a tips and tricks publication from enabling

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TIPS AND TRICKS
JANUARY 2012
sap business one
Enabling is proud to sponsor this booklet and we hope readers gain key insights
into our suggestions and views for your SAP solution.
For more information on how Enabling are able to streamline your SAP solution,
additional copies of this booklet or for more information regarding the SAP
Business One suite, contact your local Enabling office.
Australia 1800 ENABLING (1800 362 254)
New Zealand 0800 ENABLING (0800 362 254)
Or visit our website at www.enabling.net and discover how we enable better
business for you.
a tips and tricks publication from enabling PAGE 2
CONTENTS
Customer Portal 3
Fixed Assets 3
Auto Distribution of Statements 4
My Cockpit 4
New Bank Reconciliation Report 6
How to Create Recurring Transactions 6
Authorisations 8
Making lookups work for you Part I 8
Making lookups work for you Part 2 9
Making lookups work for you Part 3 10
TIPS AND TRICKS
JANUARY 2012
sap business one
references
SAP Australia
http://www.sap.com/australia/
Enabling
www.enabling.net
tips & tricks authors
& contributors:
Enabling Team Members:
Enabliser Jos
Enabliser Kerrie
Enabliser Matthew
about sap
SAP AG, based in Walldorf, Germany, is a world leading provider of business software,
offering applications and services that enable companies of all sizes. SAP Business
One is an integrated enterprise resource planning (ERP) solution designed to provide
a single, affordable solution for managing an entire business. Designed specifically
for small and medium businesses, Business One includes financials, sales, customer
relationships and operations. It helps to streamline end to end operations and gain
instant access to complete information for greater clarity in business decisions and
acceleration of profitable growth.
a tips and tricks publication from enabling PAGE 3 a tips and tricks publication from enabling PAGE 3
CUSTOMER PORTAL
The SAP Business One Customer Portal is the main source
of information from SAP for customers of SAP Business One,
offering information about the application. By having access
to the portal, customers can easily find solutions to simple
problems, learn about additional functionality which may be
available, gain valuable knowledge with e-learning, and view the
latest news about improvements and updates to the system.
Users of Business One need to enter their S number (username)
and password to access this portal. If you do not have these,
please contact your Enabling Consultant to provide this. Users
must be current on Software Assurance to receive access to the
portal.
The address of the SAP Business One Customer Portal is:
https://websmp202.sap-ag.de/smb/sbocustomer.
It includes the following sections:
Support Find a solution for known problems via the SAP
Business One Notes database. Get the answer to your problem or
query from peers on the SAP Community Network. Your Enabling
Consultant is still your first source of support; using the Portal is
generally more suitable for simple procedural issues.
Solutions Overview Research details of the SAP Business One
Solution, and learn more about additional features available.
Documentation Access all product documentation and
specifications per SAP Business One release.
Education Access different training material available on SAP
Business One.
News Check out the latest news and announcements around
SAP Business One.
Workbench Maintain the release information of your SAP
Business One system. Create and maintain additional users for
the SAP Business one Customer Portal. Request and download
a license key for our SAP Business One where required.
FIXED ASSETS
Did you know that SAP Business One includes a Fixed Assets
Add On?
This Add On has recently been upgraded to the 8.8 family and
offers excellent functionality.
SAP Business One provides a subsidiary ledger to manage
and monitor all your Fixed Asset requirements. Purchasing,
retirement, and sale of an asset are all seamlessly integrated into
the general ledger. For example, sale of an asset creates your
sales invoice and completes all the required balance sheet and
P&L posting required for the asset.
Depreciation both diminishing and fixed rate, can be handled
simultaneously, along with the ability to run both tax and book
depreciation schedules. The system calculates the planned
depreciation according to the costs of the purchase or production
as well as the useful life and carries out the necessary postings in
the general ledger.
Simple reporting including depreciation forecasting and the Asset
Master Data report, allows you to balance everything back to your
balance sheet, and show transactions on a particular asset within
the period. A simple report easily exported to Excel, this is just
what the Auditor ordered.
Set up of SAP Business One Fixed Assets is simplified with the
use of Excel import functionality allowing assets to be imported
and historical depreciation data maintained.
Imagine Fixed Assets, fully integrated and no more spread
sheets or end of month journals!
For more information ask your Enabling consultant
a tips and tricks publication from enabling PAGE 4
AUTO DISTRIBUTION OF STATEMENTS
Do you want to distribute customer statements via Email or Fax
to the relevant customers within a single run?
This is possible via the use of a third party standalone product,
AutoDoc.
The AutoDoc software acts as a local printer ensuring the end
user simply prints to it as would they print to a physical printer.
AutoDoc, based on the rules defined within the application and
the report being printed, will then scan each page and search for
either and email address or fax number in white font. The white
font ensures that this information is not visible to the end user
receiving the report.
A predefined email / fax message will be associated to the form
being sent and will accompany each statement which can be
written to adhere to company guidelines. This ensures that end
users do not need to write the email body and subject each time
and ensures the company format is always used.
For any page which does not contain either an email or fax
number will then be redirected to the physical printer to be
printed.
As well as distributing the report to the recipient it can also
archive a copy to a nominated directory under a customer folder
if defined, for each copy that has been sent. This ensures that a
copy is always present if a copy is re requested as well as ensuring
that this has been sent to AutoDoc and ultimately to
the customer.
For more information ask your Enabling Consultant.
MY COCKPIT
Do you want a quicker way to find the screens you require,
instead of flicking between the different modules to find them?
SAP Business One now incorporates a new cockpit view for easy
access to the functions and screens that you regularly use. The
setup is simple and customisable to suit the needs of each user.
Here is a quick overview of how to set up your cockpit and
enhance your user experience. In this Tip we will cover the
general widgets and customisations. A future one will explain the
setup of dashboards and the pre-configured dashboards that are
available as standard.
1. To enable your cockpit view, go to Tools Cockpit
Enable My Cockpit. You will be prompted to close SAP
Business One as the settings take effect next time you log
onto the database.
2. When SAP Business One opens you will now see the new My
Cockpit home screen, with several widgets already displaying
on your desktop. Your module menu is still there and you can
switch between the two by clicking on the side of the menu
bar, on Modules.
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3. There are four screens available, Home, Sales, Service and
Finance. And several different general widgets.
The Common Function screen is set up by dragging and
dropping your frequently used functions into the widget.
Click on the modules tab and drag and drop the screens/
functions you wish to use into the widget. One click on the
function opens the screen for you. To more flicking through
modules!
4. You can set up your Browser widget to open on any page
you wish. Simply click on the spanner icon in the top right
hand corner of the widget and type the address of the page
into the URL.
5. The search function is a great new tool as well. Type your
search information into the search box, SAP Business One
will search the database and return the data you require.
You can search master data (both items and business
partners) or any of the marketing documents.
In this example, I have searched for norm:
SAP Business One returns the Business Partner Norm
Thompson the only Norm in the database.
So now you have access to all your commonly used functions and
reports and how easy was it!
a tips and tricks publication from enabling PAGE 6
NEW BANK RECONCILIATION REPORT
With the release of 8.81, SAP Business One has a new bank report
for reconciliations.
Find the report in Banking Banking Reports External
Reconciliation Bank Reconciliation Report. Select your bank
account and reconciliation number from the drop down lists on
the selection criteria window.
Note: The bank account must be set up as a House Bank
(Administration Setup Banking

House Bank)
with a GL account linked to it, for it to appear in the selection
criteria list.
This is a sample of the new report:
HOW TO CREATE RECURRING TRANSACTIONS
A great new feature in SAP 8.8 is the ability to create recurring
transactions for sales and purchasing documents. Previous
versions of SAP Business One allowed for the setup of recurring
journals, but with the release of 8.8 it is now possible to create a
template for a recurring sales invoice or purchase order. This has
immense time-saving benefits heres how it works.
Create a Recurring Transaction Template
The first part of the process to create a Recurring Transaction is
to create a draft document for the transaction. In this example a
Recurring AR Invoice is created, but the following documents can
be set up as Recurring Transactions.
1. Go To Sales AR

AR Invoice and create an invoice for the
transaction. Rather than add the document, right click on the
document and select Save As Draft.
2. Go to Sales AR

Recurring Transactions Templates.
Complete the details for the template:
a) Template name of the template (alphanumeric
8 characters).
b) Transaction Type select from the drop down menu.
Ie AR Invoice, Purchase Order.
You will note that the report has the yellow drill down arrows
similar to those within SAP Business One, clicking on these
arrows when the report is run within SAP Business One allows
you to drill down into the transactions in the database.
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3. Place your cursor in the Doc No column and TAB, this will
bring up a list of draft documents to attach to the template.
Select the draft template and select Choose.
4. Complete the remaining details of the Recurring Transaction.
a) Recurrence Period Daily, Weekly, Monthly, Quarterly, Semi
Annual, Annually, One Time.
b) Recurrence Date select recurrence date/day.
c) Start Date date first transaction to be posted.
d) Next Execution system will calculate the date the next
transaction will be posted.
e) Valid Until date the recurring transactions should continue
to Select Update to save the template.
** Note: To delete a Transaction Template. Select a template and
choose Data, Delete Row from the main menu.
Recurring Transactions
Recurring transactions can be posted either manually or
automatically.
Manually From Recurring Transaction screen:
1. Go To Sales AR Recurring Transactions. Select the
Recurring Transaction you wish to post and drill down on the
to open the template.
2. Edit to make any changes to document and select Add
to post.
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AUTHORISATIONS
Version: 8.8.2
Some good news from the SAP Business One 8.8 family is the
ability to now print a users Authorisations report.
Managing authorisations in a company with a large amount of
staff can be quite time consuming, and add to that your Auditors
want to know who can do what?
1. Open your Authorisation window (Administration System
Initialisation Authorisations General Authorisations).
2. Select the Export to Excel icon and choose one or multiple
users from the selection criteria window.
3. Click on the OK button and the complete Authorisations for
the user/users will be exported to an Excel worksheet.
Not sure what process each of the Authorisations allows your
users to complete.
Please see also SAP B1 How-to Guide: How to Define
Authorisations.
Happy Authorising!!!
MAKING LOOKUPS WORK FOR YOU PART I
The lookup windows in SAP Business One that you will be most
familiar with are the BP and Item lookups. Out of the box they
are fairly generic, containing not much more than the code and
name.
You may also be familiar with the Form Settings tool button.
This is what lets you customise your screens by adding or
hiding columns, and changing the display order of columns.
You may not realise that the Form Settings tool button is also
applicable to your Lookup screens, allowing you to customise
them to make lookups potentially faster and more useful.
Example: Your item codes are just numbers with no relationship
to any property of the item. When using the Find screen, you
first double-click into the Description heading to make that the
find focus (denoted by the triangle shown in the column heading),
and can then type a portion of the item description into the find
box to get to the item you want.
Solution: Customise your lookup window so that the item
description is the first column; this means any portion of the item
description that you type into the find box will take you to the item
you want, without having to first change the focus of the find box.
This is because the initial focus is always on the first column in
your find screen.
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MAKING LOOKUPS WORK FOR YOU PART 2
Our previous article was on customising your Lookups with the
Form Settings tool button. This lets you customise your screens
by adding or hiding columns, and changing the display order of
columns. You can also customise your lookup screens, allowing
you to customise them to make lookups potentially faster and
more useful. We showed how you can change the initial find
focus by moving columns around.
In this article you will see how useful adding extra columns can
be.
Example: It would be useful for the sales entry team to know what
the on hand stock quantity is when finding the item, instead of
waiting until later in the order process when the ATP (Available
To Promise) screen pops up to advise you are out of stock of an
item.
Solution: Customise your find window to also include the items
stock on hand quantity:


In Part 3 in this series you will find out more about the power of
customising your lookup windows.
Additional Notes:
Remember these lookup windows are grids like any other in SAP
Business One so can be exported into Excel.
Any changes you make to a lookup form are not specific just for
you; they are company-wide.
In Parts II & III in this series you will find out more about the
power of customising your lookup windows.
Additional Notes:
Remember these lookup windows are grids like any other in SAP
Business One so can be exported into Excel.
Any changes you make to a lookup form are not specific just for
you; they are company-wide.
a tips and tricks publication from enabling PAGE 10
Enabling is proud to sponsor this paper and we hope readers gain key insights into our suggestions and views for your SAP
Business One Suite.
For more information on how Enabling are able you to streamline your SAP Business One Suite to optimise your business,
please visit our website at www.enabling.net and discover how we enable better business for you.
Or contact us:
Australia 1800 ENABLING (1800 362 254)
New Zealand 0800 ENABLING (0800 362 254)
MAKING LOOKUPS WORK FOR YOU PART 3
Our previous articles in this series showed how you can change
the initial find focus by moving columns around, and add extra
columns.
In this article you will learn how to summarise or group the
items that are initially presented in the lookup window.
Example: You have many stock items, and end up scrolling
through screen after screen to find the one you want.
Solution: Customise your find window to group the items
logically, by (e.g.) their item group:
Additional Notes:
Remember these lookup windows are grids like any other in SAP
Business One so can be exported into Excel.
Any changes you make to a lookup form are not specific just for
you; they are company-wide.
a tips and tricks publication from enabling PAGE 11
Enabling a better business solution can often mean a desire to achieve higher sales performance, make better decisions with
accurate data, streamline or automate financial and business processes in a way that creates business success.
To achieve this you need the right business software and a partner who will support you for the long term. With a team of over
100 experienced professionals throughout Australia and New Zealand, Enabling can review your business requirements, and help
you to select the right solution from the very best software vendors in the market.
We enable better business through our following Business / Industry solutions:
Enterprise Resource Planning (ERP)
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Customer Relationship Management (CRM)
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Construction, Property Management and Engineering Solutions (CPE)
Professional Services Automation (PSA)
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