Department management in OpenERP

We have recently been asked about the possibility to classify information in OpenERP by department.

The analytic accounts can be modelled as cost centers to financially track the costs & revenues by cost center or department.

However, other documents such as leads, opportunities, quotations, sales orders, project issues, cannot be classified according to the department that is responsible.

In OpenERP Apps you will find a number of modules that can help you with this need:

Departments

Departments are defined in Human Resources > Configuration > Departments. They should map the deparments of your organization and can be structured hierarchically.

Lead & Opportunity management

When a user creates a new lead or opportunity the application will determine department from the employee. If the user indicates changes the sales team the application will propose the deparment from the sales team.

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The user can then choose to change the department if needed.

Users can then list leads or opportunities using the department name as search criteria.

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As a follow-up of the lead a user can log or schedule calls. These calls will not be categorized according to the department.

Quotation & Sales Order management

When a new quotation or sales order is created the department is determined from the salesperson.

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The user can then choose to change the department if needed.

Users can then list quotes or sales orders using the department name as search criteria.

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Project/Contract management

At the time of creating a project the user can indicate the department that is in charge for the project.

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Invoice management

At the time of creating an invoice, the department from the sales order will be copied to the invoice. If a new invoice is created, the department is determined from the salesperson.

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The user can then choose to change the department if needed.

Users can then list invoices using the department name as search criteria.

When the invoice is validated, if the invoice referenced a contract/project, analytic entries are created and refer to the department associated to the analytic account.

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Conclusion

The above mentioned modules make it possible to classify documents by department. However this categorization should not be confused with the appoach to model departments as cost centers in OpenERP. The functions provided above would not provide any of the functions provided by the analytic accounts.

Anyone interested to manage departments as cost centers and projects at the same time should consider using the Analytic Plans to distribute costs and revenues to projects and departments simultaneously.

 

 

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