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COMPUTER
APPLICATION using
SAP Business One
TABLE OF CONTENTS
Every business has numerous processes. Some simple, others are complex and
cumbersome. But as the business grows, acquires new customers, enters new markets and keeps
pace with constant changes in statutory regulations... the company will need to maintain highly
accurate and up-to-date accounting, inventory and statutory records.
This is where a computer application helps simplify, integrate, and streamline all the
business processes, cost-effectively and easily.
Computerized accounting is designed to automate and integrate all the business operations, such
as sales, finance, purchase, inventory and manufacturing. With Computerized accounting,
2. Complete Visibility
Computerized accountings giving the company sufficient time to plan, increase the customer base,
and enhance customer satisfaction. With Computerized accounting the company will have greater
visibility into the day-to-day business operations and access to vital information.
Computerized accounting allows the company to enter data in a variety of ways which makes
work a pleasure. Adapting to the specific business needs is possible.
4. Accuracy, Speed
Computerized accounting has User-definable templates which provides fast, accurate data entry
of the transactions; thereafter all documents and reports can be generated automatically, at the
press of a button.
5. Scalability
Computerized accounting adapts to the current and future needs of the business, irrespective of
its size or style.
6. Power
Computerized accounting has the ability to handle huge volumes of transactions without 3
compromising on speed or efficiency.
Generates real-time, comprehensive MIS reports and ensures access to complete and critical
information, instantly.
9. Complete Reliability
Computerized accounting makes sure that the critical financial information is accurate, controlled
QUICK GUIDE TO COMPUTER APPLICATION using SAP Business One
SAP software can help you become a best-run business in fact, it's the choice of more than
80,000 small businesses and midsize companies.
SAP software is:
File Edit View Data Goto Modules Tools Window Help Menu Bar
Toolbar
The SAP Business One menu bar is located at the top of the main window and contains the
commands File, Edit, View, Data, Go to, Modules, Tools and Window. The menus in the menu bar
change according to the application window that is open at the time.
the menu bar change according to the application window that is open at the time.
Tool Bar
The toolbar, located below the menu bar, is a collection of icons that provide easy access to
commonly used functions. Active functions are shown in color, while inactive ones are grayed out.
The functions represented by the buttons are also available in the menu bar.
To hide or show a toolbar, right-click in the toolbar area and select or deselect, as required.
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Main Menu
Choose Company
Main Menu
Company OEC Computers
Sales manager
Modules Drag & Relate My Menu
Administration
User
Financials
Sales Opportunities
Sales A/R
Purchasing A/P
Administration Choose Company Business Partners
Banking
Inventory
Production
MRP
Server Service
Human Resources
Reports
Company Databases
The SAP Business One Main Menu controls all the system functions. The name of the company
and the current user are displayed in the upper left corner. Its three tabs are Modules, Drag &
Relate and My Menu:
1. Modules
Contains all SAP Business One modules. These are the essential menus through which you access
all the windows and sub-menus.
Sales Opportunities
Helps the sales employees to manage their sales opportunities and enables you to analyze your
sales information. It also includes opportunity forecast reports, won opportunities, an
opportunities pipeline, and a dynamic display of sales stages.
Sales A/R
Handles all aspects of the sales process, from entering sales quotations, sales orders and
deliveries, to issuing customer invoices and returns. In addition, you can draw base documents to
target documents, or send letters to customers with open debts.
Business Partners
Stores the master data for all your business partners, including relevant information about
customers, dealers, vendors, and leads. In addition, you can store information about business
partner activities, as well as data for sales volume forecasts.
Banking
Handles the full range of monetary transactions. In addition, you can use Payment Engine to
process automatic payments.
Inventory
Manages your inventory, including warehouse inventory, price lists, special pricing agreements,
alternative items, and warehouse transactions, as well as the pricing and packaging process, and
batches and serial number management.
Production
Enables you to handle bills of material and production orders.
Human Resources
Maintains information on company employees and enables you to perform numerous related
functions. It provides staff management capabilities, including employee details, contact
information, and absence reports.
Reports
Enables you to compile reports with corporate data and information in exactly the way you want
to see it. This includes company internal evaluations, inventory reports, financial reports, and
accounting data. In addition to the predefined reports, you can also define individual queries.
The Drag & Relate menu is a tab in the SAP Business One Main Menu. It enables you to
find and display important information quickly and efficiently. It is an interactive tool based on
predefined system queries. You use it to create reports and to display information about business
processes. The user-friendly interface helps you find important information quickly, and locate
different objects or documents in SAP Business One. For example, you can generate a report on all
items or item groups, or all purchase orders that you created for a particular vendor.
The Drag & Relate queries allow you to search for data both in reports and in the master
data, such as G/L accounts and business partners.
3. My Menu
My Menu is a customizable menu on which you can save the most frequently used
functions. Use the My Menu tab in the Main Menu to customize a personal menu to include
windows, menu options, and queries you use most frequently. Your personalized menu does not
affect the menus of other SAP Business One users.
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The Choose Company window will pop up.
Choose the following information:
User ID manager
Password manager
Company Name OEC Computers UK
Database Name SBODemoGB
Click OK.
Upon successful log in, you should see the Menu Bar, Tool Bar and Main Menu.
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To set the font you use for displaying texts in SAP Business One and to place your
company logo or other graphic as the background image in the main SAP Business One window:
Exercise 1.3: Hide documents and reports which are not to be used
10 1.3.1. Administration
Hide Exchange Rates and Indexes; Data Import/Export; Approval Procedures; License; Add-ons;
Alerts Management
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1.3.2. Financials
Uncheck everything under Financials except Chart of Accounts, Edit Chart of Accounts, Journal
Entry, Journal Vouchers, and Financial Reports.
1.3.3. Sales AR
Show only Sales Order, Delivery, Return, A/R Invoice, A/R Invoice + Payment, A/R Credit Memo
and Sales Reports.
Only 10 Modules shall be visible in the main menu, under the Module tab.
You already know that the transactions for sales orders, purchasing orders, and production orders
are the transactions that you will use most often. Assign these transactions to the functions keys
F2, F3, F4 and F5.
Also, on the ToolsMy ShortcutsCustomizeList Tab, you can view the allocated shortcuts.
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Exercise 1.5. Navigate SAP Business One using Drag & Relate
Option 1: Select Purchasing A/P then double click Purchase Order. All purchase orders are
displayed.
Use the Filter function to select the purchase orders only of the vendor V50000.
Choose Ok.
Only Purchases from V50000 will be displayed.
Close Filter Table window and Drag and Relate-Purchase Order window.
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Close both windows.
Assume that your task require you to use Sales Order form frequently. Aside from using
shortcut keys, you may also put all frequently used forms under the My Menu tab for easier
access.
To check whether you have successfully added the Sales Order form in the My Menu, go
to My Menu and click Forms.
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Exercise 1.6.2. Rename the Forms folder under the My Menu tab
To rename the Forms folder, Click Tools on the menu bar.
Choose My Menu, then Organize.
Click Rename. Type Frequently Used Forms
Click OK, then Update.
Click Ok again to save the changes made.
Open any form in SAP Business One , for example Purchase Order form
Go to Purchasing A/P>Purchase Order
Change label "Vendor" to "Vendor Code"
Put the mouse cursor on the Vendor field
Press Ctrl then double click without releasing the Ctrl key
The Changing Description Window will come out
Type Vendor Code in the New Description field
Click Update, then Ok.
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To restore the default field label, put the mouse cursor on the Vendor field
Press Ctrl then double click without releasing the Ctrl key
The Changing Description Window will come out
Choose Restore Defaults
Click Update, then Ok.
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Unit II:
MANAGING THE MASTER DATA
Skillful use of master data is essential in getting the most out of the SAP Business One
application. Data describing business partners such as customers, vendors, and leads is master
data. Descriptions of items that are kept in inventory or manufactured by the company are master
data. G/L accounts which are used to post transactions are also master data. When a new
document, such as a purchase order, an invoice, a sales quotation, or a goods receipt, is created,
master data provides much of the necessary information.
Master data also keeps track of predefined values and settings that are used by the
automated wizards for payment processing, dunning activities, and material requirements
planning (MRP). Default control accounts assigned to vendors and customers are also master data.
The rest of the information that describes what is happening for a specific transaction is called
transactional data. Proper setup and management of master data allow everyone to use SAP
Business One to maximum efficiency. If master data is set up accurately, creating a document such
as a sales order becomes a lot easier. You only have to confirm that the default information is
However, if master data is not accurate, business processes come to a halt while people
figure out how to enter the correct information. This chapter offers guidance to help you
understand, set up, and use master data properly so that you and your company get the full
benefit of SAP Business One.
SAP Business One tracks business activities using documents such as purchase orders,
invoices, production orders, sales orders, and so on. Each of these documents is constructed from
smaller reusable chunks of data called master data. Creating documents from master data
increases productivity, ensures data consistency, and reduces errors.
Master data refers to the key information that describes your customers, vendors, and
leads as well as items that your company buys and sells.
Lead
Business Partner
Customer
Master Data
Vendor/Supplier
Master Data
Inventory Item
Sales Item
Item Master Data 23
Purchase Item
Fixed Asset
1. Business Partner Master Data
Use this window to add new business partners and to display and edit business partner
records. To open the window, choose Business Partners Business Partner Master Data. By
default, the window opens in Find mode, which lets you search for business partners.
A. Lead data: Describes people and organizations in the sales pipelineyour potential
customers. Lead master data records are used as the foundation for sales and marketing.
When you make the first sale to a lead, you change the business partner type to customer,
turning the lead into a customer.
B. Customer data: Describes people and organizations to which your company sells products
and services. Customer master data records are used as the foundation for documents related
to processing and fulfilling orders for customers and for the wizard for dunning customers.
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C. Vendor data: Describes the people and organizations from which your company buys
products and services. Vendor master data records are used to create documents related to
purchasing and accepting delivery of goods and services and processing payments to
vendors.
Most software systems have lists of data that are shared and used by several of the
applications that make up the system. For example, a typical ERP system as a minimum will have a
Customer Master, an Item Master, and an Account Master. This master data is often one of the
key assets of a company.
Item Master Data includes how the item may be purchased or sold, the price of the item,
the inventory level, and how purchasing of the item is forecast and planned. Item master data
supports a two-way process. Some items in inventory are sold by your company. Other items are
purchased by your company. Some items may be fixed assets that are tracked for accounting
purposes.
One can show all the inventory items inside the master data list by placing an asterisk (*)
in the item number or description field. The same procedure applies for business partner master
data, you can just type asterisk (*) in the BP Code field.
However, you can do a wild card search by placing the asterisk (*) before, after or in the
middle of the word that you want to search. The list would show all items that contains the
particular string that you used.
You could also find specific information by typing in the word or number that you are
looking for in the particular field.
Note: One important rule applies to all master data- If a master data record is involved in an
accounting or inventory transaction (such as an A/P invoice, A/R Invoice, Journal Entry and so on),
it cannot be deleted. In addition, once a sales order is created, the business partner or the item
linked to it cannot be removed.
Exercise 2.1. Searching Business Partners from the Business Partner Master Data
Solutions
2.1.1. Find all Business Partners (Vendors, Customers and Lead)
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Make sure you are in Find mode.
Press in 'Ctrl+F' on the keyboard to go to Find mode or Click the 'Find' icon(binocular)
on the Tool Bar
Note: If the Find icon (binocular) is in gray color or is disabled, you are already in Find mode.
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2.1.4. Find all Leads
Go to Business PartnersBusiness Partner Master data
Make sure you are in Find mode
Choose 'Lead', from the dropdown list button beside the 'Code' field
Type asterisk (*) in the Code field or in the 'Name' field.
Press enter
All Leads (prospect customers) will be displayed
Click Cancel, then Cancel again to exit both windows
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2.1.5. Find all Business Partners whose name starts with letter 'A'
Go to Business PartnersBusiness Partner Master data
Make sure you are in Find mode
Type A then asterisk (A*) in the 'Name' field.
Press enter
All Business Partners whose name starts with letter 'A' will be displayed
Click Cancel, then Cancel again to exit both windows
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2.1.6. Find all Business Partners that have the word 'Tech' on its name
Go to Business PartnersBusiness Partner Master data
Make sure you are in Find mode
Type asterisk then tech (*tech) in the 'Name' field.
Press enter
All Business Partners that have 'tech' on its name will be displayed
Click Cancel, then Cancel again to exit both windows
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Exercise 2.2. Searching items from the Item Master Data
2.2.1. Find all items
2.2.2. Find all items with item description that starts with letter 'M'
2.2.3. Find all item descriptions that have the word 'print' on it
Solutions
2.2.1. Find all items
Go to InventoryItem Master data
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2.2.2. Find all items with item description that starts with letter 'M'
Go to InventoryItem Master data
Make sure you are in Find mode
Type then asterisk (M*) in the in the 'Description' field
Press enter
All item descriptions that starts with letter 'M' will be displayed
Click Cancel, then Cancel again to exit both windows
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Type the Vendor Code VT100 in the Code Field and choose Vendor from the dropdown list
next to it.
Type the vendor name Jaimie Lou in the Name field.
Choose the appropriate Group which is Suppliers (Click the dropdown list button on the
Group field to show list of groups).
Go to 'Payment Terms' Tab
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2.3.1.d. MJ Siando
To add MJ Siando, go to Business PartnersBusiness Partner Master data
Go to Add mode
Type the Vendor Code VT400 in the Code Field. Choose Vendor from the dropdown list
next to it.
Type the vendor name MJ Siando in the Name field.
Choose the appropriate Group which is Gas and Oil
Since the group Gas and Oil is not existing, choose Define New from the drop down list
The Vendors Group Setup window will appear
Add Gas and Oil in the group
Click Update, then Ok.
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2.3.2. Add Customers
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2.3.2.c. Happy Roque
To add Happy Roque, go to Business PartnersBusiness Partner Master data
Change to Add mode
Type the Customer Code CT800 in the Code Field. Choose Customer from the dropdown
list next to it.
Type the customer name Happy Roque in the Name field.
Choose the appropriate Group which is Distributors
Go to Payment Terms Tab
On the Payment Terms field, click the dropdown list button and Choose 3/5,n/30
Click Add.
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Although item master data is completely different from business partner master data in
content, both are set up in a robust yet versatile way. For example, item master records keep
track of items that are sold, purchased, and inventoried by your business. Frequently the same
42 items are purchased, inventoried, and sold. The information is the same; it is just used differently.
Item master data is at the heart of almost every process in SAP Business One. It is used in
almost every module, including the sales, purchasing, production, MRP, inventory, and service
modules.
NEW ITEMS
Item Unit Price
Number Item Description Item Group
P100 HP DeskJet Printer HP Printers GBP 100.00
P200 2TB External Drive External Devices GBP 70.00
Laminating
P300 Items GBP 120.00
Machine
P400 USB Keyboard Accessories GBP 50.00
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2.4.2. 2TB External Drive
Go to InventoryItem Master Data
Press Ctrl + A or Select the icon in the tool bar to change from FIND mode to ADD
mode.
Input the required information:
Item Number: P200
Item Description: 2TB External Drive
Item Group: External Devices
Choose Define New to add External Devices in the Item Groups
Item Groups - Setup window will appear
Type External Devices in the Item Group Name field
Click Add, then Choose Yes to confirm system message
Unit Price: GBP 70
Click Add to save the document and Ok to exit the window.
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Note: If the error "One of the Inventory Accounts is Missing" occurs while adding/creating a new
Item Group, update the posting period.
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2.4.4. USB Keyboard
Go to InventoryItem Master Data
Press Ctrl + A or Select the icon in the tool bar to go to Add mode
Input the required information:
Item Number: P400
Item Description: USB Keyboard
Item Group: Accessories
*Choose Yes to confirm system message
Unit Price: GBP 50
Click Add to save the document and Ok to exit the window.
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46
Unit III
PURCHASES, INVOICING AND PROCESSING PAYMENTS
You can begin the purchasing in SAP Business One by requesting quotations for items or
services from your vendors using the purchase quotation document. Once you have compared the
vendors' quotes and found the best offer, you proceed to ordering the goods. To order the items
or services, you create a purchase order document.
The next stage is the goods receipt PO. It is the stage when the inventory is received into
the company. The goods receipt is followed by an A/P invoice, which is the request for payment. It
is the only mandatory document in the purchasing process. It is possible to create the A/P invoice
without first creating a goods receipt PO or a purchase order.
In SAP Business One, you can create an A/P reserve invoice. This document is similar to a
purchase order but includes a request for payment. The A/P reserve invoice is used when a vendor
is concerned about the credit worthiness of his customers. In the purchasing process of SAP
Business One, it is possible to return goods to the vendor if, for example, the goods you received
You can create a new document based on one or more of the existing ones. When you
create a new document with reference to an existing document, only the documents that are still
open are displayed. All documents for which you have not created a follow-on document have an
open status. Open documents remain open until you transfer all items completely to the follow-
on document, or until you manually close or reverse them.
Each document affects inventory quantities and some affect the general ledger. The
purchase order affects the available inventory quantity. The goods receipt PO increases the actual
inventory quantity. If you create an A/P invoice without reference to the goods receipt PO, it will
also increase the quantity in stock.
The goods return reduces the actual inventory levels. The A/P credit memo reduces the
actual inventory levels and also creates an accounting transaction by applying negative amounts
to the previously invoiced accounts.
Note: Depending on the complexities and requirements of a business, the use of some marketing
documents may be omitted such as creating a Purchase Requisition for, Purchase Oder, Sales
Opportunities, Sales Order, etc.. But invoices are required marketing documents and therefore
should never be omitted. This Material will start the Purchasing Process from the creation of a
Purchase Order. 47
3.1.1.a. Create a Purchase Order for Vendor VT100. Order the following:
Field Name or Data Type Values
Item No. P100
Quantity 30
Item No. P200
Quantity 20
Item No. P500
Quantity 20
Go to Purchasing-A/P Purchase Order
Type VT100 on the Vendor Code Field.
Type P100 on the Item No. column in the Contents Tab and input 30 in the Quantity
column
Do the same for P200
Since P500 is not yet existing in the Item Master Data, press the Tab key in the Item No.
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field
List of Items window will appear. Choose New
Item Master Data window will appear
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3.1.1b. Create a Purchase Order for Vendor VT200. Order the following:
50
You will return to the Purchase Order window
On the Contents tab, Scroll to the right to see the Whse and Del. Date Columns
Enter the required data
Click Add to save the document and Ok to exit the window.
Record the Purchase Order No. _______
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3.2.1. Create a Goods Receipts P.O. Using Copy from (Orders were received in full)
Record full receipt of your latest purchase from VT300.
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3.2.2. Create a Goods Receipt P.O. Using Copy from (Orders were not received in full)
Record a partial receipt of your latest purchase from VT100. Follow the following data:
3.2.3. Create a Goods Receipt P.O. to record the receipt of the remaining undelivered ordered
items from VT100
You receive an additional delivery for the same purchase order. VT100 delivered all the remaining
items. Create a goods receipt PO for the remaining items:
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Exercise 3.3. Create A/P Invoice
A vendor invoice for the delivered items arrived. Record the A/P invoice.
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Excercise 3.5. Creating a Goods Return
The goods return document is used to return delivered goods to vendors or to reverse a
purchasing transaction for an item completely or partially, for example, a goods receipt PO in SAP
Business One. Due to legal stipulations, you cannot delete or make any accounting-relevant
changes to these documents. However, to return unwanted or faulty goods, or to correct errors
made when entering the above-mentioned documents, you can create a goods return.
When you create a goods return, the goods are issued from the warehouse and the
quantities are reduced. If your company uses perpetual inventory, SAP Business One automatically
creates the relevant posting to update the inventory values as well.
Note: The prerequisite before creating a Goods Return document is that there should be no A/P
invoice was created for the goods being returned. If an invoice has been created, you must create
an A/P credit memo.
Suppose you discovered that 1 unit of item no. P100, referencing Goods Receipt P.O. no.
270, orderred from Jaimie Lou were defective when received.Since no A/P Invoice was created for
Goods Receipts P.O. no. 270, use Goods Return document to reutrn 1 unit of item no. P100.
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Exercise 3.6. Creating A/P Credit Memo
When you create a delivery for a purchase order or an A/P invoice in SAP Business One,
legal stipulations prevent you from deleting or making any changes to these documents. You may,
however, want to return the goods to the vendor for a variety of reasons, or you may find that
you have made a mistake while creating the documents.
The A/P credit memo is the clearing document for the A/P invoice. Therefore, if the
vendor has delivered goods, and you have already created an A/P invoice, you can reverse the
transaction either partially or completely by creating an A/P credit memo.
You create the A/P credit memo based on the A/P invoice to establish a link between the
two transactions in SAP Business One. However, it is also possible to create an A/P credit memo
without having a base document.
SAP Business One lets you create an A/P credit memo with a zero amount. You can do this
when you clear A/P invoices for no-charge items, such as items that are part of a promotion or
covered by a service contract.
You correct both the quantities and the values with the credit memo. SAP Business One
reduces the inventory of the credited items by the quantity specified in the credit memo, posts
the value of the credit memo to the vendor account in the accounting system, and reduces the
expense account by the same amount. 65
Before creating an A/P Credit Memo, verify that your credit balance to Rome Alfred is
zero. Remember that we have already paid the invoice issued by Rome Alfred.
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Exercise 3.7. Create Marketing Documents for a Service Purchased.
When creating a purchase order for services availed, make sure to choose Service in the
Item/Service Type field.
Item - choose if you are to create a purchasing document for items defined in the
Inventory module.
Service - choose if you are to create a Purchasing document for a Service, such as a one-
time consultation, that has not been defined as an item in SAP Business One. The table
view on this tab is different for each option
Exercise 3.7.1. Create a Purchase Order for the Pest Control Services availed from VT400
You contracted VT400 do pest control in your office. Create a Purchase Order for the
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The service was provided and you received an invoice from the vendor. The Invoice
Number on the vendor invoice is L7342. Create an A/P Invoice for the service received.
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Unit IV:
SALES, INVOICING AND RECEIVING PAYMENTS
The sales process moves from issuing a sales quotation for goods to selling the goods (and
services) to delivering the goods to invoicing the customer for the goods. Each step involves a
document, such as a sales order or A/R invoice. SAP Business One moves all relevant information
from one document to the next in the document flow. You can adapt the steps according to your
needs and business processes.
Prerequisites
To avoid problems during document creation in later stages of the sales process, make sure that
the following key data is maintained correctly before you start creating sales documents:
Process
The sales process in SAP Business One entails creating the following documents:
1. Sales Quotation
Before ordering, customers often require a sales quotation for review in their company.
You create it as a proposal of your goods and services to a customer or lead. It does not
result in any posting that alters quantities or values in inventory management or
accounting.
2. Sales Order
The sales order is a commitment from a customer or lead to buy a product or service. The
document is important for planning production, creating purchase orders and scheduling
resources.
3. Delivery
You create a delivery note to indicate that the goods have been shipped.
4. A/R invoice
After you have delivered the goods or provided services, you bill the customer using an
A/R invoice. With this document, you request payment from your customer and record 71
the revenue in the profit and loss statement.
Note:
The invoice is the only mandatory document in the sales process. You can create one
without first creating the other three.
For legal reasons, you cannot delete deliveries and A/R invoices or change any accounting-
relevant data on these documents if they have been already entered in SAP Business One.
Each of the following documents has a specific purpose in the sales process.
A/R reserve invoice used when a company is concerned about the credit worthiness of
its customer. In this case, the company demands payment before any delivery of items to
the customer.
Return a corrective clearing document used to credit a customer if the goods were
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It is possible to create new documents based on existing ones. When you do so, only the
documents that are still open are displayed.
Open documents:
Are those for which you have not created a follow-on document
Remain open until you transfer all items completely to the follow-on document, or until
you manually close or reverse them
Each document updates the inventory quantities and the general ledger in the following ways.
A sales order affects the amount of inventory committed to a customer and, therefore,
the available inventory quantity.
A delivery reduces the inventory committed and the in-stock quantities. Furthermore, it
affects the general ledger, if SAP Business One manages the perpetual inventory. In such a
case, the delivery reduces inventory valuation and posts a cost of sale.
An A/R invoice created without reference to the delivery, also reduces the quantity in
stock. An A/R invoice always creates an accounting transaction. It records the revenue and
tax, and it updates the customer accounts with a new outstanding balance.
An A/R invoice + payment reduces the quantity in stock and records the revenue and tax.
An A/R reserve invoice affects the amount of inventory committed to a customer and,
therefore, the available inventory quantity. It also creates an accounting transaction.
A return increases the in-stock quantity and updates the associated inventory accounts.
An A/R credit memo increases available inventory levels and creates accounting
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transactions. It credits the customer accounts in the general ledger and corrects the
revenue account by the same amount.
Note: Depending on the complexities and requirements of a business, the use of some
marketing documents may be omitted. This Material will start the Sales Process from the
creation of a Sales Order.
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4.3. Create a sales order for customer CT600, Harry Potter. Enter the data below:
Within the same day, customer CT600 calls you to increase the Units of his order:
Field Name or Data Values (Initial Values (Changes to
Type Order) the Order)
Item No. I00001 I00001
76 Quantity 15 30
Item No. I00002 I00002
Quantity 10 20
Also, since the customer doubled his order, he asked for a discount. You agreed and
decided to give 2% discount.
Go to Sales A/R Sales Order
Open the sales order you just created. Click the Last Data Record icon or use
Find mode to search for the document by number or customer name.
Increase the first quantity to 30 and the second quantity to 20.
Type 2 (for 2% discount) in the Discount field, just below the Total Before
Discount button
Click Update to save your changes, then OK to exit window.
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Observe that the Sales Order's status is Open before the delivery was created.
As soon as full delivery was made, the Sales Order's status will change to Closed
4.6. Creating A/R Invoice for the Items Delivered
Go to Sales A/R Delivery
Click the Last Data Record on the toolbar to retrieve the last Delivery document made
In the delivery document, choose Copy to.
Choose A/R invoice.
Click Add to save the invoice.
A/R invoice number (you will use this when processing an incoming payment):
___________
Confirm the system message by choosing Yes.
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Observe that the Delivery's status is Open before the A/R invoice is created.
As soon as an A/R invoice is created for the full items delivered, the Delivery's status
will change to Closed
Customer CT600 paid the first installment of his invoiced orders in cash. Remember that
CT600's payment term, which we set in our previous exercises is in 3 Installments.
To view CT600's payment terms, go to Business Partners Business Partner
Master Data
Go to Find mode. Press Ctrl+F on your keyboard or click the Find icon
(binocular icon) on the toolbar.
Type CT600 on the Code field then press Enter. The master data of Customer
CT600 will be displayed.
Go to Payment Terms tab.
Check the Payment Terms field. The payment term is in 3 Installments.
Click Cancel to exit the window.
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4.7.2. To process the collection of CT600's first installment payment,
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Click Cancel to exit Incoming Payments window
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4..7.3.Suppose CT600 sent a check amounting to BGP 157.79 in full payment of the second
installment due (BGP 107.79) and in partial payment of the third installment (GBP
50).
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Choose the Payment Means button (money bag icon) from the toolbar. The payment
means window will be displayed.
Go to Check tab.
Enter the total check amount GBP 157.79 in the Amount Column or Press Ctrl + B to
automatically copy the total check amount in the Amount Column.
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Choose OK.
Choose Add to save the document.
Choose Yes to confirm the system message.
Click the Last Data Record on the tool bar to retrieve/view the Incoming Payment you just
made.
Right Click on any area, choose Relationship Map
The Relationship Map window will appear. You may use the relationship map to analyze
the flow of the transaction.
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Mouse over to the Yellow shade or the red shade to view amount paid or unpaid.
To have a better view of the transaction, open the A/R Invoice created for CT600.
Go to Sales A/R A/R Invoice
Click Last Data Record icon on the toolbar to retrieve the A/R Invoice created for CT600
Right Click on any area, choose Relationship Map
The Relationship Map window will appear. This time, you can have a view of the complete
transactions relating to the A/R Invoice from Sales Order to Incoming Payment.
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Exercise 4.8. Track the effect of each step in the sales process to Inventory and to Accounting.
IN STOCK:
The current stock level of the item. This is the quantity that is physically in the warehouse.
86 COMMITTED:
The quantity of an item reserved from the inventory for the following document types:
Sales orders
Production orders (the quantity used for producing a parent item)
A/R reserve invoices
ORDERED:
The quantity of an item already purchased or produced, but not yet received. The
following document types contribute to the quantity displayed in this field:
Purchase orders
Production orders (the quantity you plan to receive from production)
A/P reserve invoices
AVAILABLE QUANTITY:
The quantity of an item that will be available when the Committed stock is issued from the
warehouse and the Ordered stock is received by the warehouse.
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The Master Data for item A00004 will come into view
Choose the Inventory Tab. Take note of the Inventory Status.
Warehouse In Stock Committed Ordered Available
01
02
03
04
We will use this data later to check the inventory movements
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Open the sales order you just created.
Go to Sales A/R Sales Order
Choose Last Data Record.
View the details for the row.
Double-click on Row 1.
Row Details...-Sales Order Window will be displayed
Scroll down to view the warehouse assigned to A00004.
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Close the window to return to the sales order.
Open the item master record. Choose the link arrow to next to the Item No. field.
Choose the Inventory Data tab.
Are there changes in the total In Stock Quantity? If yes, which warehouse was
affected?______
*None
Are there changes in the Ordered Quantity? If yes, which warehouse was
affected?______
*None
Are there changes in the Committed Quantity? If yes, which warehouse was
affected?______
* Yes. It increased by 15 Units.
*Warehouse 01
Are there changes in the Available Quantity? If yes, which warehouse was
affected?______
*Yes. It decreased by 15 Units
*Warehouse 01
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Choose Cancel to return to the Sales Order window and click OK to exit from the Sales
Order window.
4.8.2. Delivery
Create a delivery and view the effect of the delivery.
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Open the sales order you just created. Go to Sales A/R Sales Order
Choose Last Data Record.
Click Copy to. Choose Delivery.
Choose Add to save the delivery.
Delivery number: ___________________________
Confirm that you want to save the delivery by choosing Yes.
Do not yet exit from the Delivery window.
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4.8.3. A/R Invoice
Re-open the invoice you created with the Last Data Record icon.
Choose the Accounting tab.
To view the journal entry, choose the link arrow next to the Journal
Remarks field.
Close all windows. Go to Windows Menu , choose close All.
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As you can see in the journal entry, no changes to inventory were recorded when you
create the A/R invoice. This is because, the increase in Inventory is already posted upon the
creation of the Delivery document.
However, if there is no preceding delivery document, the A/R invoice records the changes
to inventory quantity. Additionally, if you are running perpetual inventory, the A/R invoice records
the changes to inventory value in the resulting journal entry.
For legal reasons, you cannot delete a delivery or invoice that you enter in SAP Business
One, or change accounting-relevant data in these documents. However, the customer might send
the goods back for various reasons, or you might have made a mistake when you entered the
documents. In such situations, create a return document.
When you enter a return document, you can reverse the posting of a delivery. When you
create the return, the system corrects the inventory Units. If your company runs a perpetual
QUICK GUIDE TO COMPUTER APPLICATION using SAP Business One
inventory, creating a return automatically generates a journal entry that updates the inventory
value.
Note:
If an A/R invoice has not yet been created for the delivery you want to reverse, use the
Return document under Sales A/R Return. If you have already recorded an invoice, use the A/R
Credit Memo (Sales A/R A/R Credit Memo) to correct values and Units for the transaction in
SAP Business One.
4.9. Suppose Customer C30000 (Microchips) returned 2 defective HP Color Laser Jet 5 (Item No.
A00004). These were from the recent items delivered to Microchips.
Since an A/R Invoice is already created for the said delivery, we cannot create a Return Document
for the 2 HP Color Laser Jet 5. Instead, we will be issuing a credit memo to record the return.
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Exercise 4.10. Set-up Item Availability check
The Item Availability Check window only appears when the quantity of an item required in a sales
order is larger than the availability quantity on the delivery date, minus the minimum level. The
minimum level is defined on the item level or at the warehouse level (as defined in the Item
Master Data window). 97
Available = In Stock + Ordered Committed from the current date to the requested delivery date.
If you update an existing sales order (instead of creating a new one), SAP Business One does not
take into account the existing sales order values when calculating available quantity, as it does
when you create a new sales order.
Example
Note: Item Availability Check window appears only if the Activate Automatic Availability Check
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Available Quantity is the quantity of an item that will be available for delivery on the Requested
Due Date for the selected warehouse. If the Requested Due Date is beyond the item's lead time,
then the Available Quantity is the requested quantity since there is still a time for the company to
order or produce the ordered quantity before the requested due date.
SAP Business One determines the available quantity by checking that the amount in the Available
Quantity field is greater than the minimum level defined on the warehouse level, if the item is
managed by warehouse, or greater than the minimum level defined in the Item Master Data
window, if the item is not managed by warehouse
If a Delivery Date is not entered in the sales order the current system date is used.
Lead time (LT) is the planned time interval between the shipping of a delivery in the ship-from
location and the expected time of arrival at the location receiving the delivery (customer or ship-
to location).
Lead Time = Current date + lead time + Saturdays, Sundays and Holidays
Example
The example below describes how to calculate the earliest available date for an item.
Lead Time When calculating the Earliest Availability date for an item:
The current date is Thursday May 22, 2008.
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The lead time defined in the Item Master Data window is 3 days.
The weekend is defined as Saturday and Sunday in the Company Details window. In addition, May
27, 2008 is defined as a holiday.
The earliest available date is calculated as Wednesday May 28, 2008.
Thursday Friday Saturday Sunday Monday Tuesday Wednesday
May 23, 2008 May 26, 2008
May 22, May 28, 2008 (3rd
(1st day Lead Weekend Weekend (2nd day Lead Holiday
2008 day Lead Time)
Time) Time)
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4.10.3. Open the master data for item no. P200 (2TB External Drive) and check the
Inventory status
Go to Inventory Item Master Data
Make sure you are in Find Mode (Ctrl + F)
Type P200 in the Code field and press enter.
The master data for P200 will be displayed.
Go to Planning Data tab and type '2' in the Lead Time field.
Go to the Inventory Data tab and choose Manage Inventory by Warehouse.
Set 10 and 5 Units as the Minimum Inventory in Warehouse 01 and 02
respectively.
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4.10.4. Create a Sales Order for 20 Units of item P200. Use Customer C20000.
Go to Sales A/R Sales Order
Enter the following information:
Field Name or Data Type Values
Customer C20000
102 Delivery Date Today
Item No. P200
Quantity 15
After typing 15 in the Quantity Column field, press tab.
The Item Availability Check window will show up.
We noted a while ago that the total available quantity in warehouse 01, the default
warehouse, are 20 Units. However, since we set minimum inventory level for warehouse
01 and 02, SAP Business One considered the minimum inventory in computing for the
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Unit V:
INVENTORY, WAREHOUSE MANAGEMENT AND GOODS MOVEMENT
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Exercise 5.3. Check the goods' movement from Warehouse 01 to Warehouse 02
Exercise 5.5. Aside from opening the Item Master Data of A00001 to check the current stock
situation in warehouses 01 and 06, you may also open the Inventory Warehouse Report.
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UNIT VI:
BASIC REPORT GENERATION
You can export a document or report from your computer to one of the following file
types:
Crystal Reports (*.rpt)
PDF (*.pdf)
Microsoft Excel [97-2003] (.xls)
Microsoft Excel [97-2003] Data-Only (.xls)
Microsoft Word [97-2003] (.doc)
Microsoft Word [97-2003] - Editable (.rtf)
Rich Text Format (RTF) (*.rtf)
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XML (*.xml)
Exercise 6.1. Define a Path to where you will store your SAP files
Exercise 6.2. Generate the Quarterly Balance Sheet Report for the Calendar Year 2009
Go to ReportsFinalcialBalance Sheet
Choose the following information
Field Name or Data Type Values
Date Posting Date
To 12-31-2009
110 Display in Report Quarterly Report
Click OK
The Balance Sheet report will be displayed.
Choose Level 3 in the Level field to display a more comprehensive Balance Sheet Report
(Note: Level 1 to see the Summarized Balance Sheet report, Level 2 to add details to the report,
Level 3 to add more details to the report, up to Level 5- the most detailed report.)
Click the MS-EXCEL icon on the toolbar to export the Balance sheet report to MS Excel
Save the file as Microsoft Excel 97-2003 Workbook and Rename as Quarterly Balance
Sheet 2009.
Choose whether to export Currency Symbols or not
Click Ok then OK.
Open the exported report in the SAP Reports folder on your Desktop.
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Exercise 6.3. Generate the Annual Profit and Loss Statement for the Calendar Year 2009
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Exercise 6.2. Perform database backup and store it in another storage device
a. Click Start Button (lower leftmost corner of the screen)
b. Click All Programs > Microsoft SQL Server 2005> SQL Server Management Studio
Express
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c. Click Connect
Click Connect.
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d. Click + before the Databases to expand and view all databases > Right Click on the
database that you want to back up > Click Tasks > Click Backup.
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e. Click OK when Backup Database window appears. Take note of the default location of the
backup. See example below (c:\Program Files\Microsoft SQL
Server\MSSQL.1\MSSQL\Backup\SBO)
f. Retrieve the backup database. Go to Start > Computer > Local Disk (C:) > Program Files >
Microsoft SQL Server > MSSQL.1 > MSSQL > Backup g. Copy the backup file with an extension file
of .bak and save it to another storage device.
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