Sappress Business One

142.book Seite 3 Freitag, 6.
Juli 2007 10:33 10
Robert Mayerhofer
Introduction to SAP® Business One
Bonn 폷 Boston
142.book Seite 5 Freitag, 6. Juli 2007 10:33 10
Contents at a Glance
1 How to Use This Book ............................................ 11
2 Introduction to SAP Business One ......................... 19
3 Basic Program Operation ........................................ 23
4 Master Data ............................................................ 49
5 Purchasing .............................................................. 119
6 Sales ........................................................................ 179
7 Inventory ................................................................. 229
8 Introduction to Financial Accounting ..................... 305
9 Financial Accounting .............................................. 317
10 Banking ................................................................... 361
11 Sales Opportunities ................................................ 373
12 Service ..................................................................... 395
13 Human Resources ................................................... 427
14 Highlights in SAP Business One ............................. 433
A SAP Business One at a Glance ................................ 449
B The Author .............................................................. 457

Contents
1 How to Use This Book .............................................. 11

1.1 Overview .................................................................... 11
1.2 Scope of this Book ...................................................... 13
1.3 Methods ..................................................................... 16
1.4 Information — Exercises ............................................. 17
1.5 Materials on the Web ................................................. 18
2 Introduction to SAP Business One .......................... 19

2.1 What is SAP Business One? ......................................... 19
2.2 Who Uses SAP Business One? ..................................... 21
3 Basic Program Operation ......................................... 23

3.1 Installation Process ..................................................... 24
3.1.1 Initial Start ..................................................... 25
3.1.2 Second Start .................................................. 26
3.2 Navigation .................................................................. 27
3.3 Working with Data Records ........................................ 32
3.3.1 Adding Data Records ..................................... 32
3.3.2 Searching for Existing Data Records ............... 34
3.3.3 Duplicating Data Records ............................... 41
3.3.4 Changing and Removing Data Records ........... 42
3.4 Right Mouse Button — Using the Context Menu ........ 42
3.4.1 Drop-Down Lists — Defining New Values ...... 43
3.5 General Settings ......................................................... 44
3.6 Exercises ..................................................................... 47
4 Master Data ............................................................. 49

4.1 What is Master Data? ................................................. 50
4.2 Users .......................................................................... 50
4.3 Business Partners ........................................................ 53
4.4 Payment Terms ........................................................... 76
4.5 Activity ....................................................................... 83
4.6 Items .......................................................................... 91
4.7 Document Numbering ................................................ 105
4.8 Company Master Data ................................................ 111
4.9 Business Partner Reports ............................................ 113
4.10 Exercises ..................................................................... 114
7
Contents
5 Purchasing ................................................................ 119

5.1 Business Aspects of Purchasing .................................. 120
5.2 From Purchase Order to Outgoing Payment ............... 121
5.2.1 Document Header ......................................... 122
5.2.2 Document Body ............................................ 127
5.2.3 Document Footer .......................................... 140
5.2.4 Other Functions in the Document ................. 142
5.2.5 The Document Chain in Purchasing ............... 152
5.3 Reports in Purchasing ................................................ 170
5.4 Exercises .................................................................... 176
6 Sales ......................................................................... 179

6.1 Business Aspects of Sales ........................................... 180
6.2 From Sales Quotation to Incoming Payment .............. 180
6.2.1 Document Header ......................................... 181
6.2.2 Document Body ............................................ 181
6.2.3 Document Footer .......................................... 191
6.2.4 The Sales Document Chain ............................ 192
6.2.5 Other Sales Functions .................................... 196
6.2.6 Gross Profit as a Sales Indicator ..................... 208
6.3 Sales Reports ............................................................. 215
6.4 Dunning in SAP Business One .................................... 217
6.5 Exercises .................................................................... 227
7 Inventory .................................................................. 229

7.1 Business Aspects of Inventory .................................... 230
7.2 Inventory in SAP Business One ................................... 231
7.3 Inventory Valuation Methods ..................................... 235
7.3.1 Overview ...................................................... 236
7.3.2 Standard Price ............................................... 238
7.3.3 Moving Average Price ................................... 239
7.3.4 FIFO: First In — First Out .............................. 240
7.4 Pricing in SAP Business One ....................................... 245
7.5 Units of Measure in SAP Business One ....................... 262
7.6 Catalog Numbers in SAP Business One ....................... 267
7.7 Management of Serial and Batch Numbers ................. 272
7.7.1 Serial Numbers .............................................. 272
7.7.2 Batch Numbers .............................................. 280
7.8 Manual Inventory Transactions .................................. 282
7.9 Physical Inventory ...................................................... 287
8
Contents
7.9.1 Initial Quantities ............................................ 288

7.9.2 Physical Inventory and Inventory Valuation .... 290
7.9.3 Cycle Count Recommendations ...................... 294
7.10 Inventory Reports ....................................................... 296
7.11 Exercises ..................................................................... 302
8 Introduction to Financial Accounting ...................... 305

8.1 The Four Principal Issues of Financial Accounting ....... 306
8.2 Basic Principles of Financial Accounting ...................... 307
8.2.1 The Account .................................................. 308
8.2.2 The Double-Entry Accounting System ............ 309
8.3 From Opening Balance Sheet to Closing Balance
Sheet .......................................................................... 311
8.3.1 Opening Accounts at the Beginning of the
Fiscal Year ...................................................... 312
8.3.2 Current Postings ............................................ 312
8.4 Exercises ..................................................................... 316
9 Financial Accounting ................................................ 317

9.1 Chart of Accounts ....................................................... 318
9.2 The Posting Cycle in SAP Business One ....................... 324
9.3 Journal Entries ............................................................ 330
9.4 Journal Vouchers ........................................................ 337
9.5 Posting Templates ...................................................... 338
9.6 Recurring Postings ...................................................... 340
9.7 Foreign Currency Postings .......................................... 342
9.8 Integrating Cost Accounting ....................................... 348
9.9 Financial Reports ........................................................ 353
9.10 Exercises ..................................................................... 358
10 Banking .................................................................... 361

10.1 Banking Master Data .................................................. 361
10.2 Incoming and Outgoing Payments .............................. 363
10.3 Posting Bank Charges ................................................. 369
10.4 Linking Invoices to Payments ...................................... 370
10.5 Exercises ..................................................................... 371
11 Sales Opportunities .................................................. 373

11.1 Sales-Related Aspects in Small and Medium-Sized
Businesses .................................................................. 374
9
Contents
11.2 Sales Opportunities — Setup ..................................... 374

11.3 Sales Opportunities — Managing Sales
Opportunities ............................................................ 379
11.4 Sales Opportunities Reports ....................................... 386
11.5 Exercises .................................................................... 392
12 Service ...................................................................... 395

12.1 Service Structure Components ................................... 396
12.1.1 Service Contract as the Basis .......................... 396
12.1.2 Service Calls as Daily Contact to Customer .... 401
12.1.3 Customer Equipment Card — Managing
Customer Equipment ..................................... 415
12.1.4 Solutions Knowledge Base as a By-Product .... 417
12.1.5 Service Reports ............................................. 420
12.2 Exercises .................................................................... 424
13 Human Resources ..................................................... 427

13.1 Human Resources Management in SMBs ................... 428
13.2 Employee Master Data ............................................... 428
13.3 Human Resources Reports ......................................... 431
13.4 Exercises .................................................................... 432
14 Highlights in SAP Business One .............................. 433

14.1 Drag & Relate ............................................................ 433
14.2 Exporting to Microsoft Excel ...................................... 437
14.3 Customizing Options .................................................. 440
14.4 Change Log ................................................................ 444
14.5 Exercises .................................................................... 446
Appendix .................................................................. 447

A SAP Business One at a Glance .............................................. 449
A.1 Shortcuts ................................................................... 449
A.2 Icons and Buttons ...................................................... 451
A.3 Document Abbreviations in SAP Business One ........... 454
B The Author ........................................................................... 457
Index ........................................................................................... 459
10
The main elements of the sales process in small and midsize

enterprises are the pre-sales phase, order processing and
order filling, invoicing, and dunning. This chapter deals with
these elements of the sales process.
6 Sales
We will now add the fourth piece to our Introduction to SAP Business
One jigsaw puzzle by looking in this chapter at the whole area of
Sales.
SAP Business One

Basic
Program Master Data Purchasing
Operation Sales
Figure 6.1 Introduction to SAP Business One: Fourth Piece of the Jigsaw Puzzle
This chapter starts by seeing where sales fit into the overall business
structure. It then presents the sales-specific differences between the
structure of sales documents and purchasing documents. Because the
document structure is quite similar to that of purchasing, and this
area has already been covered in detail in Chapter 5, Purchasing, this
chapter focuses on the differences and sales-specific characteristics.
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6 Sales
Similarly to the structure of Chapter 5, this chapter then goes on to

present an overview of the sales document chain and the specific
characteristics of the individual document levels. The chapter also
focuses on the system of gross profit, which is a costing-based indi-
cator of sales success. The chapter closes with a look at sales reports.
6.1 Business Aspects of Sales

Although their meanings overlap, the business concepts of turnover,
sales, and sales and distribution in small and medium-sized (SMB)
enterprises refer to different activities within the enterprise. Turn-
over is a generic term for the selling of goods and services by an
enterprise, while sales and sales and distribution are sub-areas of the
overall sales process. Sales comprises all activities that have as their
goal the economic and legal transfer of goods and services from
seller to buyer. This includes the completion of a contract, order pro-
cessing, packaging, and shipment. Sales and distribution, for its part,
deals with the technical aspects of service consumption needed for
the sale to happen in the first place. With this difference in mind,
this chapter deals with sales, while sales and distribution form the
subject of Chapter 11, Sales Opportunities.
6.2 From Sales Quotation to Incoming Payment

The sales process in SAP Business One leverages a high degree of
integration between the individual sales document levels, as well as
close links between purchasing and warehouse management. The
sales document chain contains the following document levels:
1. Sales quotation
2. Sales order
3. Delivery (for inventory items only)
4. If required: returns (reverse of delivery, for inventory items only)
5. A/R invoice
6. If required: A/R credit memo (reverse of A/R invoice and delivery)
7. Incoming payment
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From Sales Quotation to Incoming Payment 6.2
Apart from the incoming payment level, located in the Banking mod-
ule, the structure of the windows is very similar. Therefore, in the
following sections, we will present their individual characteristics in
relation to a document level. Any minor differences with document
levels in the purchasing area are presented separately.
Program operation in the document window is based on the same

concept as described in Section 3.4. When the window is opened, it
is in Add mode. Once you have entered all the required data, click on
the Add button to create the document (for example, the sales quota-
tion). To call existing documents, click on the button (Find Data
Record) or press Ctrl + F to switch to Find mode.
Note
When you switch to Find mode, the cursor automatically jumps to the
Document Number field, because the document search is often based on
the document number.
You also can browse the document using the data record buttons (see
Figure 3.4.2). Because the most recently created document has the
highest document number, you can go to this document very quickly
by clicking the (Last Data Record) button. As soon as you modify
an existing document, the button in the lower left-hand part of the
screen changes from OK to Update. Click on this button to confirm
the changes you have made. Then, click on OK or Cancel to close the
document window.
6.2.1 Document Header

The structure and functions of the document headers of sales docu-
ments are similar to those of purchasing documents. One difference
is that, in the Sales Quotation document level, the usual Delivery
Date field is replaced by the Valid Until field, which is used to spec-
ify the validity period of a quotation. This is the date until which the
customer can place an order under the conditions specified in the
quotation.
6.2.2 Document Body

All functions in the sales document body and their uses are basically
identical to those in the document body of the Purchasing module.
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6 Sales
For this reason, we will deal here either with functionality that
occurs in sales documents only, such as Availability check of inven-
tory items and Create a purchase order from a sales order. We’ll
also describe those that are more frequently used in sales documents
than in other documents, such as List of last prices and Summarize
document rows.
“Contents” tab The order of items in the Contents tab is more or less the same as the
order in purchasing documents. All columns and fields that you need
to add from the pool can be added using the button (Form Set-
tings) in the Table Format tab.
Availability check SAP Business One provides an efficient instrument for quickly check-
ing the availability of an item used in the document row. You can
switch this functionality on or off by checking or unchecking the
Activate Automatic Availability Check checkbox. The menu path to
reach this is Administration 폷 System Initialization 폷 Document Set-
tings 폷 Per Document tab 폷 “Sales Order” document). Figure 6.2 illus-
trates these parameters.
The availability-check function is activated by default and is visible in

the document row in the sales order. As soon as you use an item in
the document row whose available stock is in danger of falling below
zero because of the sales order that has just been created, the avail-
ability check is activated. A window then opens, as shown in Figure
6.3, where you now have a range of options.
Figure 6.2 Document Settings: Activate Availability Check
182
Tab Key in
“Quantity” Field
Figure 6.3 Availability Check in “Quantity” Field (Sales Order)
In the example shown in Figure 6.3, the Quantity Available is made

up of the following figures: In Stock (2 items) — Committed (5 items)
+ Quantity Ordered (9 items) = Quantity Available (6 items). Because
this situation could cause a delivery bottleneck later on, the auto-
matic availability check is started. As you can see in the Item Avail-
ability Check window shown in Figure 6.3, you have five options
here:
왘 Continue
By choosing this option, you ignore the possible bottleneck and
return to the document.
왘 Change to Available Quantity
This option automatically uses the available quantity so that the
quantity does not fall below zero.
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6 Sales
왘 Display Quantities in Other Warehouses

Displays the Warehouse quantity of the selected item in other
warehouses.
왘 Display Alternative Items
If alternative items were created for this item, this option lists the
alternative items based on their percentage similarity with the
original item.
왘 Delete Row
This option removes the checked row.
Select one of these options and confirm the item availability check by
clicking the OK button.
Last prices The quotation is the most important document level from the sales
point of view. SAP Business One supports the pre-sales phase in par-
ticular, especially by means of the Opportunities module, described
In Chapter 11, Sales Opportunities). For this reason, the Last Prices
Report is provided as a useful tool for pricing in sales quotations. At
the touch of a button, this report provides you with an overview of
the last prices you assigned to the selected items, sorted by business
partner and sales document level.
To call the Last Prices Report, use the Ctrl + Tab key combination in
the Price After Discount field (see Figure 6.4).
Example
You need to create a sales quotation for a high-profile customer. The price
of each item requested is negotiable. To ensure that you are offering the
customer consistently good terms, you quickly compare the prices that
you assigned to this item in your last three quotations.
This report can also be called using the menu path: Inventory 폷
Inventory Reports 폷 Last Prices Report. If this report is called directly
from within the sales quotation, the BP Code (business partner code)
and Item No. fields are pre-populated. In Figure 6.4, the contents of
these fields are business partner “C23900” and item number
“LM4029,” and only the information relevant to these fields is dis-
played.
184
Ctrl + Tab Keys in “Price

after Discount” Field
Figure 6.4 Last Prices Report Called from Sales Quotation
Besides selecting or pre-selecting the business partner and item num-

ber, the Last Prices Report window also allows you to specify the fol-
lowing options (see Figure 6.4 in each case):
왘 Sales document level

The upper left-hand side of the window contains a list of all possi-
ble sales document levels, from A/R Invoices to Delivery Notes,
Sales Orders, and Sales Quotations. Check the levels for which
you want the prices of the selected items to be displayed.
왘 Display number of last prices
In this field in the middle of the window, enter the number of past
prices that the report should return. The default value for this field
is 10.
왘 Special Prices checkbox
Check this box to also display the last-used special prices for this
item.
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6 Sales
왘 Date, Quantity
These fields also refer to special prices in cases where scale prices
and a validity period are relevant to this item.
왘 Document column
This column displays the document type with the internal SAP
Business One ID of the document level. The Appendix in Section
15.2.3 contains a list of these document IDs. The historical docu-
ment number is shown to the right of each document ID. Click on
the orange-colored arrow in this column to call each docu-
ment.
왘 Date column
This column displays the date of the document.
왘 Quantity column
This column displays the quantity of the selected item in the his-
torical document.
왘 Price after Discount
This displays the historical price of the selected item.
Example
The example in Figure 6.4 shows that a planned price of USD 400.00 for
the selected item LM4029 for business partner C23900 is not consistent
with past prices. The item has previously been offered at USD 500.00, as
the sales quotation (QU 8) and both sales orders (OR 5 and 7) show.
Summarizing With the Summary Type, SAP Business One gives users the option of
document rows summarizing document rows by similar characteristics. The Sum-
mary Type field is located in the upper right-hand area of the Con-
tents tab (see Figure 6.5).
This summary function can be used for documents with the Item
document type only, and has two forms:
왘 By Items
All document rows with the same items are summarized to form a
single document row. However, document rows can be summa-
rized only if the properties of the item rows are the same. This
applies first and foremost to item number, item description, price,
and warehouse. If all these properties are the same in all item
rows, the individual quantities are totaled, and only a single item
row remains after the summarizing has taken place.
186
왘 By Documents
All document rows with the same base documents are summa-
rized to form a single document row. All item-specific fields are
hidden in this case. This summary type cannot be used for the first
document level (that is, sales quotation).
Figure 6.5 Summary of Document Rows
The document summary function is useful in the case of a document

that is created from multiple base documents with multiple docu-
ment rows. The document can also be printed in this summarized
form. If summary “by items” is used, item rows that are the same are
summarized into one row to maintain the clarity of the document.
Example
For a customer, you create a delivery note consisting of four similar sales
orders, each with 10 document rows. Before summarizing, the delivery
note would have 40 document rows. After summarizing, this number is
considerably smaller. Because the customer uses the delivery note to
check the delivery, there cannot be four versions of an item row.
The Sales Order document level provides a special function in addi- “Logistics” tab
tion to the usual fields we already have explained for the purchasing
187
6 Sales
documents. This function enables you to create a valid purchase

order directly from within the sales order. To do this, fill the Pur-
chase Orders checkbox in the Logistics tab. Once you have added the
purchase order, the Purchase Order Confirmation window opens, as
shown in Figure 6.6.
Figure 6.6 Purchase Order Confirmation Started from Sales Order
The Purchase Order Confirmation window is subdivided into the

Order table on the left-hand side and the Purchase Order table on
the right-hand side. The Order table displays all item data of the sales
order that you just created, and contains the following columns:
왘 BP Code
This column shows the business partner code of the preferred
vendor who is entered for this item in the Purchasing tab under
Item Master Data (see Section 4.6).
왘 Warehouse
This column indicates the warehouse to which the vendor delivers
the item. By default, the same warehouse is used as in the sales
order you just created.
왘 Item No., Quantity, Price after Discount
These columns display the corresponding item attributes from the
sales order.
The item rows in the Order table are grouped into the columns from
left to right. First, all item rows with the same preferred vendor are
summarized, then all item rows with the same warehouse, and last
188
all item rows with the same attributes. The total of the quantities is
added up at the top of each tree structure. This means that the total
is displayed after the warehouse and the preferred vendor item rows.
You can open and close the tree structure in both windows by click-
ing Expand and Collapse, respectively. You can do the same for each
row by clicking on the orange-colored triangle . You also have the
option to change the quantity and the price in each item row and to
change the warehouse and the preferred vendor. If the preferred
vendor is changed to a vendor that already exists in this table, the
item rows of this preferred vendor are added to the existing one.
You can now transfer the proposed item rows in the Order table on
the left-hand side to the Purchase Order table on the right-hand side,
either individually or as a group. To do this, select the required item
rows on the left-hand side (use the Ctrl or Shift key to select multiple
rows). The warehouse and preferred vendor rows are automatically
selected. Then, click on the button to assign the selected item
rows to the purchase order (see Figure 6.6). To transfer all proposed
item rows to the purchase order at the same time, use the button.
This method also works in reverse. Select the item row you require
in the right-hand Purchase Order table and click on the button.
Use the button if you want to delete all item rows from the pur-
chase order at the same time. Use the and buttons to change
the order of item rows in the table; that is, to move individual item
rows up or down. Finally, click on the Add button to create the pur-
chase order. One purchase order is then created for each preferred
vendor. This purchase order has the corresponding sales order as its
base document. From within the purchase order, you can click on
the (base document) button to open this sales order.
Alternatively, you can cancel the purchase-order creation process. If

you want to carry out this process from within the sales order again
at a later date, simply open the sales order, de-select and re-select the
Purchase Orders checkbox on the Logistics tab and click on the
Update button. The system then reopens the Purchase Order Confir-
mation window.
You can check the Split Purchase Order box in the upper right-hand
part of the window to create one purchase order per warehouse. The
Create Draft Doc. option creates a draft version of the purchase
order that you can call up again and add later.
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6 Sales
“Accounting” tab The Accounting tab contains the same fields as the A/P Invoice doc-
ument level. The Journal Remark field allows you to you enter a
posting text for the A/R invoice posting. The document type (A/R
invoice) and the customer number are specified by default here.
Invoice with In Section 4.4, we saw how a due date with multiple installments can
installment be incorporated into payment terms. We will now demonstrate how
payments
to set up a situation where a buyer can pay an A/R invoice in install-
ments. In the Accounting tab, apart from the Payment Terms, the
number of Installments is shown in the field of the same name (see
Figure 6.7).
Figure 6.7 A/R Invoice with Installment Payments
If you select payment terms with installment payments, the install-

ments are calculated immediately and automatically. Click the
orange-colored arrow next to the Installments field to open the
Installments window with the set installments and due dates. In the
190
example in Figure 6.7, a payment with six installments is defined,

with the installments payable at monthly intervals. Every installment
represents 15% of the total payable amount, except for the last
installment, which is 25%.
You also can use the Installments window to change all the settings
before adding the A/R invoice. In other words, besides the Number
of Installments, you can also change the Due Date, the Percentage,
and the Total. After you add the A/R invoice, on the other hand, the
only option open to you is to change the Due Date. If you select the
Apply Tax in First Installment option, the tax due on the whole
amount of the document, plus the 15% net amount, is due with the
first installment. The remaining net amount is then distributed over
the remaining installments in accordance with the specified percent-
ages. The Apply Tax Proportionally option, on the other hand, sim-
ply distributes the gross amount across the installments in accor-
dance with the percentages.
6.2.3 Document Footer

SAP Business One enables you to create what are known as zero deliv-
ery notes and zero invoices in the sales document chain. These are
delivery notes and invoices with the document total zero. After you
add these, the system outputs the system security message shown in
Figure 6.8.
Figure 6.8 Security Message with Document Total Zero
Click Yes to add the document despite the zero total.
Example
If you offer your customers free samples or goods, these are usually deliv-
ered with a delivery note or an A/R invoice. A zero delivery note or zero
invoice is used in such a case.
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6 Sales
6.2.4 The Sales Document Chain

Chapter 5, Purchasing, and Section 6.2 already dealt in detail with the
structure and functions of the individual document levels. Section
5.2.5 thoroughly explained the further processing options between
the document levels. Now, in this section, we will deal with the
sales-specific characteristics. First, we will look at where the individ-
ual documents fit into the sales document chain overall. Then, we
will deal with the characteristic differences between the sales and the
purchasing areas.
Figure 6.9 provides an overview of the sales document chain.
Sales Sales A/R Incoming

Delivery Payment
Quotation Order Invoice
Return
Credit Memo
Figure 6.9 Sales Document Chain
Document chain The sales document chain consists mainly of elements that are based
in the Sales module: sales quotation, sales order, delivery, A/R
invoice, returns, and credit memo. The exception is the Incoming
Payments window, which is located in the Banking module. In terms
of content, however, it belongs to Purchasing, as the purchasing
chain is completed only once the purchase is paid for. Section 10.2
deals in detail with the functions and uses of incoming payments.
The basic structure of the document chain in SAP Business One is

very flexible. It enables you to start the document chain at any point
you like, and also to resume it at any point without having to repeat
all the levels in the chain.
Example
You do not have to start the document chain with the sales quotation.
You also can start with the sales order, the delivery, or the A/R invoice.
Also, a sales order does not necessarily have to be followed by a delivery.
You also can create an A/R invoice directly from a sales quotation or a
sales order.
192
Table 6.1 contains an overview of the options for “pushing forward” Further processing
and “pulling forward” elements to the individual document levels of of documents
the sales document chain. It also describes the specific features of

individual levels.
Document Copy From (Base Copy To (Target Specific Features

Level Document) Document)
Sales quota- – Order, delivery, Quotation can be modi-

tion reserve invoice, fied after being added
A/R invoice
Sales order Sales quotation Delivery, reserve Purchase order can be

invoice, A/R automatically created
invoice and can be modified
after being added
Delivery Sales quotation, Returns, A/R Document cannot be

sales order, invoice modified after being
returns, reserve added
invoice
Returns Delivery Goods receipt Document cannot be

modified after being
added
A/R invoice Sales quotation, Credit memo Document cannot be

sales order, deliv- modified after being
ery added; instant payment
possible, reference to
document with subse-
quent document num-
ber
Credit memo A/R invoice – Document cannot be

modified after being
added
Incoming A/R invoice – Document cannot be

payment modified after being
added
Table 6.1 Sales Document Processing
Like Purchasing, Sales is closely linked to the Inventory and Finan-

cials modules. Which of the latter two modules is more involved
with Sales depends on whether the items used in the document lev-
els are inventory items or non-inventory items. This is determined by
whether the Inventory Items checkbox in the Item Master Data win-
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6 Sales
dow is checked. Table 6.3 explains the effect of each individual doc-
ument level on inventory quantity and accounting.
Document Effect on Inventory Manage- Effect on Accounting

Level ment (Quantity) (Value)
Sales quota- No inventory movement and no None

tion reservation
Sales order No inventory movement, increase None

in confirmed quantity, leading to
reduction in available quantity
(see Item Master Data window,
Inventory Data tab, Section 4.6)
Delivery Reduction in inventory quantity Automatic cost of goods sold

posting
Returns Increased inventory quantity Retroactive posting of cost of

goods sold posting
A/R invoice No inventory movement if pre- Posting of receivables on cus-

ceded by goods receipt, other- tomer’s side, revenue post-
wise reduction in inventory quan- ing, and automatic cost of
tity goods sold posting if not pre-
ceded by goods receipt
Credit memo Increase in inventory quantity if Retroactive posting of receiv-

not preceded by returns able, revenue correction, and
retroactive posting of cost of
goods sold posting (if not
preceded by returns)
Incoming No inventory movement Clearing of receivable on cus-
payment tomer’s side; increase in cash
Table 6.2 Sales Document Effects on Inventory Quantity and Accounting for
“Inventory Items“
The sales order leads only to a reduction in the available quantity; it

does not modify the inventory quantity. In other words, it reserves
the quantity, but does not post it. Thus, nor is there any journal entry
for sales orders. With a delivery, the actual inventory quantity is
posted, and the value-based goods usage reposting is posted in
Accounting to the goods-usage account and the inventory account.
The Returns document level is simply the reverse of this process. If

no delivery is created and the sales order is processed directly in the
A/R invoice, the inventory quantity reduction and the automatic
goods usage reposting do not take place until the A/R invoice docu-
ment stage. On the A/R invoice level, the delivery is created in
194
advance, and all that remains to be done is the value-based posting of

the receivable on the customer’s side. With credit memos, both the
delivery process and the A/R invoice are (partially) reversed. In other
words, the receivable on the customer’s side is cleared, the inventory
quantity is increased again, and the goods-usage reposting is retroac-
tively posted. The incoming payment clears the customer receivable;
it has no effect on value-based and quantity-based inventory man-
agement. Section 9.2 provides an overview of the automatic journal
entries in the sales chain.
Table 6.3 shows the effects on accounting of the individual sales doc-
uments that contain only non-inventory items.
Document Level Effect on Accounting
Sales quotation None
Sales order None
A/R invoice Posting of receivable on customer’s side, revenue posting
Credit memo Retroactive posting of receivable on customer’s side,

revenue posting
Outgoing payment Clearing of receivable on customer’s side, increase in cash
Table 6.3 Sales Document Effects on Accounting for “Non-Inventory Items“
There are no value-based and quantity-based inventory movements

for non-inventory items. Thus, the delivery document level is
skipped in its entirety. Accordingly, the posting of the receivable for
the remaining document levels (except for quotation and sales order)
is started automatically.
The A/R reserve invoice has a special position within the sales docu- Reserve invoice
ment chain. If you issue a reserve invoice to a customer, this alters
the usual sales-document chain. Figure 6.10 illustrates this modified
document chain.
Sales Sales Reserve Incoming

Delivery Payment
Quotation Order Invoice
Credit
Memo
Figure 6.10 Sales Document Chain with Reserve Invoice
195
6 Sales
The difference to the normal sales document chain is that the reserve
invoice is issued directly after the sales order. This is then followed
by the delivery from the warehouse and the goods issue. The reserve
invoice can be regarded as the reverse of the credit memo. The sales
process is completed by the delivery and the incoming payment; that
is, the payment of the reserve invoice. In practice, it is very common
for the delivery to be made to the customer only when the incoming
payment has been made and received. However, the variant shown
in Figure 6.10, in which the incoming payment is made only after
the delivery, is also possible.
Note
A reserve invoice only can be created using the document type Item,
because only in this case does it make sense to reverse the document
chain. In the case of service documents, there is no delivery, and so it is
sufficient to create an A/R invoice.
6.2.5 Other Sales Functions

This section describes other sales-specific features besides the stand-
ard functions of the sales document chain. These include A/R invoice
+ payment, document date check, the Document Generation Wiz-
ard, consolidation of sales documents, and drop shipment.
A/R invoice and A/R invoice and payment is another document type used differently
payment than in the classic sales document chain. This document type is usu-
ally used only for casual customers; that is, customers not part of
your company’s regular customer base. Therefore, the A/R invoice
and payment document type does not require you to create a cus-
tomer in the Business Partner Master Data window. All you need is
a dummy customer, which you have to create in the business partner
master data. This customer functions as a “normal” customer. Once
you have created the dummy customer, you have to define it as such
in the Default Customer for A/R Invoice + Payment field under
Administration 폷 Setup 폷 Accounting 폷 G/L Account Determination•
Sales / General tab (see Figure 6.11, left-hand window).
Use the Tab key to open the Business Partner Selection List and
select your dummy customer from this list. This customer is auto-
matically inserted into the Customer and Name fields when the A/R
Invoice and Payment window is opened. You can now change the
196
Name field and enter the actual name of the customer, so that the
actual name is also shown on the printout. Naturally, this name is
not written back to the business partner master data. Other than
these steps, you handle the A/R Invoice and Payment window as you
would in the classic A/R invoice scenario.
G/L Account Determination
A/R Invoice and Payment
Figure 6.11 Defining Dummy Customer and Using It in A/R Invoice and Payment
Window
The only exception arises after you add the A/R invoice: The A/R
invoice in this case is paid directly after it is added. The Payment
Means window is opened automatically when you select the pay-
ment method and the amount, as shown in Figure 6.12.
With casual customers, payments are usually made in cash, and so

we will now look briefly at the Cash payment means. Section 10.2
deals in detail with the topic of incoming payments.
197
6 Sales
Figure 6.12 Cash Payment Means: A/R Invoice and Payment
The Payment Means window is automatically opened after the A/R

invoice is added. Then, proceed as follows:
1. Select the tab for the required payment means, which in our case
is Cash.
2. Position the cursor in the Total field.
3. Using the key combination Ctrl + B, copy the total amount of the
invoice to this field.
4. Confirm your entries by clicking the OK button. The Payment
Means window is then closed and you are taken back to the A/R
invoice window.
5. Click on the button Add in the A/R Invoice window to create the
A/R invoice.
When the invoice is added, the postings for the A/R invoice and the
incoming payment are sent in the background (see Tables 6.2 and
6.3).
Documents with If you want to add an A/R invoice or a delivery note, but there are
later posting date already documents in existence with later days and lower document
numbers, the system outputs the message shown in Figure 6.13.
198
Figure 6.13 System Message Output When Document with Earlier Posting Date is
Created
Legal requirements dictate that document numbers be sequential,

without gaps, in increasing order, and chronological; in other words,
each date has to be later than the previous one.
The Document Generation Wizard (Sales 폷 Document Generation Document

Wizard) is a tool for automatically creating target documents from Generation Wizard
existing, open base documents. The wizard supports you in this

process by taking you through the steps involved in creating a docu-
ment and selecting a range of parameters.
Example
Once a month, you want to create a single A/R invoice for all delivery
notes created in that month that are still open. Alternatively, you want to
create a collective delivery for a specific customer from all open sales
orders for this customer.
The documents are automatically created in the following eight

steps:
1. Step 1 of 8 — document creation options: Choose one of the

options New Parameter Set or Existing Parameter Set (see Figure
6.14). The parameters from all steps in the Document Generation
Wizard are saved once you have used the wizard for the first time
(with the New Parameter Set option). From the second use
onwards, you can then choose either option; that is, start a new
parameter set or call an existing one. The latter option enables you
to reuse an existing selection.
For the New Parameter Set option (Figure 6.14, first option), cre-
ate a suitable Name and an explanatory Description, and click on
Next. For Existing Parameter Set (Figure 6.14, second option),
select the existing parameter set from the table, and click on Next
as before.
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6 Sales
Step 1: “New Parameter Set” Option
Step 1: “Existing Parameter Set” Option
Figure 6.14 Document Generation Wizard Step 1: Two Document Generation

Options
The Next and Back buttons take you a step forward or back in the
process, respectively, or you can close the wizard at any time by
clicking on Cancel.
2. Step 2 of 8 — target document: Select a range of options to do with
the target document:
왘 Target document: for the target document, choose sales order,
delivery, returns, or A/R invoice.
왘 Posting date, document date: choose the required dates for the
target document.
왘 Series: Choose a document number series from the list of val-
ues. The next free document number in this series is used for
the target document.
왘 Item or service: Check the relevant document type and select
whether you want to summarize the document rows.
왘 Exchange rate: In the case of foreign-currency documents,
select whether the currency of the base document or the cur-
rent exchange rate should be used.
200
왘 Create draft documents: Check this box if you want to save the
documents you create in draft format rather than adding them
right away.
3. Step 3 of 8 — base documents: In this step, select all parameters
that are relevant to the base document. On the left-hand side of the
screen, check the base documents that you want to use as a basis
for new target documents. On the right-hand side of the screen,
you can restrict the selection of base documents by posting date,
delivery date, document number series, and so on.
4. Step 4 of 8 — consolidation options: If you select the No Consoli-
dation option, one target document is created per base document.
Select the Consolidate By: option to summarize the target docu-
ments by the criteria underneath them. By default, the System
Defaults option is checked automatically. This option consolidates
the target documents by base document type, customer, and item
type or service type. You can also select other consolidation
options such as recipient name, payment terms, payment means,
and extended consolidation options such as sales employee,
among others.
5. Step 5 of 8 — customers: Select the customers for whom you want
to create target documents. To do this, click on the Add Custom-
ers button, as shown in Figure 6.15.
Figure 6.15 Document Generation Wizard, Step 5: Select Customers
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6 Sales
The Business Partners — Selection Criteria window opens. Here,

use the Tab key in the Code From and To fields to select the busi-
ness partners for which you want to create target documents. You
can also restrict your selection by Customer Group and even Prop-
erties. Confirm your selection by clicking on OK. The selected cus-
tomers are then entered into the table. You can now continue by
selecting or deselecting customers, if required.
6. Step 6 of 8 — messages and alerts: Select how you want to handle
missing data and its effect on accounting and inventory manage-
ment. The default option here, which is pre-set, is Go to Next Doc-
ument. This option is the recommended one. Alternatively, you
can go to the next customer automatically or request a confirma-
tion from the user if an error occurs.
7. Step 7 of 8 — save and execute options: At this point, you can run
the wizard, save and execute the parameter sets, or save and close
the parameter sets (you may execute them at a later stage).
Before the last step, SAP Business One notifies the user by means
of a system message — shown in Figure 6.16 — that he or she
should back up the database at this point. This data backup should
be made by a key user or with the support of a consultant or data-
base administrator. Click on the Yes button to start generating the
target documents.
Figure 6.16 Document Generation Wizard: Message About Database Backup
8. Step 8 of 8 — summary report: After the target documents are

generated, a summary report like the one in Figure 6.17 is dis-
played.
202
The result of our sample scenario — as shown in Figure 6.18 — is

that delivery 120 (target document) is created on the basis of sales
orders 14, 15, and 16 (base documents).
Figure 6.17 Document Generation Wizard Step 8: Summary Report
Non-standard business partners can be assigned in the Consolidating Consolidating sales

BP field in the Accounting — General tab in the Business Partner documents
Master Data window. These business partners can then handle A/R
invoices or payments if a delivery consolidation or payment consoli-
dation process in the sales chain is carried out. For a detailed over-
view of how to define business partners, see the treatment of busi-
ness partners in Section 4.3, particularly in Tables 4.5 and 4.6.
We will now look at the effects of the example created from the
sources mentioned above. For the purposes of this example, we will
use customer 20000 (Norm Thompson), and the consolidation part-
ner that is entered for this customer: C40003 (Stoneware Systems).
We will also use the delivery consolidation function, and the deliv-
ery note, A/R invoice, and incoming payment documents. Take a
look at Figure 6.19 to remind yourself how to define a business part-
ner.
203
6 Sales
Target
Document
Base Documents
Figure 6.18 Result of Document Generation Wizard: Delivery 120
Figure 6.19 Delivery Consolidation for Customer C20000: Norm Thompson
204
The Consolidating BP field shows the business partner for which the
A/R invoice can be additionally created in the delivery consolidation
process. The Delivery Consolidation option is selected.
Figure 6.20 shows the delivery note created for customer C20000:
Norm Thompson.
Figure 6.20 Delivery for Customer C20000
If an A/R invoice is subsequently created on the basis of the delivery

note shown in Figure 6.20, the original business partner C20000
(Norm Thompson) and the consolidation partner entered as C40003
(Stoneware Systems) can be used in the delivery consolidation pro-
cess.
Example
Your customer, C20000 (Norm Thompson), commissions you to deliver
printers. However, the invoice and payment are handled by the parent
company of C20000, customer C40003 (Stoneware Systems).
Figure 6.21 clearly shows that both the original business partner
from the delivery note (C20000, Norm Thompson, left-hand win-
dow) and the consolidation partner (C40003, Stoneware Systems)
can further process the delivery note.
205
6 Sales
Figure 6.21 Consolidation Based on A/R Invoice
The List of Deliveries window in Figure 6.21 opens after you click on
the Copy From button. This window shows that delivery note 121
from Figure 6.20 can be copied to the A/R invoice for each business
partner. The final incoming payment in each case can then be made
only by the business partner named in the A/R invoice as the busi-
ness partner.
Drop shipment A drop shipment is a transaction in which your company acts as the
agent and executor of the transaction, but never stores the goods
itself.
Note
If the document is “pushed” (Copy To button in Delivery window), the
original business partner is used. Only when the document is “pulled”
(Copy From in A/R Invoice window) can the user choose between the
original business partner and the consolidation business partner. What is
more, the consolidation function works only if the sales document chain
remains “closed.” In other words, you cannot select a non-standard busi-
ness partner in the A/R invoice if no delivery note has been created.
206
In practice, this means that you accept a sales order and, at the same
time, place a purchase order with your vendor for the same goods.
Unlike a conventional transaction, your vendor does not deliver the
goods to your warehouse; instead, the goods go straight to your cus-
tomer’s warehouse. For this reason, no inventory movement is trig-
gered in SAP Business One; only a value-based posting is made; that
is, a payable to the vendor or a receivable to the customer.
A prerequisite for a drop shipment in SAP Business One is that a

warehouse first has to be defined as the warehouse for the transac-
tion. To do this, check the Drop Ship checkbox for the relevant ware-
house, as shown in Figure 6.22.
Figure 6.22 Defining Warehouse for Drop Shipment
The warehouse for the drop shipment is not actually used; it func-
tions merely as a dummy warehouse for the sales order, the purchase
order, the delivery, and the A/R invoice.
The drop-shipment process comprises the following general steps:
1. Create a sales order with the required items, and use the drop ship-
ment warehouse for the item rows.
207
6 Sales
2. After you add the sales order, the Order Confirmation window
opens. Transfer all item rows to the Order table, and add the pur-
chase order.
3. The delivery is made directly from the vendor to the customer
without any involvement of your warehouse. As soon as the deliv-
ery is completed, create the A/R invoice for your customer on the
basis of the sales order. The drop-shipment warehouse is retained
up to the A/R invoice stage.
4. As soon as the incoming invoice is received and paid, and your
customer pays the A/R invoice, the drop-shipment process is
completed.
6.2.6 Gross Profit as a Sales Indicator

Useful information In the sales area, it is essential to have an indicator that provides
about gross profit information about the degree of success of a sales transaction, and
the degree to which success or failure has contributed to the com-
pany’s overall results. In SAP Business One, just such an indicator of
sales success is gross profit.
Gross profit, or gross revenue, is a measurable indicator of success at

the lowest level of the enterprise. This is because the minimum con-
tribution that each individual sales transaction can make to the enter-
prise is to cover its costs. If possible, it should also make a profit.
Gross profit is calculated as revenue minus the (directly attributable)

material costs of a sales transaction. If the gross profit is positive, it
contributes to covering other costs in the enterprise. If it is negative,
this is an alarm signal that the material costs of this sales transaction
have exceeded any profit made. In a retail enterprise, this would
mean that the sales price of the sold goods would be less than the
cost price (which equals the purchase price plus purchase costs), In
other words, you would buy the goods at a higher price than that at
which you sell them on to your customers. In normal business oper-
ations, this should occur in exceptional cases only; for example, if the
sale in question is a particularly prestigious one that will enhance
your company’s reputation, or will open up the possibility of further
sales, or help to ward off competitors.
Naturally, the actual sales revenues calculated from the gross profit
are determined by the sales price. The sales price, for its part, is set in
208
negotiations with your customer, or in periodically-issued price lists,

and is usually based on the market price built around the interaction
of supply and demand. The material costs depend on the nature of
your company’s business.
왘 Retail companies
In retail companies, the material costs are the cost prices (or item
costs) of the purchased goods. The cost price of a good is calcu-
lated on the basis of its purchase price plus purchase costs. Pur-
chase costs are all the costs that are incurred in obtaining a good
for your company, such as transport, insurance, customs, and
charges. Because these costs are incurred specifically to purchase
this good, they are included in the calculation of the value of the
good at goods receipt, and are not classified as another operating
cost of the enterprise. This approach also makes sense because the
costs incurred by the retail good must also be recouped in the sale
price of this good. It seems logical that a good with the same pur-
chasing price costs more when it is purchased from Tokyo than
from Detroit, because the purchasing costs of goods from Tokyo
are considerably more than those from Detroit. SAP Business One
takes this situation into account in its calculation of item costs in
the purchasing area, based on the purchasing price and the addi-
tional outlays (purchasing costs).
왘 Service companies
In service companies, there are usually no material costs that can
be directly attributed to the sales transaction. The exception is
external services, which are regarded as inventory items when
they are defined, purchased, stored, and withdrawn from storage
for sale. The classic direct costs of a service provider are the man-
hours required for a project (sales transaction). These hours are
usually attributed to the sales transaction by means of a
planned/actual hourly charge calculation for partial or full costs.
However, this calculation is not available in this form in SAP Busi-
ness One. Instead, the planned service hours can be entered man-
ually — for example, in a table calculation program — as the base
price for gross profit calculation.
왘 Production companies
In production companies, the material costs of the sales transac-
tion arise from the costs of the produced good. Assigning a value
to production items in the production process is part of the Pro-
209
6 Sales
duction module and is an advanced topic beyond the scope of this

introductory book.
Gross profit in SAP In this section, we will use a comprehensive example to illustrate the
Business One process involved in calculating gross profit, from purchasing the
good to the sales order to delivery of the good.
Initial situation: OEC Computers has introduced a new product to its

range, the Nokia N800 Organizer, which has a purchasing price of
USD 200.00 and a standard sales price of USD 350.00. Twenty items
of this good are purchased at the USD 200.00 price by means of an
A/P invoice (see Figure 6.23).
Based on the A/P invoice (with automatic goods receipt), the inven-
tory situation of the good is as follows: in stock: 20 items; ordered: 0
items; committed: 0 items; available quantity: 20 items; item cost:
USD 200.00, valued at the moving average price as the purchasing
price is the same (no purchasing costs!).
Figure 6.23 Purchasing Goods By Means of an A/P Invoice
After the purchase has been made, a customer commissions the pur-
chase of a single Nokia device at a price of USD 350.00. The sales
order for this purchase is shown in Figure 6.24.
210
Figure 6.24 Sales Order for One Item
Note
Besides the quantity (1 item) and the item price (USD 350.00), the sales
order in Figure 6.24 also shows the Gross Profit Base Price (USD 200.00
= item cost). This lets us calculate the actual gross profit from the informa-
tion in the two right-hand columns: USD 150.00 (item price of USD
350.00 minus item cost of USD 200.00 ). These two columns are hidden
by default. To display them, click on the button (Form Settings), then
select the Table Format tab.
To view the gross profit calculation for the entire document, open
the Gross Profit of Order window by clicking on the button
(Gross Profit...) in the toolbar (see Figure 6.25).
Figure 6.25 Gross Profit for Entire Order
211
6 Sales
You can modify the calculated base price by yourself in the Gross
Profit window. If you have more accurate information on the mate-
rial costs of the sales transaction that would yield a more accurate
gross profit figure, manually enter this new base price (material
costs) in the Base Price field. You also have the option to modify the
basis of the calculation in the Base Price By field. Simply select a suit-
able basis from the selection list. The default setting for base price
(Item Cost; see Figure 6.25) is derived from the General tab in the
Document Settings window (Administration 폷 System Initialization 폷
Document Settings). Fill the Calculate Gross Profit checkbox to acti-
vate the gross profit calculation function for your company in gen-
eral. From the selection list, select the calculation basis that — as
shown in Figure 6.25 — can be modified in the Gross Profit window
of the Sales Order.
By definition, whatever calculation basis you select, can only be an

approximation. The actual gross profit can be determined only by
means of a thorough final costing of the sales transaction. How much
the advance calculation differs from the final costing depends on the
type of business. In a retail company with prices that do not fluctuate
greatly, the error rate is lower than in a project-based company,
where it is extremely difficult to calculate gross profit in advance.
Therefore, it is important to select the calculation basis that best
approximates the cost structure of your enterprise. SAP Business
One provides the following options on which to base your calcula-
tion:
왘 Price lists
Any price list can be used as a calculation basis. Purchase price lists
are best suited for this purpose. If your company’s purchase prices
do not fluctuate greatly, this option is without doubt the most
suitable.
왘 Last purchase price
After every purchase is completed, the last purchase price for this
item is written to the Last purchase price list. Particularly in cases
of fluctuating purchase prices, you can use the latest price listed
here as a calculation basis.
왘 Last evaluated price
This inventory valuation report (under Inventory 폷 Inventory
Reports 폷 Inventory Valuation Report) enables you to re-evaluate
212
your current inventory during the year, using a variety of evalua-

tion methods. The calculated inventory values of the evaluated
items are written to the Last evaluated price list. These newly-
evaluated prices can then be used as a calculation basis for the
base price.
왘 Item costs
Item costs are stock values that are continuously calculated in
accordance with the evaluation methods defined for the items
(moving average price method, FIFO method), which are
described in detail in Section 7.3. Because you are legally obliged
to use one of these methods to evaluate your inventory, this
option is usually also very suitable for calculating your base price.
This is the variant that we use in our example.
To demonstrate the effects on gross profit in sales orders, we will

now create another purchase of the same good, this time at a differ-
ent price (see Figure 6.26).
Figure 6.26 Another Goods Purchase via A/P Invoice
This time, the 10 Nokia PDAs in Figure 6.26 will be purchased from
another vendor at the cheaper price of USD 180.00 (instead of the
list price of USD 200.00). Correspondingly, the item master data for
the Nokia PDA now reflects the inventory situation shown in Figure
6.27.
213
6 Sales
Figure 6.27 Inventory Situation After Second Purchase
The inventory situation in Figure 6.27 clearly shows that 30 items

(20 items from the first purchase and 10 from the second) are now In
Stock. One item in the sales order is Committed, and no further
items have been Ordered. However, much more interesting for our
purposes is the Item Cost of USD 193.33, because this item was pur-
chased more cheaply this time around. The item cost based on the
moving average price is calculated in this case as follows: total item
cost (= 20 x USD 200.00 + 10 x USD 180.00 = USD 5,800.00) divided
by total quantity in stock (= 30 items). The result is USD 193.33.
The results of this are as follows. The calculation basis in the previ-
ously created sales order is not touched, but can be manually
changed. If you want to create a delivery note from the sales order,
however, the actual item costs are included in the gross profit calcu-
lation, as shown in Figure 6.28.
Figure 6.28 clearly shows that the latest item cost of the good, USD
193.33, was used as the base price for the creation of the delivery
from the sales order. Correspondingly, if the sales price stays the
same, the gross profit increases in relation to the sales order.
214
Sales Reports 6.3
Figure 6.28 Goods Delivery: Adaptation of Base Price (Item Cost)
This means that by the delivery-document phase at the latest — or

the A/R invoice, if no delivery is created — the gross profit is fixed
and can no longer be changed. To view the item costs, click on the
(Form Settings) button in the Delivery window to display the
Item Costs column. If the delivery is further processed to become an
A/R invoice, the base price is not changed, even if the item cost
changes in the meantime due to new purchases or new evaluations.
The sales analysis report provides an overview of gross profits

achieved in the sales area. See Section 6.3 for detailed information
on this subject.
6.3 Sales Reports

SAP Business One provides reports in the Sales module that have a
wide range of selection criteria. This section deals with these reports
and their various criteria.
215
Index
Index
A Assets 306, 310

Automatic batch creation 281
A.B.A number Automatic posting 327
bank name 362 Automatic purchase order 188
A/P credit memo 121 Availability check 182, 183
A/P invoice 121, 139, 167, 169, Average time until completion 422
210, 213, 243, 264, 314
A/P reserve invoice 169 B
A/R credit memo 180
A/R invoice 180, 193, 315 Background
payment 196 set 46
payment means 197 Backlog 167
A/R reserve invoice 195 Backorder report 216
Absence 430 Backorders 166
Absence report 431 Balance 308
Access to SAP Business One 24 Balance due 365
Account 308 Balance sheet 306, 309, 310, 356
Account number 320 closing balance sheet 311
Account type 321 opening balance sheet 311
Activities overview Balance sheet comparison 357
document 145 Bank
Activity 83 definition 362
attachment 86 Bank charges 369
calendar 89 Bank code 362
document 145 Bank Identifier Code (BIC) 67
follow up 85 Bank name 362
linked document 85 Bank posting 325
linking 87 Banking 361
overview 87, 113, 114 Bar code 92
reminder 85 Base document 163
source object number 86 Base key 166
source object type 86 Base price 215
subject 83 Base price list 247
type 83 Base row 166
Add mode 32 Base type 157, 166
Add-on 22, 362 Base unit 266
Addresses 63 Basic ref. 157
Adjust column width 37 Basic reference 166
Aging Basic user 13
vendor liability 175 Batch numbers 280, 281
Alternative item 104 selection 282
define 105 transactions report 302
Amount for payment on account Batches
367 setup 281
And link 172 Billing 413
Asset comparison 309 Bill-to address 63
459
Index
Block negative inventory 102 show differences 445

Blueprint 14 Chart of accounts 318
BP catalog number 270, 271 active account 319
Business Partner add subordinate account 324
dunning date 73 confidential 320
Business partner 55, 56 create account on same level 323
account balance 58 editing 323
activities 88 exchange rate differences 322
address 63 external code 320
assign image 76 indexed 321
code 54, 55 level 320
contact person 62 rate conversion 322
currency 57 relevant to budget 322
dunning level 73 title 319
group 56 Closing data of the balance sheet
opportunities 59 physical inventory 288
price list 65 Closing percentage 377
properties 74 Closing probability 377
remarks 75 Closing remark 144
tax status 74 Code for exporting 322
type 55 Company
Business partner catalog numbers choose 25, 26
267 Company details 112
defining 268 Company master data 111
Business partner group 56 Company name 26
Business partner report 113 Comparison of expenses and reve-
Business partners 53 nues 309
Buttons 451 Competitors 386
Buyer 140 Configure 440
Confirmed 165
C Consolidating sales documents 203
Consolidation 70
Calculation mode for interest on delivery consolidation 70
arrears 221 payments consolidation 70
Calendar 88 Consultant 13
Call status 402 Contact person 60, 61
Capital 310 Context menu 42, 43
Cash account 321 Contract template 396, 399
Cash accounting 306 coverage 398
Cash discount period 80, 81 reminder 398
define 81 renewal 398
Cash discount term 76 Contract type 397
Cash flow report 357 Control account 72, 321
Cash posting 325 Control account transfer 315
Catalog numbers 267 Cost accounting 307, 348
update 270 Credit Card Type 67
Category 322 Credit limit 66
Cause 419 Credit memo 167, 193, 409
Change log 444, 445 Credits side 308
Customer 53
460
Index
Customer equipment 415, 417 move forward 154

Customer equipment card 415, 422 Document abbreviations 454
status 416 Document chain
Customers 73 purchasing 152, 153
Customize 160 purchasing with advance payment
Customizing 14 169
Customs group 97 sales 192, 195
Cycle count recommendations 294, Document codes 332
296 Document footer 140
Document Generation Wizard 199,
D 200, 201, 202, 203, 204
Document journal 355
Data Document number 105
alphanumeric 39 series 107, 108, 110
numeric 39 Document numbers 107
Data record 32 Document printing 149, 150
search 34 Document processing 154, 193
Data record buttons 34, 37, 38 Document row 132, 133
Data records summarizing 187
adding 32 Document row type 132
change 42 Document status 124, 164
duplicating 41 Document type 111
remove 42 several per series 106
Database name 26 Double-entry accounting 309
Debits 308 Drag & Relate 34, 433, 436
Debits side 308 Draw document wizard 160
Debts 306 Drill-down function 29
Default valuation method 233 Drop ship 232
defining 236 Drop shipment 206, 207
Default vendor 97 Drop-down list 43, 44
Default warehouse 101 Dummy customer 197
Delivery 180, 193, 409 Dummy warehouse 207
to the customer 411 Dunning 217
Delivery consolidation 72, 203, 204 document processing 219
Delivery date 126 print layout designer 219
Delivery note balance 58 Dunning date 226
Deviating annual inventory 288 Dunning history overview 113
Direct determination of consump- Dunning history report 227
tion 236 Dunning letters
Discount 80 block 73, 226
Discount group 260 blocking 225
Disposition of funds 310 Dunning level 218, 226
Distribution rule 321, 350 Dunning method 220
Document 155, 158 Dunning run 217, 221
approved 137 Dunning term 66
copy from 142 Dunning terms 219, 220
copy to 142 Dunning Wizard 217, 222, 223
duplicate 142 Dynamic Opportunity Analysis 390
move back 154 form settings 391
461
Index
E G
Education 430 G/L account 135
Employee define 101
department 429 determining G/L accounts 329
manager 429 G/L account method 329
position 429 General ledger 309
role 430 General settings 44, 45
team 430 Goods consumption account 313
team role 430 Goods inspection 230
Employee list 431 Goods receipt 121, 156, 157, 159,
Employee master data 428 167, 230
address 428 Goods received not invoiced account
education 431 328
Employment Goods usage
status 430 posting 328
Enter Gross price 134
Password 26 Gross profit 208, 210, 211
user code 26 calculation basis 212
Enterprise SOA 20 production companies 209
Entry screen 330 retail companies 209
Equality of debits and credits 312 service companies 209
Exchange rate differences 348 Gross revenue 208
Expense 310 Group calendar 90
Export
JPG format 439 H
Microsoft Excel 437, 438
TXT format 439 Header account 315
XML format 439 Hide quantity stored 291
Hierarchies 253
F Hierarchies and expansions 258
Highlighting prices 260
Factoring indicator 59 House bank accounts 362
Federal tax ID 57 Human resources 427
Fee per letter 218 reports 431
Field 38 Human resources management 428
Filing cabinet 318
Filter table 34, 39, 40 I
rule 39
value 39 Icons 451
Financial accounting 305, 317 Identity price method 242
Find mode 33, 34 In stock 135, 165
First in – first out (FIFO) 240 Inactive customers 113
Fixed asset account 73 Inactive items 297
Fixed assets 94 Incoming payment 181, 193, 363
Foreign currency posting 342 Incoming posting 325
Foreign currency revaluation 345 Indirect determination of consump-
Form setting 130 tion 235
Initial quantities 288, 289
462
Index
opening inventory account 290 Item list 297

Initial quantity 240, 242 Item master data 34, 91, 239, 272,
Insert predefined texts 144 295
Insolvency 217 batch numbers management 280
Installation 24 inventory data 100
Installment payments 78, 79 properties 104
Installments 139, 190, 191 purchasing analysis 98
Instant shortcut 29, 30, 31 Item number 92
Interest 218 Item properties 103
Interest on arrears 221 Item query 297
Interest range 382 Item type 92, 398
Interface 26 Items 91
Interim G/L account 362
Inventory 229, 230 J
bridge 230
transformation 230 Job title 429
warehouse value 293 Journal entry 46, 330
Inventory audit report 300, 301 canceling 336
Inventory cycle 294 display in foreign currency 334
Inventory data 99 display in system currency 334
available 100 exchange rate 333
committed 99 frequency 341
in stock 99 next execution 342
item costs 100 origin 332
locked warehouse 100 reverse 334
ordered 100 template 333
Inventory item 93 template type 333
Inventory posting list 297, 298 transaction code 331
Inventory quantity 291 valid until 342
Inventory revaluation 286 Journal remark 138
Cost change 287 Journal vouchers 337
revaluation type 287
Stock debit/credit entry 287 K
Inventory status 298, 299
Inventory status report 299, 300 Key user 13
Inventory tracking 291
Inventory transaction 284 L
Inventory transfer 286
Inventory unit of measure 101 Language 60
Inventory valuation 290 defining 45
Inventory valuation method 238 Last prices report 184, 297
changing 237 Last purchase price 250
Inventory valuation report 302 Lead 53
Inventory value 292 Level of interest 382
Invoice 409 Linked document 85
Item availability check 183 Linking invoices to payments 370
Item category 93 Liquidity 306
Item cost 243 Liquidity calculation 307
per warehouse 234 Liquidity problem 217
Item group 93
463
Index
Location 232 O
Losses 311
Ongoing posting 324
M Open deliveries 58
Open document rows 164
Main address 63 Open documents 166, 174, 216
Main menu 27 Open documents/document rows
Maintenance 230 resource 167
Management method 273, 280 Open orders 58
Manager 429 Open quantity 134, 165
Managing customer equipment 415 Opening remarks 144
Manufacturer 95 Opportunities Pipeline 389
Master data 49, 50 Opportunity
business partners 54 statistics report 388
create 50 Or link 172
Material cost 208 Orange-colored arrow 29
Material flow 230 Ordered 165
Material receipt 230 Originator catalog number 97
Maximum inventory level 101 Outgoing payment 121, 368
meetings 83 Outgoing posting 325
Mfr catalog number 267 Outside capital 306
Microsoft Excel 437
Minimum balance 218 P
Minimum inventory level 101
Missing items 166 Packaging unit 97
Moving average price 239 Packaging UoM 263
Multi-language support 94 Partial delivery 69
My activities 113 Partners 385
My closed opportunities 388 Password 50
My open opportunities 388 changing 53
My open service calls 424 Payable account 72
My overdue service calls 424 Payment block 138
My service calls 424 Payment draft 368
Payment Engine 362
N Payment means 366
bank transfer 366
Named user licenses 51 cash 198, 366
Navigation 27 Payment on account 367
main menu 27 Payment term 65
module 27, 28 Payment terms 76
subfolder 27 Payments consolidation 70
window 27 Pay-to address 63
Net assets 306 Period indicator 106
Nettable 232 Permanent physical inventory 288
Notes 83 Phases of a material flow 230
Number of packages 264 Phone book 432
Numbering series 110 Phone calls 83
Pipeline in sales 378
Posting categories 326
464
Index
Posting flow 324 document footer 140

Posting journal report 355 document header 122
Posting period 125 item description 129
change 126 item selection 128
Posting template save changes 144
template 340 service document 135
template type 340 split 137, 189
using 339 volume and weight 146
Posting templates 338 Purchase order confirmation 188
cancel template 340 Purchase order from sales order
Potential amount 381 188
Predicted closing date 381 Purchased item 94
Preferred vendor 188 Purchasing 119, 120
Previous employment 430 business objective 120
Price differences 168 document body 127
Price list document header 122
defining 245 technical objective 120
definition 246 Purchasing analysis 98
linked 248 Purchasing document 167
selection criteria 249 Purchasing process 121
Price list factor 247 Purchasing report 170
Price list group 247 Purchasing unit of measure 97
Price list item details 252 Purchasing UoM 263
Pricing 245, 260, 261, 262
Print Q
document 149
Print preview Queue 404, 405
document 149 definition 404
Priority 68 manager 404
Problem type 403 members 405
Procurement control 121
Procurement decision 121 R
Procurement planning 121
Procurement preparation 121 Receivables account 72
Procurement process 120 Recurring postings 340
Procurement 씮 Purchasing 119 defining 341
Profit and loss statement 306, 311, Relate series to document 110
357 Required inventory level 101
Profits 311 Reserve invoice 195, 196
Properties 172 Resolution 404, 410
Public holiday 68, 113 Resolution time 397
Purchase 240 Response 404
Purchase analysis 170, 174 Response time 397, 422
Purchase Order Re-transfer from repair warehouse
form setting 131 411
Purchase order 121, 167 Return 121, 167, 180, 193, 409,
add row 136 411
cancel 151 Returned from technician 409
create activity 146 Revenue 310
document draft 147
465
Index
Review 430 selected 278

Right mouse button 42, 43 Transactions report 276
Rounding method 247 transactions report 278, 302
Row details 132 Serial number items 274
Row status 166 Serial number management 279
Serial number table 274
S Service call 401
activity 407
Salary posting 326 assignee 404
Sales 179, 180 by queue 421
document body 181 call type 403
document footer 191 document type 408, 409
document header 181 expenses 412
Sales analysis 99, 216 forwarding 406
Sales and distribution 180 history 410
Sales document 194, 195 origin 403
Sales item 94 priority 403
Sales opportunity 373, 374, 379 report 420
forecast over time report 387 subject 402
forecast report 387 Service contract 396, 414
lost 386 approved 401
lost report 388 creating 399
report 388 labor 398
won 386 parked document 401
won report 388 parts 398
Sales order 180, 193, 211, 270 report 422
Sales order balance 59 status 401
Sales process 180, 376 travel 398
Sales quotation 180, 193 Service monitor 422, 423
Sales reports 215 Service process 405
Sales stage 376 Service reports 420
Sales territory 375 Service structure 396
Sales UoM 263 Service type 400
Sample inventory 288 regular 400
SAP All-in-One 20 warranty 400
SAP Business One 21 Set font 46
SAP Business Suite 20 Shipping type 59
SAP ERP 19 Shortcut keys 449
SAP NetWeaver 19 Shortcuts 449
SAP R/2 19 Small and Medium-Sized Businesses
SAP R/3 19 (SMB) 21
Scaled special prices 253 Solution
Serial number 272, 275 recommending 419
automatic creation 274 status 419
available 278 Solutions knowledge base 417, 419
creation 276 Solvency 306, 307
definition 274 Source distribution over time report
detail report 279 388
select 277 Source of funds 310
Special price 250
466
Index
copy to selection criteria 255 Units of measure 262

copying 254 UoM
defining 251, 252 defining 263
quantity scale 253 User 13, 50
updating 257 creating 51
updating globally 256 manager 51
validity 254 password 52, 53
Stage analysis 388 User code 50
Start date 430 User interface 26
Stock account 312 User menu 441, 442
Stock removal 230 User shortcut 440
Stockholders' equity 306
Storage 230 V
Subsidiary ledgers 309
Summarizing document rows 186 Validity period
Summary type 186 defining 258
Super user 51 VAT group 98
Vendor 53, 73
T Vendor reference number 123
Version number 26
Target document 163 Volume & weight calculation 145
Target key 164, 166
Target stock 240 W
Target type 164, 166
Task 83 Warehouse 231
Tax report 355 manage inventory by warehouse
Tax status 74 101
Technician 404 minimum inventory level 101, 102
Threat of insolvency 217 negative inventory 103
Tolerance days 78 setup 232
Total payment 365 Warehouse code 232
Total rounding 366 Warehouse name 232
Transaction data 50 Warehouse settings 234
Transaction number serial report Warehousing 230
417 Warranty template 96
Transfer 285 Weighted amount 381
to repair warehouse 411 Wildcard search 35, 36
Transfer date 367 Window size
Transferred to technician 409 changing 28
Translatable fields 95 Withdrawal 240, 244, 245
Translate 94
Translation 94, 95 Z
Trial balance 356
Trip 93 Zero delivery notes 191
Turnover 180 Zero invoices 191
U
Unit price 134, 263
467

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142.book Seite 3 Freitag, 6.

Juli 2007 10:33 10

Introduction to SAP® Business One

1 How to Use This Book ............................................ 11

2 Introduction to SAP Business One ......................... 19

3 Basic Program Operation ........................................ 23

4 Master Data ............................................................ 49

5 Purchasing .............................................................. 119

6 Sales ........................................................................ 179

7 Inventory ................................................................. 229

8 Introduction to Financial Accounting ..................... 305

9 Financial Accounting .............................................. 317

10 Banking ................................................................... 361

11 Sales Opportunities ................................................ 373

12 Service ..................................................................... 395

13 Human Resources ................................................... 427

14 Highlights in SAP Business One ............................. 433

A SAP Business One at a Glance ................................ 449

B The Author .............................................................. 457

1 How to Use This Book .............................................. 11

2 Introduction to SAP Business One .......................... 19

3 Basic Program Operation ......................................... 23

4 Master Data ............................................................. 49

5 Purchasing ................................................................ 119

6 Sales ......................................................................... 179

7 Inventory .................................................................. 229

7.9.1 Initial Quantities ............................................ 288

8 Introduction to Financial Accounting ...................... 305

9 Financial Accounting ................................................ 317

10 Banking .................................................................... 361

11 Sales Opportunities .................................................. 373

11.2 Sales Opportunities — Setup ..................................... 374

12 Service ...................................................................... 395

13 Human Resources ..................................................... 427

14 Highlights in SAP Business One .............................. 433

Appendix .................................................................. 447

Index ........................................................................................... 459

The main elements of the sales process in small and midsize

SAP Business One

Similarly to the structure of Chapter 5, this chapter then goes on to

6.1 Business Aspects of Sales

6.2 From Sales Quotation to Incoming Payment

From Sales Quotation to Incoming Payment 6.2

Program operation in the document window is based on the same

6.2.1 Document Header

6.2.2 Document Body

The availability-check function is activated by default and is visible in

Figure 6.2 Document Settings: Activate Availability Check

From Sales Quotation to Incoming Payment 6.2

Figure 6.3 Availability Check in “Quantity” Field (Sales Order)

In the example shown in Figure 6.3, the Quantity Available is made

왘 Display Quantities in Other Warehouses

From Sales Quotation to Incoming Payment 6.2

Ctrl + Tab Keys in “Price

Figure 6.4 Last Prices Report Called from Sales Quotation

Besides selecting or pre-selecting the business partner and item num-

왘 Sales document level

From Sales Quotation to Incoming Payment 6.2

Figure 6.5 Summary of Document Rows

The document summary function is useful in the case of a document

documents. This function enables you to create a valid purchase

Figure 6.6 Purchase Order Confirmation Started from Sales Order

The Purchase Order Confirmation window is subdivided into the