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QUICK GUIDE TO

COMPUTER
APPLICATION using
SAP Business One
TABLE OF CONTENTS

Unit I: INTRODUCTION TO COMPUTER APPLICATION AND BUSINESS SOFTWARE........... 3


Basic Tools and Navigation Using SAP Business One
Log-in in to SAP Business One
Modifying SAP Business One Display Parameters
Assigning Shortcuts to SAP Business One
Navigating SAP Business One Using Drag and Relate
Personalizing Menu Using My Menu Tab
Changing Field Descriptions in SAP Business One

Unit II: MANAGING THE MASTER DATA.......................................................................... 24


Business Partner Master Data and Item Master Data
Searching Through the Master Data
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Adding to Business Partners to the Master Data


Adding Items to the Master Data

Unit III: PURCHASES, INVOICING AND PROCESSING PAYMENTS...................................... 47


Purchase Order
Goods Receipt P.O.
A/P Invoice
Outgoing payments
Goods Return
A/P Credit Memo
Creating Marketing Documents for Services Purchased

Unit IV: SALES, INVOICING AND RECEIVING PAYMENTS................................................... 71


Creating a Lead and Converting a Lead to Customer
Sales Order
Activating Automatic Item Availability Check
Delivery
A/R Invoice
Incoming Payments
The Sales Process and Its Effect to Inventory and Accounting
Sales Returns and A/R Credit Memo

Unit V: INVENTORY, WAREHOUSE MANAGEMENT AND GOODS MOVEMENT................... 105


Defining a New Warehouse
Inventory Transfer
Goods Issue
Checking Current Inventory Level

UNIT VI: BASIC REPORT GENERATION............................................................................... 110


Exporting Documents and Reports
Defining a Path
2 Opening Basic Financial Reports
Exporting Reports to PDF and to Microsoft Excel
Database Back-up and Restore
Unit I:
INTRODUCTION TO COMPUTER APPLICATION AND BUSINESS SOFTWARE

Every business has numerous processes. Some simple, others are complex and
cumbersome. But as the business grows, acquires new customers, enters new markets and keeps
pace with constant changes in statutory regulations... the company will need to maintain highly
accurate and up-to-date accounting, inventory and statutory records.

This is where a computer application helps simplify, integrate, and streamline all the
business processes, cost-effectively and easily.

Salient Features of Computerized accounting

1. Fast, Powerful, Simple and Integrated

Computerized accounting is designed to automate and integrate all the business operations, such
as sales, finance, purchase, inventory and manufacturing. With Computerized accounting,

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accurate, up-to-date business information is literally at the fingertips. The Computerized
accounting combine with enhanced MIS, Multi-lingual and Data organization capabilities to help
the company simplify all the business processes easily and cost-effectively.

2. Complete Visibility

Computerized accountings giving the company sufficient time to plan, increase the customer base,
and enhance customer satisfaction. With Computerized accounting the company will have greater
visibility into the day-to-day business operations and access to vital information.

3. Enhanced User Experience

Computerized accounting allows the company to enter data in a variety of ways which makes
work a pleasure. Adapting to the specific business needs is possible.

4. Accuracy, Speed

Computerized accounting has User-definable templates which provides fast, accurate data entry
of the transactions; thereafter all documents and reports can be generated automatically, at the
press of a button.

5. Scalability

Computerized accounting adapts to the current and future needs of the business, irrespective of
its size or style.

6. Power

Computerized accounting has the ability to handle huge volumes of transactions without 3
compromising on speed or efficiency.

7. For Improved Business Performance


Computerized accounting is a highly integrated application that transforms the business processes
with its performance enhancing features which encompass accounting, inventory, reporting and
statutory processes. This helps the company access information faster, and takes quicker
decisions. Computerized accounting also guarantees real-time optimization of operations and
enhanced communication.

8. Quick Decision Making

Generates real-time, comprehensive MIS reports and ensures access to complete and critical
information, instantly.

9. Complete Reliability

Computerized accounting makes sure that the critical financial information is accurate, controlled
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and safe from data corruption.

Advantages of Computerized accounting

Automation of tedious clerical jobs


Speed and accuracy
Low cost of packages
Automatic generation of standard reports
Redundant data storage permits efficient generations of some reports
Increase revenue while lowering operating costs and enhancing competitive advantage of the
company.

Accounting and SAP Business One

SAP software can help you become a best-run business in fact, it's the choice of more than
80,000 small businesses and midsize companies.
SAP software is:

Affordable for small businesses and midsize companies


Every business is unique, which is why we offer a complete portfolio of business
management and business intelligence solutions designed to fit the way you do business
and your budget.
Designed with your company in mind
SAP solutions for small and midsize companies are designed to be complete offering the
breadth and depth of functionality you need to run your business; easy to use enabling
quick adoption with little training; and flexible they can scale and adapt as you grow
your business. Every solution we offer is based on best practices learned from more than
35 years of SAP's experience working with best-run companies.

4 Did You Know


SAP is the world's largest software company in business for more than 30 years.
SAP has more than 109,000 total customers 80,000 of which are small and midsize
enterprises.
SAP has customers in more than 50 countries and more than 4,500 channel partners
worldwide.

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SAP Business One gives you access to real-time information through a single system
containing financial, customer relationship management, manufacturing, and management
control capabilities. The application consists of modules that cover these corresponding areas, and
more.

SAP Business One is based on the Microsoft Windows standard.

BASIC NAVIGATION IN SAP BUSINESS ONE

Menu Bar and Toolbar

File Edit View Data Goto Modules Tools Window Help Menu Bar
Toolbar

For navigating between


General
data records

Print Preview Export to MS-EXCEL Find

Print Export to MS-WORD Add

Send E-mail Export to PDF First Data Record


Send SMS Launch Application Previous Record
Send Fax Lock Screen Next Record

Last Data Record 5


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.
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Main Menu
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

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:


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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.
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.

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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.
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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 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


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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.

Exercise 1.1. Log-in to SAP Business One

Double click on the SAP Business One logo in your desktop


In the Login Window choose Change Company.

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The Choose Company window will pop up.
Choose the following information:
User ID manager
Password manager
Company Name OEC Computers UK
Database Name SBODemoGB
Click OK.

Upon successful log in, you should see the Menu Bar, Tool Bar and Main Menu.

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Exercise 1.2: Modify SAP Business One Display Parameters

Choose Administration System Initialization General Settings.


Choose the Display tab and enter the following preferences:

Display Parameter Preference


Time Format 12H
Date Format MM/DD/YY
Click Update to save the settings.

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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 main SAP Business One 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>
Image Display : <any option>
Click UPDATE to save the settings.
Click OK to exit the window.

Exercise 1.3: Hide documents and reports which are not to be used

10 1.3.1. Administration
Hide Exchange Rates and Indexes; Data Import/Export; Approval Procedures; License; Add-ons;
Alerts Management

Click' Form Settings' icon on the window.


Expand the Administration module by clicking the black arrow before it.
Uncheck Exchange Rates and Indexes, Approval Procedures, License, Add-ons, Alerts
Management.
Click Update, then OK.

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Click 'Administration' Module.


Only Choose Company, System Initialization, Setup, Data Import/Export and Utilities are
visible under the module.

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1.3.2. Financials
Uncheck everything under Financials except Chart of Accounts, Edit Chart of Accounts, Journal
Entry, Journal Vouchers, and Financial Reports.

Go back to Form Settings in the window.


Expand the Financials module by clicking the black arrow before it.
Uncheck everything under Financials except Chart of Accounts, Edit Chart of Accounts,
Journal Entry, Journal Vouchers, and Financial Reports.
Click Update then OK.

1.3.3. Sales AR
Show only Sales Order, Delivery, Return, A/R Invoice, A/R Invoice + Payment, A/R Credit Memo
and Sales Reports.

Go back to Form Settings in the window.


Expand the Sales - AR module by clicking the yellow arrow before it.
Uncheck everything under Sales-AR except A/R Invoice, A/R Invoice + Payment and Sales
12 Reports.
Click Update. Click OK.
1.3.4. Purchasing - AP
Show only Purchase Oder, Goods Receipts PO, Goods Return, A/P Invoice, A/P Credit Memo and

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Purchasing Reports.

Go back to Form Settings in the window.


Expand the Purchasing-AP module by clicking the yellow arrow before it.
Uncheck everything under Purchasing-AP except A/P Invoice and Purchasing Reports.
Click Update then OK.

1.3.5. Main Menu


Hide Sales Opportunities, MRP and Human Resources

Go to the Form Settings window.


Uncheck Sales Opportunities, MRP and Human Resources
Click Update, then OK.
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Only 10 Modules shall be visible in the main menu, under the Module tab.

Exercise 1.4. Assign Shortcuts to functions F2, F3, F4 and F5.

You already know that the transactions for sales orders, purchasing orders, and production orders
are the transactions that you will use most often. Assign these transactions to the functions keys
F2, F3, F4 and F5.

Go to the Menu Bar and click on Tools


From the Dropdown list, choose My Shortcuts.
14 Another list will appear, choose Customize to enable the Customize window.
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Assign F2 as shortcut key for 'Sales Order' form.

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' form.

Field Name or Data Type Values


Shortcut F3
Module Purchasing A/P
Window Purchase Order
15
Choose Allocate
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Assign F4 as shortcut key for 'A/R Invoice' form.

Field Name or Data Type Values


Shortcut F4
Module Sales A/R
Window A/R Invoice
Choose Allocate.

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

Field Name or Data Type Values


Shortcut F5
Module Purchasing A/P
Window A/P Invoice
16 Choose Allocate.
Choose OK.
Key in F2 from your keyboard. The allocated form 'Sales Order' shall come into view. The same
shall be true for F3, F4 and F5.

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Alternatively, to can check the allocated shortcuts, go back to ToolsMy ShortcutsShortcuts
and the assigned shortcuts will be displayed.

Also, on the ToolsMy ShortcutsCustomizeList Tab, you can view the allocated shortcuts.

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Exercise 1.5. 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.
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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.

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Close both windows.

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Exercise 1.6. 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.

Exercise 1.6.1. Add Sales Order form in the My Menu tab


Open the Sales Order form
Sales A/RSales Order
Click Tools on the Menu Bar
Go to My Menu and choose Add to My Menu
On the Add to My Menu window, Choose the Forms folder
Choose Add. 19
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To check whether you have successfully added the Sales Order form in the My Menu, go
to My Menu and click Forms.

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Exercise 1.6.2. Rename the Forms folder under the My Menu tab
To rename the Forms folder, Click Tools on the menu bar.
Choose My Menu, then Organize.
Click Rename. Type Frequently Used Forms
Click OK, then Update.
Click Ok again to save the changes made.

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Check if you have successfully renamed the Folder.

Exercise 1.7. Change a field label in SAP Business One


If a user has the proper authorization, he or she can change field labels by selecting the
Ctrl key and double-clicking the label 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 mouse 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.

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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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Unit II:
MANAGING THE MASTER DATA

Skillful use of master data is essential in getting the most out of the SAP Business One
application. Data describing business partners such as customers, vendors, and leads is master
data. Descriptions of items that are kept in inventory or manufactured by the company are master
data. G/L accounts which are used to post transactions are also master data. When a new
document, such as a purchase order, an invoice, a sales quotation, or a goods receipt, is created,
master data provides much of the necessary information.

Master data also keeps track of predefined values and settings that are used by the
automated wizards for payment processing, dunning activities, and material requirements
planning (MRP). Default control accounts assigned to vendors and customers are also master data.
The rest of the information that describes what is happening for a specific transaction is called
transactional data. Proper setup and management of master data allow everyone to use SAP
Business One to maximum efficiency. If master data is set up accurately, creating a document such
as a sales order becomes a lot easier. You only have to confirm that the default information is

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correct.

However, if master data is not accurate, business processes come to a halt while people
figure out how to enter the correct information. This chapter offers guidance to help you
understand, set up, and use master data properly so that you and your company get the full
benefit of 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.

2 TYPES OF MASTER DATA

Lead

Business Partner
Customer
Master Data

Vendor/Supplier

Master Data
Inventory Item

Sales Item
Item Master Data 23
Purchase Item

Fixed Asset
1. Business Partner Master Data

Use this window to add new business partners and to display and edit business partner
records. To open the window, choose Business Partners Business Partner Master Data. By
default, the window opens in Find mode, which lets you search for business partners.

A. Lead data: Describes people and organizations in the sales pipelineyour potential
customers. Lead master data records are used as the foundation for sales and marketing.
When you make the first sale to a lead, you change the business partner type to customer,
turning the lead into a customer.

B. Customer data: Describes people and organizations to which your company sells products
and services. Customer master data records are used as the foundation for documents related
to processing and fulfilling orders for customers and for the wizard for dunning customers.
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Entering and Managing Master Data

C. Vendor data: Describes the people and organizations from which your company buys
products and services. Vendor master data records are used to create documents related to
purchasing and accepting delivery of goods and services and processing payments to
vendors.

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.

2. Item Master Data


SAP Business One lets you to manage all items that you purchase, manufacture, sell, or
keep in inventory. Services can also be defined as items, although they are only relevant for sales.
For each item, you enter the data relevant for a particular area in SAP Business One, which
uses this data for purchasing, sales, production, warehouse management, accounting, and
services.
You use the Item Master Data window to add, update, search, and maintain item data.
This window lists all the items in your company.
To access the window, choose Inventory Item Master data.

Item Master Data includes how the item may be purchased or sold, the price of the item,
the inventory level, and how purchasing of the item is forecast and planned. Item master data
supports a two-way process. Some items in inventory are sold by your company. Other items are
purchased by your company. Some items may be fixed assets that are tracked for accounting
purposes.

24 SEARCHING THE MASTER DATA LIST

One can show all the inventory items inside the master data list by placing an asterisk (*)
in the item number or description field. The same procedure applies for business partner master
data, you can just type asterisk (*) in the BP Code field.
However, you can do a wild card search by placing the asterisk (*) before, after or in the
middle of the word that you want to search. The list would show all items that contains the
particular string that you used.

You could also find specific information by typing in the word or number that you are
looking for in the particular field.

Note: One important rule applies to all master data- If a master data record is involved in an
accounting or inventory transaction (such as an A/P invoice, A/R Invoice, Journal Entry and so on),
it cannot be deleted. In addition, once a sales order is created, the business partner or the item
linked to it cannot be removed.

Exercise 2.1. Searching Business Partners from the Business Partner Master Data

Finding Business Partners


2.1.1. Find all Business Partners (Vendors, Customers and Lead)

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2.1.2. Find all Vendors
2.1.3. Find all Customers
2.1.4. Find all Leads
2.1.5. Find all Business Partners whose name starts with letter 'A'
2.1.6. Find all Business Partners containing the word 'Tech' on its name

Solutions
2.1.1. Find all Business Partners (Vendors, Customers and Lead)

Go to Business PartnersBusiness Partner Master data

25
Make sure you are in Find mode.
Press in 'Ctrl+F' on the keyboard to go to Find mode or Click the 'Find' icon(binocular)
on the Tool Bar

Note: If the Find icon (binocular) is in gray color or is disabled, you are already in Find mode.

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


Press enter
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All Business Partners will be displayed (scroll down to view all)


Click 'Cancel' to exit 'List of Business Partners' window

2.1.2. Find all Vendors


Go to Business PartnersBusiness Partner Master data
Make sure you are in Find mode
Choose 'Vendor', from the dropdown list button beside the 'Code' field
Type asterisk (*) in the 'Code' field or in the 'Name' field.
Press enter
All Vendor Business Partners will be displayed
26 Click 'Cancel' to exit 'List of Business Partners' window
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2.1.3. Find all Customers
Go to Business PartnersBusiness Partner Master data
Make sure you are in Find mode
Choose 'Customer', from the dropdown list button beside the 'Code' field
Type asterisk (*) in the 'Code' field or in the 'Name' field.
Press enter
All Customer Business Partners will be displayed
Click 'Cancel' to exit 'List of Business Partners' window

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2.1.4. Find all Leads
Go to Business PartnersBusiness Partner Master data
Make sure you are in Find mode
Choose 'Lead', from the dropdown list button beside the 'Code' field
Type asterisk (*) in the Code field or in the 'Name' field.
Press enter
All Leads (prospect customers) will be displayed
Click Cancel, then Cancel again to exit both windows
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2.1.5. Find all Business Partners whose name starts with letter 'A'
Go to Business PartnersBusiness Partner Master data
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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2.1.6. Find all Business Partners that have the word 'Tech' on its name
Go to Business PartnersBusiness Partner Master data
Make sure you are in Find mode
Type asterisk then tech (*tech) in the 'Name' field.
Press enter
All Business Partners that have 'tech' on its name will be displayed
Click Cancel, then Cancel again to exit both windows

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Exercise 2.2. Searching items from the Item Master Data
2.2.1. Find all items
2.2.2. Find all items with item description that starts with letter 'M'
2.2.3. Find all item descriptions that have the word 'print' on it

Solutions
2.2.1. Find all items
Go to InventoryItem Master data
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Make sure you are in Find mode


Type asterisk (*) in the 'Item Number' field or in the 'Description' field.
Press enter
All items will be displayed (scroll down to view all items)
Click Cancel, then Cancel again to exit both windows

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2.2.2. Find all items with item description that starts with letter 'M'
Go to InventoryItem Master data
Make sure you are in Find mode
Type then asterisk (M*) in the in the 'Description' field
Press enter
All item descriptions that starts with letter 'M' will be displayed
Click Cancel, then Cancel again to exit both windows

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2.2.3. Find all item descriptions that have the word 'print'
Go to InventoryItem Master data
Make sure you are in Find mode
Type asterisk then print (*print) in the in the 'Description' field
Press enter
All items that have the word 'print' on its item description will be displayed
Click Cancel, then Cancel again to exit both windows

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Exercise 2.3. Adding Business Partner Master Data

2.3.1. Add Vendors


NEW VENDORS
Payment
Code Name Group Terms
VT100 Jaimie Lou Suppliers 2/10, n/30
VT200 Rome Alfred Suppliers 2/10, n/30
VT300 Jaci Martin Suppliers 30 Days
VT400 MJ Siando Gas and Oil Cash

2.3.2. Add Customers


NEW CUSTOMERS
Code Name Group Payment Terms
CT600 Harry Potter Customers 3 Installments
CT700 Charm Sael Distributors 3/5, n/30
CT800 Happy Roque Distributors 3/5, n/30
CT900 JuniBeth Retailers Cash

2.3.1. Add Vendors

32 2.3.1.a. Jaimie Lou


To add Jaimie Lou go to Business PartnersBusiness 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 VT100 in the Code Field and choose Vendor from the dropdown list
next to it.
Type the vendor name Jaimie Lou in the Name field.
Choose the appropriate Group which is Suppliers (Click the dropdown list button on the
Group field to show list of groups).
Go to 'Payment Terms' Tab

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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,
a discount of 2% is given.

2.3.1.b. Rome Alfred 33


To add Rome Alfred, go to Business PartnersBusiness 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.
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2.3.1.c. Jaci Martin


To add Jaci Martin, go to Business PartnersBusiness Partner Master data
Go to 'Add' mode
Type the Vendor Code VT300 in the Code Field. Choose Vendor from the dropdown list
next to it.
Enter the vendor name Jaci Martin 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 Net30 (for 30 Days Payment Term)
Click Add.

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2.3.1.d. MJ Siando
To add MJ Siando, go to Business PartnersBusiness Partner Master data
Go to Add mode
Type the Vendor Code VT400 in the Code Field. Choose Vendor from the dropdown list
next to it.
Type the vendor name MJ Siando in the Name field.
Choose the appropriate Group which is Gas and Oil
Since the group Gas and Oil is not existing, choose Define New from the drop down list
The Vendors Group Setup window will appear
Add Gas and Oil in the group
Click Update, then Ok.

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Go to Payment Terms Tab


On the Payment Terms field, click the dropdown list button and Choose the appropriate
Payment Term Cash Basic (for Cash Payment Term)
Click Add.

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2.3.2. Add Customers

2.3.2.a. Harry Potter


To add Harry Potter, go to Business PartnersBusiness Partner Master data
Go to Add mode
Type the Customer Code 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 3Installments
Click Add.

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2.3.2.b. Charm Sael


To add Charm Sael, go to Business PartnersBusiness Partner Master data
Change to Add mode
Type the Customer Code CT700 in the Code Field. Choose Customer from the dropdown
list next to it.
Type the customer name Charm Sael in the Name field.
Choose the appropriate Group which is Distributors
Go to Payment Terms Tab
On the Payment Terms field, click the dropdown list button and look for 3/5,n/30
Since the payment term 3/5, n/30 is not existing, choose Define New from the payment
terms dropdown list
The Payment Terms-Setup window will appear
a. In the Payment Terms Code field, type 3/5, n/30
b. In the days field, type 30. This is to set the credit term.
c. To setup the early payment discount, click the Cash Discount Name field so that
you will have an option to define a new term. Click Define New. Cash
Discount window will appear.
d. Type 3/5, n/30 in the Code and Name field.
e. Type 5 in the Cash Discount Days Field and 3 in the Discount % field.
f. Click Add. The current window will disappear.
g. Click Add again.
Click Add to add the customer Charm Sael.
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QUICK GUIDE TO COMPUTER APPLICATION using SAP Business One

40
2.3.2.c. Happy Roque
To add Happy Roque, go to Business PartnersBusiness Partner Master data
Change to Add mode
Type the Customer Code CT800 in the Code Field. Choose Customer from the dropdown
list next to it.
Type the customer name Happy Roque in the Name field.
Choose the appropriate Group which is Distributors
Go to Payment Terms Tab
On the Payment Terms field, click the dropdown list button and Choose 3/5,n/30
Click Add.

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2.3.3.d. JuniBeth
To add JuniBeth, go to Business PartnersBusiness Partner Master data
Go to Add mode
Type the Customer Code CT900 in the Code Field. Choose Customer from the dropdown
list next to it.
Type the customer name JuniBeth in the Name field.
Look for the appropriate Group which is Retailers
Since the Retailers Group is not yet existing, choose Define New
The Customers Group - Setup window will appear
Add Retailers to the Customers Group
Click Update, then Ok.

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Go to Payment Terms Tab


On the Payment Terms field, click the dropdown list button and Choose Cash Basic
Click Add.

Exercise 2.4: 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
42 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:

NEW ITEMS
Item Unit Price
Number Item Description Item Group
P100 HP DeskJet Printer HP Printers GBP 100.00
P200 2TB External Drive External Devices GBP 70.00
Laminating
P300 Items GBP 120.00
Machine
P400 USB Keyboard Accessories GBP 50.00

2.4.1. HP DeskJet Printer

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Go to InventoryItem 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: P100
Item Description: HP DeskJet Printer
Item Group: HP Printers
*Choose Yes to confirm system message
Unit Price: GBP 100
Click Add to save the document and Ok to exit the window.

43
2.4.2. 2TB External Drive
Go to InventoryItem 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: P200
Item Description: 2TB External Drive
Item Group: External Devices
Choose Define New to add External Devices in the Item Groups
Item Groups - Setup window will appear
Type External Devices in the Item Group Name field
Click Add, then Choose Yes to confirm system message
Unit Price: GBP 70
Click Add to save the document and Ok to exit the window.
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Note: If the error "One of the Inventory Accounts is Missing" occurs while adding/creating a new
Item Group, update the posting period.

Go to AdministrationSysytem InitializationPosting Periods


Posting Periods window will appear
Click New Period found on the lower left of the window
Posting Period window will appear
44 Type the most recent year in the Period Code and Period Name fields (Type 2015 if the
current year is 2015, or 2016 if the current year is 2016)
Choose Months in the Sup-periods field
Click Add, then OK
You may now add a new Item Group
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2.4.3. Laminating Machine
Go to InventoryItem Master Data
Press Ctrl + A or Select the icon in the tool bar to go to Add mode
Input the required information:
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.

45
2.4.4. USB Keyboard
Go to InventoryItem Master Data
Press Ctrl + A or Select the icon in the tool bar to go to Add mode
Input the required information:
Item Number: P400
Item Description: USB Keyboard
Item Group: Accessories
*Choose Yes to confirm system message
Unit Price: GBP 50
Click Add to save the document and Ok to exit the window.
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46
Unit III
PURCHASES, INVOICING AND PROCESSING PAYMENTS

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

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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.

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 Requisition for, 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. 47

Exercise 3.1. Creating Purchase Order

3.1.1.a. Create a Purchase Order for Vendor VT100. Order the following:
Field Name or Data Type Values
Item No. P100
Quantity 30
Item No. P200
Quantity 20
Item No. P500
Quantity 20
Go to Purchasing-A/P Purchase Order
Type VT100 on the Vendor Code Field.
Type P100 on the Item No. column in the Contents Tab and input 30 in the Quantity
column
Do the same for P200
Since P500 is not yet existing in the Item Master Data, press the Tab key in the Item No.
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field
List of Items window will appear. Choose New
Item Master Data window will appear

Input the following data:

Field Name or Data Type Values


Item No. P500
Item Description Bluetooth Headset
Unit Price GBP 35
48 Click Add.
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You will return to the Purchase Order window
Type 20 in the Quantity column next to Item No. P500
Click Add, then Cancel to exit the window
Record the Purchase Order No. _______

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3.1.1b. 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
Input the required information, use the selection list when available:
Vendor Code : VT200
Item No. : P300
Quantity : 15
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Item No. : P400


Quantity : 40
Item No. : A00001
Quantity : 50
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
Form Setting-Purchase Order Window will be displayed
Go to Table Format Tab
Put a check mark on the Whse and Del. Date
Choose OK

50
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
Click Add to save the document and Ok to exit the window.
Record the Purchase Order No. _______

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3.1.1.c. Create a Purchase Order for Vendor VT300. Order the following:

Field Name or Data Type Values


Item No. C00001
Quantity 5
Item No. C00002
Quantity 5

Choose Purchasing-A/P Purchase Order


Input the required information
Click Add to save the document and Ok to exit the window.
Record the Purchase Order No. _______

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Exercise 3.2. Creating Goods Receipts P.O.

3.2.1. Create a Goods Receipts P.O. Using Copy from (Orders were received in full)
Record full receipt of your latest purchase from VT300.

Go to Purchasing-A/P Goods Receipt PO.


Type VT300 in the Code field
Click Copy From, Choose Purchase Order from the list
Click the latest Purchase Order you created for VT300 to it will be highlighted
Click Choose. Draw Document Wizard Window will be displayed
Since the orders were received in full, choose Draw all data, then click Finish
You will return to the Goods Receipt PO window
Notice that the items and Units from the Purchase Order you have chosen were copied
to the Goods Receipt PO form.
Click Add, choose Yes to confirm system message
Click Cancel to exit.
Goods Receipt PO Number: _____________

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QUICK GUIDE TO COMPUTER APPLICATION using SAP Business One

3.2.2. Create a Goods Receipt P.O. Using Copy from (Orders were not received in full)
Record a partial receipt of your latest purchase from VT100. Follow the following data:

Field Name or Data Type Values


Item No. P100
Quantity 20 (instead of 30)
Item No. P200
Quantity 20
Item No. P500
Quantity 20

Go to Purchasing-A/P Goods Receipt PO.


Type VT100 in the Code field
Click Copy From, Choose Purchase Order from the list
Click the latest Purchase Order you created for VT100 so that it will be highlighted
Click Choose. Draw Document Wizard Window will be displayed
Since the orders were not received in full, choose Use Doc and Row Exchange Rate from
Base Document and Customize, then click Next
Change the Quantity 30 to 20 for item P100, then click Finish
You will return to the Goods Receipt PO window
Click Add, choose Yes to confirm system message
Click Cancel to exit.
54 Goods Receipt PO Number: _____________
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QUICK GUIDE TO COMPUTER APPLICATION using SAP Business One

3.2.3. Create a Goods Receipt P.O. to record the receipt of the remaining undelivered ordered
items from VT100

You receive an additional delivery for the same purchase order. VT100 delivered all the remaining
items. Create a goods receipt PO for the remaining items:

Field Name or Data Type Values


Item No. P100
Quantity 10

Go to Purchasing-A/P Goods Receipt PO.


Type VT100 in the Code field
Click Copy From, Choose Purchase Order from the list
Click the latest Purchase Order you created for VT100 so that it will be highlighted
Click Choose. Draw Document Wizard Window will be displayed
Since the orders were received in full, choose Draw all data, then click Finish
You will return to the Goods Receipt PO window
Notice that the remaining items and Units from the Purchase Order you have chosen were
copied the Goods Receipt PO form.
Click Add, choose Yes to confirm system message
Click Cancel to exit.
Goods Receipt PO Number: _____________
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3.2.4. Use Copy to

Create a Goods Receipt PO from a Purchase Order.


Go to Purchasing-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 form
Click Add to save the document, then click Cancel to exit.
Goods Receipt PO Number: _____________

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Exercise 3.3. Create A/P Invoice

A vendor invoice for the delivered items arrived. Record the A/P invoice.

3.3.1. Use Copy to to record the receipt of VT300's A/P Invoice


Purchasing A/PGoods Receipts P.O.
Choose Last Data Record, then Previous Data Record. Continue Clicking on the
Previous Data Record button until you reach the Goods Receipt PO for VT300
From the retrieved the last Goods receipt PO for VT300, Click Copy to.
Choose A/P Invoice.
Choose Add to save the A/P Invoice.
To Confirm the system message, choose Yes.
A/P Invoice Number: _____________
Click 'Cancel' to exit current window, then 'Cancel' again to exit 'Goods Receitp PO'
window

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3.3.2. Use Copy from to record the receipt of VT200's A/P Invoice
Go to Purchasing A/PA/P Invoice
Type VT200 in the code field
Click Copy from, choose Goods Receipt PO
Click the latest Goods Receipt PO created for VT200 so that it will be highlighted
Click Choose. Draw Document Wizard Window will be displayed
Choose Use Doc and Row Exchange Rate from Base Doc and Draw all data, then 59
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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Exercise 3.4. Create an Outgoing Payment

3.4.1. Process full Cash payment to VT300


Go to BankingOutgoing PaymentsOutgoing Payments
Type VT300 in the Code Field
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
A/P Invoice. (In our case, select the latest A/P Invoice recorded for VT300)
Click the Payment Means button on the tool bar
Choose the Cash tab
Set Petty Cash (16000) in the G/L account field
Put the cursor on the Total 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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3.4.2. Process partial Check payment to VT200 61


Go to BankingOutgoing PaymentsOutgoing Payments
Type VT200 in the Code Field
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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QUICK GUIDE TO COMPUTER APPLICATION using SAP Business One
Excercise 3.5. Creating a 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.

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.

Suppose you discovered that 1 unit of item no. P100, referencing Goods Receipt P.O. no.
270, orderred from Jaimie Lou were defective when received.Since no A/P Invoice was created for
Goods Receipts P.O. no. 270, use Goods Return document to reutrn 1 unit of item no. P100.

3.5.1. Create a Goods Return for 1 Unit of intem No. P100 63


Go to Purchasing Goods Receipt P.O.
Click the Last Data Record icon on the toolbar then click the Previous Data Record
icon until you reach Goods Receipt P.O. no. 270.
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 1
Click Add, and choose Yes to confirm the system message
Choose Cancel then Cancel again to exit Goods Return and Goods Receipt P.O.
windows
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QUICK GUIDE TO COMPUTER APPLICATION using SAP Business One
Exercise 3.6. 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. 65

To access the window, choose Purchasing A/P Credit Memo.


Suppose you discovered that 3 units of item no. A00001, referencing the last A/P invoice
created - no. 251 (Vendor: VT200; Rome Alfred) were defective. Since an A/P Invoice was already
created, we use A/P Credit memo to return the 3 units.

Before creating an A/P Credit Memo, verify that your credit balance to Rome Alfred is
zero. Remember that we have already paid the invoice issued by Rome Alfred.

3.6.1 .Check your credit balance


Go to Business Partners Business Partner Master Data
Make sure you are in Find Mode and Find for VT200 (Rome Alfred)
On VT200's master data, take note that the Account Balance field shows zero
value.
This means that we do not owe any amount from VT200.
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3.6.2. Create an A/P Credit Memo


Go to Purchasing A/P Credit Memo
Enter the required information
Field Name or Data Type Values
Vendor Code VT200
Item No. A00001
Quantity 3
Remarks Based on A/P Invoice no. 251
66
Click Add and Choose Yes to confirm the system message.
Click Cancel to exit the window.
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3.6.3. Check the effect of a posted A/P Credit memo on your credit balance.
Open the master data for Vendor VT200
Vendor VT200, Rome Alfred, owes us BGP 702.90 as shown by the positive balance in the
Account Balance field from VT200's item master data.

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Exercise 3.7. Create Marketing Documents for a Service Purchased.

When creating a purchase order for services availed, make sure to choose Service in the
Item/Service Type field.

Item - choose if you are to create a purchasing document for items defined in the
Inventory module.
Service - choose if you are to create a Purchasing document for a Service, such as a one-
time consultation, that has not been defined as an item in SAP Business One. The table
view on this tab is different for each option

Exercise 3.7.1. Create a Purchase Order for the Pest Control Services availed from VT400

You contracted VT400 do pest control in your office. Create a Purchase Order for the
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services you need from VT400

Choose Purchasing-A/P Purchase Order


On the Item/Service Type field under the Contents tab, choose Service
Enter the following required information:

Field Name or Data Type Values


Vendor VT400
Delivery Date Today
Item/Service type Service
Service Description Pest Control
G/L Account Number 605030 (Other Maintenance
Costs)
Total Price 100

Add the purchase order.


Purchase Order Number: _____________

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The service was provided and you received an invoice from the vendor. The Invoice
Number on the vendor invoice is L7342. Create an A/P Invoice for the service received.

Choose Purchasing-A/P A/P Invoice


Field Name or Data Type Values
Vendor VT400
Vendor Ref. No.(Invoice Number) L7342
Posting Date Todays date
Document date Yesterdays date

Copy rows from the purchase order you created earlier.


Make sure to choose Service from the Item/Service Type field.
Click Copy from. Choose Purchase Orders.
Choose the appropriate purchase order from the list by double-clicking on the
row.
Note: If you do not find the purchase order on the list, check that Item/Service
Type field is set to Service.
Accept the default values in the Draw Document Wizard by choosing Finish.
Choose Add and confirm the system message.

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Unit IV:
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:

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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 71
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.

A/R reserve invoice used when a company is concerned about the credit worthiness of
its customer. In this case, the company demands payment before any delivery of items to
the customer.
Return a corrective clearing document used to credit a customer if the goods were
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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:
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.
An A/R invoice + payment reduces the quantity in stock and records the revenue and tax.
An A/R reserve invoice affects the amount of inventory committed to a customer and,
therefore, the available inventory quantity. It also creates an accounting transaction.
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
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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.

Exercise 4.1. Define customer groups

4.1.1 Create customer groups


Choose Administration Setup Business Partners Customer Groups.

Field Name or Data Type Values


Group Name Department Stores
Group Name Book Stores
Add Department Stores in the customer group
Click Update
Add another customer group: Bookstores
Choose Update.
Then choose OK to close the window.

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Exercise 4.2. Create a lead and convert it to a customer
4.2.1. Create a lead

Choose Business Partners Business Partner Master Data.


Change to Add mode.

Field Name or Data Type Values


Code LT100
BP Type Lead
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Name Dwarde RJ
Group Bookstores
Choose Add to save the data record.
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4.2.2. Attempt to create a delivery for a lead


Choose Sales A/R Delivery
Choose the Selection List icon in the customer field to see a list of customers.
Does Dwarde RJ appear on the list?
No. Because Dwarde RJ is a lead, it is not possible to create a delivery. You must
convert Dwarde RJ to a customer in order to create a delivery.
4.2.3. Convert the lead to a customer.
Choose Business Partners Business Partner Master Data
Change to Find mode to search for the Lead

Field Name or Data Type Values


Code LT100

Enter the LT100 in the Code field and choose Find.


Change the Business Partner Type to Customer.
Change the leads code to conform with our naming conventions for customers.

Field Name or Data Type Values


Code (New) CT1000
Choose Update to save the changes
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Choose OK.
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4.2.4. Create the delivery form for customer CT1000 (already possible)

Choose Sales A/R Delivery


.
Field Name or Data Type Values
Customer CT1000
Item No. C00001
Quantity 3
Choose Add to save the delivery.
Choose Yes to confirm the system message.

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4.3. Create a sales order for customer CT600, Harry Potter. Enter the data below:

Field Name or Data Type Values


Customer CT600
Delivery Date Tomorrow
Item No. I00001
Quantity 15
Item No. I00002
Quantity 10
Go to Sales A/R Sales Order.
Enter the required information
Click Add
Click Last Data Record button on the toolbar to retrieve the last sales order created
Take note of the sales order number. Click Cancel to exit from the window
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Sales order number: ___________________________

4.4. 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
76 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 to Sales A/R Sales Order
Open the sales order you just created. Click the Last Data Record icon or use
Find mode to 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.

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4.5. Creating Delivery Form for a Sales Order
Open the sales order you just created
Go to Sales A/R Sales Order .
Click Last Data Record in the tool bar
Click the button Copy to and choose Delivery.
Record the delivery Number
Delivery number: ___________________________
Choose Add to save the delivery.
Confirm the system message by choosing Yes.

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78

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
4.6. 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.
Click Add to save the invoice.
A/R invoice number (you will use this when processing an incoming payment):
___________
Confirm the system message by choosing Yes.

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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

Exercise 4.7. Create an Incoming Payment

4.7..1 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
CT600 will be displayed.
Go to Payment Terms tab.
Check the Payment Terms field. The payment term is in 3 Installments.
Click Cancel to exit the window.

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4.7.2. To process the collection of CT600's first installment payment,

Go to Banking Incoming Payments Incoming Payments.


Enter CT600 in the Code 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.

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Click Cancel to exit Incoming Payments window
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4..7.3.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 BGP 50

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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.

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Choose OK.
Choose Add to save the document.
Choose Yes to confirm the system message.
Click the Last Data Record on the tool bar to retrieve/view the Incoming Payment you just
made.
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.
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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
transactions relating to the A/R Invoice from Sales Order to Incoming Payment.
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Exercise 4.8. Track the effect of each step in the sales process to Inventory and to Accounting.

IN STOCK:
The current stock level of the item. This is the quantity that is physically in the warehouse.
86 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)
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.
4.8.1. Sales Order
Create a sales order for C30000, Microchips, and view the effect on inventory.

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Go to Sales A/R Sales Order.
Enter the following information
Field Name or Data Type Values
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
02
03
04
We will use this data later to check the inventory movements
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Click Cancel to exit the Item Master Data window


Click Add to save the Sales Order.
Sales order number: ___________________________

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Open the sales order you just created.
Go to Sales A/R Sales Order
Choose Last Data Record.
View the details for the row.
Double-click on Row 1.
Row Details...-Sales Order Window will be displayed
Scroll down to view the warehouse assigned to A00004.

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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
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Choose Cancel to return to the Sales Order window and click OK to exit from the Sales
Order window.

4.8.2. Delivery
Create a delivery and view the effect of the delivery.
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Open the sales order you just created. Go to Sales A/R Sales Order
Choose Last Data Record.
Click Copy to. Choose Delivery.
Choose Add to save the delivery.
Delivery number: ___________________________
Confirm that you want to save the delivery by choosing Yes.
Do not yet exit from the Delivery window.

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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 was
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
Are there changes in the Available Quantity? If yes, which warehouse was 91
affected?______
*None
Choose Cancel to return to the Delivery window. Do not yet exit from the window.
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View the effect of the delivery on accounting.


To view the posted Journal Entry, Choose the Accounting tab.
Open the journal entry. Choose the link arrow next to the Journal Remarks
field.
Choose Cancel to return to the delivery.

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4.8.3. A/R Invoice

Open the Delivery you just crated. Go to Sales A/R Delivery


From the delivery document, click Copy to and Choose A/R Invoice.
Choose Add to save the invoice.
Confirm the system message to save the invoice.
A/R Invoice number: ___________________________
Do not yet close the A/R Invoice window
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Re-open the invoice you created with the Last Data Record icon.
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.

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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 inventory quantity. Additionally, if you are running perpetual inventory, the A/R invoice records
the changes to inventory value in the resulting journal entry.

Exercise 4.9. 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
QUICK GUIDE TO COMPUTER APPLICATION using SAP Business One

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.

4.9. 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.

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Exercise 4.10. Set-up Item Availability check

The item availability check enables you to assess if:

a specific item is available


a specific item is in a particular warehouse
a specific item quantity is available
a specific item is available for delivery on the required date

In addition, you can check:

The item quantity available on the requested delivery date


The earliest delivery date for the full quantity required in the sales order
A basic Available-to-Promise (ATP) report that provides additional information about item
availability, such as the uncommitted stock and receipts available to satisfy potential
customer orders.

The Item Availability Check window only appears when the quantity of an item required in a sales
order is larger than the availability quantity on the delivery date, minus the minimum level. The
minimum level is defined on the item level or at the warehouse level (as defined in the Item
Master Data window). 97

The quantity is calculated as follows:

Available = In Stock + Ordered Committed from the current date to the requested delivery date.
If you update an existing sales order (instead of creating a new one), SAP Business One does not
take into account the existing sales order values when calculating available quantity, as it does
when you create a new sales order.

Example

A purchase order was created with a quantity of 10 items.


Sales order 1 was created with a quantity of 6 items.
Sales order 2 was created (this is a new sales order) with a quantity of 5 items, and the
available quantity is calculated as 4 items.
If the quantity in sales order 1 is updated from 6 to 8 items the available quantity is
calculated as 10 items, as if Sales Order 2 is not yet created.

Note: Item Availability Check window appears only if the Activate Automatic Availability Check
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checkbox is selected under AdministrationSystem InitializationDocument SettingsPer


Document Tab for the document type Sales Order

Available Quantity is the quantity of an item that will be available for delivery on the Requested
Due Date for the selected warehouse. If the Requested Due Date is beyond the item's lead time,
then the Available Quantity is the requested quantity since there is still a time for the company to
order or produce the ordered quantity before the requested due date.

SAP Business One determines the available quantity by checking that the amount in the Available
Quantity field is greater than the minimum level defined on the warehouse level, if the item is
managed by warehouse, or greater than the minimum level defined in the Item Master Data
window, if the item is not managed by warehouse

If a Delivery Date is not entered in the sales order the current system date is used.

Lead time (LT) is the planned time interval between the shipping of a delivery in the ship-from
location and the expected time of arrival at the location receiving the delivery (customer or ship-
to location).

The calculation of lead time is done as follows:

Lead Time = Current date + lead time + Saturdays, Sundays and Holidays

Lead Time is defined under InventoryMaster DataPlanning Data tab


Holidays are defined under AdministrationSystem InitializationCompany Details Accounting
Data tab

Example
The example below describes how to calculate the earliest available date for an item.
Lead Time When calculating the Earliest Availability date for an item:
The current date is Thursday May 22, 2008.
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The lead time defined in the Item Master Data window is 3 days.
The weekend is defined as Saturday and Sunday in the Company Details window. In addition, May
27, 2008 is defined as a holiday.
The earliest available date is calculated as Wednesday May 28, 2008.
Thursday Friday Saturday Sunday Monday Tuesday Wednesday
May 23, 2008 May 26, 2008
May 22, May 28, 2008 (3rd
(1st day Lead Weekend Weekend (2nd day Lead Holiday
2008 day Lead Time)
Time) Time)

4.10. 1. Activating Automatic Availability Check


Go to Administration System Initialization Document Settings.
Select the Per Document tab.
Choose the Document Sales Order and make sure that the checkbox for
Activate Automatic Availability Check has been chosen.
Click Update to save the settings made, then OK to exit.

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4.10.2. To illustrate, post a Goods Receipt for 30 Units of P200 (2TB External Drive) in
warehouse 02.
Go to Inventory Inventory Transactions Goods Receipt
Enter the following information:
Field Name or Data Type Values
Item No. P200
Quantity 30
Unit Price 70
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Click Form Settings icon from the tool bar.
On the Form settings window, under the Table Format Tab,
Make Warehouse (Whse) visible by checking the box next to it.
Click OK. You will return to the Goods Receipt window.
Under the Warehouse (Whse) Column, change the warehouse code from 01 to 02.
Click Add to save the Goods Receipt.
Choose Yes to confirm the system message.
Click Cancel to exit from the Goods Receipt window.
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4.10.3. Open the master data for item no. P200 (2TB External Drive) and check the
Inventory status
Go to Inventory Item Master Data
Make sure you are in Find Mode (Ctrl + F)
Type P200 in the Code field and press enter.
The master data for P200 will be displayed.
Go to Planning Data tab and type '2' in the Lead Time field.
Go to the Inventory Data tab and choose Manage Inventory by Warehouse.
Set 10 and 5 Units as the Minimum Inventory in Warehouse 01 and 02
respectively.

Take note of the inventory status.


There are 20 and 30 available Units in warehouses 01 and 02 respectively.
In total, there are 50 available Units from all warehouses.

Choose Update, then OK.

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4.10.4. Create a Sales Order for 20 Units of item P200. Use Customer C20000.
Go to Sales A/R Sales Order
Enter the following information:
Field Name or Data Type Values
Customer C20000
102 Delivery Date Today
Item No. P200
Quantity 15
After typing 15 in the Quantity Column field, press tab.
The Item Availability Check window will show up.

We noted a while ago that the total available quantity in warehouse 01, the default
warehouse, are 20 Units. However, since we set minimum inventory level for warehouse
01 and 02, SAP Business One considered the minimum inventory in computing for the
available quantity.

We know that we still have available items in Warehouse 02.


On the Item Availability Check window, choose the radio button for Display
Units in Other Warehouses.
Click Warehouse 02 and Click Choose

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Unit V:
INVENTORY, WAREHOUSE MANAGEMENT AND GOODS MOVEMENT

Exercise 5.1 Create a New Warehouse


Create a new warehouse and assign a warehouse code and name of 06 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:
Field Name or Data Type Values
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.

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Choose Add then Cancel to exit window.

Exercise 5.2. 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

Field Name or Data Type Values


From warehouse 01
Item No A00001
To Warehouse 06
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Quantity 65

To check the quantity available in Warehouse 01 put the cursor in the To


Warehouse field and choose Ctrl+Tab.
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. A0001.
Click cancel to exit Item by Warehouse window.
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Inventory Transfer Number: ____________


Choose Add and confirm the system message.
Click Cancel to exit Inventory transfer window.

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Exercise 5.3. 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.

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Exercise 5.4. Process a Goods Issue Document

Two (2) units of A00001 were damaged in Warehouse 06 and needs to be


scrapped. Post a goods issue from the warehouse for this item.

Choose InventoryInventory Transactions Goods Issue.


Field Name or Data Type Values
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 107
it.
Choose OK to exit the Forms Settings-Goods Issue window.
Change the Whse to 06.
Choose Add and Confirm the system message.
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Exercise 5.5. 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 InventoryInventory 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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UNIT VI:
BASIC REPORT GENERATION

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)
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XML (*.xml)

Exercise 6.1. 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 SettingsPath 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.

Exercise 6.2. Generate the Quarterly Balance Sheet Report for the Calendar Year 2009

Go to ReportsFinalcialBalance Sheet
Choose the following information
Field Name or Data Type Values
Date Posting Date
To 12-31-2009
110 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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Exercise 6.3. Generate the Annual Profit and Loss Statement for the Calendar Year 2009

Go to ReportsFinalcialProfit and Loss Statement


Choose the following information
Field Name or Data Type Values
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 1 in 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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Exercise 6.2. Perform database backup and store it in another storage device
a. Click Start Button (lower leftmost corner of the screen)
b. Click All Programs > Microsoft SQL Server 2005> SQL Server Management Studio
Express

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c. Click Connect

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Note: If connection is unsuccessful, enter the following:

Authentication: SQL Server Authentication


Login: sa
Password: B1Admin

Click Connect.

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d. Click + before the Databases to expand and view all databases > Right Click on the
database that you want to back up > Click Tasks > Click Backup.
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e. Click OK when Backup Database window appears. Take note of the default location of the
backup. See example below (c:\Program Files\Microsoft SQL
Server\MSSQL.1\MSSQL\Backup\SBO)

f. Retrieve the backup database. Go to Start > Computer > Local Disk (C:) > Program Files >
Microsoft SQL Server > MSSQL.1 > MSSQL > Backup g. Copy the backup file with an extension file
of .bak and save it to another storage device.

Exercise 6.3. Perform Database Restore


a. Follow steps a, b and c, in Number 2.
b. Right-click + before the Databases > Click Restore Database and a new window Restore
Database will appear.
c. Type in the field To database: your new database name (in the example below it is RESTORED
DB).
d. Click From device: and the button. A new window Specify Backup will appear. Click Add
Button and locate your backup file. Click Ok. Click Ok.
e. Click box under Restore. Click OK to execute restoration.
f. To check, expand Databases and view the restored database.
g. Refresh databases in SAP B1 to view the restored database by double-clicking the SAP B1
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shortcut from your desktop. Click the Change Company button. In the Choose Company screen,
click Refresh.
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