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Business Blueprint

SAP Business One


Accelerated
Implementation
Program

SAP Business One


Business Blueprint
Version 2.0
SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Icons

Icon Meaning
Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description


Example text Words or characters that appear on the screen. These include field
names, screen titles, pushbuttons as well as menu names, paths
and options.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and
tables.
EXAMPLE TEXT Names of elements in the system. These include report names,
program names, transaction codes, table names, and individual
key words of a programming language, when surrounded by body
text, for example, SELECT and INCLUDE.
Example text Screen output. This includes file and directory names and their
paths, messages, source code, names of variables and
parameters as well as names of installation, upgrade and database
tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or
the ENTER key.
Example text Exact user entry. These are words or characters that you enter in
the system exactly as they appear in the documentation.
<Example text> Variable user entry. Pointed brackets indicate that you replace
these words and characters with appropriate entries.

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Table of Contents

Introduction................................................................................................................................................4
1. Basic Company Set Up Information.......................................................................................................5
2. General Company Settings ...................................................................................................................7
3. Define Currencies................................................................................................................................10
4. Define General Ledger Account Segments & Chart of Accounts.........................................................11
5. Define Bank Information......................................................................................................................12
6. Default G/L Account Determination for Transaction Postings..............................................................13
7. Define Warehouses.............................................................................................................................17
8. Define Item Groups..............................................................................................................................18
9. Define Sales Tax Codes......................................................................................................................19
10. Define Payment Terms .....................................................................................................................20
11. Define Credit Card Information for Incoming Customer Payments....................................................21
12. Define Company Credit Card Information for Outgoing Business Payments.....................................21
13. Define Users and Passwords............................................................................................................22
14. Define Territories, Commission Groups & Salespeople.....................................................................23
15. Define Customer Groups...................................................................................................................24
16. Define Vendor Groups.......................................................................................................................25
17. Define Manufactures..........................................................................................................................26
18. Define Shipping Types.......................................................................................................................27
19. Define System Wide Initial Document Settings..................................................................................28

© SAP AG 2007 3
SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Introduction
The Business Blueprint is a core implementation document for SAP Business One. It is used to define and
document important information required for initialization and setup of the SAP Business One system. It is
important to go through this document together with the functional team leads of the customer.

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

1. Basic Company Set Up Information


Company Name:
Used in reports and with the company address information
Company Address

Internet Address

Phone 1

Phone 2

Fax

Company general information E-Mail address


Local Currency
If other than US Dollars
System Currency
If other than US Dollars
Will your business like to use any of the SBO (SAP
Business One) tax features?
Tax types may include
Yes / No
Sales Tax,
Use Tax,
Value Added Tax
Tax Authority Name

Federal Tax ID

State Tax ID

Reseller Tax Exemption #


Does your business currently use a segmented Chart of
Accounts?
Select to specify if segments of information should be Yes / No
added to the standard account codes, such as division,
region, cost center, and so on,. for detailed transaction
tracking and reporting.

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Basic Company Set Up Information (Cont.)


Does your business require Multi-Language Support
This function is used to translate field names in Business Yes / No
One to foreign languages and print them in documents you
send to foreign business partners.

 Moving Average:
Choose this option to calculate the
inventory value by the item's cost price.
This field is updated dynamically by every
stock receipt posting.
 Standard Price:
Choose this option to calculate the
inventory value by a fixed price. The
Which inventory valuation method would you like to default
item's standard price should be set before
into new item file records?
you start working in your company.
Note this can be changed to another method at the time a
new item master record is created.  FIFO:
Choose this option to calculate the
inventory value by the FIFO method (first
in first out). Each inventory receipt
transaction creates a "layer" of quantities
linked to costs; each inventory release
transaction will use quantities and their
corresponding costs from the first open
layer/s.

Does your business allow a stock release with a cost?


Permits items to be included in documents such as
deliveries or A/R invoices, even when a cost price has not Yes / No
been determined. Select when the inventory valuation is
performed according to moving average or FIFO. If you
selected Standard Price, a price has already been defined.
Which business checking account would you like to be the
system default?

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

2. General Company Settings

Fiscal Calendar
Date From: ________to _______
What are the standard posting periods for your business? Number of Periods: 1 (year), 4 (quarters)
12 (months)
Start of Fiscal Year: _____________

What is the earliest prior period that you would like to enter
into SAP Business One to allow for Comparative Financial
Statements?

 Credit Limit:
Select to check whether adding the sales
document for the customer causes
deviation from the credit limit defined for
the customer in the Business Partner’s
Master record.
A warning message appears if the
customer's account balance and the
amount of the current document exceed
the customer's credit line.
 Commitment Limit:
Select to check whether adding the sales
document for the customer causes
deviation from the commitment limit
defined for the customer in the Business
Customer Activity Alerts Options: Partner’s Master record.
You can restrict the creation of sales documents for A warning message appears if <the
customers and prompt a warning message according to the customer's account balance> + <the
following parameters: amount of the current document> exceed
the customer's commitment limit.
 Consider Deliveries Balance
Select to check the customer's account
balance and also the balance of their
open deliveries while applying the
selected restrictions for customer activity.
Once you select the required option(s)
described above, select the type of
documents to which the restrictions apply
and for which a warning message is
launched:
 A/R Invoice
 Delivery
 Sales Order
How does your business set the commission rate by, If  Salesman
used?

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Define how commissions are calculated. A commission can  Item


be awarded based on the sales employee, item, or
customer specified in the document.  Customer
Select one or more of these options depending on how you
want SAP Business One to calculate commissions.
This setting influences where you can specify the sales
commission percentage, but does not automatically
calculate any commission transactions.
You can change this setting at any time.

What default payment terms would you like to use for i.e. Net 30 Days
customer Sales Orders and A/R Invoices

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


customer records are created. These can be change in the
customer record and the sales documents.

What default payment terms would you like to use for i.e. Net 30 Days
vendor Purchase Order and A/P Invoices

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


records are created. These can be change in the vendor
record and the purchasing documents.

 12 Hour
Which time format would you like to use on the screen
display:
 24 Hour

 DD/MM/YY
 DD/MM/YYYY
 MM/DD/YY
Which Date Format would you like to use on the screen  MM/DD/YYYY
display:
 YYYY/MM/DD
 DD/MONTH/YYYY

How many decimal places would you like to be displayed Decimal Places 0 through 6 available
and used in calculations for:
Currency Amounts _____
Note: These setting will define the respective number of
decimal places that will be displayed for amounts, prices, Prices _____
exchange rates, quantities, percentages, and units. You
can change the selected values at any time. The change
Rates _____
will be applied on future actions only, and has no
retroactive influence.
Quantities _____
Your selection effects the calculations in SAP Business
One, and the values that will be saved in the data base. Percentage _____
For example, if you chose 2 decimal places for amounts

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

and you work with 6 decimal places for very small prices Units _____
and quantities, totals might be not accurate.

Yes / No
Does your business use Serial Numbered Items

 On Every Transaction, both in


and out

If Yes how do you track them:


 Out only

Yes / No
Does your business track items by lots or batches

 On Every Transaction, both in


and out

If Yes how do you track them:


 Out only

 All Items available in all


When new items are added to your Item Master file, would warehouse
you like all items to be available in all warehouses or select
which items are available in each warehouse?  Items available for only certain
warehouses

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

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

Currency Name Currency Code

US Dollar $

Canadian Dollar Yes / No CAN

Euro Yes / No EUR

Other-

Other -

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

4. Define General Ledger Account Segments & Chart of Accounts

 Please provide a current copy of your business’s Chart of Accounts in Excel format if possible. If the
excel format is not available please contact your Omega Business Solutions consultant for other
options.
Note: The Chart of Accounts information is a critical component for the Initial Core
Configuration.

Does your current Chart of Accounts use account segmentation? If so how are segments set up?

Segmentation Name Size Type

i.e. Natural Account ___________________ i.e. 8 _____ Alphanumeric or Numeric only

i.e. Department ___________________ i.e. 3 ______ Alphanumeric or Numeric only

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

5. Define Bank Information


Bank Acct 1 Bank Acct 2 Bank Acct 3 Bank Acct 4 Bank Acct 5

Bank Code
(up to 19
characters)
Country Code
(if other than USA)
Bank Name
Account Number
(Last 4 digits)
Branch

Address

City, St Zip

Bank G/L Account


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

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

6. Default G/L Account Determination for Transaction Postings

Note: Leave blank any unclear types of G/L account codes requested. Your Omega Business Solutions
consultant will review the use of all of the G/L Determinations in detail with you.

Sales – G/L Account Determination G/L Account Code

Domestic A/R

Foreign A/R
Checks Received
(Un-deposited Funds)
Cash on Hand
(Default Petty Cash Account)
Underpayment A/R
(Customer Payments are Short)
Overpayment A/R
(Customer Payments are Over)
Realized Exchange Difference Gain
(Only used when using Foreign Currency in A/R Invoices &
Payments)
Realized Exchange Difference Loss
(Only used when using Foreign Currency in A/R Invoices &
Payments)
Cash Discount
(Customer Cash Discounts Earned for paying within certain
Terms)
Revenues Account
(Default Sales Revenue Account)
Sales Credit Account
(A/R Credit Memo Revenue Account)

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

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


Purchasing – G/L Account Determination G/L Account Code

Domestic A/P

Foreign A/P
Realized Exchange Difference Gain
(Only used when using Foreign Currency in A/P Invoices &
Payments)
Realized Exchange Difference Loss
(Only used when using Foreign Currency in A/P Invoices &
Payments)
Bank Transfer
(Default Bank Account used on outgoing vendor payments via
anelectronic bank transfer)
Cash Discount
(Cash Discounts Earned for paying A/P within certain Terms)
Purchases Expense Account
(Purchases of Non-Stocked Items)
Purchases Credit Account
(A/P Credit Memo Account for Purchases of Non-Stocked Items)
Underpayment A/P
(A/P Payments are Short – not normally used in US
Localizations)
Overpayment A/P
(A/P Payments are Over – not normally used in US Localizations)
Expense and Inventory Variance Account
(A variance account for clearing journal entries created by A/P
credit memos based on A/P invoices or by goods returns based
on goods receipt POs in which freight charges or prices were
changed.)
General G/L Account Code

Credit Card Bank Fee


Rounding Account
(An account for the system to use in journal entries automatically
created for rounding differences. This may occur when you
define rounding for certain currencies or for sales documents.)
Period-End Closing Account
(This account is used once a year to clear the P & L accounts
into Current Retained Earnings. It should be an Equity G/L
Account but not the same account as your standard Retained
Earnings Account)

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

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


Inventory G/L Account Code

Stock Account

Cost of Goods Sold


Allocation Account
(Inventory Receipts A/P Accrual)
Variance Account
(Used only with Standard Cost Inventory Item Types)
Price Difference Account
(Records a price difference to this COGS account if the A/P
invoice cost differs from the PO Goods Receipt cost and there
is 0 or less than the quantity received to apply the cost
difference to in the Inventory Account)
Negative Inventory Account
(Used to track the Landed Costs additions to the original amount
posted COGS when there is 0 or less than the quantity in
inventory for which the landed costs are being applied to)
Inventory Offset Decrease
(An offsetting account to the Stock account used in Goods
Receipts and negative differences in Stock Postings (updates
after inventory). You can change this account manually while
creating its corresponding document.)
Inventory Offset Increase
(An offsetting account to the Stock account used in Goods
Receipts and positive differences in Stock Postings (updates
after inventory). You can change this account manually while
creating its corresponding document.)
Sales Returns
(The inventory account to use when returning stock to inventory
via a A/R Credit Memo or Goods Receipt)
Realized Exchange Difference
(Only used when using Foreign Currency in Inventory Purchasing
documents)
Goods Clearing Account
(Used only when a PO Goods Receipts has been posted to the
Inventory and A/P Accrual account and now the user closes the
PO Goods Receipt instead of drawing it into a A/P Voucher.
This account is used as the offset account to the debit to A/P
Accrual. For most businesses this type of transaction would
not occur.)
Decrease GL Account
(Used as a balancing account when the stock value is decreased
due to the creation of a material revaluation document.)

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Increase GL Account
(Used as a balancing account when the stock value is decreased
due to the creation of a material revaluation document.)
WIP Material Account
(Define an account in which the system maintains the value of
the items that are included in the production process. That is,
the period when production has begun but the final product is
not ready yet.)
WIP Material Variance Account
(An account in which the system maintains the variance amounts
of the items that participate in the product process. The
amount is posted when the production order's status is
'Closed'.)
Expenses Clearing Account
(Used as the A/P Accrual account for Additional Expenses in the
PO Goods Receipt, i.e. freight)

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

7. Define Warehouses

Note: SAP Business One allows Inventory Item’s G/L Determination to be set by Item Level, Item Group or
Warehouse. Each warehouse set up here has its own G/L Determination setup. These G/L determinations
are required if any items are to be set to G/L by Warehouse in the Item Master file.

At this time the warehouse’s G/L Determination will default in from the Inventory G/L Determination set up
previously in #6 Default G/L Account Determination for Transaction Postings – Inventory Table. The
warehouse G/L Determinations can be modified once the Initial Core Configuration has been delivered.

Warehouse Code
(up to 8 characters)
Warehouse Name
Location
(Several warehouse can
be grouped by Location)
Street Address

City, ST Zip
County
(Optional)
Country
(If other than USA)
Tax Code Default
(This Tax Code will
default into A/R
documents when this
warehouse is used)

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

8. Define Item Groups

Note: SAP Business One allows Inventory Item’s G/L Determination to be set by Item Level, Item Group or
Warehouse. Each Item Group set up here has its own G/L Determination setup. These G/L determinations
are required if any items are to be set to G/L by Item Group in the Item Master file.

At this time the Item Group’s G/L Determination will default in from the Inventory G/L Determination set up
previously in #6 Default G/L Account Determination for Transaction Postings – Inventory Table. The Item
Group G/L Determinations can be modified once the Initial Core Configuration has been delivered.

Item Groups are also heavily used in Sales Analysis and reporting. Defining Item Groups with Reporting and
a possible General Ledger implication in mind is helpful.

Item Group Name


(up to 20 characters)
Default Planning Method MRP / None MRP / None MRP / None MRP / None

Default Procurement Method Buy / Make Buy / Make Buy / Make Buy / Make

Default Order Multiple


(For example, if the value is 12,
the items are ordered in multiples
of 12.)
Default Minimum Order Quantity

Default Lead Time in Days

 Moving  Moving  Moving  Moving


Average Average Average Average

Default Valuation Method  FIFO  FIFO  FIFO  FIFO

 Standar  Standar  Standar  Standard


d d d

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

9. Define Sales Tax Codes

If your business collects or tracks Sales by Taxing Authority please complete the tables below.

Note: Your Initial Core Configuration will be set up with up to 3 Sales Tax Codes. How to create and enter
additional Sales Tax Codes will be reviewed during the One Day 2 Value Initial Core Configuration session.

Sales Tax Name: _______________________ Sales Tax Total Rate:


Sales Tax Code: ____
___
Tax Authority: ______ Name: ________ Tax on Tax? Rate: _____ Sales Tax Payable
G/L: ____________
(i.e. State, County,
City)
Tax Authority: ______ Name: ________ Tax on Tax? Rate: _____ Sales Tax Payable
G/L: ____________
(i.e. State, County,
City)
Tax Authority: ______ Name: ________ Tax on Tax? Rate: _____ Sales Tax Payable
G/L: ____________
(i.e. State, County,
City)
Tax Authority: ______ Name: ________ Tax on Tax? Rate: _____ Sales Tax Payable
G/L: ____________
(i.e. State, County,
City)

Sales Tax Name: _______________________ Sales Tax Total Rate:


Sales Tax Code: ____
___
Tax Authority: ______ Name: ________ Tax on Tax? Rate: _____ Sales Tax Payable
G/L: ____________
(i.e. State, County,
City)
Tax Authority: ______ Name: ________ Tax on Tax? Rate: _____ Sales Tax Payable
G/L: ____________
(i.e. State, County,
City)
Tax Authority: ______ Name: ________ Tax on Tax? Rate: _____ Sales Tax Payable
G/L: ____________
(i.e. State, County,
City)
Tax Authority: ______ Name: ________ Tax on Tax? Rate: _____ Sales Tax Payable
G/L: ____________
(i.e. State, County,
City)

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

10. Define Payment Terms

Terms Code list:

Code
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Define Payment Terms

Terms Code 1 2 3 4 5 6 7 8 9 10

Due Date Based on


Doc Date
Posted Date
System Date
Start Calculating Due
Date from
(If other than above)
Month Start
Month End
Half Month
How Many Days from
Start is the Invoice Due:
Does this Payment Term
have installments?
If so how many
Should SAP Open the
Incoming Payment
Window when this
Payment Terms is used?
Does this Payment Term
have a Cash Discount?
If so what are the terms?

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

11. Define Credit Card Information for Incoming Customer Payments


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

12. Define Company Credit Card Information for Outgoing Business


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

Company Credit Card Name


Liability G/L Account for this Credit
Card

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

13. Define Users and Passwords


User Code
(up to 8
characters)
User Name

Super user Y/N Y/N Y/N Y/N Y/N

E-Mail Address

Mobile Phone

Fax

Initial Password

Branch

Department

User Code
(up to 8
characters)
User Name

Super user Y/N Y/N Y/N Y/N Y/N

E-Mail Address

Mobile Phone

Fax

Initial Password

Branch

Department

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

14. Define Territories, Commission Groups & Salespeople

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

Territory Name Parent Territory Order

If your business uses a straight commission percentage by salesperson, item group or customer please
complete the table below:
Note: Other types of custom commission plans can be reviewed during the implementation process.

Commission Group Name Commission Percentage

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

Sales Employee Name Commission Group Percent Commission

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

15. Define Customer Groups

Customer Groups are assigned in the Customer’s Master File record. These Customer Groups are used
heavily in Sales Analysis and other reporting.

Customer Group Name

© SAP AG 2007 24
SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

16. Define Vendor Groups

Vendor Groups are assigned in the Vendor’s Master File record. These Vendor Groups are used heavily in
Purchase Analysis and other reporting.

Vendor Group Name

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

17. Define Manufactures

Manufactures are assigned in the Item’s Master File. These Manufactures are used to support the
purchasing process and Item Look ups.

Manufacture’s Name

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

18. Define Shipping Types

Shipping Types are used in the Sales and Delivery process.

Shipping Type Shipper’s Web Site

i.e. UPS – Next Day i.e. www.ups.com

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

19. Define System Wide Initial Document Settings

General
Would you like SAP B1 to Calculate the Gross Profit  Yes
for all A/R Invoices?
 No
Which would you like the Remarks Area on Target  Customer/Vendor Ref. No. (Customer
Documents to include: PO or Vendor Order )
 The Base Document’s Number.
(i.e. an invoice created from a Sales
Order would list “Created from Sales
Order Number: xxx” in the Remarks
section of the Invoice)
When Displaying a Sales BOM (Kitted Item) in  Price and Total for Parent Item Only
Documents, Show
 Price for Child Items that Comprise
Parent
When Attempting to Release Stock Below item’s  Do Not Warn
Minimum Level, what would you like the system to
do:  Warning Only
 Block Release
if so, by Warehouse Yes / No:
Does your business allow Negative Quantity?  Yes
 No
If rounding is required which method would like the  By Currency
system to use when rounding?
 By Document
In your purchasing documents would you like the  Posting Date
Exchange Rate Based on:
 Document Date
Would you like the system to round the tax amount  Yes
in rows
 No
(Select to set the rounding of tax amounts per
document row. If this option is deselected, document
rows display the not rounded tax amount, and the
system will round tax amounts per tax groups.)
Display Rounding Remark  Yes
 No
(Select to determine whether a remark will be
displayed in the Remarks field of the sales
document when an amount has been rounded. If
you select the checkbox, a remark in a foreign-
currency invoice for a customer is displayed stating
that the discount amount is different from the
discount percentage due to rounding.)

© SAP AG 2007 28
SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Define System Wide Initial Document Settings (Cont)


Would you like to Warehouse Address set up in the  Yes
Warehouse file on Purchase Order?
 No
(Select if you want the Ship To address of the
purchase document (Logistics tab) to be the
warehouse address. If this checkbox is deselected,
the Ship To address will be the address of the
company)
Would you like the system to block documents (i.e.  Block Documents with a Past Posting
Invoices, A/P Vouchers) that have a posting date in Date
the past or the future
 Block Documents with a Future Posting
Date

© SAP AG 2007 29