Managing the Business
How much does it cost to make and sell a bottle of wine? How much is earned or lost?
In this section we implement an online open-source Enterprise Resource Planning (ERP) platform.
Essentially, we want to build an online platform where anyone can view:
How much money are we earning from selling wine, winecoins, and other services? How much money do we spend to produce our wine?
What is our inventory?
What is the current valuation of the company?
This section defines the functional and systemic requirements for an online, open-source ERP (enterprise resource planning) platform to cover the following modules:
Accounting
Inventory
How much money are we earning from selling wine, winecoins, and other services?
Where are we selling?
How is this managed in different currencies?
What are consumers paying for our wine in shops (not buying winecoins)?
How much money do we spend on:
Grape Production: Farmers, chemicals, tractors, irrigation, taxes, fuel, harvesters; .
Wine Production: Wine making, bottles, corks, capsules, boxes, labels;
Logistics: Moving bottles from A-to-B, cold storage;
Administration: Accounting: day-to-day management, legal expenses;
Marketing and Communications: Maintaining our presence online, and telling the story;
Financial Costs.
How much does it cost for us to produce a bottle of wine (for each vintage), considering:
Production cost
Cost changes over time (recurring costs of cold storage)
Effects of inflation and currency value fluctuations over time
What is our inventory?
Wine in bottles, at different storage locations
Wine (litres) in the winery
Fungible materials: boxes, labels, capsules, corks
Chemicals
Tools
What is the current valuation of the company?
Stock valuation
Asset valuation
We can begin by defining the types of reports that we would like to share with the world, and work backwards from there:
Custom Reports
Req ID | P | Definition | Owner | Notes |
3.1.1 | 1 | The site visitor should be able to access a report which summarizes our sales figures: What we are selling (winecoins, wine, other items)? Where are we selling? | Mr. Sinatra |
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3.1.2 | 1 | Present visitors with a detailed expense report broken down into the following categories: | Mr. Sinatra |
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3.1.3 | 1 | Production cost | Mr. Sinatra |
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3.1.4 | 1 | Inventory | Mr. Sinatra |
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3.1.5 | 1 | Company evaluation | Mr. Sinatra |
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Accounting
The accounting platform should track the following ledger items:
Expenses
Grape Production
Vineyard workers
Salaries
Taxes
Insurance
Clothing
Grape Services
Cosechadores
Tractor Services
Transportation (grapes to winery)
Electricity
Irrigation
Limpieza de Cupo
Grape Insumos
Agrochemicals
Guano
Wine Production
Wine Making
Bottling
Transportation (wine to winery wine storage in Mendoza, Winelock)
Wine Insumos
Bottles
Cork
Boxes
Capsules
Wax
Labels
Oak Barrels
Jaula (cage)
Wine Services
Print labels
Labeling
Wine Storage Mendoza, Winelock
Transportation Long Distance, Camionera Mendocina
Wine Storage BsAs and Distribution
Winery Representative: Analysis, Certifications, INV
Customs Broker
Wine Storage Spain, Andeswine
OIA
GS1
NIC
RUT
INTA
BARBAT
MTB* Torrontés
Wine Making Correas
Administration, Financial, Legal, Design
Accountant Fee
Notary Fee
Lawyer Fee
Graphic Designer Fee
MPA Vinos
La Pera Limonera
SMF Consulting
Marketing and Communications
Events, Tasting
Concours
Marketing and Communications Services
Promotional Materials
Sales
Wine Sales
Argentina
Spain
Brasil
Uruguay
U.S.A
Inventory
The Inventory Module should track the following stocks:
Items
Wine
Insumos
Promotional materials
Tools and other assets
Locations
Costaflores Organic Vineyard
Wine Storage Mendoza, Winelock
Wine Storage Buenos Aires, MEM
Warehouse Spain, Andeswine
Valuation
Master Data Management
Req ID | P | Definition | Owner |
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1 | 1 | The system should allow to manage the following master data information:
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1.1 | 1 | The information for products is:
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1.1.1 | 1 | Pricing: Price List Management: the system has to provide mechanisms to easily update prices based on price list schemes and also allow manual modifications. |
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1.2 | 1 | The information for Business Partners (Customers, Suppliers and Employees):
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1.3 | 1 | Document Types: Openbravo has to allow different document type management for each transaction (either sales or purchase transaction):
Every document type will have the standard printing design offered by Openbravo or Argentina Localization module. Only the following document types will be customizable if needed:
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1.4 | 1 | The system will include all the Argentinian mandatory taxes for Costaflores S.A. The most used taxes will be, for Sales:
For Purchase:
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1.4.1 | 1 | Taxes will be automatically calculated by the system for every transaction |
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1.5 | 1 | Openbravo supports manually management of currency conversion rate between all the currencies |
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1.5.1 | 2 | Automatically get the conversion rate from a web service (ApiLAYER) |
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1.6 | 1 | The price of the tokens by default will be 1 but in each sales order it will vary depending on the value of the token at the moment |
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1.7 | 1 | The price of the wine bottle will be fixed and a token will be rewarded, that is, burning a token implies a bottle price of 0, thus leaving an invoice with the following lines (example with 6 units):
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More info about the implicit requirements met by openbravo: http://wiki.openbravo.com/wiki/Master_Data_Management
Sales Management
Req ID | P | Definition | Owner |
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2 | 1 | The system has to cover the whole sales process from order to cash |
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2.1 | 1 | The system has the ability register quotations and to transform quotations into sales orders |
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2.2 | 1 | The system has to have the ability to ship the sold goods to the customer |
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2.3 | 1 | The system has to allow the user to bill for the goods shipment or the sales order partially or totally. The user can decide when to create the invoice manually if it is not downloaded from the e-commerce |
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2.4 | 1 | The system has to be integrated with Magento commerce |
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2.4.1 | 1 | The system has to allow the integration, at least, for the following entities:
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2.4.2 | 1 | Openbravo will be synchronized with Magento based on background processes scheduled in the right order. |
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2.5 | 1 | Sales invoice has to be sent to AFIP using the official webservices |
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2.6 | 1 | The system has to meet all the official requirements set by AFIP (Argentinian authorities) |
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2.7 | 1 | The system allows to manage payments manually or automatically depending on the payment method and if the sales order comes from magento |
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2.8 | 1 | The system will allow returns from customers that will follow the opposite flow of a natural sales and will generate the following documents:
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2.9 | 1 | The System has to allow sales in several currencies and cryptocurrencies (BTC, ETH, MTB18, MTB 19, etc.) |
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2.9.1 | 1 | Tokens will be sold as explained in the following flows: |
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2.9.2 | 1 | The sales flow for national (Argetina) sales will be:
When a user wants to burn their tokens:
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2.9.3 | 1 | Sales flow for international sales (excluding USA) will be:
When users want to burn their tokens:
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2.10 | 1 | Delivery from different warehouses |
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2.11 | 1 | Stock with attributes: year and expiration date |
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2.12 | 1 |
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More info about the implicit requirements met by openbravo: http://wiki.openbravo.com/wiki/Sales_Management
Purchasing Management
Req ID | P | Definition | Owner |
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3 | 1 | The system must allow to register the purchases to the different suppliers of services and supplies |
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3.1 | 1 | Purchases must be able to be imputed to the final cost of the product through the standard functionality of "Landed Cost" |
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3.2 | 1 | The weighting of the cost between the different landed cost will be initially done by hand but the system will provide enough information to obtain it easily:
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3.3 | 1 | The bottle entry will be made through purchase orders to the Warehouse provider (explained again in the warehouse section). The entry will specify batch, expiration, add, (the attributes that Costaflores considers relevant for the traceability of the product) |
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3.4 | 1 | The system does not control the management of imports |
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Accounting and Finance
Req ID | P | Definition | Owner |
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4 | 1 | Purchase and sale invoices will be accounted for |
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4.1 | 1 | The system will also allow making manual entries |
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4.2 | 1 | The system will allow the accounting of payments against accounting concepts (concepts not included in an invoice, eg: payroll) |
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4.3 | 1 | The system will allow tracking of payments to be made and collections to be collected, as well as the registration of all transactions in the different financial accounts (cash, banks, virtual wallets, etc.) - The mtb tokens will be considered products and subsequently vouchers , that is, they will not be taken as a method of payment or a financial account |
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4.4 | 1 | The withholdings suffered will be represented as payments by means of a payment method in a specific financial account exclusively for withholdings: withholding + tax (VAT, suss, iibb, etc.) |
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4.5 | 1 | The system will allow accounting, manually or through a process in the background |
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4.6 | 1 | The system will allow to reset the accounting when necessary (if any correction is necessary) |
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4.7 | 1 | It will operate with a single accounting system in pesos for the time being |
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4.8 | 1 | The system allows registering a daily exchange rate with any currency. This type of change will be used by the accounting to calculate the losses or gains by exchange difference |
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4.9 | 1 | The system allows to overwrite the exchange rate in specific invoice documents (when the provider applies a different exchange rate than that registered in the system) |
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4.10 | 1 | An accounting scheme and standard account tree will be provided but Openvino users are askeed to adapt it to their needs |
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4.11 | 1 | The system will allow extracting the following reprorts:
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4.12 | 1 | The system has all the taxes set that Costaflores will use |
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4.13 | 1 | The system will offer the necessary information to make the corresponding liquidations, but it is not integrated with the systems of the afip nor provincial administrations for the liquidations |
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4.14 | 1 | The system allows recording collections and payments with the different payment methods configured in the system |
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4.15 | 1 | A simplistic configuration of the payment methods is suggested, but the system allows the reconciliation of the banking transactions with those of the bank statement |
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More info about the implicit requirements met by openbravo: http://wiki.openbravo.com/wiki/Financial_Management
Warehouses Management
Req ID | P | Definition | Owner |
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5 | 1 | The system has multi Warehouse support |
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5.1 | 1 | The system allows registering multiple storage bins per store by using x-y-z coordinates, also allows simpler configurations of a single storage bin per store |
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5.2 | 1 | The system will allow the following warehouse operations:
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5.3 | 1 | The entrance of bottles will be done by means of entry receipts with the winery supplier that produces the wine. It is not contemplated for the moment to implement the production module |
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5.4 | 1 | Grape stock will not be taken |
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5.5 | 1 | It will take stock of labels, corks, etc. by entering it by means of entry receipts, but by not using the production module, it must be removed from the stock by receips X manually (this process is an automation point for a later phase) |
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5.6 | 1 | No stock of tokens will be registered since the maximum number of tokens is determined by the ico itself. Therefore, stock will not be synchronized with Magento |
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More info about the implicit requirements met by openbravo: http://wiki.openbravo.com/wiki/Warehouse_Management