SAP Logistics Manual (MASTER DATA-BASIC REPORT GENERATION Only) PDF

I.
INTRODUCTION TO SAP
SYSTEMS, APPLICATIONS AND PRODUCTS in Data Processing
BRIEF HISTORY
SAP was founded in June 1972 as Systemanalyse und Programmentwicklung ("System Analysis and
Program Development") by five former IBM engineers in Mannheim, Baden-Württemberg:
Dietmar Hopp
Klaus Tschira
Hans-Werner Hector
Hasso Plattner, and
Claus Wellenreuther
As part of the Xerox exit strategy from the computer industry, Xerox retained IBM to migrate their
business systems to IBM technology. As part of IBM's compensation for the migration, IBM acquired the SDS/SAPE
software, reportedly for a contract credit of $80,000. The SAPE software was given by IBM to the founding ex-IBM
employees in exchange for founding stock provided to IBM, reportedly 8%. Imperial Chemical Industries (ICI) was
SAP's first ever customer in 1972.
The acronym was later changed to stand for Systeme, Anwendungen und Produkte in der
Datenverarbeitung ("Systems, Applications and Products in Data Processing").
In 1976, "SAP GmbH" founded, and moved its headquarters the following year to Walldorf. SAP AG
became the company's official name after the 2005 annual general meeting. AG is short for Aktiengesellschaft
(corporation). In August 1988, SAP GmbH transferred into SAP AG (a corporation by German law), and public
trading started 4 November. Shares are listed on the Frankfurt and Stuttgart stock exchanges.
In 1995, SAP was included in the German stock index DAX. On 22 September 2003, SAP was included in
the Dow Jones STOXX 50. In 1991, Prof. Dr. Henning Kagermann joined the board; Dr. Peter Zencke became a
board member in 1993. Claus Heinrich, and Gerhard Oswald have been members of the SAP Executive Board since
1996. Two years later, in 1998, the first change at the helm took place. Dietmar Hopp and Klaus Tschira moved to
the supervisory board and Dietmar Hopp was appointed Chairman of the supervisory board. Henning Kagermann
was appointed as Co-Chairman and CEO of SAP next to Hasso Plattner. Werner Brandt joined SAP in 2001 as a
member of the SAP Executive Board and Chief Financial Officer. Léo Apotheker was a member of the SAP Executive
Board and president of Global Customer Solutions & Operations from 2002, and was appointed Deputy CEO in
2007. Apotheker became co-CEO alongside Kagermann in 2008.
Henning Kagermann became the sole CEO of SAP in 2003.[9] In February 2007, his contract was extended
until 2009. After continuous disputes over the responsibility of the development organization, Shai Agassi, a
member of the executive board who had been named as a potential successor to Kagermann, left the organization. 1
In April 2008, along with the announcement of Apotheker as co-CEO, the SAP supervisory board also appointed
three new members to the SAP Executive Board, effective 1 July 2008: Corporate Officers Erwin Gunst, Bill
McDermott, and Jim Hagemann Snabe. With the retirement of Kagermann in May 2009, Apotheker took over as
the sole CEO. He was replaced by new co-CEOs Bill McDermott, head of field organization, and Jim Hagemann
Snabe, head of product development, effective 7 February,
PRODUCTS
SAP's products focus on Enterprise Resource Planning (ERP). The company's main product is SAP ERP.
The current version is SAP ERP 6.0 and is part of the SAP Business Suite. Its previous name was R/3. The "R" of SAP
R/3 stood for real time – even though it is not a real time solution. The number 3 related to the 3-tier architecture:
database, application server and client (SAPgui). R/2, which ran on a Mainframe architecture, was the predecessor
of R/3. Before R/2 came System RF, later dubbed R/1.
SAP ECC is one of five enterprise applications in SAP's Business Suite. The other four applications are:
o Customer Relationship Management (CRM) – helps companies acquire and retain customers, gain marketing
and customer insight
o Product Lifecycle Management (PLM) – helps manufacturers with product-related information
o Supply Chain Management (SCM) – helps companies with the process of resourcing its manufacturing and
service processes
o Supplier Relationship Management (SRM) – enables companies to procure from suppliers
Other major product offerings include: the NetWeaver platform, Governance, Risk and Compliance (GRC)
solutions, Duet (joint offering with Microsoft), Performance Management solutions and RFID. SAP offers SOA
capabilities (calling it Enterprise SOA) in the form of web services that are wrapped around its applications.
While its original products were typically used by Fortune 500 companies, SAP now actively targets small and
medium sized enterprises (SME) with its SAP Business One and SAP Business All-in-One.
SAP IN THE GLOBAL AND LOCAL MARKET

SAP is the world's largest business software company and the third-highest revenue independent
software provider (as of 2007). It operates in four geographic regions: EMEA (Europe, Middle East, Africa),
AMERICA (United States and Canada), LAC (Latin America and Caribbean), and APJ (Asia Pacific and Japan), which
represents Japan, Australia, India, and parts of Asia. In addition, SAP operates a network of 115 subsidiaries, and
2 has R&D (Research & Development) facilities around the globe in Germany, India, the US, Canada, France, Brazil,
Turkey, China, Hungary, Israel, Ireland and Bulgaria.
SAP focuses on six industry sectors: process industries, discrete industries, consumer industries, service
industries, financial services, and public services. It offers more than 25 industry solution portfolios for large
enterprises and more than 550 micro-vertical solutions for midsize companies and small businesses.
BUSINESS BENEFITS
SAP ERP delivers a comprehensive set of integrated, cross-functional business processes. With SAP ERP,
you can gain the following benefits:
 Improve alignment of strategies and operations
 Improve productivity and insight
 Reduce costs through increased flexibility
 Support changing industry requirements
 Reduce risk
 Improve financial management and corporate governance
 Optimize IT spending
 Gain higher ROI faster
 Retain top performers
SAP USERS WORLDWIDE

7-Eleven, Inc.; Accenture; Audi AG; Bayer CropScience; BMW; Burger King; Chevron Phillips Chemical Co.;
Coca Cola Co.; Daimler Chrysler Corp.; Deloitte & Touche; DuPont ;Electronic Data Systems; Ericsson; Ernst &
Young; Chevron Phillips Chemical Co.;Coca Cola Co.; IBM; Johnson & Johnson; Konica Minolta Business Solutions;
KPMG; Ford Motor Co.; Harley Davidson; H.J. Heinz Company; Hewlett-Packard; Mazitrol Co.; Mazda USA; Nestle;
Nexus Technologies, Inc.; Nissan Research & Development, Inc.; Novartis; Pfizer, Inc.; Phillips Electronics;
PricewaterhouseCoopers; Shell Oil CO.; Siemens Dematic; Vedicsoft Solutions; Verizon Communications;
Volkswagen of America; Wacker Silicones; Walt Disney Co.; Warnaco Group, Inc.; Whall Group; Whirlpool Corp.
GLOBAL MARKET SHARE
Based on Panorama’s global study
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SAP IN THE PHILIPPINE MARKET
In the Philippines, actual implementations were made to the following industries:
Automotive Logistics / Shipping / Transportation
Distribution and Import Transportation and Media
Public / Financial Services Call Center Services
Agriculture / Marine / Feeds and Fertilizers Healthcare
Telecommunications Utilities
Pharmaceutical / Medical Equipment Consumer Products
Real Estate Retail
Healthcare / Clinic Services Manufacturing
Oil & Gas
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5
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CAREERS & EDUCATION
At the end of this chapter, the student will be able to:
1. Identify the programs, trainings, and certifications for SAP Business One professionals.
2. Enumerate the careers for SAP Business One practitioner.
SAP BUSINESS ONE ACADEMIC INSTITUTION IN THE PHILIPPINES
FASTTRACK SOLUTIONS, INC. is a consulting company more than just an SAP reseller offering World Class
yet affordable solutions to SME’s based on the proven technology of SAP.
Our consulting services are also extended to SAP Solutions Training and Education Services to the
Professionals and the Academe. We continue to innovate and deliver new SAP Programs that compliment the
requirements of the Industry producing globally competitive SAP practitioners.
For more information about Fasttrack Solutions, Inc., visit the company website at www.fasttrackph.com
Fasttrack SAP Academy offers partners, customers, and independent consultants comprehensive training
in SAP solutions and best business practices that can lead to certification as an SAP consultant.
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Focused on solutions-oriented consultant education programs preparing individuals for

• SAP Business One Certification
• Develop skills in SAP Implementation and Support
Programs for Graduates & Undergraduates
• Continuing Education for the Professionals
• Academic Integration Program
Who are eligible to take the training?

Accountants IE Professionals
Auditors ERP/SAP users
IT Professionals Career shifters
Developers Supervisors
Consultants Decision makers
Sales
Benefits of Taking SAP Education

Be a part of a
company’s Project
Enhance your Team in
credibility as implementing an
future SAP Business One
Be a global SAP
professional project
resource
business
practitioners
SAP COURSES AND CERTIFICATION
 TB 1000: LOGISTICS
o Fundamentals of SAP Business One, Master Data, Purchasing (Account Payable), Sales
opportunity (CRM), Sales (Account Receivable), Inventory, Production, MRP, Document Handling,
Cross Functionalities, Service(CRM) and Human Resources.
o 24 hrs
 TB1100: ACCOUNTING
o Financial Accounting, Cost Accounting, Banking, Period End Closing and Reporting.
o 16 hrs
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 TB 1200: IMPLEMENTATION AND SUPPORT
o Installation and Administration, User Defined Fields and Table, Queries, Alerts and Approvals,
Formatted Search, Designing the Print Layout, Data Migration, Support for SAP Business One and
Implementation and Operation.
o 30 hrs
SAP announced three levels of certification: Associate, Professional, and Master. Currently the associate
level and professional level exams are available. The master level is still in development.
The SAP website defines these levels as follows:
Associate Professional Master
Covers
Requires
fundamental Expert-level
proven project
knowledge understanding
experience
requirements
Tests book Tests

Not available
knowledge experience
A certified consultant gains superior access to local and international opportunities.
SAP CAREERS
1. Be a Project Manager or Team Lead for a SAP B1 project 9

2. Be a professional business practitioner offering In-house or Independent consultancy services
3. Career shift to SAP Consultancy as Business Process Analyst, Functional Consultant , Technical Consultant,
Sales Consultant, Developer, Integration Consultant, Project Manager
4. Be a Course Consultant and Trainer for the Academe Partners
TB1000 - SAP BUSINESS ONE LOGISTICS
II. FAMILIARIZING SAP BUSINESS ONE ENVIRONMENT
II.1 LOGGING IN TO SAP BUSINESS ONE
Double click on the SAP Business One logo in your desktop

In the Login Window choose ‘Change Company’.
The Choose Company window will pop out.

Choose the Company Name and Database and enter the username and password:
User ID manager
Password manager
Company Name OEC Computers UK
Database Name SBODemoGB
Click ‘OK’.
II.2 POSTING PERIOD PROCESS

Before a transaction (Purchasing Transactions, Sales Transactions, Inventory Transactions, etc.) can be
posted in SAP, you must define first the posting period.
10 If you see this message upon log-in, this indicates that the posting period in SAP Business One is not
updated:
"System Date Deviates from all companies fiscal year. Create a new posting period that contains the
system date. Otherwise creating journal transactions is not recommended."
Click OK on the system message.
Then close the Recurring Postings window and the System Message Log window.
Either you click the close (X) buttons or Go to Windows on the menu bar then choose Close All.
To Update the Posting Period:

Go to Administration→Sysytem Initialization→Posting Periods
Posting Periods window will appear
Click New Period found on the lower left of the window
Posting Period window will appear
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In the Period Code and Period Name fields type 2014 (Follow the Fiscal Year)
Choose Months in the Sup-periods field
Click Add
Choose Months in the Sup-periods field
Click Add, then OK.
By January 2016 onwards, add a posting period for the year 2016. Since the current year is 2015, we only
added the posting period until 2015.
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NOTE: IF YOU WILL NOT CHOOSE "Months" IN THE SUB-PERIODS FIELD, YOU WILL NOT BE ABLE TO
GENERATE MONTHLY, QUARTERLY OR SEMI-ANNUALLY REPORTS. YOU CAN ONLY GENERATE YEARLY
REPORT.
II.3 SAP BUSINESS ONE MAIN SCREEN
On the Main Screen, shall see the Menu Bar, Tool Bar and the Main Menu.
Under the Main Menu, you will see the Company Name (OEC Computers UK) and the User Name (Jayson
Buttler)
Also, the main menu is composed of 3 tabs -Module, Drag & Relate and MyMenu
Choose Company
Main Menu
Company OEC Computers
Sales manager
Modules Drag & Relate My Menu
Administration
User
Financials
Sales Opportunities
Sales – A/R
Purchasing – A/P
Administration  Choose Company Business Partners
Banking
Inventory
Production
MRP
Server Service
Human Resources
Reports
Company Databases
 Menu Bar
The SAP Business One menu bar is located at the top of the main window and contains the commands
File, Edit, View, Data, Go to, Modules, Tools and Window. The menus in the menu bar change according
to the application window that is open at the time.
The menu bar change according to the application window that is open at the time.
 Tool Bar
The toolbar, located below the menu bar, is a collection of icons that provide easy access to commonly
used functions. Active functions are shown in color, while inactive ones are grayed out. The functions
represented by the buttons are also available in the menu bar.
To hide or show a toolbar, right-click in the toolbar area and select or deselect, as required.
 Main Menu
The SAP Business One Main Menu controls all the system functions. The name of the company and the
current user are displayed in the upper left corner. Its three tabs are Modules, Drag & Relate and My
Menu:
Three Tabs Under Main Menu

1. Modules
Contains all SAP Business One modules. These are the essential menus through which you access all the
windows and sub-menus.
The Modules tab contains 13 SAP Business One modules:
 Administration
Contains the basic system settings for currency exchange rates, system setup, and authorizations, as
well as settings for online alerts, and data import/export functions. 13
 Financials
Manages all your accounting data and chart of accounts, general ledger, current accounting posting, and
reporting. In addition, you can define budgets and profit centers for better management of company
revenues and expenses.
 Sales Opportunities
Helps the sales employees to manage their sales opportunities and enables you to analyze your sales
information. It also includes opportunity forecast reports, won opportunities, an opportunities pipeline,
and a dynamic display of sales stages.
 Sales – A/R
Handles all aspects of the sales process, from entering sales quotations, sales orders and deliveries, to
issuing customer invoices and returns. In addition, you can draw base documents to target documents,
or send letters to customers with open debts.
 Purchasing – A/P
Lets you manage all your vendor transactions. You can map the entire buying process, from purchase
orders to vendor invoicing. Companies that import goods can use the landed costs functionality to
calculate the purchase prices of their imported items, including customs, transport and insurance, fees,
taxes, and other landed costs.
 Business Partners
Stores the master data for all your business partners, including relevant information about customers,
dealers, vendors, and leads. In addition, you can store information about business partner activities, as
well as data for sales volume forecasts.
 Banking
Handles the full range of monetary transactions. In addition, you can use Payment Engine to process
automatic payments.
 Inventory
Manages your inventory, including warehouse inventory, price lists, special pricing agreements,
alternative items, and warehouse transactions, as well as the pricing and packaging process, and batches
and serial number management.
 Production
Enables you to handle bills of material and production orders.
 MRP (Material Requirements Planning)

Effectively manages your material requirements in the manufacturing process. A planning wizard helps
you define planning scenarios that consider existing inventory, sales orders, purchase orders, production
orders, and forecasts, to create material ordering recommendations that enable you to fulfill your
commitments to your customers.
 Service
Manages interaction between service representatives and customers. It enables you to enter and
maintain information about service contracts, items and serial numbers, customer complaints and
inquiries, as well as perform numerous related functions. Each time a customer reports a problem, you
log it in by opening a service call.
 Human Resources
Maintains information on company employees and enables you to perform numerous related functions.
It provides staff management capabilities, including employee details, contact information, and absence
14 reports.
 Reports
Enables you to compile reports with corporate data and information in exactly the way you want to see
it. This includes company internal evaluations, inventory reports, financial reports, and accounting data.
In addition to the predefined reports, you can also define individual queries.
2. Drag & Relate

The Drag & Relate menu is a tab in the SAP Business One Main Menu. It enables you to find and
display important information quickly and efficiently. It is an interactive tool based on predefined
system queries. You use it to create reports and to display information about business processes. The
user-friendly interface helps you find important information quickly, and locate different objects or
documents in SAP Business One. For example, you can generate a report on all items or item groups, or
all purchase orders that you created for a particular vendor.
The Drag & Relate queries allow you to search for data both in reports and in the master data,
such as G/L accounts and business partners.
3. My Menu
My Menu is a customizable menu on which you can save the most frequently used functions.
Use the My Menu tab in the Main Menu to customize a personal menu to include windows, menu
options, and queries you use most frequently. Your personalized menu does not affect the menus of
other SAP Business One users.
(We will navigate the two tabs- Drag& Relate and MyMenu at the latter part of the module.)
II.4 Modifying SAP Business One Display Parameters

Choose Administration  System Initialization  General Settings.
Choose the Display tab and enter the following preferences: 15
Display Parameter Preference
Time Format 12H
Date Format MM/DD/YY
Click Update to save the settings.
To set the font you use for displaying texts in SAP Business One and to place your company logo
or other graphic as the background image in the SAP Business One main window:
Go to Administration>System Initialization>General Setting

Click on the Font & Bkgd tab and change the following settings:
Font : <any font>
Font Size : <any size>
Background : <any picture file>(click Browse to choose an image)
Image Display : <any option>
Click UPDATE to save the settings.
Click OK to exit the window.
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If the following error message occur, click OK.

SAP Business One will be closed automatically. Re open SAP and the changes you made should still be
reflected.
II.5. Assigning Shortcuts in SAP Business One
(Note: You can only assign the keys F2-F12 as shortcut keys in SAP Business One. F1 cannot be set as a
shortcut key because this is the default for "Help".)
You already know that the documents sales order, purchasing order, A/R Invoice and A/P invoice are the
documents that you will use most often. Assign shortcuts to these documents. Use the function keys F2,
F3, F4 and F5 respectively.
Shortcut Key Document

F2 Sales Order
F3 Purchase Order
F4 A/R Invoice
F5 A/P Invoice
Go to the Menu Bar and click on Tools

From the Dropdown list, choose My Shortcuts.
Then, choose Customize to enable the Customize window.
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Assign F2 as shortcut key for 'Sales Order' document.

Field Name or Data Type Values
Shortcut F2
Module Sales – A/R
Window Sales Order
Choose Allocate.
Assign F3 as shortcut key for 'Purchase Order' document.

Shortcut F3
Module Purchasing – A/P
Window Purchase Order
Choose Allocate
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Assign F4 as shortcut key for 'A/R Invoice' document.

Shortcut F4
Module Sales – A/R
Window A/R Invoice
Choose Allocate.
Assign F5 as shortcut key for 'A/P Invoice' form.

Shortcut F5
Module Purchasing – A/P
Window A/P Invoice
Choose Allocate.
Choose OK.
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• Key in F2 on your keyboard. The allocated form 'Sales Order' shall come into view. The same shall be
true for F3, F4 and F5.
• Alternatively, to can check the allocated shortcuts, go back to Tools→My Shortcuts→Shortcuts and
the assigned shortcuts will be displayed.
• Also, on the Tools→My Shortcuts→Customize→List Tab, you can view the allocated shortcuts.
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II.6 CHANGING FIELD DESCRIPTIONS IN SAP BUSINESS ONE:
Change a field description in SAP Business One
If a user has the proper authorization, he or she can change field labels by pressing the Ctrl key
on the keyboard and double-clicking the description at the same time.
Open any form in SAP Business One , for example Purchase Order form
Go to Purchasing A/P>Purchase Order
Change label "Vendor" to "Vendor Code"
Put the cursor on the Vendor field. Press Ctrl then double click without releasing the Ctrl key
The Changing Description Window will come out
Type Vendor Code in the New Description field. Click Update, then Ok.
To restore the default field label, put the mouse cursor on the Vendor field
Press Ctrl then double click without releasing the Ctrl key
The Changing Description Window will come out
Choose Restore Defaults. Click Update, then Ok.
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III. MANAGING THE MASTER DATA IN SAP BUSINESS ONE
SAP Business One tracks business activities using documents such as purchase orders, invoices,
production orders, sales orders, and so on. Each of these documents is constructed from smaller
reusable chunks of data called master data. Creating documents from master data increases
productivity, ensures data consistency, and reduces errors.
Master data refers to the key information that describes your customers, vendors, and leads as
well as items that your company buys and sells.
It is easy to look up business partner and item information while you are entering sales and
purchasing documents. A selection list icon is available in the business partner and item number fields in
marketing documents. Use the selection list icon to make a selection list appear. You can scroll through
the list or use characters with wildcards to search.
TYPES OF MASTER DATA
Lead
Business Partner
Customer
Master Data
Vendor/Supplier
Master Data
Inventory Item
Sales Item
Item Master Data
Purchase Item
Fixed Asset
NOTE: Lead Business Partners are prospect clients.
Most software systems have lists of data that are shared and used by several of the applications
that make up the system. For example, a typical ERP system as a minimum will have a Customer Master,
an Item Master, and an Account Master. This master data is often one of the key assets of a company.
Both Financial Accounting and Purchasing use vendor master data. General data and data
relevant to both departments is stored in shared master records to avoid duplication.
1. Searching Business Partners in the Business Partner Master Data
Finding Business Partners

22 a. Find all Business Partners (Vendors, Customers and Lead)
b. Find all Business Partners whose name starts with letter 'A'
c. Find all Business Partners containing the word 'Tech' on its name
d. Find all Items in the Item Master Data
Solutions
a. Find all Business Partners (Vendors, Customers and Lead)
Go to Business Partners→Business Partner Master data
Make sure you are in Find mode (If the fields are colored with yellow, you are in Find/Search
Mode).
Press in 'Ctrl+F' on the keyboard to go to Find mode or Click the 'Find' icon (binocular) on the
Tool Bar
Note: The default mode when opening Business Parthner Master Data is Find.
If the Find icon (binocular) is in gray color or is disabled, you are already in Find mode. Also, if the
fields are yellow, you are in find/search mode.
Type asterisk (*) in the Code field or in the 'Name' field.

Press enter
All Business Partners will be displayed (scroll down to view all)
Click 'Cancel' to exit 'List of Business Partners' window
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b. Find all Business Partners whose name starts with letter 'A'
Make sure you are in Find mode
Type A then asterisk (A*) in the 'Name' field.
Press enter
All Business Partners whose name starts with letter 'A' will be displayed
Click Cancel, then Cancel again to exit both windows
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c. Find all Business Partners that have the word 'Tech' on its name
Type asterisk then tech (*tech) in the 'Name' field. Press enter
All Business Partners that have 'tech' on its name will be displayed
d. Find all Items in the Item Master Data

Go to Business Partners → Business Partner Master data
Type asterisk (*) in the 'Item Number' field. Press enter
All Business Partners that have 'tech' on its name will be displayed
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PRACTICE YOUR SKILLS
SEARCHING THROUGH THE BUSINESS PARTNER AND ITEM MASTER DATA
1. Name at least three (3) Vendors, Customers and Leads in the Business Partner Master Data in
the OEC Computers UK.
Vendor Customer Leads
Go to Business Partners > Business Partner Master Data

ATLEAST 3 VENDORS (8 Possible Answers)
ATLEAST 3 CUSTOMERS (9 Possible answers)
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ATLEAST 3 LEADS (Only 2 Possible Answers)
2. List the names of the two (2) Business Partners that have the word 'corp' in its company
name.
a. _______________________
b. _______________________
3. Name the Business Partners that belong the 'Customers' Group.

a. _______________________
b. _______________________
c. _______________________
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4. In the item master data, find the item code for the 'monitors' in the Item List.
a. _______________________
b. _______________________
Go to Inventory > Item Master Data
If you use 'Monitor', there is only one possible answer:
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2. Adding Business Partner Master Data
ADD VENDORS TO THE BUSINESS PARTNER MASTER DATA

Vendor Code Name Group
3PL100 Rainbow Logistics Corporation 3rd Party Logistics
V100 JIL Mftg Corporation Suppliers
V200 Eliz Technologies Corporation Suppliers
V300 HexaCom Enterprises Suppliers
Go to Business Partners→Business Partner Master data. Go to Add mode
Press in Ctrl+A on the keyboard to go to Add mode or Click the Add button on the Tool Bar
Note: If the Add button is in gray color or is disabled, you are already in the Add mode
Type the Vendor Code V100 in the Code Field and choose Vendor from the dropdown list next to it.
Type the vendor name Rainbow Logistics Corporation in the Name field.
Click the dropdown list button on the Group field to show list of groups.
Since 3rd Party Logistics is not on the list, click Define New. Add the Group name to the list
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Click Add to save Rainbow Logistics Corporation in the Business Partner Master Data.
Add the remaining three vendors.

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ADD CUSTOMERS TO THE BUSINESS PARTNER MASTER DATA
Customer Code Name Group Group Group

C100 SB Mktg Corporation Retailers Retailers Retailers
C200 JMJ Associates, Inc. Retailers Retailers Retailers

Go to Add mode
Press in Ctrl+A on the keyboard to go to Add mode or Click the Add button on the Tool Bar
Note: If the Add button is in gray color or is disabled, you are already in the Add mode
Type the Customer Code C100 in the Code Field and choose Customer from the dropdown
list next to it.
Type the Customer name SB Mktg Corporation in the Name field.
Choose the appropriate Group which is Retailers.
Click the dropdown list button on the Group field to show list of groups.
Click Define New to Add Retailers to Item Group
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Click Update, then OK

Click Add
Do the same for C200.
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3. Adding Item Master Data
Although item master data is completely different from business partner master data in content,
both are set up in a robust yet versatile way. For example, item master records keep track of items that
are sold, purchased, and inventoried by your business. Frequently the same items are purchased,
inventoried, and sold. The information is the same; it is just used differently.
Item master data is at the heart of almost every process in SAP Business One. It is used in almost
every module, including the sales, purchasing, production, MRP, inventory, and service modules.
Create an Item Master Data for the following new items:

Item Number Item Description Unit Price Preferred Vendor
I100 A4 Tech USB Mouse 10 V200
I200 A4 Tech USB Keyboard 30 V200
I300 A4 Tech Head Phone 80 V200
I400 A4 Tech Web Cam 50 V200
Go to Inventory→Item Master Data
Press Ctrl+A or Select the icon in the tool bar to change from FIND mode to ADD mode.
Input the required information:
Item Number: I100
Item Description: A4 Tech USB Mouse
Unit Price: 10
Go to Purchasing Data tab
Choose V200 on the Preferred Vendor field
Click Add to save the item.
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Do the same for the remaining four items.
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Note: If the error "One of the Inventory Accounts is Missing" occurs while adding/creating a new Item
Group, this indicates that the posting period is not updated.
Close all windows and update the posting period.
Go to Administration→ System Initialization→ Posting Periods
Choose Months in the Sup-periods field Click Add

Choose Months in the Sup-periods field. Click Add, then OK.
36 By January 2016 onwards, add a posting period for the year 2016. Since the current year is 2015, we only
added the posting period until 2015.
You may now add a new Item Group.
(Do the same procedure when you encounter the error "Posting date deviates from defined range...")
IV. PURCHASES, INVOICING AND PROCESSING PAYMENTS
The purchasing process in SAP

Business One begins with the creation The next stage is the Goods Receipt
of a purchase order. The Purchase PO. It is the stage when the stock is
Order (PO) is the document used to received into the company. The goods
request items or services from a receipt PO increases the actual stock
vendor. It affects the available stock quantity.
quantity.
The goods receipt is followed by an

A/P Invoice, which is the request for
Once the outgoing payment is added,
payment. It is the only mandatory
an appropriate journal entry is
document in the purchasing process.
created. The journal entry reduces the
It is possible to create the A/P invoice
vendor’s balance.
without first creating a goods receipt
PO or a purchase order.
You can begin the purchasing in SAP Business One by requesting quotations for items or services
from your vendors using the purchase quotation document. Once you have compared the vendors'
quotes and found the best offer, you proceed to ordering the goods. To order the items or services, you
create a purchase order document.
The next stage is the goods receipt PO. It is the stage when the inventory is received into the
company. The goods receipt is followed by an A/P invoice, which is the request for payment. It is the
only mandatory document in the purchasing process. It is possible to create the A/P invoice without first
creating a goods receipt PO or a purchase order.
In SAP Business One, you can create an A/P reserve invoice. This document is similar to a
purchase order but includes a request for payment. The A/P reserve invoice is used when a vendor is
concerned about the credit worthiness of his customers. In the purchasing process of SAP Business One,
it is possible to return goods to the vendor if, for example, the goods you received were faulty. You can
use a goods return if you based the return on a goods receipt PO or an A/P credit memo if the return is
based an A/P invoice.
You can create a new document based on one or more of the existing ones. When you create a
new document with reference to an existing document, only the documents that are still open are
displayed. All documents for which you have not created a follow-on document have an open status.
Open documents remain open until you transfer all items completely to the follow-on document, or
until you manually close or reverse them.
Each document affects inventory quantities and some affect the general ledger. The purchase
order affects the available inventory quantity. The goods receipt PO increases the actual inventory
quantity. If you create an A/P invoice without reference to the goods receipt PO, it will also increase the
quantity in stock. 37
As far as accounting is concerned, the A/P invoice always creates an accounting transaction. It
records freight and tax and updates the vendor account with the new outstanding balance. The A/P
reserve invoice only affects the available inventory quantity and creates an accounting transaction.
The goods return reduces the actual inventory levels. The A/P credit memo reduces the actual
inventory levels and also creates an accounting transaction by applying negative amounts to the
previously invoiced accounts.
Note: Depending on the complexities and requirements of a business, the use of some marketing
documents may be omitted such as creating a Purchase Quotation, Purchase Oder, Sales Opportunities,
Sales Order, etc..But invoices are required marketing documents and therefore should never be omitted.
This Material will start the Purchasing Process from the creation of a Purchase Order.
IV.1 Create a Purchase Order for Vendor V10000. Order the following:
Item No. Quantity
A00001 30
A00002 20
A00003 20
Go to Purchasing-A/P  Purchase Order
Type V1000 on the Vendor Code Field.
Enter the needed items and quantities
Item No. Quantity
A00001 30
A00002 20
A00003 20
Click Add.
38
If you encounter the error "Posting date deviates from defined range.." this means that the posting
period is not updated. Update the posting period (See Posting Period Process above).
Choose the Last Data Record icon on the tool bar to retrieve the latest Purchase Order created.
What is the status of the Purchase Order Document?

Open - The status will be changed to Closed once the orders are received in full.
IV.2 Create a Goods Receipt P.O. Using the function Copy To (Orders were not received in full)
Record a partial receipt of your latest purchase from V10000. Follow the data below:
Item No. Quantity
A00001 20 (instead of 30)
A00002 20
A00003 20
Go to Purchasing-A/P  Purchase Order. Choose the Last Data Record icon in the tool bar.
Click Copy To, choose G. Receipt PO.
The details in the Purchase Order document are copied to the Goods Receipts PO Document.
Since A00001 is not received in full, change the quantity from 30 to 20.
Click Add and choose Yes on the system message.
39
After Adding the Goods Receipts PO, What is the status of the Purchase Order Document?
To check, Go to Purchasing-A/P  Purchase Order
The status is still Open because the order is not received in Full.
40
IV.3 Create a Goods Receipt P.O. to record the receipt of the remaining (undelivered) ordered items
from V10000 (Use Copy From function)
V10000 delivered the remaining items. Create a goods receipt PO for the remaining items:
Item No. Quantity
A00001 10
Go to Purchasing-A/P  Goods Receipt PO. Type V10000 in the Code field
Click Copy From, Choose Purchase Order from the list
Click the latest Purchase Order you created for V10000 then Click Choose.
Draw Document Wizard Window will be displayed. Click Finish
You will return to the Goods Receipt PO window
Notice that only the undelivered items are copied from Purchase Order document to Goods
Receipts PO document. Click Add, choose Yes to confirm system message
41
After Recording the receipt of remaining orders, what is the status of the Purchase Order?
To check, Go to Purchasing-A/P  Purchase Order
The status is now Closed because the order is already received in Full.
CREATING GOODS RETURN

The goods return document is used to return delivered goods to vendors or to reverse a
purchasing transaction for an item completely or partially, for example, a goods receipt PO in SAP
Business One. Due to legal stipulations, you cannot delete or make any accounting-relevant changes to
these documents. However, to return unwanted or faulty goods, or to correct errors made when
entering the above-mentioned documents, you can create a goods return.
When you create a goods return, the goods are issued from the warehouse and the quantities
are reduced. If your company uses perpetual inventory, SAP Business One automatically creates the
relevant posting to update the inventory values as well.
To access the window, choose Purchasing > A/P > Goods Return.
42
Note: The prerequisite before creating a Goods Return document is that there should be no A/P invoice
was created for the goods being returned. If an invoice has been created, you must create an A/P credit
memo.
IV. 4 Create a Goods Return - 3 Units of item No. A00001
Suppose you discovered that 3 units of item no. A00001, referencing the last Goods Receipt P.O.,
received from V10000 were defective. Since no A/P Invoice was created for the Goods Receipts P.O., use
Goods Return document to reutrn 3 unit of item no. A00001
Go to Purchasing →Goods Receipt P.O.
Click the Last Data Record icon on the toolbar, the Goods Receipts PO No.
Check the Inventory Status of A00001 in Warehouse 01.
Click the golden link arrow pointing to A00001.
The Item Master Data window is displayed.
Go to Inventory Data tab
Currently, there are 395 units of A00001 in Warehouse 01.

(In Stock = 395; Available = 548)
*** 395 - 37 + 190 = 548
Close the item master data. You will go back to the Goods Return Document
Click Copy to, Choose G. Return.
The information from the Goods Receipt P.O. document are automatically copied
into the Goods Return document
On the Goods Return window, change the quantity to 3
On the Remarks field, add the word "Damaged items"
43
Click Add, and choose Yes to confirm the system message (Do not close the goods return document)
Check the Inventory status of A00001 after recording the return of goods:
Choose the last data record. The Last Goods Return Document will be displayed.
Click the link arrow pointing to A00001. Then proceed to Inventory Data Tab.
44
Since 3 quantities were returned to the Vendor, there are now 392 In Stock/on hand quantities of
A00001. The available quantities now are 545 (392 - 37 + 190 = 545)
Close all windows.
IV. 5 Vendor V10000 sent a billing statement for the goods they delivered to OEC Computers. Record
the billing in the A/P Invoice document.
Go to Purchasing-A/P  A/P Invoice
Type V10000 in the Vendor field.
Click Copy From, choose G. Receipt PO. Choose the two latest GRPO (Goods Receipts PO).
Click Finish on the Draw Document Wizard window.
Click Add, then Yes on the system message. (Do not close the A/P Invoice yet)
45
IV. 6 GENERATE THE RELATIONSHIP MAP OF THE LATEST TRANSACTIONS WITH V10000
(Make sure that the A/P Invoice window is open.)
Choose the last data record to generate the Last A/P invoice created.
Right click on the A/P Invoice, choose Relationship Map.
46
Close the relationship map & the A/P Invoice. (You may go to Window on the menu bar, then choose Close All)
IV. 7 RECORD THE FULL PAYMENT TO V10000.
OEC paid in full, through cash, the latest items purchased from V10000.
Go to Banking > Outgoing Payments > Outgoing Payments
47
Generate the full relationship map.
Go to Purchasing A/P > A/P Invoice and choose the last data record.
Generate the relationship map.
48
Close All Windows.

PURCHASING PROCESS WITH INVENORY MONITORING
IN STOCK:
 The current stock level of the item. This is the quantity that is physically in the warehouse.
COMMITTED:
The quantity of an item reserved from the inventory for the following document types:
 Sales orders
 Production orders (the quantity used for producing a parent item)
 A/R reserve invoices
ORDERED:
The quantity of an item already purchased or produced, but not yet received. The following
document types contribute to the quantity displayed in this field:
 Purchase orders
 Production orders (the quantity you plan to receive from production)
AVAILABLE QUANTITY:
The quantity of an item that will be available when the Committed stock is issued from the
warehouse and the Ordered stock is received by the warehouse.
Formula: In Stock - Committed + Ordered = Available Qty
1. Perform steps in the purchasing process, and monitor the changes in the inventory stock card
A. Creating a Purchase Order (PO).
1. Before adding a PO, check the inventory status of item C00001 in warehouse 01 and fill-out the
following information.
Item No. In Stock Committed Ordered Available
C00001 465 5 200 660
Go to Inventory > Item Master Data
49
2. Create a Purchase Order (PO) for Vendor V1010 (Far East Imports) for the following item:
Item No. Quantity
C00001 20
Purchasing A/P > Purchase Order.
3. After recording the PO, check the inventory status of C00001 and fill-out the following table:
C00001 465 5 220 680
You may open the Item Master data through Inventory > Item Master data. You may also generate the last
data record in the purchase order document and click on the link arrow pointing to C00001.
50
Ordered Qty increased by 20, and Available Qty also increased by 20.
B. Linking Goods Receipt PO (GRPO) to the previous Purchase Order (PO) - Use Copy To
(Note: You may use copy to or copy from, depending on company policy/practice)
1. Record the receipt of the ordered goods. The goods were received in full.
Go to Purchasing A/P > Purchase Order. Choose the Last Data Record.
Click Copy To, then choose G. Receipt PO.
Add the Goods Receipts PO Document. Click Yes on the system message.
2. After recording the PO, check the inventory status of C00001 and fill-out the following table:
C00001 465 5 220 680
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Close All Windows.

C. Linking Goods Receipt PO (GRPO) to A/P Invoice - Copy From
(Note: You may use copy to or copy from, depending on company policy/practice)
Go to Purchasing A/P > A/P Invoice
Enter V1010 in the Vendor field.
Click Copy from, choose Goods Receipts PO. Choose the last GRPO Created.
Click Finish on the Draw Document Wizard window
In the Posting Date field, enter the Date Today. Click Add, then Yes on the system message.
52
D. GENERATE THE RELATIONSHIP MAP:
Open the last A/P Invoice. Right click on the document, choose Relationship Map.
Creating A/P Credit Memo

When you create a delivery for a purchase order or an A/P invoice in SAP Business One, legal
stipulations prevent you from deleting or making any changes to these documents. You may, however,
want to return the goods to the vendor for a variety of reasons, or you may find that you have made a
mistake while creating the documents.
The A/P credit memo is the clearing document for the A/P invoice. Therefore, if the vendor has
delivered goods, and you have already created an A/P invoice, you can reverse the transaction either
partially or completely by creating an A/P credit memo.
You create the A/P credit memo based on the A/P invoice to establish a link between the two
transactions in SAP Business One. However, it is also possible to create an A/P credit memo without
having a base document.
SAP Business One lets you create an A/P credit memo with a zero amount. You can do this when
you clear A/P invoices for no-charge items, such as items that are part of a promotion or covered by a
service contract.
You correct both the quantities and the values with the credit memo. SAP Business One reduces
the inventory of the credited items by the quantity specified in the credit memo, posts the value of the
credit memo to the vendor account in the accounting system, and reduces the expense account by the
same amount.
E. CREATE AN A/P CREDIT MEMO

Suppose you discovered that 2 units of item no. A00001, referencing the last A/P invoice created
for V1010 were defective. Since an A/P Invoice was already created, we use A/P Credit memo to return
the 2 units (If A/P Invoice is not yet created, Goods Return is used).
Before creating an A/P Credit Memo, verify our Payable to Far East Imports.
Open Business Partners > Business Partner Master Data.
Make sure you are in Find Mode.
Type V1010 in the Code field and press enter
53
Before recording the A/P credit Memo, we owe V1010 -Far East Imports 25,620.71.
Close the window.
To record the A/P Credit Memo, Go to Purchasing A/P > A/p Credit Memo.
Choose the Last Data Record.
Click Copy To > A/P Credit Memo
Change the Quantity to 2. Click Add, then Yes on the system message.
CHECK THE ITEM MASTER DATA for C00001:
54
CHECK THE PAYABLE TO V1010:
The payable should now be 25, 269.26.
F. RECORD THE PAYMENT TO V1010:

OEC Paid to V1010 GBP 1,500.00. This is in partial payment of the latest purchase with the vendor.
Go to Banking > Outgoing Payments > outgoing Payments
55
Click Add, then Add.
OPEN THE LAST A/P Invoice Created and Generate the Relationship Map.
56
REVIEW OF THE MASTER DATA AND THE PURCHASING PROCESS:
1. ADD A BUSINESS PARTNER MASTER DATA
NEW VENDOR
Code Name Group Payment Terms
VT200 Rome Alfred Suppliers 2/10, n/30
Rome Alfred
To add Rome Alfred, go to Business Partners→Business Partner Master data
Go to Add mode
Type the Vendor Code VT200 in the Code Field. Choose Vendor from the dropdown list next to it.
Type the vendor name Rome Alfred in the Name field.
Choose the appropriate Group which is Suppliers
Go to Payment Terms Tab
On the Payment Terms field, click the dropdown list button and Choose the appropriate
Payment Term 2P10Net30 (for Payment Term 2/10, n/30) . Click Add.
*2/10, n/30 means that the credit period is 30 days. But if you pay within 10 days,
adiscount of 2% is given.
2. Create an Item Master Data for the following new items:

NEW ITEMS
Item Number Item Description Item Group Unit Price
P300 Laminating Machine Items GBP 120.00
P400 USB Keyboard Accessories GBP 50.00
Laminating Machine
Press Ctrl + A or Select the icon in the tool bar to go to Add mode 57
Item Number: P300
Item Description: Laminating Machine
Item Group: Items
*Choose Yes to confirm system message
Unit Price: GBP 120
Click Add to save the document and Ok to exit the window.
USB Keyboard
Press Ctrl + A or Select the icon in the tool bar to go to Add mode
Item Number: P400
Item Description: USB Keyboard
Item Group: Accessories
*Choose Yes to confirm system message
Unit Price: GBP 50
58
3. Create a Purchase Order for Vendor VT200. Order the following:
Field Name or Data Type Values Delivery Date Warehouse
Item No. P300 tomorrow 01
Quantity 15
Item No. P400 3 days from today 01
Quantity 1
Item No. A00001 5 days from today 02
Quantity 50
Choose Purchasing-A/P  Purchase Order and Input the required information:
Since the Delivery Dates are on different dates and the items will be stored on
different warehouses, set the Delivery Date and Warehouse Fields as active and visible
Click Forms Settings in the toolbar. Then go to Table Format Tab
Put a check mark on the Whse and Del. Date. Choose OK
You will return to the Purchase Order window

On the Contents tab, Scroll to the right to see the Whse and Del. Date Columns
Enter the required data
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4. Assuming Rome Alfred delivered the goods earlier than what was in the PO Document, record the
receipt of goods.
Go toPurchasing-A/P  Purchase Order. Open the Purchase Order you created for VT200
Click Last Data Record button then Previous Data Record button on the tool bar.
Your last purchase order from VT200 will be displayed
Click Copy To, then choose Goods Receipt PO
The information from the Purchase Order are copied to the Goods Receipts PO.
Click Add to save the document, then click Cancel to exit.
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5. Use Copy from to record the receipt of VT200's A/P Invoice
Go to Purchasing A/PA/P Invoice
Type VT200 in the code field then Click Copy from, choose Goods Receipt PO
Choose the latest Goods Receipt PO created for VT200 (click to highlight)
Click Choose then click Finish. You will return to the A/P Invoice window
Enter the following Data:
Posting Date: Today's Date
Due Date: 30 Days from Today
Document Date: Today's Date
Click Add, choose Yes to confirm system message. Click Cancel to exit.
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6. Process Check payment to VT200
Go to BankingOutgoing PaymentsOutgoing Payments
Type VT200 in the Code Field then all open A/P Invoices will be displayed
Select the A/P Invoice to be paid by checking the box before the document number of the
(In our exercise, select the latest A/P Invoice recorded for VT200)
Click the Payment Means button on the tool bar
Choose the Check tab. Scroll to the right to view the Amount column
Put the cursor in the Amount field and press Ctrl+B on the keyboard to automatically
copy the total amount to be paid
Click OK, then Add
Choose Add to confirm the system message. Click Cancel to Exit
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SALES, INVOICING AND RECEIVING PAYMENTS
THE SALES PROCESS IN SAP BUSINESS ONE
The sales process moves from issuing a sales quotation for goods to selling the goods (and services) to
delivering the goods to invoicing the customer for the goods. Each step involves a document, such as a
sales order or A/R invoice. SAP Business One moves all relevant information from one document to the
next in the document flow. You can adapt the steps according to your needs and business processes.
Prerequisites
To avoid problems during document creation in later stages of the sales process, make sure that the
following key data is maintained correctly before you start creating sales documents:
 Business partner master data, especially the customer's bill-to and ship-to address, payment
terms and dunning parameters
 Item master data
Process
The sales process in SAP Business One entails creating the following documents:
1. Sales Quotation
Before ordering, customers often require a sales quotation for review in their company. You create it
as a proposal of your goods and services to a customer or lead. It does not result in any posting that
alters quantities or values in inventory management or accounting.
2. Sales Order
The sales order is a commitment from a customer or lead to buy a product or service. The document
is important for planning production, creating purchase orders and scheduling resources.
3. Delivery
You create a delivery note to indicate that the goods have been shipped.
4. A/R invoice
After you have delivered the goods or provided services, you bill the customer using an A/R invoice.
With this document, you request payment from your customer and record the revenue in the profit
and loss statement.
Note:
The invoice is the only mandatory document in the sales process. You can create one without first
creating the other three.
For legal reasons, you cannot delete deliveries and A/R invoices or change any accounting-relevant
data on these documents if they have been already entered in SAP Business One.
Additional Process Documents
Each of the following documents has a specific purpose in the sales process.
 Return – a corrective clearing document used to credit a customer if the goods were delivered but no
A/R invoice was issued
 A/R Invoice + Payment – document for cash sales to one-time customers. SAP Business One treats an
A/R invoice + payment document the same way as an A/R invoice. The corresponding journal entries
in accounting and inventory are processed automatically after the document is posted.
 A/R credit memo – used to credit a customer if the goods were delivered and an A/R invoice was
issued
It is possible to create new documents based on existing ones. When you do so, only the documents
that are still open are displayed.
Open documents: 63
 Are those for which you have not created a follow-on document
 Remain open until you transfer all items completely to the follow-on document, or until you
manually close or reverse them
Each document updates the inventory quantities and the general ledger in the following ways.
 A sales order affects the amount of inventory committed to a customer and, therefore, the
available inventory quantity.
 A delivery reduces the inventory committed and the in-stock quantities. Furthermore, it affects
the general ledger, if SAP Business One manages the perpetual inventory. In such a case, the
delivery reduces inventory valuation and posts a cost of sale.
 An A/R invoice created without reference to the delivery, also reduces the quantity in stock. An
A/R invoice always creates an accounting transaction. It records the revenue and tax, and it
updates the customer accounts with a new outstanding balance.
 A return increases the in-stock quantity and updates the associated inventory accounts.
 An A/R credit memo increases available inventory levels and creates accounting transactions. It
credits the customer accounts in the general ledger and corrects the revenue account by the
same amount.
Note: Depending on the complexities and requirements of a business, the use of some marketing
documents may be omitted. This Material will start the Sales Process from the creation of a Sales
Order.
GUIDED EXERCISES:
1. ADD CUSTOMERS TO THE BUSINESS PARTNER MASTER DATA
NEW CUSTOMERS
Code Name Group Payment Terms
CT600 Harry Potter Customers 3 Instalments
Harry Potter
To add Harry Potter, go to Business Partners→Business Partner Master data
Go to Add mode
Type CT600 in the Code Field. Choose Customer from the dropdown list next to it.
Type the customer name Harry Potter in the Name field.
Choose the appropriate Group which is Customers. Go to Payment Terms Tab
On the Payment Terms field, click the dropdown list button and Choose 3Instalments
Click Add.
64
2. Create a sales order for customer CT600, Harry Potter. Enter the data below:
Customer CT600
Delivery Date Tomorrow
Item No. I00001
Quantity 15
Item No. I00002
Quantity 10
Go toSales A/R  Sales Order.
Enter the required information. Click Add
Take note of the sales order number. Click Cancel to exit from the window
Sales order number: ___________________________
(We may have a different Sales Order Number.)
3. Edit the latest sales order.

Within the same day, customer CT600 calls you to increase the Units of his order:
Field Name or Data Values (Initial Values (Changes to
Type Order) the Order)
Item No. I00001 I00001
Quantity 15 30
Item No. I00002 I00002
Quantity 10 20
Also, since the customer doubled his order, he asked for a discount. You agreed and decided to give 2%
discount.
Go toSales – A/R  Sales Order
Open the sales order you just created. Click the Last Data Record icon or use Find mode to 65
search for the document by number or customer name.
Increase the first quantity to 30 and the second quantity to 20.
Type 2 (for 2% discount) in the Discount field, just below the Total Before Discount button
Click Update to save your changes, then OK to exit window.
4. Creating Delivery Form for a Sales Order
Open the sales order you just created
Go toSales – A/R  Sales Order .
ClickLast Data Record in the tool bar
Click the button Copy to and choose Delivery.
Choose Add to save the delivery.
Confirm the system message by choosing Yes.
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Observe that the Sales Order's status is Open before the delivery was created.
As soon as full delivery was made, the Sales Order's status will change to Closed
5. Creating A/R Invoice for the Items Delivered
Go to Sales – A/R  Delivery
Click the Last Data Record on the toolbar to retrieve the last Delivery document made
In the delivery document, choose Copy to.
Choose A/R invoice.
A system message will appear: warning about the credit limit. Just click ‘ Yes’.
ClickAdd to save the invoice.
A/R invoice number (you will use this when processing an incoming payment): ___________
A system message will appear: warning about the credit limit. Just click ‘ Yes’.
Confirm the system message by choosing Yes.
67
Observe that the Delivery's status is Open before the A/R invoice is created.
As soon as an A/R invoice is created for the full items delivered, the Delivery's status will
change to Closed
6. Create an Incoming Payment -Create an Incoming Payment for Cash Settlement
Customer CT600 paid the first installment of his invoiced orders in cash. Remember that CT600's
payment term, which we set in our previous exercises is in 3 Installments.
To view CT600's payment terms, go to Business Partners Business Partner Master Data
Go to Find mode. Press Ctrl+F on your keyboard or click the Find icon(binocular icon) on the toolbar.
Type CT600 on the Code field then press Enter. The master data of Customer
Go to Payment Terms tab. Check that the payment term is in 3 Installments.
Click Cancel to exit the window.
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7. To process the collection of CT600's first installment payment:
Go to Banking  Incoming Payments Incoming Payments. Enter CT600 in theCode field
Select the first installment by checking the box before the document number.
*Notice that the total invoice amount is allocated into 3 payments.
Choose the Payment Means button (money bag icon) from the toolbar. The Payment Means
Window will be displayed.
Go to Cash tab. On the G/L Account field, choose 160000.
On the Total field, press Ctrl + B to copy the total amount to be paid.
Choose OK. Choose Add to save the document. Choose Yes to confirm the system message.
Click Cancel to exit Incoming Payments window
8.Suppose CT600 sent a check amounting to BGP 157.79 in full payment of the second
installment due (BGP 107.79) and in partial payment of the third installment (GBP 50).
Go to Banking  Incoming Payments Incoming Payments.
Enter CT600 in the Code field
Select the second and third installments to be paid by checking the box before the document
number.
Go to Total Payment Column. Change the Second Amount to GBP 50
69
Choose the Payment Means button (money bag icon) from the toolbar. The payment means
window will be displayed.
Go to Check tab.
Enter the total check amount GBP 157.79 in the Amount Column or Press Ctrl + B to
automatically copy the total check amount in the Amount Column.
Choose OK. Choose Add to save the document.

Choose Yes to confirm the system message.
Click the Last Data Record on the tool bar
Right Click on any area, choose Relationship Map
The Relationship Map window will appear. You may use the relationship map to analyze the
flow of the transaction.
70
Mouse over to the Yellow shade or the red shade to view amount paid or unpaid.
Click OK to exit the Relationship Map window.

Click Cancel to exit Incoming Payments window
To have a better view of the transaction, open the A/R Invoice created for CT600.
Go to Sales A/R A/R Invoice
Click Last Data Record icon on the toolbar to retrieve the A/R Invoice created for CT600
Right Click on any area, choose Relationship Map
The Relationship Map window will appear. This time, you can have a view of the complete 71
transactions relating to the A/R Invoice from Sales Order to Incoming Payment.
72
SALES PROCESS WITH INVENTORY MONITORING
IN STOCK:
 The current stock level of the item. This is the quantity that is physically in the warehouse.
COMMITTED:
The quantity of an item reserved from the inventory for the following document types:
 Sales orders
 Production orders (the quantity used for producing a parent item)
ORDERED:
The quantity of an item already purchased or produced, but not yet received. The following
document types contribute to the quantity displayed in this field:
 Purchase orders
 Production orders (the quantity you plan to receive from production)
 A/P reserve invoices
AVAILABLE QUANTITY:
The quantity of an item that will be available when the Committed stock is issued from the
warehouse and the Ordered stock is received by the warehouse.
The quantity is calculated as follows:

Available = In Stock – Committed + Ordered
If the available stock for an item is negative, the value appears in red.
1. Sales Order- Create a sales order for C30000, Microchips, and view the effect on inventory.
Go toSales A/R  Sales Order.
Enter the following information
Customer C30000
Delivery Date < today>
Item No. A00004
Quantity 15
Do not add the Sales Order yet.
Click the Golden Link Arrow beside the Item Number A00004
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The Master Data for item A00004 will come into view
Choose the Inventory Tab. Take note of the Inventory Status.
Warehouse In Stock Committed Ordered Available
01 428 15 160 573
02 85 85
03
04
We will use this data later to check the inventory movements
Click Cancel to exit the Item Master Data window

Click Add to save the Sales Order.
74
Open the sales order you just created.
Go to Sales A/R  Sales Order. Choose Last Data Record.
Double-click on Row 1. Row Details...-Sales Order Window will be displayed
Scroll down to view the warehouse assigned to A00004.
Close the window to return to the sales order.

Open the item master record. Choose the link arrow to next to the Item No. field.
Choose the Inventory Data tab.
Are there changes in the total In Stock Quantity? If yes, which warehouse was affected?______
*None
Are there changes in the Ordered Quantity? If yes, which warehouse was affected?______
*None
Are there changes in the Committed Quantity? If yes, which warehouse was affected?______
* Yes. It increased by 15 Units.
*Warehouse 01
Are there changes in the Available Quantity? If yes, which warehouse was affected?______
*Yes. It decreased by 15 Units; Warehouse 01
Choose Cancel to return to the Sales Order window and click OK to exit from the Sales Order window.
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2. Delivery- Create a delivery and view the effect of the delivery the the item's stoc card.
Go to Sales A/R  Sales Order. Choose Last Data Record.
Click Copy to. Choose Delivery.Choose Add to save the delivery.
Confirm that you want to save the delivery by choosing Yes.
Do not yet exit from the Delivery window.
Choose Last Data Record to retrieve the Delivery you just made.
Open the item master record for A00004. Choose the link arrow to next to the Item No.
field.
Choose the Inventory Data tab.
Are there changes in the total In Stock Quantity? If yes, which warehouse wa affected?______
*Yes. It decreased by 15 Units.
*Warehouse 01
Are there changes in the Ordered Quantity? If yes, which warehouse was affected?______
*None
Are there changes in the Committed Quantity? If yes, which warehouse was affected?______
* Yes. It decreased by 15 Units.
*Warehouse 01
76 Are there changes in the Available Quantity? If yes, which warehouse was affected?______
*None
Choose Cancel to return to the Delivery window. Do not exit from the window.
•View the effect of the delivery on accounting.
Choose Cancel to return to the delivery.
To view the posted Journal Entry, Choose the Accounting tab.
Open the journal entry. Choose the link arrow next to the Journal Remarks field.
77
3. A/R Invoice
Open the Delivery you just created. Go to Sales A/R  Delivery
From the delivery document, clickCopy to and Choose A/R Invoice.
Confirm by the system message about credit limit by clicking ‘Yes’.
Choose Add to save the invoice. Confirm the system message to save the invoice.
Do not yet close the A/R Invoice window
Re-open the invoice you created by clicking the Last Data Record icon.
78
Choose the Accounting tab.
To view the journal entry, choose the link arrow next to the Journal Remarks field.
Close all windows. Go to Windows Menu , choose close All.
As you can see in the journal entry, no changes to inventory were recorded when you create the
A/R invoice. This is because, the increase in Inventory is already posted upon the creation of the Delivery
document.
However, if there is no preceding delivery document, the A/R invoice records the changes to 79
inventory quantity. Additionally, if you are running perpetual inventory, the A/R invoice records the
changes to inventory value in the resulting journal entry.
SALES RETURNS AND A/R CREDIT MEMO
For legal reasons, you cannot delete a delivery or invoice that you enter in SAP Business One, or
change accounting-relevant data in these documents. However, the customer might send the goods
back for various reasons, or you might have made a mistake when you entered the documents. In such
situations, create a return document.
When you enter a return document, you can reverse the posting of a delivery. When you create
the return, the system corrects the inventory Units. If your company runs a perpetual inventory,
creating a return automatically generates a journal entry that updates the inventory value.
Note:
If an A/R invoice has not yet been created for the delivery you want to reverse, use the Return
document under Sales A/R  Return. If you have already recorded an invoice, use the A/R Credit
Memo (Sales A/R A/R Credit Memo) to correct values and Units for the transaction in SAP Business
One.
4. Suppose Customer C30000 (Microchips) returned 2 defective HP Color Laser Jet 5 (Item No.
A00004). These were from the recent items delivered to Microchips.
Since an A/R Invoice is already created for the said delivery, we cannot create a Return Document for
the 2 HP Color Laser Jet 5. Instead, we will be issuing a credit memo to record the return.
Open the A/R Invoice relating to the returned items.
Go to Go to Sales A/R A/R Invoice. Choose the Last Data Record
Click Copy to and choose A/R Credit Memo. Click Add to save the A/R Credit Memo.
Choose Yes to confirm the system message. Click Cancel to exit A/R Credit Memo window
Then Cancel again to exit A/R Invoice window.
80
5. Recording Freight in the Marketing Documents:
OEC Computers received an order from C200, JMJ Associates, Inc. for the following items:
Item No. Quantity Delivery Date

A00001 30 Today
A00002 30 Today
The term of the sale is FOB Shipping Point (buyer shoulders shipping costs). But they agreed that OEC
will pay for the costs first and the buyer will reimburse OEC later on. This agreement is called FOB
Shipping Point, Freight Prepaid.
OEC Computers paid GBP 30 to deliver the goods to C200

Requirements:
1. Create a Sales Order for the above items
2. Create a Delivery Document to deliver the items and include the freight costs in the total
charges to C200
1. Sales Order
2. Create a Delivery Document to deliver the items and include the freight costs in the total charges to
C200
Open the latest Sales Order created for C200

Go to Sales A/R>Sales Order>Click the Last Data Record in the tool bar
The Sales Order from C200, for 30 quantities of A00001 and A00002 will be displayed
Click Copy To>Choose Delivery
Click the Golden Link arrow in the Freight field 81
In the Freight Row, under Amount Column, input 30 and Click Update and OK
Click Add, then Yes to confirm system message
82
It was OEC who paid for the freight costs. However, the term of the sale is FOB Shipping Point (buyer
shoulders shipping costs). Hence, OEC shall collect the amount from C200. OEC may include the freight
expenses in the delivery document. Once the Delivery Document is copied to the A/R Invoice, the freight
83
charges will be copied as well.
OEC may also choose not to reflect the freight charges in the Delivery document. However, OEC must
make sure that the billing department will include the freight when issuing an A/R/ Invoice to Customer
C200.
INVENTORY, WAREHOUSE MANAGEMENT AND GOODS MOVEMENT
1. Create a New Warehouse
Create a new warehouse and assign a warehouse code and name of06 and Basement
respectively. Enter any domestic location, street, city and country for the warehouse.
Choose Administration Setup  Inventory  Warehouses.
Enter the following information on the General tab page:
Warehouse Code 06
Warehouse Name Basement
Location <any>
Street/City <any>
Country <Domestic>
Choose the accounting tab to view the default G/L accounts assigned to the
warehouse.
Choose Add then Cancel to exit window.
2.Create an Inventory Transfer Document

Add stock to the warehouse by sending 65 units of item A00001 from warehouse 01
to Warehouse 06
Go to Inventory Inventory Transactions  Inventory Transfer

From warehouse 01
Item No A00001
To Warehouse 06
Quantity 65
To check the quantity available in Warehouse 01 put the cursor in the To

Warehouse field and choose Ctrl+Tab.
84 Item by Warehouse window will appear
The In stock quantities in Warehouse 01 is enough to release 65 units of A00001 to

be transferred to Warehouse 06.
In Addition, notice that Warehouse 06 has zero In stock quantities for Item No. A00001.
Click cancel to exit Item by Warehouse window.
Choose Add and confirm the system message.
Click Cancel to exit Inventory transfer window.
3. Check the goods' movement from Warehouse 01 to Warehouse 02

Open the master data for item no. A00001
Inventory Item Master Data Make sure you are in Find Mode (Ctrl+F)
Enter A00001 in the Code Field and press enter.
Go to Accounting Data tab to check the Inventory Level in each warehouse
In Stock Quantities in Warehouse 01 decreased by 65 units and In stock quantities in Warehouse
06 increased by 65 units.
Click Cancel to Exit.
(Note: The screenshot below is for illustration purposes only. The In Stock Quantities reflected in the
image below might not be the same as the quantities that you see on your screen.)
85
4. Process a Goods Issue Document
Two (2) units of A00001were damaged in Warehouse 06 and needs to be scrapped. Post a
goods issue from the warehouse for this item.
Choose InventoryInventory Transactions  Goods Issue.
Item No A00001
Quantity 2
Whse 06
Remarks Scrapped damaged units
If the Warehouse (Whse) Column is hidden, go to Form Settings on the tool bar.
Choose Table Format tab and make Whse Visible by checking the box next to it.
Choose OK to exit the Forms Settings-Goods Issue window.
Change the Whse to 06. Choose Add and Confirm the system message.
5.Aside from opening the Item Master Data of A00001 to check the current stock situation in
warehouses 01 and 06, you may also open the Inventory Warehouse Report.
Choose InventoryInventory Reports  Inventory in Warehouse Report.
Deselect all warehouses except01 and 06. Choose OK.
Inventory in Warehouse Report (Detailed) Window will be displayed.
Choose OK to exit both windows.
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6. ADDITIONAL EXERCISES:
Exercise 1:
OEC Computers noticed that most of its customers who orders items C00001, C00002, C00003 and
C00004 are in within the vicinity of OEC's Backup Warehouse (Warehouse Code 02).
Inventory Transfer
Item No. From Warehouse 01 To Warehouse 02
C00001 100 100
C00002 100 100
C00003 100 100
C00004 100 100
Hence, in order for the products to be in close proximity when needed, OEC decided to transfer
quantities from Warehouse 01 to Warehouse 02.
Also, OEC will purchase additional quantities. To cut time and costs from transferring the above goods
from warehouse 01 to warehouse 02, OEC asked the vendor to deliver directly the goods to Warehouse
02.
Inventories Purchases from V20000
Item No. Quantity Warehouse
C00001 200 02
C00002 200 02
C00003 200 02
C00004 200 02
Requirements:
1. Record the Inventory Transfer from Warehouse 01 to Warehouse 02
2. Create a Purchase Order for the above goods.
3. Record the receipt of the goods purchased.
Solution:
1. Record the Inventory Transfer from Warehouse 01 to Warehouse 02
Go to Inventory>Inventory Transactions>Inventory Transfer
Enter the following information:
From Warehouse: 01
Item No. From Warehouse Quantity
C00001 02 100
C00002 02 100
C00003 02 100
C00004 02 100
Click Add then Yes to confirm the system message
87
You use Inventory Transfer function to transfer inventory from one warehouse to another. An
inventory transfer can also be carried out as a consignment for a customer. The items are then stored in
the customer’s warehouse and are sold from here.
You cannot change the table after it has been added. If you display an existing inventory transfer
later on, none of the fields in the table are active.
You can, therefore, only correct an inventory transfer table that has not been entered correctly
by entering a compensatory goods movement later.
2. Create a Purchase Order

Go to Purchasing A/P>Purchase Order
Enter V20000 in the Vendor field
To set the warehouse where the items are to be delivered, Click From Setting in the tool bar
Go to Table Format tab and scroll down to look for Whse (Warehouse)
Check the boxes for Whse to make it active and visible in the Purchase order form
Click OK
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Enter other information:
Item No. Quantity Warehouse
C00001 200 02
C00002 200 02
C00003 200 02
C00004 200 02
Click Add
3. Record the receipt of the goods purchased
89
90
Exercise 2:
1. Remove the 2 damaged items of A00001 from the inventory
The goods issue function will reduce the inventory level in a situation that is not direct result of a sales
document entry.
After an item is sold, the warehouse inventory is automatically reduced when SAP Business One enters
the transactions. For example, if you create a delivery document that is based on a sales order, the
warehouse inventory is reduced by the specified quantity once the delivery document is added.
However, the sale of an item is not the only type of transaction that results in a goods issue.
For example, if five units of an item suffer water damage in a warehouse, they cannot be sold and are
removed. In such a case, you can post a goods issue to remove the items from the inventory.
Check first the Inventory Level for A00001 on the item master data:
Take note of the Quantities you see on your screen. The In Stock and Available should decrease by 2 after
removing 2 quantities from the inventory.
Go to Inventory>Inventory Transactions>Goods Issue

Enter A00001 in the Item Number Column and enter 2 in the Quantity Column
Click Add, Choose Yes to confirm the system message.
Check again the Inventory Level of A00001. The In Stock and Available quantities decreased by 2
(physically available) quantities
2. Record the restoration of the damaged items (return to inventory)

The Goods Receipt window will increase the inventory level in situation that is not the direct result of
adding a purchasing document.
When you purchase an item, the warehouse inventory increases automatically when SAP Business One
enters the transaction. For example, if you create a goods receipt PO, the warehouse inventory increases
accordingly by the specified quantity. 91
However, purchasing an item is not the only transaction that results in a goods receipt.
For example, you may need to add a goods receipt if you discover during an inventory count that part of
the stored quantity has not been taken into consideration. You can enter the overlooked quantity in SAP
Business One by adding a goods receipt. Also, you use goods receipt to return removed items, previously
declared damaged but were already repaired, to the inventory.
Go to Inventory>Inventory Transactions>Goods Receipt
Input A00001 in the Item No. Column and 1 in the Quantity Column
Click Add, then Yes.
In-Stock quantities should now increase by 1 unit.

92
PRICELISTS AND DISCOUNTS
You can define multiple price list for your items. A price list contains items. Price lists
can be based on other prices lists by using a percentage mark-up. Every item is linked to every
price list.
You can assign a price list to the customer master record on the Payment Terms tab.
When you enter the customer in a sales document, the assigned price list defaults to the
document. The system will then use that price list to price the items in the order.
Of course, more complex pricing can be used such as special prices, discount groups, and
pricing hierarchies. Prices can also be changed in the sales order by authorized users. For
example, a salesperson might give a 5% discount to a particular item or to a whole sales order.
Using the different pricing options in SAP Business One, you can set predefined prices
for selling and buying items. Typically, a business will choose only those options that make
sense for how they price items. For example: If a company sells smaller items to other
businesses, they are more likely to use volume discounts. A company selling higher priced items
may focus on special prices created for particular business partners. Prices are assigned to price
lists and to specific business partners.
For price lists, you define discounts based on percentages or quantities. For example, if
all your large accounts have discounted prices since they purchase in larger volumes, you can
create a relationship between pricing levels that updates automatically.
On top of the basic price list functionality, you can add discounts based on item group,
properties, and manufacturer. You can use special prices to define detailed pricing and discount
structures for a business partner. You can base your discounts on any price list, or simply enter
them manually. Special prices override all other prices.
When the system searches for a price, it first looks at special prices. If no special price, it
looks for discount groups. If no discount group, it looks for period and volume discounts. If no
period and volume discount, it uses the basic price list assigned to the business partner.
93
PERIOD AND VOLUME DISCOUNTS
You can use this function to define special prices for price lists. A special price can
apply to a defined period or to a quantity scale.
In SAP Business One, time-based discounts are defined in the window “price list item
details by period” and volume discounts are defined in hierarchies for those validity periods.
94 Add new items to the list by choosing Inventory  Price Lists  Period and Volume
Discounts
DISCOUNT GROUPS
You can define discount groups for a business partner. These discounts are defined by an
item group, a combination of item group properties or an item manufacturer.
When you use discount groups at the item properties level, SAP Business One allows you
to define a discount for several properties. You can use a rule to decide which discount is
used by the system for the calculation:
The highest discount -The property with the highest discount will determine the
overall discount calculated for the item.
The lowest discount -The property with the lowest discount will determine the overall
discount calculated for the item.
The average discount -The system calculates the average of all the discounts for the
properties. The average is used as the discount.
Discount totals - The system adds together all discounts of the properties that apply to
the item. The total (up to 100%) is used as the discount.
To define discount groups you choose Inventory  Price Lists  Special Prices 
Discount Groups
SPECIAL PRICES
95
Special prices enable you to give a discount or surcharge for a specific business partner.
Choose
Inventory  Price Lists  Special Prices  Special Prices for Business Partners.
With special prices you also have the possibility to assign a different pricelist for selected
items to a business partner. You can copy special prices to other business partners using
Inventory  Price Lists  Special Prices  Copy Special Prices to Selection Criteria.
For copying special prices from one business partner to other ones the following copy rules
exist:
 Replace All Items:
The system copies all the special prices and possibly overwrites existing ones.
 Replace Only Existing Items:
The system overwrites all the special prices that exist in the source business
partner (BP) and target BP records. It does not add any new special prices.
 Do Not Replace Items:
The system adds new special prices, but does not change existing ones.
PRACTICE YOUR SKILLS:
REQUIREMENTS:
1. Add a new item in the system and maintain prices manually.
2. Create a new pricelist called TEST PRICE.
3. Create item T2003 and calculate the price automatically using LAST PURCHASE PRICE.
4. Provide a special discount of 10% of the store price (Small Account Sales Price List) for the
item C00008 with customer C23900.
5. Grant 10% discount for HP Printers item group for C40000 to C42000.
SOLUTIONS:
1. Add a new item in the system and maintain prices manually.
Choose Inventory  Item Master Data
Change to Add mode.
Item T2002
Description Ergo Screen Monitor
Price List Base Price
150
Price List Regular Sales Price
400
Price List Small Account Sales Price
500
Add the item.
96
Create a new customer, TC200, Smith Inc.. Since this customer initially only orders
small quantities, assign him your store terms. You can assign the Small Accounts price
list in the payment terms.
Business Partners Business Partner Master Data

Choose Data  Add
Code TC200
Name Smith Inc.
Group Small Accounts
Choose the price list Small Account Sales Price on the Payment Terms tab page.
Choose Add.
97
Create a sales order for customer TC200 and item T2002. Make sure that the system
chooses the right price.
Choose Sales-A/R Sales Order
Customer TC200
Delivery Date Today’s date
Item T2002
Quantity 1
Check the price by displaying the item master record and comparing the price in the
document with the price in the Small Account Sales Price price list.
Sales Order Number: ______________

Save the order. Acknowledge any messages about lack of stock and choose Add.
98
2. Create a new pricelist called TEST PRICE.
Inventory  Price Lists Price Lists.
Right mouse click  Add Row.
The base price list is the Base Price and the factor is 2
Save the price list by choosing Update.
Close the confirmation window. Choose OK.
Create a new item T2004 (Easy Pixel Monitor) and assign it a unit price (Base Price) of 300.00.
Inventory  Item Master Data
Choose the Add icon.
Item T2004
Description Easy Pixel Monitor
Price List Base Price
Unit Price 300
Add the item.
99
Call up the Price Listscreen and go to your Testprice list.
Check the price of your item.
Choose Inventory  Price Lists  Price Lists
Double click the Number next to the Test price list.
The price of the new item is 600.00.
Create a sales order for customer TC200 and item T2004.

What price list will be used in the sales order?
Choose Sales-A/R Sales Order.
Customer TC200
Item T2004
Quantity 10
The system will choose the Small Account Sales Price price list for the document. This
price list is maintained in the business partner master record (see above).
Make sure that the new Test price list (and not the price list in the customer master record)
is used in this document.
Form Settings  Document tab  Table tab. Assign the TEST PRICE list to the
document. Choose OK and answer the question, “Update prices in existing rows?”
with Yes.
100 The system then uses the price of the Test price list (600.00 units of national currency).
Add your sales order.
3. Provide a special discount of 10% of the store price (Small Account Sales Price List) for
the item C00008 with customer C23900.
You have agreed on a special discount of 10% of the store price (Small Account Sales
Price list) for the item C00008 with customer C23900.
Inventory  Price Lists  Special Prices  Special Prices for Business Partners.
BP Code C23900
Price List Small Account Sales Price
Item No. C00008
Discount Percentage 10
You have also negotiated a special price with quantity-based discounts for item C00005
(5% discount for two units and above, 10% for four units and above) with the 101
same customer.
This quantity-based discount is to be valid for three months.
Click Update, Update, then Add.
Create a sales order for 5 units of C00008 and check that the prices are correct.
Choose Sales-A/R Sales Order
Customer C23900
Item C00008
Quantity 5
Item C00005
Quantity 6
Add the sales order. Sales Order number: ___________________
102
4. Grant 10% discount for HP Printers item group for C40000 to C42000.
Inventory  Price Lists  Special Prices  Discount Groups.
Choose customer C40000. For the item group HP Printers, Enter 10% .
Choose the button Copy to Selection Criteria to copy the discount information to C42000.
In the selection field, enter the following: From: C40000 To: C42000
Click OK, then Add.
Create a sales order and check the prices. Choose Sales-A/R Sales Order
Customer C42000
Item A00004
Item Group HP Printers
Check the prices to ensure the customer receives the appropriate discount. Since this is only
a check, choose Cancel to close the sales order.
103
NAVIGATING SAP BUSINESS ONE USING DRAG &RELATE
AND MYMENU
1. Navigate SAP Business One using Drag & Relate
Find all the purchase orders for Lumarx using Drag&Relate.
Go to the Drag & Relate menu.
Use one these two methods to find the purchase orders.
Option 1: Select Purchasing A/P then double click Purchase Order. All purchase orders are
displayed.
Use the Filter function to select the purchase orders only of the vendor V50000.
Choose Ok.
Only Purchases from V50000 will be displayed.
Close Filter Table window and Drag and Relate-Purchase Order window.
104
Option 2:Drag business partner V50000 to Purchase Order
Click V50000, hold, then drag it to the Purchase Order on the Main Menu.
Only Purchases from V50000 will be displayed.
Close both windows.
2. Create a Personalized Menu using My Menu tab

Assume that your task require you to use Sales Order form frequently. Aside from using shortcut
keys, you may also put all frequently used forms under the My Menu tab for easier access.
Add Sales Order form in the My Menu tab
Open the Sales Order form: Sales A/R→Sales Order
Click Tools on the Menu Bar 105
Go to My Menu and choose Add to My Menu
On the Add to My Menu window, Choose theFormsfolder
Choose Add.
106
To check whether you have successfully added the Sales Order form in the My Menu, go to My
Menu and click Forms.
Rename the Forms folder under the My Menu tab

To rename the Forms folder, Click Tools on the menu bar.
Choose My Menu, thenOrganize.
Click Rename. Type Frequently Used Forms
Click OK, then Update.
Click Ok again to save the changes made.
Check if you have successfully renamed the Folder.
107
THE PRODUCTION PROCESS:
1. Create a Production Bill of Materials:
(Only Production BOMs are used in the production process.)
Item Number Description Unit Price Type Issue Method Qty
PB100 Skateboard - Inventory, Sales
PB200 Wheels - Phantom 4
PB300 Board 150 Inventory, Sales, Purchase Manual 1
PB400 Axis 70 Inventory, Sales, Purchase Manual 2
PB500 Screws-small 10 Inventory, Sales, Purchase Manual 8
PB201 Tire 30 Inventory, Sales, Purchase Manual 1
PB202 Rim 20 Inventory, Sales, Purchase Manual 1
PB203 Screws-big 15 Inventory, Sales, Purchase Manual 4
L10001 Labour 5 Backflush 4
1.A. Add items to be used in BOM and in Production

Item Number Description Unit Price Type Issue Method
PB100 Skateboard - Inventory, Sales
PB200 Wheels - Phantom
PB300 Board 150 Inventory, Sales, Purchase Manual
PB400 Axis 70 Inventory, Sales, Purchase Manual
PB500 Screws-small 10 Inventory, Sales, Purchase Manual
PB201 Tire 30 Inventory, Sales, Purchase Manual
PB202 Rim 20 Inventory, Sales, Purchase Manual
PB203 Screws-big 15 Inventory, Sales, Purchase Manual
****L10001-Labour is already setup in SAP Business One.
108
1.B. Create BOM for Wheels
- Go to Production > Bill of Materials
- Change to Add Mode, click Add in toolbar or Ctrl+A
1
0
9
- In Product No., choose PB200
- In the BOM Type field, choose Production
- Enter the items and quantities below:
Item No. Item Description Quantity
PB201 Tire 1
PB202 Rim 1
PB203 Screws-big 4
- Click the black arrow in the Product Price field to sum up the costs of the child items
- Choose Add
1.C. Create BOM for Skateboard

- Go to Production > Bill of Materials
- Change to Add Mode, click Add in toolbar of Ctrl+A
- In Product No., choose PB100
- In the BOM Type field, choose Production
- Enter the Items and Quantities below:
Item Number Description Qty
PB200 Wheels 4
PB300 Board 1
PB400 Axis 2
PB500 Screws-small 8
L10001 Labour 4
- Click the black arrow in the Product Price to sum up the components of parent item then click Add
110
 Notice the Unit Price of the Wheels is the Product Price of BOM for Wheels.
2. Create Production Order for 50 Quantities of Skateboard.
- Go to Production > Production Order
- Product No. choose PB100
- Due Date: tomorrow’s date
- Add the Production Order
Since PB200 is a Phantom item, only its components are reflected in the production order document.
Purchase the items needed for the production of Skateboard and Release the Production Order to Shop
Floor.
3. Purchase the components to manufacture skateboards and release the Production Order to the Shop
floor:
Once the status of the Production Order is changed from Planned to Released, this triggers the
production department to start creating the Items.
However, since the components needed to create Skateboard has zero inventory balances, we have
to purchase first the needed quantities.
3.A. Purchase the items that will be used in production of skateboard (for the purpose of this activity, skip
Purchase Order and Goods Receipts PO. Go Directly to A/P Invoice.)
Vendor V1010
Items Description Qty
PB300 Board 50
PB400 Axis 100
PB500 Screws-small 400
PB201 Tire 200
PB202 Rim 200
PB203 Screws-big 800
- Go to Purchasing A/P > A/P Invoice
- Enter the needed information. In the Posting Date field, use Today's date
- Click Add, then choose Yes on the system message
1
1
1
3.B. Release the Production Order to the Shop Floor/Production
- Go to Production > Production order and Choose the Last Data Record from the Toolbar
- Change the Status from Planned to Released then Click Update
4. Issue the needed Components to the production area (shop floor)

- Go to Production > Production order > Choose the Last Data Record from the Toolbar
- Right click on the Production Order document then select Issue Components
- The Issue for Production Window will appear. Click Add, then
- Add the document and click Yes on the system message and close the Issue for Production window
- You will go back to the Production Order window.
- Click Last Data Record from the Toolbar to refresh the Production Order document
112
 Notice that the quantity in Issued column will be updated.

5. Report Completion
- Go to Production > Production order and Click Last Data Record on the Toolbar
- Right click then select Report Completion
- In the Receipt from Production window, you can select to report the finished goods as "Complete"
or" Reject".
- Select Complete
- Add the document and confirm the System Message by choosing Yes.
- Close the Receipt from Production window
- You will go back to the Production Order window, click Last Data Record from the Toolbar to refresh
the Production Order document
- Change the Status from Released to Closed then click Update
6. Check the Total Production Cost by opening the Summary tab:
7. View Relationship Map

- In the Production Order, right click then select Relationship Map
1
1
3
EXERCISES: PRODUCTION
I. Add the following items for Production:

Item Number Description Unit Price Type Issue Method Qty
RP100 Radio - Inventory, Sales
RP200 Knob 20 Inventory, Sales, Purchase Backflush 2
RP300 Case 50 Inventory, Sales, Purchase Backflush 1
RP400 FIN CKT Board - Phantom 1
RP401 DIODE 20uF 10 Inventory, Sales, Purchase Manual 2
RP402 Resistor 30 Inventory, Sales, Purchase Manual 3
RP403 RAW CKT Board 10 Inventory, Sales, Purchase Manual 1
II. Create the PRODUCTION BILL OF MATERIALS for the Phantom Item and the Finished Goods.
Parent Item: RP100
Child Items/Components: RP200 to RP400
III. Create the Production Order for 1 quantity of RP100. Use today's date as the due date.
IV. Purchase materials to be used for production
V. Release the components for Production.
VI. Issue the Components.
VII. Report the Completion.
VIII. Close the Production Order.
IX. Show the Relationship Map.
 In the Production Order, right click and select Relationship Map
114
MATERIALS REQUIREMENTS PLANNING (MRP)
I. Update the following items:
Item Description Purchasing Tab: Planning Data Tab: Minimum Lead
Number Preferred Vendor Procurement Order Qty Time
Method
RP100 Radio - Make 15 3
RP200 Knob Acme Buy 5 2
RP300 Case Acme Buy 5 2
RP400 FIN CKT Board - Make
RP401 DIODE 20uF Acme Buy 10 2
RP402 Resistor Acme Buy 10 2
RP403 RAW CKT Board Acme Buy 10 2
 Go to Inventory > Item Master Data
 Type RP100 in the Item Number field and click Find
 Select Planning Data tab and refer to the data above.
 Update the Item Master Data. Confirm the system message that will pop out.
 To go to the next item, click Next Record from the Toolbar and update the Planning Data
for RP200, RP300, RP401, RP402 and RP403.
II. Forecast:
Item 5 days from 9 days from 14 days from 18 days from
Description
Number today today today today
RP100 Radio 8 10 15 25
 Go to MRP > Forecasts
 Change to Add mode by clicking Add in the Toolbar or Ctrl + A
 For Forecast Code and Forecast Name: type Radio
 Start Date <today’s month first day>
 End Date < 30 days from today >
 In the View field, select Daily
 Item No. select RP100 and input the forcast Qty on the date indicated above then Add the
Forecasts
1
1
5
III. Run MRP Wizard.
 Go to MRP > MRP Wizard
 Click Next
 STEP 1 of 6: Create New Scenario, Scenario Name and Description will be Radio then click
Next
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 STEP 2 of 6: Start date <1st day of today’s month> and End date <30 days from today> then
click Next
 STEP 3 of 6: Choose Selected Items then click Add Items

Item No. From RP100 To RP100
Click OK then Next
 STEP 4 of 6:: Click Next in the Inventory Data Source
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7
 STEP 5 of 6: In the Forecast field, select Radio then click Run
 STEP 6 of 6: Save Recommendations then Finish
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IV. Execute 1 Purchase Order & 1 Production Order.
 Go to MRP > Order Recommendation

 Select Radio in the Scenario and click OK
 Double-click the Release Date headerto arrange the date from the earliest release date to
the latest release date.
 Check the Purchase Order and the first Production Order by clicking the check boxes then
click update Update
 Confirm the Sytem Message
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 To view the created Purchase Order, go to Purchasing A/P > Purchase Order
 Click Last Data Record from the Toolbar
 To view the created Production Order, go to Production > Production Order

 Click Last Data Record from the Toolbar
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Note: if you encounter the error: "Date deviates from permissible range.", change the due date of the
current month's posting period.
To illustrate, check the image below:
The posting date's year is 2015. However, the due date's year is 2016, resulting now to an error
when adding a marketing document.
Creating a posting period for the year 2016 will not resolve the issue.
To resolve the error, go to Administration > System Initialization > Posting Period
Open the Period for the Document's Posting Date. On the image above, the Posting Date is
November 01, 2015. Hence, open 2015-11
Change the Due Date. Instead of Due Date from 01.01.15 to 31.12.15, make it 01.01.15 to
31.12.16.
Click Update, then close the Posting Period Window. You may now add a marketing document
with a 2016 due date.
However, if you create an invoice with a Posting Date other than November (other than the
month which you have updated), example you are creating a document for December 2015 and
the Due Date is 2016 or 2017, you will experience the same error. This requires you now to
change the due date on the Posting Periods window for month of December, 2015.
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BASIC REPORT GENERATION in SAP Business One
EXPORTING DOCUMENTS AND REPORTS
You can export a document or report from your computer to one of the following file types:
 Crystal Reports (*.rpt)
 PDF (*.pdf)
 Microsoft Excel [97-2003] (.xls)
 Microsoft Excel [97-2003] Data-Only (.xls)
 Microsoft Word [97-2003] (.doc)
 Microsoft Word [97-2003] - Editable (.rtf)
 Rich Text Format (RTF) (*.rtf)
 XML (*.xml)
1. Define a Path to where you will store your SAP files
Specify the path to the folder where you want to store

Create a folder in your Desktop and name it as SAP Report
Go to Administration→System Initialization→General Settings→Path tab

Assign the SAP Reports folder you created earlier as the path for Microsoft Word
Templates Folder, Microsoft Excel Folder, Pictures Folder and Attachments Folder
Click Update, then OK.
2. Generate the Quarterly Balance Sheet Report for the Calendar Year 2009
(We use 2009 to generate a more comprehensive report. If we use the current year, the result is not
that interesting since only few transactions are entered for the current year.)
Go to Reports→Financials→Financial→Balance Sheet
Choose the following information
122 Field Name or Data Type Values
Date Posting Date
To 12-31-2009
Display in Report Quarterly Report
Click OK
The Balance Sheet report will be displayed.
Choose Level 3 in the Level field to display a more comprehensive Balance Sheet Report
(Note: Level 1 to see the Summarized Balance Sheet report, Level 2 to add details to the report, Level 3
to add more details to the report, up to Level 5- the most detailed report.)
Click the MS-EXCEL icon on the toolbar to export the Balance sheet report to MS Excel
Save the file as Microsoft Excel 97-2003 Workbook and Rename as Quarterly Balance Sheet 2009.
Choose whether to export Currency Symbols or not
Click Ok then OK.
Open the exported report in the SAP Reports folder on your Desktop.
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Generate the Annual Profit and Loss Statement for the Calendar Year 2009
Go to Reports → Financials → Financial → Profit and Loss Statement

Choose the following information
Date Posting Date
From 12-01-2009
To 12-31-2009
Display in Report Annual Report
Click OK
The Profit and Loss Statement will be displayed.
Choose Level 1in the Level field to display a summarized Profit and Loss Statement
Export to PDF
Open the Profit and Loss Statement in PDF format on your desktop under SAP Reports
folder
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126

SAP Logistics Manual (MASTER DATA-BASIC REPORT GENERATION Only) PDF

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I.

SAP IN THE GLOBAL AND LOCAL MARKET

SAP USERS WORLDWIDE

GLOBAL MARKET SHARE

Based on Panorama’s global study

SAP BUSINESS ONE ACADEMIC INSTITUTION IN THE PHILIPPINES

Focused on solutions-oriented consultant education programs preparing individuals for

Who are eligible to take the training?

Benefits of Taking SAP Education

SAP COURSES AND CERTIFICATION

Associate Professional Master

Tests book Tests

A certified consultant gains superior access to local and international opportunities.

1. Be a Project Manager or Team Lead for a SAP B1 project 9

Double click on the SAP Business One logo in your desktop

The Choose Company window will pop out.

II.2 POSTING PERIOD PROCESS

To Update the Posting Period:

Three Tabs Under Main Menu

 MRP (Material Requirements Planning)

2. Drag & Relate

II.4 Modifying SAP Business One Display Parameters

Go to Administration>System Initialization>General Setting

If the following error message occur, click OK.

Shortcut Key Document

Go to the Menu Bar and click on Tools

Assign F2 as shortcut key for 'Sales Order' document.

Assign F3 as shortcut key for 'Purchase Order' document.

Assign F4 as shortcut key for 'A/R Invoice' document.

Assign F5 as shortcut key for 'A/P Invoice' form.

TYPES OF MASTER DATA

1. Searching Business Partners in the Business Partner Master Data

Finding Business Partners

Go to Business Partners→Business Partner Master data

Type asterisk (*) in the Code field or in the 'Name' field.

d. Find all Items in the Item Master Data

Go to Business Partners > Business Partner Master Data

ATLEAST 3 CUSTOMERS (9 Possible answers)

3. Name the Business Partners that belong the 'Customers' Group.

If you use 'Monitor', there is only one possible answer:

ADD VENDORS TO THE BUSINESS PARTNER MASTER DATA

Add the remaining three vendors.

Customer Code Name Group Group Group

Go to Business Partners→Business Partner Master data

Click Update, then OK

Create an Item Master Data for the following new items:

Click New Period found on the lower left of the window

The purchasing process in SAP

The goods receipt is followed by an

What is the status of the Purchase Order Document?

CREATING GOODS RETURN

Currently, there are 395 units of A00001 in Warehouse 01.

Close All Windows.

Close All Windows.

Creating A/P Credit Memo

E. CREATE AN A/P CREDIT MEMO

CHECK THE ITEM MASTER DATA for C00001:

The payable should now be 25, 269.26.

F. RECORD THE PAYMENT TO V1010:

2. Create an Item Master Data for the following new items:

You will return to the Purchase Order window

(We may have a different Sales Order Number.)

3. Edit the latest sales order.