User Manual Sample

Sales Processes
There are different channels for receiving customer orders: calls from customers, e-mails, exhibitions,
seminaries and open houses.
When processing sales documents, the system might launch two approval procedures:
1. Credit Limit The system launches this approval procedure for customers that reach their defined
credit limit.
2. Overdue Invoices - The system launches this approval procedure for customers that have overdue
invoices (invoices the customer did not yet pay).
Once the approving user approved your request, you can display the document that the system saved
automatically as draft, and add it.

Sales Quotation
You issue a sales quotation as an offer to a customer.
You then send the sales quotation to the customer via e-mail, fax or post.

Procedure
1. On the SAP Business One Main Menu, choose Sales A/R Sales Quotation.
2. The Sales Quotation window appears:

Large Account User Manual for SAP Business One

be one solutions AG. 2009. All rights reserved 2
3. In the field Customer, type the customer code and press the Tab key.

You can also press the icon to open the List of Business Partners window, and choose the
customer code from there.
You can also create a new business partner from the List of Business Partners window. To do
so, click the New button to open the Business Partner Master Data window, and follow the
procedure for creating a new business partner.
4. The system sets the Posting Date automatically for today. The system calculates the Due Date as 30
days from the posting date.
5. Choose the Contents tab.
6. In the following fields, enter data as follows:
Field User Action and Values Description and Comments
Item No. Type the item number, or
press the Tab key to choose
the item from a list.
You can choose several items using the List of
Items window by using the Ctrl/Shift keys.
Quantity Type the required quantity.
Unit Price Make sure the price is
correct. If required, type a
unit price manually.
The system automatically determines the price
for the item according to the price list linked to
the customer.
7. Choose the Logistics tab.
8. Make sure the Ship to and Bill to addresses are correct.
9. Choose Add to add the sales quotation to the system.

Note that the system might launch an approval procedure due to the customers credit limit or
overdue invoices.
10. To print the document or to send it via e-mail, browse back to the sales quotation you have just added
by clicking the icon .
11. To print the document, click the icon .
12. To send the document via e-mail, click the icon .

Result
You have added a new sales quotation to the system.
Once the customer approves the sales quotation, you can copy it to a sales order.


Canceling a Sales Quotation
Purpose
You need to cancel an existing sales quotation.

Procedure
1. On the SAP Business One Main Menu, choose Sales A/R Sales Quotation.
2. Display the sales quotation you need to cancel.

In the Sales Quotation window, use the icons to browse through the existing
sales quotations.
Alternatively, click the icon to switch to Find mode. Use the common search methods to
find the document e.g. In the Customer field, type the first letters of the customer code followed
by * and choose Find. This system displays a list of all the sales quotations created for all the
customers beginning with the letters you typed. Choose the required document.
3. Once the system displays the required document, choose from the menu bar Data Cancel.
4. The following system message appears:

Choose Yes to cancel the sales quotation.

Result
You have cancelled/closed the sales quotation.
The system will no longer show this document in the Open Items List.


Sales Order
You can either base a sales order on an existing sales quotation, or create a new sales order from scratch.

Procedure
1. On the SAP Business One Main Menu, choose Sales A/R Sales Order.
2. The Sales Order window appears:


You can also type the * symbol in the Customer field and press Tab. The system displays a list
of all the customers. Select the required business partner and click on Choose.
4. The system sets the Posting Date automatically for today. You need to type manually the Delivery
Date.
5. To copy an existing sales quotation to the sales order, click the Copy From button and choose Sales
Quotations. Follow the instructions of the Draw Document Wizard.
6. To create a sales order from scratch, choose the Contents tab.

7. In the following fields, enter data as shown below:
Field User Action and Values Description and Comments
Item No. Type the item number, or
press the Tab key to choose
the item from a list.
You can choose several items using the List of
Items window by using the Ctrl/Shift keys.
Quantity Type the required quantity.
Unit Price Make sure the price is
correct. If required, type a
unit price manually.
The system automatically determines the price
for the item according to the price list linked to
the customer.
ExInfo Displays the allocated
batches/serials.
Updated automatically from the Pick & Delivery
add-on, after choosing Save & Print.
9. Make sure the Ship to and Bill to addresses are correct.
10. Choose Add to add the sales order to the system.

Note that the system might launch an approval procedure due to the customers credit limit or
overdue invoices.
11. To print the document or to send it via e-mail, browse back to the sales order you have just added by
clicking the icon .

Result
You have added a new sales order to the system.
Once the customer accepts the sales order, you can use the Pick & Delivery add-on to create a Delivery
document.
Stock Updates
Items Available quantity Decreased
Items Committed quantity Increased


Canceling a Sales Order
Purpose
You need to cancel an existing sales order.

Procedure
1. On the SAP Business One Main Menu, choose Sales A/R Sales Order.
2. Display the sales order you need to cancel.

In the Sales Order window, use the icons to browse through the existing sales
orders.
Alternatively, click the icon to switch to Find mode. Use the common search methods to
find the document e.g. In the Customer field, type the customer code, followed by * and choose
Find. This will display a list of all the sales orders created for that customer. Choose the
required document.
3. Once the required document is displayed, choose from the menu bar Data Cancel
4. The following system message appears:

Choose Yes to cancel the sales order.

Result
You have cancelled the sales order.
If any serial or batch numbers were allocated to this sales order via Pick & Delivery, the allocation will be
cleared.
The system will no longer show this sales order in the Pick & Delivery window.
The system will no longer show this sales order in the Open Items List.
Stock Updates
Items Available quantity Increased
Items Committed quantity Decreased


AR Invoice
You create an AR invoice document to follow a delivery of items to the customer.

Procedure
1. On the SAP Business One Main Menu, choose Sales A/R AR Invoice.
2. The AR Invoice window appears:


You can also type the first letters of the customer name in the Name field followed by the *
symbol, and press Tab. The system then displays a list of all the customer names that begin
with the letters you have typed.
4. The system sets the Posting Date automatically for today. The system calculates the Due Date
according to the payment terms defined for the customer.
5. Click the Copy From button and choose Deliveries.
6. The Draw Document Wizard appears:


Field Description
Draw all Data Choose to copy all the items from the Delivery to the AR Invoice.
When you select this option, click Finish to continue.
Customise Choose to select only required items and quantities you would like to copy to
the AR Invoice.
When you select this option, click Next to continue using the Draw Document
Wizard.
7. On the AR Invoice window, choose the Contents tab.
8. Review the data in the table: items, quantities, prices, etc.
10. Make sure the Bill to address is correct.
11. Choose Add to add the invoice to the system.
12. To print the document or to send it via e-mail, browse back to the AR invoice you have just added by
clicking the icon .

Result
You have added a new AR Invoice to the system.


AR Credit Note
There are certain situations in which the customer requests a credit/refund for an invoice.
If the credit is for items/quantity, use the Item type Credit Note, and copy the relevant AR invoice.
If the credit is for an amount, use the Service type Credit Note. Later, the finance department will perform
reconciliation between the AR Invoice, the AR Credit Note and the Incoming Payment from the customer.

Credit on Actual Quantity - Procedure
1. On the SAP Business One Main Menu, choose Sales A/R AR Credit Note.
2. The AR Credit Note window appears:


You can also type the last letters of the customer name in the Name field followed by the *
symbol, and press Tab. The system then displays a list of all the customer names that end with
the letters you have typed.
4. The system sets the Posting Date automatically for today. The system calculates the Due Date
according to the payment terms defined for the customer.

5. Click the Copy From button and choose AR Invoices.
6. Follow the instructions of the Draw Document Wizard.
7. On the AR Credit Note window, choose the Contents tab.
8. Review the data in the table: items, quantities, prices, etc. Make sure you credit only the approved
amount/quantity.
9. In the Quantity field of each item line, right click the mouse and choose Batch/Serial Numbers.
10. A window opens for you to choose the batch/serial numbers you need to return to your warehouse.

You can also select batch/serial numbers for all items in the document when you add the
document, rather than selecting them for each line individually.
12. Choose Add to add the credit note to the system.
13. To print the document or to send it via e-mail, browse back to the AR credit note you have just added
by clicking the icon .

Result
You have added a new AR credit note to the system.
The customers balance is reduced according to the credited amount.
Stock Updates
Items In Stock quantity Increased


Credit on an Amount - Procedure
1. On the SAP Business One Main Menu, choose Sales A/R AR Credit Note.
2. The AR Credit Note window appears.
3. In the field Item/Service Type, choose Service.
4. The layout of the document table changes, and displays new fields.
5. Type a description, choose a relevant G/L account and type the credited amount in the Total field.

You might need to consult with the finance department regarding the G/L account that you
should select.
6. Choose Add to add the Service type AR credit note.

Result
You have added a new Service type AR credit note to the system.
The customers balance is reduced according to the credited amount.
The finance department will later reconcile the Service type AR credit note with the AR invoice and the
incoming payment made by the customer.

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Sales Processes

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