SAP Business One User Training Guide

ADMINISTRATION
Table of Contents
Login ................................................................................................................................................................... 2
Menu & Toolbar .................................................................................................................................................. 3
Creating Posting Periods ...................................................................................................................................... 4
Editing Posting Periods ........................................................................................................................................ 4
Create Users ..................................................................................................................................................... 5
Default Parameters for Users ............................................................................................................................ 6
Define Payment Terms ...................................................................................................................................... 6
Define Sales Employee ...................................................................................................................................... 6
Define Projects .................................................................................................................................................. 6
Define Tax Groups ............................................................................................................................................. 7
Authorization .................................................................................................................................................... 7
Exchange Rates ................................................................................................................................................. 8
Period-End Closing ............................................................................................................................................ 9
Alerts Management .......................................................................................................................................... 10

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Login To login you need user ID and password as provided by system administrator.

For first time login, system will ask you to change to new password.

1. Old Password – fill-in with password given by system administrator.

2. New Password - fill-in your OWN Password.
3. Confirm – re-key in your OWN Password to confirm. Click Update to proceed.

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 1 .3 Creating Posting Periods
In order to create new posting periods, press the New Period pushbutton found at the bottom left of
the window. The following window then appears:
Period Code, Period Name Fields – enter a code and a name for the period.
Sub Period Field – choose an entry from the drop down menu. This setting determines the
number of additional periods to be created automatically by the system
Active Field – a period is active as default. If you choose No from the drop down menu, no
marketing documents could be added to the system during this period. However, you could still
add manually new journal postings.
This option may be used in order to block users from adding new documents after the period has
ended.
Locked Field – a period is not locked as default. If you choose Yes from the drop down
menu, no new data could be added to the system during this period. This option may be used
in order to block users from adding any new data after a period has ended.

1 .4 Editing Posting Periods

Posting Periods can be edited after they are created. In order to display an existing period and
edit it click the link arrow found to the right of the period’s code. The Posting Periods
window is then display. You may change the period’s name, date ranges and Active/Locked
fields.
See the following table for examples of combinations of the Active and Locked fields:
Active - Yes Locked - No Debtor/creditor and G/L accounts can be posted
Active – Yes Locked - Yes Debtor/creditor and G/L accounts cannot be posted
Active – No Locked – Yes Debtors and creditors cannot be posted
Active – No Locked – No Debtors and creditors cannot be posted. G/L accounts
can be posted.
Choose the Update tab to save your changes

1 .6.1 Users
You have to define a code, name, and password for each user who will have access to the
system. Use this function to do so.
When you choose Define Users, the following window appears:
Maintain the following data for each user who will have access to SAP Business One:
User Code Field
Enter the user code for a user in this field. The user enters this code when he or she logs on
to SAP Business One. The code can be either numeric or alphanumeric.
Please note that the user code is case-sensitive.
User Name Field
Enter the name of the user here. The entry in this field appears at the top of the SAP
Business One window in the SAP Business One menu.
The user name can be changed later. If a user’s name changes – due to marriage, for
example – you can enter the changed name here.
Is Super User Field
You use this field to flag the user as a super user. If you flag the box, the user is defined as a super
user. Super users have access to all objects and are authorized to perform all functions
in SAP Business One.
If you choose to leave the box cleared, the user is not defined as a super user. You can
restrict the access authorizations for this type of user.
E-Mail, Mobile Phone, Fax Fields
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 Use these fields to enter the user’s e-mail address, mobile phone number, and fax number. The
system will use this information to send e-mails and text messages (SMS messages) to the
user. For more detailed information on this subject, see Alerts.

Password Field
Enter the password for a user in this field. Do so by clicking the icon. Now enter a
password and confirm it. Click Ok to continue. The user has to enter this password along with the
code when he or she logs on to the system.
Please note that the password is case-sensitive.
Defaults Field
You can define default parameters for individual users or groups of users, such as the
employees in a department. For more information on this subject, see Defining Default
Parameters for Users.
To access the defined default parameters, position the cursor on this field for a user and press
the Tab key or click the icon to the right.

Branch, Department Fields

You can use these fields to specify a user’s branch and department. Click the drop-down icon on
the right of the field and choose the entry you require from the list provided.
If the required entry does not exist yet, click Define New. The system displays another window in
which you can enter a name and description for the new branch or department.
The first time you open the window after installation, only the default user that was created during
installation appears (see Getting Started): the user with code Manager. User Manager
is flagged as a super user.
If you do not want to define any other users, you can also use user Manager. Change the
password if necessary. However, you can delete this user after you have defined additional
users. Do so by logging in the system with a different user, opening the Define Users field,
placing the cursor in the Manager user row and selecting Delete Row from the Data menu.
Make sure you have defined at least one super user before you delete the Manager super user.
The list of all users is only displayed when a super user calls this function. Users who are not
flagged as super users see only their own information, and can only change their own respective
name and password.
Do not enter a user and a user password when logging onto the system. Log on with user Manager
and password Manager. It is recommended that you change the user’s password so that not all
users have the same authorizations. Changes to users must be documented as
SAP Business One does not automatically log them.

1 .6.2 Default Parameters for Users

You can define default parameters for individual users or groups of users, such as the
employees in a department. These parameters involve the display of the windows, certain
default values, print settings for the documents, and the G/L accounts specified for credit cards.
Defining Default Parameters for a User
To maintain the default parameters for a user, position the cursor on the Defaults field for a user
and press the Tab key. A selection window appears with a list of defined defaults. Double-click an
entry or position the cursor accordingly and click Select to select the entry. The parameters are
then saved for that user.
If you want to change the defaults for a user later, enter * and click the Tab key. The list of
defaults appears and you can select a different default.
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 Defining New Default Parameters
If no defaults have been defined yet, the list will be blank. Click New. The window for defining the
default parameters appears.

Enter a code and a description for the default. In the above example, parameters are defined
for employees in the Research and Development department. This default will be assigned to
several users. You can also assign a default to a single user.
Enter the parameters of the default in the various tabs (see below).
Once you have defined all the parameters, click Add to save your entries. The system then
returns to the window for editing the users.
Changing Default Parameters
If you want to change an existing default, click the orange arrow to the left of the default code
in the window for editing the users.
The system displays the window for defining the default. You can now make the desired

1 .6.3 Define Currencies

You use this function to define the currencies that you want to use in SAP Business One.
Whenever you enter a business partner, an account, or a transaction, you use the currencies that
are defined here.
All currencies that you define here will appear in the table for maintaining the exchange rates
to the local currency (see Exchange Rates).
When you choose Define Currencies, the following window appears:

Rounding Field
You can choose to round prices and sums in relevant currencies. This will then change the prices
and sums the system calculates automatically and round them in documents and other functions
according to your selection. Click the field to open a drop-down menu and select the required
rounding type.

Example: if you choose Round to Five Hundredth then a price of 4.23 will be rounded up to
4.25 and a relevant posting will be created in accounting for the rounding difference using the
appropriate account. See G/L Account Determination.

1 .6.5 Define Payment Terms

You use this function to define the payment terms that will apply to transactions with
customers and vendors.
When you choose Define Payment Terms, the following window appears:

1 .6.7 Define Sales Employee

You use this function to define your sales employees in the system. When you choose Define
Sales Employee, the following window appears:

1 .6.1 0 Define Projects

You can use SAP Business One to manage the projects that are executed at your company. You
use this function to define the projects. You can specify these projects in the corresponding
purchasing and sales transactions, as well as in manual postings.

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 You can then use the corresponding report to display all the postings for a project. You can also
use the projects as selection criteria in various reports. This gives you an overview of the projects
along with their incurred costs and earned revenues.
When you choose Define Projects, the following window appears:

1 .6.1 1 Tax Groups

You use this function to define the tax groups that you need to process the purchasing and
sales transactions. The tax groups are used to find the relevant tax rate for a transaction.
Complete the following fields for each tax group:
Code and Name Fields – enter the group’s code and name.
Category Field – each tax group is assigned either to Sales or Input Tax. Click the field to open
a drop-down menu and choose the required entry.
• Sales – The tax indicator is used for output tax.
• Input Tax – The tax indicator is used for input tax

1 .7 Authorizations
You use this function to define the user authorizations for SAP Business One. You can
choose any combination of authorizations, from super users – who have all authorizations –
and users with different display and change authorizations in the different applications to users
who have no system authorizations at all.
Before you can define the authorizations, you first have to define the users in the system (see
Defining Users). When you define a user, you also specify whether that user will be a super user or
not. If the user is a super user, he or she automatically has full authorization for all functions in the
system. You cannot change the authorizations for this type of user. Therefore,
if you want to restrict a user’s authorizations, you must not define that user as a super user.
Generally, a user can only execute the functions and actions for which he or she is authorized.
Users who are not flagged as super users do not have authorization for the Authorizations
function. This function cannot be accessed users of this type.
This section describes how to define authorizations for system users.
Window for Editing Authorizations
When you choose Authorizations, the system opens the following window:
The list of defined users appears on the left. When you click on the row for a user, the
corresponding authorizations appear to the right.
The user’s specific authorizations for functions and applications are displayed to the right of the list. You
can grant or restrict authorizations for entire applications. You can also define or restrict different
authorizations for individual functions in an application.
Click on the orange triangle to the left of an application or function in the list to expand to the next
level of authorizations.
In the above example, the following window appears:
To show or hide all the functions of an application at once, click Expand or Collapse,
respectively.
Once you have clicked on a user to select, you can display and change the corresponding
authorizations. If the user is a super user, you cannot change the authorizations. Super users
appear in gray in the list.
The following authorization levels have been defined:
• Full Authorization
When you assign this authorization for a function or application to a user, that user has
full access – that is, display and change application for that function or
application.
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 • No Authorization
When you assign this authorization for a function or application to a user, that user has
no access to that application or function.
• Read Only
When you assign this authorization to a user, that user only has display authorization for
this function, but not change authorization.
• Different Permissions
When you assign different authorizations for a function or application to a user, this
phrase will be displayed for the entire application, indicating that it contains various
authorizations. (it is assigned automatically, you cannot select this option from the
drop-down menu.)

Copying Authorizations for Another user

Once you have defined the authorizations for a user, you often need to copy this authorization
profile for other users. For example, you can grant the same authorizations to all the
employees who work in the same department.
To avoid having to define the authorizations for each user manually, you can copy one user’s
authorizations to another user.
Proceed as follows:
1 . Click on the name of the user whose authorizations you want to copy. Hold the
mouse button until a rectangle appears around the user name.
2. Then drag the rectangle to the name of the user to whom you want to grant the
authorizations.
3. Release the mouse button.
The system prompts you to confirm the copy operation.
4. Choose OK to confirm the operation.
The authorizations are copied completely to the second user.

1 .8 Exchange Rates
You use this function to define the daily exchange rates and the monthly price indexes.
Current exchange rates are required in the system in order to process transactions in foreign
currencies. The price indexes are required to run reports that use a price index.
When you choose Define Foreign Currency Exchange Rates, the following window
appears:
The table contains two tabs: one to maintain the daily exchange rates and one to specify the
monthly price indexes.
1 .8.1 Exchange Rates Tab
This tab contains a table of all the currencies that you have defined in the system. You can define
an exchange rate for each day. The system automatically positions the cursor on today’s date.
You enter exchange rates using either Direct or Indirect rates, according to the settings made in
General Settings/Display tab page.
You can copy entries for exchange rates, for example, when an exchange rate does not change
over the weekend. To do this, click and hold the mouse button on the entry you want
to copy until a rectangle appears in the field. Now drag the rectangle to the field to which you want
to copy the entry. Release the mouse button. The entry is copied to the field.
You can also define a fixed exchange rate for a date range.
Proceed as follows:
1 . Click the Set Rate for Selection Criteria button.
The system opens the following window:
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 2. Enter the date range for which you want to define the exchange rate at the top of the
window.
3. Click the currencies for which you want to define the fixed exchange rate for the date
range.
4. Enter the exchange rate for the currency or currencies in the Rate column.
5. Click OK.
The system copies the fixed exchange rate to the table of exchange rates and places them
in the fields of the date range for a currency.
There are three different ways to update the exchange rates:
• You can choose Define Foreign Currency Exchange Rate in the Administration
menu at any time. Enter the exchange rates.
• When you enter a transaction in a foreign currency or you use a foreign currency as your
system currency, the system checks whether the corresponding exchange rate has been
defined in the system. If not, the system automatically opens the table of exchange rates
and positions the cursor in the field with the missing exchange rate. You can then enter
this (and any other necessary) exchange rate. The system then returns to the window for
processing the transaction.
• You can also define that the exchange rate table will be opened automatically each
time you log on to the system. To do so, configure the corresponding setting during
system initialization (see Getting Started)

1 .9.1 Period-End Closing

Use the period-end closing function to complete the profit and loss accounts at the end of the year.
Select from the Administration application, Utilities – Period-End Closing. The following
window then opens:
Use this selection window to choose relevant G/L accounts for your closing postings, enter
required dates and additional data.
Retained Earnings Account Field – choose the relevant G/L account to be used as the
clearing account in the journal posting made in the accounting system.
PL Accounts Table – select G/L accounts for the closing postings. You can expand and collapse
the accounts display in the table by selecting the relevant level. Select the required level number
to display required accounts. Click the field to the left of the account’s name to select it.
Transaction Settings
Ref.1 , Ref.2 Fields – enter appropriate references for the accounting posting. These would
be used as default in each closing posting.
Value Date, Tax Date Fields– enter appropriate dates for the accounting posting. These would
be used as default in each closing posting.
Previous Report Pushbutton – use this button to display a draft report that was saved
previously.
When you have finished making your selection click Execute to open the following window:
The table displays one row per each G/L account you have selected in the previous window.
Approve Column – click the field to open a drop down menu. The values Yes and No are
available. Choose Yes to approve the accounting posting for the account. We recommend
that you approve all rows because otherwise accounts will not be closed and follow-up errors can
occur when closing.
When you are done entering required data press Execute to create the accounting postings for all
the accounts you have approved to close.
You may press Save to save you selection as draft. This draft can be displayed at a later time and
be executed. To display draft data press Previous Report in the Choose Period-End
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 Closing window.
The report can be repeated as many times as required. Only the changes are determined

1 .1 4 Alerts Management
You use the alert function to automatically send a message to selected users in the system
whenever certain events occur. The following two alert types exist:
• Predefined alert
• User-defined alert
The message can be sent internally or externally by e-mail, SMS message, or fax.
When an internal message is sent as the result of an alert, the user receives the message in his or
her overview of messages and alerts (see Overview of Messages and Alerts).

1 .1 4.1 Predefined Alert

The following alert situations are predefined and available for your immediate use:
• Inventory falls below defined minimum warehouse level
• Deviation from credit limit
• Deviation from commitment limit
• Deviation from defined percentage of gross profit
• Deviation from defined discount percentage
• Deviation from budget
To activate a predefined alert, proceed as follows:
1 . Choose Alert Management from the Administration application.
2. The window is opened in Search mode. You can use the search function to display the
list of predefined alert situations (see Getting Started).
3. Click on one of the predefined alert functions to select it.
The information for this alert situation appears in the processing window.
The alert procedure for a deviation from discount percentage is described in this
example:
4. In the Priority field, enter the priority of the message that will be sent as the result of the
alert. The messages can have low, normal, or high priority. Messages that are
sent with high priority are displayed in red in the recipient’s inbox. Click the dropdown icon
on the right of the field and choose the entry you require from the list provided.
5. Set the flag in the Active field. Otherwise, no messages will be sent for this alert.
6. All the defined users in the system are listed by user name in the table of possible
recipients. Click on the user and the respective message type to select them. If you want to
send the message to a certain user by e-mail, for example, set the flag in the
E-Mail column in that user’s row.
Note
Please note that messages can only be sent externally when the corresponding address
details for a user have been defined in the system (see Users).
7. In the Terms tab, enter the threshold for sending the alert. In the above example, an alert
will be sent whenever a discount of 25% or more is entered.
8. In the Documents tab, specify which document types will trigger the alert. Click on a flag
to set it. We recommend setting the alert function for deviation from discount percentage
for all outgoing sales documents, such as quotation, order, delivery, and invoice.
9. Now click Update to save your entries.

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