Create New Entity Tutorial

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Table of Contents
I. Introduction........................................................................................................................ 3
II. Create an entity................................................................................................................ 4
III. Import Accounts.............................................................................................................. 8
IV. Define Periods.............................................................................................................. 10
V. Define taxes................................................................................................................... 11

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I. Introduction
The process of creating a new entity comprises the following tasks:
● Create an entity
● Import accounts
● Define periods
● Define taxes

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II. Create an entity
You must log into Openbravo using an account with the System Administration
role. Now go to the “Initial Client Setup” in the “General rules-Generate rules”
menu. The main fields of this form are:
● Customer: The name for the new customer.
● System instalation: By checking this field the assigned identificators
will be in the system range, if it is not checked they will be in the users
range.
● Organization: The name of the organization.
● Customer user: The username that will be created with System
Administration role.
● User organization: The username that will be created with User role.
● Currency: Here you can choose the currency for the new entity.
● Location fields (country, city and region): These fields define the
physical localization of the entity.
● Optional fields: These fields define the data that will be stored to be
used at the dimensional analysis.
● Account Schema File: Here you indicate the file where you have
defined the account schema for your country. There are some predefined
files for different countries you can download from Openbravo's. If the
account schema you need doesn't fit with one of these files, you can create
a new one following the tutorial on Creating Accounts.

In our example we will fill up these fields as follows:

● Customer: Test
● Organization: TestOrg
● Customer user: TestAdmin
● User organization: TestUser
● Currency: Euro
● Location fields (country, city and region): Spain, Barcelona,
BARCELONA.
● Optional fields: We will check Business Partner, Product and Project
● Account Schema File: AccountESOpenbravo.csv

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 Once you have filled up this form, you can click on the Accept button ( ) and
you should obtain the following screen:

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 Now you can log into Openbravo with the created user TestAdmin and role
Test Admin. The password assigned by default to the new users is the same as
the name, be careful when you type it because password is case sensitive.

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 You can test the Accounting Schema import has been correct by going to
Performance Analysis-Accounting Rules-Accounting Schema where you should be
able to see the created accounts.

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III. Import Accounts
Once you have defined the account schema you need to import the specific
client accounts.
To achieve this we need to define in a text file (with commas (,) as field
separator) all the accounts. A definition of this file, and how can be adapted to
your need, is in the tutorial on Creating Accounts. This file can be the same used
at the previous chapter. When the file is used at Initial Client Setup the application
only reads the lines requiered to do the account schema but not the ones for the
client accounts.
When this file is defined the next step is to import it to Openbravo: go to
General Rules-Data-Data import-Import File loader, select your file. If in your file
you have a header as first line ensure you check the box. Choose Accounting-
Accounts at Format file combo. If you want to preview what will be inserted in the
database click on the Results ( ) button. If everything is correct click on the
Accept ( ) button to import the file contents to a temporary table.

When you have the data into the temporary table you must pass it into the real
tables. So go to General Rules-Data-Data import-Import account where you will
have every record that have been loaded. From one of these records click on
Import Accounts and a process that inserts the data will start.

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 You can check where has been inserted each account in the tab Element
Value at Performance Analysis-Accounting Rules-Account Element. There should
be a relation of every account imported to the system. If you want to see the
account hierarchy click on the Tree ( ) button.

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IV. Define Periods
We are going to create the periods for the create year, to do this go to
Calendar Year and Period entry at Performance Analysis-Accounting Rules menu.
At Year tab click on Crate Periods button.

Doing this Openbravo will automatically generate 12 periods for the year. The
following step is to open the Period Controls, to do this click the Open/Close all
button at Period tab while the desired period is selected.

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V. Define taxes
The last step to complete the creation of an entity is to define taxes for this
entity. This is achieved in two phases, first you must define tax categories and
then rates for this categories. The definition of tax categories is accomplished on
Performance Analysis-Accounting Rules-Tax Category. Here we create a new
category by clicking on New button ( ), give a name and a description for it and
save it ( ).

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 Now we are going to associate a rate to the category. Go to Tax Rate in the
same menu. Create a new rate ( ):

The main fields here are:

● Name: The name for the tax rate.
● Description: A description.
● Tax Category: You associate the created tax with the tax rate.
● Valid from: When this tax is applied from.
● Rate: This value is the percent the rate increases the price.
● Country, region, to: You can define from what region or country to
which one the tax rate applies, if there is more than one origin and
destination you can use the Tax Zone tab.
Once you have filled up all the fields you mus save ( ) the rate.

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 © Openbravo S.L. 2006
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