SAP BUSINESS ONE LESSONS

FRIDAY, SEPTEMBER 14, 2007

Certification Review Questions
August Certification Diet
by Kehinde Eseyin(Systems Support Officer)
1.
A.
B.
C.
D.

How does the system calculate the stock available in the warehouse?
Instock + Ordered - Committed
Instock - Committed
Committed - Ordered
Committed + In stock - Ordered

Answer A.
At any point, it is possible for the system to determine the inventory level of
an item in a warehouse or across warehouses. In determining this, the system add
s the quantity in stock and ordered stock less committed stock.
In Stock + Ordered - Committed
The in stock is the actual stock quantity, the committed stock is the reserved s
tock as a result of committments made via sales order and reserved invoices. The
ordered stock is the stocks that have orders placed on them via purchase orders
or production orders. If the available stock for an item is negative, the value
is displayed in red.
2. Which of the following document types can you create header and footer text f
or?
A. Business Partner master data
B. Sales Order
C. Item master Data
D. A/P Credit Memo
Answer: B, D
SAP Business One allows you to enter remarks and predefined text for marketing d
ocuments. You can't enter remarks for master data. To add header and footer text
, choose Goto > Opening and Closing remark. Alternatively, right mouse click and
choose opening and closing remark. Furthermore, you can insert predefined text.
It is also possible to print out the header and footer remarks on a document.
3. It is possible to change the language settings of your SAP Business One appli
cation. True or False?
Answer: True
SAP Business One is flexible in that it allows you to change the language settin
gs of your application. This can be done by accessing the following path
Administration > System Initialization > General Settings, Display Tab and then
Language field
4. The system prevents automatic posting to sub ledger accounts when the active
status of the posting period is set to "NO". True or False?
Answer: True
The purpose of the Active field is to allow or to block working with sales docum
ents. If you set the field to "NO" (and the period is not locked), no sales docu
ments can be created in SAP Business One during this period. This option can be
used in order to block users from adding new sales documents after the posting p

eriod has ended. However, you will still be able to add purchasing documents, in
ventory transactions, manual journal entries.When the status is set to "YES" (an
d the period is not locked), you will be able to add all types of records: sales
documents, purchasing documents, inventory transactions, manual journal entries
, Master Data, and reconciliations.
5. How many concurrent same user access is possible on a SAP Business One compan
y database?
A. 1
B. 2
C. 3
D. 4
Answer: B
It is possible to have only two concurrent user accesses on a company database.
6.
A.
B.
C.
D.

On which side of an account is budget entered in SAP Business One?

Debit side
Credit side
Revenue side
Extra ordinary accounts

Answer A
In order to use the budgeting functionaliy of SAP Business One, it must first be
activated under Administration > System Initialization > General Settings, Budg
et Tab and Check Budget Initialization field. Budget is entered on the debit sid
e of an account. That is, the expense accounts, hence SAP Business One checks fo
r debit budget.
7. You want to create a credit memo that is based on an invoice with installment
. What are the options available for you for applying the credit memo amount to
the installment.
A. Equally
B. First Installment
C. Last Installment
D. It is not possible to apply installment to credit memos
Answer: A, B, C
Installments are defined in the No of Installment field in the payment terms. Cr
edit memos are used to reverse an invoice. It is possible to have installments d
efined for invoices. When creating credit memos for such invoices, the system al
lows you to distribute the credit memo amount equally, or assign the credit memo
amount to the 1st installment, the 2nd and in that order. Also, you can assign
the credit memo to the last installment, 2nd to the last and in that order.
8.
A.
B.
C.
D.

Which of the following SAP Customer notes is termed priority 1?

SAP FAQNotes
SAP TopNotes
SAP HotNews
SAP HighNews

Answer: C
SAP notes are solution to known problems. SAP HotNews are called high priority n
otes because they contain notes on how to resolve or avoid problems that can cau
se system shutdown or data loss. SAP TopNotes are component and sub component ba
sed solutions. SAP FAQNotes contains most frequently asked questions and answers
. Collections of SAP notes are published as SAP HotNews and SAP TopNews. There's
nothing like SAP HighNews.
9. The methodology that helps you operate SAP Business One on a long term basis

is
A.
B.
C.
D.

called
SAP Early Watch Alert
Operation Concept
Support Desk
Escalation Handling

Answer: B
SAP Business One has a number of support tools, each with its own function. The
implementation and operation concept is a support tool that guides the implement
ation and management of the system, especially on a long term basis. The SAP Ear
ly Watch Alert collects system data, analyzes it and generate recommendation rep
ort. The support desk is another support tool that allows you create problem mes
sages and send to SAP from within SAP Business One. Message escalation and proje
ct escalation are also support offerings that are handled by team of experts.
10. Alternative item row type can be defined for which document type?
A. Purchase Order
B. Sales Order
C. Goods Issue
D. Sales Quotation
Answer: D
It is possible to include the row type field in marketing documents. The possibl
e row type definitions are Blank, Text (T), Sub total () and Alternative item (A)
. The alternative item row type applies to only sales quotation. When it used, t
he value is not considered in sum calculation.

=======================

July Certification Diet

by Kehinde Eseyin(Systems Support Officer)
1. You are using special prices in SAP Business One and you observe blue rows in
the special prices window. Blue rows shows that
A. The item rows are not in stock.
B. Special discount groups are the row items.
C. No special prices were defined for the item rows.
D. The item rows have validity/quantity based special prices defined for them.
Answer: D
There are business requirements in which you do not want special prices to depen
d directly on the business partners, but on the items and associated price lists
. If a customer buys an item, and neither a special price nor a discount group h
as been defined for the customer or this item, the special prices for the price
list applies. This is setup under Inventory > Price Lists > Hierarchies and Expa
nsions. When the lines for special price are expanded, the special price is disp
layed in blue in the Hierarchies and Expansions window.
2. Commission can only be calculated for the following except
A.
B.
C.
D.

Sales Employee
Item group
Item
Customers

Answer: B
During system setup, under Administration > System Initialization > General Sett
ings, BP Tab, you can define how commission is calculated. Commission can be awa
rded based on the sales employee, item or customer specified in the document. Th
is setting influences where you can specify the sales commission percentage, but
does not automatically calculate any commission transactions. This setting is n
ot static; it can be changed at any time. Commission calculation cannot be defin
ed for Item group.
3. You want to use the Pick and Pack manager in SAP Business One, what are the s
tatuses available?
A. Open
B. Picked
C. Released
D. Blocked
Answer: A, B, C
The Pick and Pack Manager is used to handle the picking process. The process sta
rts with the creation of a pick list, then to the reporting of picked quantities
, and ends with the packaging and delivery of the picked items. The possible Pic
k and Pack statuses are Open, Released and Picked.
Open - Displays the open Sales Order or Reserve Invoice rows.
Released - Displays the released quantities ready to be picked that exist in the
pick list
Picked - Displays the picked quantities.
Blocked is not valid status.
4. What happen when you define the opening balances function and the system curr
ency differs from the local currency?
A. An error message appears
B. You must manually convert the balances
C. The balances are converted automatically
D. It is not possible to enter opening balances when different system and local
currencies are used in a company.
Answer: C
When using the opening balances functionality, enter opening balances in the loc
al currency in column OB (LC) only if data is to be entered in the local currenc
y. If the system currency is different from the local currency, the system autom
atically calculates the opening balances in the system currency and displays the
values in column OB (SC). Hence, it is possible to enter opening balances even
when the local and system currencies differ and an error message is not displaye
d as a result. If a foreign currency has been defined for an account, the OB (FC
) field will be active. The system automatically calculates the amounts in the l
ocal and system currencies, using the valid exchange rate on the value date. It
is important to state that opening balance for a multi currency account can only
be entered in local currency
5. Which of the following is/are true about the Data Transfer Workbench when it
encounters an error?
A.
om
B.
C.

Rollback occurs and all data records that are already imported are removed fr
the system
An error message is displayed and nothing happens.
The import process stops after a number of errors, yet to be imported records

are stored in an error file

D. The import process stops after a number of errors and all records that have a
lready been imported are retained in the system.
Answer: A, C, D
The Data Transfer Workbench is a tool for data migration. Another functionality
that can be used for importing data into SAP Business One is the native import f
unctionality. SAP Business One has a number of ways of handling errors while imp
orting data into the system. When error is encountered while data upload is in p
rogress, a rollback occurs and all data records already imported are removed fro
m the system. Alternatively, the Data Transfer Workbench stops the import proces
s after a certain number of errors and does not rollback. All records that are y
et to be imported are stored in an error file while the records that are already
imported remains in the system.
6. Which
Business
A. It is
B. It is
C. It is
D. It is

of the following are true about the uses of user defined fields in SAP
One.
used for integration into document templates
a tool used to generate SQL statements
used to find objects
used to format data records

Answer: A, C
User defined fields can be used for document template integration, search object
s, store additional information such as pictures and files and reporting. It is
not a tool for generating SQL Statements. The Query Wizard and Query generator a
re tools used for generating SQL statements. However, user-defined fields can be
displayed in the print layout designer or in the Query Generator window. Also,
it is not used for formatting data records.
7.
A.
B.
C.
D.

What are the levels of authorization available in SAP Business One?

None
Read Only
Full
Peer

Answer: A, B, C
SAP Business One has it's own in built authorization levels. Authorizations allo
w users to view, create, and update documents and you assign them according to d
ata ownership definitions. This is to enforce some sort of data security and con
trolled access. By default, a new user has no authorizations. The three possible
levels available are None, Read Only and Full.
None: the user has no access to that functionality.
Read Only: the user can only view, but not change data.
Full : the user is able to display and modify data for that functionality per mo
dule.
Peer is solely related to data ownership concept in which the user and the owner
share the same manager on their corresponding employee records.
8.
A.
B.
C.
D.

The types of Balance Sheet accounts includes the following except

Asset
Equity
Liability
Cost of Sales

Answer: D
A typical Chart of accounts is made of two major types of accounts, namely the b
alance sheet accounts and profit and loss accounts. For the balance sheet accoun

ts, three types of accounts are available. They are Asset, Liability and Capital
and Reserve, otherwise called equity. Cost of sales is a typical Profit and Los
s accounts and not a balance sheet account.when a balance sheet report is proces
sed, the asset account is displayed on the active side while the liability and e
quity accounts are displayed on passive side.
9.
A.
B.
C.
D.

Where in SAP Business One is the system and local currencies configured.
Administration > System Initialization > Company Details
Administration > System Initialization > General Setting
Administration > setup > Financials > Currencies
Financials > Chart of Accounts

Answer: A
SAP Business allows you to manage your accounts using system currency, local cur
rency and multi currency. These definition can be made under Administration > Sy
stem Initialization > Company Details, choose Basic Initialization. The system a
nd the Local currency can be the same or different, however, the reporting curre
ncy is the system currency. This definition is not made under Administration > S
ystem Initialization > General Settings. All currencies used in a company are de
fined under Administration > Setup > Financials > Currencies. The chart of accou
nts is accessed under Financials > Chart of Accounts. The chart of accounts is a
n index of all general ledger accounts; hence, system and local currencies are n
ot defined there.
10. Is it possible to have a negative balance in a credit field? True or False.
Answer: True
It is possible to display credit balances in negative. This is setup under Admin
istration >System Initialization >Company Details >Basic Initialization tab. By
default, the debit balances are displayed with a negative sign. The system displ
ays a credit balance with a negative sign because the credit balance depicts lia
bilities in an asset account. This setting is sensitive because it impacts on Op
ening balances for G/L account and business partners. Furthermore, the settings
cannot be changed after transactions have been posted.

==================

June Certification Diet

Kehinde Eseyin(Systems Support Officer)

1.When you activate purchase account posting system, the G/L account determinati
on contains additional accounts namely:
A. Purchase Account
B. PA receipt account
C. PA return account
D. PA offset account
Answer: A, C, D
Three accounts are added to the G/L account determination when purchase account
posting system is activated in the system. They are Purchase account; PA return
account and PA offset account.
Purchase Account: This is recorded in the journal entry along with the same amou
nt that is recorded for the stock account when an A/P invoice or a goods receipt
PO is created.

PA return account: This is recorded in the journal entry along with the same amo
unt that is recorded for the stock account, when a goods return or an A/P credit
memo is created.
PA offset account: This account is used to offset the purchase or purchase-retur
n account, thus maintaining journal entries created by balanced purchasing docum
ents
Purchase accounting posting system is activated under Administration > System In
itialization > Company Details. Then select the Use Purchase Accounts Posting Sy
stem indicator in the Basic Initializations tab
2.What are the two possible payment means in a payment wizard run?
A. Cash
B. Checks
C. Bank Transfer
D. Credit Card
Answer: B, C
The payment wizard automatically creates payment documents based on open invoice
s (payables and receivables) in the system. The payment wizard run supports two
types of payment means namely Checks and Bank Transfer
3.Can a down payment request be changed? True/False
Answer: True
A down payment request is like a draft posting that shows that a payment is expe
cted from a customer. A down payment request can be changed as long as its statu
s is open. The down payment closes the down payment request.
4.You are implementing SAP Business One for a client, what is the minimum number
of databases that should be created during the project implementation phase.
A. 1
B. 2
C. 3
D. 4
Answer: C
At least, three databases should be created during the implementation of SAP Bus
iness One. They are Demo, Production and Test databases.
5.What are the two types of SDK in SAP Business One?
A. Implementation
B. Development
C. Configuration
D. Testing
Answer: A, B
SDK is an acronym for software development kit. It is a tool used to further enh
ance the generic SAP Business One system. SDK is provided in two versions in SAP
Business One. They are Implementation SDK and Development SDK. The former is us
ed to add individual client requirement like form redesigning which does not nec
essarily require coding while the latter is used to develop add-ons to interface
with SAP Business One.
6.
YZ
A.
B.
C.
D.

Company XYZ uses continuous stock system, what are the costing methods that X
can use to manage its stocks.
FIFO
LIFO
Moving Average
Standard Price

Answer: A, C, D

Three valuation methods are available in SAP Business One. They are FIFO, Moving
Average and Standard Price. These options are only available if stocks are cont
inuously managed in the system. The system calculates the moving average price b
y dividing the total value of the stock through the amount in stock. In FIFO, th
e system stores every goods receipt in a separate layer. When goods issue is pos
ted, the system uses the price of the item from the oldest layer, from the secon
d layer and in that order. For standard price, a static price is specified.
7. Where do you set
A. Administration >
B. Administration >
C. Administration >
ing Tab
D. Administration >

up G/L account determination in SAP Business One?

Setup > Inventory > Define warehouses
System Initialization > Company Details
Setup > Inventory > Define Item group and choose the Account
Setup > Financials > G/L Account Determination

Answer: A, C, D
G/L Account determination can be setup under A, C, D above. It is not set up in
Company Details (B). Essentially, G/L Account determination can be set up at the
item level, warehouse level and item group level.
8. You are using the print layout functionality in SAP Business One, which field
is used to define field labels or headings for the repetitive area.
A. Variable field
B. Calculation field
C. Data field
D. Text field
Answer : D
Text field is used to define labels or headings for the repetitive area. The cal
culation field is used to perform both defined and predefined calculation. The D
ata field prints the content of the master data and warehouse data. The variable
field is used to print data that is not stored in any table but is calculated b
y certain procedures.
9.
A.
B.
C.
D.

The default roles in SAP Business One Human Resources are

Purchasing
Sales Employee
Technician
Manager

Answer: A, B, C
The default role in SAP Business One Human Resources are purchasing, Sales Emplo
yee and Technician. Other roles can however be added as the need arises.
10. The three types of production orders in SAP Business One are
A. Standard
B. Special
C. Sales
D. Template
E. Disassembly
Answer: A, B, E
Three types of production orders are available in SAP Business One. They are Sta
ndard, Special and Disassembly production orders. The standard production orders
are copied from the bill of materials. The special production orders are not ne
cessarily based on the bill of materials. The disassembly production order is us
ed to report the disassembly of a standard production order.
Sales and Template are not production order types but bill of materials types.

======================

May Certification Diet

Kehinde Eseyin(Systems Support Officer)
1. Which of the following about installments in SAP Business One is correct?
A. Installments can only be defined when posting the Invoice
B. Installments can only be defined in the payment terms window and cannot be ch
anged in the invoice.
C. Installments can be defined in the payments terms window and can also be alte
red when creating the invoice
D. Installments can only be defined in G/L Account Determination.
Answer: C
Installments are defined as independent objects in the No. of installments field
within the payment terms window. Furthermore, after installments are defined, t
hey can be modified in the invoice. Installments are not defined in G/L Account
Determination. When setting up installments, the installment rates, month and da
ys are defined and added to the whole invoice to determine the due date for the
individual installments.
2. Your company uses the Withholding Tax functionality in SAP Business One, at w
hich point can withholding tax be calculated?
A. When posting the invoice
B. When posting the invoice and when posting the payment
C. When posting the payment
Answers: B.
The category field of the Define Withholding Tax window in SAP Business One has
two options, namely Payment and Invoice. If Payment is chosen, the withholding t
ax is posted when payment is made and if Invoice is chosen, the withholding tax
is posted upon invoice.
3.
re
A.
B.
C.

Which of the following is/are the component(s) of the SAP Business One Softwa
Development Kit (SDK)?
Data Interface Server (DI Server)
Data Interface Application Programming Interface (DI API)
User Interface Application Programming Interface (UI API)

Answers: A, B, C
The SAP Business One SDK is used to develop additional functionality application
s in SAP Business One. The applications developed are called Add-ons. The DI Ser
ver supports the integration with non-SAP systems. The DI API facilitates access
between add-ons and the SAP Business One database. The third component which is
the UI API facilitates access between screen elements in the SAP Business One c
lient.
4. The Due Date for a business partner is calculated based on the metrics define
d in the payment system for the business partner.
True or False?
Answer: False.
The payment system tab of the business partner master data contains payment info
rmation such as house bank details and payment methods. The payment terms contai
ns payment data which are inherited by default in corresponding marketing docume
nts. Such data includes due date and total discount allowed.

5.
A.
B.
C.
D.

Where in SAP Business One are control accounts defined and/or managed?
Administration > System Initialization > General Settings.
Administration > Setup > Financial > G/L Account Determination
Administration > System Initialization > Company Details
Financials > Chart of Accounts

Answers: B, D
Control Accounts link the business partner accounts to the general ledger. A con
trol account must be entered for every business partner in the system. Examples
of control accounts are account payables and receivables, down payment payable a
nd receivables, open debts. Default control account can be entered under Adminis
tration > Setup/Definitions > Financials > G/L Account Determination. You can de
fine a G/L account as a control account under Financial > Chart of Accounts; the
n check the control account box. Control accounts are not managed or defined und
er A and C.
6. A company is solely involved in the sales of 2 years warranty items. Which of
the following is correct for a Customer Equipment Card to be created automatica
lly for all sold items?
A. Create a service contract template with the type "Serial" and assign it to al
l sales items (warranty managed) in the item master data.
B. Create a service contract template with the type "Customer" and assign it to
all Customers in the business partner master data.
C. Create a service contract template with the type "Item group" and assign it t
o all sales items (warranty managed) in the item master data.
D. Create a service contract template with the type "Customer" and assign it to
all sales items (warranty managed) in the item master data.
Answer: A
Service contract can be created for serial number managed items, special custome
rs and item groups. The implication of creating service contract for serial numb
er managed items in the item master data is that, when a delivery note or A/R In
voice is created for that item, the system automatically creates customer equipm
ent card and service contract of the warranty service type. Assigning service co
ntracts of the customer and item group types to the item or business partner mas
ter data will not achieve this aim.
7. You are trying to reference a customer equipment card and you keep getting an
error message. The status of the customer equipment card is likely to have been
set to
A. Active
B. Loaned
C. In Lab
D. Closed
Answer: C
When the status of a customer equipment card is set to returned, terminated or i
n lab, an error message is displayed when you try to access it. However, a custo
mer equipment card can be accessed if the status is set to active or loaned. Clo
sed is not a valid status for customer equipment card.
8. The SAP Business One Duty Manager is a telephone support service that is used
instead of the SAP Business One Hotline support service when critical business
processes are affected due to system abnormalities.
True or False
Answer: True
The Duty Manager Support service is used when critical business processes are af
fected as a result of system abnormalities. The answering machine for this numbe

r is checked regularly, even outside working hours. The hotline on the other han
d is used basically to contact SAP support when the SAP portal cannot be accesse
d.
9.
A.
B.
C.
D.

A User Defined Table in SAP Business One is identified by which prefix

?
U_
@
$

Answer: C
User defined tables are identified by the @ prefix, followed by a unique code an
d then a name description by default. SAP Business One stores the user defined f
ield under the description U_ (title). $ is closely associated with query syntax
in SAP Business One e.g. $[Tablename.Fieldname]
10. Which of the following databases are supported by SAP Business One?
A. Oracle
B. Microsoft SQL Server
C. IBM DB2
D. Sybase
Answer: B, C, D
SAP Business One can be deployed on Microsoft SQL Server, IBM DB2 and Sybase. Or
acle is not a supported database system.
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