SAP Business One

ADVANCE & IMPLEMENTATION

Customization Tools
EXPRESS CONFIGURATION WIZARD
In this exercise, you will create a new company called ADV Corp. In the new company, make the configuration
settings necessary for your localization. You do not have to configure every setting, since there are defaults provided in
the localization. However, you should view each setting to gain experience in configuration.

I. Create and Configure a Company using the Express Wizard

A. In the Choose Company window, select New, open the dropdown list, and choose New Using Wizard.
B. Enter the site user password
Site Password: B1Admin
C. Enter the following information for the new company:
Field
Information
Company name The name of the company (ADV Corp.)
Database name The name of the database (ADVCorp)
Note: Do not include spaces or special characters in the database name.
License If a license has been installed, it will appear here. If no license is installed and
this is a new installation, check the Trial Version checkbox.
Local Settings Select the localization (United Kingdom)
Chart of Accounts Select a chart of accounts template for the localization (User-defined)
Base Language Select the display language (English (United Kingdom))
Posting Periods Enter the Period Code and Period Name for the current fiscal year.
Select the sub-period from the list.
Period Code: 2015
Period Name: 2015
Subperiod: Months
Choose Continue.
Make sure you enter the posting periods for the earliest fiscal year required.
Note: If you leave the Copy User-Defined Fields and Tables and Copy User-Defined Objects checkboxes as
selected, these objects will be copied from the current database.
The system will create the new company. This may take a few minutes.
D. Enter the password for the manager account. Password: 1234
E. Enter the company name, address and other details, as required.

Company Name: ADV Corp.

Used in reports and with the company address information
Company Address 1234 Dela Rosa St., Makati City, Philippines
Internet Address www.advcorp.com.ph
Phone 1
418-2770
Phone 2
418-2771
Fax
Company general information E-Mail address info@advcorp.com.ph

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II. Accounting:
A. Review the accounting setup for the localization.

Field Information

Local Currency The local currency. (Philippine Peso)

System Currency Select a parallel currency, if desired, for financial reporting.
(Philippine Peso)
Default Account Currency The default account currency for new G/L accounts. (All
Currencies)
Currencies Define additional currencies, if needed.
Exchange Rate Posting Select an option to display exchange rates. (Check ‘Direct’)
Display Credit Balance with Negative Select to display credit balances with a negative sign. (Check)
Sign
Allow Negative Amounts for Reversal Select to have journal entries for reversals posted with negative
Transaction Posting amounts. (Uncheck)
Use Segmentation Accounts Account segmentation (localization specific). (Uncheck)
Chart of Accounts Go to Financials  Edit Chart of Accounts
After setting up the Chart of Acccounts
Go to Financials  Chart of Accounts
G/L Account Determination Change the default accounts.
Go to Administration  Setup  Financials  G/L Account
Determination
Posting Periods Define posting periods for future fiscal years.

Period Code: 2015

Period Name: 2015
Subperiod: Months

Define additional tax information, such as tax groups,

Tax
withholding tax codes, sales tax codes, etc.
Go to Administration  Setup  Financials  Tax  Tax
Groups
Inventory System Check the following boxes:
 Use Perpertual Inventory
 Manage Item Cost per Warehouse
 Auto. Add All Warehouses to NewItems

Item Groups Valuation Method: Moving Average

Warehouses Go to Administration  Setup  Inventory  Warehouses

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III. Chart of Accounts:

A. Create the Chart of Accounts for ADV Corporation.
ASSETS CAPITAL AND RESERVES
A1000 – Current Assets (T) CR1000 – Equity (T)
A1100 – Cash (T) CR1100 - Share Capital
A1110 – Cash on Hand CR1200 - Additional Paid-In Capital
A1120 – Cash in Bank (T) CR1300 - Retained Earnings
A1121 – Metrobank Acct No. 9021
A1122 – Banco De Oro Acct No. 1001 TURNOVER
A1200 –Receivable (T) T1000 – Sales
A1210 – Accounts Receivable T2000 – Sales Discount
A1300 – Inventory (T) T3000 – Sales Return and Allowances
A1310 – Merchandise Inventory T4000 – Miscellaneous Income
A1400 – Other Current Assets (T)
A1410 – Prepaid Expenses COST OF SALES
A1420 – Input Tax CS1000 – Cost of Sales
A2000 - Noncurrent Assets (T) CS2000 – Gain/Loss Price Variance
A2100 – Office Equipment – Net CS3000 – Cash Discounts Earned
A2110 – Office Equipment
A2120 – Acc. Depn. Office Equipment OPERATING COSTS
OC1000 - Salaries & Wages
LIABILITIES OC2000 - Taxes & Licenses
L1000 – Current Liabilities (T) OC3000 - Depreciation Expense – OE
L1100 – Accounts Payable OC4000 - Rent Expense

L1200 – VAT Payable (Output Tax) TAXATION AND EXTRAORDINARY ITEMS

L1300 – Notes Payable EX1000 – Income Summary
L1400 – Goods Received Not Invoiced EX2000 – Opening Balance

B. Configure Individual Accounts:

Account Code Account Name Account Type Tag

ASSETS
A1110 Cash on Hand Other Cash Account
A1121 Metrobank Acct No. 9021 Other Cash Account
A1122 Banco De Oro Acct No. 1001 Other Cash Account
A1210 Accounts Receivable Other Control Accont

LIABILITIES
L1100 Accounts Payable Other Control Account

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C. G/L Account Determination

SALES
Type of Account Account Code Account Name
Domestic A/R A1210 Accounts Receivable
Cash on Hand A1110 Cash on Hand
Cash Discount T2000 Sales Discount
Revenue Account T1000 Sales
Sales Credit T3000 Sales Return and Allowances

PURCHASING
Type of Account Account Code Account Name
Domestic A/P L1100 Accounts Payable
Bank Transfer A1121 Metrobank Acct No. 9021
Cash Discount CS3000 Cash Discounts Earned
Expense Account CS1000 Cost of Sales
Purchase Credit Account CS1000 Cost of Sales

GENERAL
Type of Account Account Code Account Name
Period-End Closing Account EX1000 Income Summary
Opening Balance Account EX2000 Opening Balance

INVENTORY
Type of Account Account Code Account Name
Inventory A1310 Merchandise Inventory
Cost of Goods Sold Account CS1000 Cost of Sales
Allocation Account L1400 Goods Received Not Invoice - Clearing
Price Difference Account CS2000 Gain/Loss Price Variance
Inventory Offset Decrease CS2000 Gain/Loss Price Variance
Inventory Offset Increase CS2000 Gain/Loss Price Variance
Sales Returns A1310 Merchandise Inventory

IV. Taxes & Warehouses:

A. TAX INFORMATION

Code Name Category Tax Definition Rate Tax Account

a. OT Philippine Output Tax Output Tax Effective now 12% L1200
b. IT Philippine Input Tax Input Tax Effective now 12% A1420
Note: Settings marked with a red exclamation mark (!) can only be changed before the first transaction is
posted.

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B. WAREHOUSES
1. Define new warehouses in addition to the General Warehouse. Update the G/L Accounts of General
Warehouse.

Warehouse Code
(up to 8 characters) 01 02 03
Warehouse Name General Warehouse Backup Warehouse Regional Warehouse
Location
(Several warehouse can
be grouped by Location) Makati Manila Muntinlupa
Street Address Dela Rosa St. Pedro Gil Madrigal Road
City, ST Zip Makati Manila Muntinlupa
Country Philippines Philippines Philippines

V. Banking:
A. Review the banking setup for the localization.
B. Make the following changes:
1. Add Metrobank and BDO to the Banks table.
2. Define a House Bank for Metrobank.
3. Set Metrobank as the default house bank.

Field Information
Banks Bank codes.
House Bank Accounts House bank branch accounts.
House Banks Default bank for the new company.

Bank Acct 1 Bank Acct 2

Bank Code
(up to 19 characters) MBTC BDO
Country Code
(if other than USA) Philippines Philippines
Bank Name Metrobank Banco de Oro
Account Number
(Last 4 digits) 9021 1001
Branch Makati Makati
Bank G/L Account A1121 A1122

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Business Partners:
A. Review the business partner setup for the localization.
B. Make the following changes:
1. Define a new payment term for customers and vendors.
2. Define customer groups and vendor groups.

Field Information
Payment Terms Payment terms for customers and vendors.

Customers: 2p10Net30
Vendors: Net30
Note: The default payment terms for new business
partner master data is set in the General Settings.
Customer Groups Customer groups.
 Malls
 Computer Shops
 Gadget Stores
 Online Retailers
Vendor Groups Vendor groups.
 Manufacturers
 Wholesalers

Payment Terms:

Terms Code Net30 2p10Net30 Cash 3 Installments

Due Date Based on
 Doc Date
 Posting Date    
 System Date
How Many Days from
Start is the Invoice Due: 30 days 30 days
Does this Payment Term
have installments? 
Terms of Cash Discount 2% discount if
paid within 10
days

Inventory:
A. Review the inventory setup for the localization.
B. Make the following changes:
1. Define new Item Groups.
2. Add new price lists.

Field Information
Item Groups Item groups.
Price Lists Add new price lists.

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Item Groups:
Item Group Name Desktop Laptops Mobile Accessories
Computers Phones
Default Planning Method None None MRP None
Default Procurement Method Buy Buy Buy Make
Default Order Multiple 5 5 5 10
Default Lead Time in Days 5 days 10 days 15 days 10 days
Default Valuation Method FIFO FIFO FIFO Average

Pricelist:
As pre-requisitite, set the Base Price as Item Cost.
Price List Name Base Price List Factor
Base Price Base Price 1.0
Regular Sales Price Base Price 1.5
Grp A Sales Price Base Price 2.0
Grp B Sales Price Base Price 2.25
Regular Purchase Price Base Price .80
Discounted Purchase Price Base Price .50
*Delete other price list not needed.
VI. Sales & Purchasing:
A. Review the sales and purchasing setup for the localization.
B. Make the following changes:
1. Set the default gross profit for service documents to 30%.
2. Decimal places should all be set to 2.

Field Information
Document Settings General document settings and settings per document type.
Permit More than One Certain country regulations permit document numbering series that
Document Type per Series contain more than one document type. Select this checkbox if these
regulations are relevant for the company.
Not Applicable. Leave Unchecked.
Manage Freight Include a Freight field in sales and purchasing documents.
The number of decimal places displayed for amounts, prices,
Decimal Places
exchange rates, quantities, percentages, units, and calculated values
in queries.
Document numbering and additonal numbering series.
Document Numbering
Activate gross profit calculation in sales documents. Select whether to
Calculate Gross Profit
calculate the gross profit percentage as the base price or the sales
price.
Landed costs for importing goods.
Landed Costs
Stages for sales opportunities.
Sales Stages
Select which fields from documents will be used as reference fields in
Reference Field Links
journal entries posted from the document (reference1, reference2,
reference3).

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General
Would you like SAP B1 to Calculate the Gross Profit for all  Yes
A/R Invoices? Use Item Cost as base price origin

Default Gross Profit % for Service Documents 30%

Which would you like the Remarks Area on Target  The Base Document’s Number.
Documents to include: (i.e. an invoice created from a Sales Order would list
“Created from Sales Order Number: xxx” in the
Remarks section of the Invoice)
When Displaying a Sales BOM (Kitted Item) in  Price and Total for Parent Item Only
Documents, Show
When Attempting to Release Stock Below item’s  Do Not Warn
Minimum Level, what would you like the system to do:  Warning Only
 Block Release
if so, by Warehouse Yes / No:
Does your business allow Negative Quantity?  Yes
 No
If rounding is required, which method should the system  By Currency
use when rounding?  By Document
Check with your instructor
Manage Inventory by Warehouse  Yes

VII. Users:
The setup screens in this step will be covered in a later execise, therefore you can skip this step.
Configuration Report
A. Select the link to open the configuration report.
B. A Crystal Report will open, showing the configuration settings.
C. Close the wizard.

VIII. Extra: Add Business Partners, Items and Opening Balances

A. Add Business Partners
BP Code BP Type BP Name Group Payment Terms Price List
C1000 Customer Super 8 Gadgets, Inc. Gadget Stores 2p10Net30 Regular Sales Price
C2000 Customer Personal Electronics Co. Online Retailer Net30 Grp A Sales Price
C3000 Customer SM Araw Malls 3 Installments Grp B Sales Price
C4000 Customer New Creation Buy & Sell Online Retailer Cash Basic Regular Sales Price

V1000 Vendor Bill Bill Gates, Inc. Manufacturers Net30 Discounted Purchase Price
V2000 Vendor Orange Co. Manufacturers Net30 Discounted Purchase Price
V3000 Vendor Abensan Electronics Wholesalers 2p10Net30 Regular Purchase Price
V4000 Vendor Hexagon, Inc. Wholesalers 2p10Net30 Regular Purchase Price

B. Add Items
Item Number Item Description Item Group Price List Unit Price
DC1000 HP PC Set Desktop Computers Base Price Php40,000.00
LT1000 Lenovo S410p Laptop Laptops Base Price Php25,000.00
MP1000 Nokia Lumia X5000 Mobile Phones Base Price Php11,000.00
AC1000 Phillips B100 Headphones Accessories Base Price Php2,000.00

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C. Opening Balances

ASSETS
Cash on Hand Php 5,000.00
Metrobank Acct No. 9021 80,000.00
Accounts Receivable Sched 1 105,000.00
Merchandise Inventory Sched 2 112,000.00
TOTAL ASSETS Php 302,000.00

LIABILITIES
Accounts Payable Sched 3 Php 120,000.00

EQUITY
Share Capital 100,000.00
Retained Earnings 82,000.00
TOTAL LIABILITIES AND Php 302,000.00
EQUITY

Sched 1
Customer Amount Due Date
Super 8 Gadgets, Inc. Php 40,000.00 1 month
SM Araw 35,000.00 2 weeks
Personal Electronics, Co. 30,000.00 3 weeks
Php 105,000.00

Sched 2
Vendor Amount Due Date
Bill Bill Gates Php 80,000.00 2 weeks
Hexagon, Inc. 40,000.00 3 weeks
Php 120,000.00

Sched 3
Item Quantity Amount TOTAL
HP PC Set 1 Php 40,000.00 Php 40,000.00
Lenovo S410p Laptop 2 Php 25,000.00 Php 50,000.00
Nokia Lumia X5000 2 Php 11,000.00 Php 22,000.00
Php 112,000.00

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USER ACCOUNTS AND AUTHORIZATIONS

I. Set the Password Policy:

A. Set the password in the Password Administration Tab in the security sub module.
B. Enter the following fields:
Field Values
Security Level Select Custom.
Expiry After 60 days
Minimum Length 5
Minimum Number of Uppercase Characters 1
Leave all other settings 0
Authentications Before User Account is Locked 5
Password Example Choose Generate

II. Define Departments and User Accounts:

A. Define Departments in the Administration module.
B. If there are departments in your system for Sales and Purchasing, you can skip this step. If the departments do
not exist, create new departments:
Field Values Then Choose
Department Sales Update
Department Purchasing Update
C. Define User Accounts in the Administration module.
D. Add the following users.
Field Name Values
User Code (Your first name)
User Name (Your full name)
Superuser 
Department General
Password Deselect the Change Password at Next Logon checkbox.
Set a password in accordance with the password policy and confirm the password.
Password: ______ (Write down your password)
Choose Update.

Field Name Values

User Code Coco
User Name Coco Martin
Superuser No
Department Sales
Password Deselect the Change Password at Next Logon checkbox.
Enter a password in accordance with the password policy and confirm the
password.
Password: _____ (Write down your password)
Choose Update.

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Field Name Values

User Code Maja
User Name Maja Salvador
Superuser
Department Purchasing
Password Deselect the Change Password at Next Logon checkbox.
Enter a password in accordance with the password policy and confirm the
password.
Password: _____ (Write down your password)
Choose Update.

C. Login as a New User (Use Coco Martin’s account).

1. Click ‘Change User’ in the Choose Company module.
2. Enter the user code and password of Coco Martin as set in step 1-1-2.
3. Open the Sales – A/R  Sales Order. System Message will appear since the documents have not
been configured yet.
4. Choose File  Exit to logout from the user account.

III. Define General Authorizations:

A. Switch back to the SAP Business One session for the user manager.
B. Define general authorizations for the new users create in step 1-1.

Define General Authorizations for Coco (Sales Manager).

Choose the name Coco from the list on the left. All authorizations are set as No Authorization for a user
who is not a super user. Set the following authorizations for the user Coco:
Subject Authorization
General Full Authorization
Administration > System Initialization > Numbering Series Full Authorization
Sales Opportunities Full Authorization
Sales A/R Full Authorization
Business Partners Full Authorization
Banking Full Authorization
Inventory Read Only
Reports Full Authorization
Enter 20% as the maximum discount for sales.
Define General Authorizations for Maja (Sales)
Copy the authorizations you made for the user Coco. Select the name Coco and drag and drop the
rectangle over the name Maja. Choose Copy in the System Message window.
Maja now has the same general authorizations as Coco. However, Maja should not have access to all of
the functions and should have authorizations for Purchasing – A/P instead of Sales – A/R. Change the
authorizations for the user Maja:
Subject Authorization
Sales Opportunities No Authorization
Sales A/R No Authorization
Purchasing A/P Full Authorization
Inventory Full Authorization
Reports Read Only
Enter 10% as the maximum discount for sales.

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C. Test General Authorizations for the new users create in step 1-1.
1. Test the authorizations for Coco (Sales manager)
a. Go to Administration  Choose Company. Click ‘Change User’.
b. Enter the user code and password of Coco Martin as set in step 1-1-2.
c. Choose Purchasing A/P and open a purchasing document.
You will get an authorization error as Coco has no general authorization to the purchasing function.
Note: An authorized use can permit Coco to access the document one time, by providing a valid user and
password.
d. Open a sales order. Coco can open a sales order as he has general authorization to the Sales A/R
function.
e. Switch back to user Manager.

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CUSTOMIZATION TOOLS : QUERIES

I. Queries :

The solutions are shown for the Query Generator only.Use the OEC Computers UK (SBO Demo GB) database for
these exercises.
 Log-in to OEC ComputersUK
 Click ‘Change Company’
 User ID and password: manager

A. Invoice list
This report displays a list of customer invoices posted after a certain date that is entered as a parameter when
the query is run. The report uses the OINV invoice table.
1. To find out the field names for the report, you can use system information:
a. Open up a blank A/R invoice document and toggle on View > System Information.
b. Hold your mouse over the following fields and write down the database field name that shows in the
system information area:
Name in Document Database Field Name
Document No. DocNum
Customer
Name
Posting Date
Total
Note: When you hold your mouse over the Total field, the field name does not display in system information. This is because this
field holds the currency symbol as well as the amount. The database field name is DocTotal.

2. Go to Query Generator. Choose Tools  Queries  Query Generator.

a. Type OINV in the Table field and press Tab.
b. Select the fields from the OINV table that you identified using system information. Double-click to
select the table fields. Tip: Double-click the column header Name to see the table fields listed
alphabetically
c. In the Where clause you will use the variable [%0] to prompt the user to enter a date when running
the query:
Click in the Where clause and create the conditions to filter the data:
Choose the Conditions button. A window will open to the right of the Query Generator window.
Select the Posting Date field
In the Conditions window:
 Double-click the Greater or Equal condition to select it for the query
 Double-click the variable [%0] to select it for the query
Type ‘and’ after the selected variable in the Where clause.
Add a filter for invoices that are open (that is, DocStatus = ‘O’)
The Where clause should read:
T0. [Docdate] >= [%0] and T0.[DocStatus] = ‘O’

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Choose Execute.
Enter the Posting Date in the Selection Criteria window and run the query.
The system displays the result.
To display the column total, choose CRTL and double-click the Document Total column heading.
3. Save this query with the name ‘Invoice List’ in a new Category called Sales.
In the Query Preview window, choose Save.
In the Save Query window, choose Manage Categories.
Enter Sales in the Category Name field.
Choose Select All.
Choose Add.
Choose OK.
In the Save Query window, select the Sales category.
Enter Invoice List in the Query Name field.
Choose Save.

B. Customer list
This report displays a list of customers and addreses from the OCRD Business Partners table.
1. Choose Tools  Queries  Query Generator.
2. Type OCRD in the highlighted field at the top left of the window, then press Tab.
3. Double-click to select the following table fields. Tip: Double-click the column header Name to see the
table fields listed alphabetically:
 CardCode
 CardName
 Address
 City (Bill-to city)
 ZipCode
 CntctPrsn

4. Create the following condition so that the system displays only customer master records:
Click in the Where area on the right.
Double-click to select the CardType field.
Type = ‘C’ to complete the Where clause.
The Where clause should now read: T0.[CardType] = ‘C’
Choose Execute. Double-click the BP Name column in the header row to sort the customers
alphabetically.
Save the query so you can run it again:
In the Query Preview window, choose Save.
In the Save Query window, choose Manage Categories.
Enter Marketing in the Category Name field.
Choose Select All. Choose Add. Choose OK.
In the Save Query window, select the Marketing category.
Enter Direct Shipment in the Query Name field. Choose Save.
Note: To run this saved query, choose Tools  Queries  User Queries  Marketing  Direct Shipment.

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CUSTOMIZATION TOOLS: ALERTS MANAGEMENT

I. Set an Alert when the Gross Profit in a Sales document falls below 30%
The company owner wants to be notified when a sales order is issued with the gross profit falling below 30%.
This uses one of the preconfigured alerts supplied with the system.
A. Create alert for SO with gross profit below 30%
Choose Administration  Alerts Management.
The window opens in Find mode. Type * in the Name field and choose Find.
Select the Deviation from % of Gross Profit alert. In the Conditions tab, type 30 as the Profit Percentage.
Apply to Sales Orders using the Documents tab.
Select the Int. checkbox for the user manager.
Select the Active checkbox.
Choose Update.
B. Create a sales order and change the Unit Price so that the Gross Profit falls below 30%. You can check the
gross profit by opening the Gross Profit window from the sales order. Base the Gross Profit on the Item
Cost.
C. Save the sales order.
The alerts window will open and display the alert. If the alert window does not open, choose Window 
Messages/Alert Overview.
Note: Choose Administration  General Settings and select the Services tab. The Update Messages field value
determines how often the application checks the window for updates

II. Set an Alert for Sales Orders with a Document Total Greater than Php 10,000.
A manager wants to review sales order issued for the day that exceed Php 10,000. Since the process does
not need to be blocked, this can be met using an alert based on a query. The query will be set to run once a day,
and will show the eligible sales orders for that day.
D. Create a Query for the Alert
Choose Tools  Queries  Query Generator.
Enter table ORDR in the Table column.
Select DocNum, CardName, and DocTotal from the ORDR table (T0).
Enter the following Where clause to display only orders with a document total greater than Php 10,000
issued on today’s date:

T0.[DocTotal] > 10000 and T0.[DocDate] = (CONVERT (date, GETDATE()))

Save the query with the name ‘Orders > 10000’ in a new category called Alerts.

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E. Define the alert

Choose Administration  Alerts Management.
Switch to Add mode (Ctrl + A).
Enter Orders > 10000 in the Name field.
Set the Active indicator.
Choose Open Saved Query.
Select the query ‘Orders > 10000’ in the Alerts category.
Choose OK.
Enter the frequency: For the purposes of this demo, set the frequency to every 2 minutes instead of every
1 day.
Set the Int. indicator for the user manager.
Choose Add.
F. Test the alert
Create a sales order for a document total greater than Php10,000. The posting date should be today’s date.
You will be able to add the document.
Note: If you do not receive an alert in 2 minutes, set the Update Messages field value in the Services tab
of the General Settings to 0.

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CUSTOMIZATION TOOLS: APPROVAL PROCEDURE

I. Activate approval procedures in the system

Choose Administration  System Initialization  General Settings.
Choose the BP tab.
The checkbox Activate Approval Procedures should be selected. Select the checkbox to enable the approval
procedures functionality in the system.
Choose OK.

II. Define an approval procedure using a predefined condition.

Any purchases equal or above to Php 15,000 should be block until it is approved by the manager.
A. Create an approval stage for manager approval.
Field Name or Data Type Values
Stage Name PO Approval Stage 1
Stage Description PO Approval Stage 1
No. of Approvals Required 1
Authorizer 1 Select the user “manager”
Authorizer 2 Select the user “(user name)”

B. Create an approval template.

Field Name or Data Type Values
Name PO Approval
Description PO 15,000 and above
Originator tab Select the Purchasing department from the
dropdown list. Select all users in the
Purchasing department.
Documents tab Select Purchase Order.
Stages tab Select the approval stage you defined earlier –
PO Approval Stage 1.
Choose the Terms tab.
Select the When The Following Applies.
Choose the predefined term for Total Document.

Field Name or Data Type Values

Ratio Greater or Equal
Value Php 15,000
Make sure that the Active checkbox is set in the approval template. Choose Add.

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C. Test the approval process.

Login as the originators (Maja Salvador) and create a Purchase Order. Insert an item and make sure
that the amount will be equal or will exceed Php 15,000.
When you Add the document, the approval window will display. Enter a suitable message in the
Remarks field for the approval. Choose OK.
Note: The Purchase Order is now saved as a draft. You can view this document in the Document
Drafts report.
D. Approve the document
An alert will appear in the approver’s Messages/Alerts Overview window. Select the link to view the
approval request. Select Approved as the answer and choose Update. You can optionally enter
remarks for the originator.
You can also view the approval request in the Approval Decision Report. Choose Administration 
Approval Procedures  Approval Decision Report. Select Approved and choose Update.
E. Process the approved Purchase Order
The approved Purchase Order will display in the originator’s Messages/Alerts Overview window.
Select the link to the document. The document has the status Draft [Approved] and you can now Add
it to the system.
The originator can also access the approved document from the Approval Status Report. Choose
Administration  Approval Procedures  Approval Status Report.

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CUSTOMIZATION TOOLS:
USER-DEFINED FIELDS & TABLES

I. Add a user-defined field with a list of values

The Company wants to add a new field to record the status level of a customer – Bronze, Silver, Gold and
Platinum.
Choose Tools  Customization Tools  User-Defined Fields – Management.
Select Master Data > Business Partner > Business Partner.
Choose Add.
Enter the following data:

Field Values
Title Level
Description Status Level
Type Alphanumeric
Structure Regular
Select Set Valid Values for Field
Choose New and enter the following data:

Value Description Then Choose

B Bronze New
S Silver New
G Gold New
P Platinum New
Choose Add.
Choose Yes to the system message.
Open an existing customer master data record.
To see the new user-defined field, choose View  User-Defined Fields.
Open the dropdown list to see the status levels.
Select a level and update the master data record.
Note: If you set a default value for the new field, the default value will appear in new master data records but
not existing master data records.

II. Add a user-defined field to the document row level

The Company wants to add a new field to include delivery time in sales documents.
A. Add a user-defined field
Choose Tools  Customization Tools  User-Defined Fields – Management.
Select Marketing Documents  Rows.
Choose Add.

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Enter the following data:

Field Values
Title DELTIME
Description Delivery Time
Type Date/Time
Structure Hour
Set Default Value for Field  12:00
Mandatory Field 
Choose Add.

B. Test the user-defined field

Open Sales Order: Choose Sales – A/R  Sales Order.
Scroll to the right of the item row to see the new field.
You can enter delivery time in this field.

III. Add a user-defined Table

The company wants to record the source for each new customer. The list of sources is currently:
Website, E-mail, Trade Publication, and Other. Sales staff should have the flexibility to add to this list when they
process and order.
In this exercise, you will create a user-defined table to store the list of sources. You will then link this
user-defined table to a user-defined field in the master data and in sales orders, so that end users can add new
rows to the table to record additional sources.
A. Create a user-defined Table
Choose Tools  Customization Tools  User-Defined Tables – Setup.
Create a table with the name Source.
Choose Update.

B. Enter data in the user-defined table

Choose Tools  User-Defined Windows and select the table. Note: this menu option is not active
until after you add the user-defined table.
Enter data for the table:
Code Name
1 Website
2 E-mail
3 Trade
4 Publication
Note: You need to choose Update to enter each row in the table.
Choose OK.

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C. Link the table to user-defined fields

Choose Tools  Customization Tools  User-Defined Fields – Management.
Open Master Data  Business Partner  Business Partner and add a user-defined field called
Source in the header area of the business partner master data. Leave the Type as Alphanumeric and
the Structure as Regular. Do not set any valid values for this field.
Choose Set Linked Table and select the Source table.
Choose Add.

Open the Marketing Documents category and add a second user-defined field called Source to the
Title area. Leave the Type as Alphanumeric and the Structure as Regular.
Choose Set Linked Table and select the Source table.
Choose Add.

D. Access the user-defined table

Open a master data record.
Open the side panel to view user-defined fields.
Select the Source field.
You can select a value from the entries in the dropdown list or you can choose Define New to add a
new row to the table.
Open a sales order document.
Open the side panel to view user-defined fields.
You can access the Source table from the user-defined field in the panel.

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