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OfBiz Invoice Processing Workflow Explained

Monday, July 18th, 2011

OfBiz-Invoice-Accounting

In this issue we’ll discuss Invoice statuses and the Invoice processing workflow supported in the Apache Ofbiz Accounting application. Like other business documents/objects in Ofbiz, Invoices are an important part of the broader Ofbiz system, and changes to its status have direct impact on General Ledger (GL), billing accounts, payments and other accounting functions. Of all statuses, the ‘Ready’ and ‘Paid’ status are unique in that they trigger GL transactions.

As you read this article please keep one very important thing in mind about Ofbiz, it’s designed and built to be fully customizable. Like most other workflows in Ofbiz, OOTB workflow for Invoice processing is very flexible and should be easy to use for most enterprises. If your business uses different statuses (and processing workflow), don’t worry, customizing workflow is very easy.

Now coming back to the Invoice status.

In-Processes: When an Invoice is created it’s always in ‘In-Process’ status. A user can add/edit invoice items and update other invoice attributes like billing party or due date, without impacting any other part of system. This is comparable to a ‘Work-In-Progress’ or ‘Draft’ status you might have used in other workflows.

Approved: Move an Invoice to ‘Approved’ status when you are done preparing (discuss and review), and the Invoice is ready to be finalized. Once in ‘Approved’ status an Invoice cannot be edited. In the event you need to make any updates to an Invoice, it needs to be moved to the ‘In-Processes’ status.

Sent: There’s little flexibility after an invoice is sent. An Invoice can be moved to ‘Sent’ status from ‘In-Processes’ or ‘Approved’ status. Given the flexibility, use of this status in Invoice processing workflow is open for interpretation. It can be used to support the “Sent for Approval” or “Sent to Customer” step in workflow. An Invoice in ‘In-Process’ status can be moved to “Sent” status to support the “Sent for Approval” step in workflow. Alternatively, we can Approve the invoice and then move it to ‘Sent’ status, marking it as “Sent to Customer.”

Ready: An Approved invoice can be moved to Ready status and is a very important step in workflow. Moving an Invoice into Ready status triggers the process of posting the Invoice to GL. What happens on the GL side of the system is governed by Organizations Accounting Preferences and the GL setup.

Paid: Somewhere between creating an Invoice and moving it into ready status, an organization may receive payment (for AR invoices) or send payment (for AP invoices). Once Payment is received (or sent) and applied to the Invoice, and the total amount of payment applications covers the Invoice grand total, the Invoice can then to be moved into Paid status. Moving the Invoice to Paid status triggers GL transactions. A valid status change after the Ready status is ‘Paid’, ‘Write Off’ or ‘Cancel’.

Write Off: If an accounting manager sets the invoice status as ‘Write Off’, then the Invoice becomes non-collectible in the system.

Canceled: An Invoice in ‘Ready’ status can canceled. Any Invoice cancellation event triggers the reversal of the related GL transaction entries and the Payment application, though the Invoice will remain in the system as non-editable.

- Anil

Anil Patel is Chief Development Officer at HotWax Media as well as an OFBiz project committer, PMC member, and active community contributor. He also studies karate! Anil will join other HotWax Media employees and advisors in periodically posting thoughts here related to OFBiz, eCommerce, ERP, and related topics.

Accounting for OFBiz eCommerce

Friday, October 29th, 2010

OFBiz-Accounting-Application

After a long wait and a lot of hard work, I am pleased to finally be able to say that the Accounting application in Apache OFBiz is ready for prime time! By working with internal experts (including Jacopo Cappellato) along with client experts, we have recently launched an enterprise e-commerce system that is using the OFBiz Accounting application more extensively than any of the systems we have previously implemented.

It is no surprise that the mantras of entrepreneurs everywhere often center on revenue generation, and rarely on the underlying accounting thereof! Keeping accurate financial records of all business activities is, nevertheless, essential, and the OFBiz Accounting application has many features designed to help support that critical need for sound financial management.

In an effort to make the OFBiz Accounting application as easy to use as possible for a variety of businesses both small and large, Hotwax Media created additional tools allowing for user export of general ledger account transaction data in the Quickbooks IIF format, as well as the ability to receive payments in A/R batches. (There is a widely accepted perception that Quickbooks is very easy to use. I don’t necessarily agree :) This integration, nevertheless, means users can easily export data of their choice out of OFBiz Accounting and import that data into Quickbooks. We created this integration based on customer demand. I would not have guessed it, but they told us loudly and clearly that accountants love to play with numbers in Quickbooks; well, we aim to please!

Over next little bit I’ll share more information with some concrete examples that you can use for setting up your own OFBiz Accounting system.

- Anil

Anil Patel is Chief Development Officer at HotWax Media as well as an OFBiz project committer, PMC member, and active community contributor. He also studies karate! Anil will join other HotWax Media employees and advisors in periodically posting thoughts here related to OFBiz, eCommerce, ERP, and related topics.

Verified Agile Workflows and Processes

Monday, October 4th, 2010

October 4, 2010

verified agile workflow management system

Now that we’ve gone through the process of explaining the differences between standard Agile development methodologies and our custom workflow management system called Verified Agile, let’s dig into the different steps that we go through in order to be successful in this environment.

To kick off a project’s first iteration, we dig in on the requirements and create a number of Epics that encompass the entire set of information in contained in the requirements documentation.  If you are not familiar with an Epic it is simply a high level story used for capturing requirements that are often too complex or too large to estimate right away and will need to be detailed and broken down for estimation, planning and eventually implementation.  Once the first Epic is fully fleshed out, and the stories are defined, estimated and prioritized, we can start the process of planning and working through the stories in the next iteration.

As a side note, we do not try to get all Epics defined in one batch – that’s a bit too much like a waterfall process – it’s as iterative as the rest of the process and results in being able to put a working end to end system in front of the customer as early as possible.

As the stories are derived from the Epics and are ready for scheduling in the current iteration, we break down our stories into subtasks that can be easily assigned to different members of the team.  The Verified Agile process has the following steps once you’ve reached the scheduled story level:

    1. Analysis
    2. Acceptance Test Creation
    3. Design
    4. Development
    5. Technical Review
    6. Business Review
    7. Client Review

The steps take you through the process of understanding the story and ensuring that each and every base is covered.  Here is a bit more information on each of the subtask types:

Analysis:

This is an optional step that is there to bridge the gap that sometime exists between the story creation and the ability to build the acceptance test.  If the Epic breakdown is done very thoroughly, or the stories are of a lower complexity level, you almost never need this subtask.

Acceptance Test Creation:

The foundation of a test-driven development environment.  Here at HotWax Media, we build these before development in order to ensure that we are capture all of the nuances found in the story before we start development.

Design:

The other optional step that depends upon the complexity of the task.  Because we are focused on building enterprise application in Apache’s Open for Business, often times the description of the story and the acceptance test is all that we need to get started on development.  For more complex stories, we always perform this step to ensure that the code that is going to be written is following our best practices.

Development:

Self explanatory – where the implementation is executed.

Technical Review:

The first line of internal verification – did the implementation of this story match design in addition to our best practices?  These reviews are done by a team lead or expert reviewer which greatly increases the quality of our deliverables.

Business Review:

The second line of internal verification – does the workflow implemented match the acceptance test and business rules that were provided to us?  These review are done by a business analysts, technical project manager or account manager before it is put in front of the client.

Client Review:

The most import verification out there – does our output match the expectations of the customer?  If not, we start back at the beginning and go through all of the steps until the customer is satisfied.

Hopefully this overview of HotWax Media’s Workflows and Processes gives you insight into how we would approach your project and the steps that we put into place to ensure it’s success.  Next post I will go into more detail about how this all works in our tools and how that makes us prepared to guide your project to completion.

Tim Ruppert is Chief Operating Officer at HotWax Media, an OFBiz service provider, as well as an OFBiz project committer and active community member. Tim will join other HotWax Media employees and advisers in periodically posting thoughts here related to OFBiz, eCommerce, ERP, and related topics.

Enterprise E-commerce and SEO / PageRank

Wednesday, September 1st, 2010

Enterprise eCommerce SEO

September 1, 2010

HotWax Media is the leading provider of enterprise e-commerce websites running on Apache OFBiz. We build enterprise e-commerce systems for a variety of different types and sizes of businesses, from online costume retailers to mesh materials and cutting service providers. Our enterprise e-commerce systems offer all the bells and whistles: completely custom front end designs, great merchandising features (cross-sell and up-sell, feature-driven navigation, robust pricing and promotion creation, multi-channel sales, etc.), custom shopping cart and checkout, shipping integrations with FedEx, UPS, and USPS, inventory management (receiving, stock management), order management and customer service, and much more. When it comes to robust e-commerce features, the Apache OFBiz framework combined with our unparalleled enterprise ecommerce expertise at configuring, customizing and extending OFBiz features means that our clients can have just about any e-commerce feature that they can dream up.

But a successful e-commerce enterprise requires much more than a whiz-bang system.

Perhaps more important than the site design and features is the marketing strategy that drives your online sales efforts. Let’s assume that you have a product line that makes sense — you manufacture or purchase your high-quality products at wholesale with plenty of margin to run a profitable business given reasonable sales volume. You have a great enterprise e-commerce site with all the great design and site features you wanted. Now what?

SEO (search engine optimization) is the crucial ingredient in making your online sales efforts bear fruit. Simply put, the best product in the world will not sell online if your customers cannot find you.

Online marketing is a dynamic field full of smart, ambitious professionals. Some are wildly successful on your behalf, while others will take your money for nothing. Some are hard working and forthright, and others are shysters. Ask any online business leader and they will agree: there are many aspects for a business to consider as it markets itself online and some are much more straight forward than others.

Good page content? Check. Good file names, alt tags, page titles, meta tags? Check. Site map and robots.txt file? Check. Now how to measure performance while still having time to run your business?

For SMB owners, dollars generally represent the most meaningful method for measuring progress, of course, but there are other useful indicators that can help along the way. A great place to start is Google’s PageRank.

In their paper The Anatomy of a Large-Scale Hypertextual Web Search Engine, Sergey Brin and Lawrence Page describe PageRank as “a model of user behavior.” They elaborate as follows: “We assume there is a “random surfer” who is given a web page at random and keeps clicking on links, never hitting “back” but eventually gets bored and starts on another random page. The probability that the random surfer visits a page is its PageRank.” They go on to state that “…a page can (also) have a high PageRank if there are many pages that point to it, or if there are some pages that point to it and have a high PageRank. Intuitively, pages that are well cited from many places around the web are worth looking at.”

For SMB owners, the bottom line is that a well known page (quantified by random visits and pointers from other well known web pages) will have a higher page rank. This page, in turn, will return more prominently in search engine results than lesser known pages with similar content. Step 1, then, is to create pages with higher PageRanks than those of your competition!

How does one go about measuring and boosting PageRank?

Measuring PageRank is relatively easy. There are toolbars and websites readily available that will tell you the PageRank for any given URL. For example, PR Checker gives you a web page for checking PageRank, and Google Toolbar runs right along with your browser.

Boosting PageRank takes more work, and happens by getting other pages with high PageRanks to link to your page. (For example, you can submit your site to directories like Yahoo!, and list your products on sites like Amazon.) There are many tactics and techniques to be explored, but we will not cover them in detail here. As with the rest of your online marketing strategy, boosting PageRank takes time and consistent effort. It requires good planning up front, and ongoing work to maintain and improve. But if you master the basics and keep working at it, you will see results.

HotWax Media offers online marketing packages for enterprise e-commerce businesses. Contact HotWax Media today to learn more!

Mike Bates is CEO at HotWax Media and will join other HotWax Media employees and advisers in periodically posting thoughts here related to OFBiz, eCommerce, ERP, and related topics.
Mike Bates - OFBiz Expert

E-Commerce and Digital Media Delivery: Interpreting the Market Signals of Piracy

Monday, August 16th, 2010

enterprise-ecommerce-piracy

August 16,2010

Since the early days of Napster’s popularity and subsequent demise as a piracy medium, we have been treated to the public spectacle of the awkward “cat and mouse” battle between owners of intellectual property and the “pirates” who live to steal it. It seems that with each new advance in technology for content delivery and file sharing, a new wave of legal efforts and public relations campaigns arise to counter its use as a method of unauthorized sharing of media. And then another previously unapologetic heavy metal thrasher first insists that we eff the man, then complains about digital piracy, and finally pirates his own music.

In some cases, it is this very battle that seems to be driving innovation in methods of digital content transfer and delivery. The protective mechanisms of legal enforcement and civil liability, at least in theory, offer a safety net to the media industry, which would otherwise likely be more actively involved in driving these innovations in content delivery themselves. Potential consumers regularly face a choice between what is to them an inefficient, old-school method of obtaining their digital content (and the high price point involved therewith), or some new and innovative, highly efficient, yet criminal alternative. For every consumer who takes the step of pirating the content, furthermore, there are likely several with similar desires who simply do the most honorable thing and choose not to buy the content or illicitly download it.

In other words, not every digital content pirate is a black hat hacker looking for the thrill of putting one over on the big media industry, or a criminal at heart who simply wants to get a product without paying. Many are simply acting on a desire to obtain the content through a more efficient medium that is not offered legitimately; and indications are that many of these people would be willing to pay for the content, delivered efficiently, if they were able to do so.

In other cases, there is an unwillingness to pay the prices demanded but not a general unwillingness to pay for content. Digital content delivery affords manufactures significant savings in production costs, and yet even some of the most innovative channels for content purchase and delivery often price the digitally-delivered product the same as an off-the-shelf retail packaged copy. One striking example of this is IGN’s Direct2Drive service for computer games. To add to the problem, these services are often still slower methods of content delivery than a highly-populated, free pirate torrent download through BitTorrent.

Jerry Kirkpatrick, professor of international business and marketing at Cal State Polytechnic has illustrated this in his article, The Market Function of Piracy

“Message to the innovative marketer? Either drop the price of the new product or produce a cheaper version — or be the first to exploit a new technology, something the movie and recording industries chose not to do. Many, including these two industries, would rather sue than practice good marketing.”

Another striking illustration of this is piracy of television series. For many consumers, the desire to download the pirated media is driven primarily by a desire to view the content in the soonest format available because it is an episodic series that they are actively following. It is not at all an indication of unwillingness to use a legitimate channel, were it available and even modestly priced, instead of piracy. (A la carte cable channels on demand, anyone?) Often ill-timed release dates and regional conflicts delays delivery through Itunes or other legitimate channels and fuels this demand.

While these considerations may or may not justify the willful violation of a copyright (read: justify? they do not), or the consequent deprivation of monetary benefit to the creator of digital content (read: innovate or die), downloads of pirated products are a very real indicator of market demand. Consumers are indicating a demand either for a lower price point or a better method of content delivery, both of which are often only available through digital piracy. Manufacturers and marketers, as well as enterprise e-commerce professionals working on new strategies and business models would be well-advised to heed these market signals… as savvy ones traditionally have.

Speaking of savvy, it is only fitting to end with a mention of Radiohead’s 2007 album In Rainbows. They offered the album via their website as a pay-what-you-like download, and the album subsequently made them more money online than all of their previous albums combined. Wired featured a great interview of Thom Yorke by David Byrne at the end of 2007 discussing the topic. Yet it should come as no surprise to anyone interested in the digital piracy space that even the In Rainbows download story is not as simple today as it may have appeared in 2007. The awkward battle continues.

Mike Bates is CEO at HotWax Media and will join other HotWax Media employees and advisers in periodically posting thoughts here related to OFBiz, eCommerce, ERP, and related topics.
Mike Bates - OFBiz Expert