SAP Business One To Go SAP B.com Book

SAP Business One To Go SAP B.com Book
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    SAP® Business One ...To Go© 2010 by SAP AG. All rights reserved.SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, and other SAP products andservices mentioned herein as well as their respective logos are trademarks or registered trademarksof SAP AG in Germany and in several other countrie...

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    SAP Business One ...To Go1Table of ContentsSAP® Business One ...To Go........................................................................................................ 2,iTable of Contents 3,....................................................................................................

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    The Essence of SAP Business OneSAP Business One ...To Go2 1Drag&Relate 32,......................................................................................................................... 30My Menu and My Shortcuts 33,....................................................................

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    The Essence of SAP Business OneSAP Business One ...To Go3 1Budget Scenarios 71,.................................................................................................................. 69Budget Distribution Methods 72,.......................................................................

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    The Essence of SAP Business OneSAP Business One ...To Go4 1Processing Groups of Document 116,s..............................................................................................114The Document Generation Wizard 116,.........................................................................

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    The Essence of SAP Business OneSAP Business One ...To Go5 1MRP Example 2: Consuming Forecasts 157,................................................................................155MRP Example 3: Order Consolidation 159,..............................................................................

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    The Essence of SAP Business OneSAP Business One ...To Go6 1Printing Sequence 213,............................................................................................................ 211Print Layout Designer 214,...............................................................................

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    The Essence of SAP Business OneSAP Business One ...To Go7 1The Essence of SAP Business OneIn This ChapterWhat Is SAP Business One?Breaking Ground for Small and Midsize BusinessesA Unique ApproachWhat This Book Will Do for YouSAP® Business One is an integrated business management application desi...

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    The Essence of SAP Business OneSAP Business One ...To Go8 1An Application for EveryoneThe easiest way to understand SAP Business One is to think of all of the people who are involved ina business:There are people in sales that gather leads, go on sales calls, and make sales.There are people who a...

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    The Essence of SAP Business OneSAP Business One ...To Go9 1The Challenges Facing Small and Midsize BusinessesSmall and midsize businesses focus first on increasing sales and profitability. Getting orders fromcustomers and fulfilling them at a profit is always job one, and software can be a tool t...

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    The Essence of SAP Business OneSAP Business One ...To Go10 1Multiple Point SolutionsCompanies often acquire multiple point solutions to meet specific needs as business expands; forexample, an accounting application to manage general ledgers and invoices, or a warehousemanagement solution to keep ...

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    The Essence of SAP Business OneSAP Business One ...To Go11 1An Integrated SolutionSAP Business One takes a “single solution” approach to business management and processautomation. Sales, CRM, financials, and operations are all supported and automated in SAP BusinessOne. The automation of each...

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    The Essence of SAP Business OneSAP Business One ...To Go12 1experience in creating business applications that serve the needs of more than 12 million usersworldwide.As the worldwide leader in business management software, SAP is committed to bringingcomprehensive business management solutions to ...

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    SAP Business One ...To Go13The Personality ofSAP Business OneIn This ChapterGetting StartedUnderstanding the Personality of SAP Business OneKnowing Where You AreFinding What You Are Looking ForGetting Where You Want to GoFinding Answers to Your QuestionsGetting acquainted with a new software appl...

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    The Personality of SAP Business OneSAP Business One ...To Go14 2with its intuitive navigation and familiar look and feel. And before too long you’ll learn just howflexible and integrated it is.Getting StartedTo start SAP Business One, double-click the icon shown in Figure 2-1.Figure 2-1: Starti...

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    The Personality of SAP Business OneSAP Business One ...To Go15 2The first time you login, you will need to select your database server as well. Consult your systemadministration to retrieve this information.A user name and a password must be entered in order to login to the company database. The ...

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    The Personality of SAP Business OneSAP Business One ...To Go16 2application that isn’t as convenient and easy to use. But to get to this destination—the place where itall makes sense—you need to spend some time with a guide.What happens in the moment when SAP Business One makes sense is tha...

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    The Personality of SAP Business OneSAP Business One ...To Go17 2Figure 2-2: How SAP Business One documents are built from reusable master dataCreating documents from master data increases productivity, ensures data consistency, and reduceserrors. As you learn more about SAP Business One, you will...

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    The Personality of SAP Business OneSAP Business One ...To Go18 2Figure 2-3: Top-down navigation from theMain MenuNavigation reminder: all roads lead through theMain Menu. It is important to rememberthat all of the functions of SAP Business One are accessible through theMain Menu. TheMainMenu is o...

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    The Personality of SAP Business OneSAP Business One ...To Go19 2a sequence. SAP Business One also keeps track of the connections between the documents so thatyou can move through the sequence of documents related to a particular transaction. Thetransactional connections between documents are main...

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    The Personality of SAP Business OneSAP Business One ...To Go20 2The Main WindowThe main window opens automatically upon launching SAP Business One and is the central placewhere you can initiate any task. Only the main window has a menu bar along the top. It also has atoolbar with icons that provi...

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    The Personality of SAP Business OneSAP Business One ...To Go21 2Figure 2-5: SAP Business One menu bar and toolbarThe menu bar includes the following menus:File: Primary commands, such as Close, Print Preview, Export to, and Launch ApplicationEdit: General editing commands, such as Undo, Redo, Cut...

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    The Personality of SAP Business OneSAP Business One ...To Go22 2The Status BarThe status bar extends along the entire lower edge of the SAP Business One main window andcontains various fields.The bottom-left area of the status bar displays the following types of messages:An error message appears ...

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    The Personality of SAP Business OneSAP Business One ...To Go23 2Figure 2-6: Anatomy of the status barThe System Messages LogThe system messages log records all messages that appear on the status bar as you work. Itincludes errors, warning and information messages. Every time you log out of the ap...

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    The Personality of SAP Business OneSAP Business One ...To Go24 2Figure 2-7: My Cockpit WindowActivating the Cockpit. The cockpit is an optional component. You can choose to activate forcertain users. Go toAdministration System InitializationGeneral Settings Cockpit. Then go toTools Cockpit Enable...

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    The Personality of SAP Business OneSAP Business One ...To Go25 2Find: Search for existing records or documentsView: View an existing record or documentUpdate: Modify the data of an existing record or documentWindows in SAP Business One have a default mode, which can be either “add” or “find...

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    The Personality of SAP Business OneSAP Business One ...To Go26 2Switching operation modes alert. You cannot always change data in a document or a masterdata record once it has been added. At certain points, documents become read-only if thebusiness process related to the document has progressed b...

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    The Personality of SAP Business OneSAP Business One ...To Go27 2Figure 2-8: Accessing theRow Details windowFinding What You Are Looking ForSAP Business One provides you with extensive support for searching for objects (sales andpurchasing documents, and business partner and item master records). ...

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    The Personality of SAP Business OneSAP Business One ...To Go28 2Figure 2-9: How to look up customers and items in a sales orderAfter you press the selection list icon, a selection list appears in a separate window. You can movethrough the list quickly by typing the first character of either the b...

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    The Personality of SAP Business OneSAP Business One ...To Go29 2The same search methods are available in the master data window as well. The only difference is thatinstead of pressing the Tab key, you press Enter or the Find button at the bottom of the window.Using Toolbar Arrows to Find Document...

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    The Personality of SAP Business OneSAP Business One ...To Go30 2Figure 2-11: Using the link arrow to navigate from an invoice to master dataDrag&RelateThe Drag&Relate feature is an interactive tool that allows you to display a wide array of real-timeinformation about your business quickly...

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    The Personality of SAP Business OneSAP Business One ...To Go31 2Figure 2-12: Using Drag&Relate to find A/P invoices for a particular itemMy Menu and My ShortcutsYou can increase your navigation efficiency by using the My Menu and creating user-definedkeyboard shortcuts for one-step access to ...

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    The Personality of SAP Business OneSAP Business One ...To Go32 2Figure 2-13: Saving frequently used documents to theMy MenuOn the other hand, if you are a very busy purchasing agent for a manufacturing company and eventwo clicks are too far away for a purchase order, SAP Business One permits you ...

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    The Personality of SAP Business OneSAP Business One ...To Go33 2Figure 2-14: Creating user-defined keyboard shortcutsDisplay SettingsYou can change several display settings to personalize your SAP Business One workplace. You canadd a company logo or staff photo to the desktop. Other settings incl...

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    The Personality of SAP Business OneSAP Business One ...To Go34 2The form settings are saved by user. To save time, login using a user from each role, and makeall the settings you need. Once you are done, login as a super user, open the user setup, located ontheAdministration Setup General Users, ...

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    The Personality of SAP Business OneSAP Business One ...To Go35 2Figure 2-16. Changing field namesAdding User-Defined Fields and TablesWhile SAP Business One provides a comprehensive set of fields in each of its modules, yourcompany may need additional fields to pursue day-to-day work or to confor...

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    The Personality of SAP Business OneSAP Business One ...To Go36 2values to that field. The user defined values can be a static list of available drivers, one of which canbe selected for the order. Alternately, the user-defined values can be a query that automatically fillsin the name of the delive...

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    The Personality of SAP Business OneSAP Business One ...To Go37 2Solution Overview: Review general information about the application and learn more abouthow to integrate SAP Business One with the SAP Business Suite family of businessapplicationsDocumentation: Find documentation for the latest rele...

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    SAP Business One ...To Go38The Basics ofFinancial AccountingIn This ChapterOverview of Financial AccountingSetting Up Financial AccountingPerforming Daily ProceduresMaintaining RecordsPeriod-End ProceduresIncoming and Outgoing PaymentsCost AccountingBudgetingInquiries and ReportsSAP® Business On...

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    Entering and Managing Master DataSAP Business One ...To Go39 4Data integrity. To prevent users from posting manual journal entries to certain accounts, youcan set up confidential accounts. In addition, alerts help you manage expenses by informingyou when expenses reach their budget threshold.Auto...

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    Entering and Managing Master DataSAP Business One ...To Go40 4Figure 3-1:Accounting setup step-by-step

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    Entering and Managing Master DataSAP Business One ...To Go41 4DefinitionsAccount: Formal record of a type of asset, liability, equity, revenue, or expense that shows itsbeginning balance, increases and decreases (transactions), and resulting ending balance for aspecified period.Control account: C...

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    Entering and Managing Master DataSAP Business One ...To Go42 4Setting Up Financial AccountingProper setup of financial and accounting functionality is the foundation on which much of theautomation of SAP Business One rests. With the right chart of accounts, posting periods, andaccount determinati...

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    Entering and Managing Master DataSAP Business One ...To Go43 4Unlocked. This is the default status for new period creation. This status allows all users topost any type of transaction.Unlocked Except Sales. This status allows authorized users to post all types of transactionsexcept for sales docu...

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    Entering and Managing Master DataSAP Business One ...To Go44 4Figure 3-2: A segmented account codeSAP Business One provides four default account segments and allows up to 10. During setup youcan change the size and name of any segment, as well as delete the entire segment, but the firstsegment mu...

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    Entering and Managing Master DataSAP Business One ...To Go45 4GAAP in which there is a separate “drawer” for accounts representing assets, liabilities, equity,revenues, cost of sales, expenses, financing, and other revenues and expenses. These drawers, whichhave been defined by SAP and cannot...

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    Entering and Managing Master DataSAP Business One ...To Go46 4To add an account or a title, click the drawer or title that you want to add the new account under.Choose DataAdd from the menu bar, and enter the complete account code, name, and otherproperties.To rearrange your chart of accounts str...

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    Entering and Managing Master DataSAP Business One ...To Go47 4Foreign Currency maintenance. When working with foreign currencies, you must manuallymaintain the exchange rates in the Exchange Rate and Indexes table located in the Administrationmodule. If there is no rate available for the current ...

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    Entering and Managing Master DataSAP Business One ...To Go48 4Portal pointer. For detailed G/L account determination instructions, consult your SAPimplementation partner and download the “How to Determine G/L Accounts for AutomaticCreation of Journal Entries” and “How to Make the Initial Se...

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    Entering and Managing Master DataSAP Business One ...To Go49 4Step 5: Migrating Your Legacy DataWhen making the change from your legacy financial accounting system to SAP Business One, youare faced with the challenge of having to keep historic data online for audit and research purposes aswell as...

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    Entering and Managing Master DataSAP Business One ...To Go50 4Figure 3-5: Setting the1099 Form and1099 BoxSetup Tip. If you started working with the system in the middle of the year, you have the optionto enter 1099 opening balances for your vendors. Go toMain MenuAdministrationSystemInitializati...

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    Entering and Managing Master DataSAP Business One ...To Go51 4is added manually, it is recorded immediately and cannot be deleted—only reversed. (To do so, see“Reversing Transactions” later in this chapter.)Using the Journal Entry window shown in Figure 3-6, you can create journal entries m...

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    Entering and Managing Master DataSAP Business One ...To Go52 4Journal Entry tip. Normally from theJournal Entry screen, you make postings to G/L accounts.To display a list of G/L accounts from theG/L Acct/BP Code field, press Tab. You can also use ajournal entry to book an entry to a business par...

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    Entering and Managing Master DataSAP Business One ...To Go53 4posting template, you enter an amount on one of the rows and the system allocates the amounts in theother rows according to the percentages defined in the templateYou can use the posting template function to allocate an expense, for ex...

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    Entering and Managing Master DataSAP Business One ...To Go54 4Reversing TransactionsIf you need to reverse a transaction that had been posted to the general ledger using the JournalEntry window or the Journal Voucher window, SAP Business One provides you with three options:Go to Main MenuFinancia...

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    Entering and Managing Master DataSAP Business One ...To Go55 4To display the Edit Chart of Accounts window, go to Main MenuFinancialsEdit Chart ofAccounts, or AdministrationSetupFinancialsEdit Chart of Accounts.Creating codes for a set of newly created accounts is a common task when adding new ac...

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    Entering and Managing Master DataSAP Business One ...To Go56 4Show Differences in the lower right of the Change Log window to see what has changed betweeniterations of the document.Period-End ProceduresMuch of the work of financial accounting takes place at the end of each period and at the end o...

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    Entering and Managing Master DataSAP Business One ...To Go57 4Complete the period-end proceduresPost any final adjusting entries in the G/LClose the last period of the fiscal yearMake a backup of your database and put it in an off-site storage locationPrint 1099sPrint a final detailed trial balan...

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    Entering and Managing Master DataSAP Business One ...To Go58 4The Data Archiving WizardTo open the wizard go to Administration UtilitiesData Archive Wizard. Figure 3-9 describesthe main steps of the wizard.Figure 3-9: Data Archive Wizard’s Main StepsThe wizard options consist of:Simulation. Thi...

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    Entering and Managing Master DataSAP Business One ...To Go59 4In the archive parameters you select the posting period range you would like to archive. The startdate of the archived period is always the first period of the company. You can only archive periodsthat are 2 years or older then the sys...

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    Entering and Managing Master DataSAP Business One ...To Go60 4fully or partially. If there is no prior transaction to select, or you are unsure which transactionapplies, you can enter a Payment on Account.Incoming PaymentsIncoming payments can be received in four ways: cash, checks, credit cards,...

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    Entering and Managing Master DataSAP Business One ...To Go61 4Figure 3-10:Incoming Payments windowOnce the incoming payment document is added, the following actions are taken:Journal entries credit the customer’s accounts receivable control account and debit the bankaccount or a clearing accoun...

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    Entering and Managing Master DataSAP Business One ...To Go62 4Creating Incoming Payments on AccountYou can accept payments that are received without reference to specific invoice(s)—for example, aone-time point-of-sale purchase. To do this, you check the Payment on Account checkbox of theIncomi...

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    Entering and Managing Master DataSAP Business One ...To Go63 4the business partner for the payment amount, and the small difference is posted to a dedicated G/Laccount you define in the G/L Account determination.Cash discount is a special discount given when your customer pays before the invoice ...

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    Entering and Managing Master DataSAP Business One ...To Go64 41) Payment Run Selection. Choose whether to load a previous created payment run or create anew one2) General Parameters. Determine the payment posting date and the payment type – outgoingor/and incoming, as well as the payment means ...

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    Entering and Managing Master DataSAP Business One ...To Go65 4Printing ChecksPrinting checks is an important payment process for most U.S. businesses. The setup for printingchecks usually requires some help from an implementation partner. Part of the check printing processinvolves making sure tha...

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    Entering and Managing Master DataSAP Business One ...To Go66 4manually. You may wonder how critical internal reconciliation is to the running of your company.Well, the answer is that internal reconciliation is absolutely critical! Essentially, internalreconciliation matches debits and credits in ...

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    Entering and Managing Master DataSAP Business One ...To Go67 4Figure 3-11: Internal Reconciliation windowCost AccountingIn the United States, cost accounting is used to track the various cost and profit centers of a business.Using cost accounting, you can track departments, divisions, or various ...

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    Entering and Managing Master DataSAP Business One ...To Go68 4Profit center definition. A profit center is a company unit or division that performs a specificbusiness function. For example, a specific company unit might be responsible for manufacturing aproduct or providing a service. You can use...

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    Entering and Managing Master DataSAP Business One ...To Go69 4If the ratio between the profit centers changes, or if you need to add or remove a profit center fromthe distribution rule, use the Effective From date to define multiple instances of the same distributionrule. This way you maintain th...

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    Entering and Managing Master DataSAP Business One ...To Go70 4SAP Business One allows you to define these conditions as well as determine the fiscal periodduring which they apply. Whenever you set up a new company, a scenario called the “main budget”is created automatically. All the checks fo...

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    Entering and Managing Master DataSAP Business One ...To Go71 4Ascending order: This method distributes the budget amount in ascending order and is usedwhen you increase your budget expenses over the year. For example, in January you use onlya small portion of your budget, in February you increase...

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    Entering and Managing Master DataSAP Business One ...To Go72 4Inquiries and ReportsSAP Business One offers a comprehensive suite of standard financial and control reports. ChooseMain MenuFinancialsFinancial Reports to access standard reports such as those in thefollowing table. In addition to the...

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    Entering and Managing Master DataSAP Business One ...To Go73 4Entering and ManagingMaster DataIn This ChapterHow Master Data Is Used in SAP Business OneThe Master Data Creation and Management ProcessSetting Up Predefined Values and Defaults for Master DataCreating Business Partner Master DataCrea...

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    Entering and Managing Master DataSAP Business One ...To Go74 4How Master Data Is Used inSAP Business OneIf business were a game like chess, master data would be a description of each of the pieces. Insteadof kings, queens, and rooks, you have customers, vendors, leads, and items. Transactional da...

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    Entering and Managing Master DataSAP Business One ...To Go75 4Vendor data: Describes the people and organizations from which your company buysproducts and services. Vendor master data records are used to create documents related topurchasing and accepting delivery of goods and services and proces...

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    Entering and Managing Master DataSAP Business One ...To Go76 4Figure 4-2:Item Master Data windowItem data includes how the item may be purchased or sold, the price of the item, the inventory level,and how purchasing of the item is forecast and planned. Item master data supports a two-wayprocess. ...

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    Entering and Managing Master DataSAP Business One ...To Go77 4Predefined Values and DefaultsOne kind of data used in business partners and items is the data that populates the drop-down listsand shows up in each window by default as the first choice to populate certain fields.We call the data tha...

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    Entering and Managing Master DataSAP Business One ...To Go78 4up because SAP Business One automatically creates accounting journal entries when variousdocuments such as invoices are saved.When an A/P invoice is received and posted, for example, SAP Business One creates an accountingjournal entry ...

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    Entering and Managing Master DataSAP Business One ...To Go79 4master data record allow master data records to be classified in ways that help you keep track of andreport on your business. Business partner and item master data records also have a set of generalpurpose properties, on/off switches i...

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    Entering and Managing Master DataSAP Business One ...To Go80 4Figure 4-3: Master data process overviewMaster data setup is a key part of implementation. This phase involves creating predefined valuesand defaults, making sure the primary accounts are properly determined, and importing data.Data im...

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    Entering and Managing Master DataSAP Business One ...To Go81 4As business needs change, predefined values and default values may also need to be adjusted (forexample, if the company is reorganized).The following sections summarize how each of the tasks involved in managing master data isperformed...

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    Entering and Managing Master DataSAP Business One ...To Go82 4AdministrationSystem Initialization General Settings BP tabDefaults and settings such as credit and commitment limits, commissions, payment terms,payment methods, dunning terms, and approval procedures for business partner masterrecord...

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    Entering and Managing Master DataSAP Business One ...To Go83 4Creating Business Partner Master DataWith all of the predefined values and defaults in place, it is possible to create master data recordsquickly and efficiently. As we pointed out in the process overview of setting up master data earl...

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    Entering and Managing Master DataSAP Business One ...To Go84 4Figure 4-5:Business Partner Master Data window,Accounting tabEach of the tabs in the master data record has the same header information and a footer that consistsof a row of buttons along the bottom.Right-click a field and choose What...

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    Entering and Managing Master DataSAP Business One ...To Go85 4The Currency setting is very important because it determines the currency that will be usedfor documents created for this customer.The orange link arrows next to the fields on the right side of the header allow you to drilldown to see ...

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    Entering and Managing Master DataSAP Business One ...To Go86 4for the payment date calculation). Here you also enter the business partner’s bank information, creditcard and priority.The Payment System tab specifies the set of parameters required for efficient use of the paymentwizard.The Accoun...

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    Entering and Managing Master DataSAP Business One ...To Go87 4Additional functions. Once the business partner is set up, right mouse click anywhere in thebusiness partner master data window to access additional functions. You can define Special Pricesand Catalog Numbers for the business partner. ...

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    Entering and Managing Master DataSAP Business One ...To Go88 4Figure 4-6 shows the Inventory Data tab of the Item Master Data window. At the top of the window,a header provides the essential summary information about the item. Each tab on the window goesinto greater detail about various aspects o...

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    Entering and Managing Master DataSAP Business One ...To Go89 4Valuation method. This is applicable when the perpetual inventory system is used in thecompany. The default is retrieved from the selected item group. When the item is first setup,you can choose a different valuation method. (Standard,...

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    SAP Business One ...To Go90Sales Documents andAccounts ReceivableIn This ChapterOverview of Sales-A/R ProcessGetting StartedTaking It Step by StepBuilding One Document from AnotherProcessing Groups of DocumentsAccounting and Inventory ImpactSales ChecklistToday the sales process is rarely as simp...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go91 5Overview of Sales-A/R ProcessThe sales-A/R process moves from issuing a sales quotation to selling the goods (and services) todelivering those goods to invoicing the customer for their purchases.Figure 5-1 illustrates this proces...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go92 5DefinitionsThe term item is used in a very specific way in SAP Business One. It refers only to goods andmaterials bought, produced, sold, and warehoused. Items can also be used for services thecompany provides. In this case, the ...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go93 5Common Document StructureEach sales and A/R document in SAP Business One has similar header and footer fields and threetabs for Contents, Logistics, and Accounting, as shown in Figure 5-2.Header fields appear in every window of a...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go94 5The Accounting tab contains information about the payment terms, payment methods, installments,the customer’s control account and a link to the automatic journal entry that was created after thedocument is added.. See Chapter 3...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go95 5Figure 5-3: Specifying a customer in a sales documentIf you are authorized, you can enter new customer information while creating a sales document. Todo so, click on the New button on the bottom of the List of Business Partners w...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go96 5customer, we recommend that you change the relevant master data record or create a new one. Thatway, the data you update or the new item or customer is available from now on for all users.Using the form settings feature in SAP Bu...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go97 5Figure 5-4: The gross profit calculation in actionGross Profit is calculated by finding the extended sales prices (sales price multiplied by the quantity)minus the extended base price (base price multiplied by the quantity). You ...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go98 5pulled from master data for each item and totaled automatically. Note, however, that if some itemsdo not have this information in their master data records, the total will not be accurate.Key Reminders: Adding an Activity to a Sa...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go99 5How does SAP Business One manage price information? In SAP Business One, prices aredefined for items in price lists. A price list is assigned to a business partner (customer or vendor).When you post a transaction for a customer, ...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go100 5Figure 5-5: Copying a sales quotation to a sales orderThe Copy To button provides an almost instantaneous way to create the next document in yourprocess. It copies all the information from the base document. Now you can make cha...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go101 5How do I create a blanket order? To create a blanket order for items or services to bedelivered periodically (for example, leases for office space and equipment or service contracts orrecurring deliveries of supplies needed by y...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go102 5In a sales order, you can commit specific batch numbers to your customers, for items that aremanaged by batch numbers. Right-click the quantity field and select the Batch Numbers option. Theselected batches are allocated to this...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go103 5by warehouse report.Figure 5-7: Available to PromiseBackorder. If you would like to place a backorder, simply create a regular order. Use the backorderreport located under sales reports, to trace backorders and their status. The...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go104 5When using a drop ship warehouse, as opposed to a regular warehouse, no inventory transaction isposted and the committed quantity is not increased. This means that even during the delivery of theitems, there will be no effect on...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go105 5How does SAP Business One facilitate the pick and pack process? Once you have createda new sales order with an approved status, you may use the pick and pack manager, accessedthrough the inventory module, to handle your picking ...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go106 5How does a lead become a customer? You change a lead to a customer in the business partnermaster data. Go to the business partner master record and selectCustomer from the drop-down listto the right of the business partner code....

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go107 5Step 4: A/R InvoiceOnce you deliver goods or provide services, you bill the customer using an A/R invoice. An A/Rinvoice is a request for payment. Posting an A/R invoice records the revenue in the profit and lossstatement.Creati...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go108 5tax amount is calculated based on the unit price and the journal entry reflects the tax posting only.Use theForm Settings icon to add theTax Only column to the invoice table.Accounting and Inventory Impact of the A/R InvoiceOnce...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go109 5Optional Step: A/R Credit MemoWhen a customer returns goods, you issue a return document, as described earlier. But if you havealready posted the A/R invoice, you issue an A/R credit memo. When you create an A/R creditmemo, you ...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go110 5If you credit an un-delivered A/R reserve invoice, the credit memo will not increase inventory level.It will only reverse the journal entry which resulted from saving the A/R reserve invoice initially.Optional Step: A/R Down Pay...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go111 5Once the down payment is paid, it can be applied to the A/R invoice. At this stage the amount istransferred from the liability to the revenue account. The customer is debited for the remainingbalance.Specify the default down pay...

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go112 5Figure 5-10: Creating Deposit on OrderYou can apply multiple deposits on the same order. To view a list of all down payments, right clickthe sales order screen and choose Related Down Payment Transactions.

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    Sales Documents and Accounts ReceivableSAP Business One ...To Go113 5Building One Document from AnotherSales documents build on each other. Often, a quotation becomes a sales order that forms the basisfor a delivery and finally an A/R invoice. Figure 5-5, earlier in this chapter, shows how to qui...

  • Page 116

    Sales Documents and Accounts ReceivableSAP Business One ...To Go114 5Figure 5-11. TheOpen Items List displays various types of open documentsProcessing Groups of DocumentsSometimes it’s convenient to create many sales documents at once. Perhaps you want to create abatch of A/R invoices or deliv...

  • Page 117

    Sales Documents and Accounts ReceivableSAP Business One ...To Go115 5data, such as exchange rate, as well as accounting and inventory alerts such as credit limit deviation.At the end of the run you receive a summary of all the documents that were created. In Figure 5-12you can see the main steps ...

  • Page 118

    Sales Documents and Accounts ReceivableSAP Business One ...To Go116 5You start the wizard by selecting Sales - A/RDunning Wizard. The first window explains whatthe wizard does. Click Next to reach step 1, where you specify whether to load a saved wizard, withits parameters, or start a new one. Cl...

  • Page 119

    Sales Documents and Accounts ReceivableSAP Business One ...To Go117 5Dunning system setup. Prior to running the dunning wizard you must setup the dunning levelsand dunning terms in the company. Go toAdministration Setup Business Partners. Eachcustomer must be assigned with a dunning term. It is p...

  • Page 120

    Sales Documents and Accounts ReceivableSAP Business One ...To Go118 5debits sales return accountA/R reserveinvoiceDebits business partner’s A/R controlaccount and credits sales revenueaccountIncreases committedinventory if not based onsales orderA/R downpaymentDebits business partner’s A/R co...

  • Page 121

    Sales Documents and Accounts ReceivableSAP Business One ...To Go119 5Sales ChecklistGetting startedCustomer master data contains accurate shipping and billing addressesPayment terms and dunning parameters are setItem master data contains goods and/or services previously soldStep 1: Sales quotatio...

  • Page 122

    SAP Business One ...To Go120Purchasing Documents andAccounts PayableIn This ChapterOverview of Purchasing-A/P ProcessGetting Started: Common Structure and Key DataTaking It Step by StepBuilding One Document from AnotherAccounting and Inventory ImpactPurchasing ChecklistPurchasing is not just abou...

  • Page 123

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1216Figure 6-1: Purchasing document flow in SAP Business OneSometimes the process doesn’t take a straight path because of one problem or another. For thisreason, SAP Business One allows you to create other related purchasing docu...

  • Page 124

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1226DefinitionsThe term item is used in a very specific way in SAP Business One. It refers only to goods andmaterials bought, produced, sold, and warehoused.The purchase order (PO) is the document you provide to the vendor specifyi...

  • Page 125

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1236Common Document StructureEach purchasing document in SAP Business One has nearly identical header and footer fields andthree tabs for Contents, Logistics, and Accounting. This structure helps to ensure that all relevantdata is ...

  • Page 126

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1246Figure 6-2: Anatomy of a purchasing document in SAP Business One

  • Page 127

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1256Key DataGetting the most important data right from the start ensures that the A/P processes flow smoothlyand avoids unnecessary roadblocks later on—especially since SAP Business One allows you to builddocuments from existing ...

  • Page 128

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1266Figure 6-3: Specifying a vendorKey Data: ItemItem data identifies what is being purchased. To locate the List of Items (goods and materials), pressthe Tab key or the Choose From List icon from the Item No. field in the document...

  • Page 129

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1276Figure 6-4: Specifying an itemUsability tip. You can select multiple items from the list by holding down the Ctrl key andclicking on as many items as desired. To select a range of items, click the first record, hold downthe Shi...

  • Page 130

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1286insert your own text. This is especially helpful when you want to convey specific instructions to yourvendor about how items should be manufactured, handled, or shipped.Figure 6-5: Changing the type of a row in a purchasing doc...

  • Page 131

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1296Figure 6-6: WhereShip to andPay to addresses are definedThe tax code in purchasing documents is determined based on the selected warehouse. Go toAdministration Setup Inventory Warehouse to identify the tax code for the wareh...

  • Page 132

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1306If you have attended to the master data issues discussed earlier, you need to enter only the followinginformation in your PO:Delivery Date: This is the date that you would like to receive the items (or services) beingordered.Ve...

  • Page 133

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1316Accounting and Inventory Impact of a POWhen a PO is added in SAP Business One, no value-based accounting changes occur. However, theorder quantities listed in inventory management are increased. You can view items and quantitie...

  • Page 134

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1326you copy all data from an existing PO you can still adjust quantities and prices—as well as dates,vendor, and item information—before you post (add) the document.Figure 6-8: Creating a goods receipt PO from scratch and from...

  • Page 135

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1336determine the management method for serial numbers. If you select the On Every Transactionoption, in every stock entry or release, a serial number must be identified. For item are received intoinventory , for example, using a ...

  • Page 136

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1346Figure 6-9: Creating a goods return documentOptional Step: Landed CostsFrom time to time you may need to account for costs incurred when importing items from abroad,such as customs, broker, and insurance fees. For this purpose,...

  • Page 137

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1356Figure 6-10: Landed Cost StepsIn order to enable automatic journal entries you must define the appropriate G/L accounts. Go toAdministration Setup Purchasing Landed Cost to define the landed cost’s allocationaccount. Go t...

  • Page 138

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1366Step 3: A/P InvoiceThe A/P invoice is the purchasing document in SAP Business One that “vouches” for the invoicethat the vendor sends for items or services ordered and received. The accounts payable clerk usuallycreates the...

  • Page 139

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1376The A/P reserve invoice is a combination of a PO and a request for payment. It can be createddirectly or from an existing PO. Once posted, the document debits the relevant accounts in thegeneral ledger without affecting invento...

  • Page 140

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1386If, before you execute an A/P invoice, you have returned items and the vendor has sent you a goodsreturn document, first create a goods return in SAP Business One that will update the inventoryquantities and values. When you re...

  • Page 141

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1396Accounting and Inventory Impact of the A/P Down Payment InvoiceThe down payment invoice has no effect on inventory. The funds identified in the document aredebited to a predefined asset account, and the vendor is credited.Once ...

  • Page 142

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1406Document type alert. When you copy one purchasing document to another, make sure thatthe base document and the target document are of the same type, whether items or services.Purchasing documents cannot mix items and services, ...

  • Page 143

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1416Accounting and Inventory ImpactSummarized in the following table are the most important inventory management and accountingimplications of the SAP Business One purchasing documents discussed in this chapter.PurchasingdocumentAc...

  • Page 144

    Purchasing Documents and Accounts PayableSAP Business One ...To Go1426Purchasing ChecklistGetting startedVendor master data contains current vendorsPayment method is setItem master data contains goods and/or services previously purchasedLanded costs are defined with appropriate default accountsSt...

  • Page 145

    SAP Business One ...To Go143The ABCs of MRPIn This ChapterMaterial Requirements Planning DefinedPreparing for an MRP RunUsing the Wizard to Execute an MRP RunMRP ChecklistMaterial requirements planning (referred to universally as MRP) is, in the most generic sense, a setof planning techniques tha...

  • Page 146

    The ABCs of MRPSAP Business One ...To Go144 7MRP terms. For those who may be familiar with the way that MRP is implemented in industry, itis important to define precisely the terms used in this chapter.The term generic MRP process refers to the general definition of MRP that is in common use.We u...

  • Page 147

    The ABCs of MRPSAP Business One ...To Go145 7MRP process scope reminder. The MRP functionality of SAP Business One assumes thatsufficient production capacity is available. The results of an MRP run should be reconciled withthe production schedule for a factory. Insufficient capability to fulfill ...

  • Page 148

    The ABCs of MRPSAP Business One ...To Go146 7MRP process scope reminder. In a company with multiple warehouses and factories, thewarehouses, inventory, and sales orders that are included in an MRP run must be chosencarefully since SAP Business One does not associate specific warehouses with speci...

  • Page 149

    The ABCs of MRPSAP Business One ...To Go147 7Preparing for an MRP RunMuch of the work of preparing for an MRP run takes place through the normal routine of using SAPBusiness One to run your business. If master data for items, inventory, bills of material, purchaseorders, production orders, sales ...

  • Page 150

    The ABCs of MRPSAP Business One ...To Go148 7Figure 7-1: The MRP processLabor costs reminder. Some MRP applications have what is called a “routing,” which is adescription of the path items take through labor and production processes as they are beingmanufactured. SAP Business One has a simpli...

  • Page 151

    The ABCs of MRPSAP Business One ...To Go149 7Item and Inventory Master DataFigure 7-2 shows the Lead Time field on the Planning Data tab of the Item Master Data window(available by choosing Inventory from the Main Menu). This is one of the most important fields tospecify correctly because the acc...

  • Page 152

    The ABCs of MRPSAP Business One ...To Go150 7Define the procurement method for the item as “make” or “buy”. For “buy” items a PO iscreated and for “make” items, a production order is created. Make sure all items that areparents of a production bill of material are set to “make...

  • Page 153

    The ABCs of MRPSAP Business One ...To Go151 7Using the Wizard to Execute an MRP RunWith an accurate model of your business in place, you are ready for an MRP run, which will helpyou figure out how to get the materials you need in time to make or sell products.Executing an MRP run involves proceed...

  • Page 154

    The ABCs of MRPSAP Business One ...To Go152 7Power Supply Assembly Bill of MaterialsComponentLead time(days)Make orbuyOn-handquantityAC adaptor2Buy0Power supply0Buy0At the time of the MRP run, a sales order containing 10 Lexmax printers has been created with a duedate of June 21. There is no avai...

  • Page 155

    The ABCs of MRPSAP Business One ...To Go153 7Step 2: Selecting Data SourcesThe next window in the MRP Wizard, shown in Figure 7-4, specifies the data sources used tocalculate demand.Figure 7-4:Data Source windowThe Data Source window specifies the types of documents that are used to calculate dem...

  • Page 156

    The ABCs of MRPSAP Business One ...To Go154 7Figure 7-5: Item list from an MRP runLet’s look in detail at how the MRP functionality arrived at the results shown in Figure 7-5:The MRP run created a requirement for the parent item Lexmax printer to fulfill the salesorder due on June 21 for 10 uni...

  • Page 157

    The ABCs of MRPSAP Business One ...To Go155 7To see any recommended versions of production orders needed to create the items for the sales order,click the View Recommendations button (not visible in Figure 7-5). If you click the SaveRecommendations button, you accept and save the recommendations ...

  • Page 158

    The ABCs of MRPSAP Business One ...To Go156 7ordered quantities to the forecasts, production may exceed actual needs and inventory may beinflated. To avoid this situation, SAP Business One has a feature that tells the application to reduceforecasted quantities by actual order quantities. As a res...

  • Page 159

    The ABCs of MRPSAP Business One ...To Go157 7Figure 7-6: Results for MRP scenario in which forecasted orders are consumedMRP Example 3: Order ConsolidationAnother efficiency feature of the MRP functionality of SAP Business One is its ability to consolidateorders so that quantities are purchased i...

  • Page 160

    The ABCs of MRPSAP Business One ...To Go158 7Figure 7-: Order Recommendation report

  • Page 161

    The ABCs of MRPSAP Business One ...To Go159 7MRP ChecklistPreparing item master dataMake sure item master data records exist for each itemEnter the required inventory level for each itemSet the planning method to MRP for each itemSet the procurement method for each item to make or buyEnter the in...

  • Page 162

    SAP Business One ...To Go160Sales OpportunitiesIn This ChapterGetting Started with Sales OpportunitiesManaging Sales Opportunities in SAP Business OneManaging Sales Opportunities in Microsoft OutlookReporting on Sales OpportunitiesSales Opportunities ChecklistClosing business, turning leads into ...

  • Page 163

    Sales OpportunitiesSAP Business One ...To Go1618Getting Started with Sales OpportunitiesYou need to track what is most important to your company’s bottom line: the deals in the makingthat will become your revenue stream. You create a sales opportunity record for each salesopportunity and, since...

  • Page 164

    Sales OpportunitiesSAP Business One ...To Go1628Step 2: Managing sales opportunitiesSalespeople enter sales opportunities and manage them throughout the sales process. One simplewindow in SAP Business One provides salespeople with comprehensive information about aparticular sales opportunity. Aga...

  • Page 165

    Sales OpportunitiesSAP Business One ...To Go1638Figure 8-2:Sales Stages –Setup windowWhat if you later discover that more realistic percentages are higher or lower than indicated here?That’s no problem. Just go back into setup and change them; all your sales forecasting will beadjusted automa...

  • Page 166

    Sales OpportunitiesSAP Business One ...To Go1648Figure 8-3:Stage Analysis reportSo far, the SAP Business One features we have talked about help you manage the status of yourleads and project their outcome. But what about the day-to-day work of turning a lead into a sale?This involves strategic co...

  • Page 167

    Sales OpportunitiesSAP Business One ...To Go1658company is selling. You can respond immediately by creating a sales opportunity, allowing you totrack this prospect and inform others about the status of this lead.Entering a Sales OpportunityTo enter and track sales opportunities, go to the SAP Bus...

  • Page 168

    Sales OpportunitiesSAP Business One ...To Go1668If you are selling to an existing customer, the Sales Opportunity header includes details such as thetotal of all invoices the customer currently owes, taking into account any credit memos they mighthave. Such information doesn’t apply, of course,...

  • Page 169

    Sales OpportunitiesSAP Business One ...To Go1678Closing % field in the header shows the percentage for the current stage of the sale). Thismethodology produces more realistic forecasting.Another factor that is important for forecasting is the Level of Interest. Is this a hot lead or justlukewarm?...

  • Page 170

    Sales OpportunitiesSAP Business One ...To Go1688If the sale is ultimately won by a competitor, click the Lost checkbox. By tracking such information,you can later perform competitive analyses about which sales are being lost and won, who is winningbusiness from you, and why, if you know the reaso...

  • Page 171

    Sales OpportunitiesSAP Business One ...To Go1698Figure 8-5: Entering sales activities in SAP Business OneTo schedule meetings, simply click on the calendar icon on the SAP Business One toolbar. Thecalendar provides multiple views, including a group view that can facilitate scheduling teammeetings...

  • Page 172

    Sales OpportunitiesSAP Business One ...To Go1708Microsoft Outlook integration gives you access to sales data without having to be logged oncontinuously to SAP Business One. This is especially valuable for sales managers who travelfrequently and need to be able to view prospect and customer data w...

  • Page 173

    Sales OpportunitiesSAP Business One ...To Go1718What kinds of things can you do with Microsoft Outlook integration? Take a look at this list:Import contacts from SAP Business One and synchronize them with Microsoft OutlookSave e-mail messages and attachments as SAP Business One activitiesImport t...

  • Page 174

    Sales OpportunitiesSAP Business One ...To Go1728Figure 8-8: Associating a Microsoft Outlook contact with an SAP Business One business partnerClick the lookup button to the right of the Business Partner Code field to display a list of businesspartners, or click Recommend to display a Select Contac...

  • Page 175

    Sales OpportunitiesSAP Business One ...To Go1738Calendar appointment, task, and contact deletion alert. When deleting a calendarappointment, task, or contact in Microsoft Outlook, check whether it should be deleted in SAPBusiness One as well. Deletions are not automatic since they are irreversibl...

  • Page 176

    Sales OpportunitiesSAP Business One ...To Go1748Figure 8-9: An e-mail from Microsoft Outlook saved as an activityin SAP Business OneWorking with Quotations in Microsoft OutlookQuotations in Microsoft Outlook work a little bit differently from what we have discussed so far. Toimport quotations fro...

  • Page 177

    Sales OpportunitiesSAP Business One ...To Go1758Figure 8-10: Importing sales quotations into Microsoft OutlookGenerating Snapshots of Business Partner ActivitySnapshots provide you with powerful, detailed information so that you can effectively work withcustomers and leads. Microsoft Outlook inte...

  • Page 178

    Sales OpportunitiesSAP Business One ...To Go1768Figure 8-11: Selecting a snapshotOn the Snapshot tab, choose a Snapshot Template from the drop-down list. To generate the snapshot,click Synchronize This.The snapshot that you create appears in the General tab of the contact’s record in Microsoft ...

  • Page 179

    Sales OpportunitiesSAP Business One ...To Go1778The snapshot includes a summary page (shown by default) that is linked to detailed worksheets forall the summarized information. To view more details about service calls in the snapshot shown inFigure 8-12, for example, double-click to go to that pa...

  • Page 180

    Sales OpportunitiesSAP Business One ...To Go1788ReportSelection criteriaWhat it showsOpportunitiesforecastBusiness partner, territory, mainsales employee, last salesemployee, stage, date, industry,documents, amount, percentagerate, sources, partners, andcompetitorsAll open sales opportunitiesSort...

  • Page 181

    Sales OpportunitiesSAP Business One ...To Go1798Running the Opportunities Pipeline ReportPerhaps one of the most important reports is the Opportunities Pipeline report, shown in Figure 8-13,as it provides a visual answer to the perennial sales question, “What’s in the pipeline?” This report...

  • Page 182

    Sales OpportunitiesSAP Business One ...To Go1808You can display the Opportunities Pipeline as a dynamically changing graphic by selecting GotoDynamic Opportunity Analysis or by right-clicking anywhere in the Opportunity Pipeline andselecting this option (see Figure 8-14).Figure 8-14: Dynamic repr...

  • Page 183

    Sales OpportunitiesSAP Business One ...To Go1818Sales Opportunities ChecklistSet up sales opportunitiesGo toAdministrationSetupSales OpportunitiesSet up sales stages and define a closing percentage for each stageSet up competitors, partners, and relationshipsEnter a sales opportunityFrom the main...

  • Page 184

    SAP Business One ...To Go182The Service ModuleIn This ChapterGetting startedCustomer Equipment CardCreating Service CallsService ReportsThis chapter describes the Service module in SAP Business One. Use this module if your companyprovides different services to your customer and wishes to track it...

  • Page 185

    The Service ModuleSAP Business One ...To Go183 9Figure 9-1: Gold Contract TemplateCustomers that are entitled to receive service from your company should be assigned a contract. Youcan use one of the templates as a basis, or create it from scratch. To assign service contracts to yourcustomers go ...

  • Page 186

    The Service ModuleSAP Business One ...To Go184 9Figure 9-2: Service Contract TypesService contract type reminder. Although you define a default contract type, at any point in timeit is possible to update this field. If you change the contract type from a Serial Number to ItemGroups for example, t...

  • Page 187

    The Service ModuleSAP Business One ...To Go185 9Customer Equipment CardAs we mentioned before, the CEC can be created automatically. However it is also possible to createit manually from the Main Menu Service Customer Equipment Card For manual creation, youmust enter a unique value in the seria...

  • Page 188

    The Service ModuleSAP Business One ...To Go186 9Select a customer: the system performs a credit check and determines whether this customerhas a valid contract. If there is no contract, you can confirm the alert and continue anyway.Select an item and a serial numberEnter the subject of the callOpt...

  • Page 189

    The Service ModuleSAP Business One ...To Go187 9Service Reports The various service reports give you the opportunity as a manager to monitor and analyze theservice level provided by your company. As a manager, you can run the reports by user, by responsetype and view average closure time. As a s...

  • Page 190

    SAP Business One ...To Go188Document Creation,Authorizations, and ApprovalsIn This ChapterOverview of Document Creation FeaturesAuthorizations, Approval Procedures, and Document DraftsAccelerating Document Creation Through WizardsThis chapter examines document creation features such as document d...

  • Page 191

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go18910Figure 10-1: Creating documents using add modeInstead of clicking the Add button, you can use the File menu to save documents as drafts, or right-click the document header. A document saved as a draft can be used as a t...

  • Page 192

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go19010In addition to supporting the manual creation of documents, SAP Business One offers two wizardsfor document creation, the draw document wizard and the document generation wizard, which areexplained in greater detail lat...

  • Page 193

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go19110Authorizations make use of the organizational model of your business to allow access to becontrolled by the management level of a staff member. Authorizations can be copied from one userto another, and all changes made ...

  • Page 194

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go19210To save time when you have multiple users with similar authorizations, define the full authorizationsfor one user, and then copy it to others by dragging and dropping the user name on top of the others.Portal pointer. F...

  • Page 195

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go193104) Associate your customer with Sales Employees. The owner will be the human resource’s recordthat is linked to the sales employee of the selected customer in a sales document. You canoverride the owner in the documen...

  • Page 196

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go19410execute. When someone tries to post a document that exceeds a limit set through the approvalprocedures, that document is automatically saved as a draft during the approval process.SAP Business One supports thresholds fo...

  • Page 197

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go19510Figure 10-5: Steps in the approval processIf the approval is denied, the user can modify the document to meet the approval criteria. Onceupdated, if the document now meets the terms, the document is added to the system....

  • Page 198

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go19610On the Documents tab you indicate which documents need approval. You can choose salesand purchasing documents, inventory documents, or outgoing payment. Following theexample above, the purchase order would be specified ...

  • Page 199

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go19710Approvals reporting reminder. Two reports are key to the day-to-day use of approvals. Theapproval status report shows originators the status of their requests for approvals. The approvaldecision report shows authorizers...

  • Page 200

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go19810No matter what the outcome, as soon as the authorizer acts on the document, SAP Business Onesends a message to the originator of the document, and the message is displayed in that user’sMessages/Alert Overview window....

  • Page 201

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go19910If you save a document as a draft, it is available for later use. The next step in using a document draftis finding the existing drafts and then choosing one as the basis for creating a new document, aprocess summarized...

  • Page 202

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go20010Document drafts can be deleted from the Document Draft report (see Figure 10-9) by right-clickingon a draft and selecting Remove from the context menu. If you add a document using a draft, thedraft is not deleted automa...

  • Page 203

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go20110Choosing a document starts the draw document wizard, which provides different choices forcustomization and altering data based on the document that is being created and the sourcedocuments used to create it. For example...

  • Page 204

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go20210Figure 10-11: Using the wizard to create a sales orderIf the base documents include freight amounts, an extra step is added to the wizard. In this step youcan choose the freight amount you wish to draw, as well as the d...

  • Page 205

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go20310Backup reminder. The document generation wizard may create tens or hundreds ofdocuments at a time, many of which have significant accounting impact and are difficult to rollback. For this reason, you should use this wiz...

  • Page 206

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go20410can choose to save as draft, and determine which type of documents will be created: items, service,or both.In step 3 of the wizard, you specify which documents to use as the base documents for documentgeneration. Just a...

  • Page 207

    Document Creation, Authorizations, and ApprovalsSAP Business One ...To Go20510base and target document are for the same customer, and same type. You can define additionalcriteria for consolidation, such as ship-to name, payment terms, payment method, or custom criteriabased on user defined fields...

  • Page 208

    SAP Business One ...To Go206Printing Documents and ReportsIn This ChapterOverview of printing capabilitiesInitial setupPrint layout designerSAP® Crystal reportsPrinting documents and reports to a hard copy or to a file, is an essential part of your day to daywork. With SAP Business One you can p...

  • Page 209

    Printing Documents and ReportsSAP Business One ...To Go20711document, the system asks the user whether to attach the edited report. This will create a PDF fileand attach it to the email message. SAP Business One tracks the printing status of sales andpurchasing documents. Once a document has bee...

  • Page 210

    Printing Documents and ReportsSAP Business One ...To Go20811 Figure 11-2: General Print PreferencesOn the Per Document tab, select the document type and make your printing preferences:Print Document. Will print the document right after its addition. Specify the number ofcopies you are int...

  • Page 211

    Printing Documents and ReportsSAP Business One ...To Go20911Report and Layout ManagerAll templates, both document layouts and reports, are managed in a single location in the application.This is the Report and Layout Manager, located under the menu AdministrationSetup General.Here you can view w...

  • Page 212

    Printing Documents and ReportsSAP Business One ...To Go21011Export and Import Document LayoutsDuring the course of a SAP Business One implementation, you may have situations where youwould like to move templates from one company to another, or to apply a layout to different types ofdocuments. If ...

  • Page 213

    Printing Documents and ReportsSAP Business One ...To Go21111Figure 11-4: importing and duplicating layoutsOnce the import is complete, you can view the newly imported templates for the respectivedocument type in the Report and Layout Manager. For layouts that were duplicated from a masterlayout, ...

  • Page 214

    Printing Documents and ReportsSAP Business One ...To Go21211example of printing an invoice with two different templates and with other related documents in a setsequence.Figure 11-5: Printing SequenceThis printing sequence reflects the following: the first copy of the invoice is printed using the...

  • Page 215

    Printing Documents and ReportsSAP Business One ...To Go21311 Using the Print Layout Designer tool, you can access the system template and modify it. Forexample you can add your company logo, add the customer’s fax number to the invoice form, or adda user- defined field to the sales order printo...

  • Page 216

    Printing Documents and ReportsSAP Business One ...To Go21411Figure 11-6: Creating FieldsLet’s assume you would like to add the fax number of your customer in a sales order form. FollowFigure 11-6 for the steps to add a text field, a database field and link them together. This way, if thecustome...

  • Page 217

    Printing Documents and ReportsSAP Business One ...To Go21511How to attach a template to a user defined query using the Query Print Layout toolDuplicate Layout Template Utility. You can duplicate a Print Layout Designer template from onedocument type to another, similar to theMaster Layout functio...

  • Page 218

    Printing Documents and ReportsSAP Business One ...To Go21611Figure 11-7: Creating a new connectionNow expand the new connection, select the database name and the B1 Tables. A list of all the tablesin the database is presented by module. In our example we need the A/R invoice table (OINV) fromthe ...

  • Page 219

    Printing Documents and ReportsSAP Business One ...To Go21711The Grouping step is optional. Here we select the fields to group by, either from the fields alreadyselected in the report, or from the fields available in selected tables. In our report, we select the salesemployee name and click Next....

  • Page 220

    Printing Documents and ReportsSAP Business One ...To Go21811Special Fields in a Crystal Report. The integration of SAP Business One with Crystal Reportsprovides additional features. You can create search criteria parameters that look like the built inselection criteria of other reports in the app...

  • Page 221

    Printing Documents and ReportsSAP Business One ...To Go21911Figure 11-9: setting print template as defaultIf you selected the option of specified users or business partners, click the browse icon to make yourselection.

  • Page 222

    SAP Business One ...To Go220InventoryIn This ChapterInventory Valuation MethodsCycle Count and Inventory TrackingPick and PackPricingUsing SAP Business One, you can track your inventory in the warehouse in real time. Everytransaction that you add, will update your inventory quantity levels, and i...

  • Page 223

    InventorySAP Business One ...To Go22112Valuation MethodsLet’s first try to understand how your choice of valuation method affects your accounting system. Atthe end of the year, you need to know the monetary value of your inventory in the warehouse. Youmay say – that is easy, it’s the summar...

  • Page 224

    InventorySAP Business One ...To Go22212Figure 12-2: FIFOStandard CostThe unit cost is determined manually when you setup the item. Variances that occur due to adifferent purchase price are recorded to a variance account, and the unit cost is not affected.Figure 12-3: Standard CostSetup Tip. The v...

  • Page 225

    InventorySAP Business One ...To Go22312Inventory Revaluation allows you to re- evaluate your item costs and inventory value withoutchanging quantity levels. Typically revaluation is done during the year- end closing process. Go toInventoryInventory Transactions Inventory Revaluation.Cycle Count a...

  • Page 226

    InventorySAP Business One ...To Go22412Backdating inventory count. If you conducted the count at the end of year, but you enter it intothe system at a later date, make sure you enter the actual count date, and press the UpdateQuantities button in theInventory Posting document. This will backdate ...

  • Page 227

    InventorySAP Business One ...To Go22512PricingUsing the different pricing options in SAP Business One, you can set predefined prices for sellingand buying items. Prices are assigned to price lists and to specific business partners. For example ifall your large accounts have discounted prices sinc...

  • Page 228

    InventorySAP Business One ...To Go22612Authorization. Assign each price list to an authorization group. Use theGeneral Authorization todefine which users can access which group. You can also prevent some users from modifying theprice that appears by default in your sales and purchasing document. ...

  • Page 229

    SAP Business One ...To Go227ProductionIn This ChapterBill Of MaterialsProduction OrdersThe production module in SAP Business One is useful for companies that do light assembly, or sellitems in bundles. In a bill of material, you identify a top level item, also called finished material orparent, a...

  • Page 230

    ProductionSAP Business One ...To Go22813Sales BOM Prices. When working with a Sales BOM you need to decide if the sales prices willcome from the parent or the children. Based on your preference the price fields are enabled ordisabled. To make this determination go toAdministrationSystem Initializ...

  • Page 231

    ProductionSAP Business One ...To Go229136) Add the production order.Once the production process begins, open the production order and change its status to Released.You need to issue any manual components. Right-click on the mouse to bring up the context menuand choose Issue Components. At the en...

  • Page 232

    SAP Business One ...To Go230XL ReporterIn This ChapterOverview of XL ReporterCreating a Report in Report ComposerSaving ReportsBuilding XL Reporter Skills in Report DesignerXL Reporter is an additional reporting tool, based on Microsoft® Excel. XL Reporter allows you tocreate financial reports ...

  • Page 233

    XL ReporterSAP Business One ...To Go23114data, ensuring that your reports provide up-to-the-minute information from SAP Business One. Youcan view data in summary form and then drill down to the transaction level if desired.XL Reporter provides the ability to schedule report generation and deliver...

  • Page 234

    XL ReporterSAP Business One ...To Go23214The following table provides an at-a-glance comparison of Report Composer and Report Designer.FeatureReport ComposerReport DesignerFormattingBasic (using predefinedtemplates)AdvancedGraphical reportsNo graphicsFull charting and graphingoffered by Microsoft...

  • Page 235

    XL ReporterSAP Business One ...To Go23314Starting XL Reporter Check the Tools menu to open XL Reporter Organizer, as shown in Figure 14-1.Figure 14-1: SAP Business OneTools menu

  • Page 236

    XL ReporterSAP Business One ...To Go23414XL Reporter runs as a separate program, so you select it from the Windows taskbar; it appears in itsown window, as shown in Figure 14-2.Figure 14-2:Report Organizer interfaceThe gray folders represent the SAP Business One main menu. You can place new repor...

  • Page 237

    XL ReporterSAP Business One ...To Go23514Creating a Report with Report ComposerIn this section, we’ll create a sample report in Report Composer, shown in Figure 14-3. The ReportComposer window is divided into several areas, including a data area, a selections area, a bluegrouping area, and a la...

  • Page 238

    XL ReporterSAP Business One ...To Go23614Looking more closely at the data area, you can see an icon to the left of each data element. This iconprovides information about the type of data element and what you can do with it. The icons showthree basic types of data elements:Dimensions: Dimensions a...

  • Page 239

    XL ReporterSAP Business One ...To Go23714Figure 14-4: DisplayingBusiness Partner attributesThis context menu is very important when you build reports, so let’s take a closer look at some of theoptions:Delete Business Partner - BP Code: Delete the current columnDelete All Columns: Delete all col...

  • Page 240

    XL ReporterSAP Business One ...To Go23814Select Display Business Partner BP Name. XL Reporter queries the database and then displays thebusiness partner names in a list, as shown in Figure 14-5.Figure 14-5: Displaying business partner namesNow let’s go back to the data area and select more data...

  • Page 241

    XL ReporterSAP Business One ...To Go23914Figure 14-6: Data elements initially have blank columnsClick the refresh iconon the toolbar to populate the report with live data.Specifying a SelectionRight now the report lists all sales documents. But what if we would like to be more specific andshow on...

  • Page 242

    XL ReporterSAP Business One ...To Go24014Figure 14-7: Specifying a selectionThe Dimension Lookup window allows you to specify one or more types of sales documents toinclude on the report. Clicking on Sales Order, as shown in the List tab in Figure 14-7, adds thiscriterion to the Selection area at...

  • Page 243

    XL ReporterSAP Business One ...To Go24114Figure 14-8: Grouping the reportGrouping note. You can have multiple levels of grouping; for example, you might group bysales territory and then by sales employee.Adding Financial PeriodSo far, we’ve been working with fields on the Sales-A/R tab. Typical...

  • Page 244

    XL ReporterSAP Business One ...To Go24214Figure 14-9: ExpandingFinancial Period as a columnNote that XL Reporter doesn’t display all financial periods—only those in which there were salesorders.Adding Totals to the ReportWhat is a report without totals? Totals give you an at-a-glance view of ...

  • Page 245

    XL ReporterSAP Business One ...To Go24314Saving the Report as a QueryYou might start working on a query and want to come back to it later using the Report Composer. Tosave this report as a query, click the save icon, name the query, and click Save in the pop-upwindow. The query is still displayed...

  • Page 246

    XL ReporterSAP Business One ...To Go24414Figure 14-11: TheGenerate windowGive the report a name, making it as descriptive as possible. This name appears on the SAP BusinessOne menu, so it needs to be descriptive, such as “Sales Orders by Sales Employee.” The option forworking with this query ...

  • Page 247

    XL ReporterSAP Business One ...To Go24514Figure 14-12. Report Designer interfaceIf desired, click the generate report icon on the Report Designer toolbar to create a reportinstance in Microsoft Excel.We’ll describe Report Designer and its benefits later in this chapter. For now, close Microsoft...

  • Page 248

    XL ReporterSAP Business One ...To Go24614Adding the Report to the SAP Business One Main MenuNow we want to add the sales orders by sales employee report to the SAP Business One main menu.We’d like it to appear in the Sales-A/R module, so drag the report definition to that file folder.Select Fil...

  • Page 249

    XL ReporterSAP Business One ...To Go24714Authorization Alert. You can define general authorization for the users, per report. Non superusers have no authorization by default to new reports. Open the General Authorization, and lookunder the User Authorization section to find and change the authori...

  • Page 250

    XL ReporterSAP Business One ...To Go24814XL Reporter online help is just a click away as you use XL Reporter. To go deeper, the best sourcefor building your skills with XL Reporter—or any aspect of SAP Business One—is SAP BusinessOne Customer Portal at actionURI(http://service.sap.com/smb/sbo...

  • Page 251

    SAP Business One ...To Go249Selected Keyboard ShortcutsThis appendix lists useful keyboard shortcuts that can help accelerate your efficiency in using SAP®Business One. You might want to keep a copy of this appendix near your keyboard for easyreference.General ShortcutsTaskShortcutDisplay the SA...

  • Page 252

    ProductionSAP Business One ...To Go250 ATable ShortcutsTaskShortcutAdd a rowCtrl + IDuplicate a rowCtrl + MDelete a rowCtrl + KSort table by column in ascending orderDouble-click column headerSort table by column in descending orderAlt + double-click columnheaderDisplay detailed information about...