates: enter a Date From and Date To to be used while retrieving the data.
Amounts: enter a range of amounts to be used while retrieving total amounts. Note that
amounts displayed in the reports are usually net amounts.
Comparative Report: select it in case you need to get a comparative report between two
different time periods.
Secondary Filters section normally includes Organization, Business Partner / Product Group fields,
multiple selector of Business Partner and Product, and various report-specific felds.
Key reports include:
Sales dimensional report
Shipments dimensional report
Invoice dimensional report
Purchase order dimensional report
Goods receipts dimensional report
Purchase invoice dimensional report
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Screenshot 23: Sales Dimensional Report
2.5.2 Widgets
Widgets are user interface elements which can be placed either in a users' Workspace, in a
generated or manual window window. They can be used to display a wide range of different
information, ranging from static content, to dynamic data in list form, custom html content, or
complete external URL's.
Detailed information to know about:
Best Selling Stores
Best Selling Products
Best Selling Product Categories
Best Selling Sales Agents
Best Selling Customers
Key functionality includes:
Input parameters
Column filtering, ordering and sorting
Export to spreadsheet
Widget visibility per user or role
Embedded in the workspace or as a transaction field
Zoho integration. Openbravo 3 integrates with Zoho Reports (www.zoho.com/reports ), for user friendly graphical business intelligence reports and dashboards.
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Although the Zoho integration module is free with an Openbravo Professional Edition, Zoho Reports use can represent an extra cost depending on usage. See here for details : https://www.zoho.com/reports/zohoreports-pricing.html
Screenshot 24: Zoho widget in the Workspace
Screenshot 25: Zoho widget as a menu entry
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2.5.3 Grid The grid view functions as the base view, and often as the starting point to filtering and drilling down. The user can open a record in form view on top of the grid. The Openbravo 3 grids let you browse, select, filter and organize high volumes of data with ease.
Advanced grid functionalities include:
Column filters o Regular column filters: These are fields that are empty by default but once you start
typing the first characters of a search term, the grid will be filtered in real-time. o Date column filters: Clicking it will launch a dialog where you can set a relative date
range, for example 8 days ago till today. o Dropdown column filters: Filters that contain a limited set of values. Just open the
dropdown and select a value. One of the values is always "blank" in case you do not want to filter the column.
Implicit filters
Setting columns visibility
Sorting
Columns position and size
Freezing columns
Summary columns
Saving views, which can include filters and specific grid arrangements
Exporting to a spreadsheet
See here for a detailed information:
http://wiki.openbravo.com/wiki/User_Interface_Introduction#Advanced_Grid_Functionality
Screenshot 26: Grid example
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2.5.4 Integration with BI platforms By using its intuitive, fully documented database and advanced interoperability capabilities, Openbravo for Retail may be easily integrated with external BI platforms, like Pentaho and many others, in order to cover advanced reporting and analysis requirements.