HUJRA ERP User Manual

Project Information:
Project Title:
Acronym:

HUJRA ERP

Project Start:

July 15, 2015

Duration:

1.5 Months

Deliverable Information:
Deliverable Title:
Version:
Project Manager:
Project Team:
Revision:

HUJRA ERP System Based on Odoo

1.0
Engr. Zahid Ali
Engr. M. Yaseen, Engr. Nasir Ali Khan, Engr. Shaukat Ali,
Engr. Hamza, Engr. Asim ULhaq, Engr. Nasir Ali
1st Draft

Company:
Email:
Website:

ERISP [Engineering Research & IT

Services Provider]
engr.zahidali@erisp.com
http://www.erisp.com

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Contents
ERP............................................................................................................................ 4
Odoo ERP.................................................................................................................. 4
HUJRA ERP................................................................................................................ 5
1. Web interface general structure....................................................................5
2. Users................................................................................................................... 6
2.1

Adding new users....................................................................................... 6

2.1.1

Multi company setup.........................................................................10

2.2

Deleting users........................................................................................... 11

2.3

User settings............................................................................................. 13

2.3.1

Switching company in multicompany.............................................13

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

4. Human Resource Management.....................................................................22

4.1

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

Apply for leave................................................................................... 34

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

Creating a new project............................................................................39

5.3

Viewing current tasks.............................................................................. 41

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

Bank and cash........................................................................................... 65

6.4.1

Bank Statement..................................................................................65

6.4.2

Cash Register...................................................................................... 67

7. Knowledge (Document management).........................................................73

7.1

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

Download OpenOffice Extension......................................................82

8.1.2

Extension Installation........................................................................83

8.1.3

Configuration...................................................................................... 84

8.2

Creating a new report.............................................................................. 85

8.3

Modifying an existing report..................................................................86

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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:

Product planning, cost and development

Manufacturing
Marketing and sales
Inventory management
Shipping and payment
Projects etc.

ERP provides an integrated real-time view of core business processes, using

common databases maintained by a database management system. ERP
systems track business resourcescash, raw materials, production capacity
and the status of business commitments: orders, purchase orders, and
payroll. The applications that make up the system share data across the
various departments (manufacturing, purchasing, sales, accounting, etc.)
that entered the data. ERP facilitates information flow between all business
functions, and manages connections to outside stakeholders

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.Web interface general structure

The following screenshot shows the common layout of the interface
throughout
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

Adding new users

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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1. Settings, where system settings and users are configured

2. Users sub menu
3. Create user button

The following screenshot displays the interface for creating a new user once
the create button has been clicked.

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1. Full name of new user

2. login for new user
3. Company of user, this matters for multi-company setups to assign users to
specific branches
4. Access rights for user
5. Active checkbox for user
6. Language and other settings editable by the user later
7. Save user button

The following screenshot displays the access right tab for user creation.

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1. Access to application areas of the business, including sales, HR, document

sharing, administration etc. These areas will vary between systems
depending on what modules were installed in your local setup. Typical roles in
applications are user (for an ordinary user within that area), manager (for
higher access and configuration of that area), and others. Each application
area defines its own level of access here, so options will not be the same
across each application/area. By convention, items lower down on the list
have higher access to the application/function
2. Allow this user to change between companies he/she is configured for, this is
relevant for multi-company setups
3. Allow this user to create contacts in the system, default is yes
4. Allow user to access technical features, typically not used for normal users
5. Is the user a portal user

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

1. User list displays newly added user

2.1.1 Multi company setup

During the creation of users within multi-company setups, the user being
added can be given access to one or more companies, and switch between
them once logged in. While creating such a user, the companies for which
he/she has access must be specified, as well as a default starting company
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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.

1. General multi-company access right for user being added

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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1. Settings, where system users are configured

2. Users sub menu

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1. select user to remove by ticking check box

2. select delete under more menu
3. confirm deletion of the user

2.3

User settings

2.3.1 Switching company in multicompany

A given user with permissions for multi-company, within a multi-company
setup, may change his currently applied company to any others for which
he/she has been given permissions. Once logged in, the user would change
his currently applied company within preferences, as shown in the
screenshot below.

1. Access user preferences once logged in

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1. Switch to another company for which given access to

1. Important user message for switching company

2. Accept warning message

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

The following screenshot displays the buttons used to mark messages as

done, or todo, or to reply to the message.

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.

1. Leave a group. Each user by default is part of a group called Whole

company, but also a part of other groups the user elected to be in. A user
can at any time leave a group by selecting unfollow on a group.
2. Join a group. A user can join a group that he/she has permissions for, and can
thereafter read and post new messages within the joined group.
3. A user may create a group if he/she has permissions, other users can then
join the group.

3.4

Sending messages

The following screenshot displays the interface for sending messages to

other users or contacts/customers/partners etc

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Followers: In HUJRA ERP, any user is able to follow other

users/contacts/customers/partners, or even documents. All messages then
sent to and from a person/documents follower message composer will be
received by the user (being a follower). Replies to such messages is also
seen by all followers of the person/document. Followers is like group
messaging, centered around a contact/person/document etc. They can be
seen as mini groups that come and go with documents or persons, for which
discussions are based around.
HUJRA ERP allows a user to compose a message to any person, or a
shortcut to write to all followers of a person/document.
1. This button allows a user to generically compose a new message to any
person or contact.
2. This is the shortcut to compose and send a message to followers of the user.
(All others following you)

The screenshot below displays the generic message compose window

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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

The following screenshot displays the searching options in the messaging

section. Searching can be done with the universal search bar as indicated.

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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.

The following screenshot displays how to remove applied filters to a 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

The following screenshot displays a typical message thread

1. Threaded messages. A conversation and its replies are kept together in a

thread to read. The original message is shown on the top, and each reply
thereafter are displayed underneath with left indentation to visually show
that the message is part of a thread.
2. The message subject is shown once on the original, which is the top most
message in the thread. The subject is bolded for quick viewing.
3. Attachments in messages are shown in preview of the messages they are
sent with. Clicking on any of the attachments allows the user to download the
attachment locally, and open and view it.

The following screenshot outlines more info on a typical message display

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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

4. Human Resource Management

The human resource module is where HUJRA ERP manages employees, contracts,
expense, leave and payroll. System users are not automatically employees, and one
therefore has to create an employee and link them to the system user (see below).
Discussed here are the basic operations performed under this module.

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4.1

Sub menus

1. Employee management section. Employees can be create and

removed in this section
2. Employee contract section. Contract for each employee can be created
and removed in this section
3. Expense section. Employee can create his expenses in this section.
4. Leave request section. Employees can use this section to request leave
5. HR managers will see this sub menu item listing all leave requests
which are requested but not approved as yet. They will be able to
approve leave requests from this section too.
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6. Allocation requests, which can be done by any employee to request

allocation of a leave type. Future leave requests will then be deducted
from an approved allocation. A leave request cannot be made unless
an approved allocation exists, with enough days remaining for the
request.
7. HR managers will see this sub menu item, which allows them to
approve allocation requests.
8. Summary of leaves, each employee will see their summary here. HR
managers will be able to see leave types, number of leave days per
type, and details thereof.
9. This shows the create button under the employees sub menu, which is
used to create a new employee, and link them to a current system user
where required.
10.
This shows a preview of a currently listed employee of the
business, along with some contact details for the employee.

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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1. Employee name to be created.

2. Public information for the employee gets entered here.
3. Personal information for the employee gets entered here.
4. Details about the job position for the employee goes into this section
5. Relate the employee to a system users already in HUJRA ERP, and has a login
to the system already.
6. Other information about the employee goes here.
7. Once all the relevant information has been entered, the save button saves
the new employee into the system

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.

1. To create a new contract for an employee

2. The list of the of each employee contract

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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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4.3.1 Salary Structure

Go to HumanResources Configuration Payroll Sallary Structure

1. To create a new salary structure.

2. List of the already created salary structures
The following screenshot displays the contract creation interface

1. Name of the salary structure

2. Reference to the salary structure
3. To add a Salary Rule
Before start to define salary rules, it is compulsory to define salary rule categories.
Go to Human Resources Configuration Payroll Salary Rule Categories

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1. To create salary rule category

2. List of the available categories
The following screenshot displays the Salary Rule Category creation interface

1.
2.
3.
4.

Name of the Salary Rule Category

Code for Salary Rule Category
Description for the Salary Rule Category
To save the Salary Rule Category

Now go to Human Resources Configuration Payroll Salary Rule.

1. To create a new Salary Rule

2. List of the available Salary Rules

The following screenshot displays the Salary Rule creation interface

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1.
2.
3.
4.
5.

Name of the Salary Rule

Select the Salary Rule Category
Salary Rule code
It depends on the nature of the Salary Rule. Normally it is Always True
We can write python formula for the Salary Rule OR either can write %age OR
fixed amount
6. Salary Rule Python formula for basic pay
7. To add a register
8. Save the Salary Rule

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To check the amount according to contribution register, first confirm payslip that
you
have
created.

1. Name of the Contribution Register

2. Description for Contribution Register
3. Save the Contribution Register

Finally, we are going to print payslip report for employee.

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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.

1. The employee can create an expense

2. List of the expenses made by the employee

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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.

4.5.1 Apply for leave

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The following screenshot displays the interface for requesting leave, which can be
done by any HUJRA employee.

1. Calendar view of current leave. Clicking anywhere on the calendar prompts

with an interface to create a new leave request for the day being clicked on.
2. Description and other details about the leave request.
3. Leave type being requested.
4. Days of leave requested, after the range of dates have been selected from
the duration option.
5. Save button to finalize the request.

4.5.2 Allocation requests

The following screenshots display how allocation of leave is requested. Leave
requests cannot be done without approved allocations with sufficient days
remaining.

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1. Current allocations requests, and their status. Use the create button to create
a new allocation request.

1. Allocation request description. eg. family leave

2. Allocation details, including days allocated, and type of leave for this
allocation.
3. Save the new allocation request. HR managers will be able to approve
allocation requests.

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4.5.3 Leave summary

The following screenshot displays leave summary. Each employee will see the leave
for themselves, but HR managers will see an overview of all leave types from all
employees.

This displays various information about leave as seen by an HR manager. The

details include employee, days of leave, leave types, etc.

4.5.4 Approval of leave

Leave and allocation request approval can only be done by HR managers. The
following screenshots display the interface for approving leave as seen by an HR
manager.
This screenshot displays the list of requests awaiting approval, as seen by an HR
manager.

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This screenshot displays an open request, which can be approved or declined, as

seen by an HR manager.

1. Approve or refuse a leave request.

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4.6

HR Payroll Management

1. To create a new payslip for an employee

2. List of the employee payslips

The following screenshot displays the interface for creating a new payslip.

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1. Select an employee from the list

2. Select the duration for the payslip
3. When we select the employee then these details come by itself and we can
change them too
4. We can add the complete salary details here
5. Save the payalip
6. Click to generate payslip. Once payslip generated then no change can be
happend
7. Click to cancel the payslip

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

Creating a new project

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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1. Start/end date of project

2. Sequence of project in project listing view
3. Parent project, projects may be arranged in parent/child hierarchies

The following screenshot displays the interface for stages which the project
may undergo

1. Add a project stage to this project

2. Current project stage listing
3. Status for the given stage
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5.2

Viewing current tasks

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.

1. Create a new stage, stages are configurable to project managers

2. Current stages list
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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.

1. Current tag list

2. Create a new tag

6.Accounting
The accounting section of HUJRA ERP is where the accountant carry out the
following accounting functions:

view and manage customer/supplier invoices

view and manage customer/supplier refunds

manage sales receipts and purchase receipts

manage customers/suppliers

manage customer/supplier payments

manage bank statements and cash registers

manage journal entries and items

manage chart of accounts and chart of taxes

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manage recurring entries and reconciliation

legal/generic reporting

configuration of accounting functions (if granted permissions for)

6.1

Sub menus

The following screenshot shows the sub menu items in the accounting
section.

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1. Accounting area main menu

2. Customer accounting management (detailed more below)

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3. Supplier accounting management (detailed more below)

4. Bank statements, summary of all financial transactions occurring over a given
period for each account
5. Cash register, a cash log to manage cash entries in cash journals, allowing
business to track incoming and outgoing cash transactions.
6. Journal items (to be explained)
7. journal entries (to be explained)
8. Chart of accounts (to be explained)
9. Chart of taxes (to be explained)

10.Draft entries (to be explained)

11.Reconciliation (to be explained)
12.Recurring entries (to be explained)
13.End of period (to be explained)
14.Legal reports (to be explained)
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15.Generic reporting (to be explained)

16.Configuration section of accounting area (detailed below)

6.2

Customer accounting

Manage customer related accounting functions.

6.2.1 Customer invoices
The following screenshot displays the list view for customer invoices.

1. Create new invoice button

2. Invoice list with various info about invoice
3. Invoice status, draft, paid, etc.

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.

1. Validate a saved invoice

2. State draft until validated

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1. Print or send an invoice by email to customer

2. State open when validated but unpaid

1. Register payment on the invoice

2. State open

1. State paid after payment registered against invoice

6.2.2 Customer refunds

The following screenshot displays the list view for customer refunds.

1. Create a new refund button

2. List of refunds with refund info including customer, invoice date, etc.
3. Refund status, draft or reconciled etc.

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.

1. Validate refund button

2. State draft until validated

1. Print refund or send refund by email to customer

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2. State open while unreconciled

1. Register payment (negative payment) for refund

2. State open while unreconciled

1. Registering payment against refund, which can be seen as a negative

payment on the relevant account
2. Payment method, can be cash, bank, cash journal, bank journal, etc.
3. Pay or reconcile the refund

1. Paid refund, meaning that it is reconciled

6.2.3 Sales receipts

The following screenshot displays the list view for sales receipts.
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1. Create new sales receipt button

2. List of sales receipts with info such as parnter, journal, total, etc.
3. Status of the receipt

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.

1. Validate button for draft sales receipt

2. State draft while not validated

1. Cancel receipt button for receipt

2. State posted after validated

1. State posted in list view of sales receipts

6.2.4 Customer payments

All customer payments and refunds are shown here, with refunds showing as
negative payments. Any payment may be unreconciled if needed. Invoices
and refunds that are validated and for which payments are registered
against, will show as payment entries under this section.
The following screenshot shows the list view of customer payments.
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1. List of payment entries

2. Total value of entry where refunds are shown as negative values
3. Status of payment, posted being a reconciled payment

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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3. Debits for this payment entry

4. debit/credit total amounts for payment entry

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.

1. Create new customer button

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2. Current customer view with some info about customer

6.3

Supplier accounting

Manage supplier related accounting functions.

6.3.1 Supplier invoices
The following screenshot displays the supplier invoices list view.

1. Create supplier invoice button

2. List of supplier invoices
3. Invoice total values
4. Invoice status, draft or posted etc

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

1. Bank account, payment terms, etc.

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. Validate button for invoice

2. Status draft or posted etc

1. Pay invoice button

2. Status open until payment made for invoice

1. Invoice details during payment

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2. Pay button to register payment of invoice

1. Ask for a refund button, on supplier invoice

2. Status paid after payment registered for invoice

6.3.2 Supplier refunds

The following screenshot displays the list view for supplier refunds.

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.

The following screenshot displays a supplier invoice detail, once clicked on

from list view.

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1. Refund detail, including supplier, accounting info, products, etc

The following screenshots display the workflow and workflow buttons for
supplier refunds as the process takes place.

1. Validate button for refund

2. State draft or posted when paid

1. Pay button, once refund has been validated

2. State open until payment is recorded against refund
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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

1. State paid once payment has been captured for refund

The following screenshot displays the invoice tab for the refund, showing info
for products and amounts etc

1. Product detail for refund

The following screenshot displays the payment tab for the refund, showing
info such as journal, debit/credit amounts etc

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1. Payment details for refund

6.3.3 Supplier receipts

The following screenshot displays the supplier receipts list view.

1. Create receipt button

2. List of receipts
3. Total value of receipt
4. Status draft until validated

The following screenshot displays the receipt detail, once clicked on from list
view.

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1. Receipt detail, including supplier, journal, account and amount etc.

The following screenshots display the workflow and workflow buttons for
supplier receipts as the processes takes place.

1. Validate button for receipt

2. State draft until validated

1. Cancel receipt (to be explained)

2. State posted, and reconciled

1. List view showing receipt in state posted

6.3.4 Supplier payments

The following screenshot displays supplier payments in list view.

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 a supplier payment detail, once clicked

from list view.

1. Payment details, including supplier, journal, amounts, etc.

The following screenshot displays the journal items tab for a supplier
payment.

1. Journal entry details, including reference, partner, account, debit/credit etc.

Supplier payments can be unreconciled, the following screenshot displays

the button to unreconcile the payment, which can only be done if the journal
allows.

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1. Unreconciled payment button

The following screenshots display the workflow and workflow buttons for
newly created supplier payments.

1. Validate button for payment

2. State draft until validated

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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1. Create new supplier button

2. Current supplier in Kanban view, with some info in the display

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6.4

Bank and cash

6.4.1 Bank Statement

The following screenshot displays the Bank statement. Go to Accounting
Bank and Cash Bank Statement

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

When we click on create then the following screenshot will be display

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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.

6.4.2 Cash Register

The following screenshot displays the cash registers

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.

1. Directories with parent/child structures

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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1. Group file listing by directory

2. Advanced search for files within directories

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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Below is a screenshot showing what the download window looks like.

7.1.2 Extension Installation

To install the report designer module, open the OpenOffice Writer program.
Open the extension manager from the main menu by going to Tools >
Extension Manager. From the extension manager window you can then click
the Add button, browse for the file you downloaded earlier and select it to
install the extension module. You may need to restart OpenOffice for the
change to take effect.
Below is a screenshot of the extension manager window after installation.

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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

Creating a new report

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

Modifying an existing report

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.

8.Reporting in HUJRA ERP

The HUJRA ERP gives a graphical view of all the data present in the ERP. We can see
the data in the following different views

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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download data as CSV or export to a PNG image ;

clean drawing and adapted to the window size ;

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 access rights of this user is shown below

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.

The task that has been assigned to me in project

Issues that I have faced in my project
My progress graph
Graph options. Graph can be change by selecting an option
The project dashboard can be change to a view by selecting an option.

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The following screenshot displays the employee leave report.

8.2

Project Manager Reporting

The access right of this user is shown below

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

The following screenshot displays the Manager Project Cumulative Flow.

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The following screenshot displays the Manager Project Issues Analysis.

8.3

Administrator Reporting

The access right of this user is shown below

The administrator has access to every kind of report like dashboards, sales,
purchases, projects, human resources etc.

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