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SAP Business One

Version 92
Material number: 50099154

User notes
These training materials are not a teach-yourself program. They complement the explanations
provided by your course instructor. Space is provided on each page for you to note down additional
information.
There may not be sufficient time during the course to complete all the exercises. The exercises provide
additional examples that are covered during the course. You can also work through these examples in
your own time to increase your understanding of the topics.

As a new implementation consultant, you will have many questions about the role you will perform:
What core tasks will you do?
What resources are available to help you?
How can you run an implementation project and ensure the project will not overrun in terms of time
and cost?
How can you manage the customer expectations?
Are there best-practices that you can use?
In this unit we will introduce the role of the implementation consultant, the key tasks that you will
perform, and show you some resources that can help you.
We will also explain SAPs recommended implementation process (methodology) that can help you
avoid pitfalls during an implementation

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During this training course, you will perform a small part of an implementation for a sample company
called Light & Music. You will perform some of the key tasks that you will be expected to do in a real
implementation.

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How do you get started?


At the closure of the sales cycle, the partner sales team signs a contract with SAP. The partner sales
team should purchase user licenses for the customer to use SAP Business One.
The licenses are sub-licensed by the partner to the end customer through a separate contract. Thus,
from a contractual standpoint, there is no direct relationship between SAP and the end customer.
During the implementation project, one of your tasks is to install the contracted licenses on the
customers system so that users can access SAP Business One.
As an implementation consultant, you are normally involved at the end of the sales cycle, when the
sales team handover the project for implementation.
Note: the license process will be covered in more detail in this unit.

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Your role encompasses many different aspects: managing customer relationships, modeling and
configuring business processes, and technical tasks
What do you consider is the most difficult part of the implementation consultant job?
Existing partners tell us that the most difficult tasks in the implementation are concerned with
analyzing the customers business processes and mapping them to an SAP Business One
configuration.
Partners also find that data migration is often a difficult task, and may take longer than planned
because often the customers data does not map easily to SAP Business One.
To succeed as an implementation consultant, you need good communication, facilitation, and
analytical skills, as well as detailed SAP Business One product knowledge.
Do not underestimate the time needed to collect and analyze customer business requirements. Allow
sufficient time during the sales process and during the implementation for these tasks.

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SAP provides various resources to help you as an implementation consultant.


The SAP Channel Partner Portal (at http://service.sap.com/smb) is an information source for all
consultants. To access the SAP Channel Partner Portal, you must have a user ID (the S-number), which
authorizes you to use most of the services on the Portal. Every employee from an SAP Business One
partner should get a personal user ID.
If you are a new partner to SAP, and your organization has signed SAPs partner agreement, one
person from your organization will be authorized to request a user ID for you from SAP. If you are an
existing partner, contact the super-administrator at your organization for a user ID. After you have
maintained your personal data in the Portal, you can also log on with your e-mail-address instead of
your user ID. If you already have a user ID for the SAP Service Marketplace, you can use that to log
on. You can also use Single-Sign-On to log on to the portal. Note: If you do not know who your superadministrator is, contact your local support office (see http://service.sap.com/local-support) or send an
e-mail to support@sap.com.
There are country-specific portal pages for many countries here you can find information and
training on topics specific to a country.
The SAP Community Network is a series of forums sponsored by SAP where you can post
implementation questions and have them answered by other partners.
A Partner Service Advisory (PSA) organization provides you with a single point of contact to all SAP
resources and provides guidance and advice to implementation partners. Note: the Channel
Development Manager (CDM) provides support for the sales side of your business, whereas the PSA
provides support for the implementation side of your business. The PSA also facilitates live and
recorded enablement sessions on a variety of topics for implementation consultants.
Most countries have a country product specialist (Local Product Expert) who is an expert in the SAP
Business One product and the requirements of your localization.
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During this course, you will learn to implement SAP Business One for a sample company called Light
& Music
You will follow a process for implementation.
AIP is a collection of best practices, tools and templates gathered from numerous implementations. So
you are getting the advantage of other partners expertise.
This methodology is created with the assistance of one of SAPs partners (Omega Business Solutions,
now part of Vision 33)
You may need to adapt the methodology for you own local business practices, and for the size and
complexity of your customers.

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The methodology consists of 5 phases. The elapsed time is shown for each phase and is just an
estimate for implementing the standard functionality in SAP Business One for 15 users. These time
estimates do not include any custom configuration and development, alerts, or approval procedures.
You will need to increase the time estimates if you plan to implement any of these.
Note: The number of days shown under each phase is the estimated elapsed time in business days, and
does not represent the total man-hours for the phase. Many of the tasks are worked on by multiple
people simultaneously. In most cases, the partner and client work together or simultaneously.
The partner sales account manager is involved in the first and last phases. The partner project manager
and implementation consultant are involved in all phases.
Note: throughout the AIP, the terms client and customer are used interchangeably. The partner
roles are termed SAP Business One Account Manager, SAP Business One Project Manager, and
SAP Business One Consultant that is you!
The goal of each phase in the methodology is:
Phase 1: Kick-off the implementation with the client. You should ensure that the client has staffed
the project team and that the project is supported by the client company owner or sponsor.
Phase 2: Gather the detailed client business requirements and map them into SAP Business One.
Phase 3: Implement the client requirements in SAP Business One. This can involve changes to user
roles and jobs.
Phase 4: Prepare the client and the client system to use the system in production. This includes
training and transferring opening balances.
Phase 5: Hand over the SAP Business One production system to the client. After this, the client
moves into support mode.

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Note: The AIP materials are also available in a wiki on the SAP Community Network:
http://wiki.sdn.sap.com/wiki/display/B1/SAP+Business+One+Accelerated+Implementation+Program
+2.0

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This is an overview of the high-level tasks for each phase in the SAP Business One Accelerated
Implementation Program. These tasks will be covered in more detail in the other units of this course.
The tasks are explained in detail in the Implementation Guide which covers all 5 phases. In the
Guide, you can easily see who performs each task. Note: Task durations listed in the Implementation
Guide are estimates and can vary depending on the size and complexity of the project.
A project plan is included in the AIP, and you can use this as the basis for your own project plan.
We recommend you study the Implementation Guide first and determine the tasks and documents that
fit to both your needs and the client needs. You may need to use different documents depending on the
clients size and business.
Tip: To ensure project success, you or your project manager should have the customer sign-off on a
phase before you proceed to the next phase.

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One of your critical tasks will be to accurately estimate the time required to implement various
customizations. Remember these are not estimated in the AIP.
The project plan includes time estimates for a standard company implementation of 15 SAP Business
One users. Note: these estimates do not include any configurations such as alerts, approval procedures,
or user-defined fields and values. Therefore you should use these estimates only as a starting point, and
adjust the times to meet your own project needs.
Factors that can cause actual time to increase include: more users, configurations such as alerts,
approval procedures, user-defined fields and values, customizations such as new reports, size and
complexity of customer data.
During this course you will get hands-on experience with implementing alerts, approval procedures,
user-defined fields and values, as well as other configurations. This hands-on experience will help you
to correctly estimate how these configurations affect the project timing.
Right at the start of the project, you need commitment from the client for client time resources. Where
stated, client resource effort is again an estimate. As a rule of thumb, consider that for every 10 hours
of partner time, at least 4-5 hours of client time will be required (40-50% of partner time). Assume that
in most cases, partner and client work together or simultaneously.
In many cases, the total client time will exceed this rule of thumb, especially where multiple client
resources are involved in testing and training.

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No project is free of pitfalls, however the AIP methodology and structured process will help you avoid
common implementation pitfalls such as:
Lack of sponsorship or commitment to the project from the client company owner or MD. The kickoff meeting is an opportunity to assess this level of commitment and take remedial action.
To be successful, considerable resources are required from the client, especially for identifying and
cleansing of legacy data, and for system testing. Use the kick-off meeting and other documents to set
client roles and responsibilities.
Unrealistic client expectations can occur any time during the project. There may be unrealistic
expectations about the capabilities of SAP Business One, so you need a thorough understanding of
client requirements.
Hostility between the client and the partner can occur during the project, especially for fixed-price
projects, where unexpected events can strain the budget. Make sure that project scope is defined and
agreed with the client. Consider a chargeable, up-front scoping exercise (1-2 days) to enable you to
accurately cost a fixed-price project.
Project overrun can be caused by scope creep, client unavailability, or lack of communication. AIP
materials are designed to encourage communication. Use the Handover from Sales to prevent
miscommunication between the selling partner and the implementation partner. Use the Project Risk
Assessment to identify and address any potential risks (for example, client expectations, client
resource availability).
One of the key advantages of the AIP is that it requires you to document all client meetings and
decisions. You do not have to use the AIP documents to do this, You can use your own versions as
long as all aspects of the implementation are fully documented.

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There are four topics in this unit. The topics cover aspects and tasks of the AIP Project Preparation
phase that are performed by an implementation consultant.

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As an implementation consultant, your first involvement with the project is normally the sales
handover. You will meet with the sales account manager to learn about Light & Musics business
operations, business drivers and success factors, and the contract terms.
You will provide input to the project plan which will be presented to Light & Music during the kickoff meeting.
During the kick-off meeting you may be asked to demo SAP Business One. Note: some projects may
include an up-front scoping phase, paid for by the client, before the start of the implementation. In such
cases, you will demonstrate SAP Business One as part of the scoping process.
After the kick-off meeting, you will deliver and install the SAP Business One software at the client
site.

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The Project Preparation phase is the bridge between the end of the sales process and the start of the
implementation. The suggested elapsed duration time for this phase is 37.5 hours. The purpose of this
phase is to internally plan and prepare for the SAP Business One implementation project.
As the implementation consultant, your involvement is to:
Attend the sales handover meeting
Assist in preparation for the kick-off meeting with the client. The kick-off meeting is vital because it
sets the scope for the project. It also provides an opportunity to get a commitment from the client
sponsor for client resource availability.
Attend the kick-off meeting to listen, ask questions, demonstrate SAP Business One where
appropriate, and gather high-level requirements from the client. Note: the kick-off meeting is
normally conducted by your project manager.
Install SAP Business One in a test system at the client site, with the demo database, so that you can
demo the standard processes in the next AIP phase.

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To be successful, the partner team needs to:


Obtain a clear understanding about the sales process and client requirements from the sales team
(handover from sales). This includes an assessment of potential project risks.
Conduct the kick-off meeting with client to establish roles and responsibilities, and scope.
Deliver and install SAP Business One software in a test system with the demo database. The client
should sign that the software has been delivered.
Obtain project phase sign-off from client for Project Preparation.

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To be successful, resources must be committed from both the partner side and the client side. The slide
shows suggested time estimates from the AIP Implementation Guide. Your own estimates may be
different, but the ratio of the partner time compared to the client time should be similar to the ratio
shown in the slide.
The kick-off meeting provides an opportunity to get the client to commit resources to the project.
The partner-side project manager (PM) is responsible for the overall execution, risk management, and
success of the project. The PM effectively schedules, organizes, and moderates project meetings. The
PM communicates and coordinates with the client sponsor.
The implementation consultant takes part in the handover from sales and the planning for the kick-off
meeting. After the kick-off meeting, the implementation consultant installs the software, working with
the client IT Administrator.
It is important that the sales account manager attends the kick-off meeting. It is possible that the
customer will raise additional requirements at this meeting, and so it is crucial to manage customer
expectations according to the contractual agreement.
It is also important that the client project manager is involved to plan the kick-off meeting and ensure
that client resources are dedicated to it.
For the kick-off meeting, client experts from the various areas (sales, purchasing, etc.) should attend
the kick-off meeting so you can collect detailed requirements from each area.
The client executive sponsor should attend the kick-off meeting to underline the importance of the
project.

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The main event of this phase is the Kick-off Meeting.


Before the kick-off meeting, you meet with the sales team and your Project Manager for internal
project planning.
Your team should review all information gathered during the sales process. You, together with the
sales account manager and the project manager, need to assess what might be the possible risks to the
project success. The Risk Assessment is a spreadsheet tool you can use to quickly categorize the level
of risk.
You and the partner project manager should get confirmation from the client that they have the
appropriate hardware and software in place to run SAP Business One. If this is not in place, this could
put the project at risk.
The sales team, together with the implementation team, should also produce the project plan that will
be presented at the kick-off meeting. The sample project plan includes the tasks and time estimates.
The kick-off meeting template shows the agenda for the 6 hour kick-off meeting with the client. It is
important that everyones roles and responsibilities are described and agreed upon.
When you deliver the SAP Business One software to the client they should sign the Software Delivery
Receipt, and at the completion of the phase, sign-off on the phase completion.

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Risk factors can include:


Customer requirements or critical success factors that are not clearly defined
Business requirements that are not fully scoped or that may require custom development
The customer has a high rate of transactions, or a large number of users
The roles and responsibilities between SAP and the client are unclear or not communicated
The customers infrastructure is not capable of running SAP Business One. This can sometimes
happen when clients are moving from a manual system.
The timeline is unrealistic
The client sponsor is not fully committed to the success of the project
Data conversion will be complex due to a large number of legacy systems, or a large amount of
required data cleansing. For example, the customer wants to implement a new numbering scheme for
products.
The SAP Business One solution will have a major impact on the clients business operations

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Remember that the AIP time estimates are for an implementation of standard SAP Business One, with
no customizations.
The initial scope of the SAP Business One implementation project includes the migration (but not the
cleansing) of legacy master data. It also covers the migration of opening balances.
It covers basic system initialization and setup for financials, banking, sales opportunities, sales,
purchasing, inventory, production, and MRP.
It includes general and data ownership authorizations, but not alerts and approval procedures.
During the kick-off meeting you need to clearly present to the client what is included in the project.
After initial go-live, additional features and functions may be implemented as a further phase.
Changes to scope need to be documented using the Change Request form.

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The standard AIP time estimates do not cover the functions listed in this slide.
If the client requires these functions, you will need to adjust the AIP time estimates (and costs).
Note: user-defined fields, tables, and values are customizations that will be covered later in this course.

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Where information is not known, you can guess or type in 3 (Neutral) in the risk assessment
spreadsheet.

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After you complete the risk assessment, you need an action plan for every risk you marked with a 5.

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The most important part of Phase 1 is the kick-off meeting with the client. Since this is a 6 hour
meeting with the client, you need to be well prepared.
As an implementation consultant, this may be your first meeting with the client.
It is important that the sales account manager is involved in this phase and attends the kick-off
meeting. It is possible that the customer will raise additional requirements at this meeting, and so it is
crucial to manage customer expectations according to the contractual agreement
It is also important that the client project manager is involved to plan the kick-off meeting and ensure
that client resources are dedicated to it.
Client experts from the various areas (sales, purchasing, etc.) should attend the kick-off meeting so you
can collect more detailed requirements from each area.
The client sponsor should also attend the kick-off meeting to underline the importance of the project.
The SLA is important since it states the responsibilities of the client and the partner.

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1.

The kick-off meeting is important because in this meeting the sales account manager and project lead
present the project goals.

2.

The project plan and timeline is presented. Use the supplied AIP project plan as a starting point. It is
important that you plan and prepare the presentation to take account of the risks that you have
identified in the risk assessment. Note that at this stage the project plan is at a high level, unless you
have already done a scoping exercise in advance.

3.

To be successful, resources must be committed from the client side. During the kick-off meeting, the
project teams from the partner and the client are introduced. The client must commit client resources
for the project.

4.

During the Kick-off meeting, you should agree with the customer what is in-scope and what is out-of
scope. If the customer wants you to implement an out-of-scope feature, you will need to add
additional costs, tasks, and time to the project plan. At this meeting you must ensure that the client
owner or sponsor is fully supporting the project.

5.

The roles and responsibilities of each team member (on both sides) are presented.

6.

Lastly, general procedures for the project are presented.

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In this topic we switch to the technical task of installation.

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After the kick-off meeting, the next task for the implementation consultant is to deliver and install the
software.

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For a company such as Light & Music, the SAP Business One server will likely be installed at HQ.
Local users will access the server locally. The sales, purchasing, and inventory users at the other 3
locations will need to access the SAP Business One server over a network. Many companies install a
Citrix client or Windows Terminal Server (WTS) client on the remote workstations, connecting to a
Citrix Presentation Server or a Microsoft Terminal Server at the headquarters. This can improve the
performance for the remote users, and remove the need to install the SAP Business One client for each
user.
The common database is often referred to as SBO-COMMON and does not hold any end user data. It
holds version and upgrade information.
Note that in this setup the server is a single point of failure. Therefore you should create a disaster
recovery plan
Note: The License Server can run on the production SAP Business One Server, or can run on another
server in the network.
For platform hardware requirements refer to http://channel.sap.com/sbo/platforms
For hardware and software requirements check the current SAP Business One System Requirements
document: http://channel.sap.com/sbo/documentation
For server and network configuration estimates, refer to the Best Practice System Setup and Sizing
Guide. You can find the link to this wiki page in the Implementation section of the portal.

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Refer to the Best Practice System Setup and Sizing Guide wiki:
https://wiki.sdn.sap.com/wiki/pages/viewpage.action?pageId=147263734
You can find this link on the Product Availability page on the channel partner portal.

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The installation process is very easy to follow, since it is driven by a wizard. You can download the
installation files from the channel partner portal, or purchase an installation DVD. The installation
process is described in detail in the Administrators Guide.
To install SAP Business One:
Install one of the supported database servers. Note: Microsoft SQL Server licenses can be optionally
purchased from SAP.
Install the SAP Business One Server Tools.
Install the SAP Business One Server.
Install the Remote Support Platform (RSP). This will be covered later in this course. RSP monitors
the customer system to prevent problems.
Install the SAP Business One Client on every client. Note: When you start the client for the first time
you must connect the client to the server by entering the server name.
Install the SAP Business One Add-Ons on every client on which you want to use them. Choose
Administration Add-ons Add-on Administration to select an add-on. When you register the
add-on, you locate the installation files from the installation archive or DVD. You can find the addon files within the Packages folder.
Install the online help files. You can install the help files in the local language directly on each client
workstation, or you can install the help files centrally in a shared folder.
Note: You can run the newly-installed SAP Business One product version for 31 days without a
license. To continue working with the application after 31 days, you must install a valid license key
assigned by SAP.
For detailed, step-by-step instructions on installing the software, reference the Administrators Guide
in the documentation resource center http://channel.sap.com/sbo/documentation.

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If your implementation involves an upgrade to release 8.8 from an earlier version, you will use the
Upgrade Wizard. You can upgrade using the wizard to release 8.8 from:
SAP Business One 2005 A SP01 and SAP Business One 2005 B
SAP Business One 2007 A, SAP Business One 2007 B, and SAP Business One 2007A SP01
Refer to the Administrator Guide for more details.
Before you upgrade a customer installation, refer to the Accelerated Upgrade Program (AUP) on the
channel partner portal. The AUP contains guidelines and tips for preparing and performing an upgrade.
Note: The site user password is required to run the upgrade wizard.
Note: from release 8.8 and onwards, the license key is version specific, therefore if you upgrade to a
new version (not a new patch) you must re-apply for a new license key after you do the upgrade. A
new license key will be issued if the customer is current on maintenance.
The upgrade wizard performs checks on the structure of the databases, and also makes a backup copy
of each database prior to doing the upgrade. The wizard also checks that there is sufficient disk space
for the backup files. The upgrade wizard simultaneously upgrades the server components and multiple
company databases. You can only upgrade company databases that have the same localization as the
license. If any component fails to upgrade, the wizard will roll back all components to the pre-wizard
state.
A client upgrade is carried out automatically the next time you log on to the client. Both the client and
the DI API are upgraded. You need to perform the client upgrade on every single client.

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The simulations will be provided to you by the class instructor.


Download the Administrators Guide and the License Guide to reference as you run the simulations.
If you know how to do an installation, try the upgrade simulation. The upgrade wizard is a new feature
in the 8.8 release.

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During installation, the B1_SHR directory is automatically created on the SAP Business One server.
This directory is shared with all client workstations. This folder contains the installation files for the
client software, which you can use to install the client software on the client workstations. Make sure
that the user workstations have permissions to access the shared folder.
You can set up shared folders that contain templates for exporting SAP Business One documents to
Microsoft Word and Excel, and folders for storing images and attachments. Note: You do not have to
put these in the B1_SHR directory; however, to include these files in a backup using the Service
Manager backup service, you need to place them under the B1_SHR directory.
Choose Administration System Initialization
the paths to these directories:

General Settings and then the Path tab to define

ExcelDocs - for exports to Microsoft Excel


WordDocs for exports to Microsoft Word. Choose the relevant localization folder. The following
templates are available:
- Docmnhl1.doc

- for all customer and vendor documents

- CustAccounts.doc - to export Customer Receivables Aging


- ToDoLetters.doc

- to export open invoices using the Open Items List

Bitmaps - for pictures in master data


Attachments - for attachments of all types to internal e-mails, contacts, and so on.
Make sure that the client workstations can access the shared folders on the server.

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The SAP Business One Service Manager and its services are installed automatically when you install
the SAP Business One server.
After the installation, you need to configure the services in the SAP Business One Service Manager.
To open the Service Manager, double-click the icon in the Windows taskbar. You can select, set, start,
pause, or stop services individually.
The following services are provided:
SBO Backup Service. The SBO Backup service can be used instead of the Microsoft SQL Server
backup. The advantage of the backup service over a backup using the SQL Server is that the backup
service also includes the shared folders (attachments, images, and Microsoft Excel files). When you
start a backup, the service first compresses the selected company databases and the directories in the
general settings individually in the temporary directory. It then packs the compressed files from this
directory into a single *.zip file in the backup directory and deletes the contents of the temporary
directory. If you want to reload a backup, you must load the database backup using the Microsoft
SQL Enterprise Manager and copy the contents of the packed directories manually into the
directories.
License Manager. You must enter connection details for the license server, and start it.
SBO Data Interface Server. In Data Interface Server Settings you specify the Log File and the
Minimum and Maximum amount of Connection Settings.
SBO Mail Service (if installed)
Note: If Remote Support Platform (RSP) was installed, you will find a separate icon on the client
desktop. RSP is not part of Service Manager.

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The SAP Business One Backup Service gives you the option to back up SAP Business One databases
and the folders: Microsoft Word Template Folder, Microsoft Excel Folder, Picture Folder and
Attachments Folder defined in the Path-tab in Administration System Initialization General
Settings.
Instructions:
Make sure the License Manager service is running.
Double-click the Service Manager icon
Select the Backup service
Choose Schedule. You will perform a backup now. Set to run on a specific date, with todays date
and the current time.
Choose Settings and browse to set the backup file paths.
Choose Connection and select the DB Type and DB Server.
Choose Database and select a company database on your laptop.
Start the Backup Service

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These AIP best practices can help you avoid problems during this phase:
Manage customer expectations, especially during the kick-off meeting, when new requirements may
be raised by client staff who were not involved during the sales cycle. Involve your sales team.
Clearly state what the project includes and what is out-of-scope.
Explicitly confirm hardware, software, and resource availability before kick-off meeting with client
project manager and/or IT administrator. Having to wait for hardware or resource availability will
jeopardize the project timeline.
Perform a high level SAP Business One product demonstration as part of the kick-off meeting in
order to give all team members a visual understanding of the product and to address early questions
Communicate the time requirements for client resources and get commitment.
Ensure that right from the start the client CEO, managing director or owner provides committed,
executive management support of the implementation project
Make sure to get client sign-off when all milestones are complete.

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The topics in this unit focus on the key tasks that are performed by an implementation consultant
gathering requirements and mapping them into SAP Business One in the Business Blueprint document.
This unit does not cover all the project tasks for phase 2 of the AIP. For more information on the
general project tasks, refer to the AIP e-learning courses on the channel partner portal.

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The kick-off meeting has taken place.


As the implementation consultant, your focus is now on preparing for and conducting the requirements
gathering workshops with the client leads from the various departments at Light & Music.
After you have gathered the customer business processes and requirements, you create the Business
Blueprint. This serves as a technical and functional guide during the subsequent phases of the SAP
Business One implementation project.

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The Business Blueprint phase is where you conduct one or more requirements gathering workshops to
define and analyze client business processes and individual functional requirements. One or more
requirements gathering workshops may be conducted, depending on the size of the client and how they
run the business processes.
The outcome of this phase is a Business Blueprint which is a mapping of the client requirements into
an SAP Business One configuration.
In addition, the workshops serve to refine the original project goals and objectives as well as to revise
the overall project schedule, if necessary.
As the implementation consultant, you may need to assist in project planning. After the kick-off
meeting, the project plan may need to be revised, especially if out-of-scope items are needed.
After the workshops, you will map the detailed requirements to SAP Business One setup and
configuration, and create a Business Blueprint to serve as a technical and functional guide during the
subsequent phases of the SAP Business One implementation project.
The suggested elapsed time for this phase is 26.5 hours.
Note: If the client has contracted with you for an up-front scoping project, then you will conduct this
phase before the start of the implementation project.

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Milestones:
Business requirement gathering workshops with client functional leads conducted
Business Blueprint document completed with mapping to SAP Business One
Any changes to project scope and time schedule are reflected in the project plan
Client sign-off for Business Blueprint and project plan. At this point, the requirements are frozen.
Any subsequent changes must be handled using the change request process.

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The partner account manager is not involved in this phase. The partner-side project manager is now
responsible for the overall execution and success of the project. This includes scheduling the business
requirements gathering workshops together with the client project manager.
You, the implementation consultant, conduct the business requirements gathering workshops together
with the client functional leads. The recommendation is to conduct 5 separate workshops, each lasting
3 hours (total 15 hours). You will then create the Business Blueprint and review it with the project
managers. Note: the hours shown in the slide are based on a standard implementation for 15 users. You
may need to spend longer on this phase if the client business processes are complex.
During the business requirements workshops, client functional leads should be prepared to discuss
details of each business process they oversee and to walk the consultant through their operations.
The client IT administrator should attend some of the workshops. If this is not possible, he or she
should be briefed on the outcome of each workshop to ensure that requirements defined are feasible in
the clients IT environment.
The client IT administrator needs to be involved when requirements are discussed for:
authorizations and data ownership
data migration
interfaces and integration points
system performance

3-7

3-8

During the business requirements workshops, client functional leads should discuss details of each
business process they oversee and to walk the consultant through their operations.
The partner Project Manager will schedule these workshops, but you as an implementation consultant
will lead them. For your first set of workshops, you should work with an experienced consultant who
has led these workshops before. You will need to determine how many workshops, the focus of each
workshop, and which client leads should attend. Depending on how the client is organized, the same
client lead may need to attend multiple workshops.
The client IT administrator should be involved for discussing technical requirements such as legacy
data and external interfaces.
You should be prepared to ask questions, and to listen to the client leads.
You will need to demonstrate standard SAP Business One processes for each area. If you can, hand
over the controls to the client lead so they become familiar with the documents and document flow. If
the client is more familiar with a new system, they are more likely to accept changing their existing
processes to fall in with SAP Business One.
You have to be careful with client expectations during these workshops. The clients current business
process may require a configuration (alert, approval procedure) or a customization (user-defined field,
report, etc.) that is outside the scope of the core AIP. If you have no flexibility to implement
configurations or customizations during the project, the client may be unhappy and the project could be
in jeopardy.

3-9

How you structure each workshop depends on the client organization and how they run their business.
Can you segregate their business into 5 discreet areas (e.g. sales, purchasing, inventory, accounting and
banking, and service)? Or do the areas overlap to such extent that you need to hold fewer meetings
with multiple client leads in attendance?
You need to balance getting the right information from the right people against wasting the client
leads time.
According to the Handover from Sales, the main business drivers for Light & Music are:
To optimize production and reduce time to assemble products for sale and rental. Often there are
delays when components used in production of the multi-screens need to be shipped from another
warehouse. They need to see how Production is integrated with Sales and Purchasing.
To manage inventory levels and valuations across multiple warehouses and product lines.
To manage vendor (supplier) relationships, including vendor discounts and contracts.
To improve sales forecasting and sales pipeline execution. Their current system does not monitor the
sales pipeline and sales opportunities. The owner needs visibility to sales opportunities that have
been inactive for a month.
To clearly report revenues and expenses for the different business areas: sales, rentals, installations,
and consulting.

To expand by opening new locations and warehouses with no disruption to existing


business operations.
How would you structure the five workshops for Light & Music? The key processes to be analyzed
are: Purchasing, Production, MRP, Inventory, Master data (vendors), Financial Accounting and
Reporting, Sales, Service and Support. You also need to include alerts, approval procedures,
authorizations, payments, inventory valuation, item pricing, and warehouse management in the
appropriate workshop.

3-10

Write down ideas for the content of each workshop.


Your instructor will provide some suggestions.

3-11

In this activity we focus on Light & Musics sales process.


The goal is to define in detail the sales process for Light & Music so that this can be mapped and
implemented in SAP Business One.
Your strategy is to ask the client leads to describe their processes.

3-12

Write down some of the questions here:

3-13

At the end of the workshops you should thoroughly understand the Light & Music sales process
including any special requirements. You should also have a clear picture of the documents they use,
which people are involved in the sales process, and which G/L accounts are used.
In the case of Light & Music, during the workshops you should demonstrate the following:
Documents and document flow (copy to/from)
Sales opportunities and reports
Print layouts
Service invoices
Down payments for deposits
Alternative items
ATP report
Gross Profit
Approval procedures
Master data: payment terms, discounts, credit limits
Aging Report and the Open Items list.

3-14

Write down your tips here. The instructor will also provide you with some additional tips and best
practices.
You will need to use these techniques when:
The information you need is not documented in the company, and may only be known by one
person.
The client leads are uncooperative or not fully engaged in the workshop

3-15

3-16

During the requirements gathering workshops you should carefully document the business process
requirements.
Your next step as the implementation consultant is to map the requirements to SAP business One
functionality before entering them in the Business Blueprint document.
You need to examine each requirement to see if it can be implemented using standard functionality
(setup or configuration in SAP Business One).
Later the partner project team should review the Business Blueprint. Requirements that are out-ofscope should be discussed back with the client.
Customizations should be scoped, and the time and effort added to the project plan.

3-17

Open the list of requirements for Light & Music. You can find them in the exercises section of your
workbook.
Some of the requirements have been already mapped for you. Focus on the requirements that have not
been mapped (the rows are shaded).
Keep the mapped requirements as a reference.

3-18

3-19

3-20

3-21

3-22

The Business Blueprint is where you document the mapping of the requirements. The Blueprint is
organized so that you can follow it to configure the system in the correct order.
Open the Business Blueprint document in the course materials. This has been partially completed for
Light & Music.
Note that the Business Blueprint document only covers the standard SAP Business One processes and
settings for setup and initialization of a company. The document is arranged according to the windows
in SAP Business One, and can be quire overwhelming to a new consultant.
The Business Blueprint does not cover the mapping or configuration of:
User authorizations
BOMs (which BOM to choose) and Production Orders
Activities
Price Lists
Linked Word documents
Onetime customers
UDFs and UDVs
Master data properties
Alerts and Approval Procedures
Pick and Pack
Service

3-23

Open the Business Blueprint in the course materials folder


To save time, this has been partially completed for Light & Music
Access the demo database where necessary
Complete sections 8 and 10 of the business blueprint

3-24

Your instructor will review the business blueprint sections.

3-25

Review the Business Blueprint with your project team and then with the client project manager.
Make sure that any additions or changes that resulted from the requirements gathering workshops are
not going to affect the project costs or timeline. If you feel that the changes will affect the project, your
(partner) Project Manager should communicate back to the client project manager immediately.
Make sure the project plan is up to date.
Get client sign-off for phase 2. Once the client has signed the phase complete, the Business Blueprint is
now frozen. From this point on, no changes can be made that are not documented in the Business
Blueprint.

3-26

These are the best practice recommendations from the AIP:


Conduct both one-on-one and group workshops so you can discuss individual requirements as well as
overlaps and dependencies between departments
Have a SAP Business One system available during the workshops to demonstrate how business
requirements can be addressed by the system
Use real client data where possible (either add client master data to the demo database, or create a
blank company and enter/import master data).
Note: we recommend you use the template chart of accounts and adjust it to meet the client
requirements. If you use the template chart of accounts, the system creates financial report templates
for you.
Communicate that data migration includes only master data from legacy system to SAP Business One;
if client wishes to migrate historical transaction data, defer to a separate project following the initial
implementation
Confirm detailed documentation of requirements in Business Blueprint and emphasize to client that
even seemingly small changes to scope and/or requirements can have a significant impact on cost,
resources, and timeline of the project
Obtain client sign-off on Business Blueprint

3-27

3-28

The purpose of the Project Realization phase is to implement all the business requirements that were
defined during the previous phases and documented in the Business Blueprint.

4-1

4-2

So far in the implementation project you have installed the SAP Business One software and worked
with a test or demo company to review the client business processes and map them to an SAP Business
One configuration.
In this phase you, the implementation consultant, will create and initialize the client company. This
represents a significant commitment of your time during the project.
You will also work with the client to migrate the legacy data to the new company.

4-3

4-4

This phase represents the most significant phase of the implementation project. The suggested elapsed
time for this phase is 86 working hours. This phase encompasses both project management tasks and
technical tasks. As the implementation consultant, you will spend the majority of time implementing
the Business Blueprint on the customer production system.
There are many tasks for the project team during this phase. The slide shows the tasks that the
implementation consultant does.
After you have configured the client company, you should make a copy of the database, and use this
copy for system validation and system testing and for training.
There may be a need for change management during this phase, since client employees will be using
the system for the first time. You can use the AIP documents to assist you. The Change Management
Communication Guide is full of tips you can use to prevent or resolve communication and change
management issues that may arise during the project. Meeting minutes and project plan are used
throughout the project.
In this phase you also need to look ahead to the next phase. You and your project manager should plan
the training for end users that will be delivered in the next phase of AIP. The Training Plan is a
template you can use for estimating training times and content for various client roles.
Encourage the client to create operational procedures for use after go-live. There are advantages to
creating these during this phase. First, it is much easier to create these at the time that the business
processes are being validated. Second, they can be used and proofed during system testing. The client
leads can use the test cases supplied with the AIP as a base for developing procedures for system
testing that can be used later on in production.

4-5

The milestones for this phase, according to the AIP, are:


SAP Business One production system installed and configured based on Business Blueprint.
Note: from an AIP perspective, this does not include customizations such as user-defined fields, or
configurations such as alerts and approval procedures.
Data migration complete (if applicable)
System setup validated
System testing complete
Training and cut-over plan defined
Obtain project phase sign-off from customer for Project Realization

4-6

The suggested time involvement for partner and client side resources is shown here.
Note: these times are just a guideline. Depending on the size of the client company, more or fewer
resources will be required. For example, if the client has a large number of users or complex processes,
then the project manager and consultant hours may increase.
In this phase, obviously, the majority of the work is performed by the implementation consultant. The
implementation consultant initializes the production system. This includes creating users, requesting
and assigning licenses, setting user authorizations, and importing master data.
The client IT administrator should be available to support you and to learn to perform the
administration tasks such as setting security, creating users, and managing authorizations. The client IT
administrator is also responsible for extracting and cleansing legacy data before it is imported using the
Data Transfer Workbench.
Project management and change management involves planning for how end users will use the system,
and developing the training materials.
Client leads are mainly involved in the creation of validation and test scripts for business processes, as
well as performing the actual validation and system testing. This will be done on a copy of the newlyconfigured production system. Client leads are responsible for confirming that the configurations in
SAP Business One correspond to the agreed-on business requirements and provide the solution
expected.
The whole project team should be involved in planning for the cut-over.
Check the Implementation Guide for more details on the tasks for this phase.

4-7

4-8

4-9

The client company is created as a new SQL Server database. To create a new company, choose
Administration Choose Company. Then choose New. Choose the localization, the chart of
accounts, and posting periods. You cannot change the localization after the company is created. The
localization activates local tables and local functionalities for the new company.
Before you create the company, you should make decisions with the client about the chart of accounts
and the posting periods.
SAP Business One is supplied with chart of account templates for each localization. If you choose
the template option, you can edit the accounts in the template. Alternatively you can choose the
option user-defined, and you will see a blank chart of accounts that you can manually create.
Note: You cannot change the chart of accounts option after you have posted transactions.
If you intend to import or post transactions for the previous fiscal year, you must define the posting
periods for the previous year before you define the periods for the current year. Once you have
defined the periods for the current year you cannot add posting periods for an earlier year.
You can choose if you want to copy the user-defined fields and tables from your existing company to
the new company. This can be useful when you create a copy of the configured client production
company for use in system testing.
When you create a new company, the user manager is created by default. You enter a password for
this user, and you use these credentials to login to the company for the first time.
If you are creating the company in a release 8.8 system, the new company must be for the same
localization as specified in the installed license. If this is a new SAP Business One installation and the
license has not yet been installed, you can still create new companies. Check the Trial Version
checkbox in the create company window. Even if the 31 day window expires, you can still install the
license key and apply it to the trial company.

4-10

The site user provides an additional layer of security in SAP Business One release 8.8, that is higher
than the super user. The site user is not associated with a user account.
The site user is created when the release 8.8 system is installed. The site user password should be
carefully controlled in the client company.
The site user password is required for authentication against the license server to:
Create new companies
Run the upgrade wizard to upgrade to a new release or patch level
Configure the Service Manager settings for a new installation (one time)
Assign the credentials for a read-only database user within SAP Business One
Note: to change the site user password, select the License Manager in the Service Manager. Choose
Settings, then, in the General Information window, choose Configure Security. Of course you must
enter the existing site user password first, before you are allowed to change it.

4-11

After you have created the company database, you set the basic company details. Choose
Administration System Initialization Company Details.
On the General tab, enter the address and communication data for the company. The Company Name
field is used only internally for displaying information in the header area of the SAP Business One
menu tree. The other data can be used on printed documents. You can store all general data in a local
and a foreign language.
On the Accounting Data tab, enter tax information, such as the name of the tax office, federal tax IDs,
and so on. You can also select and maintain your holiday calendar.
The Basic Initialization tab contains the most critical settings in the system, since you cannot change
most of them after you have created documents in the company. Therefore you need to plan these
settings together with the client. These settings on the Company Details cannot be changed after you
post any transactions:
Chart of Accounts template (you can change this before any transactions are posted)
Local Currency and System Currency
Display Credit Balance with Negative Sign
Permit More than One Document Type per Series
Use Segmentation Accounts. This mainly affects the US localization.
Use Perpetual Inventory (Use Continuous Stock)
Manage Item Cost per Warehouse
Use Purchase Accounts Posting System
Note: if you enable the multi-language support feature, you can translate fields such as item
descriptions and save multiple language versions of each field. To switch to a foreign translation, select
the required language in the business partner master data.
4-12

Due to data dependencies, there is a suggested order for completing the system initialization and setup
for a new company. This should be done before master data is imported:
Period Indicators
Document Numbering
G/L account determination
General Settings (default settings for business partners, inventory, field display and file paths).
Document Settings. Specific document settings can be set for some document types, for example,
Sales Quotation, Sales Order, Purchase Order, etc. They can affect how the document is processed.
House Banks. You associate each house bank with a G/L account
Business Partner Payment Terms and Payment Methods (for Payment Wizard)
Currencies
Print Preferences are set on each client workstation
Reference the document How to Configure the Initial Settings in the document resource center on
the channel partner portal.

4-13

When the company is first created, a Period Indicator called Default is created. The Default Period
Indicator is assigned to the posting periods that were set for the new company.
SAP Business One automatically numbers sales and purchasing documents, and manual journal
entries, so there are no gaps in the numbering. When you create the company, a default numbering
range for documents is created (Primary series). This starts with the number 1. To avoid incorrect or
illegal numbering on documents, it is crucial that you set the first document number correctly. Choose
Administration System Initialization Document Numbering. Here you can set the first
document number for the default Primary series, or you can create a new Series.
Only document numbers for a Series with the same Period Indicator as the current posting period can
be posted. To see which Period Indicator is linked to a document numbering series, double-click the
relevant row in the Document Numbering window.
You can create multiple series with different ranges of document numbers, if, for example, you want
different sales or purchasing staff to use their own number ranges. If you create multiple ranges
(series), you must specify the last number for each series and there cannot be gaps between the last
number of one series and the first number of another series. Note: To restrict a user to a specific
numbering series, assign a Group to the series and then assign a general authorization to the user. To
set the authorization, choose Administration System Initialization Authorizations General
Authorizations and navigate to Administration > System Initialization > Numbering Series where you
can find the authorizations to the groups.
If you create a new Period Indicator and want to use this for the existing posting periods, you must do
this before any document postings. Choose Administration System Initialization Posting
Periods to change the Period Indicator for the posting periods.
You can set up a new numbering series for a different Period Indicator, for example, for the start of a
new financial year.

4-14

General Settings are very important and should be set after discussion with the client:
BP Set defaults for new business partners. These defaults can be changed after initialization. You
can also activate credit checking and approval procedures here.
Budget - Select to manage the budget in your company. Once this option is selected, the budgetrelated functions appear in the Financials module. The block or warn settings apply to all users.
Services Actions specified under this tab are carried out each time the user logs on to this
company. These settings are specific to the current user and determine if windows open for
exchange rates and alerts.
Display - Define the language and the skin for the user, and how different variables, such as dates,
numerical values, and currencies are displayed. Note: some settings apply immediately per
company, for all users, for example, time and date formats, decimal places and character separator.
After a journal entry has been posted, you can only increase the number of decimal places. This
change is irreversible. Decreasing the number of decimal places after a journal entry has been posted
is impossible.
Font & Background Set the text and background for the current user.
Path Set the file paths for storing images and attachments. You can also specify the file paths to
the server folders for Microsoft Word and Excel templates which are referenced when the user
exports an SAP Business One document to Word or Excel. These settings apply to all users.
Inventory Use the Items tab to define the management method for serial numbers and batches, the
default warehouse and the default inventory G/L method. Use the Planning tab to enter MRP-related
information. These settings are updated immediately, per company, for all users.
Note: some localizations may have additional tabs in the General Settings.

4-15

Before you post any transactions, you need to set the G/L account determination. This is a list of
default G/L accounts that are used by SAP Business One documents for posting automatic journal
entries. Choose Administration Setup Financials G/L Account Determination.
If you selected a chart of accounts template when you created the new company, the system
automatically sets up most of the accounts in the G/L account determination using accounts from the
template. You still need to review the G/L Account Determination with the client accountant to ensure
that every default account matches to an account that the client uses. You should review all default G/L
accounts with the client before any transactions are posted.
If you select the chart of accounts as user-defined, you need to define your own chart of accounts in
the system, or import one using the Data Transfer Workbench (DTW). You then need to select the
default accounts to go in the G/L Account Determination. You need to define default accounts at a
minimum for the standard sales, purchasing, and inventory processes. Note: the Inventory tab is
disabled if perpetual inventory is not used.
The G/L Account Determination can be set by financial year you can select the period indicator for
the financial year. This allows you to change the default accounts for each financial year. The client
accountant should review and make any necessary changes when the new posting periods are defined
for the new financial year.
For inventory, in the General Settings Inventory tab, you set the default level for new items:
warehouse, item group, or item level. You can override the system default G/L accounts at the
warehouse, item group, or item level. This allows inventory postings and valuation for a location, item
group or by item. When you define a new warehouse or item group in the company database, the
system level default accounts are copied to the Accounting tab of these master record types. You can
then select the accounts you want to override. When an Item is defined as item master data, the G/L
accounts used for postings are determined by the Set G/L Accounts By option on the Inventory tab
of the item master. If you choose in the item master data to set G/L accounts at the item level, you can
specify G/L accounts for the item.
Note: The default A/R and A/P control accounts can be overridden at the business partner master level.
4-16

The Document Settings window contains two tabs: General and Per Document.
The General tab applies to all types of documents. Settings here influence:
how gross profit is calculated
whether the remarks on the marketing documents include the base document number, or the
customer or vendor reference number
whether the sales price of the item should be displayed in a sales BOM at the level of the sold
product or at the level of the components in the sales document
how the system will react when the inventory level falls below the minimum quantity as the result of
a sales document or goods issue.
if the system should block documents that would cause the level of inventory to fall below zero
whether the amounts and prices that appear in marketing documents should be rounded by currency
or by document.
the date used to calculate exchange rates: Posting Date or Document Date
whether to add a Freight field in all sales and purchasing documents. This field allows you to
calculate additional costs connected to a document, such as, delivery charges and deposit tax.
The Per Document tab settings apply only to a specific type of document. For example:
For sales orders you can enable automatic checks on the available quantities of items and offer
alternate products if necessary.
For sales orders, if you enable the Allow changes to sales orders checkbox, you cannot change this
setting once documents have been posted.
For purchase orders, you can split a purchase order that relates to more than one warehouse.

4-17

Follow the exercise Create and Initialize a Company.

4-18

4-19

To use SAP Business One, all users need a user account and password.
You can configure a global password policy for all users, which will dictate the strength of the user
password and how often it needs to be changed. To change the password policy from the default,
choose Administration Setup General
Users
Security Password Administration.
To create user accounts, choose Administration

Setup

General

Users.

You can pre-define a set of default values, such as print preferences for documents. You can then
assign these defaults to one or more user accounts by entering it into the Defaults field. Choose
Administration Setup General User Defaults. For example, users who work with a regional
warehouse can have this warehouse set as default.
If you check the Superuser checkbox when you create a user account, the user will have full
authorization to every function in SAP Business One. A super user can reset the passwords of other
users and can set authorizations for other users. Obviously you should limit the number of superuser
accounts.
If you do not check the Superuser checkbox, the user by default has no authorizations to any system
functionality. General Authorizations must be set for each user.
For sales and purchasing employees, you can also assign a default salesperson to customer master data,
or a default buyer to vendor master data. You enter the employee names in the Sales
Employees/Buyers window. Choose Administration Setup General
SalesEmployees/Buyers.
You can also set commission rates in this window.

4-20

Authorization to the various functions in SAP Business One is controlled through a combination of
license and general authorizations. These are set by user account.
The type of license assigned to a user determines which functions the user is legally contracted to
use. If the use tries to access a function that is outside the scope of the license, the user will get an
error generated from the license server.
By default, all newly created users (except for superusers) have NO ACCESS to any SAP Business
One function. General Authorizations must be set for each user to permit access to SAP Business
One functions. This has nothing to do with the license but is set based on client requirements.
General Authorizations must be set for every user who is not designated as a superuser. If the user
has access to a function through the license, and the general authorization to the function is not set,
the user will receive an authorization error when they access the function.
If you assign a Professional license type to a user who is not a superuser, you still must set general
authorizations to SAP Business One functionality for that user.
There is another type of authorization that allows for document ownership and security. This is useful
for departments where multiple employees work on the same types of documents, for example, sales
orders, purchase orders. Using Data Ownership Authorizations, you can restrict access to the
documents owned by another user in the same team or department. To set Data Ownership
Authorizations, you must first define employee master data. This defines each employees role and
place in the organizational structure (branches, departments, manager, etc.).

4-21

User licenses are purchased by the partner from SAP.


There are several types of licenses for SAP Business One, at different prices for access to different
functionality.
When the partner enters the order in the SAP channel partner portal, the number and type of the end
customer licenses is recorded.
The contract specifies both the user license types and the localization. If the customer runs in multiple
countries, they need a contract per country. When you request a license key, the license key is country
specific. When the users are assigned a license, they are only permitted to access companies of the
licensed localization.
When you implement the system, you will request a license key on the SAP channel partner portal,
based on the recorded information. You will install this license key on the client production system.
You need to request a license for every localization that the client will run.
In release 8.8, you can install the multiple license files for different localizations on the same license
server.

4-22

For a release 8.8 system, the valid license types are:


Professional. This is the most comprehensive license and provides unrestricted access to all SAP
Business One functionality, and the SDK tools. If the user is a super user (checkbox in user
account), you should assign a Professional license type.
Limited CRM, Limited Logistics, and Limited Financials. The limited users are aimed for
employees that perform daily operational tasks, rather than yearly or periodic tasks such as
determining budget and profit centers. Limited licenses do not provide access to all functionality in
SAP Business One. However, you can assign multiple limited license types to a user, for example, a
limited logistics license and a limited financials license. In this case the highest authorization will
apply. If you assign a Limited license type to a user, you still must set general authorizations for all
functions that are provided in the license. Note: if you set General Authorization to functions that
are not provided by the license type, the user will receive an error from the license server if they try
to access these functions.
Indirect Access. This user is not authorized to any functionality within the SAP Business One
application interface, but is only used for accessing licensed third party add-ons which do not use
any of the standard SAP Business One screens. For add-ons that use SAP Business One forms with
modifications, one of the limited users is needed. Note: an Indirect Access license provides access to
SAP Business One tables from an unlimited number of licensed third-party add-ons.
Note: The Professional and Limited licenses automatically provide access to SAP Business One tables
from an unlimited number of licensed third-party add-ons.
If the sales contract was prior to May 1st, 2008, additional older license types can be requested when
you upgrade to release 8.8:
CRM Sales and CRM Service
Add-on Access. This differs from the Indirect Access license in that you need to purchase an Add-on
Access license for each add-on.
This slide shows a few of the functions for each of the licenses types. You can also find a license
comparison chart on the channel partner portal http://channel.sap.com/sbo/license
4-23

As the implementation consultant, you need to carefully assign each license to the correct user, based
on their role and the tasks they do. Sometimes it is necessary to assign two limited licenses to a user.
In this case, Light & Music has contracted for 3 professional licenses, a total of 9 limited license types,
and 2 indirect access licenses. In the exercise, 9 users will use the system. Some users need a
Professional license based on their role. Other users need one or more limited licenses based on their
role.
How will the license types be assigned to the users? Use the license comparison chart that is included
in your course materials, or access the chart on the channel partner portal
http://channel.sap.com/sbo/license

4-24

4-25

It is important that you understand how license localizations work. In this example, a new customer
running SAP Business One release 8.8 has operations in 3 countries the United States, India and
China.
They run two servers, one in India for US and Indian operations, and one in China for Chinese
operations.
To run their business they need 5 SAP Business One company databases there are two legal entities
in the US (Company A and Company B as shown here) and in China (Company D and Company E).
How many license keys are required?
_________
If the same 10 users are accessing all the companies, does it mean that you need to purchase only 10
users from SAP?
__________

4-26

As the implementation consultant, you need to request a license key, which you will install on the new
client system. When submitting the license request, you should enter the same license types as
specified in the contract.
To request a license key, open the SAP Business One Service Manager on the client system, and
view the settings for the License Manager. The license manager displays a hardware key. The
hardware key is generated from the hardware data (motherboard) of the server on which the license
manager is installed. You need the hardware key to request a license for installation.
You then enter the License Key Request on the SAP channel partner portal
http://channel.sap.com/sbo/licensekeys. Select the customer installation and either select an existing
system or create a new system. You will see the contracted license types displayed.
For a new system, enter all system details on the request form (release, patch level, database, and
system type) and paste the hardware key into the correct field. Next, select the number of users for
each license type and for any third-party components. The third-party partner will receive a list of
licenses that have been given out to customers.
SAP then generates a license file for this system and sends it to you as an attachment to an e-mail.
Note: A license key will only be issued by SAP if the client is active on maintenance. A temporary
license may be issued in some circumstances, such as a request for more than contracted number of
licenses.
Note: After installation, you can use SAP Business One for one month without a license. This means
you can start your implementation project immediately without waiting for your license. However, you
should apply for a license as early as possible.

4-27

The licenses for all users of SAP Business One and any add-on solutions are centrally managed by the
license server. The license server is a software service that is part of the Service Manager. It can be
installed on any computer within the company network.
In SAP Business One 8.8 the license server functions also as a security server. It is crucial that the
license manager service is always running so that users can login to SAP Business One.
In release 8.8, the license server is the central repository for credentials information, including the
database user ID and password (one for all SAP Business One users). The database credentials are
stored safely in the license server, with additional encryption. When a user logs on, the users
credentials (SAP Business One user ID and password) are used to obtain the database access
credentials so that the user can connect to the database.
The licenses are stored in a license file. You only need one license file for all kind of license packages
(such as licenses for special user types or add-on solutions).
Multiple SAP Business One Server installations can use the same license server and the same license
file. This means that you can use one central license server for your entire system landscape
(production server, test server, development server, and so on). Note: if you are upgrading to release
8.8 from an earlier version of SAP Business One, you cannot install the license file for release 8.8 on
the same physical server that runs the earlier version of the license manager. Therefore you need a
separate server for the release 8.8 license manager, at least for the duration of the upgrade.
Note: the license server communicates using port 30000 and you are advised not to change this.
Refer to the Administrators Guide and the License Guide for more details. For any issues with
Microsoft Windows services, check the community network forums.
Note: The SAP Business One OBServer is part of the SDK Data interface API.

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Each user account must be assigned a license to use SAP Business One, in accordance with the
contract. You cannot create more user accounts than the number of contracted licenses. If the user has
the same code in several company databases or even several servers, he can use the same license from
the license file to access up to two databases at the same time. License localization checks apply.
Whenever a user accesses a form in SAP Business One, the system checks if the user has the required
license for that form. This check is independent of the general authorization check.
After you install the license key, you assign the individual licenses in the license file to your named
users. Choose Administration License
License Administration.
Note that the license key is issued for a specific localization as specified in the sales contract. If the
client operates in multiple countries, you need a separate license for each localization.
In the Components tab, you can also view the total number of licenses for each component, the number
of licenses that are not yet assigned to any user (Available License Numbers), and the begin date and
expiration date.
If you want to change the license assignment for a user, the user must be logged off from the system.
Only superusers (administrators) can change the license assignment.
If you want to remove a user account from the system, you need to first remove the license assigned to
the user.

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If you did not complete the license simulations in Unit 02, you can do this now.

4-30

Normally the partner purchases user licenses when the contract is signed. During the business blueprint
phase you discover the client roles and how they need to use SAP Business One. This might influence
the types of licenses required.
Some tips are:
Start with 3 or 4 professional licenses for the client leads who will use the system early on, then
purchase the limited license types for the remaining users, during the implementation, when the
exact functionality required by each user is known.
Sometimes the client will fund a 1-2 day scoping effort before the start of the implementation
project, where you can spend time with the client to determine the exact roles and license needs. The
cost of this scoping effort is often paid back in terms of more accurate purchasing of licenses, and
more accurate project estimates.
You can run a new SAP Business One installation for 31 days before you must install the license. If
you can complete the business blueprint within this time, you can more accurately assess the correct
mix of license types and purchase these during the implementation.

4-31

Once the license has been assigned, you need to set authorizations to SAP Business One functionality.
General authorizations can restrict if a user is allowed full access, read-only access, or no access to a
function.
Choose Administration System Initialization Authorizations General Authorization to
establish general authorizations for all users who are not superusers. Note: Users who are designated
as superusers (the checkbox in the user account) automatically have Full Authorization to all
functionality. You must assign a Professional License to each superuser.
You can assign one of three different authorization levels for each functional area:
Full Authorization - The user can display and change data of this authorization object.
Read Only - The user can only display data of this authorization object.
No Authorization - The user has no access to this authorization object.
You can assign the same authorization to each object, or, if you expand the tree structure for the object
you can assign different authorizations to the menus and windows within each area. If you do this, you
see the authorization for the area becomes Various Authorizations.
Tip: To see the entire list of expanded general authorizations, you can export the complete list of
authorizations to Microsoft Excel. This allows you to review each authorization offline with the client,
and make any required adjustments. Refer to SAP Note number 1086776 for the steps to produce the
Excel file.

4-32

The easiest way to allocate licenses and assign general authorizations is by role.
Since authorizations are set user-by-user, we suggest you draw up a set of authorizations common to
each user role. One way of doing this is to present the various SAP Business One functions (modules
and menus) to the client in a matrix. Ask the client to nominate a representative for each role. This
person then marks the functions that they do. Since general authorizations basically follow the SAP
Business One module and menu order, it is easier to map the required functions to general
authorizations.
Create a user account and assign the correct license type to this user. Test to make sure that the
combination of license and general authorizations provides access to the required functionality for the
role.
You can then copy this set of authorizations from one user to another user with the same role. To copy
a set of authorizations, select the target user name in the Authorizations window, then select the source
user name and drag the source user name over the target user name. You will be prompted to confirm
you want to copy all authorizations.
Note: if you have created new forms with the Software Development Kit, you can create additional
authorization objects for these forms. These new authorizations will be added to the list of
authorization objects under the title User Authorizations. Choose Administration System
Initialization Authorizations Additional Authorization Creator to create and maintain new
authorization objects.

4-33

If you have users who only need to print reports from SAP Business One, and you want to secure
access to the company database, you can assign a read-only database user to the user accounts. For
example, you might employ a consultant to review or audit your reports.
First you need to create a read-only user in the SQL Server database. Map this user to the SBOCommon database and to the company database. Set the database role membership as db_datareader
and db_denydatawriter.
Then, in SAP Business One, choose Administration Setup General
Security Read-Only
DB User. You need the site user password to do this. In this window, enter the name of the readonly database user and the password you defined in SQL Server.
Finally, in SAP Business One, in the General Authorizations window, you need to set read-only
authorizations for SQL executions. To do this, select the users and choose No Authorization to the
function Execute Non-select SQL statement.
See the Administrators Guide for more information on security in SAP Business One.

4-34

Follow the exercise User Accounts and Authorizations.

4-35

4-36

Data migration involves selecting, extracting, and importing business data from the clients legacy
system to SAP Business One.
Note: Often the client will use data migration as an opportunity to cleanse their legacy data, especially
their customer and vendor data. This is the clients responsibility, but you should be aware that this
could cause delays to the implementation project. Experienced partners mention that this point is very
often under-estimated and can have a serious impact on the success of the project.
There are two main ways to import legacy data into SAP Business One from within SAP Business
One you can use the Data Import from Excel utility, and from outside of SAP Business One you can
use the Data Transfer Workbench (DTW).
Using the Data Import from Excel utility, you can import business partner data and item data. You
cannot import G/L accounts or transactional data.
Using the Data Transfer Workbench, you can import a wide variety of objects, including business
partner and item data, the chart of accounts, and transactions such as journal entries and invoices.
You can also export transactions (documents) from an existing SAP Business One company database
and import them into another SAP Business One company, using the Import Transactions from SAP
Business One window.

4-37

Using the Import From Excel utility, you can import data for business partners, items, and price lists
to a company in SAP Business One. In addition to creating new master records, you can also update
existing master records.
You prepare the data in Microsoft Excel with the data in columns and then save the spreadsheet as text
(tab delimited).
Then, in the utility, you select either BP or Items, and you see a complete list of all master data fields
for BP or item master data. You then select the fields to match to the columns in the Excel spreadsheet.
As you select each data field, it is removed from the selection list so you cannot assign the same field
twice.
The following fields are mandatory in a Microsoft Excel spreadsheet to be imported:
Business Partner: Code, name, and type (customer, vendor, or lead). If no entry exists for the type
of business partner, the system automatically selects type C for customer.
Item: Only the item number is required for importing new item master records and updating existing
master records. SAP recommends that you import the expense and revenue accounts for the item to
prevent errors. You can also upload price lists. Specify the item code, and for every price you want
to upload, specify the price list code, price, and price list currency.
Choose Administration Data Import/Export
import from Microsoft Excel.

Data Import

Import from Excel to start the

After a successful upload, create a query on the table OCRD (business partners), OITM (items), or
ITM1 (price lists) to check if the data was imported correctly.
Note that, even thought the templates contain every field for the object, you do not have to enter every
field. Leaving them blank in the import file will simply result in them being blank or defaulted in SAP
Business One.

4-38

To import complex or related data, use the SAP Business One Data Transfer Workbench (DTW).
With DTW, you can import a wide variety of objects, including Activities, Budget Scenarios, Chart of
Accounts, Contract Templates, Customer Equipment Cards, Item Groups, Journal Entries,
Transactions, Payment Terms, Sales Opportunities, etc. Note: you should import the data in the same
order that you would manually create the data. For example, chart of accounts, item and business
partner groups before item and business partner data.
Compared to the Import from Excel utility, the DTW is more robust becuase it offers the option for a
simulation run, and for rolling back the database in case of an error during the import.
DTW is provided with the SAP Business One installation files and comes with sample templates for
each of the various business objects. Data Transfer Workbench is not part of the SAP Business One
client and can be installed on any workstation within the network of the SAP Business One Server.
The DI-API must be installed on the client.
DTW supports data mapping and data import. Data export and data cleansing is not part of DTW and
must be provided by the legacy system.
You can also use the Data Transfer Workbench to import and update data on a regular basis.

4-39

DTW provides Microsoft Excel templates that correspond to the tables in SAP Business One. Each
template is a Microsoft .xlt file and corresponds to an SAP Business One database table. Each template
name starts with the 4 character table name, for example, the main business partner master data table is
OCRD.
The template contains a title row and comments regarding the type of data that is required for each
column. Refer to the How To Guide for DTW in the SAP Business One documentation for additional
information.
Do not delete the first two rows in the templates. Start entering your data on row 3.
Add one additional column for every user-defined field that you want to import.
After you have entered or pasted your data, save the template as a text file that is tab-delimited or
comma delimited (file type .txt or .csv).
Note: To import an object, you must have with full authorization to create the object in the SAP
Business One general authorizations. Therefore you must login to DTW as a user with these
authorizations.

4-40

In row 1 of the template there are tooltips that provide information of the type of data required in a
field, for example:
Integer
String and length
Enum
The tooltip for an enum type field provides the list of accepted values, for example:
cCustomer or cSupplier
tYES
tNO
bop_None
bom_Buy

4-41

If a business object is represented by only one table in SAP Business One (such as G/L accounts), only
one template is necessary. If a business object is represented by more than one table (for example,
business partner master data where multiple tables are used for addresses and contact persons), one
template for each table is provided.
The templates are related in a parent and child relationship through Column A.
There can be multiple rows in a child spreadsheet for a single row in the parent spreadsheet. For
example, there may be multiple contact employees for a business partner.
The LineNum column in child templates is used only during Update mode. LineNum must be an
integer so if you want to update the first line/record you assign the value 0 to the LineNum field in the
data file. If you wish to update the second line/record, you assign the value 1 to LineNum and so on.

4-42

DTW provides a step-by-step wizard for importing the prepared data in the .txt or .csv file. This uses
the Data Interface API to ensure data consistency.
You choose the business object that you want to import or update. You can only import or update one
object at a time.
You choose the data files that you want to import and link them to the object. Depending on the
business object there may be several data files for different tables of the same business object.
Once you have linked the files to the object, you should verify that all source fields are mapped to the
correct target field. If you have not made any changes to columns in the template files, the mapping
should be correct. In the mapping rules you determine which column in the data file (source fields)
belongs to which field in the system (target fields). The target fields include user-defined fields and
you will need to map them to source fields. You can choose to skip the import of certain columns by
choosing Leave it Blank. You can save and reuse mapping rules.
You can also let the system check the mapping. It returns error messages if:
You mapped two different target fields to one source field or two different source fields to one target
field
You did not map a source field to a mandatory target field

4-43

Follow steps 1-1 to 1-4 in the exercise Data Transfer Workbench.


Note: before you import business partners, you should set up sales employees, business partner groups
and default payment terms. You will do this in the exercise. You should also set up the tax groups or
codes that you will use. If you plan to use user-defined fields for business partners, you should create
the user-defined fields in SAP Business One before the data import.

4-44

You may have noticed that the Microsoft Excel templates are based on a preconfigured data transfer
interface that maps to SAP Business One tables.
You can create custom templates to better match to the data you are importing. For example, if you do
not use most of the columns in the object spreadsheet, you can create a custom spreadsheet with just
the columns you need to import.
Choose Start
Programs
SAP Business One
Select Templates
Customize Templates.

Data Migration

Data Transfer Workbench.

When you expand the node for an object, such as the Items object, you see a list of the fields that the
Data Transfer Workbench expects as columns in the spreadsheet.
You can rearrange the order of the fields by dragging and dropping. So you can move the fields you
require to top of the tree so they appear first in the template. You can also remove unwanted fields or
add new fields such as user-defined fields. Note that you cannot remove mandatory fields.
You save your selections as a new template for the object. The template is saved as a .xlt file. You can
then enter your data into the template and create a new .csv file for the import.
You can still leave unwanted fields blank in the import file if you do not require them to be imported.
Creating a new, custom template is useful if you intend to repeatedly import a business object, since it
saves you having to manually map fields on every import.

4-45

Complete the exercise Data Transfer Workbench.


Before you import items you should configure your inventory management method and G/L accounts.
If you plan on using user-defined fields for items, you should create them before you import the data.
You can import item groups using DTW, or create them manually in the system, but you need to do
this before you update the items.
After you import items you can import item prices, special prices, Bills of Material, etc.

4-46

The first time you use the Data Transfer Workbench you should work with an experienced consultant
who knows the DI-API and table structure in SAP Business One. Familiarize yourself with common
tables such as OACT, OITM, OITB, and OCRD by running SQL queries.
Follow the same order as you would for manually creating data, for example, create or import the chart
of accounts, currencies, business partner groups, banks, payment terms, item groups and warehouses
first before you import business partners, items, and transactions.
If you do not need a field, leave it blank. Many fields are set to a default value. If you only use a few
fields, create a customized template.
If you encounter an error during the import, try creating the same data manually in SAP Business One
Leave the LineNum column blank for import. This is only used for update runs.
Format each cell in the spreadsheet as text. This prevents Excel from formatting or truncating numeric
values.
Some fields require the internal code from SAP Business One instead of the name, for example:
Item group codes are internally numbered starting at 100, 101, 102, etc.
Chart of accounts drawers are internally numbered as 100000000000000, 100000000000000,
100000000000000, etc.
Enter all dates as yyyymmdd, regardless of localization (for example, 20101215). Make sure you
format the cell as text.
Enter decimal places as used in the localization, for example, 10,50 or 10.50
If you import text fields, such as Remarks, make sure the text does not contain the delimiter character
that you are using in the import files, for example, if you are using comma deleted files, then the
Remarks text should not contain any commas.
To import a journal entry for a business partner, use the Journal Entry templates and leave the
AccountCode field empty and enter the BP code in the ShortName field

4-47

4-48

After you have completed the system initialization for the new company, and migrated the legacy data,
your next task in this phase is to validate the data and client business processes. You will validate each
business process with the client leads, using the newly migrated data in the new company. Use a copy
of the company database.
As well as ensuring that the business processes run as expected, the team should ensure that the
migrated data is correct.
You should also ensure that the initial settings are validated. Many of these setting are irreversible once
the client has gone into production.
To ensure that you cover all crucial tasks, you can use the Business Process Master List from the AIP
materials. This is a spreadsheet, and you can filter the processes so that it shows only the business
processes that are considered in-scope for this part of the implementation. You should complete the
Business Process Master List together with the client functional leads.
You can record the date when each process was validated with the client.
All processes from the business process master list should be validated and agreed with the client
leads. Any changes to setup or scope should be documented.

4-49

After validation, the next step is system testing. System testing is performed by the client leads
following documented test plans and with documented test data. Documented test plans enable the
client leads to use the system with minimal training. As an added benefit, the client users become
comfortable with the system, and the test plans can be used as procedures once the system is in
production.
Note: Use a copy of the SAP Business One company database.
Sample Test Plans are included in the AIP materials for the main sales and purchasing documents
and can be adapted for the system testing. Test plans should be largely produced by the client leads,
with your assistance. Any customizations made to marketing documents or business processes
will need to be incorporated in the sample test plans.
You can document test data for the test plans in the Test Case Template. We recommend that you
use real customer transactions; for example, use the last 15 sales and purchase orders that were
entered in the legacy system.
Note: to run sales orders, you may need to manually enter goods receipts to add items to inventory.
Another suggestion is to start system validation with the purchasing process and create goods
receipts during the testing.
If the actual result matches the expected result as defined by the Test Plan, the client lead should sign
the document and return it to you. Tip: You should also run and print reports as part of system
validation.
Any errors should be logged and documented by the client leads. They can use the Issue Log to
document and assign responsibility for problems encountered during testing.
Use the Change Request Form to document and formalize new changes requested by the client
during this phase.
Use the Change Log to keep track of changes that are agreed.
All test cases must be completed successfully, and the results reviewed.
The Project plan should be updated if any changes were noted in system validation or testing.
4-50

Locate the test plans in the AIP materials.


Open the Sales Order test plan.
Follow the steps in the test plan.
Select one of the customers that you imported using DTW, and use item MS3x3.
Note: if you did not complete the exercises on DTW, you will need to manually create an item and
receive the item into inventory.
If the actual result is not the same as the expected result, make a note in the column.

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4-52

4-53

4-54

4-55

The limited logistics user type is for employees that handle daily operational tasks in sales, after the
deal has been closed, as well as purchasing and inventory. This user has:
Full authorization for sales documents and items but view only for sales quotations
Full authorizations for the A/P module (except for A/P Invoice and Credit Memo)
Full authorization for Business Partners, except for internal reconciliation
Full authorization for the Inventory and the Production module. The logistics user cannot however
update price lists and Bill of Material prices.
The limited CRM user type has:
Partial authorization for Administration
Full authorization for Sales Opportunities and Business Partners
Full authorizations for sales documents: quotation through a return document.
This user has view only for A/R Invoice and Credit memo.
Full authorization for Purchase Order and purchasing reports
Full authorization for the Service menu and reports
Full authorization for item master data
The limited financials user type is aimed for employees that handle daily operational tasks in financials
and payment processing. This user type has:
Partial authorization for Administration
Full authorization for Financials except Budget and Cost Accounting
Partial authorization for A/P can issue A/P invoice, credit and landed cost documents.
View only for Sales documents
Full authorization for Business Partners and Banking. This includes internal reconciliation.
View only for the Inventory module.
Important: You can find additional details in the license comparison chart found on the partner portal.
4-56

Data Ownership allows you to establish an owner for a document, and to permit another person
access to that document based upon the persons relationship to the owner. This is mostly relevant for
client departments such as sales and purchasing where there might be a need to restrict access to
documents from within a department.
First, create employee master data to define the organizational hierarchy. To create employee master
data, choose Human Resources Employee Master Data. You can link employee master data to
user accounts.
Second, define Data Ownership Authorizations. Choose Administration System Initialization
Authorizations Data Ownership Authorizations to define the required data ownership
authorizations.
By reporting line:
Peer: The user can access documents owned by a colleague on the same level in the hierarchy.
Manager: The user can access documents owned by his direct manager.
Subordinate: The user can access documents owned by any of his direct subordinates.
By organizational line:
Department: The user can access documents owned by any user who is member of the same
department.
Branch: The user can access documents owned by any user who is member of the same branch.
Team: The user can access documents owned by any user who is member of the same team.
The following levels of authorization are possible:
None: The user cannot access documents of the authorization group.
R/O (Read Only): The user can display but not change documents of the authorization group.
Full: The user can display and change documents of the authorization group.

4-57

Data ownership is driven by the owner field in sales and purchasing documents. Every document or
even every line item within a document must have an owner. The owner and his data ownership
settings control who can display and change the document.
A Sales Employee or Buyer is assigned to the master data of a business partner.
When you select the business partner a document, the system accesses the business partner master
record and retrieves the buyer or the sales employee to copy it into the relevant field in the document.
If the buyer or sales employee is assigned to an employee master record, this employee is defaulted
as the owner of the document and the owner of the line items.
If the buyer or sales employee is not assigned to any employee master record, the current user is
defaulted as the owner of the document and the owner of the line items.
You can change the default, but once an owner is assigned, only this owner or a superuser can change
the owner. A user can always access his own documents.
To activate the data ownership authorizations, choose Administration System Initialization
Authorizations Data Ownership Exceptions and select the Owner Filtering Active indicator.
Furthermore, for every document you have the following options:
No Filtering: The document is available for all users. Data ownership is not active for that document
type.
By header and row owners: Any owner on header or row item level is considered to be an owner of
a document of that document type.
By header owner only: Only the owner on header level is regarded as owner of a document of that
document type.

4-58

If the legacy data is in a SQL database, you can import using SQL Select statements over an ODBC
connection. First create a data source using ODBC. Choose Control Panel
Administrative Tools
Data Sources (ODBC) to create a Data Source Name (DSN).
In the Data Transfer Workbench import wizard, choose "ODBC" from the drop-down list "Source
Data Type". Select the object. For data records selected through ODBC, you can use SQL statements
to extract data records from the database. For example, to import business partners, select the DSN
from the dropdown list and enter the database user and password for the legacy database. In the Simple
Select Statement field, enter the SQL statement (for example, Select CardCode as RecordKey, * from
the legacy database table name).
Note: The DTW does not support a scheduled run that imports data through ODBC. For more
information, see SAP Notes 908042 and 883770 and the How to Guide for Data Transfer Workbench.
Note: Where the object contains dependent tables, such as business partner with the Contact Person
and Address, you separately select the data for Business Partner and the data for Contact Person and
Address through ODBC.
Note: If the data files contain both header and item files, you must define the primary keys, such as
RecodKey. For example, for the SQL statement "Select CardCode as RecordKey", * from OCRD can
be applied to BusinessPartners of the object oBusinessPartners. For the SQL statement "Select
CardCode as RecordKey", * from CRD1 can be applied to BPAddresses.
If the data file contains only header files, you do not need to define the primary keys. For example, you
can retrieve data from table OACT using the SQL statement "Select * from OACT" to apply to the
object oChartOfAccounts.

4-59

5-1

In this unit, you learn to use the configuration and customization tools provided with SAP Business
One. These tools are accessible from the SAP Business One client, and do not need the SDK.
You will practice using these tools to make simple customizations on the new database that you have
created for Light & Music. This experience will give you a feel for the amount of effort that is
involved to implement each customization.
This will in turn make it easier for you to accurately assess the time needed to complete these
configurations, in a real implementation project.

5-2

5-3

Customization tools allow you, as an implementation consultant, to implement client requirements


without the need for SDK programming.
In this unit we will first look at how you can use queries. Queries are the basis for many
customizations. In addition to using queries to produce ad-hoc reports, you can also combine queries
with user-defined values and user-defined fields, alerts, and approval procedures.

5-4

5-5

A query is an ad hoc report that directly reads the required tables from the database and displays them
formatted using a structured query language (SQL). In order to run queries you need to have some
understanding of the SAP Business One tables and fields.
Queries are important because they can be used with other customization tools: user-defined values,
alerts, and approval procedures.
SAP Business One provides two different tools to create the necessary SQL statements:
Query Wizard
Query Generator
Both tools offer you the same functions, and allow you to save the queries in SAP Business One.
However, the following distinction can be made:
The Query Wizard guides you step-by-step through the process of creating a query. The system
generates the SQL statements in the background and keeps them permanently hidden. The user does
not need to have much SQL expertise.
The Query Generator has a user-friendly one-screen interface for creating a SQL statement. The
system displays the SQL commands so that you can edit them directly. Knowledge of SQL is an
advantage. If you have some basic SQL knowledge, you will find the Query Generator much faster
than the Query Wizard.

5-6

A query, or the underlying SQL statement, contains one or more of the elements listed on the slide.
First, you select the tables that contain the fields you want to display in your query. If you select
several tables for a query, you normally need to create relationships between them. For example, you
link the tables for sales orders (ORDR) and the master records of business partners (OCRD) using the
business partner code. The Query Wizard and Query Generator tools automatically create these links.
You select the fields from the selected tables that you want to display in the query result. You may add
calculation fields that display the result of an addition, subtraction, multiplication, or division of two
fields.
The GROUP BY statement is used in conjunction with an aggregate function (such as SUM) to
summarize the results. You can group by one or more columns. The fields can be grouped by:
Number of data records in the group (total records)
Number of distinct data records in the group (total distinct records)
Total of the field (amount)
Minimum of the field (minimum)
Maximum of the field (maximum)
Average of the field (average)
You can define fixed conditions (for example, business partner type = C), or specify parameters that
you can enter when the query runs.

5-7

You can use System Information to easily find the table and field names to use in queries.
The status bar, which extends along the entire lower edge of the SAP Business One Main Window,
contains various text fields.
The left side displays status and debug information about any window that is opened. By selecting
System Information from the View menu, you can view detailed information of any given field when
the cursor passes over it.
For example, in the Business Partner Master Data window, if you move the mouse over the Code field,
the status bar will show the name of the table (OCRD) and the field name from the table (CardCode)
If you open a document that contains rows, such as a Sales Order, and move the mouse over the
columns in the row, the system information will show, in addition to the table and field name, the
Column and Variable for the field in the active window. This can be useful in queries where you want
to retrieve a specific value of a field in the active window.

5-8

The Query Generator allows you to create an SQL statement in a single step. To use the Query
Generator, choose Tools Queries Query Generator.
You can enter the required table names in the left column. The system automatically determines the
relationship between the selected tables. If you select a user-defined table, you have to add square
brackets to the name of the user-defined table, for example SELECT * FROM [@<table name>]
After you select a table, the Query Generator shows the fields of the selected table and their
descriptions. You can select the required fields by double-clicking. If you want to perform
computations, you must manually add these using SQL syntax.
You can add conditions for the selected data records by choosing Conditions and using the right
display frame.
Double-click to select the fields you want the system to use in the WHERE clause and the SORT BY
clause.
You can also specify grouping fields for aggregating data; however, you must manually enter the type
of grouping for the selected fields. The syntax for the grouping is as follows:
Total records

COUNT(field)

Total distinct records

COUNT(DISTINCT field)

Amount

SUM(field)

Minimum

MIN(field)

Maximum

MAX(field)

Average

AVG(field)

5-9

After you create the query using one of the two tools, the system executes the query. You can
optionally display the results as a graph.
You can save the query and assign it to a category. The General category is provided in the system,
but you can add new categories. To add a new category, from the Save Query window choose Manage
Categories.
You can add a new category and assign it to one or more authorization groups. In the general
authorizations, you can authorize a user to run queries that belong to a certain authorization group.
Queries provided by SAP are located in the System category. Choose Tools
Queries <query name> to run a system query.

Queries

Queries that you create and save in a category are located as User Queries. Choose Tools
User Queries <query category> <query name> to run a saved user query.

System
Queries

Once you save and close the query, you can only change it by editing the SQL statement and saving it
again.
To define a print layout to print a query, choose Tools
Create Report to associate a print layout.
Note: print layouts will be covered later in this unit.

5-10

Queries

Query Manager, then choose

Follow the exercise Queries to create basic queries using the Query Generator.

5-11

5-12

5-13

Alerts in SAP Business One are used to inform certain users when certain events occur in the system.
Choose Administration

Alerts Management to define and maintain alerts.

You can distinguish between predefined alerts and user-defined alerts.


Predefined alerts:
SAP Business One contains six predefined alert functions (deviation from budget, deviation from
discount (in %), deviation from percentage of gross profit, deviation from commitment, deviation
from credit limit, and minimum stock deviation). For the predefined alerts, with the exception of
minimum stock deviation, you can decide which documents to check and therefore limit or expand
the scope of the alert.
For some of the predefined alerts, you also have to specify a condition (for example, the discount
%), and the documents that the system should check.
User-defined alerts:
User-defined alerts are based on queries. The system triggers an alert when the conditions of a query
have been met. The query result is then displayed as an alert.
For user-defined alerts, you must specify how often the system should run the query in the
background. For user-defined alerts, you can also decide whether a new alert should overwrite an
old alert or not (select the Save History indicator).
For all alerts, you must specify to whom the system should send the alert, and how this should happen
(internally, e-mail, SMS, or fax), and the priority of the alert. In addition, you have to activate the alert
for it to take effect.
Note: to see the predefined alerts, type the wildcard character * in the Alerts Management window.

5-14

5-15

Follow the exercise Alerts Management to set up alerts for Light & Music.

5-16

5-17

5-18

Alerts inform users of events after they have happened. In contrast, approval processes can block
events until they are approved by a responsible party.
In SAP Business One, you can set up approval procedures for sales, purchasing, and inventory
documents.
Approval procedures allow you to model a manual approval procedure electronically with SAP
Business One.
When you add a document to the system, the system checks the approval procedure conditions and, if
the conditions are fulfilled, prevents the document from being processed further. The system informs
you that an approval is required and you may enter any additional text for the approver. The system
saves the document as a draft and informs the potential approvers that a document requires their
approval.
The document may go through one or more approvals or approval stages before it can be finally
posted. After the approval, the originator receives a message and can finally generate the document
from the draft. As an alternative, the approver can directly generate the document from the draft. In this
case, the originator also receives a message.
Note: Approval procedures use alerts to notify the approvers.

5-19

To model the workflow for approval processes, you first define approval stages.
Each approval stage contains the names of users who need to approve the document. You can specify
multiple names to approve a document at a stage. You can require that one or more of the named users
approve the document. Specifying a list of multiple approvers for a stage enables the workflow to
continue even when some of the approvers are away from the office.
Example: In stage one, approval can be granted by both Ms. Smith and Mr. Jones. But an approval is
only required from one of them. In other words, even though you have assigned two users to stage
one in the system, the number of required approvals is only one.
Note: all approvers must reject the document for it to return to the originator.
You can have more than one approval stage in the approval process for a document.
Note that the approval process will not move to the next stage until the document has been approved at
the previous stage.
Choose Administration
stages.

Approval Procedures

Approval Stages to define and maintain approval

5-20

The approval template is where you define the conditions for the approval process:
Which users (originators) are subject to the approval process. You need to select all users by name.
If a user is not named in the approval template, there will be no approval triggered.
Which documents are subject to the approval process. For example, for a sales approval process,
you can select Sales Quotations, Sales Orders and Delivery documents for the same approval
conditions. Note: you cannot mix sales and purchasing documents with inventory documents
(Goods Receipt, Goods Issue and Inventory Transfer) in a template. You need to define two separate
approval templates.
The list of approvers and stages you defined earlier. The system informs the approvers at each stage
with an alert that requests a decision from them (approve or reject).
The terms under which the document is blocked for further processing. You can choose these
options:
always trigger the approval procedure when one of the originators creates one of the selected
document types.
trigger the approval procedure if one of the predefined terms is met (for example, amount > USD
5000, or discount > 10 percent, and so on).
trigger the approval procedure depending on the results of a user-defined query.
Choose Administration Approval Procedures Approval Templates to define and maintain
approval templates. Once you have added an approval template you cannot change or remove the
approval template, only make it inactive. Note: A user who is entered as the originator of a document
in an approval procedure cannot deselect the Active indicator or change the approval template.

5-21

If you select more than one predefined term, the system links all terms using an OR operator, which
means that only one term has to be fulfilled to trigger the approval procedure.
You can include predefined terms and user queries in the same template. If you combine a predefined
term with a user query, the system will trigger an approval process if one of the conditions is satisfied.
In other words, the conditions are evaluated using OR logic.
If you need all terms to be fulfilled before the approval triggers, you should use a user-defined query to
specify multiple conditions (in the SQL syntax use AND to link the conditions). In this case, do not
select any of the predefined terms.
If you use a user-defined query in an approval process, the query must start with SELECT DISTINCT
TRUE. Such a query results in a TRUE statement if the conditions of the query are fulfilled. The
TRUE statement then triggers the approval procedure.
Note: In a user-defined query, you can only refer to fields in header tables (for example, OINV,
ORDR) and not fields in row tables (for example, INV1, RDR1). Therefore you can only use header
fields, not row fields, in the query.

5-22

A query displays only records that were already added to the system in the past. When you use a query
in an approval procedure the query needs to retrieve data out of the current window, for example, an
invoice before it was added to the system.
To retrieve data from the active window, you need to create the query in a certain way. There are two
possible syntaxes:
Using the syntax $[Table name.Field name] to refer to fields in an entry screen. The table name is
the name of the database table for the entry screen, for example, OINV for the A/R invoice entry
screen.
Using the syntax $[$Field Index.Field Column.Number/Currency/Date/0] to refer to a field in the
active window. The system uniquely identifies each field of a document using an Item number
(index) and a Column number. This syntax is recommended for use in alerts and approval
procedures, since the query applies to all document entry screens that share the same structure. If the
field is a row field, specifiy both Field index and Column. If the field is a header field, set the
Column to 0 (for example, $[$29.0.0].
When retrieving from the active window, the result is always a string. Therefore if a calculation or
comparison is used it must be converted into a string in the syntax:
- Number: retrieves the numeric value out of a field, for example, $[$24.0.number]
- Currency: retrieves the currency symbol out of a system field
- Date: retrieves the string as a date field that can be used for calculations
- 0: retrieves the string on the screen as plain string
Tip: Use View
System Information to see the fields item number and column number in the status
bar at the bottom of the screen.

5-23

SAP Business One features two reports for approval procedures:


Approval Status Report: Shows all documents (from the view of the originator) that have triggered
an approval procedure as well as their status. The originator can cancel the approval process by
highlighting the document that he or she created, and choosing Data Cancel. This can be
reversed by Data Restore.
Approval Decision Report: Shows documents (from the view of the approver) that are pending
approval. From here the approver can directly approve or reject a document or even a number of
documents at the same time (sweeping update).
Choose Administration
report.

Approval Procedures

Approval Status Report to run the approval status

Choose Administration
decision report.

Approval Procedures

Approval Decision Report to run the approval

5-24

Follow the exercise Approval Procedures to set up approval processes for Light & Music.

5-25

5-26

5-27

5-28

User-Defined Values are a mechanism to automate entering data into form fields. The user-defined
values can be a either list of valid values for the user to choose from, or a query that populates the field
value. Either of these techniques helps to ensure that the user enters valid data.
Authorized users can add user-defined values to any form field, in existing record as well as new
records. The general authorization Customization Tools User-Defined Values Setup is required.
To add a user-defined value to a field, select the field and press Alt+Shift+F2. A window opens that
allows you to select an option:
Without search in user-defined values:
use this option to remove user-defined values from a field
Search in existing user-defined values:
allows you to create a fixed list of values that the user can select from. For example, in a sales order
you want to enter how the customer heard about your company. You can have a list that includes
Web site, email, trade publication, etc.
Search in existing user-defined values according to saved query:
allows you to add a query that can automatically populate the field, for example, using a calculation,
or picking up a value from another table or field.
Note: when you add a user-defined value to a field in a marketing document, it applies to every
instance of that document.

5-29

Search in Existing User-Defined Values is the simplest type of user-defined values.


For any field (regardless of whether it is a standard field or a user-defined field), you can define a list
of values. When the user selects the field and chooses Shift+F2, the list is shown and the user can
select from it. For example, on a sales order you might want to record how the customer heard about
your company. You can add the list of values to any existing, unused field in the sales order, for
example, the Remarks field.
Another example might be if you have standard blocks of text that you want to record in the Remarks
field in a document. You add user-defined values to the Remarks field in a document and define a list
of standard text blocks. The user can then choose the appropriate text from the list, instead of having to
type the remarks each time.
After you add the user-defined values to a field, a magnifying glass icon will appear in the field. If you
do not see this, you can toggle this by choosing View
Pickers Display User-Defined Values. The
magnifying glass will show for every field that has user-defined values.
You can change and maintain the list of values at any time by choosing Shift+Alt+F2. Here you can
also remove user-defined values from a field, by choosing Without Search in User-Defined Values
Note: To use this type of user-defined values, the user must always press Shift+F2 in the field.

5-30

You can base user-defined values on a query instead of a fixed list of values. This is much more
powerful, since it allows the field to be populated based on a parameter that the user enters, or
depending on the value of another field in the same document or elsewhere in the database.
The example shown in the slide prompts the user to enter a parameter for the query. When the query is
run, the list of items is filtered by the parameter entered by the user.
To add a query to user-defined values:
1. Create a query and save it.
2. Add user-defined values to a field and select the option Search in Existing User-Defined Values
according to Saved Query.
3. The user presses Shift+F2 in the field to run the query and the results of the query populate the field.
Tip: Always test the query independently before you add it as user-defined values. Be aware of the
maximum size of the field you are using for the user-defined value and make sure than the query result
does not exceed this size.

5-31

If the query needs to retrieve data from the current active window, you need to use the special syntax
for referring to fields:
$[Table Name.Field Name]
If you want to use the same query syntax across multiple documents with the same structure, use the
syntax below:
$[$Field item.Field column.NUMBER
$[$Field item.Field column.CURRENCY
$[$Field item.Field column.DATE
$[$Field item.Field column.0 (Note: this is the syntax most commonly used)
Tip: Use View
System Information to see the fields item number and column number in the status
bar at the bottom of the screen.

5-32

You can choose the option to automatically run the query, without the user having to press Shift+F2 in
the field. To activate this, choose Auto Refresh When Field Changes.
You can then select a dependent field data that causes the query to run when the dependent field
changes in value.
User-defined values added to a header field in a document can be refreshed based on other header
fields only. This includes all fields in the document that are not in the row table. In the slide
example, the query Add reference number will enter the customer or vendor reference number
from the master data into an invoice. The query will run when the Customer/Vendor Code changes
(that is, when the user opens an invoice and selects the business partner from the list).
User-defined fields added to the row of a document can be refreshed based on other header or row
fields.
You can choose a further option to limit the number of times the query is run:
Refresh Regularly: the query runs every time the dependent field changes (using Find mode,
browsing using the last/next record icons, or the orange drill-down arrow). This option can result in
the field value changing when the document is re-opened and could cause performance problems.
Display Saved User-Defined Values: retains the value calculated or fetched by the query when it is
first run. Note: this option is recommended since it maintains the initial value of the field.
These options apply as well to user-defined values that you add to user-defined fields. This will be
covered later in this unit.

5-33

Follow the exercise User-Defined Values to add user-defined values.

5-34

5-35

5-36

SAP Business One allows authorized users to add new fields to the business objects in the system. You
can add fields to master data, to marketing documents, and to other forms such as the pick list, profit
centers, and journal entries. Examples: additional classification of customers and vendors, direct access
to the Internet using defined customer or vendor URLs, addition of company logo or route descriptions
to the customer, and display of item pictures.
Choose Tools Customization Tools User-Defined Fields Management to create user-defined
fields. User-defined fields can be added at the header (title) level or the row level of a document:
At the header level: The system displays the user-defined fields in an additional window positioned
by default to the right of the existing window. You can move the position. To make this window
visible, choose View
User-Defined Fields. The user-defined fields at the header level can be
organized into categories for display. This is especially useful if you use a large number of userdefined fields. When you add a user-defined field to marketing documents it is automatically added
to all Sales and Purchasing documents. Since some of the new fields may not be relevant for all
documents, you can sort and display the required fields by category. To define categories, open a
document with a user-defined field and choose Tools Customization Tools Settings then open
the Category dropdown list and choose Define New to create the category.
At the row level: The system adds this field as an additional column to the table. The field is visible
and active by default. You can make the user-defined field invisible or inactive by using the standard
document settings under Tools Form Settings
The user-defined field functions as a normal field and can be used in queries and reports. You can
import data into user-defined fields using the Data Transfer Workbench.

5-37

When you add a user-defined field, the system assigns the prefix U_ to the user-defined field in the
database. This makes is easy to locate these fields in reporting tools where the database field names are
used.
User-defined fields have a certain Type and optionally a Structure that is dependent on the Type. The
structure influences the length and format of the field:
Fields of type Alphanumeric allow you to have different structures. For example, the Text structure
can accommodate 2 GB of text in header fields and 255 KB of text in row fields. The Regular
structure can accommodate up to 254 characters.
Fields with the Date structure are displayed in exactly the same way as all the other date fields in the
system and also allow the same entries.
Fields of type General allow you to attach files, hyperlinks, or images. You can open hyperlinks by
double-clicking them. Images are stored in the picture folder or the attachments directory that you
entered in the General Settings.
Note: You cannot change the field type later.
If you have defined your field as alphanumeric or numeric, you can define a list of valid values for
that field. You can enter a list of valid values directly in the definition of the user-defined field. This
list is then available for the field as a dropdown list.
You can set a default value for the user-defined field.
You can make the user-defined field mandatory. If you do this, you need to supply a default value.
Refer to the how-to guide for user-defined fields and tables for more information.
Note: User-defined fields follow the display settings defined in the General Settings, for example,
decimal places.

5-38

As well as adding a fixed list of values to a user-defined field, you can also add user-defined values
with a query to enter data into a user-defined field automatically.
Example: You have included a user-defined Account balance field in the Invoice document. You want
the system to fill this field automatically with the account balance of the business partner. For this, you
define a query that selects the account balance of the business partner. You then define this query as
user-defined values for the Account balance field. To make sure the system displays the correct
balance, you define it so that it updates the contents automatically if you change the Customer field.
Since you want to always see the latest account balance whenever you open the document, you want
the query to refresh regularly.

5-39

SAP Business One lets you create your own database tables (user-defined tables). For example to:
Manage sets of related custom data, for example, a fleet of cars or a list of available meals.
Maintain valid values for a user-defined field located in either a system table or a user-defined table.
User-defined tables become part of the company database. They are identified by the @ prefix.
To build new tables, choose Tools Customization Tools User-Defined Tables Setup. Enter
a table name and description. The Object Type field sets the table type as a master data or a document.
To add fields to the user-defined table, choose Tools User-Defined Windows and select the table
name. Note that this menu option only appears after you add a user-defined table.
As a default, user-defined tables are created with two fields: Code (the key, which must be unique),
and Name (description).
Instead of adding a fixed list of values or user-defined values to a user-defined field, you can link a
user-defined table to the field. You can link the same user-defined table to multiple user-defined
fields. Note: you can only link a user-defined table to user-defined fields defined as alphanumeric or
regular. Open the setup for the user-defined field in the User-Defined Fields - Management window
and select Set Linked Table. Note: this checkbox only shows after you have created a user-defined
table. For more information, see the how to guide How to Create User-Defined Fields and Tables.
Tip: when you create a new company you have the option to copy user-defined fields and tables to the
new company.

5-40

Follow the exercise User-Defined Fields and Tables to create new fields and tables for Light &
Music.

5-41

5-42

5-43

Print layouts are templates that define how a document will look when it is printed.
In addition, reports in SAP Business One also have a predefined print layout. However, ad hoc queries
do not.
When you implement SAP Business One, you can use the predefined layouts as templates to create
client-specific printed documents. This is typically done for external documents, but you can also
customize the layouts for internally used documents such as pick lists and Bills of Materials.
You can also create new layouts for customized reports that you develop.
Although you can have multiple print layouts for a document, you must set one layout as the default
for each document.
When you print preview, or print a document, the layout you see is specified in the print layout.
Note: If you print or preview a document before you add it to the system, the system automatically
adds the Draft watermark to the printout.

5-44

From an open document or report, you can choose the Print Layout Designer icon to see a list of all
print layouts stored in the system.
The default layout is highlighted in bold.
Authorized users can select a different layout as default. To be authorized, you need Full Authorization
to General
Change Default Report in the General Authorizations window.
A new template can be set as default for:
All users
Current user
Specific users that you select from the list of users
Documents for a business partners for which a default template has not yet been assigned
Documents for business partners this opens the BP Properties selection criteria so you can Select
All BPs, choose a range, or choose business partners based on their groups or properties.

5-45

In release 8.8 and on, print layouts can be created in Print Layout Designer (PLD) or in Crystal
Reports. Use the Report and Layout Management window to manage all print layouts. Choose
Administration Setup General
Report and Layout Management.
From this window, you can import and export layouts developed in Crystal Reports between SAP
Business One and Crystal Reports, or between SAP Business One systems (you cannot import or
export PLD layouts). When you export a layout from SAP Business One, it is exported as a package
(*.b1p) and can only be imported into another SAP Business One system.
In addition, you can select a layout and edit it. If the layout is in PLD format, the Print Layout
Designer tool will open for you. If the layout is in Crystal Reports format, Crystal Reports designer
will open if you have it installed.
You can also access the Report and Layout Management window by opening a document, and
choosing the Print Layout Designer icon from the top menu, and then selecting a template. The Report
and Layout Management window opens, and from here you can edit the layout.
Using Crystal Reports, you can create a master layout for sales and purchasing documents that can be
applied to various other sales and purchasing document types. For example, a master layout that is
created for a sales invoice can be applied to sales quotations or deliveries.

5-46

The integration features between SAP Business One and Crystal Reports enable you to quickly
develop and edit print layouts.
A print layout is basically a Crystal Report (*.rpt) that includes a special field called ObjectID. This
field identifies the document source for the layout.
In Crystal Reports, the SAP Business One tables are shown to match the application menu structure,
and tables are automatically linked.
To use the integration features, you need to select SAP Business One as the data source in Crystal
Reports. To do this, choose the Database Expert and, under Create New Connection, choose SAP
Business One. Once you have established the connection, whenever you open a print layout in Crystal,
the tables from SAP Business One will display.
The integration between Crystal Reports and SAP Business One allows you to work in two ways:
You can work exclusively in Crystal Reports. You switch between the Design mode, where you edit
the layout, and the Preview mode, where you can Preview the printed document. To work in this
way, you need to enter two pieces of information to Crystal Reports: the document number that you
opened in SAP Business One, and the ObjectID of the document.
You can work in Design mode in Crystal Reports, and switch back to SAP Business One to Preview
the printed document
In SAP Business One you can also preview a marketing document using a different print layout (not
the default layout). This is useful when you are editing print layouts during the implementation.
Choose File Preview Layouts...

5-47

The report explorer displays the areas in the layout, as well as the fields in each area
The database expert allows you to add additional tables to the layout
The field explorer displays fields for the selected tables, and you can drag them into the layout. Fields
that are used in the layout are marked with a checkmark. Formulas allow you to show fields based on
conditions. You can add formulas, and parameters, and group and running totals.

5-48

The generic Crystal Reports print layouts include sections for:


Page Header: This information is printed at the top of every page. You can add additional page
headers (b, c, etc.) for information to be printed on the first page only
Group header: If the layout is grouped, you will see Group headers and Group Footers. You can
use the group header for item row headings.
Details: This contains the main body, such as the items.
Group Footer: Contains footer information for a group
Report Footer: This information is printed once, at the end of the report. It contains totals and
optionally sub-reports. In the Sales Quotation layout, there is a sub-report for the tax boxes and a
sub-report for the subtotal and grand total.
Page Footer: This information is printed at the bottom of each page. It is used for page numbers and
other company information.
The ObjectId is unique for each marketing document, for example, Sales Quotation is 23, A/R Invoice
is 13. To find the ObjectID for a document, run a SQL query on the documents table. You will need to
know the ObjectID when you Print Preview a layout in Crystal Reports.

5-49

Complete the exercise Changing Print Layouts.

5-50

5-51

5-52

5-53

5-54

Choose Tools

Queries

Query Wizard to start the Query Wizard.

The Query Wizard guides you through the process of creating a query:
The system allows you to select one or more tables on which you want to base your query. The
tables that are linked to the selected tables are displayed in the lower section of the screen. You can
add these to your selection by double-clicking.
You then select the fields that you want to use in your query. Press Tab to see all the fields for the
table you have selected, and choose one or more fields.
You can also change the column headers and include calculation fields that add, subtract, divide, or
multiply two fields with each other.
Using the Sort Order field determined how the query results are sorted.
You can also group the data records, if desired.
You then define the conditions for selecting a data record. You can also use variables that must be
entered as [%0], [%1], and so on.
The system automatically determines the relations between the selected tables. You can change these
conditions if required.
Finally, the system displays the SQL statement that is automatically generated. To execute the
statement, choose Finish.
If you are satisfied with the query, you can save it in SAP Business One.

5-55

The goal of this phase is go-live. Therefore most of the activities in this phase focus on the tasks that
must be done in order to move the customer into production.

6-1

6-2

Once system testing is complete, your focus now turns towards making sure that the client users and
the client system are prepared for the switch to production.

6-3

6-4

The purpose of this phase is to bring the new SAP Business One system to the point where the client
can switch it into production (Go-Live).
The main tasks for the implementation consultant in the early part of this phase are:
to make sure all issues raised and documented during system testing are resolved and if necessary
configured in the production system
to deliver training to the end users and system administrator. Note: this might be the first time that
the end users are involved with SAP Business One.
to install the SAP Business One client on the end user workstations
The final activities in this phase are performed in the hours before go-live, and focus on making sure
that all last minute transactions and current balances from the legacy system are entered or migrated
correctly into SAP Business One.
The suggested elapsed time for this phase is 42 hours. Most of this time is spent training users and
migrating or entering last minute data.

6-5

The milestones for this phase are:


User and administrator training delivered.
System confirmed for go-live. About one week before the projected go-live, you and the client
should run through a checklist to make sure everything needed for go-live has been done or is in
progress. The final decision to go live will be made together with the client project manager. The
client IT administrator should be available since many of the decisions are about technical
procedures such as backup and disaster recovery. All remaining critical open issues must be resolved
before go-live.
Completion of cut-over activities, which include copying or importing final legacy balances
Phase sign-off. Note that this is not the project sign-off. There is one more phase in the AIP
methodology, in which you closely monitor the new system in production.

6-6

The best time to deliver the training to the end users is just before you start the cut over activities,
since you may get very busy once cut over has started. Depending on the contract with the customer,
the training might be delivered by you or by the client leads. If the client leads deliver the training you
should assist them in creating it. It is important that you provide a test system (sandbox) for the end
user training. This can be a copy of the production database. This allows the users to feel comfortable
with the system, while using master data that they are familiar with.
End user training should be tailored to the role of each user. To determine the training needed for each
role, you should map each user to the set of SAP Business One menus that they will use in their daily
work. The easiest way to do this is to create a spreadsheet with all menus and interview the client
leads. They should provide the information on behalf of the end users. It makes sense to gather this
information in phase 2, as part of the business requirements gathering workshops. Doing this early
gives you plenty of time to develop the training materials.
Note:
Some end user roles may change with the introduction of SAP Business One. Therefore you may need
to address change management issues.

Continued on next page


6-7

You can deliver the training to several users in a conference room or classroom, or you can mentor a
user individually using a less formal approach.
Tip: Provide the end users with the test plans used in Phase 3 so they can practice the tasks in the test
system. The training should cover these areas:
Basic navigation
Adding and editing documents
Document trail (Copy To and Copy From)
Adding and editing master data (item and business partners)
Customer portal (for documentation and support)
Specific training by role:
Sales
Purchasing
Inventory
Production
Service
Accounting and Controlling
Tip: Use and edit the slides for the TB1000 and TB1100 training courses.

6-8

The best time to train the IT administrator is during the course of the project when you work on
administrative and configuration tasks.
Note: if the administrator has prior experience with administering software servers, many of these
tasks can be learned on the job by working along side the implementation consultant. Therefore you
should encourage the IT administrators to work closely with you at all stages, especially when you
install and configure the SAP Business One software in phases 1 and 3.
There is a sample training plan that you can reference in the AIP materials for this phase.
Make sure that the IT administrator is trained in these areas:
Database backup and restore
Network connectivity to the SAP Business One Server
Printing (Print Preferences and User Defaults)
The SAP Business One customer portal and
Administering users
User authorizations
License Administration
Password security and administration
Approval Procedures and how to change approval templates and stages
Alerts Management and how to change alerts
Continued on next page

6-9

You should also demonstrate the customer portal to the administrators. Under the User Data
Maintenance link is a detailed description of IT Administrator tasks.
If there are employees who will be super users, but who are not IT administrators, they may also need
training in user and authorization management, and license administration.
Note: The IT Administrator should also attend the end-user training.
In addition to the training, provide the IT Administrator with the following SAP Business One
documentation:
Administrators Guide
License Guide (from the install CD)
Applicable How-To Guides

6-10

During the final week several crucial tasks must be performed before the cut over to SAP Business
One.

6-11

6-12

The period immediately before go-live is called cutover. At go-live, financial information and open
transactions in the SAP Business One system must match the legacy system information.
There is often a period of time between the initial data migration of master data, which is done in AIP
phase 3, and the start of cutover in AIP phase 4. This time period could be one or two weeks, or longer
if the go-live is to take place at quarter-end or year-end. Since new master data may have been added
to the legacy system, this new master data must be imported during the cutover period.
There is more than one way to manage the cutover phase. One method is to input new transactions into
both systems in parallel. This is advantageous because it validates that the new system is working. If
this method is not used, all new transactions must be logged so they can be imported or created in the
new system after the old system is shut down.
At some point the legacy system must be frozen. The client should try to close as many open existing
transactions as possible, so there will be less open transactions to migrate.
The best time to go live is at the start of a new financial year. This allows the closing of a the previous
fiscal year in the legacy system. If this is not possible, the client should try to go live at the start of a
period.
The cutover period should be as short as possible to avoid the need for duplicate data entry. For this
reason, you should plan the cutover carefully.

6-13

At go-live, you need to make sure the business partner balances in SAP Business One match the legacy
system. The client should run an aging report on the legacy system, as well as a list of open
transactions.
There are several methods of transferring business partner balances, and the method you use may
depend on the client business, how many open transactions they have, and if they need to migrate
closed transactions (history).
Basically, you need to transfer the open documents (orders, invoices, credit notes, etc.) for each
individual business partner. When you do this, the A/R and A/P control account balances should be
correct. In order to support aging in the new system, you should transfer each open document with the
relevant due date. Options include:
Using the Data Transfer Workbench to import open transactions for each business partner (sales and
purchase orders, invoices, etc.). We recommend you import open invoices as service type
documents. To avoid a duplicate posting to the revenue account, use an opening balance account as
the offsetting account. Enter a manual number for the invoice, not the number from the legacy
system. Note: you should set up a document numbering series for the set of manual invoice
numbers. Make sure the first real document numbering for invoices is higher than this series.
Posting manual journal entries to each business partner. In order to support aging in the new system,
use a separate journal entry row and the due date for each invoice. Use an opening balance account
as the offsetting account. Note: journal entries can be entered manually or using the Data transfer
Workbench.
Tip: if using journal entries, use the reference 1 and reference 2 fields to store legacy information, such
as old customer and vendor codes or document numbers, or reconciliation numbers for reconciled
transactions.
After you have imported or entered the open transactions for each business partner, the A/R and A/P
control accounts should match to the legacy system. If there are discrepancies, you need to investigate
and make any corrections in SAP Business One using manual journal entries.

6-14

After the legacy system has been frozen the client should conduct a physical inventory or stock count.
You need the quantity and a value for each item so you can transfer the item quantities and costs to
SAP Business One. Note: some clients may be reluctant to conduct the stocktaking, since they are
busy working on other aspects of the data migration. However, this information is crucial.
The easiest way to import inventory counts is to import goods receipts documents using the Data
Transfer Workbench. This is the inventory transaction goods receipt and is not related to a purchase
order or business partner. Use an opening balance account as the offsetting account so there is no affect
on other general ledger accounts. Enter the item quantity from the stocktaking.
To enter the item cost you need to consider the clients existing valuation system. The item cost may
be the clients purchase price. If moving average is used to manage the legacy stock value, use the last
average purchase price from the legacy system. If the standard method is used, use the clients
purchase price. If FIFO is used, you should enter multiple document lines (rows) for an item in the
goods receipt template, or import multiple goods receipts. Each row or separate goods receipt will have
a different cost to match to the legacy system cost. Note: the clients valuation may be inaccurate,
since there is often no perpetual inventory.
The easiest way to import batch and serial number information is using the goods receipt documents.
Note: You can enter the costs for items valued with standard cost when you initially import the
master data.
After you have imported or entered the inventory counts and costs, you should run the inventory
reports and match to the legacy system. You may have to create manual journal entries to correct any
differences, especially if moving average is the management method.

6-15

At go-live, G/L account balances in the new system should match to the legacy system.
Note: Do not transfer A/R and A/P control account balances if you have already imported business
partner balances. And do not transfer inventory account balances if you have already imported item
quantities.
After the legacy system freeze, the client should run the trial balance report. If you need to transfer
P&L balances, the client should run the P&L report for each period since the start of the financial year.
This will allow you to enter the balances for each period. Note: If your client goes live at the start of a
new fiscal year, then only balances from the trial balance will be carried forward, not balances for P&L
accounts.
You can import the trial balance report balances as manual journal entries or using the Data Transfer
Workbench journal entry template. Use an opening balance account as the offsetting account.
Tip: before you import house bank balances, the client should first reconcile the accounts. Then you
should enter separate journal entries for cleared (reconciled) and uncleared (unreconciled) balances.
This will make it easier to reconcile these accounts in SAP Business One.
The trial balance report and the P&L report in SAP Business One system should match the legacy
system. Work closely with the client accountant to make any necessary adjustments if the two reports
do not match.
Note: After you have balanced the report you may need to make adjustments to the house bank
balances for transactions occurring after the cut-off date.

6-16

6-17

As an alternative to importing the beginning balances using DTW, you can use the Opening Balances
transactions in SAP Business One. The transactions are located under the following menu paths:
G/L accounts: Administration System Initialization Opening Balances G/L Accounts
Opening Balance
Business partners: Administration System Initialization Opening Balances Business
Partners Opening Balance
Stock accounts: Inventory
Inventory Transactions Initial Quantities, Inventory Tracking,
Inventory Posting and choose the Initial Quantity tab.
These transactions are suitable when the client needs only the opening balance but not the individual
line items.
For business partner balances, enter the balance for an open invoice and use an opening balance
account as an offsetting account. You can run the transaction multiple times to record separate invoices
for a business partner. The system posts a journal entry to the business partner account. When the
client subsequently processes a payment, they will match it to the journal entry. This will be reconciled
with the payment.
For G/L accounts, enter the balance of each account and use an opening balance account as the
offsetting account. If the fiscal year does not start at the beginning of a financial year, you can change
the date in the entry screen of the opening balances. If you are starting in the middle of the financial
year and want to see beginning balances from the start of the year in SAP Business One, you must
enter the opening balances as of the start of the year, and then only enter the delta balances for
successive periods. You only need to enter profit and loss accounts if data is transferred during the
fiscal year.
For stock quantities, enter the quantity and price on the Initial Quantity tab. Use an opening balance
account so that the stock G/L account is not updated twice. Note: You cannot enter the item serial
numbers if you use this transaction. You also need to enter the quantities one warehouse at a time.

6-18

Follow the exercise Opening Balances.

6-19

6-20

6-21

7-1

7-2

Now that the client system is in production, you move into a supportive role with the client. Your top
priority is to resolve any immediate production issues with the new system.

7-3

After you have transferred the opening balances, what criteria would you use to decide when to hand
over the system to the client?

7-4

7-5

The implementation consultant has two major focuses in this phase:


To provide on-site support during the initial period after go-live. AIP recommends that you spend
the first 20 hours onsite at the customer. You are responsible for the system until all post go-live
issues have been resolved.
Handing over support and system administration to the client team. When all post go-live issues are
resolved, you activate support in the channel partner portal under System Data Maintenance.
The project team should review all milestones and formerly close the project. The client signs off on
the project.
The project manager might plan a Review and Optimization Conference four to six weeks after
the project closing meeting.
This is a good point to remember the Service Level Agreement (SLA) that the customer signs in
phase 1 of the AIP. This states the operational responsibilities of the customer.

7-6

7-7

Customers must pay maintenance in order to get support, software upgrades, and patches. Maintenance
includes upgrades to new releases. Since SAP patches may include legal enhancements, you should
ensure your customer is on maintenance.
The customer purchases maintenance from the partner when the initial contract is signed for the
implementation. The customer does not purchase maintenance directly from SAP, and the customer
does not receive support directly from SAP.
Support level 1 and 2 is provided by the partner, and SAP only gets involved at level 3 when there is a
software defect. A portion of the maintenance that customers pay goes to you as a partner for level 1
and 2 support. The customer must be current on maintenance in order to receive Level 3 support from
SAP.
It is essential that you have a clear understanding of what you must do at support level 1 and 2:
Level 1 and 2: When the customer reports a problem to you, you are required to perform initial
troubleshooting. This includes searching existing information sources, including SAP notes, to
determine if there is an available solution. If you cannot find a documented solution, you should
reproduce the problem on your own system, using the demo database and the latest patch level.
Verify that the problem is within SAP Business One. If possible, provide a workaround to the
customer.
Level 3: Only if you are sure the problem is in SAP business One, and is reproducible, should you
create a message to SAP. You need to provide as much information as possible, including screen
shots, and events leading up to the problem. SAP will validate the accuracy and completeness of the
message, analyze, and reproduce the incident, and if necessary, with your help will access the
customer system or request the customer database. SAP will provide a fix or workaround, and
create an SAP Note.

7-8

New partner companies are required to set up a support organization with an experienced, fully staffed
support desk. You should also set up environments so you can quickly replicate customer problems
using the localizations or versions in use at your customer sites. You should also offer a support hotline
to your customers.
Note: many partners use SAP Business One, especially the service and support modules, to support
their customers!
You need to provide your customer with the s-user so they can access the customer portal.
Customers can create support messages from either the SAP Business One application using the menu
Help Support Desk, or from the support area on the customer portal. Customers can additionally
search the SAP Notes database to solve problems on their own. If the customer creates a support
message, it will be automatically forwarded to you for Level 1 and 2 support. It does not go to SAP. If
the customer reports the problem directly to you by phone, you will create the support message if you
require Level 3 support.
You receive customer messages in your partner queue in the support area of the channel partner portal.
If you find a solution, you should add this to the message and return the message to the customer.
Customers can track messages in the customer portal. Additionally the customer can be notified by
email when you send them a new message.
If you need to create a support message to SAP for one of your customers, you should select the
customer as the requestor. This ensures that any answer goes to the customers inbox (and not your
inbox). Note: when the SAP Business One software order was placed with SAP, the partnercustomer
relationship was created. Thus, when you create a support message, you can select your customers
installation.

7-9

Write down the support steps for this problem:


1. _______________________________________________________________________________

2. _______________________________________________________________________________

3. _______________________________________________________________________________

4. _______________________________________________________________________________

5. _______________________________________________________________________________

7-10

SAP Notes are solutions for known problems. Whenever a new problem occurs and is subsequently
solved by SAP, SAP creates an SAP Note describing the problem and the solution. You can search this
knowledge database using powerful search tools.
You can search by keywords, by application area (for SAP Business One, use SBO*), by software
release, or any combination of these. Note 192194 provides an example for an SAP Note search.
Tips and Tricks:
Consider AND/OR combinations
Search for the topic area, for example, SBO-GUI for GUI problems
Set the language to English
Use placeholders (*)
We suggest you check the Support area of the channel partner portal at regular intervals.
A selection of SAP notes is published as SAP Hot News and you can subscribe to receive them on
your partner portal homepage or in a personalized newsletter. SAP Hot News are very high priority
SAP customer notes. These notes tell you how to resolve or avoid problems that can cause the SAP
system to shut down or lose data.

7-11

7-12

Start from the partner self-help application or use the path


http://service.sap.com/sap/bc/bsp/spn/smb_searchnotes/smb_index.htm
Enter keywords that describe the problem with the Pick list that you just discussed.
What is the number of the SAP Note?

7-13

Write down the steps to troubleshoot this problem:


1. _______________________________________________________________________________

2. _______________________________________________________________________________

3. _______________________________________________________________________________

4. _______________________________________________________________________________

5. _______________________________________________________________________________

7-14

When you create a support message to SAP, the priority of a message reflects the impact that the
problem has on the customers business.
Very High - You should only assign the Very High priority if the problem has very serious
consequences for normal business transactions and urgent work cannot be performed. A very high
priority message requires immediate processing because the malfunction can cause serious losses to the
customer. This is generally caused by the following circumstances:
Absolute loss of a system
Malfunctions of core SAP system functions in the production system
Delays to the planned production startup or upgrade within the next 3 workdays
Note: This priority is only justified for a production system. You must provide a phone number so that
SAP support can contact you.
High - You should only assign the High priority if normal business transactions are seriously affected
and necessary tasks that are required immediately by the customer cannot be performed. A high
priority message requires immediate processing because the malfunction can seriously disrupt the
customers entire production business flow.
Medium - If a business process is affected, you should assign the Medium priority. This means that
necessary activities cannot be carried out. This includes a function that is temporarily unavailable or
does not work properly. Instructor guide, for example, the SAP Business One client crashed and
produced a dump file when the user tried to print invoices.
Low - If business is not affected, you should assign the Low priority. This includes a function that is
temporarily unavailable or does not work properly, which is not required for the daily business process.
Tip: SAP Note 795206 contains a full definition of the priorities, and instructions for proceeding with
a very high message priority.

7-15

What priority would you assign?


What should you do to isolate the problem to SAP Business One, and therefore fulfill your Level 1 and
Level 2 support obligations?
1. _______________________________________________________________________________

2. _______________________________________________________________________________

3. _______________________________________________________________________________

4. _______________________________________________________________________________

5. _______________________________________________________________________________

7-16

As part of the maintenance revenue that you receive from a customer, you have the responsibility to
support your customer. SAP is only responsible for supporting problems that are directly caused by the
SAP Business One software. Therefore you have to make sure that you perform all necessary steps in
the support process:
Search all available SAP resources to see if known solutions to the customer problem have been
clearly documented by SAP. This includes SAP Notes, SAP documentation, the channel partner
portal pages, the SAP forums and Expert Empowerment Sessions. It is your responsibility to enter
the correct mix of keywords to find out if there is a known solution. If there is an error code you
should put that in the keyword search. Note: in release 8.8 many of the error messages you see at the
bottom of the screen have a link to the online help. If the issue is known and is resolved in a patch, it
is your responsibility to upgrade the customer.
Reproduce the problem at your own site using the demo database or a copy of the customer
database. If you can reproduce the problem, test it again using the latest patch and release level.
Even if you can reproduce the problem, it might be caused by something in the client environment
that is outside of SAP Business One.
Determine if the problem is caused by SAP Business One. You may need to check log files in SAP
Business One.
If you can reproduce the problem at the latest patch and release level, and have isolated it to SAP
Business One, then create a support message to SAP.
You must assign the appropriate priority and include a business impact.
Provide enough detail for SAP to process the problem. Include a clear description of the problem, with
the exact error message, screenshots, and the steps you have taken at level 1 and 2. You should create
messages in English.
7-17

The following support services are offered to partners by SAP Business One Support:
Telephone Support Services
- Hotline: This can be used to contact SAP Support in case you need to follow up or request an
update on a previously-submitted message. Note: You need to log a support message before you
call the hotline. You shoud have the message number available for the call. The hotline number is
published on the contacts page per country.
- SAP Business One Duty Manager: Contact the duty manager only when you have created a
message with priority very high. This service can be used in critical situations in which the core
business processes are affected.
Internet Support Services
- Message Handling: To report a problem to SAP for level 3 support, use the message wizard.
- Notes database: Search for known solutions to help you in the problem solving process.
- Remote Support: If SAP support needs to verify the issue in the customer's database, a Webex
meeting will be requested. The customer's environment must be authorised to download and
install the Webex runtime files. You should also use tools such as Webex to support your
customers.
The SAP support hours are 9.00 am to 18.00 pm local time.
Outside business hours, support is provided only for very high priority messages that are submitted in
English.

7-18

Write down the steps you would do:


1. _______________________________________________________________________________

2. _______________________________________________________________________________

3. _______________________________________________________________________________

4. _______________________________________________________________________________

5. _______________________________________________________________________________

7-19

Use the following guidelines when completing a support message:


Handle only one problem per message
Log the message in the customers name and specify the customer and system in which the error
occurs
Specify the name and telephone number of your contact person
Specify the component as closely as possible (SBO-*)
Select a suitable priority according to SAP Note 67739
Specify the business impact
Write in English
Use meaningful, short text. Example:
Poor message description: "You cannot download anything to Excel."
Good message description: "Excel does not start when I click Export to Excel."
Describe the problem in detail
Frequency and time of occurrence
Procedure for reproducing the problem, including necessary data
Particular conditions (for example, upgrade)
Provide logon data for remote login
Document your own error analysis and SAP Notes search

7-20

7-21

Before you activate customer support in the portal, you should also install and configure the remote
support platform for SAP Business One (RSP).
Remote support platform is an automated tool that runs on the customers server. The tool allows endto-end support between SAP and its customer base. As a proactive tool, remote support platform may
help identify system bottlenecks and prevent system issues. RSP can be configured to send results to
SAP, to the customer, and to the partner.
The tool also enables SAP Support to query remote databases and prevent occurrence of known issues.
Note: RSP is independent of SAP Business One releases and is available for various releases of SAP
Business One. However you can install RSP during the SAP Business One software installation.
RSP can proactively monitor the health status and integrity of customer databases and send the results
to SAP support. SAP can then notify partners and administrators about known issues. RSP also allows
an automatic correction of databases via the execution of corrective tasks (this feature is available as of
RSP 2.1 SP01).

7-22

Remote support platform for SAP Business One comprises the following components, which
communicate through the exchange of data, tasks, and task status information:
Backend: Backend system at SAP for delivering services to the end user installation
Agent: RSP Agent, which is installed on the SAP Business One server and allows task execution, task
scheduling, and distribution of results. The Agent operates as a Windows service and communicates to
SAP support.
RSP Client which is a graphical inteface for managing the RSP Agent. The RSP Client can connect to
many different RSP Agents using a VPN connection over internet. The customer has the option to
administer RSP from this console. One of the key features is a highly configurable notification and
alerting system for notification of partners and customers according to a pre-defined distribution list.
Task: An automated support or maintenance action that can be executed either automatically,
according to a configured schedule, or manually upon user request. Three types of tasks are distributed:
Health Chceks checking consistency of the database
Corrective Tasks self-healing scripts for correcting affected databases
DB Maintanance Tasks e.g. Db backup, restore, shrink
For help with RSP, contact your Local Product Expert.

7-23

RSP offers several services. Note that the customer has the option to enable or disable a service.
System Status Report: This is visible immediately after RSP is installed. It checks available disk
space, backup statistics, and data load of the customers installation. The customer is informed of the
results. You can also use this information to support your customer. This report should be run on a
regular basis, and identifies critical issues before they become a problem. And since SAP has this
information, it can result in faster support from SAP.
Pre-Upgrade Evaluation for SAP Business One 2007 A/B: Automatically checks a system against
known upgrade problems. It potentially prevents an unsuccessful upgrade process. For more details,
refer to the Accelerated Upgrade Program on the portal.
Inventory Valuation Check-Up Service: Automatically checks if a database is a candidate for the
Inventory Valuation Check-Up services offered by SAP Business One Support. If feasible, any
inconsistent inventory values between stock-audit reports and general-ledger stock accounts will be
detected.
Database Maintenance: This service schedules automated database back-up and, if necessary,
performs automatic restore of previously backed up databases.
SAP Business One Reliability Check: Checks if the system is affected by recently discovered
support issues. Takes actions to resolve issues before they affect the production system. SAP highly
recommends to keep this task up to date and execute it on a regular weekly basis.
Corrective Tasks: Collection of different tasks allowing automatic correction of well known issues.
The number of this type of tasks will be successively extended over time.
Note: In order to have the Pre-Upgrade Health Check, the Inventory Valuation Check-up, and other
services downloaded to the client installation, you first need to send the System Status Report results
to SAP. Once SAP has received the basic set of information about the installation, other services and
tasks will be assigned to the system, and you or the client will be able to download and use them.
7-24

7-25

7-26

SAP Business One Accelerated Implementation Program (B1AIP) 2.0


Handover from Sales Checklist - Extract

Unit: Project Preparation


Topic: Risk Assessment

Handover from Sales Checklist (for Light & Music)

Background Summary
Background of the
project:
Is this a Time and
Materials Project?
Is there a retainer?
What system are they
moving from?

Light & Music Ltd. sells, rents, and installs professional


media presentation systems for exhibitions and events.
They also provide consulting services in planning
communication systems for complex building projects.
Michael Smith is the owner of Light & Music.
Light & Music has signed a Time and Materials contract
that is not to exceed 45 days, and has ordered 15 user
licenses for SAP Business One.
The company has very busy seasonal events and needs to
be running live in two months, before those events begin.
They are replacing Quickbooks and various manual
processes. The contract specifies the following
deliverables:
Implementation of an SAP Business One solution for
integrating sales, purchasing, MRP, production, and
inventory
Migration of data from legacy system. This includes
customer and vendor information, products and
services, and account balances
Company setup and basic initialization of chart of
accounts, A/P, A/R, banking, warehouses, inventory
User authorizations
Alerts
Approval processes
Printing and emailing from SAP Business One
Print layouts

2-1

SAP Business One Accelerated Implementation Program (B1AIP) 2.0


Handover from Sales Checklist - Extract

Business Objectives Summary


Yes
Have project
objectives been
defined and are they
clear?

No

Comments
Their best selling product is a multi-screen, which
is a large display consisting of multiple 40 inch
LCD screens together with a computer controller
and audio system. The components are
purchased and then assembled at Light & Musics
main warehouse. The multi-screen is offered for
sale in standard sizes such as 3x3 and 4x4, and
can be built to order in different sizes, such as
7x7.
The multi-screens are sold or rented to
customers.
The main business drivers are to:
Optimize and reduce the elapsed time from
purchasing to production of multi-screens.
They need to see how Production is integrated
with MRP, Sales and Purchasing.
Manage their vendor (supplier) relationships,
including vendor discounts and contracts.
Better manage inventory levels and valuations
across multiple warehouses and product lines.
Often there are delays when components used
in production of the multi-screens need to be
shipped from another warehouse.
Improve sales forecasting and sales pipeline
execution. Their current system does not
monitor the sales pipeline and sales
opportunities. The owner needs visibility to
sales opportunities that have been inactive for
a month.
Clearly report revenues and expenses for the
different business areas. These areas are
sales, rentals, installations, and consulting.
Expand their business during the next 12
months with new locations and warehouses
and with no disruption to existing business.

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

2-2

SAP Business One Accelerated Implementation Program (B1AIP) 2.0


Handover from Sales Checklist - Extract

Organization
Yes No Comments
Has a project
executive sponsor
been identified?

Michael Smith. He is the founder and owner of


the company.

Has the clients


executive sponsor
been identified?

Because Light & Music is a small company,


Michael Smith will also take on this role.
Although he is busy, Michael wants to be
personally involved with the project.
Michael Smith sees the introduction of an
integrated system as his own personal duty. He
wants to be able to control the efficiency of his
business processes at any time. He needs the
system to help him advance his expansion
plans.

Has Project
Manager/Lead
Consultant been
identified?

You

Has Core
Implementation Team
been identified?

Client Project Manager not assigned


Client Lead A/R not assigned
Client Lead A/P (Edward Petty, Purchasing
manager)
Client Lead Financials (Claire Thomas, Chief
accountant)
IT Administrator not assigned. Light &Music
does not have a dedicated IT administrator.
Richard Long the Warehouse Manager claims
to have IT expertise and currently manages the
Quickbooks database.
Michael Smith has agreed to set up complete
team as soon as possible.

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

2-3

SAP Business One Accelerated Implementation Program (B1AIP) 2.0


Handover from Sales Checklist - Extract

Business Process Requirements


Yes No Comments
Have key business
processes been
defined and
analyzed?

Will do this during the requirements gathering


workshops. The key processes to be analyzed
are:
Financial accounting and reporting
Accounts Receivable, sales orders, pick and
pack, deliveries, shipping, returns, A/R
invoices, A/R credit memos.
Accounts Payable, purchase orders, goods
receipts, goods returns, A/P invoices, A/P
credit memos, master data (vendors)
Inventory (stock)
MRP, Production, BOMs
Service and Support

Are there any special


requirements in
Accounting, Banking,
or Financials?

They want to track revenues and expenses for


different areas of their business. They also
want to know the overhead for each type of
product they sell.

Are there any special


requirements in Sales
or Sales Opportunity
Management?

The main requirements are listed here:


When an order is placed, they want to know
how the customer heard about them.
Light & Music Ltd. consults with architects
and engineers planning communication
systems for complex building projects. They
would like you to show how these consulting
services can be invoiced.
They need a solution for managing the
rental of multi-screens. Multi-screens that
are rented should be managed as separate
inventory to the multi-screens that are sold.
A 5% discount is given to existing customers
provided there are no overdue payments
and they placed an order previously during
the last 6 months.
Note: Discounts over 10% must be
authorized by Michael Smith.
For orders over 25,000, customers must pay
a deposit of 15%.

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

2-4

SAP Business One Accelerated Implementation Program (B1AIP) 2.0


Handover from Sales Checklist - Extract

Yes No Comments
An important feature for Light & Music Ltd is
to allow sales employees to display the
gross profit per item when they are
processing sales documents. They calculate
the gross profit percentage as profit divided
by the costs of the item.
Michael Smith wants to be informed if the
gross profit falls below 30%
In order to maintain good customer
relations, Light & Music Ltd. sends a
birthday present to the managing directors
of their 18 major customers.
The owner of Light & Music needs to see
sales opportunities that have not been acted
on for a month
If an item is not in stock, they want to check
all warehouses. If the item is not in any
warehouse, they want to check the local
warehouse to see if the product has been
ordered and when it is due to arrive. If it is
not available in time, they want to offer the
customer similar items.
The sales staff are to recommend
accessories when customers order the
multi-screens.
The normal credit limit for all of their
customers is 20,000. If the credit limit is
exceeded by more than 2500 the system
should block the order. Only Michael Smith
can approve such an order.
Their existing invoices include company
logo and a promotional message that varies
by season.
For every delivery, Light & Music Ltd.
charges a freight fee.
Are there any special
requirements in
Purchasing?

Company expenses need to be carefully


controlled and in some cases must be
approved by the company owner.
Light & Music negotiates prices with vendors
(suppliers), and needs to make sure that
negotiated discounts are reflected in the

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

2-5

SAP Business One Accelerated Implementation Program (B1AIP) 2.0


Handover from Sales Checklist - Extract

Yes No Comments
system.
Are there any special
requirements in
Business Partner
Data Management?

No special requirements were mentioned


during the sales process.

Are there any special


requirements in
Inventory
Management?

Business process requirements will be


collected during the requirements gathering
workshops.

Are there any special


requirements in
Production
Management or
MRP?

They would like to see the integration of


production order recommendations and
procurement through MRP. They want to see
the process for producing the multi-screens.

Are there any special


requirements in
Service
Management?

Service is a very important area for Light &


Music. They have specialized service contracts
that need to be managed.
Light & Music Ltd. includes a two-year warranty
with every multi-screen. The items have a serial
number that is comprised of the item code, the
year, and a sequential number. The standard
service is limited to working days from 08:00 to
17:00 and does not include holidays. If
necessary, a technician travels to the customer
to fix the problem within 5 business days. Labor
and travel are free of charge, as are any parts
required to make the repair.
They also need a solutions knowledge base.

Are there any special


requirements in HR?

This was not discussed during the sales


process.

Are there any special


requirements with
regards to Reporting?

They need a new report to show sales and


purchasing contracts. We have estimated the
development of this report at 3 days, using
Crystal Reports.

Has the customer


voiced any other
special requirements
not listed yet?

Client is interested in a Production add-on.


They may also need some additional custom
reports.

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

2-6

Unit: Business Blueprint


Topic: Requirements Gathering Workshops

Questionnaire for Business Process Analysis


When you are learning the customers business processes, it is important to let the
customer lead the discussion and describe in his own words the process as it occurs
today. It is highly recommended to ask the customer for documentation prior to the
meeting. That will encourage the customer to try and define the process themselves
before the meeting.
The questionnaire will help you direct the customer to any unusual business
processes.
Sales and Purchasing
Question

Remarks

What are the criteria for choosing a


business partner in a marketing
document?

Helps you to decide on business partner


groups, coding conventions, parent
accounts etc.

Which information needs to be displayed


from the business partner on the
screen?

Helps you identify any gaps and any


need for user-defined fields in a
marketing document and in the business
partner master data.

How many addresses need to be printed


or displayed?

You might need additional addresses for


bill-to and ship-to.

What are the criteria for choosing items


in a marketing document?

Helps you to decide on item groups,


types of items, coding conventions,
alternative items and catalogue
numbers.

Which information needs to be displayed


from the item master in the document?

Helps you to identify gaps and any need


for user-defined fields. Determine which
system fields should be visible and
active in the document in the row level.

How are freight and additional expenses


calculated? Is there a third party
involved?

Helps you to identify if there is a specific


need requiring the use of SDK or
formatted search. Identify whether there
is a need to implement the Landed
Costs feature.

Get a current printout of every type of


document. Investigate whether users
need different templates for the same

Helps you identify if there is a need for


separate print layout templates and how
complicated they are.

3-1

document
Get a printout from the customer of the
purchase and sales reports.

The printout will help you recognize a


need for additional user-defined fields
and a need to create printout templates
for the reports.

Are dunning letters sent out on a regular


basis?

Identify dunning terms, dunning levels


and if interest should be calculated.

How is gross profit calculated?

Identify the process and determine the


gross profit base (cost price, pricelist
etc.).

Are there any restrictions for users for


creating marketing documents?

Helps you define user authorization,


workflow and alerts.

Does the company drop-ship


merchandise?

Helps to determine if these is a need to


create a drop-ship warehouse.

3-2

Inventory
Question

Remarks

Which costing method is being used in


the company and is it affected by freight
costs?

Identify whether a Perpetual Inventory


system is relevant, and determine which
method is relevant for which types of
items (Standard Cost, Moving Average
or FIFO). Identify whether additional
expenses could be stock relevant.

Are different costs maintained for


separate warehouses?

Identify whether to handle price system


by warehouse.

Are there separate inventory accounts


linked to the different warehouse?

In the setup stage, make sure to link the


relevant inventory account to the
relevant warehouse.

Is there a need for serialized/batch


items?

When you import items, make sure the


relevant items are marked as serial
numbers/batches.

Does the company provide warranty to


sellable items? If so, are the items
identified by a serial number?

Link a template contract to serialized


items for the system to create a
customer equipments card
automatically.

Do the items have more than one unit of


measure for sales and purchasing?

Identify whether the use of factors or


items per purchase / sales unit is
needed.

What is the pricing method for


purchasing and sales?

Helps you to define the number of price


lists, and special prices in the database.

Does the customer have a pick and pack Identify if Pick and Pack is needed.
process in place?
Does the customer record packages
when sending out a delivery/invoice
note?

Identify the package types and any


printing requirement.

Is there a need for assembly of any


kind?

Identify if there is a need to implement


bill of material (BOM) functionality.

When using an assembly, do the child


items need to be displayed in the
marketing document? If so, can the child
items be replaced for a specific
document?

Helps you to decide which type of BOM


you need to implement (Sales, Assembly
or Template).

What is the level of complexity of the


production process in the company? Is it
a simple assembly or is a MRP run is
needed?

Helps you to decide if it can be covered


with the MRP module (including lead
time and forecast calculations) or a
partner solution might be needed.

Are there multiple levels of BOM?

3-3

What is cost used to calculate the parent Helps you identify the price list that
item cost? Is there a cost allocation from should be used in the BOM. Also, you
can choose to implement the Update
the child items to the parent?
Parent Item Prices Globally functionality.
How is the issue being done, manually
or backflush?

Helps you to decide on the item setup as


well as if there is work-in-process (WIP)
accounting needed.

3-4

Accounting
Question

Remarks

Is the default currency symbol


acceptable?

In some localizations, customer may


request to use a different currency
symbol. For example instead of USD the
$ sign is needed. Make sure you make
the change first thing after the database
creation. The OCRN and OADM tables
needs to modified.

Does the customer wish to import his


existing chart of accounts (COA)?

If there is not a legacy COA, the SAP


Business One template can be used
with manual modifications.

What are the financial reporting


Helps you to identify whether account
requirements (US-GAAP etc.)? Is it
segmentation is needed (if not
required to report in a different currency? mandatory) and if a separate system
currency is needed..
How many segments are being used
and what are the criteria for the segment
definition?

Helps you identify whether you need to


add or remove segments in the
database, and understand structure of
the company.

Get a printout of their financial reports.

Identify if there is a need for creating


financial reports templates, in addition to
the COA.

How is the budget determined for a fiscal Helps you to identify whether the budget
year?
is imported from previous year or
determined independently each year.
Is there a need for more than one
budget scenario?

Create the relevant budget scenarios


with the appropriate ratio if relevant.

What are the restrictions and alerts


needed in case of budget deviation?

Helps you to define user authorization,


workflow and alerts.

Are there recurring transactions


conducted on a regular frequency?

Helps you to identify whether to


implement the recurring posting or
posting template functionality.

Is there a need to define profit centers to


evaluate profitability of the different
departments?

Identify if profit centers or the use of


Account Segmentation will fulfill this
need.

Is the customer working with projects


that are also relevant for financial
reporting?

Helps you to identify whether projects


are needed and how complex project
accounting is (Third Party solution might
be needed).

Is there a need for consolidating


financial statements in the case of

Helps you to identify the number of


databases to be created, inter-company

3-5

multiple companies?

functionality and whether a third party


solution is needed.

Depending on the country, check the


local tax reporting.

Identify whether the tax declaration box


report is needed.

3-6

CRM and Service


Question

Remarks

What are the different sales stages used


for lead generation?

Identify which sales stages to define.


Helps you to identify authorization and
create a profile that can be copied to the
other users.

Do the lead generation personnel have


additional rules in the company?
Does the company bill for labor and
travel?

Create items for labor and travel and


identify whether they are included in the
service contract or not.

Is there a need to synchronize Outlook


with SAP Business One?

Identify whether to implement the


Outlook integration add-on.

Does the customer need a scheduling of


sales or service people?

Identify whether the calendar in SAP


Business One is needed

Check the reporting requirements

Identify whether reporting by territory is


needed.

Does the customer have a business


partner channel model?

Helps you to determine necessary BP


master data

Does the customer work with service


queues?

Is the definition of queues needed or


not.

Does the customer have requirements


like one sales person should not be able
to see the opportunities of another sales
person and what is the organizational
structure?

Helps you to identify if data ownership is


needed and how to setup the employees
and their relationships

3-7

Banking
Question

Remarks

Does the company process credit card


payments?

Helps you configure the credit card


definition, and identify whether there is a
need for a third party for credit card
validation.
Identify whether to implement and
configure the payment wizard
functionality.

Will the company process payments


automatically?
Are advance payments being submitted?

Helps you determine a strategy of


linking invoices for advance payments
and which information is needed to be
recorded in the payment to identify the
relevant invoices or, in EU countries,
whether the down payment invoice or
the down payment request is fitting for
the customer.

How are Bank Reconciliations handled?

Helps you identify if there is a need for


automatic import of bank statement or if
manual reconciliation is sufficient.

What is the format of the AP check


(check-stubstub, stub-stub-check, stubcheck)?

Prepare and test the check format in


SAP Business One and check if there is
a need for a different format. Apply the
appropriate template to the appropriate
house bank account setup.

Is there a need for electronic bank file


transfer?

Identify the needed bank file formats


and verify them with the involved banks.

3-8

Integration Points
Question

Remarks

Which applications are currently used


within the company, and which ones will
be replaced with SAP Business One?

The goal is to replace as many existing


applications with SAP Business One.
Helps you understand the company
activity and any potential integration
points.

Is there a way to integrate this with SAP


Which applications will not be replaced
with SAP Business One and what type of Business One?
functionality do they cover?
Which data needs to be integrated with
SAP Business One (items, business
partners, documents etc.)

Identify which data needs to be


transferred to and from SAP Business
One and the third party application,
whether those objects are supported by
the SDK and if the coding is compatible
between the different systems.

Which platform is used in the application


to be integrated (DOS, SQL)?

Identify how easy it is for SAP Business


One to integrate with this application.

3-9

3-10

Purchases made by occasional


customers are processed under the
generic account K999. Occasional
customers must pay immediately.

Light & Music Ltd. offers a standard


2% discount to fairs and exhibitions
when paid within the first 14 days.
Full payment must be received within
30 days.

S, I

S, I

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

Hotels are required to pay within one


week.

Three types of customers: Hotels,


Fairs and Exhibitions, and Companies

Light & Music Requirements

Sales

Area

Mapping Light & Musics Requirements to SAP Business One

No discount

Net 7

Are there special requirements for


handling cash discounts in the
localization?

Which payment terms should be


set as default in the General
Settings?

Define payment terms for hotels:

2% discount

30 days net

How do you monitor outstanding


payments? There are several
options in SAP Business One: aging
report, customer statements,
custom report.

Do you need to record any additional


data for these customers, for example,
for sales analysis?

What are the three customer types


used for, in addition to payment
terms? Are they used for sales
analysis?

Additional Questions for Client

Define payment terms for fairs and


exhibitions:

Create a onetime customer master data


record with code K999. Set the payment
terms as cash. Set the customer as default for
A/R Invoice + Payment.

Customer groups

Mapping Ideas

3-11

Existing customers get 5% discount


provided there are no overdue
payments and they placed an order
previously during the last 6 months.

Customer discounts over 10% must


be authorized by Michael Smith or his
assistant.

When an order is placed, they want


to know how the customer heard
about them.

C, O

S, O

C, O

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

Light & Music Requirements

Area

Mapping Light & Musics Requirements to SAP Business One

Note: there is an Information Source field in


the Sales Opportunities document, on the

There is no existing field for this information


in the sales document. Add a User-Defined
Field to Sales documents, with a List of Values
for the possible sources. The sales person
selects from the List of Values. Note: this is
considered out-of-scope for a standard AIP
implementation.

Define an approval process for discounts over


10%, with Michael Smith or his assistant as
approvers. Note: although this is standard
functionality, approval procedures are
considered out-of-scope for a standard AIP
implementation.

Add User-Defined Values to the Discount field


in Sales documents, and base on a query that
calculates discount when the two conditions
are met. Note: this customization is
considered out-of-scope for a standard AIP
implementation.

Mapping Ideas

Ask the client if this needs to be a


mandatory field. If so, you will need to
set a default value for the field.

Additional Questions for Client

3-12

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

Sales employees need the ability to


display the gross profit per item
when they process sales documents.
They calculate the gross profit
percentage as profit divided by the
cost of the item from the goods
receipt.

For orders over 25,000, customers


must pay a deposit of 15%.

Light & Music Requirements

Area

Mapping Light & Musics Requirements to SAP Business One

Hint: check the Document Settings.

Down payment (payment not based on


invoice).

General tab.

Mapping Ideas

Verify with the client how the gross


profit calculation is currently done.

What is your current process for


deposits? Does it start from a sales
order? Do you want the down
payment linked to an invoice? Note: In
SAP Business One, down payments
can be entered in the sales order, or
using Down Payment Request or
Down Payment Invoice. These
documents affect accounting
differently and the process can vary by
localization.

Additional Questions for Client

3-13

In order to maintain good customer


relations, Light & Music sends a
birthday present to the managing
directors of their 18 major
customers.

10

12

S, I

S, O

S, O

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

If an item is not in stock, they want to


check all warehouses. Then if not in

The owner needs to know about


opportunities that have not been
acted on in the last month.

Their current system does not


monitor the sales pipeline and sales
opportunities.

Michael Smith wants to be informed


if the gross profit falls below 30%

11

Light & Music Requirements

Area

Mapping Light & Musics Requirements to SAP Business One

Who is involved with this task?

1. Store the anniversary date in the


business partner master data record (use
the Remarks field in the Contacts tab, or
add a user-defined field). Then create an
alert with a query to notify someone at
Light & Music in advance of the date.

In Document Settings, activate the item


availability check for the Sales Order
document. Then you can display quantities in

Note: there are two separate requirements


here.

2. Create an Activity (Task or Note) for the


business partner for the anniversary
date. This will show in the calendar.

How is the list of top customers


obtained and maintained?

How does Michael want to receive the


alert?

Additional Questions for Client

This requirement can be met in two different


ways:

Standard alert for gross profit deviation.

Mapping Ideas

3-14

The normal credit limit for all of their


customers is 20,000. If this limit is

14

S, I

C, O

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

They also want to recommend


accessories when customers order
the multi-screens.

If it is not available in time, they want


to offer the customer similar items.

stock they want to check the local


warehouse to see if the product has
been ordered and when it is due to
arrive.

Light & Music Requirements

13

Area

Mapping Light & Musics Requirements to SAP Business One

Is the set of accessories fixed, or does


the sales employee decide which
accessories to offer the customer?
Can the requirement be met with a
Sales BOM that includes the multiscreen and accessories?

There are several ways to do this:


Link the items by checking the same Item
Property in the master data.
Link the accessory items with the same
item group.

Activate credit limit check in General Settings. Do any customers have a different
Set credit limit in Payment Terms. Note: to
credit limit?

To show the related items in a sales order,


add User-Defined Values (formerly known as
Formatted Search) to the item code field in
the Sales Order document. Include a query to
show the related items.

How do they currently make the


association between the products?

Additional Questions for Client

You need to set up a relationship between


the multi-screen and the accessory item.

Set up alternative items (Inventory>Item


Management>Alternative Items). Sales staff
can see these from the Item Availability check
or from the sale order row by right-clicking.

other warehouses. If not in stock in the other


warehouses, check the Available to Promise
report to see the status of purchase orders.

Mapping Ideas

3-15

Their existing invoices include


company logo and a promotional
message that varies by season.

Light & Music Ltd. includes a two


year warranty with every item they
sell. The items have a serial number
in the form of item code, year, and a
sequential number. The standard
service is limited to working days
from 08:00 to 17:00 and does not
include holidays. Labor and travel
are free of charge, as are any parts
required to make the repair.

For every delivery Light & Music Ltd.


charges a fixed freight fee.

16

17

18

S, I

S, I

S, O

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

If the credit limit is exceeded by more


than 2500 the system should block
the order. Only Michael Smith or the
accountant can approve this order.

exceeded by over 1000, the


employee entering the order should
receive a warning so that he or she
can inform the customer about it.

Light & Music Requirements

15

Area

Mapping Light & Musics Requirements to SAP Business One

Additional Questions for Client

Select Manage Freight in Document Settings.


Set up freight. Assign appropriate GL

Hint: start with the General Settings for


inventory.

Change print layouts. Include a formula to


check the season for the current date.

Are there any variations on the freight


charge, for heavy items or for

Standard approval procedure for sales orders. Note: there is a standard alert for
credit limit deviation, but it does not
block the order pending approval.

include existing deliveries in the calculation,


select the Consider Deliveries Balance
checkbox.

Mapping Ideas

3-16

Light & Music Ltd. consults with


architects and engineers planning
communication systems for complex
building projects. They would like you
to show how these consulting
services can be invoiced.

19

They want to use their existing chart


of accounts.

21

S, I

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

The companys fiscal year


corresponds to the calendar year and
they create the annual financial
statement once a year. They need
twelve periods for their internal
controlling.

20

Accounting and Banking

Light & Music Requirements

Area

Mapping Light & Musics Requirements to SAP Business One

You could choose a user-defined chart of


accounts when you create the company;
however, we recommend you choose the

Define 12 monthly posting periods starting


from January.

overseas shipping?

accounts.

You need to determine the size and


complexity of the chart of accounts.

Also, since you must add posting


periods in sequence, you need to
know if you need to add posting
periods from the previous financial
year in order to process open invoices.

Ask the client for the current process


for closing out a period. This may
affect the dates for the posting
periods.

What shipping carriers are used?

Additional Questions for Client

Mapping Ideas

3-17

They want to report on the revenues


and expenses of different business
areas: sales, rentals, installations, and
consulting.

Their bank is called National Bank

Their main payment method for


vendors is by bank transfer.

22

23

24

S, I

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

Light & Music Requirements

Area

Mapping Light & Musics Requirements to SAP Business One

If Bank Statement Processing is not used, set

If Bank Statement Processing is to be used,


enable the functionality and configure the
external bank codes to match the client
banks. Use the SAP BTHF add-on.

The solution depends whether Bank


Statement Processing is available for this
localization.

Add a G/L asset account. Create a House


Bank and assign the G/L account to the house
bank.

Hint: what are the ways in SAP Business One


to have revenues posted to different G/L
accounts?

template chart of accounts. You can review


the template accounts with the client then
add, delete or edit accounts. You also get the
standard Financial Report Templates for the
localization.

Mapping Ideas

Are outgoing payments made using


Bank Statement Processing? Which
bank formats are used? What external
codes are used by National Bank?
These are required for Bank

Are payments processed in batches?

How are incoming and outgoing


payments currently processed?

Are there other banks or cash


accounts?

If it is hard to adapt the template


chart of accounts, you can define it
manually, or if more complex, import
it using Data Transfer Workbench.

How hard is it to adapt the template


chart of accounts to meet the needs?

Additional Questions for Client

3-18

When Light & Music participates in


trade fairs, Light & Music wants to
track orders received during the
trade fair.

Light & Music Ltd. has insured its


stock against damage by fire and
water. The annual cost for insurance
is 12,000. In January Light & Music
Ltd. posts the entire sum to an
Advance Payment account
immediately after posting the
invoice. This account is then gradually
cleared throughout the year as an
insurance payment of 1,000 is
posted every month to the stock
insurance account.

25

26

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

Light & Music Requirements

Area

Mapping Light & Musics Requirements to SAP Business One

Statement Processing.

bank transfer as the default Payment Method


in the General Settings and use the Payment
Engine add-on, and possibly a special bank
file format.

Post a prepaid expense for 12,000 to an


advance payment G/L account. Create a
recurring posting journal entry each month
for 1,000 to the expense account.

Hint: research the ways that revenues can be


posted to a fixed-term event.

If payments are batched, configure the


Payment Wizard and set up Payment Run
Defaults.

Additional Questions for Client

Mapping Ideas

3-19

28

S, I

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

raw materials (purchased for

sets (assembled from other


products)

accessories (purchased to sell),

multi-screens (planned and


produced in house)

Items are grouped into the following


categories:

Monitoring their liquidity is very


important to Light & Music Ltd.
Recurring postings need to be
automatically included in the cash
flow forecast. Future investments
should also be included when they
are already known.

27

Inventory

Light & Music Requirements

Area

Mapping Light & Musics Requirements to SAP Business One

Item groups

Recurring Postings and Journal Entries can be


included in the Cash Flow report, including
projected postings.

Mapping Ideas

Why are items grouped in this way?


For accounting, or for sales or
purchasing? If the purpose is for
accounting, additional G/L accounts
need to be set in the G/L account
determination.

Additional Questions for Client

3-20

Currently all stock is posted to a


single stock account. With the
implementation of SAP Business One,
they want each item group to have
its own stock account.

They perform quarterly stock checks.

Discount is given if a customer orders


a set of presentation items compared
to individual components.

Their best selling product is a multiscreen, which consists of multiple 40


inch LCD screens together with a
computer controller and audio
system. The components are
purchased and assembled at the

30

31

32

33

S, I

S, I

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

They want to track the cost of goods


sold separately for the multi-screen
product type.

multi-screen production)

Light & Music Requirements

29

Area

Mapping Light & Musics Requirements to SAP Business One

To implement this, use a Production BOM


and issue Production Order type Special.

Hint: how can you group multiple items so


that you can sell them together?

Cycle counts with alert in item group master


data.

Assign a different stock account as default in


the item group master data.

Hint: how can you set the default cost of


goods sold account for a product type?

Mapping Ideas

What is the minimum ordering

What is the ordering quantity for LCD


screens?

What is the lead time for producing


the multi-screen product?

Additional Questions for Client

3-21

Need to store item descriptions and


free text comments in multiple
languages. Every customer should
receive correspondence
automatically in the correct language.

Each office has its own warehouse

35

36

S, I

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

Light & Music Ltd. rents out items


from all item groups. Rental
customers receive a printed rental
agreement that informs them that
the items must be brought back in an
undamaged state and if there is any
damage, the customer will have to
pay for repairs.

main warehouse. The multi-screen is


offered for sale in standard sizes such
as 3x3 and 4x4, and can be built to
order in different sizes, such as 7x7.
They need to reduce the time it takes
to assemble these items and want to
see how Production is integrated
with MRP, Sales, and Purchasing.

Light & Music Requirements

34

Area

Mapping Light & Musics Requirements to SAP Business One

This information is required for setting


up the item group or item master
data.

quantity?

Additional Questions for Client

Set up 2 warehouses for each office location

Multi-language support. Enable in the


Company Details. Translate the text into
other languages. In the business partner
master data, select the language to be used
for the business partner communication.
When they receive items, how do they

Hint: you need to consider how items can be


Are the items for rental separate to
classified as rental items. You might also need the items for sale?
to consider if there are insurance or
depreciation considerations.

Mapping Ideas

3-22

Light & Music Ltd. conducts their


inventory valuation once a year. With
SAP Business One, they expect to
have a permanent overview of their
current stock level. All purchased
goods should be valued with the
moving average price per item and

38

S, I

C, O

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

The warehouse in London comprises


five rows of shelves with five shelves
on three levels. Every item has a fixed
storage location. Because Light &
Music Ltd. often employs temporary
workers for picking, they need to
show and print the storage location
of the item on the pick list.

where it stores rental items and sales


items. Rental and sales items are kept
separated because Light & Music Ltd.
only sells new items.

Light & Music Requirements

37

Area

Mapping Light & Musics Requirements to SAP Business One

When rental items are returned, can


they go back to the sales warehouse?

Note: may need a third warehouse to handle


return of rental items.

Note: Perpetual inventory cannot be disabled


after transactions have been posted.

Set perpetual inventory in Company Details


with moving average valuation for purchased
items.

2. Third party add-on for bin location

1. User-defined field in item master data


with list of valid values for storage
location. Add query to pick list document
to retrieve the storage location from the
UDF

Solutions:

In the user defaults, set the rental warehouse


as a default for users who process rentals.

decide whether this is rental or sales?

Additional Questions for Client

(one for rental and one for sales items).

Mapping Ideas

3-23

41

40

39

They want to maintain a minimum


stock level of two multi screens of
each standard type (3x3, 4x4, and
5x5) so they can fulfill short-term
demands.

28000 for a 5x5 multi screen

18000 for a 4x4 multi screen

10000 for a 3x3 multi screen

The multi screens which are


produced by them should be valued
with a standard price of:

warehouse.

Light & Music Requirements

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

For packing, Light & Music Ltd. works


S, I
with two package types; one for
TB1200 SAP Business One Implementation and Support

Area

Mapping Light & Musics Requirements to SAP Business One

Set up a Package Type for the two weights


(Setup>Inventory>Package Types).

Define the minimum stock level in the item


master data. Set up MRP scenario, run MRP
to generate a production order.

Mapping Ideas

How do they currently run


production? Do they use MRP?

Additional Questions for Client

3-24

Light & Music Ltd. has an extensive


sales and rental catalog covering
their range of products. They would
like to store the catalog pictures so
that they can use them in printed
quotations.

items under 100 kg and the other for


items that are more than 100 kg.

Light & Music Requirements

Need to store the progress of


ongoing vendor negotiations in the
system.

All vendors offer a 3% discount if


payment is made within one week
and 2% discount in the second week.

44

45

S, I

S, I

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

2 types of vendors contractors and


independent vendors

43

Purchasing

42

Area

Mapping Light & Musics Requirements to SAP Business One

Activities in business partner master data

Vendor groups

Add pictures to item master data.

In Pick and Pack, create delivery and choose


Goto Packaging. In SAP Business One you
cannot set up a relationship between the
weight limit and the package type to
automatically select the correct package
type. It has to be manually selected.

Mapping Ideas

What are the two vendor types used


for?

Additional Questions for Client

3-25

Edward Petty needs to approve all


expense POs over 2000. Michael
Smith needs to approve all POs over
20,000.

Need to store vendor agreements in


the system. These vendor
agreements are in the form of Word
documents.

Light & Music Ltd. purchases most of


their items from their contractors.
When entering an order, they would
like the system to suggest only the

47

48

49

C, O

S, I

S, O

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

Need to apply vendor discounts


automatically at end of negotiations.

Full payment is expected within 30


days.

Light & Music Requirements

46

Area

Mapping Light & Musics Requirements to SAP Business One

Add user-defined values (formatted search)


on the item number field in the Purchase
Order document. Add a query to filter items
by the selected vendor.

Link Word document to activity in vendor


master data

Standard approval procedures. Note: need a


way to identify expense POs from normal
POs.

2. Enter discount in Payment Terms at end


of negotiations

1. Price list tied to vendor

Mapping Ideas

How are expense POs currently


processed?

Additional Questions for Client

3-26

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

Light & Music Ltd. has a special


agreement with Media Equipment
Corp for the 40-inch LCD displays for
the multi screens. When they buy 50
TB1200 SAP Business One Implementation and Support

In order to compare vendor prices,


Light & Music Ltd. wants to be able to
display all price lists in a table, so if
this is possible, please also
demonstrate this.

51

52

They have all their vendors price lists


available. In general, prices are valid
for one calendar year and the
vendors send Light & Music Ltd. new
price lists regularly. The contractors
send the price lists as Excel sheets.

items that are supplied by the


contractor already entered.

Light & Music Requirements

50

Area

Mapping Light & Musics Requirements to SAP Business One

Hint: check the functionality under the Price


Lists menu.

You can also display the last price in the


purchase order by pressing Ctrl+Tab in the
Unit Price field.

To display the last purchasing price for an


item, run the Last Prices report.

Run the Items List report under Inventory to


see all the price list prices for an item.

To define date dependent price lists, choose


Price Lists>Period and Volume Discounts,
then choose Add Items to display the Special
Prices window. Double-click the row for the
item to set the valid date range in the Period
Discounts window.

Mapping Ideas

Is there a need to call up this report


from the Purchase order?

How complex are their price lists? Can


they be imported using the Import
from Excel utility?

Additional Questions for Client

3-27

54

Edward Petty Purchasing Manager

David Burns Sales Employee

Maggie Burns Sales Employee

Sarah Miller Sales Manager

Claire Thomas Chief Accountant

Michael Smith owner

15 employees will use SAP Business


One. The main employees who will
use the system initially are:

Light & Music Ltd. wants to submit a


warranty claim to the vendor if a
product is defective. Therefore, when
Light & Music Ltd. receives items
equipped with serial numbers by the
manufacturer, these serial numbers
must be entered.

pieces, they get a discount of 10%.


When they buy 100 pieces, they get a
discount of 15%.

Light & Music Requirements

S, I

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

Users

53

Area

Mapping Light & Musics Requirements to SAP Business One

Create departments and users. Note: for data


ownership and commission, need to create
employee master data as well.

Select On every transaction as the


management method for serial numbers in
the General Settings.

When you create the Goods Receipt PO,


enter the manufacturer serial number as well
as the Light & Music serial number.

Mapping Ideas

Need to know the organizational and


reporting structure for :
authorizations, departments, approval
procedures.

Additional Questions for Client

3-28

The sales manager, Sarah Miller, does


not want sales employees to have
access to each others sales
documents. On the other hand, Sarah
wants to have access to all sales
documents.

Michael Smith is very concerned


about security and requires
passwords to be changed on a
regular basis, several times a year.

56

57

S, I

S, I

S, I

Analysis:
S Standard
I In Scope
O Out of Scope
C Customization

TB1200 SAP Business One Implementation and Support

Only Michael Smith and Claire


Thomas can run the financial reports

Richard Long Warehouse Manager

John Edison Production Manager

Light & Music Requirements

55

Area

Mapping Light & Musics Requirements to SAP Business One

Set password security level to medium

Data ownership authorizations. Need to


create employee master data and
departments.

General authorizations.

Mapping Ideas

Additional Questions for Client

Public

SAP Business One


Business Blueprint
for
Light & Music

SAP Business One


Accelerated
Implementation Program
Version 2.0

3-29

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

Table of Contents
Section 1

Company Details

Section 2

General Settings

Section 3

Currencies

Section 4

General Ledger Account Segments and Chart of


Accounts

Section 5

Bank Information

Section 6

G/L Account Determination

Section 7

Warehouses

Section 8

Item Groups

Section 9

Sales Tax Codes

Section 10

Payment Terms and Payment Methods

Section 11

Company Credit Card Information A/R

Section 12

Company Credit Card Information A/P

Section 13

Users and Passwords

Section 14

Territories, Commission Groups and Salespeople

Section 15

Customer Groups

Section 16

Vendor Groups

Section 17

Manufacturers

Section 18

Shipping Types

Section 19

Document Settings

3-30

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

1. Company Details
Company Name:
Used in reports and with the company address
information

Light & Music Ltd.

Company Address

49 Business St

Internet Address

www.lightandmusic.com

Phone 1

020 234 5678

Phone 2
Fax
Company general information E-Mail address

info@lightandmusic.com

Local Currency

use local currency, e.g., British Pound

System Currency

use local currency, e.g., British Pound

Will your business use any of the SBO (SAP


Business One) tax features?
Tax types may include Sales Tax, Use Tax,
Value Added Tax
Does your business currently use a segmented
Chart of Accounts?

Yes

No

Does your business require Multi-Language


Support?
This function is used to translate field names in
Business One to foreign languages and print
them in documents you send to foreign business
partners.

3-31

Yes

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Which inventory valuation method would you like


to default into new item records? This assumes
Perpetual Inventory is to be used.
Note this can be changed to another method at
the time a new item master record is created.
Options:
Moving Average
Standard
FIFO

Business Blueprint

Moving Average
Note: Light & Music will use Moving
Average for purchased items, and
will use Standard for multi-screens
that are produced in house. The
default valuation method for the
multi-screens will be set in the
item group master data.

Does your business allow a stock release


without a cost?
Permits items to be included in documents such
as deliveries or A/R invoices, even when a cost
price has not been determined. Select when the
inventory valuation is performed according to
moving average or FIFO. If you selected
Standard Price, a price has already been
defined.
Do you want the system to display credit values
with a minus sign? If so, select the Display Credit
Balance with Negative Sign checkbox.

No

Display Credit Balance with


Negative Sign

Note: this checkbox is usually set automatically


based on local practices. It cannot be changed
after you have posted transactions.
Do you want the system to reverse an amount
using a negative amount or a debit/credit switch?
If you want to use a negative amount, select the
Use Negative Amount for Reverse Transaction
checkbox.
Note: this checkbox can be changed at any time.

3-32

Use Negative Amount for Reverse


Transaction

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

2. General Settings
What are the standard posting periods for your
business?

Fiscal Calendar
Date From: January 01 to December
31
Number of Periods: 12 (months)
Start of Fiscal Year: January

Customer Activity Alerts Options:

Credit Limit:

You can restrict the creation of sales documents


for customers and prompt a warning message
according to the following parameters:

Consider Deliveries Balance

Credit Limit:
Select to check whether adding the sales
document for the customer causes deviation
from the credit limit defined for the customer
in the Business Partners Master record.
Consider Deliveries Balance

After you select the option(s)


described above, select the type
of documents to which the
restrictions apply and for which a
warning message is launched:
A/R Invoice
Delivery
Sales Order

Select to check the customer's account


balance and also the balance of their open
deliveries while applying the selected
restrictions for customer activity.

Pick List

How does your business set the commission rate


by, If used?

Sales employees

Define how commissions are calculated. A


commission can be awarded based on the sales
employee, item, or customer specified in the
document.

Customers

This setting influences where you can specify the


sales commission percentage, but does not
automatically calculate any commission
transactions.
You can change this setting at any time.

3-33

Items

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

What default payment terms would you like to


use for customer Sales Orders and A/R Invoices

Business Blueprint

Net 30 (30 days net)

Note: This is only a default that is used when new


customer records are created. Payment terms
can be changed in the customer record and in
sales documents.
What default payment terms would you like to
use for vendor Purchase Order and A/P Invoices

Net 30 (30 days net)

Note: This is only a default for when new vendor


records are created. Payment terms can be
changed in the vendor record and in purchasing
documents.
Which time format would you like to use on the
screen display:

24 Hour

Which Date Format would you like to use on the


screen display:

DD/MM/YY

How many decimal places would you like to be


displayed and used in calculations for:

Currency Amounts 2

Note: This setting will define the respective


number of decimal places displayed for amounts,
prices, exchange rates, quantities, percentages,
and units.

Rates 2

Note: After a journal entry has been posted in the


system, you cannot decrease the number of
decimal places. You can only increase the
number of decimal places up to 6 digits. This
change is irreversible. The change will be applied
on future actions only, and has no retroactive
influence.

Units 2

Your selection effects calculations in SAP


Business One, and the values that will be saved
in the database. For example, if you chose 2
decimal places for amounts and you work with 6
decimal places for very small prices and
quantities, totals might be not accurate.

3-34

Prices 2
Quantities 2
Percentage 2

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Does your business use Serial Numbered Items?

Business Blueprint

Yes

If Yes: Choose the required method for assigning


serial and batch-managed numbers to items:
On Every Transaction you are required to
assign serial or batch numbers for every
inventory transaction.

On every transaction

On Release Only you are required to assign


serial or batch numbers for inventory release
transactions only. It is optional for other
transactions.
Are serial numbers unique by:

Serial no

None
Manufacturers serial no
Serial no
Lot no
Note: Unique serial numbers are required for
automatic creation of equipment cards.
Does your business track items by lots or
batches?

Automatically create customer


equipment card
No

All Items available in all warehouses.


When new items are added to your Item Master
data, would you like all items to be available in all
warehouses or select which items are available in
each warehouse?
Where should the system find the default G/L
accounts for inventory postings?
Warehouse
Item Group
Item level

3-35

Item Group

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

3. Currencies
List the currencies that your business may use in your sales or purchases
Currency Name

Currency Code

UK Pound

GBP

US Dollar Yes / No

USD

Euro Yes / No

EUR

Other

add additional currencies if used in your localization

4. General Ledger Account Segments & Chart of Accounts


Please provide a current copy of your businesss Chart of Accounts in Excel
format if possible.
Note: this section is valid only for certain localizations.
Does your current Chart of Accounts use account segmentation? If so how are segments
set up?
Segmentation Name

Size

Type

i.e. Natural Account


___________________

i.e. 8 _____

Alphanumeric or Numeric only

i.e. Department
___________________

i.e. 3
______

Alphanumeric or Numeric only

3-36

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

5. Bank Information
Bank Acct 1
Bank Code

Bank Acct 2

National

(up to 19
characters)
Country Code
(if other than
USA)

United
Kingdom

Bank Name

National Bank

Account
Number

12345678

(Last 4 digits)
Branch

112233

Address
City, St Zip

Bank G/L
Account

Select the
National Bank
G/L account
from the chart
of accounts

Check Clearing
G/L Account
ABA Routing
Number
(optional Information
only)

3-37

Bank Acct 3

Bank Acct 4

Bank Acct 5

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

6. Default G/L Account Determination for Transaction Postings


Note: Leave blank any unclear types of G/L account codes requested.
Sales G/L Account Determination

G/L Account Code

Domestic A/R

Required

(control account)
Foreign Receivables
Checks Received
(Un-deposited Funds)
Cash on Hand

Required

(Default Petty Cash Account)


Underpayment A/R
(Customer Payments are Short)
Overpayment A/R
(Customer Payments are Over)
Realized Exchange Difference Gain
(Only used when using Foreign Currency in A/R
Invoices & Payments)
Realized Exchange Difference Loss
(Only used when using Foreign Currency in A/R
Invoices & Payments)
Required

Cash Discount
(Customer Cash Discounts Earned for paying within
certain Terms)
Revenue Account

Required

(Default Sales Revenue Account)


Sales Credit Account

Required

(A/R Credit Memo Revenue Account)

3-38

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

Default G/L Account Determination for Transaction Postings (Cont)


Purchasing G/L Account Determination

G/L Account Code


Required

Domestic A/P
Foreign Payables
Realized Exchange Difference Gain
(Only used when using Foreign Currency in A/P
Invoices & Payments)
Realized Exchange Difference Loss
(Only used when using Foreign Currency in A/P
Invoices & Payments)

Required

Bank Transfer
(Default Bank Account used on outgoing vendor
payments via electronic bank transfer)

Required

Cash Discount
(Cash Discounts Earned for paying A/P within certain
Terms)
Expense Account

Required

(Purchases of Non-Stocked Items)


Required

Purchase Credit Account


(A/P Credit Memo Account for Purchases of NonStocked Items)
Underpayment A/P
(A/P Payments are Short not normally used in US
Localizations)
Overpayment A/P
(A/P Payments are Over not normally used in US
Localizations)
Expense and Inventory Variance Account
(A variance account for clearing journal entries created
by A/P credit memos based on A/P invoices or by
goods returns based on goods receipt POs in which
freight charges or prices were changed.)

3-39

Required

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

Default G/L Account Determination for Transaction Postings (Cont)


G/L Account Code

General
Credit Card Bank Fee
Rounding Account
(An account for the system to use in journal entries
automatically created for rounding differences. This
may occur when you define rounding for certain
currencies or for sales documents.)

Required

Period-End Closing Account


(This account is used once a year to clear the P & L
accounts into Current Retained Earnings. It should be
an Equity G/L Account but not the same account as
your standard Retained Earnings Account)

Required

Opening Balance Account


(The offsetting account used when entering opening
balances)

3-40

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

Default G/L Account Determination for Transaction Postings (Cont)


Inventory

G/L Account Code

Inventory Account

Required

Finished products Multi-screens

You need a separate inventory


account for multi-screens. This
will be assigned to the item
group.

Cost of Goods Sold Account

Required

Cost of Goods Sold Account Multi-screens

You need a separate cost of


goods sold account for multiscreens. This will be assigned to
the item group.

Allocation Account

Required

(Inventory Receipts A/P Accrual)


Variance Account
(Used only with Standard Cost Inventory Item Types)

This will be assigned to the Item


Group for multi-screens
Required

Price Difference Account


(Records a price difference to this COGS account if
the A/P invoice cost differs from the PO Goods
Receipt cost and there is 0 or less than the quantity
received to apply the cost difference to in the Inventory
Account)
Negative Inventory Account
(Used to track the Landed Costs additions to the
original amount posted COGS when there is 0 or less
than the quantity in inventory for which the landed
costs are being applied to)

Required

Inventory Offset Decrease


(An offsetting account to the Stock account used in
Goods Receipts and negative differences in Stock
Postings (updates after inventory).

Required

Inventory Offset Increase


(An offsetting account to the Stock account used in
Goods Receipts and positive differences in Stock
Postings (updates after inventory).

Required

Sales Returns
(The inventory account to use when returning stock to
inventory via a A/R Credit Memo or Goods Receipt)

3-41

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Realized Exchange Difference


(Only used when using Foreign Currency in Inventory
Purchasing documents)
Required

Goods Clearing Account


(Used only when a PO Goods Receipts has been
posted to the Inventory and A/P Accrual account and
now the user closes the PO Goods Receipt instead of
drawing it into a A/P Voucher. This account is used as
the offset account to the debit to A/P Accrual. For
most businesses this type of transaction would not
occur.)
Decrease GL Account
(Used as a balancing account when the stock value is
decreased due to the creation of a material revaluation
document.)
Increase GL Account
(Used as a balancing account when the stock value is
decreased due to the creation of a material revaluation
document.)

Required

WIP Inventory Account


(Define an account in which the system maintains the
value of the items that are included in the production
process. That is, the period when production has
begun but the final product is not ready yet.)

Required

WIP Inventory Variance Account


(An account in which the system maintains the
variance amounts of the items that participate in the
product process. The amount is posted when the
production order's status is 'Closed'.)

Required

Expenses Clearing Account


(Used as the A/P Accrual account for Additional
Expenses in the PO Goods Receipt, i.e. freight)

3-42

Business Blueprint

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

7. Warehouses
The warehouses G/L Account Determination will default in from the Inventory G/L
Determination set up previously in #6 Default G/L Account Determination for
Transaction Postings Inventory Table. The warehouse G/L Determinations can be
modified once the Initial Core Configuration has been delivered.
Warehouse Code

WH01

WH02

WH03

WHR

Warehouse Name

Main

WH02

WH03

Rental

Location

London

Liverpool

Glasgow

London

Liverpool

Birmingham

(up to 8 characters)

(Several warehouse can be


grouped by Location)
Street Address
City, ST Zip
County (Optional)
Country
Tax Code Default
(This Tax Code will default into
A/R documents when this
warehouse is used)

3-43

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

8. Item Groups

Complete the blueprint for item groups to meet the client requirements. For the Light
& Music requirements, refer to rows 28 and 40 in the requirements table.

Item Group Name

Multi-screens

Accessories

Sets

Raw materials

(up to 20 characters)
Default Planning Method
Default Procurement Method
Default Order Multiple
(For example, if the value is
12, the items are ordered in
multiples of 12.)
Default Minimum Order
Quantity
Default Lead Time in Days
Default Valuation Method

Notes:
The Item Groups G/L Account Determination will default in from the Inventory G/L
Determination set up previously in #6 Default G/L Account Determination for
Transaction Postings Inventory Table. The Item Group G/L Determinations can be
modified once the Initial Core Configuration has been delivered.
Item Groups are also heavily used in Sales Analysis and reporting. Defining Item
Groups with Reporting and a possible General Ledger implication in mind is helpful.

3-44

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

9. Sales Tax Codes


If your business collects or tracks Sales by Taxing Authority please complete the
tables below.
Note: this section applies only to North America. You should define tax rates and
codes for your localization.
Sales Tax Code:
____

Sales Tax Name:


_______________________

Sales Tax Total


Rate: ___

Tax Authority:
______

Name:
________

Tax on Tax?

Rate:
_____

Sales Tax Payable


G/L: ____________

Name:
________

Tax on Tax?

Rate:
_____

Sales Tax Payable


G/L: ____________

Name:
________

Tax on Tax?

Rate:
_____

Sales Tax Payable


G/L: ____________

Name:
________

Tax on Tax?

Rate:
_____

Sales Tax Payable


G/L: ____________

(i.e. State, County,


City)
Tax Authority:
______
(i.e. State, County,
City)
Tax Authority:
______
(i.e. State, County,
City)
Tax Authority:
______
(i.e. State, County,
City)

3-45

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

10. Payment Terms and Payment Methods


Complete the blueprint to meet the client requirements. For the Light & Music
requirements, refer to rows 3 and 45 in the requirements table.
Define Payment Terms
Terms Code

Net07

Net30-AR

Cash

Due Date Based on


Doc Date
Posted Date
System Date
Start Calculating Due Date
from
(If other than above)
Month Start
Month End
Half Month
How Many Days from
Start is the Invoice Due:
Does this Payment Term
have installments?
Should SAP Open the
Incoming Payment
Window when this
Payment Terms is used?
Does this Payment Term
have a Cash Discount?
If so what are the terms?
Define Payment
Methods
Payment Method Code
Description
Payment Means
House Bank
File Format
Note: Payment Methods are required if the Payment Wizard is used.

3-46

Net30-AP

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

11. Credit Card Information for Incoming Customer Payments


Credit Card Name
G/L Account Credit Card Deposits
are made to
Credit Card Merchant Number
Credit Card Manual Authorization
Telephone Number
How Often a Week is the Credit
Card Settled to the Bank?
How Many Days after the Credit
Card is Settled to the bank are the
funds deposited into your account?
What is the Minimum $ Amount
allowed to use this Credit Card?
What is the Maximum $ Amount
allowed in this Credit Card without
an Authorization?

12. Company Credit Card Information for Outgoing Business


Payments
Company Credit Card Name
Liability G/L Account for this
Credit Card

3-47

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

13. Users and Passwords


User Code (up to 8 characters)

User Name

Michael

Claire

Richard

Sarah

Maggie

Super user

Owner

Accounting

Warehouse

Sales

Sales

User Name

David

Edward

John

Sally

Mark

Super user

Sales

Purchasing

Production

Accounting

IT

E-Mail Address
Mobile Phone
Fax
Initial Password
Branch
Department
User Code
(up to 8
characters)

E-Mail Address
Mobile Phone
Fax
Initial Password
Branch
Department

3-48

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

14. Territories, Commission Groups and Salespeople


If your business used territories to manage your salespeople please complete the
table below:
Territory Name

Parent Territory

Order

If your business uses a straight commission percentage by salesperson, item group


or customer please complete the table below:
Note: Other types of custom commission plans can be reviewed during the
implementation process.
Commission Group Name

Commission Percentage

If your business tracks sales by salesperson please complete the table below:
Sales Employee Name

Commission Group

Maggie Martins
David Burns
Sarah Miller

3-49

Percent Commission

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

15. Customer Groups


Customer Groups are assigned in the Customers Master File record. These
Customer Groups are used heavily in Sales Analysis and other reporting.
Customer Group Name
Hotels
Fairs
Exhibitions
Companies

16. Vendor Groups


Vendor Groups are assigned in the Vendors Master File record. These Vendor
Groups are used heavily in Purchase Analysis and other reporting.
Vendor Group Name
Contractors
Independent Vendors

17. Manufactures
Manufactures are assigned in the Items Master File. These Manufactures are used
to support the purchasing process and Item Look ups.
Manufactures Name

3-50

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

Business Blueprint

18. Shipping Types


Shipping Types are used in the Sales and Delivery process.
Shipping Type

Shippers Web Site

Set for your localization

Set for your localization

19. Document Settings


Review the blueprint settings with your instructor.
General
Yes

Would you like SAP B1 to Calculate the


Gross Profit for all A/R Invoices?

Use Item Cost as base price origin

Note: gross profit is used in the Sales


Analysis report.
Which would you like the Remarks Area on
Target Documents to include:

Customer/Vendor Ref. No. (Customer


PO or Vendor Order )
The Base Documents Number.
(i.e. an invoice created from a Sales
Order would list Created from Sales
Order Number: xxx in the Remarks
section of the Invoice)

When Displaying a Sales BOM (Kitted Item)


in Documents, Show
When Attempting to Release Stock Below
items Minimum Level, what would you like
the system to do:

Price and Total for Parent Item Only


Price for Child Items that Comprise
Parent
Do Not Warn
Warning Only
Block Release
if so, by Warehouse Yes / No:

Does your business allow Negative


Quantity?

Yes
No

If rounding is required, which method


should the system use when rounding?

By Currency
By Document
Check with your instructor

3-51

SAP Business One Accelerated Implementation Program (B1AIP) 2.0

In your purchasing documents would you


like the Exchange Rate Based on:

Business Blueprint

Posting Date
Document Date

Rounding Method

Yes

Would you like the system to round the tax


amount in rows

No
Check with your instructor

(Select to set the rounding of tax amounts


per document row. If this option is
deselected, document rows display the not
rounded tax amount, and the system will
round tax amounts per tax group.)
Display Rounding Remark

Yes

(Select to determine whether a remark will


be displayed in the Remarks field of the
sales document when an amount has been
rounded. If you select the checkbox, a
remark in a foreign-currency invoice for a
customer is displayed stating that the
discount amount is different from the
discount percentage due to rounding.)

No

Would you like to Warehouse Address set


up in the Warehouse file on Purchase
Order?

Yes
No

(Select if you want the Ship To address of


the purchase document (Logistics tab) to be
the warehouse address. If this checkbox is
deselected, the Ship To address will be the
address of the company)
Manage Freight

Yes

Would you like the system to block


documents (i.e. Invoices, A/P Vouchers)
that have a posting date in the past or the
future

Block Documents with a Past Posting


Date

3-52

Block Documents with a Future Posting


Date

Project Realization:

Exercises

Unit: Project Realization


Topic: Create and Initialize a Company
At the conclusion of this exercise, you will be able to:
Create a new company in your localization
Set up basic information for your new company, including:
- Company Details
- House Bank
- Payment Terms and Payment Methods
- General Settings
- Document Settings
- Item Groups and G/L Account Determination
- Warehouses
Backup your new company using the Service Manager
Perform basic initialization and define company details for Light
& Music Ltd., as defined in the Business Blueprint.

1-1

Create a new company for Light & Music Ltd.


Create a new company called Light & Music in your own localization. If you are
creating this company on a common, shared server in the classroom, you should name
your company Light & MusicXX, where XX is a unique number allocated to you by
the instructor.
Note: you must have a valid license for the localization installed on your system. If you
do not have a valid license, contact the instructor.
Choose the template option for the chart of accounts. This gives you an opportunity to
see the sample accounts in the template.
Do not copy user-defined fields, tables, and objects from your current database.
Set the posting periods as defined in section 2 of the Business Blueprint for Light &
Music. Change the Due Date on the last period of the financial year according to the
Payment Terms, for example, the Due Date may be 30 days plus.
Note: You will have the ability to adjust the dates on the posting periods, if required,
after you have created the company, before you post any transactions.
Write down the password for your new company ____________.

4-1

1-2

Enter the company details


Enter the company details from section 1 and section 2 of the Business Blueprint.
Define the basic initialization for currency, multi-language, perpetual inventory, and
valuation method. Use negative amounts for reverse transactions.
Define the company details for holidays.

1-3

Check and Adjust the Chart of Accounts Template


1-3-1

Add or rename an asset account for the house bank


Add a new cash account, or rename an existing account (see section 5 in the
Business Blueprint). The name of the house bank is National Bank.

1-3-2

Add or rename an account for pre-paid insurance


Make sure there is a G/L account for posting the advance payment, or
prepayment, for fire and water insurance.
Check with your instructor for any additional accounts required for tax
purposes.

1-4

Define the House Bank.


Add a new Bank for National Bank. The Bank Code is National.
Define this Bank as the House Bank. Enter the country, branch and account number
from the Business Blueprint section 5. Assign the G/L account you created in step 13-1.
Set the House Bank as default in the Company Details.

1-5

Define Payment Terms and Payment Methods


Define the Payment Terms for customers and vendors as specified in the Business
Blueprint section 10.
Define the Payment Methods for customers and vendors as specified in the Business
Blueprint section 10.
Additionally, set the Payment Run Defaults for the Payment Wizard.

1-6

Define General Settings.


Define the General Settings as specified in the Business Blueprint section 2.
Define settings on the BP and Inventory tabs.
Select the Path tab and choose a folder for the Pictures Folder. This folder should be
shared.

4-2

1-7

Define Document Settings.


Define the Document Settings as specified in the Business Blueprint section 19.
These include Manage Frieght in Documents. Calculate Gross Profit based on the
item cost.
On the Per Document tab, activate the item availability check for Sales Orders.
On the Per Document tab, set the option to create child Purchase Orders from a
Purchase Order that pertains to multiple warehouses.

4-3

1-8

Create Item Groups and Set the G/L Account Determination


The G/L Account determination is automatically created using the accounts in the
template chart of accounts. However, Light & Music wants to set the G/L Account
Determination at the item group level. This was specified in the General Settings.
Therefore you need to create the item group first then make adjustments to the G/L
accounts in the item group.
Important: In a real implementation project you need to plan and make these changes
with the client accountant.
1-8-1

Create an item group for multi-screens


Create an item group called Multi-screens. The item group details for
planning and procurement are specified in the Business Blueprint section 8.

1-8-2 Set the G/L account determination for the multi-screens item group
Replace the default G/L accounts for inventory, cost of goods sold, and work
in progress. Note: you may need to create new G/L accounts.
Item
Group

Account Name

Default Account

MultiScreens

Inventory (stock)
Account

1. Create a new account in the Balance


Sheet section of the chart of accounts
called Finished Products Multiscreens
2. Select this account as the default
account for this item group

Cost of Goods Sold


Account

1. Create a new account in the P&L


section of the chart of accounts
called COGS Multi-screens
2. Select this as the default account for
this item group

WIP Variance
Account

1. Create a new account in the P&L


section of the chart of accounts
called Difference Standard Cost
2. Select this as the default account for
this item group

WIP Inventory
Variance Account

1. Create a new expenditure account in


the P&L section of the chart of
accounts called Difference
Standard Cost
2. Select this as the default account for
this item group

4-4

1-8-3

Create an item group for accessories


Create an item group called Accessories. The item group details for planning
and procurement are specified in the Business Blueprint section 8.
Note: to save time, use the default G/L accounts for this item group.

1-8-4

Create an item group for raw materials


Create and item group for Raw Materials. Note: check to see if this group
already exists.
Use the default G/L accounts for inventory and cost of goods sold.

Note: the item group Sets is not needed for the exercises.

1-9

Define Warehouses.
Create Warehouses as specified in the Business Blueprint section 7.

1-10 Backup your new company database.


Use the SAP Business One Service Manager. Note: if you are using a shared server,
you will not be able to use the backup service.

4-5

Project Realization:

Solutions

Unit: Project Realization


Topic: Create and Initialize a Company

1-1

Create a new company for Light & Music Ltd.


Choose Administration

Choose Company.

Choose the New button then choose New.


Enter your site user password.
Enter Light & Music as the name for the company. The company name will appear
above the SAP Business One menu. If you are creating this company on a common,
shared server in the classroom, you should name your company Light & MusicXX,
where XX is a unique number allocated to you by the instructor.
Enter a database name. Note: the database name cannot include special characters apart
from underscore.
Note: If this is a new SAP Business One installation, and a license key has not yet been
installed, the Trial Version checkbox will be automatically checked. If the license has
been installed, it should display in this window.
The checkboxes to copy user-defined fields, tables and objects from the company you
are currently using to the new company are automatically checked. Uncheck these
checkboxes.
Enter information for the new company:
Choose Company

Values

License

If you have multiple licenses, select the correct localization


license

Local Settings

Select the country localization from the Local Settings


dropdown list. Note: the localization must match the license.

Chart of Accounts

Choose the template for the localization.

Base language

Choose the base language from the dropdown list.

4-6

Open the Posting Period window and define the posting periods as defined in the
Business Blueprint section 2:
Posting Periods

Values

Period Code

Enter a code for the period, for example, the current year.

Period Name

Enter a name for the period, for example, the current year.

Sub-Periods

Choose Months from the dropdown list.

Dates

Change the Due Date on the last period of the financial year
according to the Payment Terms, for example, the Due Date
may be 30 days plus.
Leave the other date ranges to the default settings. You can
change them later if necessary.

Note: If you need to import or post transactions for a previous fiscal year, you need to
defined the posting periods for the earlier year before you define the periods for the
current year.
Choose Continue.
Choose OK. The system will create a new company and database. This will take
several minutes.
Create a password for the new company (user manager).
Write down the password ____________.
Choose Update.
Enter a name and job title and acknowledge the End User Licensing Agreement
(EULA).
Note: you must enter both a name and a job title.

4-7

1-2

Enter the company details.


Choose Administration

System Initialization

Company Details.

Choose the General tab.


Enter the information for Light & Music as defined in the Business Blueprint sections
1 and 2:
Company Details

Values

Street / PO Box
City
Zipcode
Country/State
Country

49 Business Street

Active Manager
Telephone 1

Michael Smith
Enter for your localization.

E-Mail

info@lightandmusic.com

Enter for your localization.

Choose the Accounting Data tab and enter tax information for the localization. Your
instructor can provide details.
Adjust the default holidays if needed.
Choose the Basic Initialization tab and enter the company information:
Company Details

Values

CoA template

Note: you cannot change the template after


you have posted any transactions

Local Currency

Choose a currency. You cannot change this


after you have posted any transactions.

System Currency

Choose a currency. You cannot change this


after you have posted any transactions.

Default Account Currency

All Currencies

Display Credit Balance with negative


Sign
Use Segmentation Accounts

Only check if valid for your localization.

Use Negative Amount for Reverse


Transaction
Permit More than One Document
Type per Series

Do not check

Multi-Language
Use Perpetual Inventory
Items Group Valuation Method

Moving Average

House Bank

The house bank will be added later.

Choose Update to complete the initialization of Company Details.

4-8

1-3

Check and adjust Chart of Accounts template


1-3-1

Add or rename an asset account for the house bank (National Bank)
Choose Financials

Chart of Accounts

Select an active account in the relevant area of the asset drawer.


From the SAP Business One top menu choose Data

Add.

Enter the G/L account number and set this as a Cash account.
Choose Add.
Note: instead of adding a new account you can rename an existing account.
1-3-2

1-4

Add a new account, or identify an existing prepayment account that will be


used to post the pre-paid insurance.

Define the House Bank


1-4-1

Add a new bank


Choose Administration

Setup

Banking

Banks

Banks - Setup

Values

Country Code

Select from the dropdown list

Bank Code

National

Bank Name

National Bank

Choose Update.
1-4-2

Set the bank as a house bank


Choose Administration

Setup

Banking

House Bank Accounts

House Bank Accounts - Setup

Values

Bank Code

National

Country

This should be automatically entered


based on the bank code, for example, GB

Branch

112233

Account No.

12345678

G/L Account

Select the G/L account for the National


Bank

Choose Update then OK.


1-4-3

Set the house bank as default for the company


Choose Administration

System Initialization

Company Details.

Select the country, bank, account number and branch for the house bank, as
defined in step 1-4-2.
Choose Update.

4-9

1-5

Define Payment Terms and Payment Methods


1-5-1

Define payment terms


Choose Administration

Setup

Business Partners

Payment Terms

Enter the following information from the Business Blueprint section 10:
Payment Terms - Setup

Values

Payment Terms Code

Net30-AP

Due date Based On

Document Date

Start From

+ 30 Days

Open Incoming Payment

No

Cash Discount Name

Define New:
Field

Value

Code

3p72p14

Name

3p72p14

Days After Posting Date 7


Discount %

Days After Posting Date 14


Discount %

Choose Add
Choose Add.
Payment Terms - Setup

Values

Payment Terms Code

Net30-AR

Due date Based On

Document Date

Start From

+ 30 Days

Open Incoming Payment

No

Cash Discount Name

Define New:
Field

Value

Code

2p14

Name

2p14

Days After Posting Date 14


Discount %
Choose Add
Choose Add.

4-10

Payment Terms - Setup

Values

Payment Terms Code

Net07

Due date Based On

Document Date

Start From

+ 7 Days

Open Incoming Payment

No

Choose Add.
Payment Terms - Setup

Values

Payment Terms Code

Cash

Due date Based On

Document Date

Start From

0 Days

Open Incoming Payment

Cash

Choose Add.
1-5-2

Define payment methods


Choose Administration

Setup

Banking

Payment Methods

Enter the following information from the Business Blueprint section 10:
Payment Methods - Setup Values
Payment Method Code

bt01

Description

Outgoing Bank Transfers

Payment Type

Outgoing

Payment Means

Bank Transfer

House Bank

Select the House Bank

File Format

Select a file format


Note: the Payment Engine Add-on is required
to process bank transfers.

Choose Add.
Payment Methods - Setup

Values

Payment Method Code

bt02

Description

Incoming Bank Transfers

Payment Type

Incoming

Payment Means

Bank Transfer

House Bank

Select the House Bank

File Format

Select a file format

4-11

Choose Add.
1-5-3

Define Payment Run defaults


Choose Administration

Setup

Banking

Payment Run Defaults

Payment Run Defaults - Setup

Values

Tolerance Days

Enter a tolerance value. Light & Music


requires 3 days.

Payment Methods

Select the Payment methods created


earlier

Choose Update
Choose OK.
1-6

Define General Settings


Choose Administration

System Initialization

General Settings

Enter the following information from the Business Blueprint section 2:


General Settings BP tab

Values

Credit Limit
Sales Order
Set Commission By

Sales Employees

Default Pmt Term for Customer

Select Net30-AR

Default Pmt Term for Vendor

Select Net30-AP

Default Payment Method for Customer

Select bt02

Default Payment Method for Vendor

Select bt01

Enter the following company information on the Inventory tab:


General Settings Inventory tab

Values

Management Method

On Every Transaction

Unique Serial Numbers by

Serial Number

Auto. Create Customer Equipment Card


Default Warehouse

General Warehouse

Set G/L Accounts By

Item Group

Select the Services tab and adjust the desired settings.


Select the Display tab and adjust the desired settings.
Note: these settings apply to the current user.

4-12

Select the Path tab and choose a folder for the Pictures Folder. This folder should be
shared.
Choose Update.
Choose OK.
1-7

Define Document Settings


Choose Administration

System Initialization

Document Settings

Enter the following information from the Business Blueprint section 19:
Document Settings General Tab

Values

Calculate Gross Profit


Base Price Origin

Item Cost

Calculate % Gross Profit as

Profit/Base Price

Document Remarks Include

Base Document Number

For a Sales BOM in Documents, Display

Price and Total for Parent Item


(Tree) Only

Response to Release of Inventory below the


Minimum Level

Warning Only

Block Negative Inventory by


Rounding Method

By Currency

Manage Freight in Documents


Select the Per Document tab.
Select Sales Order and check Activate Automatic Availability Check.
Select Purchase Order and check Split Purchase Order.
Choose Update.
1-8

Create Item Groups and Set the G/L Account Determination


The G/L Account determination is automatically created using the accounts in the
template chart of accounts. However, Light & Music wants to set the G/L Account
Determination at the item group level. This was specified in the General Settings.
Therefore you need to create the item group first then make adjustments to the G/L
accounts in the item group master data.
Note: In a real implementation project you need to plan and make these changes with
the client accountant.

4-13

1-8-1

Create an item group for multi-screens


Choose Administration

Setup

Inventory

Item Groups

Enter the following information from the Business Blueprint section 8:

1-8-2

Item Groups - Setup

Values

Item Group Name

Multi-screens

Planning Method

MRP

Procurement Method

Make

Default Valuation Method

Standard

Set the G/L account determination for the mulit-screens item group
Choose the Accounting tab and replace the default G/L accounts:
G/L Account
Determination

Account Name

Inventory (stock) Account

3. Create a new account in the Balance Sheet


section of the chart of accounts called
Finished Products Multi-screens
4. Replace the default account with this new
account

Cost of Goods Sold


Account

1. Create a new expenditure type account in the


P&L section of the chart of accounts called
COGS Multi-screens
2. Replace the default account with this new
account

WIP Inventory Account

1. Create a new account in the P&L section of


the chart of accounts called WIP Multiscreens
2. Select this as the default account for this item
group

WIP Inventory Variance


Account

3. Create a new expenditure account in the P&L


section of the chart of accounts called
Difference Standard Cost
4. Replace the default account

Choose Add.

4-14

1-8-3

Create an item group for accessories


Create the next item group:
Item Groups - Setup

Values

Item Group Name

Accessories

Planning Method

None

Procurement Method

Buy

Default Valuation Method

Moving Average

Note: to save time, use the default G/L accounts for this item group.
Choose Add.
1-8-4

Create an item group for raw materials


Note: If there is an existing item group for raw materials already defined in
your chart of accounts, you can use that.
Item Groups - Setup

Values

Item Group Name

Raw Materials

Planning Method

None

Procurement Method

Buy

Default Valuation Method

Moving Average

Use the default G/L accounts for this item group.


Choose Add.
Note: The item group Sets is not needed for the exercises in this class.

4-15

1-9

Define Warehouses
Choose Administration

Setup

Inventory

Warehouses

Enter the following company information from the Business Blueprint section 7:
Warehouses - Setup

Values

Warehouse Code

wh01

Warehouse Name

Main

Address details

Enter as appropriate

Tax

Enter as appropriate

Choose Add.
Warehouses - Setup

Values

Warehouse Code

wh02

Warehouse Name

West

Address details

Enter as appropriate

Tax

Enter as appropriate

Choose Add.
Warehouses - Setup

Values

Warehouse Code

wh03

Warehouse Name

East

Address details

Enter as appropriate

Tax

Enter as appropriate

Choose Add.
Warehouses - Setup

Values

Warehouse Code

WHR

Warehouse Name

Rental

Address details

Enter as appropriate

Tax

Enter as appropriate

Choose Add.
1-10 Remember to backup your new company database!
Use the SAP Business One Service Manager. Note: if you are using a shared classroom
server you will not be able to user the backup service.

4-16

Users_License_Authorizations
Module/Functionality

Professional

Administration Create new company


Choose company
Foreign currencies
exchange rate
System initialization
Change Password
Authorizations & data
ownership
System definitions
Define user & sales
employees
License administration
Sales opportunities
setting
CRM service settings
Edit Chart of Accounts
GL Account
determination
GL Account opening
balance
Approval procedures
(stages, templates)
Approval procedures
Reports
Document settings
(numbering,
print preferences)
BP settings
Payment term settings
Financial settings
Banking settings
Inventory settings
Data Import & Export
Utilities
Restore
Add-on administration
Add-on manager
Alerts management
Messages/Alert
Overview

Full
Full

Limited
CRM

Limited Limited
Logistics Financial

Full

Full

Full
Full
Full

Full
Full

Full

Full

Full

Full
Full
Full
Full

Full

Full
Full
Full

Full
Full

Full
Full
Full

Full

Full

Full

Full

Full

Full
Full

Full

Full

Full

Full

Full

Full
Full
Full
Full
Full
Full
Full
Full
Full
Full
Full
Full
Full

4-17

Full

Professional
Financials

Limited
CRM

chart of accounts
Full
Creating journal
Full
entries
Journal vouchers
Full
Creating posting
templates and
Full
recurring postings
Creating reverse
Full
transactions
exchange rate
Full
differences in JE
Conversion differences Full
Editing financial report
Full
templates
Budget
Full
Cost Accounting
Full
Reposting control
Full
account of BP (APA)
Financial reports
Full
Balance Sheet Report Full
Trial Balance Report Full
Profit and Loss Report Full
Document Journal
Full
Report

Sales
Sales opportunities
Opportunities Sales opportunities
reports

Full
Full
Full
Full
Full
Full
Full
Full

Full
Full
Full
Full
Full
Full

Professional

Limited
CRM

Full

Full

Full

Full

4-18

Limited Limited
Logistics Financial

Limited Limited
Logistics Financial

Professional
Sales A/R

Sales Quotations
Full
Sales Order
Full
Delivery
Full
SO to PO (Back to
Full
Back PO confirm)
Returns
Full
Down Payment
Full
Request
Down Payment Invoice Full
Down Payment on
Full
Order (US)
Invoice
Full
Invoice Payment
Full
Credit Memo
Full
Reserve Invoice
Full
Correction invoice/
Full
reversal
Dunning wizard
Full
Document generation
Full
wizard
A/R monthly invoice
Full
(APA)
Exempt/Export/Debit
Full
memo (LA)
Excise invoice (APA) Full
Sales Reports
Full
Alternative items
Full
selection
Change layout for
Full
document
Open itmes list
Full
Document Printing
Full

4-19

Limited
CRM

Limited Limited
Logistics Financial

Full
Full
Full

View
Full
Full

Full

Full

Full

Full

View

View

Full
View

Full

View

Full

Full

View

View
View
View
View

Full
Full
Full
Full

View
View
View
View

View

Full

View
Full

Full
Full

View

Full

View

Full
Full

View

Full
Full

Full

Full

Full

Full
Full

Full
Full

Full

Professional
Purchase - A/P Purchase order
Full
Good Receipt PO
Full
Reserve Invoice
Full
Down payment requestFull
Down payment invoice Full
AP Invoice
Full
Good returns
Full
Credit memo
Full
PO correction invoice/
Full
Reversal
AP Monthly invoice
Full
(APA)
Excise invoice (APA) Full
Debit memo (LA)
Full
Purchase report
Full
Open items list
Full
Landed costs
Full

Business
Partner

Entering business
partners data
Activities
Reconciling 2
Business partners
reports 2
Calender

Limited
CRM

Limited Limited
Logistics Financial

Full

Full
Full
Full

View

Full
View
View

Full

View
View
View
Full
Full
Full
View
Full
View
Full
Full
Full

Full
Full
Full

Full
Full

Professional

Limited
CRM

Limited Limited
Logistics Financial

Full

Full

Full

Full

Full
Full

Full

Full

Full
Full

Full

Full 1

Full 1

Full 1

Full

Full

Full

Full

4-20

Full

Professional
Banking

Inventory

Limited Limited
Logistics Financial

incoming and outgoing


Full
payments
Depositing checks and
Full
credit card vouchers
Reconciling bank
Full
statements
Processing bank
Full
statements (BSP)
Internal reconciliation Full
Credit Cards
Full
management
Checks management Full
Managing Bills of
Full
Exchange
Automatic creation of
Full
payments (Wizard)

Entering item data


Creating serial
numbers and batches
Creating and updating
price lists
all Inventory
transactions
Stock counting
Cycle count
Pick and Pack
Good issues
Good Receipts
Stock transfer
Inventory re-valuation
Inventory reports

Defining BOM
Production Orders
Receipt from
production
Issue from production
Updating parent item
prices
Production reports

Full
Full
Full
Full
Full
Full
Full
Full
Full

Professional

Limited
CRM

Limited Limited
Logistics Financial

Full

Full

Full

Full
Full

View

Full
View 5

View

View

Full

Full

View

Full
Full
Full
Full
Full
Full
Full
Full

View
View

Full

Full
Full
Full
Full
Full
Full

Full

Full

Limited
CRM

Limited Limited
Logistics Financial

Professional
Production

Limited
CRM

View
View
View
View
View 3

Full
Full

Full
Full

View

Full

Full

View

Full

Full

View

Full
Full

4-21

Full

Full

Limited
CRM

Limited Limited
Logistics Financial

Professional

Limited
CRM

Limited Limited
Logistics Financial

Full
Full

Full
Full

Full

Full

Full
Full

Full
Full

Professional

Limited
CRM

Limited Limited
Logistics Financial

Limited
CRM

Limited Limited
Logistics Financial

Full

Full

Full

Full

Full

Full

Professional
MRP

CRM Service

HR

Defining production
forecasts
Generating
recommendations
Recommendation
report

Service calls
Tracking equipment
Creating service
contracts
Knowledge base
Service reports

Employees data
HR reports

Full
Full
Full

Full
Full
Professional

Reports

Generating queries by
Full
user demands
XLR
Full

4-22

General

Advanced (formatted)
search
Creating and
maintaining Userdefined field
definitions 4
Creating and
maintaining Userdefined table
definitions 4
User Menu
User shortcuts
Form Settings
Message Alerts
Drag & Relate

Professional

Limited
CRM

Limited Limited
Logistics Financial

Full

Full

Full

Full

Full
Full
Full
Full
Full

Full
Full
Full
Full
Full

Full
Full
Full
Full
Full

Full

Full
Full
Full
Full
Full
Full

4-23

Project Realization:

Exercises

Unit: Project Realization


Topic: User Accounts and Authorizations
At the conclusion of this exercise, you will be able to:
Set the password policy
Define departments
Define user accounts
Set the password for a new user
Define general authorizations
Set up document numbering series for users
Test general authorizations by logging in as different users
Define users and departments for Light & Music Ltd. using
information from the Business Blueprint.
Define various authorizations for users at Light & Music Ltd.

1-1

Set the Password Policy


For additional security, Light & Music have requested that user passwords need to be
changed every 60 days. Set the password policy in SAP Business One to implement
this.

1-2

Define Departments and User Accounts


1-2-1

Define new departments for: Accounting, Warehouse, Sales, Purchasing,


Production, and Service.

1-2-2

Define the users. Refer to the Business Blueprint section 13 for details.
User

Note

Michael Smith

Use the General department. Michael Smith is the only


superuser.

Claire Thomas
Richard Long

Select the department defined in the Business Blueprint


Select the department defined in the Business Blueprint

Sarah Miller

Select the department defined in the Business Blueprint

Maggie Martins

Select the department defined in the Business Blueprint

David Burns

Select the department defined in the Business Blueprint

Edward Petty

Select the department defined in the Business Blueprint

4-24

1-3

Set the Password for a New User


Change to the user Sarah Miller. At the prompt, enter and confirm a new password.
Leave the old password blank.
Choose Administration

System Initialization

Company Details.

What happens when you access this function? Why does this happen?
________________________________________________________
Choose Sales A/R.
Open a Sales Order.
What happens when you open the sales order? Why does this happen?
________________________________________________________
1-4

Switch back to the superuser


Change back to the user manager.

1-5

Define General Authorizations


1-5-1

Define General Authorizations for Sarah (Sales Manager)


Subject

Authorization

General

Full Authorization

General > Print Layout Designer

No Authorization

General > Query Print Layout

No Authorization

General > Document Settings

No Authorization

General > Access to Confidential


Accounts

No Authorization

General > Period Status: Closing No Authorization


Period
Administration >System
Full Authorization
Initialization > Numbering Series
Sales Opportunities

Full Authorization

Sales A/R

Full Authorization

Business Partners

Full Authorization

Business Partners > Internal


Reconciliations

No Authorization

Inventory

Full Authorization

Reports

Full Authorization

Note: the authorization for


Business Partners changes to
Various Authorizations

Enter 20% as the maximum discount for sales.

4-25

1-5-2 Define General Authorizations for Maggie (Sales employee)


Maggie has the same general authorizations as Sarah. However, Maggie
should not have access to the Sales Opportunities module.
Tip: Copy Sarahs general authorizations to Maggie, then make the
adjustments.
Enter 10% as the maximum discount for sales.
Set the correct authorization to document numbering series for Maggie:
Subject

Authorization

Administration > System Initialization


> Numbering Series >

No Authorization

Administration > System Initialization


> Numbering Series >Series Group
No. 2

Full Authorization

Sales Opportunities

No Authorization

Note: The authorization will


change to Various
Authorizations after you set the
authorization to the series group

1-5-3 Define General Authorizations for David (Sales employee)


David has the same general authorizations as Maggie.
Set the correct authorization to document numbering series for David:
Subject

Authorization

Administration > System Initialization


> Numbering Series >Series Group
No. 2

No Authorization

Administration > System Initialization


> Numbering Series >Series Group
No. 3

Full Authorization

4-26

1-5-4 Define General Authorizations for Claire (Chief Accountant)


Claire will be assigned a Professional license type (like Michael), but there
are some areas that should be restricted.
Copy the general authorizations from Michael to Claire.
Change the authorizations for Claire:

1-6

Subject

Authorization

General > Print Layout Designer

No Authorization

General > Document Settings

No Authorization

Administration > Data Import/Export

No Authorization

Administration > Approval


Procedures

No Authorization

Production

Read-Only

MRP

Read-Only

Service

Read-Only

Human Resources

No Authorization

Set up Document Numbering and Series


The three sales employees, Sarah, Maggie, and David, each need a different
numbering series for sales documents. You will implement this by creating 3
document numbering series. The default series will be used by Sarah, the second
series by Maggie and the third series by David.
Set the numbering series for Sales Orders:
Set the default series numbering from 100 to 9999.
Set the next series numbering from 10000 to 19999. Assign this series to
Group 2. Note: Authorization to Group 2 was assigned to Maggie in step 1-12
Set the third series numbering from 20000 to 29999. Assign this series to
Group 3. Note: Authorization to Group 3 was assigned to David in step 1-1-3
Note: you can set the ranges for other marketing documents if time allows,
but this is not required for the exercises in this course.

1-7

Test General Authorizations and Document Numbers


Note: to test general authorizations you will need to login as Sarah, Maggie, and
Claire. You will need to assign a license to the user before you login.
If you only have one Professional license, you will need to switch that license to
each user before you logon as that user.

4-27

1-7-1 Assign a License to Sarah


Select the user Sarah and check the selection box to assign the license
type.
Note: Assign a Limited Logistics license to Sarah if you have one on
your system. This will allow you to see what functions are allowed by this
license type. If you only have one Professional license, you will need to
switch that license to each user before you logon as that user.
1-7-2

Test authorizations for Sarah


Open up a new copy of SAP Business One and login as Sarah.
If you are prompted to set a new password, leave the old password blank
and enter a new password for Sarah. Write the password here
__________.
Try to access Business Partners Internal Reconciliations. You should
get an authorization error.
Open a sales order.
Write down the number of the sales order __________.

1-7-3 Assign a License to Maggie


Using the manager session, select the user Maggie and check the selection
box to assign the license type. If possible, assign a Limited Logistics
license.
1-7-4

Login as Maggie (Sales)


Switch to the SAP Business One session logged in as Sarah.
Choose Administration

Choose Company.

Choose Change User.


Enter the login credentials for Maggie.
1-7-5

Test authorizations for Maggie


Login as Maggie and access the Sales Opportunities module.
Choose Sales Opportunities.
The Sales Opportunity document will not appear in the menu.
Open a sales order.
Write down the number of the sales order __________.

1-7-6 Assign a License to Claire


Using the manager session, select the user Claire and check the selection
box to assign the license type. Assign a Professional license.

4-28

1-7-7

Test authorizations for Claire


Switch to the SAP Business One session logged in as Maggie.
Change user and login as Claire.
Try to access Employee Master Data under the Human Resources
module.

1-7-8

Switch back to the super user


Switch back to the manager session.
If you transferred your Professional license to one of the other user
accounts, remember to assign it back to the manager account.

4-29

Solutions
Unit: Project Realization
Topic: User Accounts and Authorizations

1-1

Set the Password Policy


Choose Administration
Administration.

Setup

General

Security

Password

Enter the following fields for Light & Music Ltd.:


Field

Values

Security Level

Select Custom.

Expiry After

60 days

Minimum Length

Minimum Number of Uppercase


Characters

Password Example

Choose Generate

Leave all other settings 0

Choose Update.
1-2

Define Deaprtments and User Accounts for Light & Music Ltd.
1-2-1

Define Departments
Choose Administration

Setup

General

Users.

In the Department field, choose Define New from the dropdown list.
Enter the following departments for Light & Music Ltd.:
Field

Values

Then Choose

Department

Accounting

Update

Department

Warehouse

Update

Department

Sales

Update

Department

Purchasing

Update

Department

Production

Update

Department

Service

Update

Choose OK.

4-30

1-2-2

Define User Accounts


Choose Administration

Setup

General

Users

Enter the following users for Light & Music Ltd. from the Business Blueprint
section 13:
Field Name or Data Class

Values

User Code

michael

User Name

Michael Smith

Superuser
Department

General

Password

Choose the browse button to the right.


Enter m123 as the password and confirm the
password.

Choose Add.
Field Name or Data Class

Values

User Code

claire

User Name

Claire Thomas

Department

Accounting

Do not enter a password for this user.


Choose Add.
Field Name or Data Class

Values

User Code

richard

User Name

Richard Long

Department

Production

Choose Add.
Field Name or Data Class

Values

User Code

sarah

User Name

Sarah Miller

Department

Sales

Choose Add.
Field Name or Data Class

Values

User Code

maggie

User Name

Maggie Martins

Department

Sales

Choose Add.

4-31

Field Name or Data Class

Values

User Code

david

User Name

David Burns

Department

Sales

Choose Add.
Field Name or Data Class

Values

User Code

edward

User Name

Edward Petty

Department

Purchasing

Choose Add.
1-3

Set the Password for a New User.


Choose Administration

Choose Company

Choose Change User.


Enter the user sarah in the User Code Field
Choose OK
Enter a new password for the user:
Change Password

Values

Old Password

Leave blank

New Password

Enter a 4 digit password


____________________
Note: you will use this password later.

Confirm

Enter the password again

Choose Update.
Open the Administration menu. If you try to open one of the sub-menus you will get
an error. The user does not have a license or authorization to the functions.
Choose Sales A/R.
Open a Sales Order.
You will see an error message. This is because the user does not have authorization to
the document numbering series.

4-32

1-4

Switch back to the superuser.


Choose Administration

Choose Company

Choose Change User.


Enter the user manager in the User Code Field
Enter the password.
Choose OK
1-5

Define General Authorizations for Light & Music Ltd.


Note: General authorizations require careful planning with the client.
Choose Administration
Authorizations.

System Initialization

Authorizations

General

Note: Michael Smith is set as a superuser so will receive Full Authorization to all
functionality.
1-5-1

Define General Authorizations for Sarah (Sales Manager).


Choose Sarah from the list on the left.
Enter the following values for Light & Music Ltd.:
Subject

Authorization

General

Full Authorization

General > Print Layout Designer

No Authorization

General > Query Print Layout

No Authorization

General > Document Settings

No Authorization

General > Access to Confidential


Accounts

No Authorization

General > Period Status: Closing


Period

No Authorization

Administration >System
Initialization > Numbering Series

Full Authorization

Sales Opportunities

Full Authorization

Sales A/R

Full Authorization

Business Partners

Full Authorization

Business Partners > Internal


Reconciliations

No Authorization

Inventory

Full Authorization

Reports

Full Authorization

Note: the authorization for Business


Partners changes to Various
Authorizations

Enter 20% as the maximum discount for sales.

4-33

Choose Update.
1-5-2

Define General Authorizations for Maggie (Sales)


Hold your mouse over Sarahs name until a rectangle appears around the
name.
Move the rectangle to Maggies name in the list.
Release your mouse over Maggies name.
Choose Copy in the System Message window.
Maggie now has the same general authorizations as Sarah. However, Maggie
should not have access to all of the functions.
Enter the following values for Light & Music Ltd.:
Subject

Authorization

Administration > System


Initialization > Numbering Series >

No Authorization

Administration > System


Initialization > Numbering Series
>Series Group No. 2

Full Authorization

Sales Opportunities

No Authorization

Note: The authorization will change to


Various Authorizations after you set
the authorization to the series group

Enter 10% as the maximum discount for sales.


Choose Update.
1-5-3

Define General Authorizations for David (Sales)


Hold your mouse over Maggies name until a rectangle appears around the
name.
Move the rectangle to Davids name in the list.
Release your mouse over Davids name.
Choose Copy in the System Message window.
David now has the same general authorizations as Maggie.
Make the following adjustments to Davids general authorizations:
Subject

Authorization

Administration > System


Initialization > Numbering Series
>Series Group No. 2

No Authorization

Administration > System


Initialization > Numbering Series
>Series Group No. 3

Full Authorization

Choose Update.

4-34

David now has the same authorizations as Maggie, with the exception of the
document numbering series.
1-5-4

Define General Authorizations for Claire (Chief Accountant).


Claire will be assigned a Professional license type, but there are some areas
that should be restricted using general Authorizations.
Hold your mouse over Michaels name until a rectangle appears around the
name.
Move the rectangle to Claires name.
Release your mouse over Claires name.
Choose Copy in the System Message window.
Claire now has the same general authorizations as Michael.
Change the authorizations for Claire:
Subject
General > Print Layout Designer

Authorization

General > Document Settings

No Authorization

Administration > Data


Import/Export

No Authorization

Administration > Approval


Procedures

No Authorization

Production

Read-Only

MRP

Read-Only

Service

Read-Only

Human Resources

No Authorization

No Authorization

Claire now has the same authorizations as Michael, with the above exceptions.
Choose Update.
1-6

Set up Document Numbering and Series


The three sales employees, Sarah, Maggie, and David, each need a different numbering
series for sales documents. You will implement this by creating 3 document numbering
series. The default series will be used by Sarah, series 2 by Maggie, and series 3 by
David.
Choose Administration

System Initialization

Document Numbering.

Enter the following information for Light & Music Ltd.:


Document Numbering - Setup
Sales Orders (default series)

Values
Select the First No. field and change the
value to 100.
Select the Last No. field and change the value
to 9999.

4-35

Double-click the row for Sales Orders. The Series Setup window opens.
Right-mouse click on the Primary series row, and choose Add Row.
Enter the following information for Light & Music Ltd.
Series - Setup

Values

Name

Series2
Note: the Name cannot exceed 8 characters.

First No.

10000
Note: the new series must follow the first
series numbering, with no gaps

Last No.

19999

Group

Choose 2 from the list.


Note: you grant access to the group using
general authorizations.

Select the row for the series then choose Set as Default.
Choose Set as default for certain users.
Select the user Maggie from the list.
Choose OK.
Choose Update.
Choose Add Row.
Enter the following information for Light & Music Ltd.:
Series - Setup

Values

Name

Series3

First No.

20000

Last No.

29999

Group

Choose 3 from the list.

Select the row for the series then choose Set as Default.
Choose Set as default for certain users.
Select the user David from the list.
Choose OK.
Choose Update.
Choose OK to update the Document Numbering.

4-36

1-7

Test General Authorizations and Document Numbers


Note: You will need to login as users Sarah, Maggie, and Claire. Therefore you need to
first assign a license to each user before you login.
1-7-1

Assign a License to Sarah


Choose Administration

License

License Administration.

Select the user Sarah and check the selection box to assign the license type.
Note: Assign a Limited Logistics license to Sarah if you have one on your
system. This will allow you to see what functions are allowed by this license
type. If you only have one Professional license, you will need to switch that
license to each user before you logon as that user.
1-7-2

Test the authorizations for Sarah (Sales manager)


Open up a new copy of SAP Business One and login as Sarah. Do not close
the existing SAP Business One window.
If you are prompted to set a new password, leave the old password blank and
enter a new password for Sarah. Write the password here __________.
Choose Business Partners Internal Reconciliations. You should get an
authorization error.
Choose Sales A/R.
Open a sales order.
The sales order number should be 100.

1-7-3

Assign a License to Maggie


Switch to the SAP Business One session logged in as manager.
Choose Administration

License

License Administration.

Select the user Maggie and check the selection box to assign the license type.
If possible, assign a Limited Logistics license.
1-7-4

Login as Maggie (Sales)


Switch to the SAP Business One session logged in as Sarah.
Choose Administration

Choose Company.

Choose Change User.


Enter the login credentials for Maggie.
1-7-5

Test the authorizations for Maggie (Sales)


Choose Sales Opportunities.
The Sales Opportunity document will not appear in the menu.
Choose Sales A/R.
Open a sales order.
The sales order number should be 10000.

4-37

1-7-6 Assign a License to Claire


Switch to the SAP Business One session logged in as manager.
Choose Administration

License

License Administration.

Select the user Claire and check the selection box to assign the license type.
Assign a Professional license.
1-7-7

Test the authorizations for Claire (Accountant)


Switch to the SAP Business One session logged in as Maggie.
Change user and login as Claire.
Choose Human Resources.
The Employee Master Data will not appear in the menu.

1-7-8

Switch back to the super user


Switch to the manager session.
Note: if you assigned the Professional license to another user, remember to
assign it back to the user manager.

4-38

PrProject Realization:

Exercises

Unit: Project Realization


Topic: Data Transfer Workbench
At the conclusion of this exercise, you will be able to:
Create business partner groups
Prepare and import business partner master data using the Data
Transfer Workbench
Prepare and import item master data using a customized
import template
Import item prices
Import a new price list using the Import from Excel utility

Import the business partner and item master data for Light &
Music Ltd. using information from the Business Blueprint.

Note:
Because of the complexity of these exercises, please refer to the exercise
solutions.

4-39

Project Realization:

Solutions

Unit: Project Realization


Topic: Data Transfer Workbench

Important: These exercises are developed for the version of Data Transfer Workbench
supplied with SAP Business One release 8.8 patch 11and higher.
1-1 Create business partner groups
Note: before you import business partners, you should set up business partner groups.
You can import the groups using the Data Transfer Workbench or you can create them
manually in the system. In this exercise, you create the groups manually.
In SAP Business One, choose Administration
Customer Groups.

Setup

Business Partners

In the Customer Groups Setup window, enter the following values from the
Business Blueprint section 15:
Field

Value

Then Choose

Group Name

Hotels

Update

Exhibitions

Update

Companies

Update

Architects

Update

In SAP Business One, choose Administration


Vendor Groups

Setup

Business Partners

In the Vendor Groups Setup window, enter the following values Business Blueprint
section 16:
Field

Value

Then Choose

Group Name

Contractors

Update

Ind. Vendors

Update

4-40

1-2

Run query to find internal codes for business partner groups


When you create business partner groups, the system allocates an internal code to each
group. In the DTW template for the business partner master data, you need to include
these codes instead of the group names.
Choose Tools

Queries

Query Generator.

Choose Execute.
Choose the pencil icon to allow editing of a query.
Enter a query to display all fields from the OCRG table:
SELECT * FROM OCRG T0
Choose Execute.
Write down the codes for each group:
Hotels
Exhibitions
Companies
Architects
Contractors
Ind. Vendors

4-41

1-3

Prepare business partner master data for import


Choose Start

All Programs

SAP Business One

Data Migration

Templates

Open the Templates folder then open the Business Partners folder.
Open the Business Partner Master Data folder.
Tip: To find information on a field in a template, refer to the SAP Business One DI
API online help. You can access this from the Help menu in Data Transfer
Workbench.
1-3-1

Create a data import file for business partner header data


Open OCRD - BusinessPartners.xlt.
Enter the following values for Light & Music Ltd. Note: Check with your
instructor for any additional required fields for your localization.
DI-API name

Table field name

Value

CardCode

CardCode

C0010

CardName

CardName

Hilton Hotels Worldwide

CardType

CardType

cCustomer

GroupCode

GroupCode

Enter the internal code for the group


Hotels (e.g., 102)

Address

Address

Leave blank. You will enter business


partner address information in the
CRD1 - BPAddressess.xlt template.

Phone1

Phone1

020 345 6789

CreditLimit

CreditLine

50000

VatLiable

VatStatus

vLiable

FederalTaxID

LicTradNum

GB1111222233333

Currency

Currency

GBP
Note: if you leave blank this will
default to the Local Currency in the
Company Details

City

City

Country

Country

DefaultAccount

DflAccount

DefaultBranch

DflBranch

DefaultBankCode

BankCode

VatGroup

ECVatGroup

4-42

Leave blank. You will enter business


partner address information in the
CRD1 - BPAddressess.xlt template.
Leave blank. You will enter business
partner bank information in the
OCRB - BPBankAccounts.xlt
template
Use a suitable output tax code, such
as O1.

DI-API name

Table field name

Value

Frozen

frozenFor

tNO
Note: Frozen is No by default when
creating a new business partner.

PartialDelivery

PartDelivr

tYES
Note: Partial Delivery is Yes by
default when creating a new
business partner.

BlockDunning

BlockDunn

tNO
Note: Block Dunning is No by
default when creating a new
business partner.

BankCountry

BankCountr

Leave blank. You will enter business


partner bank information in the
OCRB - BPBankAccounts.xlt template

HouseBank

HouseBank

National Bank

HouseBankCountry HousBnkCry

GB

HouseBankAccount HousBnkAct

12345678

PaymentBlock

PaymBlock

tNO

HouseBankBranch

HousBnkBrn

112233

DeferredTax

DeferrTax

tNO
Note: Deferred Tax is No by default
when creating a new business
partner.

WebSite

IntrntSite

www.hhotels.com

DI-API name

Table field
name

Value

CardCode

CardCode

C0020

CardName

CardName

Showmasters

CardType

CardType

cCustomer

GroupCode

GroupCode

Enter the internal code for the


group Exhibitions (e.g., 103)

Phone1

Phone1

020 300 4000

CreditLimit

CreditLine

25000

VatLiable

VatStatus

vLiable

4-43

DI-API name

Table field
name

Value

FederalTaxID

LicTradNum

GB2222333344444

VatGroup

ECVatGroup

Use a suitable output tax code, such


as O1.

HouseBank

HouseBank

National Bank

HouseBankCountry HousBnkCry

GB

HouseBankAccount HousBnkAct

12345678

PaymentBlock

PaymBlock

tNO

HouseBankBranch

HousBnkBrn

112233

WebSite

IntrntSite

www.showmasters.co.uk

DI-API name

Table field name Value

CardCode

CardCode

S0010

CardName

CardName

Sound Systems

CardType

CardType

cSupplier

GroupCode

GroupCode

Enter the internal code for the


group Contractors (e.g., 106)

Phone1
CreditLimit

Phone1
CreditLine

021 888 9999


15000

VatLiable

VatStatus

vLiable

FederalTaxID

LicTradNum

GB3333444455555

VatGroup

ECVatGroup

Use a suitable input tax code, such


as I1.

HouseBank

HouseBank

National Bank

HouseBankCountry HousBnkCry

GB

HouseBankAccount HousBnkAct

12345678

PaymentBlock

PaymBlock

tNO

HouseBankBranch

HousBnkBrn

112233

WebSite

IntrntSite

www.ssystems.co.uk

Di-API name

Table field name Value

CardCode

CardCode

S0020

CardName

CardName

Spotlights

4-44

Di-API name

Table field name Value

CardType

CardType

cSupplier

GroupCode

GroupCode

Enter the internal code for the


group Ind. Vendors (e.g., 107)

Phone1

Phone1

081 111 2222

CreditLimit

CreditLine

15000

VatLiable

VatStatus

vLiable

FederalTaxID

LicTradNum

GB4444555566666

VatGroup

ECVatGroup

Use a suitable input tax code, such


as I1.

HouseBank

HouseBank

National Bank

HouseBankCountry HousBnkCry

GB

HouseBankAccount HousBnkAct

12345678

PaymentBlock

PaymBlock

tNO

HouseBankBranch

HousBnkBrn

112233

WebSite

IntrntSite

www.spotlights.co.uk

Save the file as a comma separated file called OCRD BusinessPartners_LM.csv.


Note: choose the comma delimited file type in the dropdown list.

4-45

1-3-2

Create an import file for business partner addresses


From the templates folder, open CRD1 - BPAddressess.xlt.
Enter the following values for the four parent records created in step 1-3-1:
DI-API name

Table field name

Value

ParentKey

CardCode

C0010

AddressName

Address

Bill to

Street

Street

46 Windsor St

ZipCode

ZipCode

W1 200

City

City

London

County

County

AddressType

AdresType

bo_BillTo

DI-API name

Table field name

Value

ParentKey

CardCode

C0020

AddressName

Address

Bill to

Street

Street

123 Commercial St

ZipCode

ZipCode

ES1 2AB

City

City

Southend

County

County

Essex

AddressType

AdresType

bo_BillTo

DI-API name

Table field name

Value

ParentKey

CardCode

C0020

AddressName

Address

Delivery

Street

Street

8 Convention Place

ZipCode

ZipCode

ES1 2AB

City

City

Southend

County

County

Essex

AddressType

AdresType

bo_ShipTo

Note: ParentKey is
the link to the parent
template

4-46

DI-API name

Table field name

Value

ParentKey

CardCode

S0010

AddressName

Address

Pay to

Street

Street

15 Bridge St

ZipCode

ZipCode

B10 2BB

City

City

Birmingham

County

County

AddressType

AdresType

bo_BillTo

DI-API name

Table field name

Value

ParentKey

CardCode

S0020

AddressName

Address

Pay to

Street

Street

6 Upmarket St

ZipCode

ZipCode

LI 56P

City

City

Liverpool

County

County

AddressType

AdresType

bo_BillTo

Check your data, then save the file as CRD1 - BPAddressess_LM.csv.

4-47

1-3-3 Create a comma separated file for business partner contact employees
Open OCPR - ContactEmployees.xlt.
Enter the following values for the four parent records:
DI-API name

Table field name

Value

ParentKey

CardCode

C0010

CardCode

CardCode

1
Note: when updating existing
contact information, enter the real
CardCode here. For a new import,
enter a sequence number for the
child record.

Name

Name

James Smith

Position

Position

Purchasing Manager

Phone1

Tel1

012 345 6791

E_Mail

E_MailL

JS@hhotels.com

Title

Title

Mr

DI-API name

Table field name

Value

ParentKey

CardCode

C0010

CardCode

CardCode

Name

Name

Mary Burton

Position

Position

Events Planner

Phone1

Tel1

012 345 6792

E_Mail

E_MailL

MB@hhotels.com

Title

Title

Ms

DI-API name

Table field name

Value

ParentKey

CardCode

C0020

CardCode

CardCode

Name

Name

Terry Adams

Position

Position

Purchasing Manager

Phone1

Tel1

020 300 4100

E_Mail

E_MailL

terry@showmasters.co.uk

Title

Title

4-48

DI-API name

Table field name

Value

ParentKey

CardCode

S0010

CardCode

CardCode

Name

Name

Vic Price

Position

Position

Sales Manager

Phone1

Tel1

0207 600400

E_Mail

E_MailL

vic@ssystems.co.uk

Title

Title

Mr

DI-API name

Table field name

Value

ParentKey

CardCode

S0010

CardCode

CardCode

Name

Name

Dave Chen

Position

Position

Owner

Phone1

Tel1

0207 600100

E_Mail

E_MailL

dave@ssystems.co.uk

Title

Title

DI-API name

Table field name

Value

ParentKey

CardCode

S0020

CardCode

CardCode

Name

Name

Sam Jones

Position

Position

Account Manager

Phone1

Tel1

081 111 2000

E_Mail

E_MailL

sam@spotlights.co.uk

Title

Title

Save the file as OCPR - ContactEmployeess_LM.csv.

4-49

1-3-4

Create a comma separated file for business partner bank accounts


Note: in the data import file you need to include a bank code. This field is in
the Business Partner Banks table. To avoid adding a row in this table for every
business partner, you can create a dummy entry in the Banks table and use the
same bank code for each business partner bank.
In SAP Business One, choose Administration
Banks.

Setup

Banking

Add a new bank.


Banks - Setup

Values

Country Code

Select from the dropdown list

Bank Code

BP

Bank Name

Business Partner

Choose Update.
From the DTW templates folder, open OCRB - BPBankAccounts.xlt.
Note: the business partner bank details are required because Bank Transfer is
set as the Payment Method.
Enter the following values for the four parent records:
DI-API name

Table field name

Value

ParentKey

CardCode

C0010

BPCode

CardCode

1
Note: when updating existing bank
information, enter the real
CardCode here. For a new import,
enter a sequence number for the
child record.

Branch

Branch

121212

BankCode

BankCode

BP

AccountNo

Account

12220000

DI-API name

Table field name

Value

ParentKey

CardCode

C0020

BPCode

CardCode

Branch

Branch

232323

BankCode

BankCode

BP

AccountNo

Account

13330000

4-50

DI-API name

Table field name

Value

ParentKey

CardCode

S0010

BPCode

CardCode

Branch

Branch

343434

BankCode

BankCode

BP

AccountNo

Account

14440000

DI-API name

Table field name

Value

ParentKey

CardCode

S0020

BPCode

RecordKey

Branch

Branch

454545

BankCode

BankCode

BP

AccountNo

Account

15550000

Save the file as OCRP - BPBankAccounts_LM.csv.

1-4

Import the files


1-4-1 Login to the Data Transfer Workbench
Choose Start
All Programs
Data Transfer Workbench.

SAP Business One

Data Migration

Enter or verify the login data.


Field

Value

User Code

manager

Password

Enter the password for the user manager

Current Server

SQL Server 2005 or 2008


Server name

You should now see one or more SAP Business One company databases.
If you do not see any databases, choose Refresh.
Contact your instructor if no databases appear in the login window.
Choose the Light & Music company from the list.
Choose OK.
Note: Nothing will display in the window after a successful login. However,
the Log On menu will change to Log Off.

4-51

1-4-2 Run the import in simulation mode


Choose Import.
In the relevant step of the Data Import Wizard:
Select Master Data.
Select Add New Data.
Expand the Business Partners object and select Business Partner Master
Data.
Link the four spreadsheet files you created in step 1-3 with the relevant
objects:
Object
BusinessPartners (header)
BPAddresses
ContactEmployees
BPBankAccounts
In step 6, choose Run Simulation to perform a test run.
1-4-3 Correct errors and re-run
If any error messages are shown, check the log file.
Tip: if you cannot resolve an error, try importing just the header file. If that is
successful in the simulation, add the other files one by one.
After you have corrected your files, choose the Back button to re-run the
import simulation.
If the simulation is successful, go to step 7 and choose Import.
When all the records have been successfully imported, open the business
partner master data to verify the imported records in SAP Business One.

4-52

1-5

Import Item master data


In this exercise, you will create a customized template with only the fields that are
required by Light & Music.
1-5-1

Identify Internal Numbers for Item Groups


In a previous exercise, you created three item groups:
Multi-screens ________
Accessories

________

Raw Materials ________


The system automatically numbers item groups starting from 100.
The SAP Business One table for item groups is OITB. Run a query on the
OITB table to find the internal number allocated to each item group. Write
down these numbers.
1-5-2

Create a Customized Template for items


Login to Data Transfer Workbench.
Choose Templates

Customize Template.

Choose Select Object.


Expand the Inventory object and select Item Master Data.
Choose OK.
Expand the Items node.
Remove all fields from the template except for the fields shown below. Note:
to remove fields, right-mouse click a field then choose Delete Field from the
context menu.
Note: You do not need to remove any of the fields after the ItemType field.
You can leave them in the customized template.
ItemCode
ItemName
ItemsGroupCode
VatLiable
PurchaseItem
SalesItem
InventoryItem
MinInventory
ManageSerialNumbers
Valid
AvgStdPrice
GLMethod

4-53

TaxType
ManageStockByWarehouse
ManageSerialNumbersOnReleaseOnly
CostAccountingMethod
SRIAndBatchManageMethod
PlanningSystem
ProcurementMethod
LeadTime
MinOrderQuantity
ItemType
Note: check with your instructor for any additional fields necessary for your
localization.
Right-mouse click on the Items node and choose Create Template for the
Structure.
Save the file as an Excel Template file type (.xlt).

4-54

1-5-3

Create a data import file for items using the new template
Open the template file you just saved.
Enter the following values for Light & Music Ltd:
DI-API name
ItemCode

Table field name


ItemCode

Value

ItemName

ItemName

ItemsGroupCode

ItmsGrpCod

LCD Screen 44 inch


Enter the number of the
Raw Materials item group
from the OITB table

VatLiable

VATLiable

tYES

PurchaseItem

PrchseItem

tYES
Note: Yes is the default
when adding a new item

SalesItem

SellItem

tNO
Note: Yes is the default
when adding a new item

InventoryItem

InvntItem

tNO

MinInventory

MinLevel

20

ManageSerialNumbers

ManSerNum

tNO

Valid

validFor

tYES

AvgStdPrice

AvgPrice

Leave blank

GLMethod

GLMethod
Note: the value
glm_ItemClass denotes
G/L account
determination at the item
group level

glm_ItemClass

ManageStockByWareho
use

ByWh

tNO

ManageSerialNumbers
OnReleaseOnly

ManOutOnly

tNO

CostAccountingMethod

EvalSystem

SRIAndBatchManageM
ethod

MngMethod

bis_MovingAverage
leave blank

PlanningSystem

PlanningSys

bop_None
Note: None is the default
when adding a new item

ProcurementMethod

PrcrmntMtd

bom_Buy
Note: Buy is the default
when adding a new item

4-55

I0044

LeadTime

LeadTime

MinOrdrQty

MinOrderQuantity

20

ItemType

ItemType
Note: the value itItems
denotes a physical item

itItems

DI-API name

Value

ItemCode

Table field name


ItemCode

ItemName

ItemName

Projection Set

ItemsGroupCode

ItmsGrpCod

Enter the number of the


Accessories item group
from the OITB table

VatLiable

VATLiable

tYES

PurchaseItem

PrchseItem

tYES

SalesItem

SellItem

tYES

InventoryItem

InvntItem

tYES

MinInventory

MinLevel

20

ManageSerialNumbers

ManSerNum

tNO

Valid

validFor

tYES

AvgStdPrice

AvgPrice

leave blank

GLMethod

GLMethod
Note: the value
glm_ItemClass denotes
G/L account
determination at the item
group level

glm_ItemClass

ManageStockByWareho
use

ByWh

tNO

ManageSerialNumbers
OnReleaseOnly

ManOutOnly

tNO

CostAccountingMethod

EvalSystem

bis_MovingAverage

SRIAndBatchManageM
ethod

MngMethod

leave blank

PlanningSystem

PlanningSys

bop_None

ProcurementMethod

PrcrmntMtd

bom_Buy

LeadTime

LeadTime

MinOrdrQty

MinOrderQuantity

ItemType

ItemType

itItems

4-56

I0050

DI-API name

Table field name

Value

ItemCode

ItemCode

MS3x3

ItemName

ItemName

Multi-screen 3x3

ItemsGroupCode

ItmsGrpCod

Enter the number of the


Multi-screens item group
from the OITB table

VatLiable

VATLiable

tYES

PurchaseItem

PrchseItem

tNO

SalesItem

SellItem

tYES

InventoryItem

InvntItem

tYES

MinInventory

MinLevel

ManageSerialNumbers

ManSerNum

tYES

Valid

validFor

tYES

AvgStdPrice

AvgPrice

10000
Note: use this column to
enter the item cost for the
multi-screens.

GLMethod

GLMethod

glm_ItemClass

ManageStockByWareho
use

ByWh

tNO

ManageSerialNumbersO
nReleaseOnly

ManOutOnly

tNO

CostAccountingMethod

EvalSystem

bis_Standard

SRIAndBatchManageMe
thod

MngMethod

bomm_OnEveryTransact
ion

PlanningSystem

PlanningSys

bop_MRP

ProcurementMethod

PrcrmntMtd

bom_Make

LeadTime

LeadTime

MinOrdrQty

MinOrderQuantity

leave blank

ItemType

ItemType

itItems

DI-API name

Table field name

Value

ItemCode

ItemCode

MS4x4

ItemName

ItemName

Multi-screen 4x4

ItemsGroupCode

ItmsGrpCod

Enter the number of the


Multi-screens item group
from the OITB table

4-57

VatLiable

VATLiable

tYES

PurchaseItem

PrchseItem

tNO

SalesItem

SellItem

tYES

InventoryItem

InvntItem

tYES

MinInventory

MinLevel

ManageSerialNumbers

ManSerNum

tYES

Valid

validFor

tYES

AvgStdPrice

AvgPrice

18000
Note: use this column to
enter the item cost for the
multi-screens.

GLMethod

GLMethod

glm_ItemClass

ManageStockByWareho
use

ByWh

tNO

ManageSerialNumbersO
nReleaseOnly

ManOutOnly

tNO

CostAccountingMethod

EvalSystem

bis_Standard

SRIAndBatchManageMe
thod

MngMethod

bomm_OnEveryTransact
ion

PlanningSystem

PlanningSys

bop_MRP

ProcurementMethod

PrcrmntMtd

bom_Make

LeadTime

LeadTime

MinOrdrQty

MinOrderQuantity

leave blank

ItemType

ItemType

itItems

Save the file as a .csv file.

4-58

1-5-4

Create a data import file for item prices


Open the Data Transfer Workbench template Inventory
ITM1 - Items_Prices.xlt.

Item Master Data

Note: the price list number is an integer:


0 for Price List 01
1 for Price List 02, etc.
Enter the following values for Light & Music Ltd to import Price List 01:
ParentKey

PriceList

Currency

Price

ItemCode

PriceList

Currency

Price

I0044

Enter the 3 digit currency from the


Currencies setup table(for example,
GBP)

500

I0050

Enter the 3 digit currency

800

MS3x3

Enter the 3 digit currency

14000

MS4x4

Enter the 3 digit currency

22000

Save the file as ITM1 - Items_Prices_LM.csv.


1-5-5

Import items
In the Data Transfer Workbench, choose Import.
Select Master Data.
Choose the business object Inventory > Item Master Data.
Link the .csv files you just created for items and prices to the Items object and
the Items_Prices object.
In step 5 (Map Object Fields), check the mapping to make sure that all fields
are mapped correctly.
After the import has run successfully:
In SAP Business One, verify the master data for the three items. The price
list 01 should show the prices from the item prices import file. Tip: The
ITM1 table contains the price and price list for all items.
Check that the Item Cost has been imported in the master data for the two
multi-screen products. The Item Cost is under the Inventory Data tab.
This field was mapped in the items import file.

4-59

1-6

Import a new price list (Price list 02)


Note: In this exercise you use the Import from Excel utility in SAP Business One.
You can also use Data Transfer Workbench to import a price list.
1-6-1

Create an Excel spreadsheet


Create an Excel file with the following price list data for price list 02. Note: to
see the table fields for a price list, run a query on the table ITM1.
Column A

Column B

Column C

Column D

MS3x3

15000

Enter the 3 digit currency,


for example, GBP

MS4x4

23000

Enter the 3 digit currency

I0044

550

Enter the 3 digit currency

I0050

880

Enter the 3 digit currency

Save your file as text type .txt.


Close the .txt file window. Important: the import will fail if the text file is
not closed.
1-6-2

Run the Import from Excel utility


In SAP Business One, open the Import from Excel utility.
Choose Administration

Data Import/Export

Choose Data Import


Choose Import from Excel
In the Data Type to Import dropdown list, choose Items.
Select the following fields:
Column

Field

Item No.

Price List Code


Note: When you select the Price List Code field the system
automatically selects Price According to Price List and Price
List Price Currency.

Price According to Price List


Note: this is equivalent to the Unit Price.

Price List Price Currency

Choose OK.
Select the .txt file.
Verify the prices in Price List 02 in the item master data.

4-60

Open the business partner master data for customer C0010 and assign this
price list (price list 02) in the Payment Terms.
1-7

Test the newly imported item and master data.


1-7-1

Create a Goods Receipt for items


Choose Inventory

Inventory Transactions

Goods Receipt

Create a goods receipt for:


9 items (I0044) with unit price 300
1 item (I0050) with unit price 600
1-7-2

Create a BOM for Multi-Screens


Choose Production

Bill of Materials.

Create a bill of materials for a multi-screen (MS3x3) using the items received
above:

1-7-3

Item

Quantity

I0044

I0050

Create a Production Order


Choose Production

Production Order.

Create a production order for a quantity of 1 MS3x3 item.


Release the production order (change the status).
1-7-4

Create a Receipt from Production


Choose Production

Receipt from Production

Choose the production order and enter the serial number.


1-7-5

Create a Delivery
Create a Delivery document for the MS3x3 item.

4-61

Basic SQL
Content
1. SELECT Statement
1.1. Main parts of a SELECT statement
1.2. Options for SELECT column_list
1.3. Options for FROM table_list
1.4. Options for WHERE search_condition
1.5. Options for GROUP BY group_expression
1.6

Options for ORDER BY order_expression

2. Helpful DATE Functions


2.1

SQL function to get todays date

2.2

SQL function to calculate the difference between two dates

2.3

SQL function to determine a date in the future based

3. Helpful STRING functions


3.1

Replace characters in a string

3.2

Concatenate strings

3.3

Cut a part out of a string

3.4

Convert a number into a string

5-1

1. SELECT Statement
1.1. Main parts of a SELECT statement
SELECT column_list
FROM table_list
WHERE search_condition
GROUP BY group_expression
ORDER BY order_expression [ASC | DESC]

1.2. Options for SELECT column_list


a) All columns:
SELECT *
SELECT T1.*, T2.*
b) Specific columns:
SELECT T1.column1, T1.column2, T2.column1
c) Only unique values:
SELECT DISTINCT column1
d) Using aliases for column names (headlines):
SELECT column1 AS CUSTOMER NUMBER, column2 AS
CUSTOMER NAME
e) Using functions:
Instead of selecting a column directly, you can also use a function and apply it
to the column, for example:
SELECT AVG(UnitPrice) AS Average Price)
SELECT SUBSTRING(MiddleName, 1, 1) AS Middle Initial

1.3. Options for FROM table_list


a) Specific tables:
FROM table1 T0, table2 T1
Business One always starts with T0 when numbering the tables.
b) With Join Operation:
FROM table1 T0 INNER JOIN table2 T1 ON T0.Code = T1.Code
Code is the reference between the two tables, such as CardCode, ItemCode.
If the data types of the reference are not compatible, one of them must be
converted.
For example: DocNum is a numeric and Ref1 a character field.
To join both, you must convert the numeric into a character, or vice versa:
CAST(T0.DocNum AS VARCHAR) = T1.Ref1

5-2

1.4. Options for WHERE search_condition


Restricts the rows returned from the SELECT.
a) AND operator: Both conditions must be true.
WHERE CardType = C and Country = Germany
b) OR operator: Either one of the conditions must be true.
WHERE Country = Italy OR Country = Germany
c) Using different operators:
Equal: =
Not Equal: <>, !=
Greater, Smaller than: >, <, >=, <=
Not Greater, Smaller than: !>, !<
d) LIKE: Compares if a string matches a certain pattern.
CustomerName LIKE Mai%
CustomerName LIKE %aier%
CustomerName NOT LIKE A%
CustomerName LIKE M[ae]ier
CustomerName LIKE M_ier
e) BETWEEN: Specifies a range.
WHERE Age BETWEEN 10 AND 20
WHERE Age NOT BETWEEN 10 AND 20
f)

NULL: Specifies a search for null values.


WHERE ContactName IS NULL
WHERE ContactName IS NOT NULL

5-3

1.5. Options for GROUP BY group_expression


Specifies the groups for output rows. Calculates an aggregate value for each
column from the SELECT.
SELECT country, city, SUM(revenue) FROMGROUP BY country, city
All columns from the select clause must have an aggregate function or be in the
GROUP BY statement. It is recommended that these be used together with an
ORDER BY for ordering the output of the columns.
Examples for aggregate functions:
AVG Returns the average of the values in the expression
SUM Returns the total of the values
MAX Returns the highest value in the expression
MIN Returns the lowest value in the expression
COUNT Returns the number of rows

1.6 Options for ORDER BY order_expression


Specifies the sorting of the results.
a) ASC: Sorting from Lowest to Highest Value.
ORDER BY LastName, FirstName
b) DESC: Sorting from Highest to Lowest Value.
ORDER BY LastName DESC, FirstName DESC

5-4

2. Helpful DATE Functions


2.1 SQL Function to get todays date
GETDATE()
Needed in conditions based on the system date.

2.2 SQL Function to calculate the difference between two dates


DATEDIFF(datepart, startdate, enddate)
Datepart specifies on which part of the date to calculate the difference (for
example year, month, or day).
Startdate is subtracted from enddate. If startdate is later than enddate, a negative
value is returned.

2.3 SQL Function to determine a date in the future based


DATEADD(datepart, number, date)
Datepart specifies on which part of the date a new value should be added (for
example year, month, or day).
Number specifies the value used to increment date.

3. Helpful STRING functions


3.1 Replace Characters in a String
REPLACE (exp1, exp2, exp3)
Exp1 is the string to be searched.
Exp2 is the pattern to search for.
Exp3 is the pattern to replace with.

3.2 Concatenate Strings


Just use +.
SELECT Order Number: + DocEntry
SELECT FirstName + + LastName

3.3 Cut a Part out of a String


SUBSTRING (exp, start, length)
Exp is the string to be searched.
Start is the character at which the substring begins.
Length is the length of the substring.
SUBSTRING(C00001, 1, 1) -> C

5-5

3.4 Convert a number into a String


Returns a character string:
STR (Numeric_Exp, length, decimal)
Numeric_Exp can be for example a float or integer expression.
Length is total length of the result including decimal point.
Decimal is the number of places on the right of the decimal point.
SELECT STR(OpenQty, 4, 0) + Pieces

5-6

Customization Tools:

Exercises

Unit: Customization Tools


Topic: Queries
At the conclusion of this exercise, you will be able to:
Run simple queries on SAP Business One tables

Queries are important because they are used for ad-hoc reporting, and for
customizations such as alerts, approval procedures, and user-defined
values.

Note: Use the demo database for this exercise.


You can use either the Query Generator or the Query Wizard to develop your queries.
1-1

Create a report for Direct Shipment Action


This report uses the OCRD Business Partners table.
Select the following fields from the table:
CardCode
CardName
CntctPrsn
Address
ZipCode
City (Bill-to city)
Tip: Double-click the column header Name to see the table fields listed alphabetically.
Create the following condition so that the system displays only customer master
records. In customer master records, the CardType field has the value C.
Sort the report in business partner order.
Run and save the query with the category Marketing.
Note: To access this report, choose Tools
Report Name.

5-7

Queries

User Queries

Marketing

1-2

Create a list of invoices that are open for a specific date range
Tip: Choose the X button to clear out the previous table selection.
This report uses the OINV invoice table. The variables [%0] and [%1] will open a
prompt where you can enter the date range when you run the query.
Select the fields DocNum, CardCode, CardName, DocTotal, DocDate from the
OINV table.
In the Where field, enter a condition to test the DocStatus field for the value O.
In the Where clause, use the variables [%0] and [%1] to enter a range selection for the
DocDate field.
Run the query and enter the Posting Date range in the Selection Criteria window.
To display the column total, choose CRTL and double-click the Document Total
column heading.
Save the query with the category Sales.

1-3

Create a list of open sales quotations


This query will use the following tables
Sales Quotation (OQUT)
Sales Quotation rows (QUT1)
Sales Employee table (OSLP)
Select the SlpCode, CardCode ,and CardName fields from the OQUT table.
Select the SlpName field from the OSLP table.
Select the ItemCode, Dscription and LineTotal fields from the QUT1 table.
Filter only open quotations where the DocStatus field in OQUT table has the value
O.
Sort the results by the SlpCode field.
Save the query in the Sales category with the name Open quotations.

5-8

1-4

Optional exercise: Create a list of open sales quotations using Crystal Reports
Repeat the previous query using Crystal Reports. This solution assumes you have
created a database connection in Crystal Reports using the SAP Business One data
source.
Note: for more information about data sources, reference the document Working with
the Crystal Reports Integration.
Open the B1 Tables node
Select the OQUT and QUT1 tables from 04 Sales
Select the OSLP table from 01 Administration

A/R Sales Quotation.


Setup

General.

Drag the required fields from the three tables to the report details.
Add suitable headings.
Sort the report by the SlpCode field.
Create a Formula for record selection and select the DocStatus field from the OQUT
table. The Formula should compare that the field is equal to O.

5-9

Customization Tools:

Solutions

Unit: Customization Tools


Topic: Queries

Note: Use the demo database for this exercise.


Note: the solutions are shown for the Query Generator only. Try using the Query Wizard
as well to see which tool you prefer.
1-1

Report for Direct Shipment Action


This report uses the OCRD Business Partners table.
Choose Tools Queries Query Generator.
Type OCRD in the top left field then press Tab.
Double-click to select the following table fields:
CardCode
CardName
CntctPrsn
Address
ZipCode
City (Bill-to city)
Tip: Double-click the column header Name to see the table fields listed alphabetically.
Create the following condition so that the system displays only customer master
records:
Click the Where area on the right.
Double-click to select the CardType field.
Type = C to complete the Where clause.
The Where clause should now read: T0.[CardType] = C
Choose Execute.
Save the query so you can run it again:
Choose Save.
Choose Manage Categories.
Enter Marketing in the Category Name field.
Choose Select All.
Choose Add.
Choose OK.
Choose Marketing.

5-10

Enter Direct Shipment - Customer in the Query Name field.


Choose Save.
Note: To access this report, choose Tools Queries
Marketing
Direct Shipment - Customer
1-2

User Queries

Invoice list
This report uses the OINV invoice table. The variables [%0] and [%1] will open a
prompt where you can enter the date range when you run the query.
Choose Tools

Queries

Query Generator.

Tip: Choose the X button to clear out the previous table selection.
Type OINV in the Table field and press Tab.
Select DocNum, CardCode, CardName, DocTotal, DocDate from the OINV table.
Click in the Where clause and create the conditions to filter the data:
Select DocDate then choose Conditions
Select the Greater or Equal condition and the variable [%0]
Select DocDate and select the Smaller or Equal condition
Select the variable [%1]
Add a filter for invoices that are open (that is, DocStatus = O)
The Where clause should read:
T0. [Docdate] >= [%0] and T0.[Docdate] <= [%1] and T0.[DocStatus] = O
Choose Execute.
Enter the Posting Date range in the Selection Criteria window and run the query.
The system displays the result.
To display the column total, choose CRTL and double-click the Document Total
column heading.
Save this query with the name Invoice List in a new Category called Sales.
1-3

List of Open Sales Quotations


This query will use the following tables
Sales Quotation (OQUT)
Sales Quotation rows (QUT1)
Sales Employee table (OSLP)
Choose Tools

Queries

Query Generator.

Enter OQUT in the Table column and press Tab.


Enter OSLP in the Table column and press Tab.
Enter QUT1 in the Table column and press Tab.

5-11

Select SlpCode, CardCode ,and CardName from the OQUT table.


Select the SlpName field from the OSLP table..
Select ItemCode, Dscription and LineTotal from the QUT1 table.
Tip: Double-click the Name heading to sort the field names alphabetically.
Enter the following condition in the Where clause so that only open quotations are
used:
Table OQUT, Field DocStatus, Condition equal, Field/Value O
Sort the results by the SlpCode field.
Run the query.
Save the query in the Sales category with the name Open quotations.
1-4

Optional exercise: List of Open Sales Quotations (Crystal Reports)


Repeat the previous query using Crystal Reports. This solution assumes you have
created a database connection in Crystal Reports using the SAP Business One data
source.
Choose Report wizard and select the data source.
Choose Database

Database Expert.

Open the B1 Tables node.


Open 04 Sales A/R.
Open Sales Quotation.
Select OQUT.
Select QUT1.
Select 01 Administration.
Select Setup

General.

Select OSLP.
Choose OK.
Using the Field Explorer, drag the required fields from the three tables to the report
details section.
Add suitable headings.
Choose the Record Sort Expert.
Select the SlpCode field to sort on.
Create a Formula for record selection and select the DocStatus field from the OQUT
table. The Formula should compare that the field is equal to O.
Preview the report.

5-12

Customization Tools:

Exercises

Unit: Customization Tools


Topic: Alerts Management
At the conclusion of this exercise, you will be able to:
Set alerts to notify users when exceptions occur during a business
process
Use predefined alerts and alerts based on user queries

Alerts notify users of exceptional conditions, but do not affect workflow.

Note: Use the new Light & Music database.


1-1

Set an Alert when the Gross Profit in a Sales document falls below 30%
The company owner wants to be notified when a sales order is issued with the gross
profit falling below 30%.
Use the the preconfigured alert Deviation from % of Gross Profit.
In the Conditions tab, type 30.
Apply to Sales Orders.
Select the user Michael to receive the alert. You can also select the current user, and
this will save you having to login as Michael to see the alert.
Make sure the alert is active.
Start another instance of SAP Business One and login as sarah, the sales manager.
Create a sales order for item MS3x3 and change the Unit Price so that the Gross Profit
falls below 30%. Base the Gross Profit on the Item Cost.
Switch to the user you selected to receive the alert.
If the alert does not display, choose Window

Messages/Alert Overview.

Note: Keep both SAP Business One client windows open.

5-13

1-2

Set an Alert for Quotations with a Document Total Greater than 15000
A manager wants to see sales quotations that exceed 15000. This alert is based on a
query.
1-2-1

Create a Query for the Alert


Select DocNum, CardName, and DocTotal from the OQUT table.
Select SlpName from the OSLP table.
Enter the following Where clause to display only quotations with a document
total greater than 15000:
Table OQUT, Field DocTotal, Condition Greater Than, Field/Value 15000
Save the query with the category Alerts.

1-2-2

Define the alert


Add an alert for the user manager and select the query you just created.
Enter the frequency Every 3 Minutes.

1-2-3

Test the alert


Switch to the SAP Business One client you logged into as Sarah.
Create a quotation for a document total greater than 15000.
You will be able to add the document.
Switch to the user manager. The user manager will receive a notification after
3 minutes.

1-3

Set an Alert for Open Sales Quotations


Note: Switch to the demo database for this step. You will use a query that you
created earlier in the demo database.
The company owner wants to be able to review all open sales quotations once a month.
Create an alert to notify the owner on a monthly basis. Use the query you developed
earlier in step 1-3 in the exercise for queries. This query was saved in the Sales
category with the name Open quotations.
Add a new alert based on the query.
Set the frequency to run once a month.
Set the Int. indicator for the user manager.
To receive the alert, select todays date and a suitable time, for example, in 3 minutes.
Create a sales quotation.
You will receive an alert and see the report.
Note: After you have received the alert, you should deactivate it.

5-14

Customization Tools:

Solutions

Unit: Customization Tools


Topic: Alerts Management

Note: Use the new Light & Music database.


1-1

Set an Alert when the Gross Profit in a Sales document falls below 30%
The company owner wants to be notified when a sales order is issued with the gross
profit falling below 30%. This uses one of the preconfigured alerts supplied with the
system.
Use the new Light & Music database.
Choose Administration

Alerts Management.

The window opens in Find mode. Type * in the Name field and choose Find.
Select the Deviation from % of Gross Profit alert. In the Conditions tab, type 30 as the
Profit Percentage.
Apply to Sales Orders using the Documents tab.
Select the Int. checkbox for the user Michael and the user manager (this will save you
having to login as Michael to see the alert).
Select the Active checkbox.
Choose Update.
Start another instance of SAP Business One and login as sarah, the sales manager.
Create a sales order and change the Unit Price so that the Gross Profit falls below
30%. You can check the gross profit by opening the Gross Profit window from the
sales order. Base the Gross Profit on the Item Cost.
Save the sales order.
Switch to the user you selected to receive the alert. This may take a few minutes.
If the alert does not display, choose Window

Messages/Alert Overview.

Note: Keep both SAP Business One client windows open.

5-15

1-2

Set an Alert for Quotations with a Document Total Greater than 15000
A manager wants to see sales quotations that exceed 15000. This alert is based on a
query.
1-2-1

Create a Query for the Alert


Choose Tools

Queries

Query Generator.

Enter tables OQUT and OSLP in the Table column.


Select DocNum, CardName, and DocTotal from the OQUT table.
Select SlpName from the OSLP table.
Enter the following Where clause to display only quotations with a document
total greater than 15000:
Table OQUT, Field DocTotal, Condition Greater Than, Field/Value 15000
Save the query with the name Quotations > 15000 in a new category called
Alerts.
1-2-2

Define the alert


Choose Administration

Alerts Management.

Switch to Add mode.


Enter Quotations > 15000 in the Name field.
Set the Active indicator.
Choose Open Saved Query.
Select the query Quotations > 15000 in the Alerts category.
Choose OK.
Enter the frequency Every 3 Minutes.
Set the Int. indicator for the user manager.
Choose Add.
1-2-3

Test the alert


Switch to the SAP Business One client you logged into as Sarah.
Create a quotation for a document total greater than 15000.
You will be able to add the document.
Switch to the user manager. The user manager will receive an alert
notification after 3 minutes.

5-16

1-3

Set an Alert for Open Sales Quotations


Note: Switch to the demo database for this step. You will use a query that you
created earlier in the demo database.
The company owner wants to be able to review all open sales quotations once a month.
Create an alert to notify the owner on a monthly basis.
Add a new alert called Open Sales Quotations.
Set the Active indicator.
Choose Open Saved Query.
Select query that you created in step 1-3 in the exercise for queries. This query was
saved in the Sales category with the name Open quotations.
Choose OK.
Set the frequency to run once a month.
Set the Int. indicator for the user manager.
To receive the alert now, select todays date and a suitable time, for example, in 3
minutes.
Choose Add.
Create a sales opportunity.
You will receive an alert and see the report.
Note: To stop the recurring alerts, you should deactivate the alert in the Alerts
Management window.

5-17

Customization Tools:

Exercises

Unit: Customization Tools


Topic: Approval Procedures

At the conclusion of this exercise, you will be able to:


Define approval processes to prevent the addition of unauthorized
marketing documents to the system

Approval procedures prevent unauthorized documents being added in


SAP business one

Note: Use the Light & Music database.


1-1

Activate approval procedures in the system


Activate approval procedures in SAP Business One.

1-2

Define an approval procedure using a predefined condition.


If the discount offered is > 15%, the system should block the sales order. Michael
Smith must approve the order before it can be issued.
1-2-1

Create an approval stage for manager approval.


Include the users michael and manager, and set the number of approvers as 1.

1-2-2

Create an approval template.


Create an approval template for sales orders with discount over 15%.
Use the predefined term.
Select all users in the Sales department.
Note: make sure you do not include the user manager.

1-2-3

Test the approval process.


Login as Sarah and create an order with discount over 15%.
Enter a suitable message in the Remarks field for the approval.
Note: The sales order is saved as a draft.
Switch to the user manager session.
Approve the document.

5-18

Note: the approval alert may not display for a few minutes. To see the
approval request immediately, choose Administration
Approval
Procedures
Approval Status Report. Select the Sales Order checkbox and
run the report.
Switch to the user sarah session and add the sales order to the system.
1-3

Define an approval procedure based on a query.


All service POs over 2500 must be approved first by the purchasing manager and then
by the company owner. You will create a new approval template. You will use the
approval stage you created in step 1-2-1.
1-3-1

Create the query


Switch to the user manager session.
Create the following query and save it in the General category:
SELECT distinct 'true' FROM OPOR T0 WHERE $[$3.0.0] = 'S' AND
$[$29.0.number] > 2500
Note: this query returns a true value if the DocType field is S (service) and the
DocTotal is over 2500. The query is run on the Purchase Order table OPOR.
Tip: Remember to include the $ symbols in the query.

1-3-2

Create an approval template.


Set the Purchase Order as the source document, with user sarah as the
originator and select the approval stage you created in step 1-2-1.
Select the When The Following Applies radio button.
In the lower part of the window, double-click in the first row to open the
Query Manager.
Choose the query you just created.

1-3-3

Test the approval process


Switch to the user sarah session.
Create a service Purchase Order (type = Service) for 3000.
Enter a suitable description and choose an expense account.
You will see the approval message. Choose OK.
Note: If you get an authorization error message when you create the PO,
choose Authorized by Another User, then enter the manager user name and
password.
Switch back to the user manager and check the Approval Decision Report.
From here you can approve the request.
Switch to the user sarah and retrieve the approved document, which you can
now save.

Tip: to test a query used in an approval process, open the Purchase Order, then
choose Tools > Queries > User Queries > Category > Query name. The query will
run and you will see the value True if the conditions are met in the document.

5-19

Customization Tools:

Solutions

Unit: Customization Tools


Topic: Approval Procedures

Note: Use the Light & Music database.


1-1

Activate approval procedures in the system


Use the new Light & Music database.
Choose Administration

System Initialization

General Settings.

Choose the BP tab.


Select the checkbox Activate Approval Procedures.
Choose OK.
1-2

Define an approval procedure using a predefined condition.


If the discount offered is > 15%, the system should block the order. Michael Smith
must approve the order before it can be issued.
Note: The maximum discount for sales orders is set in the general authorization
window.
1-2-1

Create an approval stage for manager approval.


Choose Administration

Approval Procedures

Field Name or Data Type

Values

Stage Name

Owner

Stage Description

Owner

No. of Approvals Required

User

manager

User

michael

Choose Add.

5-20

Approval Stages.

1-2-2

Create an approval template.


Choose Administration

Approval Procedures

Approval Templates.

Field Name or Data Type

Values

Name

Discount 15%

Description

Discount over 15%

Originator tab: Department

Select Sales from the dropdown list.

Originator tab: User

Select all users in the Sales department.


Note: make sure you do not include the
user manager.

Documents tab

Select the Sales Order checkbox

Stages tab: Stage Name

Owner

Choose the Terms tab.


Select the When The Following Applies.
Choose the predefined term for Discount %.
Field Name or Data Type

Values

Ratio

Greater than

Value

15

Choose Add.
1-2-3

Test the approval process.


Switch to the session you logged in as sarah and create an order with more
than 15% discount.
Enter a suitable message in the Remarks field for the approval.
Note: The sales order is saved as a draft.
Switch to the user manager session. You will see an alert. Open the approval
request and approve it.
Note: the approval alert may not display for a few minutes. To see the
approval request immediately, choose Administration
Approval
Procedures
Approval Status Report. Select the Sales Order checkbox and
run the report.
Switch to the user sarah session and open the draft sales order that was
approved.
You can now add the sales order to the system.

5-21

1-3

Define an approval procedure based on a query.


All service POs over 2500 must be approved first by the purchasing manager and then
by the company owner. You will create a new approval template. You will use the
approval stage you created in step 1-2-1.
1-3-1

Create the query


Switch to the user manager session.
Using the Query Generator, create the following query:
SELECT distinct 'true' FROM OPOR T0 WHERE $[$3.0.0] = 'S' AND
$[$29.0.number] > 2500
Note: this query returns a true value if the DocType field is S (service) and the
DocTotal is over 2500. The query is run on the Purchase Order table OPOR.
Tip: Remember to include the $ symbols in the query.
Save the query in the General category.

1-3-2

Create an approval template.


Choose Administration

Approval Procedures

Approval Templates.

Field Name or Data Type

Values

Name

Service PO

Description

Service PO

Originator tab: Department

Select sarah from the dropdown list.

Documents tab

Select the Purchase Order checkbox

Stages tab: Stage Name

Select the approval stage you created in


step 1-2-1.

Choose the Terms tab.


Select the When The Following Applies radio button.
In the lower part of the window, double-click in the first row to open the
Query Manager.
Choose the query you just created.
Choose Add.

5-22

1-3-3

Test the approval process


Switch to the user sarah session.
Create a service PO for 3000.
Create a service Purchase Order (type = Service) for 3000.
Enter a suitable description and choose an expense account.
When you add the document you will see the approval message.
Choose OK.
Note: If you get an authorization error message when you create the PO,
choose Authorized by Another User, then enter the manager user name and
password.
Switch back to the user manager and check the Approval Decision Report.
From here you can approve the request.
Switch to the user sarah and retrieve the approved document, which you can
now save.

Tip: to test a query used in an approval process, open the Purchase Order, then
choose Tools > Queries > User Queries > Category > Query name. The query will
run and you will see the value True if the conditions are met in the document.

5-23

Customization Tools:

Exercises

Unit: Customization Tools


Topic: User-Defined Values (formerly Formatted Search)
At the conclusion of this exercise, you will be able to:
Apply user-defined values to a field in a marketing document

User-defined values improve the accuracy of data entered into marketing


documents.

Note: Use the Light & Music database.


1-1

Add a fixed list of values to a field in a sales order


You want to record how the customer heard about your company. You will add a fixed
list of values to an existing field in the sales order document. When a new customer is
created, the salesperson can select information from the list of values.
Open a sales order and rename the description (label) of the Remarks field to Origin.
Add user-defined values to the Origin field.
Choose Search in Existing User-Defined Values and set the predefined values as
Website, E-mail, Trade Publication, and Other.
Tip: A magnifying glass should appear in the field to indicate that this field has userdefined values. If you do not see the magnifying glass, open the View menu from the
top bar and then choose Pickers Display and select User-Defined Values.
In the Origin field, press Shift+F2.
Choose a value from the list.
Note: to prevent this field from displaying when you print a sales order, you need to
remove it from the associated Print Layout.

5-24

1-2

Add a database query to a field in a purchase order.


When you create a purchase order, you want to show only the items that are supplied
by the vendor you have selected. You will create a query that displays only the items
from the vendor you have selected. The query will select items from the items table
OITM that have the same vendor set as the Preferred Vendor in the item master data.
Note: In the OITM table, the field CardCode is used to store the preferred vendor. The
variable $4 refers to the currently selected vendor code.
1-2-1

Create a database query.


SELECT T0.ItemCode FROM OITM T0 WHERE T0.CardCode =
$[$4.0.0]
Save the query in the General category.

1-2-2

Enter a preferred vendor in the item master data.


Open the master data record for a purchased item and on the Purchasing tab
set the Preferred Vendor field.

1-2-3

Create a Purchase Order with user-defined values from a query


Open a Purchase Order and add user-defined values to the Item No. field.
Choose Search in Existing User-Defined Value according to Saved Query.
Select the query you saved earlier.
In the Item No. field, press Shift+F2.
The query will run and will show only items for the preferred vendor.

1-3

Add a database query to calculate the delivery date in a sales order.


When you create a sales order, you want the system to automatically set the Delivery
Date to the value of the Posting Date + 7 days. The query will use the sales order table
ORDR.
1-3-1

Create a database query


SELECT $[ORDR.DocDate.DATE]+7
Note: The syntax above only works for sales orders (table ORDR). To use the
same query in another similar document, use the item number:
SELECT $[$10.0.DATE]+7
Save the new query in the General category.

1-3-2

Add user-defined values to a Sales Order


Open a Sales Order and add user-defined values to the Delivery Date field.
Choose Search in Existing User-Defined Values according to Saved Query.
Choose the query you just saved.
Select Auto Refresh When Field Changes
Choose Customer/Vendor Code as the dependent field.

5-25

Select Display Saved User-Defined Values.


In the Sales Order, choose a customer.
The system will automatically insert a Delivery Date that is 7 days later than
the Posting Date.

1-4

Automatically copy the customer reference number


Add user-defined values to copy the customer reference number to the remarks field in
an A/R invoice.
Use this query:
Select $[OINV.NumAtCard]
or Select $[$14.0.0]
Open an A/R invoice and add user-defined values to the Remarks field.
Choose Search in Existing User-Defined Values according to Saved Query.
Select Auto Refresh When Field Changes.
Select the BP Reference No. field.
In the invoice, type into the Customer Ref. No. field.
The text will be copied to the Remarks field.

1-5

Optional exercise:
Light & Music wants to give 5% discount on sales orders, provided there are no
overdue payments and the customer placed an order previously during the last 6
months.
Create a query that counts the number of overdue invoices for the customer, and
counts if there are orders placed in the last six months. If there are 0 overdue invoices
and at least one order then set the discount to 5 otherwise set the discount to 0.
Add this query to user-defined values on the discount field of a sales order.
Automatically run the query when the customer code is selected.

5-26

Customization Tools:

Solutions

Unit: Customization Tools


Topic: User-Defined Values (formerly Formatted Search)

Note: Use the Light & Music database.


1-1

Add a fixed list of values to a field in a sales order


You want to record how the customer heard about your company. You will add userdefined values to an existing field in the sales order document. When a new customer is
created, the salesperson can select information from the list of values.
Choose Sales A/R.
Choose Sales Order.
Choose Ctrl and double-click the name (label) of the Remarks field.
Enter Origin as the New Description.
Choose Update.
Choose OK.
Position the cursor in the Origin field.
Press Alt+Shift+F2.
The User-Defined Values- Setup dialog box appears.
Choose Search in Existing User-Defined Values.
Choose Browse (. . .)
Enter Website, E-mail, Trade Publication, and Other.
Choose Update.
Choose OK.
Choose Update to save the user-defined values.
Tip: A magnifying glass should appear in the field to indicate that this field has userdefined values. If you do not see the magnifying glass, open the View menu from the
top bar and then choose Pickers Display and select User-Defined Values.
In the sales order Origin field, press Shift+F2.
Choose a value from the list.
Note: to prevent this field from displaying when you print a sales order, you need to
remove it from the associated Print Layout.

5-27

1-2

Add a database query to a field in a purchase order.


When you create a purchase order, you want to show only the items that are supplied
by the vendor you have selected in the vendor field.
You will create a query that displays only the items from the vendor you have selected.
The query will select items from the items table OITM that have the same vendor set
as the Preferred Vendor in the item master data.
Note: In the OITM table, the field CardCode is used to store the preferred vendor. The
variable $4.0.0 refers to the currently selected vendor code.
1-2-1

Create a database query.


Choose Tools

Queries

Query Generator.

Choose Execute. Ignore the error message.


A window will open with a SQL Select statement.
Choose the pencil icon under the Select statement. This will allow you to type
in the complete query as
SELECT T0. ItemCode FROM OITM T0 WHERE T0.CardCode =
$[$4.0.0]
Choose Save.
Enter a name for the query in the Query Name field.
Select the General category.
Choose Save.
1-2-2

Enter a preferred vendor in the item master data.


Choose Inventory

Item Master Data.

Locate an item for purchase.


Choose the Purchasing tab.
Select a vendor in the Preferred Vendor field.
Save the item master data.
1-2-3

Create a Purchase Order with user-defined values from a query


Choose Purchasing A/P

Purchase Order.

Choose the vendor that you selected earlier.


Position the cursor in the Item No. field.
Press Alt+Shift+F2.
The User-Defined Values - Setup dialog box appears.
Choose Search in Existing User-Defined Values according to Saved Query.
Choose Open Saved Query.
Expand the General category and select the query you saved earlier.
Choose OK.
Choose Update.
In the Item No. field, press Shift+F2.
The query will run and will show only items for the preferred vendor.

5-28

1-3

Add a database query to calculate the delivery date in a sales order.


When you create a sales order, you want the system to automatically set the Delivery
Date to the value of the Posting Date + 7 days. The query will use the sales order table
ORDR.
1-3-1

Create a database query.


Choose Tools

Queries

Query Generator.

Choose Execute. Ignore the error message.


Type a new query as:
SELECT $[ORDR.DocDate.DATE]+7
Choose Save.
Note: The syntax above only works for sales orders (table ORDR). To use the
same query in another similar document, use the item number syntax:
SELECT $[$10.0.DATE]+7
Save the new query in the General category.
1-3-2

Add user-defined values to a Sales Order


Choose Sales A/R

Sales Order.

Position the cursor in the Delivery Date field.


Press Shift+Alt+F2.
Choose Search in Existing User-Defined Values according to Saved Query.
Choose Open Saved Query.
Choose the query you just saved.
Choose Auto Refresh When Field Changes.
Choose Customer/Vendor Code from the dropdown list.
Select Display Saved User-Defined Values.
Choose Update.
In the Sales Order, choose a customer.
The system will automatically insert a Delivery Date that is 7 days later than
the Posting Date.

5-29

1-4

Automatically copy the customer reference number


Add user-defined values to copy the customer reference number to the remarks field in
an A/R invoice.
Use this query:
Select $[OINV.NumAtCard]
or Select $[$14.0.0]
Open an A/R invoice and add user-defined values to the Remarks field.
Choose Search in Existing User-Defined Values according to Saved Query. Choose the
query you just created.
Select Auto Refresh When Field Changes.
Select the BP Reference No. field.
In the A/R invoice, type into the Customer Ref. No. field.
The text will be copied to the Remarks field.

1-5 Optional exercise:


Light & Music wants to give 5% discount on sales orders, provided there are no
overdue payments and the customer placed an order previously during the last 6
months.
1-5-1 Create a query
Create and save the following query:
if (select count(DocNum) from OINV where CardCode =
$[ORDR.CardCode] and DocStatus = 'O' and DocDueDate < getdate())=0
begin
if (select count(DocNum) from ORDR where CardCode =
$[ORDR.CardCode] and DocDate > dateadd(month, -6,
getdate()))>0
select 5
else
select 0
end
else
select 0
1-5-2 Add user-defined values
Add user-defined values to the sales order field DiscPrcnt.
Select the query.
Select Auto Refresh When Field Changes.
Select the Customer/Vendor Code field.
1-5-3 Test the query
Create an invoice and a sales order for a customer.
When you create a second sales order, the discount should be set to 5.

5-30

Customization Tools:

Exercises

Unit: Customization Tools


Topic: User-Defined Fields and Tables
At the conclusion of this exercise, you will be able to:
Add additional fields to documents as user-defined fields
Create a user-defined table

User-defined fields and tables allow you to customize documents to meet


the clients business process requirements.

Note: Use the Light & Music database.


1-1

Add a user-defined field to marketing documents


Choose Tools

Customization Tools

User-Defined Fields Management.

Select Marketing Documents > Title.


Choose Add.
Enter the following data:
Field Name or Data Type
Title

Values

Description

Promotion Code

Type

Alphanumeric

Structure

Regular

Promotion

Select Set Valid Values for Field


Enter the following data:
Value

Description

Then Choose

S10

Spring

New

S11

Summer

New

A10

Autumn

New

Winter

New

W10
Choose Add.
Open a sales order.

To see the user-defined field, choose View

User-Defined Fields.

Open the dropdown list to see the promotional codes.

5-31

1-2

Add a User-Defined Field to Show the Business Partner Balance


The companys sales staff needs to see the customers existing balance when they are
on the phone taking a new order.
1-2-1

Add a user-defined field


Add a user-defined field to the title of marketing documents to show the
account balance.
Choose the relevant type and structure for amounts.

1-2-2

Create a query to fetch the business partner balance from the database
SELECT T0.[Balance] FROM OCRD T0 WHERE T0.[CardCode] =
$[$4.0.0]
Save this query.

1-2-3

Add the query as user-defined values to the user-defined field


Open a sales order and make the user-defined field visible.
Add user-defined values to the user-defined field.
Choose Search in Existing User-Defined Values according to Saved Query.
Select the query you saved earlier.
Choose Auto Refresh When Field Changes.
Select the Customer/Vendor Code field.
Choose Refresh Regularly.

1-2-4

Test the user-defined field


Make sure that there is a customer with a non-zero balance. If necessary,
create an invoice for a customer.
In the open sales order, select the customer.
The query will run and the account balance will appear in the field.
Note: To see the account balance on other marketing documents, you need to
add user-defined values to each document type. You can use the same query
with these user-defined fields.

1-2-5

Create a category for the user-defined field


Choose Tools

Customization Tools

Settings

Note: this menu only appears active when there is an active document that
contains user-defined fields.
Define a new category for the user-defined field.
Open a sales order and filter the displayed user-defined fields using the
category dropdown list.

5-32

1-3

Add a User-Defined Field for the Storage Location.


The companys warehouse comprises five rows of shelves with five shelves on three
levels. Every item has a fixed storage location. Because items are often picked by
temporary workers, they would like to be able to show and print the storage location of
the item on the pick list.
1-3-1

Add a user-defined field to hold the the storage location


Add a user-defined field at the Master Data > Items >Items - Warehouse
level.
Title

Description

Location

Pick Location

Use the default type and structure.


Select Set Valid Values for Field
Enter the following data:

1-3-2

Value

Descriptions

Then Choose

Shelf 1

New

Shelf 2

New

Shelf 3

New

Shelf 4

New

Shelf 5

Add a user-defined field to the pick list row


Add a user-defined field at the Inventory > Pick List Rows level.
Title

Description

PickLoc

Pick Location

Use the default type and structure.


1-3-3 Add user-defined values to the user-defined field in the pick list row
Create a query that will automatically retrieve the storage location from the
item master data Inventory tab. This is the user-defined field you added in
step 1-3-1. The table is OITW and the field is called U_Location:
Select T0.[U_Location] from OITW T0 where T0.[ItemCode] =
$[$11.12.0]
Note: The query will be run from the pick list window. If you open the pick
list window, you can see that the system information for the item code field is
item 11 and column 12.
Save the query.
Open the pick list document and add user-defined values to the new userdefined field in the pick list row.
Choose Search in Existing User-Defined Values according to Saved Query.
Select the query you saved earlier.
Select Auto Refresh

5-33

1-3-4

Select When Field Changes


Select the Pick Date field from the dropdown list.
Choose Refresh Regularly.
Test the user-defined field
Open the master data for an item and choose View

User-Defined Fields.

Choose the Inventory Data tab.


Select a storage location from the list.
Create a Goods Receipt PO to enter the item into stock.
Create a Sales Order for the item.
Using the Pick and Pack Manager, release the order to the pick list.
Open the Pick List.
The query runs automatically because the Pick Date is refreshed for the
display. In the pick list row you will see the storage location for the item.
1-4

Add a User-Defined Table


In the previous exercise for user-defined values, you added a list of values to select
how the customer heard about your company. You added this to the Remarks field.
In this exercise you will add the same list of values to a user-defined field. You will
then link a user-defined table to this field, so that users can add new values to the table.
1-4-1

Create a user-defined table


Create a table with the name Source.

1-4-2

Add a user-defined field and link it to the user-defined table


Open Marketing Documents and add a user-defined field called Source. Add
this field to the title area. Do not set any valid values for this field.
Choose Set Linked Table and select the Source table.
Choose Tools User-Defined Windows and select the table. Note: this menu
option is not active until after you add the user-defined table.
Enter data for the table:
Code
Name
1
Website
2
E-mail
3
Trade
4
Publication
Note: You need to choose Update to enter each row in the table.

1-4-3

Access the user-defined table


Open a sales order.
Select the Source field.
You can select from the dropdown list or you can choose Define New to add a
new entry.

5-34

Customization Tools:

Solutions

Unit: Customization Tools


Topic: User-Defined Fields and Tables

Note: Use the Light & Music database.


1-1

Add a user-defined field to marketing documents


Choose Tools

Customization Tools

User-Defined Fields Management.

Select Marketing Documents > Title.


Choose Add.
Enter the following data:
Field Name or Data Type

Values

Title

Promotion

Description

Promotion Code

Type

Alphanumeric

Structure

Regular

Select Set Valid Values for Field


Enter the following data:
Value

Description

Then Choose

S10

Spring

New

S11

Summer

New

A10

Autumn

New

W10

Winter

New

Choose Add.
Open a sales order.
To see the user-defined field, choose View

User-Defined Fields.

Open the dropdown list to see the promotional codes.

5-35

1-2

Add a User-Defined Field to Show the Business Partner Balance


The companys sales staff needs to see the customers existing balance when they are
on the phone taking a new order.
1-2-1

Add a user-defined field


Choose Tools
Management.

Customization Tools

User-Defined Fields

Open Marketing Documents.


Choose Title.
Choose Add.
Enter the following data:
Field Name or Data Type

Values

Title

Balance

Description

Acct Balance

Type

Units and Totals

Structure

Amount

Choose Add.
1-2-2

Create a query to fetch the business partner balance from the database
Using the Query Generator, create and save the following query:
SELECT T0.[Balance] FROM OCRD T0 WHERE T0.[CardCode] =
$[$4.0.0]
Save the query as Account Balance under any category.

1-2-3

Add the query as user-defined values to the user-defined field


Open a sales order.
To see the user-defined field, choose View

User-Defined Fields.

Add user-defined values to the Account Balance field by pressing


Alt+Shift+F2.
Choose Search in Existing User-Defined Values according to Saved Query.
Select the query you saved earlier.
Select Auto Refresh When Field Changes.
Select the Customer/Vendor Code field.
Choose Refresh Regularly.
Choose Update.

5-36

1-2-4

Test the user-defined field


Make sure that there is a customer with a non-zero balance. If necessary,
create an invoice for a customer.
In the open sales order, select the customer.
When you select the customer code the query will run and the account balance
will appear in the field.
Note: To see the account balance on other marketing documents, you need to
add user-defined values to each document type. You can use the same query
with these user-defined fields.

1-2-5

Create a category for the user-defined field


Choose Tools

Customization Tools

Settings

Note: this menu only appears active when there is an active document that
contains user-defined fields.
Select the dropdown list for the Category column for the user-defined field.
Choose Define New.
Enter a name for the category.
Choose Update then OK.
Open a sales order and filter the displayed user-defined fields using the
category dropdown list.
1-3

Add a User-Defined Field for the Storage Location.


The companys warehouse comprises five rows of shelves with five shelves on three
levels. Every item has a fixed storage location. Because items are often picked by
temporary workers, they would like to be able to show and print the storage location of
the item on the pick list.
1-3-1

Add a user-defined field to hold the the storage location


Choose Tools
Management.

Customization Tools

User-Defined Fields

Select Master Data > Items > Items - Warehouse.


Choose Add.
Enter the following data:
Field Name or Data Type

Values

Title

Location

Description

Pick Location

Type

Alphanumeric

Structure

Regular

Select Set Valid Values for Field

5-37

Enter the following data:


Value

Descriptions

Then Choose

Shelf 1

New

Shelf 2

New

Shelf 3

New

Shelf 4

New

Shelf 5

Choose Add.
1-3-2

Add a user-defined field to the pick list row


Choose Tools Customization Tools
Management.
Select Inventory > Pick List - Rows.
Choose Add.
Enter the following data:

User-Defined Fields

Field Name or Data Type


Title

Values
PickLoc

Description

Pick Location

Type

Alphanumeric

Structure

Regular

Choose Add.
1-3-3

Add user-defined values to the user-defined field in the pick list row
Using the Query Generator, create and save the following query that will
automatically retrieve the storage location that is entered in the item master
data. The table is OITW and the field is called U_Location (see step 1-3-1):
Select T0.[U_Location] from OITW T0 where T0.[ItemCode] =
$[$11.12.0]
Note: The query will be run from the pick list window. If you open the pick
list window, you can see that the system information for the item code field is
item 11 and column 12.
Open the pick list and add user-defined values to the new user-defined field in
the pick list row.
Choose Search in Existing User-Defined Values according to Saved Query.
Select the query you saved earlier.
Select Auto Refresh
Select When Field Changes
Select the Pick Date field from the dropdown list.
Choose Refresh Regularly.

5-38

1-3-4

Test the user-defined field


Open the master data for an item and choose View

User-Defined Fields.

Select the storage location from the list.


Save your change.
Create a Goods Receipt PO to enter the item into stock.
Create a Sales Order for the item.
Using the Pick and Pack Manager, release the order to the pick list.
The query runs automatically because the Pick Date is refreshed for the
display. In the pick list row you will see the storage location for the item.
1-4

Add a User-Defined Table


In the previous exercise for user-defined values, you added a list of values to select
how the customer heard about your company. You added this to the Remarks field.
In this exercise you will add the same list of values to a user-defined field. You will
then link a user-defined table to this field, so that users can add new values to the table.
1-4-1

Create a user-defined table


Choose Tools

Customization Tools

User-Defined Tables Setup.

Create a table with the name Source.


1-4-2

Add a user-defined field and link it to the user-defined table


Choose Tools
Management.

Customization Tools

User-Defined Fields

Open Marketing Documents and add a user-defined field called Source in the
title area of the document. Do not set any valid values for this field.
Choose Set Linked Table and select the Source table.
Choose Tools User-Defined Windows and select the table. Note: this menu
option is not active until after you add the user-defined table.
Enter data for the table:
Code
Name
1
Website
2
E-mail
3
Trade
4
Publication
Note: You need to choose Update to enter each row in the table.
Choose OK.
1-4-3

Access the user-defined table


Open a sales order.
Select the Source field.
You can select from the entries in the dropdown list or you can choose Define
New to add a new entry.

5-39

Customization Tools:

Exercises

Unit: Customization Tools


Topic: Print Layouts
At the conclusion of this exercise, you will be able to:
Make changes to a print layout using Crystal Reports
Optionally make changes to a print layout using print Layout Designer
(PLD)

Printed documents need to be customized to meet customer requirements.

Note:
Because of the complexity of these exercises, please refer to the solutions.

5-40

Customization Tools:

Solutions

Unit: Customization Tools


Topic: Print Layouts

The company has reviewed the standard print layouts in the system and wants to make the
following changes:
Add the company logo to all sales documents
On sales quotations, increase the font size for the Valid Until date
On sales quotations, add the standard Freight charge.
Add a promotional message and a discount code to the last page of sales orders. The
message varies by season. The discount code is contained in a user-defined field in the
sales order. Only print the message and code when the user-defined field contains a
promotion value.
On the Pick List document, add the storage location next to the warehouse on the item
row. The storage location was added as a user-defined field in a previous exercise.

5-41

1-1

Add the company logo to sales quotations


1-1-1

Open the print layout for a sales quotation


In SAP Business One, open a Sales Quotation that you created earlier.
Write down the document number ______________.
Choose the Layout Designer icon from the top toolbar.
Double-click the Crystal Reports print layout.
Choose Edit.
In the Report and Layout Management window, choose Edit.
Crystal Reports should open automatically in Design mode, allowing you to
make changes to the Sales Quotation layout.

1-1-2

Set SAP Business One as a data source in Crystal Reports


Verify the connection to the data source. In the Crystal Reports window,
choose Database ->Database Expert.
If you do not see the SAP Business One tables in the Database Expert window,
you need to create a new connection with SAP Business One as the source.
You will need to supply the SQL Server database password. Tip: Reference
the SAP Business One how-to document Working with the Crystal Reports
Integration.

1-1-3

Add the company logo to the sales quotation print layout


Choose Insert > Picture and insert the Light & Music logo from the class
materials folder.

Place the logo in a suitable place in the Page Header section.


Adjust the image size and position.
Note: You can only import images of type JPEG or GIF. BMP and PNG
images are not supported.

5-42

1-1-4

Preview your change


Choose View >Print Preview.
To preview how your changes look, you need to enter the document number
and ObjectID:
Enter the following values:
Field Name or Data Class

Values

DocKey@

The document number of the sales


quotation.

ObjectID@

23
Note: to find the object type for a
document, run a query on the document
table. The field name for the ObjectID is
ObjType.

Choose OK.
Choose Finish.
You may see some messages about the database being updated. Choose OK to
these messages.
You can now toggle between the Design and Preview tabs in Crystal Reports.
Switch to Design mode and save the layout under a new name. Choose Addins -> SAP Business One -> Save As
The layout will be available in the Report and Layout Management window
in SAP Business One.
1-2

Change the font size for the Valid Until date


Select the text field Quotation Valid Until and the associated date DocDueDate
in the footer section.
Change the font size to 16 point. Adjust the field edges if necessary.
Choose View >Print Preview to preview your change.

1-3

Add the freight charge to the quotation


If you did not set up freight when you configured the company, you need to do this for
this exercise. If you did set up freight, go to step 1-3-2.
1-3-1 Set up freight
In the Document Settings, select Manage Freight in Documents
Choose Administration

Setup

General

Freight.

Enter a row for a fixed freight charge of 25. Select a suitable revenue account
and output tax group.

5-43

1-3-2

1-4

Edit the layout to show the freight charge


Create new sales quotation and make sure that the freight charge appears.
Write down the document number ___________.
Choose the Print Layout Designer icon and Edit the print layout for this
document.
Double-click the freight sub-report in the Report Footer area.
Change the text from Additional Expense to Freight
Show the freight charge from the database.
Choose View >Print Preview to preview the sales quotation. Enter the
document number and the Objectid (23).

Add a promotional message and code to the report footer


In exercise 1-1 for User-Defined Fields and Tables, you added a user-defined field to
hold a promotional code. The name of this field is U_Promotion. If you did not
complete this exercise, you can do it now.
Note: You only want to print the promotional message and code if a promotion code is
selected in the document. If the code is null, suppress printing the message.
1-4-1 Create a sales order
Create a new sales order, and select a promotional code from the list of valid
values.
Save the document.
1-4-2 Edit the print layout
Choose the Layout Designer icon and Edit the print layout for this document.
To see the user-defined field in Crystal Reports, choose Database- > Verify
Database.
Choose OK.
In the Field Explorer, expand the table ORDR to see the fields. The userdefined field has the prefix U_.
Drag the user-defined field to the Report Footer section.
Add a text object to the left of the user-defined field with a suitable message
regarding the discount, for example, Use this code on your next order to get
discount.
Right-mouse click in the text field and choose Format Tex t
In the Format Editor window, select the Suppress checkbox and doubleclick the formula icon [X+2] to open the Formula Workshop.
Expand the Report Fields tree.
Double click the user-defined field so that it appears in the main formula area.
Complete the formula for suppressing the field display, for example
{ORDR.U_Promotion} = 'null'
Save and close the formula window.
Choose View >Print Preview tp preview the sales order. The ObjectID for a
sales order is 17.

5-44

1-4-3

1-5

If you selected a promotional code in the order, you should see the code and
the message.
Test without a promotional code
Create another sales order, with no promotional code selected.
Choose View >Print Preview to preview your changes.The text should not
display.
Choose Add-ins -> SAP Business One -> Save As
Save the new layout.

Show the storage location for the item on the Pick List document.
The storage location was added to the pick list row as a user-defined field in the
previous exercise.
Note: If the Pick List print layout is not available in Crystal Reports for your
localization, use Print Layout Designer to make the changes.
1-5-1 Instructions for Print Layout Designer
Open a valid Pick List document and choose the Layout Designer icon to edit
the print layout.
Double-click the layout name. In the Report and Layout Management window,
choose Edit. The Print Layout Designer tool will open automatically in the
SAP Business One window.
Choose Print Layout Designer -> Save As to save a copy of the layout.
To make room to show the storage location on each row, we will remove the
UoM field. To remove a field, right-mouse click the field and choose Delete.
Remove the UoM field from both the header and the row level in the repetitive
area section.
Move the Items per Unit and Warehouse fields to the left so they fill the
space left by the UoM field. Do this on both the header and the row level.
Choose Print Layout Designer ->Add Field ->Free Text.
Position the text box in the header row to the right of the Warehouse header.
Enter the header text Loc in the Properties window.
Choose Print Layout Designer ->Add Field ->Database.
Position the field in the row under the Loc header.
Make sure the source type is Database in the Properties window.
Select the table PKL1 - Pick List Rows.
Select the column U_Location.
Save your changes.
Minimize the Print Layout Designer window.
In SAP Business One, select the Pick List document as the active document
and choose File -> Preview Layouts.
Select your new layout.
Choose OK.
You should now see the storage locaton printed in the row.

5-45

Final Preparation:

Exercises

Unit: Final Preparation


Topic: Opening Balances
At the conclusion of this exercise, you will be able to:
Enter opening balances using the opening balances transactions in
SAP Business One

At go-live, business partner and G/L account balances, and stock


quantities, need to be transferred from the legacy system to the new SAP
Business One system.

Note:
Because of the complexity of these exercises, please refer to the solutions.
.

Final Preparation:

6-1

Solutions
Unit: Final Preparation
Topic: Opening Balances

Note: the assumption for this exercise is that the client is starting with the SAP Business One
system at the start of a new fiscal year. Therfore, P&L balances do not need to be carried
forward.
The Balance Sheet from the clients legacy system shows the following:
Balance Sheet
Date: today
Assets:
National Bank
Petty cash
Raw materials

200,000
5,000
60,000

(inventory account)
Office buildings (warehouse)

350,000

Office and warehouse


equipment

150,000

A/R
VAT receivable

79,000
4,000
848,000

Total assets:
Liabilities:
A/P
VAT payable
Bank loan

35,000
8,000
150,000
193,000

Total liabilities:
Equity:
Retained earnings

155,000

Share capital

500,000

Total equity:

655,000

Total Liabilities & Equity:

848,000

6-2

1-1

Create an Opening Balance Offset Account


Add a new G/L account called Opening Balance Offset to the equity drawer of the
chart of accounts.
In the G/L account determination, set this account as the default Opening Balance
Account in the General tab.

1-2

Enter Opening Balances for Business Partners


Note: In this exercise you use the opening balances function to import the business
partner account balances. You can also import open transactions using the Data
Transfer Workbench.
Choose Administration
System Initialization
Partners Opening Balance.

Opening Balances

Business

Choose OK.
Select the Opening Balance Offset account. This will be used as the offsetting
account in the journal entry posted for the opening balances.
Select the 1st day of the current month as the posting date.
Enter reference information in the Ref.1 field.
Enter the balances for the Light & Music business partners in the OB (LC) column:
Due Date

Business Partner

Balance

One week ago

C0010

64,000

One week ago

C0020

15,000

Two weeks ago

S0010

-25,000

Two weeks ago

S0020

-10,000

Note: To enter a credit balance, you must use the minus - sign.
Choose Add.
Locate the journal entries posted by the opening balance transaction.

6-3

1-3

Enter Initial Quantities for Inventory


Note: In this exercise you use the initial quantities function to enter the quantities.
You can also set initial quantities using the Goods Receipt transaction in Data
Transfer Workbench. Using the Goods Receipt allows you to import serial numbers.
Choose Inventory
Inventory Transactions
Tracking, and Inventory Posting.

Initial Quantities, Inventory

Choose the Initial Quantity tab.


Choose OK.
Select the Opening Balance Offset account. This will be used as the offsetting
account in the journal entry posted for the opening balances.
Select the 1st day of the current month as the posting date and enter a reference for the
journal entry that will be posted.
Enter the initial quantity and item cost for the items.
Item No.

Initial Quantity

Price

100

300

50

600

I0044
(Average purchase price)
I0050
(Average purchase price)
Choose Add.

The posting will debit the inventory account defined in the G/L account
determination.
Note: To enter the item cost you need to consider the clients existing valuation
system. If moving average is used to manage the legacy stock value, use the last
average price from the legacy system. If the standard method is used, use the clients
purchase price. If FIFO is used, you should enter multiple transactions with different
costs to match to the legacy system cost.

6-4

1-4

Enter Opening Balances for G/L Accounts


Note: Avoid entering duplicate values for the Raw materials account. Check the
existing postings in this account. Postings were made to this account when you entered
the Initial Quantities.
Choose Administration
System Initialization
Accounts Opening Balance.

Opening Balances

G/L

Select the balance sheet drawers.


Choose OK.
Select the Opening Balance Offset account.
Enter a reference for the journal entry.
Select the 1st day of the current month as the posting date.
Enter balances from the Light & Music legacy Balance Sheet.
Note: To enter a credit balance, you must use the minus - sign.
1-5

Check the Opening Balance Offset account


If you entered the balances correctly, the Opening Balance Offset account should
have a zero balance.
If the account is not zero, investigate why. Did you enter credit balances correctly?

1-6

Run a Balance Sheet report


Run a Balance Sheet report.
If the report is not balanced, investigate why.
Check any postings made when you tested the customization tools.

6-5

1-7

Import an Open Transaction (optional)


In this optional exercise, you can practice importing an open A/R invoice using the
Data Transfer Workbench. You will import the invoice as a service invoice.
1-7-1

Create an import file for the service invoice header


Open the DTW template OINV Documents.
Enter the following data:
Row 1 heading

Row 2 heading

Row 3 Value

DocNum

DocNum

DocType

DocType

dDocument_Service

Note: this identifies if


the invoice is an item or
service type
HandWritten

HandWritten

tNO

DocDate

DocDate

Enter the current date in the


form yyyymmdd

DocDueDate

DocDueDate

Enter the due date in the form


yyyymmdd
e.g., use the current date + 7
days

CardCode

CardCode

C0010

CardName

CardName

Hilton Hotels

NumAtCard

NumAtCard

1023

Note: this is the BP


Reference Number field
DocTotal

DocTotal

5550

Remove any unused columns from the template.


Save as a comma separated file (.csv).

6-6

1-7-2

Create an import file for the invoice row


Open the DTW template INV1 Document_Lines.
Enter the following data:
Row 1 heading

Row 2 heading

Row 3 Value

Parentkey

DocNum

AccountCode

AcctCode

Select the Opening Balance


Offset account

ItemDescription Dscription

Invoice 1023

VatGroup

VatGroup

Select a tax group, e.g., O1

LineTotal

LineTotal

5550

Remove any unused columns from the template.


Save as a comma separated file (.csv).
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Login to the Data Transfer Workbench


Choose Start
All Programs
Data Transfer Workbench.

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SAP Business One

Data Migration

Run the import


Choose Import.
In the relevant step of the Data Import Wizard:
Select Transactional Data.
Select Add New Data.
Expand the Sales object and select A/R Invoice.
Link the two .csv files you just created with the header and the
Document_Lines objects.
Import the data and correct any errors.

1-7-5 Check the imported service invoice


Locate the service invoice you just imported.
Check the journal entry posting.
Check the customer account balance.

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TB1200 Implementation and Support release 8.8


Review Questions
1. What is the purpose and main goal of each AIP phase?
2. According to the AIP, in which phase do you gather the clients business processes?
3. What can happen when the client sponsor or company owner is not committed to the
implementation project?
4. What is the purpose of a risk assessment?
5. What is the purpose of the Service Level Agreement (SLA) document?
6. What is a goal of the Kick-off meeting in the AIP?
7. What are some strategies for effective requirements gathering during the Business
Blueprint phase?
8. In which AIP phase do you import legacy master data?
9. Which common customizations are not covered in a standard AIP implementation?
10. Why are some of the settings in the Company Details screen irreversible once you have
posted a transaction?
11. What is the purpose of the Items Groups Valuation Method setting in the Company
Details?
12. Can you change the valuation method for an item?
13. What is the purpose of the Set G/L Accounts By setting in the General Settings?
14. What is the purpose of the default payment terms selected in the General Settings?
15. Your client wants each person in A/P and A/R to create a separate range of documents.
How would you implement this?
16. How can you change the default G/L accounts for a new fiscal year?
17. What is the difference between a super user account and a normal user account?
18. What is the easiest way to assign general authorizations to a set of users?
19. Do you need to assign authorizations to a user who has a professional license?
20. Which document can help you with step-by-step instructions for installing SAP Business
One?
21. What is a new feature of release 8.8 that helps when installing a new patch level?
22. What do you need to supply when you request a license key?
23. What is the implication of stopping the License Manager during business operations?
24. Why do some functions require the site user password?
25. Which types of objects can be imported using Data Transfer Workbench but not using the
Import from Excel utility?
26. Why do some objects have multiple templates in Data Transfer Workbench?
27. How can you find out the table name for a field in a document?
28. What predefined alerts are supplied with the system?
29. When your client creates a sales order, they want to see when the customer last submitted
an order. What would you recommend?

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30. What is the required query syntax for referring to a field in the active window?
31. What special results must a query return when used in an approval procedure?
32. What is the purpose of user-defined values?
33. Your client has 30,000 products and would like to filter them in a selection list by
product group and manufacturer. How can you easily do this using standard
functionality?
34. How do you know if a field has user-defined values?
35. If you add user-defined values to a header-level field, what are the restrictions on
choosing another field as a dependent field for refresh?
36. What are the steps to change the default print layout for a document?
37. How do you find the ObjectId for a document?
38. When entering initial quantities for items valued with moving average, how can you
decide which price to enter?
39. What special considerations are there for entering initial quantities for items valued using
FIFO?
40. What are the recommended ways to enter A/R and A/P account opening balances?
41. What are the ways to import items with serial numbers into SAP Business One?
42. After you have entered opening balances, how can you verify that these balances match
the legacy system?
43. What are your obligations for Level 1 and Level 2 support?
44. How can you prove to SAP that you have fulfilled these obligations?
45. Your customer reports a problem to you. Your first action is to research SAP Notes. If
you cannot find a solution, what should your next action be?
46. What should you do to make sure your customers problem is caused by SAP Business
One?
47. How can you decide which priority to assign to a support message?
48. When entering a support message, what is the business impact and where do you get this
information from?
49. What services are available with the remote support platform tool?
50. What must you run before you can use the check-up services provided by remote support
platform?

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