C h a p te r 1

In s ta lla tio n o f S A P B u s in e s s O n e

Le sson 1 I n s t a lla t io n o f M S S Q L S e rv e r

2 0 0 5
Le sson 2 M S S Q L S e rv e r 2 0 0 5 B a c k u p an d

R e s to re P ro c e d u re
Le sson 3 S A P B u s in e s s O n e I n s t a lla t io n

1
L e s s o n 1 I n s t a lla t io n o f M S S Q L S e rv e r 2 0 0 5

1 .1 S u p p o rte d D e s k to p E n v ir o n m e n t s

M ic r o s o ft O ffic e X P P r o fe s s io n a l
M ic r o s o ft O ffic e 2 0 0 3 S t a n d a r d / P r o fe s s io n a l

1 .2 P r o c e s s F lo w

T h e fo llo w in g fig u r e p r o v id e s an o v e r v ie w o f t h e in s t a lla t io n pro ce ss.

2
1 .3 I n s t a lla t io n P ro c e s s
S te p 1 . P u t th e S A P B u s in e s s O n e F u ll P r o d u c t C D in t o y ou r C D R O M

d r iv e .
Th e C D Lau n ch e r h om e page a ppe a rs. If th e C D Lau n ch e r doe s
n ot a ppe a r, d o u b le - c lic k th e A u to ru n .e x e file fr o m th e ro o t

d ir e c t o r y .

C h o o s e I n s t a ll S e r v e r .
Th e C D Lau n ch e r d e te c ts th a t M ic r o s o ft S Q L S e rv e r is n ot
in s t a lle d o n y o u r c o m p u te r.

To s k ip th e in s t a lla t io n of S Q L S e rv e r, ch oose S k ip . Th e C D
L a u n c h e r p r o c e e d s t o t h e in s t a lla t io n o f t h e S e r v e r a p p lic a t io n .

P a th : M S S Q L S e rv e r 2 0 0 5 S ta n d a rd E d it io n > > S e rv e rs > >

S p la s h > > I n s t a ll

3
S te p 2 . T ic k th e box of lic e n s in g te rm s an d c o n d it io n . A n d ch oose

N e x t.

S te p 3 . C lic k I n s t a ll t o c o n t in u e t o t h e c o n fig u r a t io n ph ase .

4
S te p 4 . C lic k N e x t t o c o n t in u e .

S te p 5 . C lic k N e x t a ft e r t h e s y s te m c o n fig u r a t io n c h e c k in g .

5
S te p 6 . S e le c t t h e c o m p o n e n t s t o b e in s t a lle d a n d c lic k N e x t.

S te p 7 . S e le c t in s t a n c e n a m e ( d e fa u lt in s t a n c e ) a n d c lic k N e x t.

6
 S te p 8 . S e le c t s e r v ic e accou n t (u s e th e b u ilt - in s y s te m a c c o u n t) a n d
c lic k N e x t .

S te p 9 . S e le c t a u t h e n t ic a t io n m ode ( m ix e d m o d e ), s p e c ify th e

p a s s w o r d b e lo w an d c lic k N e x t .

( U s e r a c c o u n t : s a / p a s s w o r d : B 1 a d m in 1 2 3 4 5 6 7 8 )

7
S te p 1 0 . S e le c t c o lla t io n s e t t in g s ( S Q L C o lla t io n s ) a n d c lic k N e x t.

S te p 1 1 . S e le c t t h e p r e fe r r e d e rro r re po rt s e t t in g ( o p t io n a l) a n d c lic k
N e x t.

8
S te p 1 2 . C lic k I n s t a ll t o s t a r t t h e in s t a lla t io n .

S te p 1 3 . C lic k F in is h .

9
L e s s o n 2 M S S Q L S e rv e r 2 0 0 5 B a c k -u p a n d R e s to re

P ro c e d u re

2 .1 B a c k -u p P ro c e d u re
S te p 1 . Log in to S Q L S e r v e r M a n a g e m e n t S t u d io .

F or W in d o w s A u t h e n t ic a t io n s e le c t C o n n e c t . ( a p p lic a b le fo r lo c a l
c o n n e c t io n o n ly )
F or S Q L A u t h e n t ic a t io n in p u t t h e lo g in n am e an d th e pa ssw o rd

th e n s e le c t C o n n e c t .

P a th : S ta rt > > P ro gra m s > > S Q L S e rv e r 2 0 0 5 > > S Q L S e rv e r

M a n a g e m e n t S t u d io .

S te p 2 . S e le c t t h e d a t a b a s e to b e back u p.

N o te : A t a m in im u m y ou n e e d to v e r ify th re e t h in g s on t h is

s c r e e n . F ir s t , t h a t t h e c o r r e c t d a t a b a s e is s e le c t e d . S e c o n d ,
th a t th e back u p ty p e is se t to F U LL. F in a lly y ou n e e d to
ch oose th e back u p file n am e . O n th e O p t io n s ta b y ou can

s p e c ify w h e th e r S Q L S e rv e r s h o u ld r e p la c e or appe n d th e
b a c k u p to th e b a c k u p file .

P a t h : R ig h t C lic k s e le c t e d d a t a b a s e > > Task > > B a c k -u p

1 0
S te p 3 . C lic k add b u tto n to s e le c t t h e d e s t in a t io n file of y ou r back u p.

Th e n c lic k o k .

S te p 4 . C lic k o k . T h e b a c k - u p c o m p le t e d s u c c e s s fu lly .

1 1
2 .2 R e s to re P ro c e d u re

S te p 1 . S e le c t t h e d a t a b a s e to b e R e s to re d .
P a t h : R ig h t C lic k s e le c t e d d a t a b a s e > > Task > > R e s to re

S te p 2 . S e le c t t h e d a t a b a s e to b e R e s to re d .

In th e G e n e ra l page , c lic k th e F ro m D e v ic e r a d io b u tto n an d

n a v ig a t e d to th e back u p file . If y o u 'r e r e s t o r in g on th e sam e

c o m p u te r w h e re th e o r ig in a l d a t a b a s e r e s id e s y o u can ju s t le a v e
th e F ro m D a ta b a s e r a d io b u tto n s e le c t e d an d ch oose th e

d a t a b a s e . I t w ill a u t o m a t ic a lly s e le c t t h e b a c k u p . C lic k in g o n th e

o p t io n s ta b b r in g s u s t o t h e s e c o n d p a r t o f t h e d ia lo g .

1 2
S te p 3 . O n th e O p t io n page , s e le c t re s to re o p t io n ( o v e r w r it e th e
e x is t in g d a t a b a s e ) a n d s e le c t r e c o v e r y s t a t e t h e n s e le c t O k .

S te p 4 . C lic k O k . T h e r e s t o r e o f d a t a b a s e c o m p le t e d s u c c e s s fu lly .

1 3
L e s s o n 3 S A P B u s in e s s O n e I n s t a lla t io n

3 .1 I n s t a lla t io n P ro c e s s

3 .2 I n s t a lla t io n S A P B 1 S e r v e r T o o ls

Th e S e rv e r T o o ls is a pack age of s e r v ic e s u se d by th e S A P B u s in e s s

O n e S e r v e r a p p lic a t io n . I t in c lu d e s t h e fo llo w in g s e r v ic e s :

L ic e n s e M a n a g e r T h is s e r v ic e is m a n d a to ry . It m an age s th e
a p p lic a t io n lic e n s e m e c h a n is m . You can in s t a ll t h is s e r v ic e on a
m a c h in e o t h e r t h a n t h e S A P B u s in e s s O n e S e r v e r .

S B O B a c k u p T h is s e r v ic e is o p t io n a l. I t p e r fo r m s d a ta b a s e back u ps
an d a llo w s s c h e d u lin g o f a u t o m a t ic back u ps. M u st be in s t a lle d on th e

S A P B u s in e s s O n e S e r v e r .

S B O M a ile r T h is s e r v ic e is o p t io n a l. It e n a b le s u se rs to se n d e -

m a ils , fa x e s , an d S M S m e ssage s fr o m S A P B u s in e s s O n e . Th e S M S
fu n c t io n a lit y is a v a ila b le o n ly in I s r a e l. I n s t a lle d on th e S A P B u s in e s s

O n e S e rv e r or on e of th e w o r k s t a t io n s d e p e n d in g on w h e th e r or n ot
y ou w a n t fa x s e r v ic e s .

S B O D I S e rv e r T h is s e r v ic e is o p t io n a l. It e n a b le s m u lt i- s e s s io n
acce ss to - an d m a n ip u la t io n of th e S A P B u s in e s s O n e C om pan y
d a ta b a s e . R e q u ir e s a s p e c ia l lic e n s e . F or m o re in fo r m a t io n on t h is

s e r v ic e , r e fe r t o t h e S D K H e lp C e n t e r .

1 4
S te p 1 . G o to M y C o m p u te r > > R ig h t c lic k th e d e v ic e u se d in S A P > >

C lic k E x p lo r e > > Pack age s > > S e r v e r T o o ls > > S e tu p .

1 5
S te p 2 . W h e n th e W e lc o m e w in d o w o f t h e s e t u p w iz a r d fo r t h e S e r v e r
T o o ls a p p e a r s , c h o o s e N e x t t o c o n t in u e .

S te p 3 . In th e C u s to m e r I n fo r m a t io n w in d o w , e n te r y ou r n am e an d

com pan y d e t a ils an d s e le c t w h e t h e r y o u w a n t S e r v e r T o o ls t o b e

a v a ila b le o n ly t o t h e c u r r e n t u s e r o r a n y u s e r w h o lo g s o n t o t h is
c o m p u te r.

1 6
S te p 4 . In th e S e tu p T y p e w in d o w an d th e n c h o o s e N e x t.

S te p 5 . W h e n th e C o m p le t e I n s t a lla t io n w in d o w a ppe a rs, ch oose

F in is h . You can n ow c lo s e th e C D Lau n ch e r an d c o n t in u e w it h

t h e n e x t s e c t io n .

1 7
3 .3 I n s t a lla t io n o f S A P B 1 S e rv e r

S te p 1 . G o to M y C o m p u te r > > R ig h t c lic k th e d e v ic e u se d in S A P > >

C lic k E x p lo r e > > Pa ck age s > > S e r v e r T o o ls > > S e tu p .

S te p 2 . W h e n th e W e lc o m e w in d o w o f t h e s e t u p w iz a r d fo r t h e S e r v e r
a p p e a r s , c h o o s e N e x t t o c o n t in u e .

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S te p 3 . In th e C u s to m e r I n fo r m a t io n w in d o w , e n te r y ou r n am e an d
com pan y d e t a ils an d s e le c t w h e t h e r y o u w a n t S e r v e r T o o ls t o b e

a v a ila b le o n ly t o t h e c u r r e n t u s e r o r a n y u s e r w h o lo g s o n t o t h is
c o m p u te r.

S te p 4 . O n t h e S e r v e r I n s t a lla t io n page , ch oose :

T y p ic a l to in s t a ll th e S e rv e r a p p lic a t io n an d S e rv e r T o o ls on

t h e s a m e m a c h in e .
C u s to m iz e t o in s t a ll t h e S e r v e r a p p lic a t io n a n d S e r v e r T o o ls o n
d iffe r e n t m a c h in e s . T h e

in s t a lla t io n pro ce ss w ill s to p a fte r in s t a llin g th e S e rv e r

a p p lic a t io n a llo w in g y ou to p u t th e C D in t o a d iffe r e n t m a c h in e .

1 9
S te p 5 . T h e E d it D a t a w in d o w , s e le c t M S S Q L 2 0 0 5 a n d c h o o s e N e x t.

S te p 6 . In th e su bse qu e n t E d it D a ta w in d o w , e n te r th e c o n n e c t io n
s e t t in g s fo r S Q L S e r v e r a n d t h e n ch oose N e x t:
S e rv e r n a m e t y p ic a lly th e m a c h in e on w h ic h S Q L S e r v e r is

in s t a lle d
U se r n am e s a by d e fa u lt
P a ssw o rd B 1 A d m in by d e fa u lt . W e s t r o n g ly re co m m e n d

th a t y o u ch an ge t h is pa ssw o rd a fte r th e in s t a lla t io n of S A P

B u s in e s s O n e .

2 0
S te p 7 . In t h e S t a r t C o p y in g F ile s w in d o w , c h o o s e N e x t .
Th e s e tu p w iz a r d b e g in s c o p y in g file s . T h is m ay ta k e a w h ile

d e p e n d in g on th e n u m be r of de m o d a ta b a s e s y ou ch ose to
in s t a ll.

S te p 8 . In th e S e tu p C o m p le t e w in d o w , c h o o s e F in is h t o c o m p le t e t h e

in s t a lla t io n .
Th e C D Lau n ch e r c o m p le t e s th e in s t a lla t io n of th e S e rv e r

a p p lic a t io n .
If y ou ch ose T y p ic a l in s t a lla t io n , t h e s e tu p w iz a r d o f th e S e rv e r
T o o ls w ill appe ar a u t o m a t ic a lly . W a it u n t il th e s e tu p w iz a r d

o f th e S e rv e r T o o ls a p p e a rs a n d th e n c o n t in u e w it h th e
n e x t s e c t io n . If y ou ch ose C u s to m in s t a lla t io n , w a it u n t il t h e
S e rv e r page a ppe a rs an d th e n ch oose C u s to m S e rv e r T o o ls

a n d c o n t in u e w it h t h e n e x t s e c t io n .

2 1
3 .4 I n s t a lla t io n S A P B 1 C lie n t

You can in s t a ll t h e C lie n t a p p lic a t io n fr o m t w o lo c a t io n s :

F ro m th e S A P B u s in e s s O n e S e rv e r, ru n t h e c lie n t s e t u p . e x e file

lo c a t e d a t:
\ \ S A P B u s in e s s O n e \ B 1 _ S H R \ C lie n t s \ C lie n t _ S e t u p \ s e t u p . e x e .

W h e n t h e s e t u p w iz a r d o f t h e c lie n t a p p e a r s , c o n t in u e w it h S te p 1 .
F ro m t h e S A P B u s in e s s O n e C D :
P u t th e C D in th e C D -R O M d r iv e o f th e w o r k s t a t io n an d w a it

fo r th e C D L a u n c h e r h o m e p a g e to a ppe a r.
C h o o s e I n s t a ll C lie n t .
S e le c t B u s in e s s O n e C lie n t A p p lic a t io n a n d c h o o s e I n s t a ll.

W h e n th e s e tu p w iz a r d fo r th e c lie n t a p p e a r s , c o n t in u e w it h
S te p 1 .

2 2
2 3
S te p 1 . In t h e W e lc o m e w in d o w , c h o o s e N e x t .

S te p 2 . In th e C u s to m e r I n fo r m a t io n w in d o w , e n te r y ou r U se r an d

C om pan y n am e s an d th e n ch oose N e x t. T h e E x is t in g D a ta b a s e
S e r v e r L o g in w in d o w a p p e a rs . E n te r y o u r S A p a s s w o rd a n d th e n
c h o o s e N e x t.

2 4
S te p 3 . In th e C h oose D e s t in a t io n L o c a t io n w in d o w , ch oose N e x t to
acce pt th e d e fa u lt lo c a t io n . A lt e r n a t iv e ly , ch oose B ro w se to

s e le c t a d iffe r e n t lo c a t io n .

S te p 4 . In t h e S e le c t P r o g r a m F o ld e r w in d o w , c h o o s e N e x t .
T h e s e t u p w iz a r d s t a r t s c o p y in g file s .

2 5
 S te p 5 . W h e n th e I n s t a lla t io n C o m p le t e w in d o w a ppe a rs, ch oose
F in is h .

3 .5 P a tc h -u p S B O S e rv e r
N o t e : S e q u e n c e in P a tc h u p . D o in s t a ll/ u n in s t a ll p e r p a t c h le v e l.

S te p 1 . U n in s t a ll
S e r v e r T o o ls

D I - A P I ( if in s t a lle d )
D TW ( if in s t a lle d )
S D K ( if in s t a lle d )

X LR a n d o t h e r A d d - O n s ( if in s t a lle d )

S te p 2 . I n s t a ll P L p a c k a g e s u p g ra d e
S e r v e r T o o ls

S ta rt S e rv e r t o o ls (g o to S ta rt > > pro gra m s > > S A P B u s in e s s

O n e > > S e r v ic e M a n a g e r )
U p -g ra d e r com m on

D I A P I ( if n e e d e d )
D TW ( if n e e d e d )

S D K ( if n e e d e d )
U p -g ra d e r h e lp

3 .6 U p g ra d e P a th w it h in 2 0 0 5 A S P 0 1

T h is p a th h as th re e v a r ia t io n s d e p e n d in g on th e s p e c ific p a tc h y ou a re

u p g r a d in g fr o m . You r cu rre n t p a tc h a ls o d e t e r m in e s h ow m an y
d a ta b a s e -u p g ra d e s y ou a re a b o u t to p e r fo r m .

2 6
S te p 1 . B a c k u p y o u r d a ta b a s e
B a c k u p th e C o m m o n d a ta b a s e a n d a ll y o u r C o m p a n y d a t a b a s e s .

S te p 2 . U p g ra d e C o m m o n d a ta b a s e

U pgra de th e C om m on d a ta b a s e on t h e S A P B u s in e s s O n e s e r v e r
m a c h in e .

S te p 3 . U p g r a d e t h e a d m in is t r a t o r c lie n t
In case y ou h av e an a d m in is t r a t o r c lie n t , u pgra de it by
c o n n e c t in g t o y o u r c o m p a n y d a t a b a s e .

S A P re co m m e n ds th a t y o u in s t a ll t h e a p p lic a t io n s o ftw a r e o n th e
S A P B u s in e s s O n e se rv e r m a c h in e ( a d m in is t r a t o r c lie n t ) . T h is
le t s y ou p e r fo r m a d m in is t r a t iv e ta s k s fr o m y o u r s e r v e r m a c h in e

w it h o u t in t e r r u p t in g t h e c o m p a n y w o r k s t a t io n s .

S te p 4 . U p g ra d e y o u r C o m p a n y d a ta b a s e s
T h is s te p is o n ly r e le v a n t to p a tc h e s th a t in c lu d e d a ta b a s e
u pgra de

S te p 5 . R e p e a t S te p s 2 to 4
R e p e a t s te p s 2 to 4 u n t il y o u h av e re a ch e d y o u r t a r g e t r e le a s e .

D o n ot u pgra de y ou r w o r k s t a t io n s b e fo r e r e a c h in g to y ou r
t a r g e t r e le a s e

S te p 6 . U p g r a d e y o u r w o r k s t a t io n s
U pgra de th e o r g a n iz a t io n w o r k s t a t io n s o n ly a fte r y ou h av e

u pgra de d th e C om m on d a ta b a s e , a d m in is t r a t o r c lie n t , an d
C o m p a n y D a ta b a s e s to t h e t a r g e t r e le a s e .

2 7
 Upgrade Process U p g ra d e

Server upgrade

Client upgrade

Company upgrade

SAP AG 2003

You can d o w n lo a d th e u pgra de file fr o m th e S M B P o rta l at

h t t p :/ / s e r v ic e . s a p . c o m / s b o - s w c e n t e r .

Th e u pgra de p r o c e s s c o n s is t s o f t h r e e s t a g e s :

S e rv e r u p g ra d e : You ru n th e u pgra de file on th e S A P B u s in e s s

O n e S e rv e r. Th e u pgra de r u n s a u t o m a t ic a lly .

C lie n t u p g ra d e : A c lie n t u pgra de is c a r r ie d ou t a u t o m a t ic a lly

th e n e x t t im e y ou lo g on to th e c lie n t . Y o u n e e d to p e r fo r m th e
c lie n t u p g r a d e on e v e r y s in g le c lie n t .

D a ta b a s e u p g ra d e : W h e n y ou acce ss a com pan y d a ta b a s e , a n

u pgra de is a ls o c a r r ie d ou t on it a u t o m a t ic a lly . T h is o n ly h as to

be don e on ce an d can be d o n e fr o m a n y u pgra de d c lie n t .

T h is pro ce ss is a ls o v a lid w h e n y ou a p p ly a su ppo rt pack age or a

p a tc h .

2 8
 License ManagerL i c e n s e M a n a g e r

License SAP
SAP
Manager
Business Business
One License One
Test File Development
Server Production Server
Server

SAP Business Clients

SAP Add-On Solutions
Partner Add-On Solutions

SAP AG 2003
Th e lic e n s e s fo r a ll u se rs of S A P B u s in e s s O n e an d an y a d d -o n

s o lu t io n s a re c e n t r a lly m an age d by th e lic e n s e m a n a g e r. Th e lic e n s e

m an age r is a s o ftw a r e s e r v ic e th a t is pa rt of th e S A P B u s in e s s O n e
se rv e r t o o ls . I t c a n be in s t a lle d on an y c o m p u te r w it h in th e com pan y

n e tw o rk .

Th e lic e n s e s a re s to re d in a lic e n s e f ile . Y o u o n ly n e e d o n e lic e n s e file

fo r a ll k in d of lic e n s e p a c k a g e s (s u c h as lic e n s e s fo r s p e c ia l u se r
ty p e s o r a d d -o n s o lu t io n s ) .

S e v e ra l S A P B u s in e s s O n e S e rv e r in s t a lla t io n s can u se th e sam e

lic e n s e m an age r an d th e sam e lic e n s e file . T h is m e an s th a t y ou can

u se on e c e n tra l lic e n s e m an age r fo r y ou w h o le s y s te m la n d s c a p e

( p r o d u c t io n s e r v e r , t e s t s e r v e r , d e v e lo p m e n t s e r v e r , a n d s o o n ) .

A lic e n s e is a lw a y s v a lid fo r a n am e d u s e r. If th e u se r h as th e sam e

code in se v e ra l com pan y d a ta b a s e s or e v e n se v e ra l se rv e rs, h e can
u se th e sam e lic e n s e fr o m th e lic e n s e file . H o w e v e r, on e u se r can

a c c e s s t h e s a m e d a t a b a s e o n ly t w ic e a t t h e s a m e t im e .

W h e n e v e r a u se r acce sse s a fo r m in S A P B u s in e s s O n e , th e s y s te m
ch e ck s if t h e u se r h as th e r e q u ir e d lic e n s e fo r t h a t fo r m . T h is lic e n s e
c h e c k is in d e p e n d e n t fr o m t h e a u t h o r iz a t io n ch e ck .

Th e lic e n s e ch e ck c o n t r o ls if y ou h av e bou gh t th e t r a n s a c t io n
fr o m S A P.

Th e a u t h o r iz a t io n ch e ck c o n t r o ls if y ou h av e g ra n te d th e
t r a n s a c t io n to th e u s e r.

2 9
 Requesting and Adding a License
R e q u e s t in g a n d A d d in g a L ic e n s e

License Manager
http://service.sap.com/licensekey

Select a customer installation

and create a new system
License Key
Enter System Details
Request
Hardware Key M1028424123

Next

Select components for license

package

License Components
File E-mail with (SAP or Partners)
License File Number of Users
Validity Dates
Submit

To r e qSAP
u AGe2003
st a lic e n s e , y o u n e e d to e n te r th e s e t t in g s o f t h e lic e n s e m an age r an d

t o c o n n e c t t o y o u r lic e n s e s e rv e r. T h e lic e n s e m a n a g e r re tu rn s a h a rd w a re k e y to

y ou . Th e h a rd w a re k e y is g e n e ra te d fro m th e h a rd w a re da ta (m o th e rb o a rd ) of

th e s e rv e r o n w h ic h th e lic e n s e m a n a g e r is in s t a lle d . Y o u n e e d th e h a rd w a re k e y

t o re q u e s t a lic e n s e fo r in s t a lla t io n .

You th e n acce ss th e S M B P o rta l an d e n te r th e L ic e n s e K e y R e qu e st. Th e d ire c t

w ay to th e lic e n s e k e y re q u e s t is t h ro u g h h t t p : / / s e rv ic e .s a p .c o m / lic e n s e k e y .

In th e firs t ste p of th e lic e n s e k e y re q u e s t, y ou n e e d to s e le c t th e cu stom e r

in s t a lla t io n fo r w h ic h y ou w an t to re q u e s t a lic e n s e an d c re a te a n e w sy ste m .

E n te r a ll sy ste m d e t a ils of th e re q u e s t fo rm (su ch as re le a s e , da ta ba se , an d

sy ste m ty pe ) a n d pa ste th e h a rd w a re k e y in t o t h e c o rre c t fie ld .

O n t h e n e x t s t e p , y o u n e e d t o s e le c t t h e c o m p o n e n t s t h a t s h a ll b e in c lu d e d in th e
lic e n s e file . T h e com pon e n ts can be fro m S A P o r d e v e lo p e d b y S A P p a rtn e rs . T h e

p a rtn e r w ill re c e iv e a lis t of lic e n s e s th a t h av e be e n g iv e n ou t to c u s to m e rs .

F u rth e rm o re , y ou s p e c ify th e n u m be r of n am e d u s e r fo r e a c h com pon e n t an d a

v a lid it y da te .

S A P th e n g e n e ra te s a lic e n s e file fo r t h is sy ste m an d se n ds it to y ou as an

a tta ch m e n t to an e - m a il. W h e n y ou h av e re c e iv e d th e e - m a il, s a v e th e lic e n s e

f i l e t o y o u r s e r v e r s f i l e s y s t e m . E n t e r t h e s e t t i n g s o f t h e l i c e n s e m a n a g e r , b r o w s e

fo r th e lic e n s e file , a n d s e le c t Im p o rt L ic e n s e F ile .

N ote : A ft e r in s t a lla t io n , y o u can u se S A P B u s in e s s O n e fo r o n e m on th w it h o u t a

lic e n s e . T h is m e an s y ou can s ta rt y ou r im p le m e n t a t io n p ro je c t

im m e d ia t e ly w it h o u t w a it in g fo r y o u r lic e n s e . H o w e v e r, y o u s h o u ld a p p ly

fo r a lic e n s e as e a rly as p o s s ib le , p re fe ra b ly im m e d ia t e ly a fte r y o u in s t a ll

th e s o ftw a re a t th e c u s t o m e r s it e .

3 0
 License Administration
L ic e n s e A d m in is t r a t io n

SAP Components Partner Components

Licenses for

SAP AG 2003

A fte r y ou add th e lic e n s e file to th e lic e n s e m a n a ge r, y o u m u s t a s s ig n

th e in d iv id u a l lic e n s e s in th e lic e n s e file to y ou r n am e d u se rs. Yo u can
do t h is in th e lic e n s e a d m in is t r a t io n u n d e r A d m in is t r a t io n L ic e n s e

L ic e n s e A d m in is t r a t io n . Th e u se r fo r w h om y ou w a n t to ch an ge
th e lic e n s e a s s ig n m e n t m u st n ot be c o n n e c te d to th e s y s te m . O n ly

s u p e r u s e r s ( a d m in is t r a t o r s ) c a n c h a n g e t h e lic e n s e a s s ig n m e n t .

In th e lic e n s e a d m in is t r a t io n , y ou can a ls o v ie w th e to ta l n u m b e r of
lic e n s e s fo r e ach c o m p o n e n t, th e n u m be r o f lic e n s e s th a t a re n ot y e t
a s s ig n e d to an y u s e r ( A v a ila b le L ic e n s e N u m b e rs ), a n d th e b e g in d a te

a n d e x p ir a t io n d a te .

3 1
 C r e a t in g a C o m p a n y

To c re a te a n e w com pan y , ch oose A d m in is t r a t io n C h o o s e

C o m p a n y . Th e n c h o o s e N e w . E n t e r t h e fo llo w in g d a t a :

C om pan y N am e
D a ta b a s e N am e

L o c a l S e t t in g s
C h a rt o f A c c o u n ts

3 2
 Company Details
C o m p a n y D e t a ils

General
Company Name
Address
Communication
Accounting Data
Tax information
Holiday calendar
Basic Initialization
Critical Settings (!):
Chart of accounts
Company Details Template
Local currency - System
currency
Balance display
Account segmentation
Inventory valuation
Purchase accounts system

A fte r y ou h av e c re a te d th e com pan y d a ta b a s e , y o u s h o u ld p e r fo r m th e b a s ic

i ni tSAP
i aAGl i2003
z a t io n an d m a in t a in th e com pan y d e t a ils . C h oose A d m in is t r a t io n

S y s te m I n it ia liz a t io n C o m p a n y D e t a ils .

O n th e G e n e ra l ta b , th e a ddre ss an d c o m m u n ic a t io n d a ta of th e
com pan y is s to re d . T h e C om pan y N am e fie ld is u s e d o n ly in t e r n a lly fo r
d is p la y in g in fo r m a t io n in th e h e ade r a re a of th e S A P B u s in e s s O n e

m e n u tre e . T h e o th e r d a ta can be u se d on p r in t e d d o c u m e n t s . Y o u can

s t o r e a ll g e n e r a l d a t a in tw o d iffe r e n t la n g u a g e s .

Th e A c c o u n t in g D a ta a re a re co rds ta x in fo r m a t io n , s u c h as th e n am e
o f th e ta x o ffic e , fe d e r a l t a x ID s , a n d so o n . H e re y ou can a ls o s e le c t
a n d m a in t a in y o u r h o lid a y c a le n d a r .

Th e B a s ic I n it ia liz a t io n ta b c o n t a in s th e m ost c r it ic a l s e t t in g s in th e

s y s t e m , s in c e y ou can n ot ch an ge m o s t o f th e m a fte r y o u h a v e c re a te d
d o c u m e n t s in th e c o m p a n y :
You can s e le c t o n e o f s e v e ra l C h a rt o f A c c o u n ts T e m p la t e s . B y

s e le c t in g a c h a rt o f a c c o u n ts t e m p la t e , y o u tr a n s fe r th e a c c o u n t
d e t e r m in a t io n a t th e sam e t im e . Y o u s t ill n e e d t o e n s u r e t h e G /L
A c c o u n t D e t e r m in a t io n a re a is c o rre c t. Y o u can a ls o d e fin e y ou r

ow n ch a rt of a c c o u n ts in th e s y s te m , or im p o r t on e u s in g th e
d a ta m ig r a t io n w o rk be n ch .

You d e c id e on th e L o c a l C u rre n c y a n d th e S y s te m C u rre n cy .

You d e c id e h ow a c r e d it b a la n c e is d is p la y e d w it h th e D is p la y
C r e d it B a la n c e w it h N e g a t iv e S ig n in d ic a t o r .

You s p e c ify w h e th e r y o u w a n t t o u s e a c c o u n t s e g m e n t a t io n .
You d e c id e if y o u w a n t t o a c t iv a t e t h e in v e n t o r y s y s t e m an d h ow
it is h a n d le d .

3 3
 P a th s Paths
f o r M i cfor
r o sMicrosoft
o f t E x c e l Excel
E x p o r tExports,
s , P i c t u r Pictures,
e s , a n d A tand
ta c h m e n ts
Attachments

Server

General Settings
Posting Periods Sales Budget Services Display Background Path Items

Microsoft Word Templates Folder \\<server>\B1_SHR\WordDocs\English

Microsoft Excel Folder \\<server>\B1_SHR\ExelDocs

Picture Folder \\<server>\B1_SHR\Bitmaps

Attachments Folder \\<server>\B1_SHR\Attachments

Extensions Folder

Current Scanner

OK Cancel

SAP AG 2003

D u r in g in s t a lla t io n , th e B 1 _ S H R d ir e c t o r y is a u t o m a t ic a lly c re a te d on
th e S A P B u s in e s s O n e se rv e r. T h is d ir e c t o r y is sh a re d w it h a ll c lie n t
w o r k s t a t io n s (S H R s ta n d s fo r s h a r e ) . I n a d d it io n t o t h e in s t a lla t io n file s

fo r th e c lie n t s o ftw a r e , t h is d ire c to ry a ls o c o n t a in s c e n t r a l d ir e c t o r ie s

fo r th e M ic r o s o ft E x ce l e x p o rts , p ic t u r e s , an d a tta c h m e n ts . C h oose
A d m in is t r a t io n S y s te m I n it ia liz a t io n G e n e ra l S e t t in g s an d

th e n th e P a th ta b to d e fin e th e p a th s to t h e s e d ir e c t o r ie s :

B 1 _ S H R \ E x c e lD o c s - fo r e x p o r t s t o M ic r o s o ft E x c e l
B 1 _ S H R \ B it m a p s - fo r p ic t u r e s in m a s te r d a ta
B 1 _ S H R \A tta c h m e n ts - fo r a tta c h m e n ts of a ll t y p e s to in t e r n a l

e - m a ils , c o n t a c t s , a n d s o o n .

N o te : T h e E x t e n s io n s F o ld e r is o n ly r e le v a n t fo r th e G e rm a n S t a m p - it

a d d -o n .

3 4
 Path to Microsoft Word Templates
P a th to M ic r o s o f t W o r d T e m p la t e s

Server

General Settings
Posting Periods Sales Budget Services Display Background Path Items

Microsoft Word Templates Folder \\<server>\B1_SHR\WordDocs\English

Microsoft Excel Folder \\<server>\B1_SHR\ExelDocs

Picture Folder \\<server>\B1_SHR\Bitmaps

Attachments Folder \\<server>\B1_SHR\Attachments

Extensions Folder

Current Scanner

OK Cancel

T hSAP
e AG 2003
B 1 _ S H R d ir e c t o r y a ls o m u s t c o n t a in th e t e m p la t e s to be e x p o rte d

to M ic r o s o ft W o rd. D u r in g th e in s t a lla t io n , th e in s t a lla t io n r o u t in e

s to re s th e t e m p la t e s on th e c lie n t , w h e r e th e y a re s o rte d a c c o r d in g to
th e c o u n try . C o p y th e r e q u ir e d t e m p la t e s to th e W o r d D o c s d ir e c t o r y in

th e B 1 _ S H R se rv e r d ir e c t o r y . C h oose A d m in is t r a t io n S y s te m
I n it ia liz a t io n G e n e ra l S e t t in g s an d th e n th e P a th ta b to d e fin e

th e p a th to t h is d ir e c t o r y in th e M ic r o s o ft W o r d T e m p la t e s F o ld e r fie ld .

T h e fo llo w in g t e m p la t e s a r e a v a ila b le :

D o c m n h l1 . d o c - fo r a ll c u s t o m e r a n d v e n d o r d o c u m e n t s

C u s tA c c o u n ts .d o c - to e x p o r t C u s t o m e r R e c e iv a b le s A g in g
T o D o L e tte rs .d o c - to e x po rt ope n in v o ic e s u s in g th e O pe n
I t e m s L is t

3 5
 Path to Exported Microsoft Word Files
P a th to E x p o rte d M ic r o s o f t W o r d F ile s

C:\Program Files\SAP\SAP Business One\WordDocs

Client

SAP AG 2003
Th e re is a ls o a W o rdD o cs d ir e c t o r y on e v e ry c lie n t . T h is is w h e re th e

s y s te m s to re s a ll e x p o rte d W o rd file s . In t h is d ir e c t o r y , th e s y s te m
c re a te s a s e p a ra te d ir e c t o r y fo r e ach com pan y w it h th e n am e o f th e
com pan y d a ta b a s e . In e ach com pan y d ir e c t o r y , th e s y s te m c re a te s

d ir e c t o r ie s fo r e v e r y b u s in e s s p a r tn e r fo r w h o m y ou e x p o rt d o c u m e n ts
to M ic r o s o ft W o r d .

Th e s y s te m s to re s th e e x p o rte d c u s to m e r an d v e n dor d o c u m e n ts in
th e d ir e c t o r ie s o f th e c o r r e s p o n d in g b u s in e s s p a r t n e r s . T h is is c a r r ie d

ou t u n de r a file n am e c o n s is t in g of th e n am e of th e docu m e n t ty p e
( fo r e x a m p le , o u t g o in g in v o ic e ) a n d th e d o c u m e n t n u m b e r.

Th e s y s te m s to re s th e e x p o rte d re p o rts ( C u s t o m e r R e c e iv a b le s A g in g ,
O pe n Ite m s L is t ) d ir e c t ly in th e com pan y d ir e c t o r y . Th e file n am e
c o n s is t s o f t h e r e p o r t n a m e a n d t h e d a t e w h e n it w a s c r e a t e d .

T h is fu n c t io n is p o s s ib le o n ly w h e n M ic r o s o ft W o r d is in s t a lle d o n e v e ry

c lie n t .

3 6
 Docmnhl1.doc D o c m n h l1 . d o c

Header

Items
Service items
General document fields

Footer

SAP AG 2003

To m e e t y ou r r e q u ir e m e n t s , y ou can adapt D o c m n h l1 . d o c , th e
t e m p la t e fo r c u s to m e r an d v e n dor d o c u m e n ts . To do so, ope n
D o c m n h l1 . d o c in M ic r o s o ft W o r d t o c h o o s e a d d it io n a l fie ld s .

You h a v e t h e fo llo w in g o p t io n s :

G e n e ra l dro pdo w n lis t : H e r e y ou can in s e r t fie ld s in th e h e ade r

a n d fo o te r s e c t io n s o f t h e d o c u m e n t .

M a t r ix L in e s dro pdo w n lis t : H e re y ou can in s e r t fie ld s in th e

it e m s t a b le .

M a t r ix S e r v ic e dro pdo w n lis t : H e r e y ou can in s e r t fie ld s in th e

s e r v ic e it e m s t a b le .

M a t r ix S u m m a ry by d o c u m e n ts dro pdo w n lis t : H e re y ou can

in s e r t fie ld s in th e g e n e r a l d o c u m e n t s s e c t io n .

3 7
 SAP Business One Service Manager
S A P B u s in e s s O n e S e r v ic e M a n a g e r

Set service

Select service

Start service Double-click

Pause service

Stop service

SAP AG 2003

Th e S A P B u s in e s s O n e S e r v ic e M an age r an d it s s e r v ic e s a re in s t a lle d
a u t o m a t ic a lly w h e n y ou in s t a ll t h e S A P B u s in e s s O n e s e r v e r .

A fte r th e in s t a lla t io n , y o u n e e d to s ta rt th e S A P B u s in e s s O n e S e r v ic e

M a n a g e r b y r u n n in g t h e file S e r v e r M a n a g e r . e x e in d r iv e : \ \ < I n s t a lla t io n

p a th o f S A P B u s in e s s O n e > \ S e r v ic e M a n a g e r .

A fte r y ou s ta rt th e S A P B u s in e s s O n e S e r v ic e M a n a ge r, a n e w ic o n
a ppe a rs on th e W in d o w s ta s k b a r. To ope n th e S A P B u s in e s s O n e
S e r v ic e M a n a ge r, d o u b le - c lic k t h is ic o n . You can s e le c t , s e t, s ta rt,

pau se , or s to p s e r v ic e s in d iv id u a lly w it h in th e S A P B u s in e s s O n e
S e r v ic e M a n a g e r .

T h e fo llo w in g s e r v ic e s a r e p r o v id e d :

S A P B u s in e s s O n e B a c k u p S e r v ic e
S A P B u s in e s s O n e M a il S e r v ic e

3 8
 Backup Service
B a c k u p S e r v ic e

Schedule Connection

Settings Database

T hSAP
e AG b
2003a c k u p s e r v ic e h a s t h e fo llo w in g s e t t in g s :
S c h e d u le : You can d e fin e a back u p s c h e d u le th a t d e t e r m in e s

w h e n b a c k u p s a r e p e r fo r m e d .
S e t t in g s : You m u st e n te r a back u p d ir e c t o r y an d a te m p o ra ry

d ir e c t o r y .
C o n n e c t io n : Y o u m u s t s e le c t t h e M ic r o s o ft S Q L s e r v e r o n w h ic h
y ou w an t th e s e r v ic e to back u p d a ta b a s e s . B e cau se th e S A P

B u s in e s s O n e S e r v ic e s a re u s u a lly in s t a lle d on th e sam e se rv e r

as th e M ic r o s o ft S Q L S e rv e r, th e co rre ct s e t t in g is u s u a lly
( lo c a l) .

D a ta b a s e s : S e le c t th e com pan y d a ta b a s e s to be sav e d by th e

s e r v ic e .

You m u st se t u p t h e b a c k u p s e r v ic e b e fo r e y o u can s t a r t it .

Th e a d v a n ta g e o f th e b a c k u p s e r v ic e o v e r a b a c k u p u s in g t h e M ic r o s o ft
S Q L E n t e r p r is e M an age r is th a t th e back u p s e r v ic e a ls o in c lu d e s th e
d ir e c t o r ie s in th e g e n e r a l s e t t in g s ( a t t a c h m e n t s , im a g e s , a n d M ic r o s o ft

E x c e l file s ) . W h e n y ou s ta rt a b a c k u p , t h e s e r v ic e fir s t c o m p r e s s e s t h e
s e le c t e d com pan y d a ta b a s e s a n d t h e d ir e c t o r ie s in t h e g e n e r a l s e t t in g s
in d iv id u a lly in th e te m p o ra ry d ir e c t o r y . I t t h e n pack s th e co m pre sse d

file s fr o m t h is d ir e c t o r y in t o a s in g le * . z ip file in th e back u p d ir e c t o r y

a n d d e le t e s th e c o n te n ts o f th e te m p o ra ry d ir e c t o r y .

If y ou w an t to r e lo a d a back u p, y ou m u st lo a d th e d a ta b a s e back u p
u s in g th e M ic r o s o ft S Q L E n t e r p r is e M an age r an d copy th e c o n te n ts of

th e p a c k e d d ir e c t o r ie s m a n u a lly in t o t h e d ir e c t o r ie s .

3 9
 Mail Service M a il S e r v ic e

Schedule Connection

Settings Database

SAP AG 2003

T h e m a il s e r v ic e h a s t h e fo llo w in g s e t t in g s :

S c h e d u le : You can d e fin e a s c h e d u le to s p e c ify w h e n o u t g o in g

m e s s a g e s w ill b e s e n t .

S e t t in g s : Y o u n e e d to e n te r th e IP a ddre ss o r th e n am e of y ou r
m a il s e r v e r fo r o u t g o in g e - m a ils , a s w e ll a s e n c o d in g s e t t in g s . I f
y ou u se an S M S s e r v ic e p r o v id e r to se n d S M S m e s s a g e s , e n te r

y ou r pa ssw o rd fo r t h is s e r v ic e h e re . A d d it io n a lly , y ou can

s p e c ify w h e th e r u se rs w ill r e c e iv e a n o t ific a t io n to c o n fir m a
fa u lt y o r s u c c e s s fu l t r a n s m is s io n . F u r t h e r m o r e , y o u can d e fin e a

s ig n a t u r e t h a t is a u t o m a t ic a lly a d d e d to e a c h e - m a il s e n t .

C o n n e c t io n : Y o u m u s t s e le c t t h e M ic r o s o ft S Q L s e r v e r o n w h ic h
th e com pan y d a ta b a s e s fo r m a il s e r v ic e a re lo c a t e d . S in c e th e
S A P B u s in e s s O n e s e r v ic e s a re u s u a lly in s t a lle d on th e sam e

se rv e r as th e M ic r o s o ft S Q L S e rv e r, th e s e t t in g is n o r m a lly
( lo c a l) .

D a ta b a s e : S e le c t th e d a ta b a s e s th a t y ou w an t to u se w it h th e
m a il s e r v ic e .

To se n d fa x e s fr o m S A P B u s in e s s O n e , in s t a ll S y m a n t e c W in F a x P ro
1 0 .0 w it h in th e n e tw o rk of th e o r g a n iz a t io n . It doe s n ot r e q u ir e an y

s p e c ia l c o n fig u r a t io n s o r s e t t in g s t o w o r k w it h S A P B u s in e s s O n e .

S y m a n t e c W in F a x P r o 1 0 . 0 m u s t b e p u r c h a s e d s e p a r a t e ly .

4 0
 Users TypesUand Defaults
s e r T y p e s a n d D e f a u lt s

Defaults
General (Address and
Communication Data)
Logistics and
Accounting Defaults
Print Settings
Credit Card Accounts

2 Types

Superusers Users

Have all authorizations Authorizations in

accordance with General
Authorization Management
and Data Ownership

SAP AG 2003

To be a b le to w o rk in S A P B u s in e s s O n e , th e u se r m u s t lo g on to th e
s y s te m . To do t h is , a u se r m a s te r re co rd m u st be d e fin e d in th e

s y s te m . C h o o s e A d m in is t r a t io n D e f in it io n s G e n e ra l D e f in e
U s e rs to c re a te an d m a in t a in u se r m a s te r re co rds. Th e u s e r - s p e c ific
pa ssw o rd can be n u m e r ic or a lp h a n u m e r ic . N ote th a t th e e n t r ie s a re

c a s e - s e n s it iv e . To ch an ge h is ow n pa ssw o rd, th e u se r ch oose s

A d m in is t r a t io n D e f in it io n s G e n e ra l C h a n g e P a s s w o rd .

Th e a u t h o r iz a t io n s of a u se r a re d e fin e d in ge n e ra l a u t h o r iz a t io n
m an age m e n t an d th ro u g h d a ta o w n e r s h ip . If a u se r is to r e c e iv e fu ll

a u t h o r iz a t io n s fo r th e w h o le s y s te m ( fo r e x a m p le , if h e is an
a d m in is t r a t o r ) , t h e u se r can b e id e n t ifie d a s a s u p e ru s e r. A su pe ru se r
can a ls o r e s e t p a s s w o r d s o f o t h e r u s e r s .

You can d e fin e a s e t o f d e fa u lt v a lu e s th a t y o u can th e n a s s ig n to on e

o r m o re u s e r s b y e n t e r in g it in t o t h e D e fa u lt s fie ld .

4 1
 General Authorizations
G e n e r a l A u t h o r iz a t io n s

Authorization
Objects
Authorizations
Behrendt Administration Read-Only
Krueger Financials Full Authorization
Loewe Sales Opportunities Read-Only
Sales A/R Read-Only
manager
Purchasing A/P Read-Only
Riemann
Business Partners Read-Only
Drag & Schmidt Read-Only
Banking
Drop Schuy Inventory Read-Only
Training Production Various Authorizations
Define Bill of Materials Read-Only
Weber
Production Order Full Authorization
Walter Full Authorization
Receipts from Production
Winter Issues for Production Full Authorization
MRP Read-Only

Users Max. Discount Expand Collapse

Use Encryption

Ok Cancel Full Authorization Read Only No Authorization

Authorization Level
SAP AG 2003

C h oose A d m in is t r a t io n S y s te m I n it ia liz a t io n A u t h o r iz a t io n s

G e n e r a l A u t h o r iz a t io n to m a n a g e g e n e r a l a u t h o r iz a t io n s .

You u se th e ge n e ra l a u t h o r iz a t io n m an age m e n t to a s s ig n th e

a u t h o r iz a t io n s fo r s p e c ia l t r a n s a c t io n s or fu n c t io n a lit ie s ( a u t h o r iz a t io n
o b je c ts ) to in d iv id u a l u se rs in th e s y s te m . Th e re a re th re e d iffe r e n t

a u t h o r iz a t io n le v e ls fo r g e n e r a l a u t h o r iz a t io n s :
F u ll A u t h o r iz a t io n - Th e u se r can d is p la y an d ch an ge
d a ta o f t h is a u t h o r iz a t io n o b je c t.

R e a d O n ly - Th e u se r can o n ly d is p la y d a ta of t h is
a u t h o r iz a t io n o b je c t.
N o A u t h o r iz a t io n - Th e u se r h as n o acce ss to t h is

a u t h o r iz a t io n o b je c t.

You can copy ge n e ra l a u t h o r iz a t io n s . S e le c t th e u se r w it h th e

p r e v io u s ly d e fin e d g e n e r a l a u t h o r iz a t io n a n d d r a g a n d d r o p t h is u s e r t o
th e u se r w h o is to r e c e iv e t h is ge n e ra l a u t h o r iz a t io n . Th e s y s te m

a u t o m a t ic a lly c o p ie s t h e g e n e r a l a u t h o r iz a t io n s .

You can c re a te a d d it io n a l a u t h o r iz a t io n o b je c ts fo r fo r m s th a t y o u h av e

c re a te d w it h th e S o ftw a r e D e v e lo p m e n t K it . T h e s e w ill b e adde d to th e

lis t o f a u t h o r iz a t io n o b je c ts u n d e r t h e t it le U s e r A u t h o r iz a t io n s . C h o o s e
A d m in is t r a t io n S y s te m I n it ia liz a t io n A u t h o r iz a t io n s

A d d it io n a l A u t h o r iz a t io n C re a to r to c re a te an d m a in t a in n e w
a u t h o r iz a t io n o b je c ts .

4 2
 Data Ownership
D a ta O w n e r s h ip

Document

Business Partner Master Record

Header Data
Business Partner
Contents
Document Type Item/Service

1 Item No. Item Description Quantity Owner

2

Header Data
Sales Employee
Owner

D a ta o w n e r s h ip m e an s th a t e v e ry docu m e n t or e v e n e v e ry lin e it e m
w it h in a docu m e n t is a s s ig n e d to an o w n e r. T h is ow n e r m u st h av e
SAP AG 2003
be e n c re a te d as an e m p lo y e e m a s te r re c o rd in h u m an re so u rce s. Th e
ow n e r an d h is d a ta o w n e r s h ip s e t t in g s c o n tro l w h o can d is p la y an d
c h a n g e th e d o c u m e n t.

W h e n y ou e n te r a b u s in e s s p a r t n e r in th e h e a d e r o f th e d o c u m e n t, th e
s y s te m acce sse s th e b u s in e s s p a rtn e r m a s te r re c o rd a n d r e t r ie v e s t h e

bu y e r or th e s a le s e m p lo y e e to copy it in t o th e r e le v a n t fie ld in th e
d o c u m e n t.
If th e b u y e r o r s a le s e m p lo y e e is a s s ig n e d t o a n e m p lo y e e m a s te r re c o rd ,

t h is e m p lo y e e is d e fa u lt e d a s t h e o w n e r o f t h e d o c u m e n t a n d t h e ow n e r o f

th e lin e it e m s .

If th e bu y e r or s a le s e m p lo y e e is n ot a s s ig n e d to an y e m p lo y e e m a ste r

re c o rd , th e c u rre n t u se r is d e fa u lt e d as th e ow n e r of th e docu m e n t an d

th e ow n e r of th e lin e it e m s .

You can ch an ge th e d e fa u lt , b u t o n c e an ow n e r is a s s ig n e d , o n ly t h is

o w n e r o r a su pe ru se r ca n c h a n g e th e o w n e r. A u se r can a lw a y s a c c e s s
h is o w n d o c u m e n ts .
To a c t iv a t e th e d a t a o w n e r s h ip a u t h o r iz a t io n s , c h o o s e A d m in is t r a t io n

S y s te m I n it ia liz a t io n A u t h o r iz a t io n s D a ta O w n e r s h ip
E x c e p t io n s an d s e le c t th e O w n e r F ilt e r in g A c t iv e in d ic a t o r .

F u r th e r m o r e , fo r e v e r y d o c u m e n t y o u h a v e t h e fo llo w in g o p t io n s :
N o F ilt e rin g : T h e d o c u m e n t is a v a ila b le fo r a ll u s e rs . D a t a o w n e rs h ip is n o t

a c t iv e fo r th a t d o c u m e n t ty p e .

B y h e ade r an d lin e o w n e rs : A n y ow n e r on h e ade r or lin e it e m le v e l is

c o n s id e re d t o b e an ow n e r of a docu m e n t of th a t docu m e n t ty pe .

B y h e ade r ow n e r o n ly : O n ly th e ow n e r on h e ade r le v e l is re g a rd e d as

ow n e r of a docu m e n t of th a t docu m e n t ty pe .

4 3
 Authorizations Defined by the Organizational Hierarchy
A u t h o r iz a t io n s D e f in e d b y th e O r g a n iz a t io n a l H ie r a r c h y

Peer

Marc Manager Manager

Managing Director Subordinate

Marc Seller George Profit

Account Manager Sales Manager

Fred Buyer Mary Discount

Sales Employee Sales Employee

B ySAP AG
a 2003
s s ig n in g m a n a ge rs to e m p lo y e e m a s te r re co rds, y o u b u ild u p an

o r g a n iz a t io n a l h ie r a r c h y . You can u se t h is h ie r a r c h y to d e fin e w h o is

a llo w e d to d is p la y o r c h a n g e w h o s e d o c u m e n t s in th e s y s te m .

C h oose A d m in is t r a t io n S y s te m I n it ia liz a t io n A u t h o r iz a t io n s
D a ta O w n e r s h ip A u t h o r iz a t io n s to d e fin e th e fo llo w in g

a u t h o r iz a t io n s fo r e v e r y u s e r a n d fo r e v e r y d o c u m e n t t y p e :
P e e r: Th e u se r can acce ss docu m e n ts th a t a re ow n e d by a c o lle a g u e on

th e sam e le v e l in th e h ie ra rc h y .

M a n a g e r: Th e u se r ca n acce ss docu m e n ts th a t a re ow n e d by h is d ire c t

m a n a g e r.

S u b o rd in a t e : T h e u s e r c a n a c c e s s d o c u m e n ts th a t a re ow n e d by an y o f h is

d ire c t s u b o rd in a t e s .

You can d e fin e a d d it io n a l a u t h o r iz a t io n gro u ps th a t a llo w acce ss to

e ach o t h e r s d o c u m e n t s :
D e p a rtm e n t: Th e u se r can a c c e s s d o c u m e n ts th a t a re ow n e d by an y u se r
w h o is m e m b e r o f t h e sam e d e p a rtm e n t.

B ra n c h : Th e u se r can a c c e s s d o c u m e n ts th a t a re ow n e d by an y u se r w h o

is m e m b e r o f t h e sam e b ra n c h .

T e a m : T h e u s e r c a n a c c e s s d o c u m e n ts th a t a re ow n e d by an y u s e r w h o is

m e m be r of th e sam e te a m .

T h e fo llo w in g le v e ls o f a u t h o r iz a t io n a r e p o s s ib le :
N on e : Th e u se r ca n n ot a cce ss docu m e n ts of th e a u t h o riz a t io n g ro u p .

R /O (R e ad O n ly ) : Th e u se r can d is p la y bu t n ot ch an ge docu m e n ts of th e

a u t h o riz a t io n g ro u p .

F u ll: Th e u se r can d is p la y an d ch an ge docu m e n ts of th e a u t h o riz a t io n

g ro u p .

4 4
C h a p te r 2
D a ta M ig r a tio n

Le sson 1 D a t a M ig r a t io n
Le sson 2 D a t a T ra n s fe r In t e rfa c e

Le sson 3 D e fin in g O p e n in g B a la n c e s

4 5
L e s s o n 1 D a ta M ig r a t io n

Data Migration
D a ta M ig r a t io n

ma
nu
al

l
n ua
ma c
m ati
a uto

SAP AG 2003

S A P B u s in e s s O n e im p le m e n t a t io n s r e q u ir e y ou to m ig r a t e d a ta fr o m
th e le g a c y s y s te m in t o th e n e w S A P B u s in e s s O n e s y s t e m . B u s in e s s

d a ta (s u c h as c u s t o m e r s , v e n d o r s , p r o d u c t s , in v o ic e s , c r e d it m e m o s ,
an d so o n ) m u s t b e a v a ila b le in th e n e w s y s te m b e fo r e g o in g liv e .

D a ta m ig r a t io n can be don e m a n u a lly ( if y ou h av e n ot u se d an E R P -

s y s te m b e fo r e ) or a u t o m a t ic a lly th ro u g h M ic r o s o ft E x ce l an d t o o ls

o ffe r e d b y S A P B u s in e s s O n e .

4 6
 Data Transfer Workbench Complete Vision
D a ta T ra n s fe r W o rk b e n c h C o m p le t e V is io n

Data Transfer Workbench

Legacy System

SAP Business One

DI-
E
X Data Import Wizard
A
P
O
P
R Data Data
T Data
Extrac- Map- Import I
tion ping

D aSAPtAGa2003 m i g r a t i o n is th e pro ce ss by w h ic h e x is t in g b u s in e s s d a ta is
m ig r a t e d fr o m a p r e v io u s s y s t e m t o S A P B u s in e s s O n e .

To e n su re th e d a ta is m ig r a t e d as e a s ily as p o s s ib le , S A P p r o v id e s th e
S A P B u s in e s s O n e A d d -O n D a ta T ra n s fe r W o rk b e n c h . It can be
in s t a lle d on an y w o r k s t a t io n w it h in th e n e tw o rk of th e S A P B u s in e s s

O n e S e rv e r.

D a ta m ig r a t io n c o n s is t s o f t h e fo llo w in g s te p s :

D a ta E x t r a c t io n . Th e n e ce ssa ry d a ta is e x tra c te d fr o m th e

p r e v io u s s y s t e m .

D a ta M a p p in g . Th e d a ta is c o n v e rte d in t o th e d a ta fo r m a t of

S A P B u s in e s s O n e a n d a s s ig n e d t o it s d a t a s t r u c t u r e s .

D a ta I m p o rt. Th e d a ta is im p o r t e d to S A P B u s in e s s O n e . Th e

D a ta T r a n s fe r W o r k b e n c h u se s th e D a ta I n te r fa c e A P I to e n s u re
d a ta c o n s is t e n c y .

In th e fu tu r e , th e D a ta T r a n s fe r W o rk be n ch w ill su ppo rt a ll d a ta
m ig r a t io n s te p s .

4 7
 Data Transfer
D a tWorkbench
a T ra n s fe r W o rk b e n c h

Data Transfer Workbench

SAP Business One

Legacy System

E DI-
X Data Import Wizard
P A
O
R P
Data Data Data
T Extrac- Map-
Microsoft Import I
tion ping
Excel
Templates

SAP AG 2003

Th e D a ta T r a n s fe r W o r k b e n c h s u p p o rts d a ta m a p p in g an d d a t a im p o r t .

T h e d a ta e x po rt m u st be p r o v id e d by t h e le g a c y s y s t e m .

Th e d a ta m u s t be a v a ila b le in M ic r o s o ft E x c e l a n d sav e d as a t e x t file

t h a t is t a b - d e lim it e d , c o m a d e lim it e d , o r s e m ic o lo n d e lim it e d .

Th e D a ta T r a n s fe r W o rk be n ch p r o v id e s th e fo llo w in g t o o ls fo r c a r r y in g

o u t d a ta m a p p in g a n d d a ta im p o r t :

1 . M ic r o s o ft E x c e l t e m p la t e s
2 . I n t e r fa c e M a in t e n a n c e
3 . D a ta I m p o r t W iz a r d w it h M a p p in g F u n c t io n a lit y

4 . Log M an age m e n t

4 8
 Microsoft Excel
M i c r oTemplates
s o ft E x c e l T e m p la t e s

Tables Microsoft Excel Templates

OCRD Business Partners Business Partners.xlt

CRD1 Business Partners - Business Partners_Address.xlt
Addresses
OCPR Business Partners - Business Partners_ContactEmployees.xlt
Contact Persons

SAP AG 2003
Th e M ic r o s o ft E x ce l T e m p la t e s d e liv e r e d w it h th e D a ta T r a n s fe r
W o rk be n ch a re ba se d o n t h e t a b le s in S A P B u s in e s s O n e .

If a b u s in e s s o b je c t is re p re s e n te d by o n ly on e t a b le in S A P B u s in e s s
O n e (s u c h as G /L a c c o u n ts ), o n ly on e t e m p la t e is n e ce ssa ry . If a
b u s in e s s o b je c t is re p re s e n te d by m o re th a n on e t a b le ( fo r e x a m p le ,

fo r th e b u s in e s s p a rtn e r th a t n e e d s tw o m o re t a b le s fo r a d d r e s s e s a n d
c o n t a c t p e r s o n s ) , o n e t e m p la t e fo r e a c h t a b le is d e liv e r e d .

Th e t e m p la t e s c o n t a in t it le s an d re m a rk s r e g a r d in g th e ty p e o f d a ta .

P le a s e r e fe r t o t h e d o c u m e n t a t io n fo r a d d it io n a l in fo r m a t io n .

D o n ot d e le t e th e to p tw o ro w s o f th e t e m p la t e s . A dd on e a d d it io n a l
c o lu m n fo r e v e r y u s e r - d e fin e d fie ld th a t y o u w a n t to im p o r t .

You can copy an d p a s te y o u r d a ta in t o t h e t e m p la t e .

4 9
L e s s o n 2 D a ta T ra n s fe r I n te rfa c e

Data Transfer Interface

D a ta T ra n s fe r I n te rfa c e

Create
Template
Import

Microsoft Excel
Templates

Data Transfer
Interface

T hSAP
e AG 2003
M ic r o s o ft E x ce l t e m p la t e s a re base d on a p r e c o n fig u r e d d a ta
t r a n s fe r in t e r fa c e .

You m ay a d a p t y o u r le g a c y d a ta to th e s e M ic r o s o ft E x c e l T e m p la t e s or

y ou m ay ch an ge th e d a ta tr a n s fe r in t e r fa c e an d g e n e ra te n e w
M ic r o s o ft E x c e l T e m p la t e s fr o m it .

It m ay be n e ce ssa ry to ch an ge th e d a ta tr a n s fe r in t e r fa c e if r e q u ir e d
fie ld s a r e m is s in g in t h e d e fa u lt in t e r fa c e .

You can a lw a y s g o b a c k to t h e d e fa u lt in t e r fa c e if n e c e s s a r y .

5 0
 Connecting to the Database
C o n n e c t in g to th e D a ta b a s e

SAP AG 2003

Th e fir s t s te p is to co n n e ct to th e d a ta b a s e in t o w h ic h y ou w an t to

im p o r t t h e d a t a .

W h e n y ou ch oose Log on , th e L o g in scre e n a ppe a rs. H e re y ou e n te r

th e u se r n am e an d th e pa ssw o rd as w e ll a s th e se rv e r on w h ic h th e
d a ta b a s e is s to re d . W h e n y ou ch oose R e fr e s h , a ll d a t a b a s e s fo r w h ic h

th e u se r n am e an d th e pa ssw o rd a re v a lid a re lis t e d in th e C om pan y

dro pdo w n lis t .

S e le c t th e d a ta b a s e in t o w h ic h y ou w an t to im p o r t th e d a ta an d
ch oose O K .

Th e Lan gu age fie ld a ffe c ts t h e la n g u a g e o f t h e lo g file .

5 1
 Data Import Wizard
D a t a I Im p o r t W iz a r d I

Rollback
settings

SAP AG 2003
Th e D a ta Im p o rt W iz a r d p r o v id e s s te p -b y -s te p in s t r u c t io n s h ow to

u p lo a d th e pre pa re d d a ta . Th e D a ta Im po rt W iz a r d r e q u ir e s o n ly a
m in im u m a m o u n t o f t r a in in g a n d m a k e s t h e im p o r t p r o c e s s s im p le a n d

e a s y to c a rry o u t.

In s te p 1 y ou ch oose if y o u w a n t to im p o r t a n e w o b je c t o r u p d a te an

e x is t in g o b je c t (u p d a te is s u p p o rte d fo r G /L a c c o u n ts , b u s in e s s
p a r t n e r s , it e m s , a n d p r ic e s ) .

In s te p 2 y ou ch oose th e b u s in e s s o b je c t th a t y o u w a n t to im p o r t o r
u p d a te .

In s te p 3 y ou ch oose th e d a ta file s t h a t y o u w a n t t o im p o r t . D e p e n d in g
on th e b u s in e s s o b je c t y ou can u p lo a d s e v e ra l d a ta file s fo r d iffe r e n t

t a b le s of th e sam e b u s in e s s o b je c t in p a r a lle l. Th e file s m u st be te x t

file s w it h c o m m a , s e m ic o lo n , o r t a b a s t h e d e lim it e r .

To d e fin e h ow th e D a ta T r a n s fe r W o r k b e n c h be h av e s in ca se o f e rro rs,

ch oose A dv an ce d.
O n e o p t io n is th a t th e D a ta T ra n s fe r W o rk b e n c h p e rfo rm s a ro llb a c k as

soon as an e rro r o c c u rs . A ro llb a c k re s e ts th e w h o le im p o rt p ro c e s s . T h is

m e a n s t h a t a ll d a t a re c o rd s t h a t a lre a d y h a v e be e n im p o rt e d a re re m o v e d

fro m th e sy ste m .

A n oth e r o p t io n is th a t th e D a ta T ra n s fe r W o rk b e n c h stops th e im p o rt

p ro c e s s a fte r a c e rt a in n u m be r of e rro rs w it h o u t p e rfo rm in g a ro llb a c k .

Th e d a t a re c o rd s fo r w h ic h t h e im p o rt p ro c e s s fa ile d a re s t o re d in a n e rro r

file . D a t a re c o rd s th a t h av e a lre a d y be e n im p o rt e d s u c c e s s fu lly re m a in in

th e sy ste m .

5 2
 Data Import Wizard II
D a ta I m p o rt W iz a r d II

Step 5: Run the

data import

Save or Open Mapping Rules

SAP AG 2003
In s te p 4 y ou ch e ck if t h e in p u t d a t a m a t c h to th e ta rg e t d a ta ty p e a n d

y ou m a y c h a n g e t h e m a p p in g r u le s , if n e c e s s a r y .

O n th e D a ta t a b , a ll t h e re co rds an d a ll c o lu m n s fr o m th e h e a d e r d a ta
file a ppe a r.

F or e v e ry s in g le d a ta file of th e b u s in e s s o b je c t, y o u can ch an ge th e
m a p p in g r u le s . In th e m a p p in g r u le s y ou d e t e r m in e w h ic h c o lu m n in
th e d a ta file (s o u rc e fie ld s ) b e lo n g s to w h ic h fie ld in th e s y s te m (ta rg e t

fie ld s ) . Th e d e fa u lt se qu e n ce of th e ta rg e t fie ld s is base d on th e

c u r r e n t in t e r fa c e . Th e t a r g e t fie ld s in c lu d e u s e r - d e fin e d fie ld s an d y ou
n e e d to m ap th e m to so u rce fie ld s . Y o u can ch oose to s k ip th e im p o r t

o f c e r t a in c o lu m n s b y c h o o s in g L e a v e it B la n k .

You m ay s a v e a n d r e u s e m a p p in g r u le s .

You can a ls o le t th e s y s te m ch e ck th e m a p p in g . It re tu rn s e rro r

m e s s a g e s if:

You m appe d tw o d iffe r e n t t a r g e t fie ld s to o n e s o u r c e fie ld

You m appe d tw o d iffe r e n t s o u r c e fie ld s t o o n e t a r g e t fie ld

You d id n ot m ap a s o u r c e fie ld to a m a n d a t o r y t a r g e t fie ld

In s te p 5 th e s y s te m d is p la y s a su m m a ry o f y o u r p a ra m e te rs . T o s ta rt
th e d a ta im p o r t , c h o o s e N e x t .

5 3
 Log Management
L o g M a n a g e m e n t

Log
Overview

Detail
View

SAP AG 2003

L o g M a n a g e m e n t c o lle c t s in fo r m a t io n , m e ssage s, an d e rro r m e ssage s of

u p lo a d pro ce sse s an d pre pa re s th e m fo r a n a ly s is . L o g m a n a g e m e n t c o n s is t s
o f tw o c o m p o n e n ts :

L o g O v e r v ie w an d D e t a il V ie w . T h e lo g o v e r v ie w a llo w s y ou to m an age a ll
t h e e x is t in g lo g s . T h e d e t a il v ie w p r o v id e s d e t a ils a b o u t in d iv id u a l lo g s .

5 4
 Import from Excel for Items and Business Partners
I m p o r t f r o m E x c e l I t e m s a n d B u s in e s s P a r t n e r s

Items Business Partners

SAP Business
One
Microsoft Excel
.txt file .txt file

SAP Business One

SAP AG 2003

You can im p o r t d a ta fo r b u s in e s s p a rtn e rs an d it e m s fr o m M ic r o s o ft

E x c e l to a com pan y in S A P B u s in e s s O n e . You can pre pa re th e d a ta in

M ic r o s o ft E x c e l a n d th e n sav e th e spre a dsh e e t a s te x t (ta b d e lim it e d ) .
W h e n y ou im p o r t t h is file , t h e d a ta is w r it t e n to th e r e le v a n t fie ld s in

S A P B u s in e s s O n e . In a d d it io n to c r e a t in g n e w m a s te r re co rds u s in g
M ic r o s o ft E x c e l, y o u can a ls o u p d a t e e x is t in g m a s t e r r e c o r d s .

Th e fo llo w in g fie ld s a re m a n d a to ry in a M ic r o s o ft E x c e l s p r e a d s h e e t t o

be im p o r t e d :
B u s in e s s P a rtn e r: C ode , n am e , an d ty p e (c u s to m e r, v e n do r, or
le a d ) . If n o e n try e x is t s fo r th e ty p e of b u s in e s s p a rtn e r, th e

s y s te m a u t o m a t ic a lly s e le c t s t y p e C fo r c u s to m e r .
I te m : O n ly th e it e m n u m be r is r e q u ir e d fo r b o th im p o r t in g n e w
it e m m a s te r re co rds an d u p d a t in g e x is t in g m a s te r re co rds. S A P

re c o m m e n d s th a t y o u im p o r t t h e e x pe n se an d r e v e n u e a c c o u n ts fo r
th e it e m to pre v e n t e rro rs. You can a ls o u se th e it e m u p lo a d to

u p lo a d p r ic e lis t s . S p e c ify th e it e m code an d fo r e v e ry p r ic e y ou

w an t to u p lo a d , s p e c ify th e p r ic e lis t code , p r ic e , an d p r ic e lis t
cu rre n cy .

A fte r a s u c c e s s fu l u p lo a d , c r e a t e a qu e ry on th e t a b le O C R D ( b u s in e s s
p a rtn e rs ), O ITM ( it e m s ) , o r ITM 1 ( p r ic e lis t s ) t o ch e ck if t h e d a ta w as

im p o r t e d c o r r e c t ly .

C h oose A d m in is t r a t io n D a ta I m p o rt/ E x p o rt D a ta Im p o rt

Im p o rt fro m E x c e l to s t a r t t h e im p o r t fr o m M ic r o s o ft E x c e l.

5 5
L e s s o n 3 D e fin in g O p e n in g B a la n c e s

Defining Opening Balances

D e f in in g O p e n in g B a la n c e s

Opening Balance
Account

2 1

4 3

6 5

G/L Account Business Partner Stock Account

1 2 3 4 5 6

SAP AG 2003

W h e n y ou tr a n s fe r d a ta , y o u can u se th e O p e n in g B a la n c e s fu n c t io n s
to e n te r th e o p e n in g b a la n c e s o f G / L a c c o u n t s , b u s in e s s p a rtn e rs , a n d

s to c k a c c o u n ts fo r w h ic h o n ly th e o p e n in g b a la n c e bu t n ot th e
in d iv id u a l lin e it e m s a re r e le v a n t . Th e s y s te m p o s ts th e o ffs e t t in g
e n try o n an o p e n in g b a la n c e a c c o u n t t h a t y o u e n t e r e d p r e v io u s ly .

You o n ly n e e d to u se t h is fu n c t io n fo r p r o fit a n d lo s s a c c o u n t s if d a t a is
t r a n s fe r r e d d u r in g t h e fis c a l y e a r .

If th e s y s te m c u r r e n c y d iffe r s fr o m t h e lo c a l c u r r e n c y , t h e b a la n c e s a r e
c o n v e rte d a u t o m a t ic a lly . Th e d a ta is d is p la y e d in th e B a la n c e (S C )
c o lu m n .

If a c c o u n ts w e re d e fin e d as fo r e ig n cu rre n cy a c c o u n ts in th e ch a rt o f
a c c o u n t s , t h e O p e n in g B a la n c e ( F C ) fie ld is r e a d y fo r in p u t .
T h e t r a n s a c t io n s a r e lo c a t e d u n d e r t h e fo llo w in g m e n u p a th s :
G /L a ccou n ts: A d m in is t ra t io n S y s te m I n it ia liz a t io n O p e n in g

B a la n c e s G / L A c c o u n ts O p e n in g B a la n c e

B u s in e s s p a rtn e rs : A d m in is t ra t io n S y s te m I n it ia liz a t io n

O p e n in g B a la n c e s B u s in e s s P a rtn e rs O p e n in g B a la n c e

S tock a ccou n ts: In v e n to ry In v e n to ry T ra n s a c t io n s I n it ia l

Q u a n t it ie s , I n v e n t o ry T ra c k in g , S t o c k P o s t in g an d ch oose th e In it ia l

Q u a n t it y ta b.

5 6
 C h a p te r 3
S A P B u s in e s s O n e Q u e r y U s e r s

a n d Q u e r y B a s ic s

Le sson 1 W h o c a n b e n e fit fr o m u s in g S Q L

Q u e r ie s in S A P B u s in e s s O n e ?
Le sson 2 S Q L q u e ry a n d r e la t e d te rm s

Le sson 3 N a m in g c o n v e n t io n o f t a b le s fo r
S A P B u s in e s s O n e
Le sson 4 T a b le lin k s - t h e k e y fo r t h e r ig h t

q u e ry

5 7
 O v e r v ie w

T h is c h a p te r w ill b e g in by id e n t ify in g th e ta rg e t a u d ie n c e of t h is book , an d

w ill t h e n go on to d is c u s s th e b a s ic c o n c e p ts an d k n o w le d g e n e e de d to u se
S Q L qu e ry in S A P B u s in e s s O n e . In th e fir s t s e c t io n , y o u w ill b e g iv e n a c le a r
d e fin it io n o f th e s p e c ific scope o f th e S Q L an d Q u e ry u se d in t h is book . Th e
fo llo w in g s e c t io n d is c u s s e s th e D a ta D ic t io n a r y an d t a b le lin k s su ch as base
t a b le s v e rsu s ta rg e t t a b le s . Th e la s t s e c t io n g iv e s y ou a k e y con ce pt to
r e m e m b e r fo r b u ild in g a good q u e r y b y k e e p in g it s im p le .

L e s s o n 1 - W h o c a n b e n e fit fr o m u s in g S Q L Q u e r ie s in

S A P B u s in e s s O n e ?

It m a y n ot be e asy to de du ce th e id e a l r e a d e r o f t h is book . In fa c t, th e r e a r e
m a n y d iffe r e n t g r o u p s o f S A P B u s in e s s O n e u s e r s w h o m a y n e e d t h is t o o l.

To m y k n o w le d g e , th e re is n o s ta n d a rd o r g a n iz a t io n ch a rt fo r S m a ll an d
M id s iz e d e n t e r p r is e s . M ost of th e m a re d iffe r e n t . You m ay o fte n fin d on e
pe rso n t h a t h a n d le s m o re th a n on e r o le . In t h is se n se a ll u s e r s , e s p e c ia lly
e n d u se rs, m a y n e e d t h is book as lo n g as th e y can u se S Q L qu e ry w it h th e
b a s ic k n o w le d g e r e q u ir e d .

You m ay c h e c k t h e fo llo w in g lis t t o s e e if a n y t h in g a p p lie s t o y ou :

D o y ou n e e d to ch e ck s p e c ific s a le s r e s u lt s ov e r c e r t a in t im e p e r io d s ,
fo r c e r t a in a r e a s o r c e r t a in c u s to m e rs ?

D o y ou w an t to k n ow w h o th e to p v e n do rs fr o m c e r t a in lo c a t io n s fo r

c e r t a in m a t e r ia ls a r e ?

D o y ou h av e d y n a m ic u p d a te d v e r s io n o f y o u r s a le s fo r c e p e r fo r m a n c e
in r e a l t im e ?
D o y ou o fte n ch e ck if a p p r o v a l p r o c e d u r e s a re e x a c t ly m a t c h in g y ou r
e x p e c t a t io n s ?
H av e y ou t r ie d to s ta rt b u ild in g y ou r S Q L qu e ry bu t c o u ld n ot ge t it
d o n e p r o p e r ly ?
H av e y ou e x p e r ie n c e d w r it in g S Q L q u e r y b u t t h e r e s u lt s a r e n o t a lw a y s
c o rre c t o r u p to y o u r e x p e c t a t io n s ?

I f t h e a n s w e r t o a n y o f t h e q u e s t io n s m e n t io n e d e a r lie r is " y e s " , t h e n y ou can

c e r t a in ly b e n e fit fr o m r e a d in g t h is bo ok . It w ill an sw e r e ach an d e v e ry
q u e s t io n m e n t io n e d e a r lie r an d g iv e y ou th e pow e r to s o lv e c o m p lic a t e d
p r o b le m s .

C o n s u lta n t

If y ou are an S A P B u s in e s s O n e c o n s u lt a n t , y ou h av e p r o b a b ly
m a ste re d S Q L qu e ry a lr e a d y . H ow e v e r, if th a t is n ot th e case , t h is
book w o u ld be a gre at h e lp to e x te n d y ou r c o n s u lt in g pow e r. It w ill
p r o b a b ly be com e a m a n d a to ry s k ill in t h e f u t u r e t h a t a n y S A P B u s in e s s
O n e c o n s u lt a n t s h o u ld b e a b le to u se S Q L q u e ry .

5 8
D e v e lo p e r

If y ou are an S A P B u s in e s s O n e a dd -o n d e v e lo p e r , t h e s e s k ills w ill b e

good a d d it io n s to y ou r c a p a b ilit ie s . Y o u m ay f in d t h is b o o k u s e fu l e v e n
in som e o th e r d e v e lo p m e n t w ork lik e c o d in g or p r o g r a m m in g . V e ry
o fte n y ou n e e d to e m be d S Q L qu e ry to y ou r code s to c o m p le t e y ou r
S o f t w a r e D e v e lo p m e n t K it ( S D K ) p r o j e c t .

S A P B u s in e s s O n e e n d u s e r

If y ou a re s im p ly a n o rm a l S A P B u s in e s s O n e e n d u se r, y o u m ay n e e d t h is
book m o re . T h is is be cau se S Q L qu e ry u sage is be st a p p lie d fo r th e
c o m p a n ie s w h o h av e S A P B u s in e s s O n e liv e d a t a . O n ly y ou as th e e n d u se rs
k n ow b e tte r th a n a n y on e e ls e w h at y ou a re lo o k in g fo r to m ak e B u s in e s s
I n t e llig e n c e a d a ily r o u t in e jo b . I t is v e ry im p o r t a n t fo r y o u to h av e an a b ilit y
to c re a te a qu e ry re po rt so th a t y o u can m ap y o u r r e q u ir e m e n t b y q u e r y in a
t im e ly m a n n e r .

N o n -S A P B u s in e s s O n e u s e rs

To th e o th e r re a d e rs w h o a re n ot S A P B u s in e s s O n e u s e r s , y o u c o u ld s t ill g e t
som e h in t s an d t ip s fr o m t h is book be cau se th e w o r k in g an d th e p r o b le m a t ic
q u e r ie s a re b o th sh ow n . E v e n w it h o u t a n S A P B u s in e s s O n e u se r in t e r fa c e ,
y ou m ay s t ill g a in som e u s e fu l c o n c e p ts . I n on e qu e ry e x a m p le o f t h is book ,
I w ill s h o w y ou th a t e v e n w it h o u t t h e a c tu a l d a ta fr o m m y d a ta b a s e to te s t
th e qu e ry du e to lo c a liz a t io n lim it a t io n , t h e c o rre c t a n s w e r to th e q u e s t io n e r
can s t ill b e de du ce d.

N o m a tte r w h at y ou r ba ck gro u n d is , y ou w ill fin d t h is book u s e fu l w h e n e v e r

y ou n e e d to g e t c e r t a in d a ta q u ic k ly a n d a c c u r a t e ly .

5 9
L e s s o n 2 - S Q L q u e ry a n d r e la t e d te rm s

B e fo r e g o in g in t o th e d e t a ils of S Q L qu e ry , I w o u ld lik e to b r ie fly in t r o d u c e

som e b a s ic d a ta b a s e c o n c e p ts b e cau se S Q L is a d a ta b a s e la n g u a g e fo r
m a n a g in g d a t a in R e la t io n a l D a t a b a s e M a n a g e m e n t S y s te m s (R D B M S ) .

R D B M S

R D B M S is a D a ta b a s e M an age m e n t S y s te m th a t is base d on th e r e la t io n
m o d e l. R e la t io n a l h e re is a k e y w o rd fo r R D B M S . You w ill fin d th a t d a ta is
s to re d in th e fo r m of T a b le s an d th e r e la t io n s h ip am on g th e d a ta is a ls o
s t o r e d in th e fo r m o f t a b le s fo r R D B M S .

T a b le

T a b le is a k e y c o m p o n e n t w it h in a d a ta b a s e . O n e t a b le or a gro u p o f t a b le s
r e p r e s e n t o n e k in d o f d a t a . F o r e x a m p le , t a b le O S L P w it h in S A P B u s in e s s O n e
h o ld s a ll S a le s E m p lo y e e D a ta . T a b le s a re t w o - d im e n s io n a l d a ta s to ra g e
p la c e h o ld e r s . Y o u n e e d to b e fa m ilia r w it h t h e ir u s a g e a n d t h e ir r e la t io n s h ip s
w it h e ach o th e r. If y ou a re fa m ilia r w it h M ic r o s o ft E x c e l, th e w o rk sh e e t in
E x c e l is a k in d o f t w o - d im e n s io n a l t a b le .

T a b le is a ls o on e o f th e m o s t o fte n u se d c o n c e p ts in th e b o o k . R e la t io n s h ip s
b e tw e e n e ach t a b le m ay be m o re im p o r t a n t t h a n t a b le s t h e m s e lv e s be cau se
w it h o u t r e la t io n , n o t h in g c o u ld be of an y v a lu e . O n e im p o r t a n t fu n c t io n
w it h in S A P B u s in e s s O n e is a llo w in g U s e r D e f in e d T a b le (U D T ). A ll U D T s
s t a r t w it h "@ ".

T a b le 1

T a b le 2

D a ta b a se T a b le 3

T a b le N

6 0
F ie ld

A fie ld is th e lo w e s t u n it h o ld in g d a ta w it h in a t a b le . A t a b le can h av e m an y
fie ld s . It is a ls o c a lle d a c o lu m n . F ie ld an d c o lu m n a re i n t e r c h a n g e a b le . A
t a b le is c o m p r is e d o f re co rds, a n d a ll r e c o r d s h av e th e sam e s tru c tu re w it h
s p e c ific fie ld s . O n e im p o r t a n t c o n c e p t in S A P B u s in e s s O n e is U s e r D e f in e d
F ie ld ( U D F ) . A ll U D F s s t a r t w it h U _ .

S Q L

S Q L is o fte n r e fe r r e d to as S tru c tu re d Q u e ry L a n g u a g e . I t is pro n o u n ce d as

S -Q -L or as th e w o rd " S e q u e l" . Th e re a re m an y d iffe r e n t r e v is io n s an d
e x t e n s io n s of S Q L. Th e cu rre n t r e v is io n is S Q L: 2 0 0 8 , an d th e fir s t m a jo r
r e v is io n is S Q L - 9 2 . M o s t o f S Q L e x t e n s io n s a r e b u ilt o n to p o f S Q L -9 2 .

S u b s e ts o f S Q L

T h e r e a r e t h r e e m a in s u b s e t s o f t h e S Q L la n g u a g e :

. D a ta C o n tro l L a n g u a g e (D C L)

. D a ta D e fin it io n La n g u a g e (D D L)

. D a ta M a n ip u la t io n Lan gu age (D M L)

E ach s e t o f t h e S Q L la n g u a g e h a s a s p e c ia l p u r p o s e :

. D C L is u s e d t o c o n tro l a c c e s s to d a ta in a d a ta b a s e s u c h a s to gra n t
o r r e v o k e s p e c ifie d u s e r s ' r ig h t s t o p e r fo r m s p e c ifie d t a s k s .

. D D L is u s e d t o d e fin e d a t a s tru c tu re s s u c h a s to c r e a t e , a lt e r , o r
dro p t a b le s .

. D M L is u s e d t o r e t r ie v e a n d m a n ip u la t e d a t a in t h e t a b le su ch
a s to in s e r t , d e le t e , a n d u p d a t e d a t a . S e le c t , h o w e v e r ,
b e c o m e s a s p e c ia l s t a t e m e n t b e lo n g in g to t h is s u b s e t e v e n
th o u g h it is a r e a d - o n ly c o m m a n d t h a t w ill n o t m a n ip u la t e d a t a
a t a ll.

Q u e ry

Q u e ry is th e m ost com m on o p e r a t io n in S Q L . I t c o u ld r e fe r to a ll t h r e e S Q L
s u b s e ts . H o w e v e r, y ou w ill o n ly le a r n th e r e a d - o n ly pa rt of th e qu e ry . N o
A dd, D e le t e , or U p d a te S Q L s t a t e m e n t in D M L w ill b e d is c u s s e d in th e book
s in c e it is p r o h ib it e d fr o m S A P s u p p o r t p o lic y fo r S A P B u s in e s s O n e d a ta b a s e
in t e g r it y . A ll D C L or D D L S Q L w ill a ls o n ot be in c lu d e d be cau se w e n e it h e r
c o n tro l acce ss to d a ta in a d a ta b a s e , n or d e fin e d a ta s tru c tu re fo r a
d a ta b a s e . Y o u w ill fin d S E LE C T le a d in g qu e ry o n ly w it h in t h e b o o k . R e a d - o n ly
qu e ry S E LE C T h as p o w e r fu l fu n c t io n a lit y fo r fin d in g u s e fu l in fo r m a t io n to
m e e t y o u r s p e c ific n e e d s .

6 1
D a ta d ic tio n a r y

In o rde r to c re a te w o r k in g S Q L q u e r ie s , y ou n o t o n ly n e e d to k n ow h ow to
w r it e it , bu t a ls o n e e d to h av e a c le a r v ie w r e g a r d in g th e r e la t io n s h ip
b e tw e e n t a b le s a n d w h e r e t o fin d t h e in fo r m a t io n r e q u ir e d . A s y o u k n ow , S A P
B u s in e s s O n e is b u ilt o n M ic r o s o ft S Q L S e r v e r . D a t a d ic t io n a r y is a g re a t to o l
fo r c r e a t in g S Q L q u e r ie s . B e fo r e w e s ta rt, a good D a ta D ic t io n a r y is e s s e n t ia l
fo r th e d a ta b a s e . F o r t u n a t e ly , th e re is a v e ry good r e fe r e n c e c a lle d S A P
B u s in e s s O n e D a ta b a s e T a b le s R e fe r e n c e r e a d ily a v a ila b le th ro u g h S A P
B u s in e s s O n e S D K h e lp C e n tre . You can fin d th e d e t a ils in th e fo llo w in g
s e c t io n .

S A P B u s in e s s O n e D a ta b a s e ta b le s r e fe r e n c e

Th e d a ta b a s e t a b le s r e fe r e n c e file n am e d R E F D B .C H M is th e on e w e a re
lo o k in g fo r . S D K is u s u a lly in s t a lle d on th e sam e se rv e r a s th e S A P B u s in e s s
O n e d a ta b a s e se rv e r. N o r m a lly , th e file p a th is : X : \P ro g ra m F ile s \ S A P \ S A P
B u s in e s s O n e S D K \ H e lp . H e r e , " X " m e a n s t h e d r iv e w h e r e y o u r S A P B u s in e s s
O n e S D K is in s t a lle d . T h e h e lp file lo o k s lik e t h is :

In t h is h e lp file , w e w ill fin d th e sam e c a t e g o r ie s as th e S A P B u s in e s s O n e

m e n u w it h a ll 1 1 m o d u le s . T h e t a b le s r e la t e d to e ach m o d u le a re lis t e d on e
by on e . Th e re a re tre e s tru c tu re s in th e h e lp file if th e h e ade r t a b le s h av e
ro w t a b le s . E a c h t a b le p r o v id e s a lis t o f a ll t h e fie ld s in th e t a b le a lo n g w it h
t h e ir d e s c r ip t io n , t y p e , s iz e , r e la t e d t a b le s , d e fa u lt v a lu e , a n d c o n s t r a in t s .

6 2
L e s s o n 3 - N a m in g c o n v e n t io n o f t a b le s fo r S A P

B u s in e s s O n e

To h e lp y ou u n d e rs ta n d th e p r e v io u s m e n t io n e d d a ta d ic t io n a r y q u ic k ly , w e
w ill b e g o in g th ro u g h th e n a m in g c o n v e n t io n s fo r th e t a b le in S A P B u s in e s s
O n e .

T h re e le tte r w o rd s

M o s t t a b le s fo r S A P B u s in e s s O n e h av e fo u r le t t e r s . T h e o n ly e x c e p t io n s a re
n u m be r- e n d in g t a b le s , if th e n u m be rs a re g re a te r th a n n in e . T h o s e t a b le s
w ill h av e fiv e le t t e r s . To u n d e rs ta n d t a b le n am e s e a s ily , th e re is a th re e
le t t e r a b b r e v ia t io n in S A P B u s in e s s O n e . S om e of th e c o m m o n ly u se d
a b b r e v ia t io n s a r e lis t e d a s fo llo w s :

. A D M : A d m in is t r a t io n

. A T C : A tta c h m e n ts

. C P R : C o n ta c t P e rs o n s

. C R D : B u s in e s s P a r t n e r s

. D L N : D e liv e r y N o t e s

. H E M : E m p lo y e e s

. I N V : S a le s I n v o ic e s

. IT M : Ite m s

. I T T : P r o d u c t T r e e s ( B ill o f M a t e r ia ls )

. O P R : S a le s O p p o r t u n it ie s

. P C H : P u r c h a s e I n v o ic e s

. PD N : G oods R e c e ip t P O

. P O R : P u rch a se O rde rs

. Q U T : S a le s Q u o t a t io n s

. R D R : S a le s O r d e r s

. R I N : S a le s C r e d it N o t e s

. R P C : P u r c h a s e C r e d it N o t e s

. S L P : S a le s E m p lo y e e s

. U S R : U se rs

. W O R : P r o d u c t io n O rde rs

. W T R : S to c k T r a n s fe r s

" O " ta b le s

A ll t a b le s s t a r t in g w it h " O " r e fe r to m a s te r t a b le s . O h e re re p re s e n ts O b je c t.
F o r e x a m p le :

. O IT M : Ite m s M a s te r

6 3
 . O C R D : B u s in e s s P a r t n e r s M a s t e r

. O S L P : S a le s E m p lo y e e

" A " ta b le s

M o s t t a b le s s t a r t in g w it h "A " m a y m e a n h is t o r ic a l lo g t a b le s . A h e re
re p re s e n ts
A r c h iv e . F o r e x a m p le :

. A I T M : I t e m s H is t o r y

. A C R D : B u s in e s s P a r t n e r s H is t o r y

. A U S R : A r c h iv e U s e r s H is t o r y

D o c u m e n t h e a d e r ta b le s

Th e se a re s p e c ia l O t a b le s w it h th e e x act sam e s tru c tu re . T h e y c a n b e t a b le s

r e la t e d to S a le s or P u rch a se . Th e se a re c a lle d M a r k e t in g D o c u m e n ts . T h e s e
a ls o in c lu d e m o s t I n v e n t o r y t r a n s a c t io n t a b le s . S o m e e x a m p le s a r e :

. O IN V : A /R I n v o ic e H e a d e r

. O P C H : A / P I n v o ic e H e a d e r

. O IG N : G oods R e c e ip t H e a d e r

D o c u m e n t lin e ta b le s

A ll t a b le s e n d in g w it h a n u m be r r e fe r to docu m e n t lin e d e t a il t a b le s or
s u b t a b le s fo r th e m a s te r t a b le . N u m be rs h e re c o u ld r e fe r to d iffe r e n t
p r o p e r t ie s o f t h e h e a d e r t a b le s .

. IN V 1 : A /R I n v o ic e R o w

. P C H 1 : A / P I n v o ic e R o w

. IG N 1 : G oods R e c e ip t R o w

. IN V 2 : A /R I n v o ic e R o w E x pe n se

I m p o r ta n t ta b le e x a m p le s

S o m e s p e c ific t a b le s v e r y im p o r t a n t fo r q u e r y b u ild in g a r e lis t e d h e re :

. O JD T -Jo u rn a l E n try : T h is t a b le in c lu d e s a ll fin a n c ia l jo u r n a l

e n t r ie s n o m a tte r w h e th e r th e y a re a u t o m a t ic a lly p o s te d or

m a n u a lly p o s t e d .

. O IN M -W a re h o u s e J o u r n a l: T h is t a b le in c lu d e s a ll in v e n t o r y -
r e la t e d tr a n s a c tio n s . It is a s in g le p o in t to ch e ck e v e r y t h in g in
r e la t io n to y o u r in v e n t o r y (o r s to c k ). It b e c o m e s a v ie w in th e n e w
v e r s io n . T h is v ie w m u s t b e q u e r ie d v e r y c a r e fu lly .

. A D O C -D o c u m e n t H is t o r y : T h is t a b le in c lu d e s a ll docu m e n t

h is t o r y . H o w e v e r, it is w r o n g ly n am e d in th e d o c u m e n t a t io n ,

" I n v o ic e H is t o r y " t a b le in t h e h e lp file .

6 4
L e s s o n 4 - T a b le lin k s t h e k e y fo r th e r ig h t q u e r y

T a b le lin k s a re fu n d a m e n ta l fo r qu e ry b u ild in g . Y o u w ill s e e som e d iffe r e n t

lin k s in t h is s e c t io n , b u t t h e m ost com m on lin k s w ill b e d is c u s s e d in th e n e x t
s e c t io n b e c a u s e th e re a re to o m a n y a n d th e y a re u s e d to o o fte n .

To u n d e r s t a n d t a b le lin k s , y o u n e e d to k n ow m o r e a b o u t t a b le s tru c tu re s .

P r im a r y k e y

E v e ry t a b le h as a p r im a r y k e y . S om e o f th e t a b le s h av e fo r e ig n k e y s t o o . A ll
th o s e k e y s a re u se d fo r th e in d e x . D o c e n t r y is a t y p ic a l p r im a r y k e y to lin k
O X X X w it h X X X n d o c u m e n t t a b le s . F o r e x a m p le , D o c e n t r y is a com m on k e y
fie ld to lin k O P O R w it h PO R 1 , PO R 2 to P O R 1 2 .

A p r im a r y k e y can be on e or m o re fie ld s . F or a s im p le t a b le on e k e y fie ld

w o u ld be good e n ou gh . F or a c o m p lic a t e d t a b le , tw o or m o re fie ld s fo r
p r im a r y k e y a r e n o t r a r e .

A p r im a r y k e y h as to be u n iq u e w it h in th e sam e t a b le . T h is k e y w ill n o t a llo w

N U L L v a lu e t h a t is , a n e m p ty fie ld or a fie ld w it h n o d a ta .

F o r e ig n k e y

A fo r e ig n k e y is u s u a lly u se d to lin k to som e o t h e r t a b le 's p r im a r y k e y . T h is

fie ld w ill b e u p d a te d w h e n e v e r t h e o t h e r t a b le r e c o r d h a s c h a n g e d .

A lt h o u g h , y ou c o u ld lin k an y fie ld s b e tw e e n t a b le s , if th e fie ld is n ot N U LL,

y ou s h o u ld try to u se k e y lin k w h e re v e r p o s s ib le in o rde r to in c r e a s e th e
d a ta b a s e p e r fo r m a n c e .

E x a m p le o f ta b le lin k s w ith in S A P B u s in e s s O n e

To be c le a r e r a b o u t t h e lin k , h e r e a r e a fe w t a b le lin k e x a m p le s :

. O I T M - I t e m s t a b le a n d I T M 1 -I te m s P r ic e s t a b le :

Th e se tw o t a b le s a re lin k e d th ro u g h Ite m C o d e fie ld . B o th t a b le s

h av e th e sam e fie ld n am e to lin k . It is n o t o n e -to -o n e b u t o n e -to -
m an y r e la t io n s h ip s . O n e Ite m C ode in it e m m a s te r m a y h av e m o re
th a n o n e it e m p r ic e a s s o c ia t e d .

. O I T T - P r o d u c t T r e e t a b le a n d I T T 1 - P r o d u c t T r e e C h ild Ite m s :

Th e se tw o t a b le s a re lin k e d th ro u g h C o d e fie ld in O ITT an d F a th e r

fie ld in I T T 1 . T h e s e t a b le s a r e u s e d fo r B ill o f M a t e r ia ls .

. O C R D - B u s in e s s P a rtn e r t a b le a n d O S L P - S a le s E m p lo y e e
t a b le :

6 5
 Th e se tw o t a b le s a re lin k e d th ro u g h th e sam e n am e fie ld S lp C o d e .
In th e se con d t a b le , S lp C o d e is th e p r im a r y k e y fo r O S LP. O n th e
o t h e r h a n d , it is a fo r e ig n k e y in t h e fir s t t a b le O C R D .

B a s e ta b le s v e r s u s ta r g e t ta b le s

B a s e t a b le s an d t a r g e t t a b le s a re s p e c ia l lin k e d t a b le s w it h in S A P B u s in e s s
O n e .
T h e y a r e th e m o s t o fte n u s e d lin k e d t a b le s fo r S Q L q u e r ie s t o o .

You m ay fin d m ost of th e m r e la t e d to " S a le s - A / R " an d "P u rc h a s e -A /P "

d o c u m e n t s o r s o - c a lle d " M a r k e t in g D o c u m e n ts ".

M a r k e t in g d o c u m e n ts m a y n ot h av e base t a b le s or ta rg e t t a b le s . F ro m th e
p r e v io u s s c re e n s h o t, y ou c o u ld c le a r ly fin d th a t th e B a s e D o c u m e n t an d
T a rg e t D o c u m e n t a re a v a ila b le to th is S a le s O rde r. To ge t th e B ase
D o c u m e n t, y ou m a y c lic k on th e " le ft a rro w ic o n " or u se th e s h o rtc u t k e y
C t r l+ N . T o g e t th e T a rg e t D o c u m e n t, y o u m ay c lic k on th e " r ig h t a r r o w ic o n "
or u se th e s h o rtc u t k e y C t r l+ T . O n ly w h e n th e base ta b le or ta r g e t ta b le is
a v a ila b le to th e c u r r e n t d o c u m e n t , w ill y o u fin d t h e m e n u it e m s an d ic o n s in
a c t iv e s t a t u s . O t h e r w is e , b o t h ic o n s a n d m e n u it e m s a r e g r a y e d o u t .

F ro m th e te rm s "B a s e " an d " T a r g e t " , it is c le a r th a t th e t a r g e t t a b le can be

base d u pon t h e b a s e t a b le .

6 6
O n e t a b le c o u ld be base d on d iffe r e n t t y p e s o f t a b le s :

F ro m t h is d e m o n s t r a t io n , y o u c o u ld ge t a c le a r p ic t u r e a b o u t t h e r e l a t io n s h ip
b e tw e e n B ase D o c u m e n t ( t a b le ) a n d T a r g e t D o c u m e n t ( t a b le ) . A s p e c ific p a ir
of P u rch a se O rde r an d G ood R e c e ip t PO t a b le s is sh ow n h e r e . T h is con ce pt
a p p lie s to a ll d o c u m e n t ty p e t a b le s . H e re is a lis t of c o m m o n ly u se d base -
t a r g e t p a ir s ; t h e y a re n o t in c lu s iv e . Y o u m ay fin d m o r e , b u t t h e fo llo w in g a r e
t h e m o s t fr e q u e n t ly u se d on e s:

B a s e T a b le T a r g e t T a b le

O Q U T S a le s Q u o t a t io n O R D R S a le s O r d e r

O Q U T S a le s Q u o t a t io n O D L N D e liv e r y

O Q U T S a le s Q u o t a t io n O IN V A /R I n v o ic e

O R D R S a le s O r d e r O D L N D e liv e r y

O R D R S a le s O r d e r O IN V A /R I n v o ic e

O D L N D e liv e r y O R D N R e tu rn s

O D L N D e liv e r y O IN V A /R I n v o ic e

O R D N R e tu rn s O R IN A /R C r e d it N o t e

O D LN A /R I n v o ic e O R IN A /R C r e d it N o t e

O P O R P u rch a se O rde r O PD N G oods R e c e ip t P O

O P O R P u rch a se O rde r O P C H A /P I n v o ic e

O P D N G oods R e c e ip t P O O R PD G oods re tu rn

O PD N G oods R e c e ip t P O O P C H A /P I n v o ic e

O R PD G oods re tu rn O R P C A /P C r e d it N o t e

O P C H A /P I n v o ic e O R P C A /P C r e d it N o t e

6 7
I h a v e o m it t e d t h e d e t a ils fo r t h e lin k . A c t u a lly , y o u w ill fin d t h a t a ll t h e lin k s
e x is t o n t h e fir s t c h ild t a b le o r s o - c a lle d r o w t a b le fo r t h e h e a d e r t a b le , s u c h
as Q U T1 in s t e a d o f O Q U T .

T h e lin k in g fie ld s a r e v e r y c le a r . F o r e x a m p le :

B a s e E n t r y in t h e t a r g e t t a b le r e fe r s to t h e b a s e t a b le 's D o c E n try

B a s e T y p e r e fe r s to th e ty p e s o f th e b a s e t a b le

B a s e R e f is u s u a lly lin k e d t o D ocN u m fie ld in th e b a s e t a b le

B a s e L in e w ill b e t h e lin e n u m b e r in th e b a s e lin e t a b le

T a r g e t E n t r y in th e b a s e t a b le r e fe r s to t h e t a r g e t t a b le 's D o c E n t r y

T a rg e tT y p e r e fe r s to th e ty p e s o f t h e t a r g e t t a b le

K e e p in g it s im p le T h e k e y to b u ild a g o o d q u e ry

B e fo r e y o u go on to th e n e x t c h a p te r, a n im p o r t a n t c o n c e p t n e e d s t o be k e pt
in m in d :

S im p lic it y is in n e e d e v e r y w h e r e in th e c u r r e n t c h a n g in g w o r ld . W h e r e v e r y o u

m ak e t h in g s c o m p lic a t e d , y ou m ay fin d y o u r s e lf in an a w k w a rd p o s it io n to
c o m p e t e w it h o th e rs .

M y s lo g a n is : s im p le , s im p le r , t h e s im p le s t .

I h av e a h a b it in qu e ry b u ild in g : th e la s t s te p fo r an y n e w qu e ry w o u ld be
c h e c k in g to se e if it is th e s im p le s t o n e . In th is w ay , "k e e p it s im p le " w o u ld
n o t o n ly be k e p t in th e a lr e a d y b u ilt q u e r y , b u t a ls o h e lp s n e w q u e r ie s to be
t h e s im p le s t in t h e b e g in n in g .

B y k e e p in g a qu e ry as s im p le as p o s s ib le , it w ill e n su re th a t th e s y s te m
p e r fo r m a n c e is n o t a ffe c t e d . I t w ill a ls o b e a g r e a t h e lp t o t h e t r o u b le s h o o t in g
pro ce ss. A s h o r t c h e c k lis t fo r s im p lic it y is a s fo llo w s :

. O t h e r q u e r ie s : A r e t h e r e a n y o t h e r q u e r ie s d o in g a s im ila r jo b , a n d if
y e s, w h y d o e s th e n e w qu e ry n e e d to b e b u ilt ?

. T a b le s : A r e t h e r e a n y t a b le s th a t h a v e n o t b e e n u s e d fo r th e qu e ry ?

. F ie ld s : A r e t h e r e a n y fie ld s t h a t h a v e n o t b e e n u s e d fo r th e q u e r y ?

. C o n d it io n s : A r e t h e r e a n y c o n d it io n o v e r la p s ?

Th e lis t c a n be m u ch lo n g e r . T h e m e a n in g b e h in d it is c le a r : t h e r e is a n e v e r
e n d in g b a t t le t o g e t r id o f c o m p lic a t io n s .

W h e n y ou try t h is m e th o d an d it b e c o m e s a r o u t in e , y o u w ill fin d th a t q u e ry

b u ild in g be com e s an e n jo y a b le p r o c e s s .

6 8
 C h a p te r 4
Q u e r y W iza r d s , Q u e r y G e n e r a to r

a n d Q u e ry M a n a ge r

Le sson 1 Q u e ry G e n e ra to r

Le sson 2 Q u e r y W iz a r d
Le sson 3 Q u e ry M a n a g e r

6 9
 O v e r v ie w

In th e p r e v io u s ch a p te r, y ou le a r n e d b a s ic co n ce p ts r e g a r d in g c e r t a in
t e r m in o lo g ie s u se d in t h is book . You a ls o k n ow th a t t a b le s an d t a b le
r e la t io n s h ip s are im p o r t a n t fo r S Q L Q u e ry . W h at are a ll of th e se
co n ce p ts a b o u t? You w ill b e t t e r u n d e rsta n d w h e n y ou sta rt y ou r ow n
jo u r n e y to c r e a te a S Q L Q u e r y r e p o r t.

H ow do I sta rt? Th at is a good q u e s t io n . I h a v e le a r n e d t h is th e h ard

w ay . E v e n th o u g h th e t o o ls t o c r e a t e q u e r ie s a r e r e a d ily a v a ila b le f r o m
th e S A P B u s in e s s O n e m e n u , I m y s e lf h a d n e v e r g o n e t h r o u g h m ost of
th e se t o o ls b e fo r e I p la n n e d to w r it e t h is book to sh ow y ou h ow to
sta rt. I h a v e k e pt u s in g o n ly Q u e ry M an age r an d sy ste m q u e r ie s u n t il
n ow . To be h o n e s t, I ju s t fo u n d ou t to o la t e th a t I to o k su ch a lo n g e r
ro u te th a n n e ce ssary . W h at a p it y ! If I h ad sta rte d w it h Q u e ry
G e n e ra to r an d Q u e ry W iz a r d , it w o u ld h av e sav e d m e a tre m e n d o u s
a m o u n t o f t im e .

Th e se t o o ls are q u it e c o n v e n ie n t an d e f f ic ie n t fo r e v e ry on e to u se ,
e s p e c ia lly fo r sta rte rs to w r it e t h e ir f ir s t q u e r y fo r S A P B u s in e s s O n e .
Th e se t o o ls w ill h e lp y ou to o m it t h is proce ss of w r it in g e v e ry s in g le
s t a t e m e n t , t a b le s ' n a m e s , o r f ie ld s ' n a m e s , e t c .

T h is ch a p te r w ill in t r o d u c e y ou to tw o b a s ic S Q L Q u e ry t o o ls fo r S A P
B u s in e s s O n e :

. Q u e ry g e n e ra to r

. Q u e ry w iz a r d

B o th t o o ls are fo r sta rte rs to ge t to k n ow S Q L qu e ry in S A P B u s in e s s

O n e q u ic k ly . A fte r y ou h av e le a r n e d th e se t o o ls , y ou c o u ld ge t a
s im p le jo b don e ju s t w it h a fe w m ou se c lic k s . Th e in t r o d u c t io n g iv e s
y ou d e t a ile d ste p s so th a t y o u can h a v e s t e p - b y - s t e p a d v ic e .

In th e n e x t s e c t io n , t h e d if f e r e n c e s b e t w e e n th e se t o o ls a r e d is c u s s e d .
You can d e c id e w h ic h on e is m ore s u it a b le fo r y ou w h e n y ou re ad
th ro u g h a ll t h e ir f e a t u r e s a n d b e n e f it s .

If y ou are a m ore e x p e r ie n c e d re ade r, y ou m ay f in d th a t th e se t o o ls

are n o lo n g e r n e c e s s a r y . O t h e r w is e , y o u a r e s t r o n g ly e n c o u r a g e d t o g o
th ro u g h th e c h a p te r to r e fr e s h y o u r s e lf .

7 0
Th e la s t s e c t io n in t r o d u c e s S y s te m Q u e r ie s b u ilt - in to S A P B u s in e s s
O n e . Th ose sy ste m q u e r ie s are a n o th e r good sta rt fo r re ade rs w h ose
S Q L Q u e ry le v e l is a b o v e av e rage . You c o u ld t h e n c u s t o m iz e t h e m an d
cre a te y ou r ow n q u e r ie s q u ic k ly . For a b e g in n e r , y ou m ay ju s t le a r n
h ow to ru n t h o s e q u e r ie s f ir s t t o s a v e t im e .

T h e p r e v io u s s c r e e n s h o t s h o w s y o u h o w t o a c c e s s t h e s e d iffe r e n t t o o ls fr o m th e
S A P B u s in e s s O n e m e n u . Y o u c a n fin d a ll t o o ls fo r t h is c h a p t e r fr o m it . T h e y a r e
a ll u n d e r th e T o o ls | Q u e r ie s m e n u . Q u e ry G e n e r a t o r is th e se con d it e m ;
Q u e r y W iz a r d is t h e t h ir d it e m ; a n d S y s t e m Q u e r ie s is n u m b e r fiv e .

A q u e ry is a u s e r - d e fin e d r e p o r t t h a t d ir e c t ly re a ds th e r e q u ir e d t a b le s fr o m
th e d a ta b a s e an d d is p la y s th e m fo r m a tte d u s in g a s t r u c t u r e d q u e r y la n g u a g e

(S Q L).

7 1
 Elements of a Query
E le m e n t s o f a Q u e ry

Select tables and their relations

Select fields
Table fields (adjust headings, if necessary)
Calculation fields (select heading and formula) (optional)

Define sorting (optional)

Direction (ascending order, descending order)
Sequence (first sort field, second sort field, and so on)

Define grouping (optional)

Fields according to which rows are grouped
Grouping type (total records, total distinct records,
amount, average, minimum, maximum)

Define conditions (optional)

Fixed conditions
Variables

SAP AG 2003

A qu e ry , o r th e u n d e r ly in g S Q L s ta te m e n t, can c o n t a in th e e le m e n t s
lis t e d on t h e fig u r e .
F ir s t , y o u s e le c t t h e t a b le s t h a t c o n t a in th e fie ld s y ou w a n t to d is p la y

in y ou r qu e ry . If y ou s e le c t s e v e r a l t a b le s fo r a qu e ry , y o u n o r m a lly
n e e d to c re a te r e la t io n s h ip s b e tw e e n th e m u s in g a fie ld to lin k th e

d a ta re co rds. F o r e x a m p le , y o u s h o u ld lin k th e t a b le s fo r s a le s o rde rs

(O R D R ) an d th e m a s te r re co rds of b u s in e s s p a rtn e rs (O C R D ) to on e
a n o th e r u s in g th e b u s in e s s p a rtn e r code . In m o s t c a s e s , th e s y s te m

fin d s t h e c o r r e c t lin k .
You s e le c t t h e fie ld s fro m th e s e le c t e d t a b le s th a t y o u w a n t to d is p la y
in th e qu e ry r e s u lt . You m ay add c a lc u la t io n fie ld s th a t d is p la y th e

r e s u lt of an a d d it io n , s u b t r a c t io n , m u lt ip lic a t io n , or d iv is io n of tw o
fie ld s .
G r o u p in g a llo w s y ou to d is p la y d a ta re co rds t h a t h a v e c e r t a in com m on

fie ld s in a s in g le ro w . To do t h is , c h o o s e t h e fie ld s fo r t h e g r o u p e d d a t a
re co rds. S p e c ify h ow th e s y s te m s h o u ld gro u p th e r e m a in in g fie ld s .

You m u s t d e c id e w h e t h e r t h e r e s u lt o f t h e g r o u p in g s h o u ld b e th e :
N u m b e r o f d a t a re c o rd s in th e g ro u p ( to ta l re c o rd s )

N u m b e r o f d is t in c t d a t a re c o rd s in th e g ro u p ( t o t a l d is t in c t re c o rd s )

Tota l of th e fie ld ( a m o u n t )

M in im u m of th e fie ld ( m in im u m )

M a x im u m of th e fie ld ( m a x im u m )

A v e ra g e of th e fie ld ( a v e ra g e )

You can d e fin e fix e d c o n d it io n s ( fo r e x a m p le , b u s in e s s p a rtn e r ty p e =

C ) , o r u s e v a r ia b le s t h a t t h e s y s t e m q u e r ie s w h e n c a llin g t h e q u e r y .

7 2
 Information
I n f o r mabout
a t i o n Fields
a b o u t and Tables
F ie ld s a n d T a b le s

View
System Information
Business Partner Master Data

Code

Table name Field name

Status
StatusBar
Bar
[... ... ... OCRD, CardCode]

SAP AG 2003

Th e s ta tu s b a r , w h ic h e x te n d s a lo n g th e e n t ir e lo w e r e dge o f th e S A P
B u s in e s s O n e M a in W in d o w , c o n t a in s v a r io u s t e x t fie ld s .

Th e le f t s id e is d e s ig n a t e d to d is p la y im p o r t a n t , p e r t in e n t s t a t u s an d
de bu g in fo r m a t io n abou t an y w in d o w th a t is ope n e d. B y s e le c t in g

S y s te m I n f o r m a t io n fr o m th e V ie w m e n u , y ou can v ie w d e t a ile d
in fo r m a t io n of an y g iv e n fie ld w h e n th e cu rso r passe s ov e r it . Th e
in fo r m a t io n is d is p la y e d on t h e le ft s id e o f t h e s t a t u s b a r .

Th e s y s te m I n fo r m a t io n c o n t a in s th e fie ld d e s c r ip t io n u se d in th e

t a b le , a n d t h e n a m e o f t h e t a b le w h e r e t h e fie ld is lo c a t e d .

7 3
L e s s o n 1 Q u e ry G e n e ra to r

Q u e r y G e n e r a t o r is t h e fir s t t o o l t o be d is c u s s e d . I t is lo c a t e d a b o v e th e
Q u e r y W iz a r d in t h e m e n u it e m lis t .

Q u e r y G e n e r a t o r o v e r v ie w

Q u e ry G e n e ra to r e n a b le s y ou to c re a te q u e r ie s u s in g th e S Q L qu e ry e n g in e .
L ik e a ll o th e r t o o ls , it is d e s ig n e d fo r d a ta r e t r ie v a l/ s e le c t io n o n ly . You a re
n o t a b le to do an y D M L q u e r ie s su ch as u p d a t e s , in s e r t , o r d e le t e . T h is m e n u
it e m can be a c c e s s e d fr o m T o o ls | Q u e r ie s | Q u e r y G e n e r a t o r .

W it h t h is t o o l, y o u a r e a b le to :

. C r e a t e m a n y q u e r ie s y o u r s e lf fr o m a fi x e d s e t o f t a b le s in S A P
B u s in e s s O n e

. A c c e s s a ll t h e d a t a in t h o s e t a b le s a n d e v a lu a t e it a c c o r d in g t o y ou r

n e e ds

. C r e a t e in d iv id u a l r e p o r t s w it h o u t w r it in g a n y s in g le q u e r y
s ta te m e n ts

L e ft p a rt o f Q u e ry G e n e ra to r fo rm

A fte r y ou c lic k on th e Q u e ry G e n e ra to r m e n u it e m , y ou can b r in g u p th e

m a in fo r m of Q u e ry G e n e ra to r. O n th e to p le ft o f t h e fo r m , y o u m ay fin d a
y e llo w c e ll. C lic k th e T a b k e y fr o m th e e m p ty c e ll t o b r in g u p C h o o s e fro m
L is t , a s in th e fo llo w in g s c re e n s h o t:

Th e s e t o f t a b le n am e s w ill t h e n sh ow u p. You c o u ld ty p e an y le t t e r s in th e

7 4
F in d te x tb o x to b r in g u p th e t a b le n am e s s t a r t in g w it h th a t le t t e r . In th e
e x a m p le , y o u c o u ld fin d th a t th e le t t e r O is ty p e d in . A ll t a b le s s t a r t in g w it h
O w o u ld be on th e to p lis t . You c o u ld e it h e r u se th e s c r o ll bar or page
u p /d o w n k e y to fin d t h e t a b le s y o u a r e lo o k in g fo r .

Y o u 'll r e m e m b e r w e d is c u s s e d th e im p o r t a n c e o f th e D a ta D ic t io n a r y in th e
p r e v io u s c h a p te r. W it h o u t th e d ic t io n a r y , it m ig h t b e to o h a rd to fin d w h ic h
t a b le s y ou n e e d . I f T a b le R e fe re n c e s is a v a ila b le , y o u c o u ld e a s ily fin d th e
t a b le q u ic k ly . F o r th e sak e o f t im e , if y o u a lr e a d y k n ow th e n am e s th e n y ou
c o u ld ju s t t y p e in t h e fu ll t a b le n am e s.

H o w e v e r, h e re is s t ill o n e o f th e b e s t p la c e s to fin d a ll c o m m o n ly u s e d t a b le s
fo r S A P B u s in e s s O n e in case th e h e lp file is n o t a v a ila b le to y ou . In t h is le s s
th a n id e a l c a s e , y o u p r o b a b ly n e e d to go th ro u g h th e t a b le n am e lis t q u it e a
fe w t im e s t o b e c o m e fa m ilia r w it h th e m .

In t h e e x a m p le s c r e e n s h o t , t h e h ig h lig h t e d ta b le O C R D ( B u s in e s s P a r t n e r
t a b le ) w ill b e s e le c t e d w h e n y o u c lic k C h o o s e :

You m ay s e le c t m o r e th a n on e t a b le in th e sam e w ay as th e fir s t t a b le w as

s e le c t e d . In th e scre e n sh o t y ou ju s t saw , th e O C S T (S ta te t a b le ) h as a ls o
be e n s e le c t e d . I f y o u s e le c t e d th e w ro n g t a b le or ch an ge d y o u r m in d , t h e X
b u tto n h e r e c o u ld b e u s e d t o r e m o v e it fr o m t h e lis t .

M id d le a n d r ig h t p a r t s o f Q u e ry G e n e ra to r fo rm

A fte r th e t a b le s e le c t io n , y ou w o u ld se e th a t th e m id d le pa rt of th e fo r m

sh ow s y ou th e fie ld s fr o m th e h ig h lig h t e d t a b le in a lp h a b e t ic a l o rde r. Th e

r ig h t p a r t s h o w s th e qu e ry com pon e n t w h e n y ou d o u b le - c lic k th e fie ld n am e

o r t a b le n am e s on a pro pe r bo x .

U n de r S e le c t , th re e fie ld s a re s e le c t e d fr o m tw o t a b le s . U n de r F ro m , th e
t a b le n am e s a re a u t o m a t ic a lly sh ow n w it h th e d e fa u lt a lia s T 0 an d T 1 . Th e

7 5
d e fa u lt lin k by s y s te m is a ls o sh ow n . If th e lin k is n ot c o rre c t, y ou can
m a n u a lly fix it .

U n de r W h e re , y ou can ch oose an y fie ld s to r e s t r ic t t h e qu e ry r e s u lt . H e r e ,

T 1 .[ N a m e ] h as be e n s e le c t e d fo r th e pu rpo se of b r in g in g th e B u s in e s s
P a r t n e r a c c o r d in g t o t h e S t a t e / P r o v in c e n a m e s .

You m ay n o t ic e th a t th e re is an a d d it io n a l fo r m sh ow n . T h is a ppe a rs a fte r

c lic k in g on th e C o n d it io n s b u tto n . You m ay fin d 1 2 c o n d it io n a l fo r m u la s
fr o m th e fo r m th a t c a n be s e le c te d . T h e V a r ia b le s p a r t a llo w s y ou to s e le c t
v a r ia b le as [% 0 ], [% 1 ], an d so on . Th e pe rce n t s ig n p lu s a n u m be r
re p re s e n ts a v a r ia b le fo r S Q L qu e ry in S A P B u s in e s s O n e . It can a llo w th e
u s e r t o s e le c t o r in p u t v a lu e s d u r in g q u e r y e x e c u t io n .

In th e la s t e x a m p le , S t a r t W it h fo r m u la p lu s [% 0 ] v a r ia b le g iv e s th e r e s u lt
as T 1 .[ N a m e ] lik e '[ % 0 ] '. Th e a d d it io n a l % on th e r ig h t of [% 0 ] is a
m a n u a l in p u t w ild c a r d c h a ra c te r th a t can be u se d as a s u ffix to m a tc h an y
s t r in g o f z e r o o r m o r e c h a ra c te rs .

U n de r S o rt, T 1 .[ N a m e ] is a ls o s e le c t e d to a llo w qu e ry r e s u lt s to be s o rte d

by S t a t e / P r o v in c e n a m e s .

E x e c u t in g a q u e ry fro m Q u e ry G e n e ra to r fo rm

W h e n a ll t h e r e q u ir e d in fo r m a t io n h as be e n s e le c t e d , c lic k o n E x e c u te . T h e n

th e fo llo w in g fo r m Q u e r y S e le c t io n C r it e r ia w ill pop u p fo r y ou to in p u t

a n y le t t e r s :

In th e p r e v io u s e x a m p le , a le t t e r Y h as be e n e n te re d . T h a t m e a n s y ou w ill
ge t th e qu e ry r e s u lt w it h a ll b u s in e s s p a rtn e r code an d n am e s fr o m th e
s t a t e / p r o v in c e w it h t h e n a m e s t a r t in g w it h Y.

7 6
T h e r e s u lt lo o k s lik e t h e n e x t s c r e e n s h o t :

If t h is q u e ry c o u ld b e u s e d la t e r , c lic k o n S a v e n e a r th e b o tto m to
s a v e y o u r q u e ry . I t m ig h t b e s a v e d u n d e r a n y q u e ry c a t e g o r ie s w it h
th e n a m e y o u e n te re d . T h e t o p ic r e g a r d in g q u e ry s a v in g w ill b e
d is c u s s e d in d e t a il la t e r .

Th e R e v e rs e T a b le b u tto n at th e b o tto m of th e fo r m is u se d to h e lp y ou
ch oose to d is p la y th e t a b le e it h e r fr o m r ig h t - t o - le ft o r fr o m le ft - t o - r ig h t . T h is
is be cau se u n lik e E n g lis h , som e of th e o th e r la n g u a g e s m ay n o t s ta r t fr o m
le ft - t o - r ig h t , b u t in re v e rse o rde r.

You m ay n o t ic e t h a t a ll q u e r y s c r ip t fr o m d iffe r e n t s e c t io n s o f th e g e n e ra to r
h as be e n lin k e d to g e th e r fo r y o u . R e m e m be r, y o u do n ot n e e d to w r it e an y
s in g le s ta te m e n t. T h is is su ch a good g ift fo r y ou to re du ce y ou r le a r n in g
c u r v e in t e r m s o f q u e r y le a r n in g . D o n o t w a s t e t h is v a lu a b le r e s o u r c e !

7 7
L e s s o n 2 Q u e r y W iz a r d

Q u e ry W iz a r d is th e se con d to o l to be d is c u s s e d in t h is c h a p t e r . I t is s im ila r
to Q u e r y G e n e r a t o r . W e a r e g o in g to c o m p a re b o th t o o ls la t e r in th e book .

Q u e r y W iz a r d o v e r v ie w

Q u e ry W iz a r d e n a b le s e asy acce ss to th e d a ta b a s e an d an e asy w ay of

b u ild in g u s e r - d e fin e d r e p o r t s . I t is d e s ig n e d fo r d a ta r e t r ie v a l/ s e le c t io n o n ly .

You a re n ot a b le to do an y D M L q u e r ie s su ch as u p d a t e s , in s e r t , o r d e le t e .
T h is m e n u it e m can b e a c c e s s e d fr o m T o o ls | Q u e r ie s | Q u e r y W iz a r d .

W it h t h is t o o l, y o u can do th e fo llo w in g :

. C r e a t e q u e r ie s t h r o u g h fiv e s te p s fr o m a fix e d s e t o f t a b le s fr o m S A P
B u s in e s s O n e

. A c c e s s a ll d a t a in t h o s e t a b le s a n d g e t h e lp fr o m t ip s on e a c h s te p

. C r e a t e in d iv id u a l r e p o r t s w it h o u t w r it in g a n y s in g le q u e r y s t a t e m e n t s

S te p 1 S p la s h s c re e n

Th e fir s t s t e p is v e ry s im p le . A fte r y ou c lic k on Q u e ry W iz a r d m e n u it e m ,

y ou ge t th e fir s t s c r e e n th a t s im p ly t e lls y ou : T h is w iz a r d w ill g u id e y o u
s te p -b y - s te p th ro u g h th e definition o f p a ra m e te rs r e q u ir e d fo r a
q u e ry . T h e s c r e e n s h o t is o m it t e d h e re s in c e it is n o t h in g b u t a s p la s h
s c re e n fo r y o u to k n o w y o u a re s t a r t in g t h is w iz a r d .

7 8
S te p 2 S e le c t t a b le s fo r th e re p o rt

Th e se con d s te p is s im ila r t o th e le ft p a r t in Q u e ry G e n e ra to r. Y o u can s e le c t

as m an y t a b le s as y ou n e e d. H o w e v e r, y o u m u s t t r y t o m in im iz e t h e n u m b e r
o f t a b le s fo r s y s te m p e r fo r m a n c e a n d q u e r y e ffic ie n c y .

In th e e x a m p le scre e n sh o t y ou ju s t saw , y ou m ay fin d th a t th e fir s t t a b le

s e le c t e d is O C R D ( B u s in e s s P a rtn e r t a b le ) . Th e se con d t a b le s e le c t e d is
O S L P ( S a le s E m p lo y e e t a b le ) . E a c h t a b le s e le c t e d is p la c e d in a s e p a ra te ro w
in t h e w in d o w . T h e s e c o n d c o lu m n d is p la y s t h e fu ll d e s c r ip t io n o f t h e t a b le s .

O n e t h in g h e re is , it is n o t ic e a b ly b e tte r th a n Q u e ry G e n e ra to r. W h e n y ou
s e le c t a n y t a b le , it a u t o m a t ic a lly sh ow s a ll lin k e d t a b le s u n d e r th e lo w e r p a r t
o f th e fo r m . Y o u w ill t h e n fin d it v e r y c o n v e n ie n t t o ju s t c h o o s e t h e n e c e s s a r y
t a b le s b y d o u b le - c lic k in g .

T h is p r o c e s s a p p lie s t o a ll t a b le s s e le c t e d in th e u p p e r p a r t o f th e fo r m .

A lin k e d t a b le lis t in th e lo w e r p a rt o f th e fo r m ch an ge s w h e n y ou h ig h lig h t

d iffe r e n t t a b le s fr o m th e u p p e r p a r t o f th e fo r m .

7 9
S te p 3 S e le c t f ie ld s a n d s o rt o rd e rs

S te p 3 in Q u e ry W iz a r d h as th e sam e fu n c t io n as th e m id d le pa rt o f Q u e ry
G e n e ra to r. In a d d it io n , y o u h a v e m o r e o p t io n s t o s e le c t fie ld s .

You m ay ta b ou t th e F ie ld c o lu m n to b r in g u p C h o o s e fro m lis t fr o m th e

s e le c t e d t a b le . It is ju s t lik e w h e n y ou s e le c t e d t a b le s fr o m b o th t o o ls . Y o u
m ay ty p e in an y le t t e r s on th e F in d te x tb o x to se a rch y o u r re q u e s te d fie ld s .
T h e re a re tw o c o lu m n s o n t h e lis t :

. N a m e : F ie ld n am e s

. D e s c r ip t io n : F ie ld d e s c r ip t io n

A s y ou k n ow fr o m t h e p r e v io u s c h a p t e r , y o u can g e t a ll fi e ld in fo r m a t io n fr o m
th e T a b le R e fe r e n c e s fo r S A P B u s in e s s O n e in adv an ce . If th a t is n ot
a v a ila b le to y ou , t h is m ig h t be th e se con d be st p la c e to fin d a ll c o m m o n ly
u se d fie ld in fo r m a t io n . You w ill p r o b a b ly n e e d to go th ro u g h th e m m an y
t im e s b e fo r e y ou can re a ch fr e q u e n t ly u s e d fie ld s a t e a s e .

You can ty p e th e le t t e r C to b r in g th e fie ld n am e s s t a r t in g w it h C on to p of

th e lis t , so th a t y ou can ge t to th e fie ld s q u ic k e r . O r , y o u m ay n ot n e e d to
ty p e an y le t t e r s . J u s t u s e th e m ou se or page dow n to b ro w s e th ro u g h t h e lis t
in o rd e r to b e c o m e fa m ilia r w it h t h o s e fie ld s .

8 0
F ro m th e p r e v io u s s c re e n s h o t, y ou can se e th a t tw o fie ld s in O C R D h av e
be e n s e le c t e d . A n o t h e r fie ld fr o m O S L P h a s a ls o b e e n s e le c t e d . T h e y a r e :

. C a r d C o d e : B u s in e s s P a r t n e r C o d e fr o m O C R D

. C a r d N a m e : B u s in e s s P a r t n e r N a m e fr o m O C R D

. S lp N a m e : S a le s E m p lo y e e N a m e fr o m O S LP

Th e t h ir d c o lu m n , H e a d in g , d is p la y s th e fie ld d e s c r ip t io n by d e fa u lt . Y o u can

ch an ge th e m to a n y t h in g y ou w an t su ch as C u s to m e r N am e in s t e a d of B P

N am e . It w ill sh ow on th e to p of th e qu e ry r e s u lt scre e n as a c o lu m n
h e a d in g .

Th e fo u r th c o lu m n , S o rt O rd e r, u se s an in t e g e r (1 , 2 , 3 ) to se t th e so rt
p r io r it y ; y o u can a s s ig n a n y o r d e r s t o t h e fie ld y ou h a v e s e le c t e d .

T h e fift h c o lu m n d e fin e s t h e s o r t t y p e a s A s c e n d in g o r D e s c e n d in g .

Th e s ix t h c o lu m n a llo w s y ou to s e t th e gro u p on an y fie ld s y ou w o u ld lik e to

add. You ju s t n e e d to s e le c t Y fo r th e fie ld y ou w o u ld lik e it t o b e g r o u p e d t o .
If y ou h a v e n o t s e le c t e d t h is , t h e d e fa u lt v a lu e w o u ld b e N .

Th e la s t c o lu m n in th e p r e v io u s s c re e n s h o t, C o m p . , o ffe r s s ix c o m p u t a t io n
o p t io n s :

. T o t a l R e c o r d s : D is p la y s t h e n u m b e r o f r e c o r d s r e t r ie v e d

. T o t a l D is t in c t R e c o r d s : D is p la y s t h e n u m b e r o f d is t in c t r e c o r d s
r e t r ie v e d

. A m o u n t : D is p la y s t h e su m o f t h e v a lu e s fo r n u m e r ic fie ld in th e

8 1
 r e t r ie v e d r e c o r d s

. A v e r a g e : C a lc u la t e s a n d d is p la y s t h e a v e r a g e o f t h e v a lu e s o f t h a t
fie ld in t h e r e t r ie v e d re co rds

. M in im u m : D is p la y s t h e s m a lle s t v a lu e o f t h is fie ld fr o m w it h in t h e
r e t r ie v e d r e c o r d s

. M a x im u m : D is p la y s t h e la r g e s t v a lu e o f t h is fie ld fr o m w it h in th e
r e t r ie v e d r e c o r d s

S te p 4 C o n d it io n s a n d r e la t io n s

S te p 4 is fo r d e fin in g th e c o n d it io n s an d r e la t io n s fo r r e t r ie v in g d a ta . B o th

c o n d it io n s a n d r e la t io n s a r e b a s e d on th e d a ta b a s e s t r u c t u r e a n d lo g ic .

F o r th e p r e v io u s e x a m p le , it is th e D is p la y C o n d it io n s ta b . Y o u can s e e th e
c o n d it io n e n t e r e d is S a le s E m p lo y e e 's n a m e , w h ic h c o n t a in s G o r d o n .

You m ay s e le c t ( o r ) o n th e s e tw o ta b s to d e fin e t h e p r io r it y s e q u e n c e o f th e
c o n d it io n s . Y o u m a y a ls o s e le c t A n d / O r t o d e fin e c o m p le x c o n d it io n s .

8 2
Th e o th e r ta b is fo r D is p la y R e la t io n s . U n d e r t h is ta b , y o u w ill fin d th e fir s t

c o lu m n 's c h e c k b o x , E x e c u t e . I t a p p lie s th e d e fin e d r e la t io n s h ip b e tw e e n th e

t a b le s t h a t a p p e a r in th e ro w . W h e n t h is ch e ck box is s e le c t e d , S A P B u s in e s s
O n e adds a n o th e r c o n d it io n . T h is m e an s th a t th e re co rds y ou w an t to
r e t r ie v e m u st c o m p ly w it h th e c o n d it io n s d e fin e d on th e Define C o n d i t i o n s

ta b an d w it h th e a d d e d c o n d it io n .

S te p 5 Q u e r y W iz a r d c o m p le t io n

W h e n y ou c o m p le t e a ll C o n d it io n s an d R e la t io n s , c lic k in g on N e x t w ill b r in g
y ou to th e fin a l s te p , w h ic h sh ow s y ou th e Q u e ry s c r ip t c re a te d by th e

s y s te m t h a t a p p lie s a ll o f y o u r s e le c t io n s .

8 3
You m ay r e v ie w th e qu e ry to ch e ck if it is a ll y o u n e e d. If y ou fin d t h a t it d id

n ot
in c lu d e a ll c o n d it io n s , y o u can go back to e d it s o m e o f th e m in th e p r e v io u s
s te p s .

In th e e x a m p le case , th e re a re n o p r o b le m s . C lic k F in is h to b r in g u p th e
q u e r y r e s u lt w in d o w .

You can fin d a ll B u s in e s s P a r t n e r C o d e s a n d N a m e s u n d e r t h e s e le c t e d S t a t e /

P r o v in c e fr o m t h e q u e r y r e s u lt s .

L ik e Q u e r y G e n e r a t o r , if t h e q u e r y is u s e fu l, y o u c a n c lic k S a v e t o sav e y ou r
q u e r y . T h e t o p ic r e g a r d in g q u e r y s a v in g w ill b e d is c u s s e d in th e C r e a t in g a n d
s a v in g u s e r q u e r ie s s e c t io n o f t h e n e x t c h a p t e r .

8 4
W h a t is t h e d if f e r e n c e b e t w e e n Q u e ry G e n e ra to r a n d Q u e ry W iz a r d ?

W h e n y ou go th ro u g h th e fir s t p a r t o f t h e c h a p t e r , y o u h a v e p r o b a b ly a lr e a d y
n o t ic e d th e d iffe r e n c e s b e tw e e n th e Q u e ry G e n e ra to r an d Q u e ry W iza rd
t o o ls .

You w ill fin d th e s u m m a r iz e d d iffe r e n c e s h e re to c la r ify an y d o u b ts y ou m ay

h av e . Th e fir s t t o o l, Q u e r y G e n e r a t o r , is on e o f th e s im p le s t t o o ls fo r b u ild in g
S Q L Q u e r ie s . I t ju s t u s e s on e s im p le U s e r I n te rfa c e (U I) fo r y o u to c re a te
q u e r ie s . Y o u can s ta rt to u se it w h e n e v e r y ou w is h to fin d th e t a b le s , fie ld s ,
a n d t h e ir r e la t io n s h ip .

Th e se con d t o o l, Q u e r y W iz a r d , h a s adde d fiv e s te p s w it h d iffe r e n t fo r m s , s o

th a t y ou can fin d th e t a b le r e la t io n s h ip m o re e a s ily . A ls o , fin d in g fie ld s
be com e s m u c h e a s ie r b e c a u s e y ou h a v e t h e o p t io n t o b r in g u p C h o o s e fro m
lis t .

H e r e is t h e lis t s h o w in g t h e s im ila r it ie s b e t w e e n th e s e tw o t o o ls :

. T h e r e is n o n e e d t o w r it e fu ll q u e r y s t a t e m e n t s

. A llo w s s e le c t io n o f t a b le s a n d fie ld s

. P r o h ib it s u p d a t in g d a ta
. U s e s t h e m o u s e a lo n e to a d d c o n d it io n s

D iffe re n c e s Q u e ry G e n e ra to r Q u e ry W iz a rd

S in g le s t e p U s e r In t e rfa c e M u lt ip le s t e p s U s e r In t e rfa c e

R e q u ire s m o re t a b le s a n d fie ld s R e q u ire s le s s t a b le s a n d fie ld s

K n o w le d g e K n o w le d g e

L e s s h e lp t o p ic s M o re h e lp t o p ic s

F ie ld le v e l s e le c t io n is b a s ic F ie ld le v e l s e le c t io n is s o p h is t ic a t e d

In su m m a ry , th e Q u e ry G e n e ra to r is d e s ig n e d to ge t q u ic k r e s u lt s in a
s in g le s te p , w h ile Q u e ry W iz a r d is m o re c o n c e n tra te d on s te p -b y -s te p
in s t r u c t io n s t o h e lp y o u b u ild q u e r ie s w it h c le a r s e le c t io n in d iffe r e n t p h a s e s .

I p r e fe r th e Q u e ry G e n e ra to r ov e r th e Q u e ry W iz a r d be cau se I am fa m ilia r
w it h a ll t a b le s an d fie ld s . To m e , th e s im p le r th e s te p s , th e b e tte r. To a
b e g in n e r , I w o u ld su gge st y ou try Q u e ry W iz a r d be cau se i t g iv e s y ou m o re
pow e r to s e le c t d iffe r e n t t a b le s an d fie ld s . You w ill a ls o be p r o v id e d w it h
m o r e h e lp fu l t ip s .

B e n e f it t in g fro m b u ilt - in s y s te m q u e r ie s

B e s id e s Q u e ry G e n e ra to r an d Q u e ry W iz a r d , th e re is a n o th e r p o w e r fu l to o l
fo r y o u to le a r n S Q L Q u e ry in S A P B u s in e s s O n e . T h a t is : S y s t e m Q u e r ie s .

S y s te m q u e r ie s e n a b le y ou to g e n e ra te a d d it io n a l r e p o r t s an d r e t r ie v e d a ta

8 5
th a t is n ot a v a ila b le by r u n n in g th e o th e r re p o rts . You m ay acce ss s y s te m
q u e r ie s e it h e r fr o m th e d iffe r e n t m o d u le s in e ach m o d u le th e r e le v a n t
s y s te m q u e r ie s appe ar as e n t r ie s u n d e r r e p o r t m e n u , id e n t ifie d w it h th e ic o n
? or by c h o o s in g t h e m fr o m T o o ls | Q u e r ie s | S y s t e m Q u e r ie s .

Th e fo llo w in g scre e n sh o t sh ow s y ou th e n am e s of a ll t h e a v a ila b le s y s te m

q u e r ie s .
You m a y fin d a s m a n y a s 1 8 q u e r ie s h e r e . M o s t q u e r ie s a r e r e la t e d t o fin a n c e

a n d b a n k in g .

You can se e th e qu e ry r e s u lt s fr o m on e of th e s y s te m q u e r ie s : P u rc h a s e
O r d e r L in k e d to D e p o s it .

Th e r e s u lt is a c t u a lly e m p ty be cau se th e re is n o d e p o s it li n k e d to th e

p u r c h a s e o r d e r in th e d a ta b a s e . Y o u w o u ld lik e t h is r e s u lt , w o u ld n 't y o u ?

8 6
W h at y ou n e e d to k n o w is t h e to p p a r t o f t h e q u e r y r e s u lt . Y o u w ill s e e t h e r e
is a L e ft A r r o w ( S h o w ic o n ) t h e r e . W h e n y ou c lic k o n th e a rro w , y o u w ill g e t
t h e fu ll b o d y o f th e q u e ry s ta te m e n ts .

A s soon as y ou c lic k on th e L e ft A r r o w ic o n , it w ill b e c o m e D o w n A rro w ( H id e

ic o n ) . You w ill n o t ic e th e re a re tw o a d d it io n a l ic o n s d is p la y e d . O n e is P e n c il
O n ly . Th e o th e r is a P e n c il w it h C ro ss. A ll q u e r y s ta te m e n ts a re sh ow n as
w e ll.

T h is is o n ly a v a ila b le if y o u ru n th o s e s y s te m q u e r ie s u n de r th e t o o ls m e n u
in s t e a d o f e a c h m o d u le u n d e r r e p o r t .

W h e n y ou c lic k on th e P e n c il O n ly ic o n , th e ba ck gro u n d of th e qu e ry
s ta te m e n t a re a w ill be com e y e llo w in s t e a d of gre y . You a re n ow a b le to
m o d ify th e q u e r y fo r y o u r o w n u se .

8 7
W h e n y ou fin is h e d it in g , y o u m a y c lic k t h e o t h e r ic o n ( P e n c il w it h C ro s s ).
T h a t w ill c h a n g e b a c k t o t h e r e a d o n ly m o d e o f th e q u e ry b o d y .

If y ou a r e in t e r e s t e d , h e r e is t h e c o m p le t e s t a t e m e n t o f t h is q u e r y :

D E C L A R E @ F a c to r a s n u m e r i c ( 1 ,0 )

S E L E C T @ F a c to r =

C A S E (S E L E C T T O P 1 D is p P o s D e b F R O M

O A D M ) W H E N 'N ' T H E N 1 E L S E - 1

EN D

S E L E C T T 0 .C a r d C o d e ,

T 0 .C a r d N a m e ,

T 0 .B a l a n c e ,

T 0 .C r e d i tL i n e ,

( T 0 .C r e d i tL i n e + @ F a c to r * T 0 .B a l a n c e ) " D e v i a ti o n "

FR O M O C R D T0

W H E R E ( s e l e c t T 0 .C r e d i tL i n e + @ F a c to r * T 0 .B a l a n c e ) < 0 A N D T 0 .C a r d T y p e

= 'C '

If y ou c o m e a c r o s s a n y d iffic u lt ie s in c r e a t in g y o u r q u e r y la t e r , y o u
can a lw a y s c o m e b a c k to s y s te m q u e r ie s t o fin d s o m e u s e fu l t ip s .

8 8
L e s s o n 3 Q u e ry M a n a g e r

In th e p r e v io u s Le sson , y ou le a r n e d a b o u t t w o b a s ic t o o ls , Q u e r y G e n e r a t o r
an d Q u e ry W iz a r d . M e a n w h ile , y ou a ls o le a r n e d abou t s y s te m q u e r ie s so
th a t y ou can c re a te or u se q u e r ie s w it h th e s e t o o ls . H o w e v e r, th o s e t o o ls
h a v e c e r t a in lim it a t io n s .

Th e m o s t in c o n v e n ie n t lim it a t io n is t h a t o n ly a fix e d s e t o f t a b le s is a v a ila b le

to y o u w it h th e s e t o o ls . F o r e x a m p le , t h e t a b le lis t d o e s n o t s h o w a ll t a b le s in
th e d a ta b a s e . W h e n th e q u e r ie s be com e c o m p lic a t e d , th e s e t o o ls m ay n ot
w o r k fo r y o u .

You m u st be e age r to k n ow h ow to c re a te q u e r ie s fr e e ly w it h o u t th o s e
r e s t r ic t io n s . D o y ou h av e o th e r w ay s o f c r e a t in g q u e r ie s w h e n y ou n e e d to
c re a te th e m in c o m p le x lo g ic ? Th e an sw e r is d e fin it e ly : "Y e s ". T h is is th e
t o p ic o f t h is c h a p t e r .

T h is Le sson illu s t r a t e s th e m o s t im p o r t a n t b u s in e s s in t e llig e n c e to o l fo r S A P

B u s in e s s O n e : Q u e ry M a n a g e r. You w ill le a r n h ow to m an age y o u r q u e r ie s
by c r e a t in g , s a v in g , an d d e le t in g th e m d ir e c t ly fr o m th e Q u e ry M a n a ge r. A t
th e sam e t im e , y ou w ill le a r n h ow to o r g a n iz e y ou r q u e r ie s in t o c a t e g o r ie s .
Th e d e t a ile d qu e ry s ta te m e n ts , k e y w o rd s , a n d fu n c t io n s w ill b e p re s e n te d to
y ou a s w e ll.

In th e fir s t s e c t io n , y ou w ill le a r n e v e r y t h in g r e la t e d to th e Q u e ry M an age r

su ch a s U s e r I n t e r fa c e , in c lu d in g e a c h b u t t o n . T h e q u e r y c a t e g o r ie s fo r s a v e d
q u e r y w ill a ls o b e d is c u s s e d .

Q u e r y M a n a g e r u s e r in t e r f a c e

Th e fo llo w in g scre e n sh o t sh ow s y ou h ow to acce ss t h is to o l fr o m th e S A P

B u s in e s s O n e m e n u :

J u s t lik e th e o th e r qu e ry t o o ls , Q u e r y M an age r can be acce sse d th ro u g h th e

fir s t m e n u it e m u n d e r T o o ls | Q u e r ie s .

8 9
You can a ls o acce ss it d ir e c t ly fr o m th e t o o lb a r . T h e Q u e ry M a n a g e r ic o n can
be fo u n d on th e t o o lb a r b e tw e e n th e F o rm S e t t in g s an d M e s s a g e / A le r t
ic o n s . T h is ic o n is sh ow n in t h e p r e v io u s s c r e e n s h o t o n t h e le ft s id e o f Q u e r y
M a n a g e r.

In t h e Q u e r y M a n a g e r w in d o w , y o u can :

. D is p la y a ll e x is t in g q u e r ie s

. C re a te a n d s a v e u s e r q u e r ie s

. D e le t e u s e r q u e r ie s

. M an age q u e r y c a t e g o r ie s

Q u e ry M an age r is u se d fo r qu e ry m a n a g e m e n t. A ll q u e r ie s can be sav e d,

e d it e d , or d e le t e d by u s in g th e Q u e ry M a n a g e r t o o l. I t d o e s n o t m a t t e r if t h e

qu e ry is c re a te d by t o o ls lik e Q u e ry G e n e ra to r/Q u e ry W iz a r d , or by u se rs
d ir e c t ly fr o m t h e q u e r y r e s u lt w in d o w s .

D is p la y a ll e x is t in g q u e r ie s

T h is is th e s im p le s t fu n c t io n fo r th e Q u e ry M a n a ge r. You can fin d a ll y o u r

s a v e d q u e r ie s o r s y s t e m q u e r ie s t h r o u g h t h e Q u e r y M a n a g e r U s e r in t e r fa c e .

Th e fir s t t e x t b lo c k on th e to p of th e Q u e ry M an age r can d is p la y th e qu e ry

n am e y ou
h av e s e le c t e d o r a llo w y ou to ty p e a qu e ry n am e fo r a n e w qu e ry b e fo r e y ou
s a v e it .

Th e n e x t te x t b lo c k b e lo w th e qu e ry n am e can d is p la y th e qu e ry c a te g o ry
y ou h av e s e le c t e d or a llo w y ou to ty p e a qu e ry c a te g o ry n am e fo r a n e w
q u e r y c a te g o r y b e fo r e y ou s a v e it t h r o u g h th e M a n a g e C a te g o ry fu n c t io n .

Th e b ig w in d o w u n de r th e s e tw o box e s is th e p la c e to d is p la y a ll qu e ry
c a t e g o r ie s an d th e qu e ry n am e s fo r th e e x pan de d c a t e g o r ie s y ou h av e
s e le c t e d .

9 0
T h e fir s t s c r e e n s h o t s h o w s t h e s y s t e m qu e ry n a m e s:

Th e se con d e x a m p le sh ow s t h e q u e r y c a t e g o r ie s p lu s t h e q u e r y n a m e s u n d e r
e x pan de d q u e r y c a t e g o r ie s :

You m ay n o t ic e th a t th e re a re tw o d iffe r e n t ic o n s in fr o n t of e ach qu e ry

9 1
c a te g o ry : th e D o w n A rro w ic o n n e x t to th e G e n e ra l c a te g o ry an d th e
R ig h t A rro w ic o n n e x t to S y s te m as w e ll as o th e r c a t e g o r ie s . Th e D ow n
A rro w ic o n s s ta n d fo r th e qu e ry c a t e g o r ie s th a t a re e x pan de d to d is p la y th e
qu e ry n am e s u n de r th e c a t e g o r ie s . T h e R ig h t A r r o w ic o n s r e fe r to th e qu e ry
c a t e g o r ie s th a t a re n ot e x pan de d. W h e n y ou c lic k on th e ic o n , t h e s t a t u s w ill
ch an ge fr o m e x p a n d e d to n o n -e x p a n d e d or v ic e v e rsa . To fin d a qu e ry
u n de r a s p e c ific c a te g o ry , y ou ju s t n e e d to c lic k on th e ic o n in fr o n t o f th e
q u e ry c a te g o ry to e x pan d it .

You can d is p la y a n y q u e r ie s in tw o w a y s :

1 . Th e fir s t w a y is fr o m th e Q u e ry M a n a g e r w in d o w d ir e c t ly . Y o u can fin d

th e r e q u ir e d qu e ry n am e an d d o u b le - c lic k on th e n am e or y ou can

c lic k O K w h e n y ou s e le c t a s p e c ific qu e ry n am e . Th e s e le c t e d qu e ry
w ill b e d is p la y e d on t h e q u e r y r e s u lt w in d o w w it h e it h e r m e t h o d .

2 . Th e se con d w ay is b y p a s s in g th e Q u e r y M a n a g e r w in d o w . Y o u can a ls o
fin d th e qu e ry n am e d ir e c t ly fr o m T o o ls | Q u e r ie s | U s e r Q u e r ie s .
O n e c lic k is good e n ou gh to b r in g u p th e qu e ry r e s u lt w in d o w w it h t h is
m e th o d .

Th e se con d m e th o d p re s e n ts a lim it a t io n . If th e qu e ry n am e is to o lo n g , it
m ig h t b e c u t o ff w h e n y ou d is p la y t h e ir n a m e s d ir e c t ly fr o m th e T o o ls m e n u .
O r if y ou h av e s p e c ia l c h a r a c t e r s , it m a y n o t d is p la y th e m fu lly e it h e r . I t is
a d v is a b le to
u se s h o rte r n am e s fo r q u e r ie s w h e n e v e r p o s s ib le . A v o id u s in g s p e c ia l
c h a r a c t e r s w h e n e v e r p o s s ib le .

C r e a t in g a n d s a v in g u s e r q u e r ie s

C r e a t in g u s e r q u e r ie s can be don e d ir e c t ly a fte r y o u ru n a n y q u e r ie s in o rde r

to b r in g u p th e qu e ry r e s u lt w in d o w . T h e q u e r y y o u w a n t to ru n can e it h e r b e
fr o m q u e r y t o o ls d ir e c t ly o r s e le c t e d fr o m th e Q u e ry M a n a ge r.

9 2
W h e n y ou ope n t h e q u e r y r e s u lt w in d o w b y e it h e r o f t h e m e t h o d s m e n t io n e d
e a r lie r , y o u m ig h t b e a b le to e d it o r c r e a t e a qu e ry fr o m s c r a t c h , if y o u h av e
th e r ig h t a u t h o r iz a t io n . I n case y ou d o n 't h a v e th e u s e r p r iv ile g e , c h e c k w it h
t h e S u p e r u s e r in y ou r com pan y .

O n ce y o u h av e got pro pe r u se r r ig h t s , y o u w ill b e a b le to fin d tw o ic o n s on

th e le ft s c r e e n b e s id e th e qu e ry s c r ip t . T h e y lo o k lik e a p e n c il o r a p e n c il w it h
a re d lin e c r o s s . F r o m t h e p r e v io u s s c r e e n s h o t , y o u can fin d t h a t t h e fir s t ic o n
is u se d fo r e n a b lin g e d it q u e r ie s an d th e se con d ic o n is th e o p p o s it e , t h a t is ,
to d is a b le th e e d it in g a b ilit y . W h e n y ou c lic k on th e p e n c il ic o n , y o u w ill h a v e
th e pow e r to w r it e an y q u e r ie s to r e t r ie v e d a ta fr o m an y t a b le s in th e
d a ta b a s e .

U n lik e th e o th e r qu e ry t o o ls , y ou h av e to w r it e e v e ry s in g le s ta te m e n t,
k e y w o rd, c o lu m n n a m e , t a b le n a m e , fu n c t io n , a n d p a ra m e te r on y ou r ow n .
Th e fr e e d o m to w r it e qu e ry as y ou w is h r e q u ir e s th a t y ou h av e b o th h ig h
le v e l S Q L qu e ry k n o w le d g e an d S A P B u s in e s s O n e d a ta b a s e s tru c tu re
k n o w le d g e . If y ou fin d it is d iffic u lt , y ou n e e d to go back to th e p r e v io u s
c h a p t e r . S p e n d y o u r t im e w it h t h e t o o ls u n t il y o u a re re a dy .

To sa v e y o u r qu e ry , y o u ju s t n e e d t o fo llo w th e s e s te p s :

1 . C lic k o n S a v e . Th e S a v e Q u e ry w in d o w w ill s h o w u p.

2 . S e le c t a n y c a t e g o r ie s fr o m t h e lis t .

3 . Ty pe in a pro pe r qu e ry n a m e .

4 . C lic k o n S a v e u n d e r th e b o tto m o f t h e w in d o w .

You r qu e ry w ill b e sav e d im m e d ia t e ly w it h th e p r e v io u s ly m e n t io n e d s te p s .

9 3
T h e S a v e Q u e r y w in d o w is s im ila r t o t h e Q u e r y M a n a g e r w in d o w . A n y q u e r y
c a t e g o r ie s o r q u e r y n a m e s d is p la y e d in th e Q u e r y M a n a g e r w in d o w , w ill b e
d is p la y e d in th e S a v e Q u e ry w in d o w to o .

Th e fo llo w in g e x a m p le sh ow s th a t th e e x is t in g qu e ry , B P F u ll L is t
C u s to m e r, h as be e n e d it e d . Th e n e w qu e ry can be sav e d by s e le c t in g th e
c a te g o ry G e n e ra l an d s e le c t in g a qu e ry n am e to m o d ify it t o . T h e n e w n am e
B P F u ll L is t V e n d o r s h as be e n e n te re d . A fte r c lic k in g on S a v e , t h is n e w
qu e ry is sav e d u n d e r th e G e n e r a l c a te g o ry . Y o u can ju s t ty p e in t h e n a m e if
t h e n a m e is n o t v e r y lo n g .

If y ou n e e d to c re a te a qu e ry fr o m s c ra tc h w it h o u t b r in g in g u p o t h e r q u e r ie s ,
y ou can c re a te an e m p ty qu e ry su ch as S E LE C T '' a n d sav e it by a n am e
B la n k or E m p ty . If y ou ru n t h is qu e ry , y ou w ill s e e n o t h in g in th e qu e ry
r e s u lt b u t e m p t y s p a c e t h a t a llo w s y o u to c re a te a br an d n e w qu e ry .

D e le t in g u s e r q u e r ie s

I t is s im p le to d e le t e a u se r qu e ry . Yo u d o n 't n e e d to ope n th e qu e ry to ru n
it , bu t d e le t e it fr o m th e Q u e ry M an age r w in d o w d ir e c t ly . A fte r y ou h av e
s e le c t e d th e Q u e ry M an age r fr o m th e m e n u or th ro u g h th e ic o n , y ou can
s e le c t th e qu e ry y ou w an t to d e le t e . C lic k on th e R e m o v e b u tto n , an d a
w a r n in g m e ssage w ill p o p u p to c o n fir m th a t y o u w a n t to d e le t e th e qu e ry . If
y ou h av e n o t re a ch e d t h is p o in t t h r o u g h a w ro n g m ou se c lic k , y o u can c lic k
on Y e s to p r o c e e d . T h e q u e r y w ill b e d e le t e d fr o m th e d a ta b a s e .

Th e re is an a lt e r n a t iv e w ay to d e le t e q u e r ie s . Th at is to b r in g u p th e S a v e
Q u e ry w in d o w by c lic k in g S a v e u n de r th e qu e ry r e s u lt w in d o w . I n s t e a d of
s a v in g q u e r ie s , y ou m ay s e le c t an y u se r q u e r ie s to d e le t e . C lic k in g on th e
R e m o v e b u tto n is a ll y o u n e e d to do.

A fte r d e le t in g q u e r ie s , y o u can c lic k on C a n c e l to re tu rn to th e qu e ry r e s u lt

w in d o w .

M a n a g in g q u e r y c a t e g o r ie s

C a t e g o r ie s a re th e fo ld e r s fo r q u e r ie s . Th e y in c lu d e c a t e g o r ie s fo r s y s te m
q u e r ie s an d c a t e g o r ie s fo r u se r q u e r ie s . You a lw a y s ge t a d e fa u lt c a te g o ry
c a lle d G e n e ra l w h e n y ou h av e a n e w d a ta b a s e . T h e re is n o t h in g e ls e b e s id e
th e s e s y s te m an d g e n e ra l c a t e g o r ie s in th e b e g in n in g . I t is de pe n de n t on
an a d m in is t r a t io n u se r to c re a te an d m a in t a in y ou r q u e r ie s w it h an y
c a t e g o r ie s y o u lik e .

If y ou o n ly h av e fe w q u e r ie s , c a t e g o r ie s m ay n ot be t h a t im p o r t a n t t o y ou .
H o w e v e r, t h is w ill ch an ge as soon as y ou h av e m o re sav e d q u e r ie s . G ood
c a te g o ry m an age m e n t can sav e y ou tre m e n d o u s t im e . Y o u can m a in t a in th e
c a t e g o r ie s w it h th e sam e s tru c tu re as th e S A P B u s in e s s O n e m e n u s y s te m .
A n y q u e r ie s c a n b e fo u n d q u ic k ly in t h is w a y .

C a t e g o r ie s a re s im ila r to d ir e c t o r ie s or fo ld e r s in an o p e r a t in g s y s t e m , w it h

9 4
on e e x c e p t io n . T h is is n ot a t r iv ia l e x c e p t io n . Th e re is o n ly on e le v e l fo r
c a t e g o r ie s u n de r th e Q u e ry M a n a ge r. You d o n 't h av e th e o p t io n to c re a te
m u lt i- le v e l c a t e g o r ie s .

To m an age c a t e g o r ie s , y ou can c lic k M a n a g e C a te g o ry b e s id e th e se con d

te x t box . A fte r y ou c lic k th e b u tto n , a w in d o w w it h a t it le C r e a t e / E d it
C a te g o r ie s w ill p o p u p lik e in t h e fo llo w in g s c re e n s h o t:

W h e n t h is w in d o w pops u p, it is a lw a y s in A d d m ode . You can add a n e w

c a te g o ry by t y p in g an y le t t e r s in th e te x t box c lo s e to th e to p of w in d o w .
Th e n c lic k A D D . T h e n e w c a te g o ry w ill b e adde d r ig h t a w a y .

9 5
If y ou a re n o t s a t is fie d w it h th e c a te g o ry n a m e , it is v e ry e asy to e d it it . J u s t
s e le c t a c a te g o ry n am e w h e n y ou a re in th e A d d m ode . Th e A d d b u tto n w ill
ch an ge to an U p d a te b u tto n in s t a n t ly , lik e th e e x a m p le in th e fo llo w i n g
s c re e n s h o t. A / R & A / P c a t e g o r y is s e le c t e d t o b e a c a n d id a t e fo r u p d a te .

You can ty p e in y ou r p r e fe r r e d c a te g o ry n am e a t t h is t im e . I n th e e x a m p le ,
G o rd o n is ty p e d in . W h e n y ou c lic k U p d a te , th e c a te g o ry n am e ch an ge s to

G o rd o n in s t e a d o f A / R & A / P .

9 6
Th e qu e ry n am e s u n d e r th e sam e c a te g o ry w ill n o t b e a ffe c te d w h e n y ou a re
e d it in g c a te g o ry n am e s. A c t u a lly , t h is is th e c a te g o ry ID to be u se d by th e
s y s t e m . T h is c a t e g o r y I D is n o t c h a n g e d d u r in g y o u r c a t e g o r y n a m e u p d a t e .

A fte r y ou c lic k U p d a te , th e w in d o w is ch an ge d to fin d m ode . Th e b u tto n is

ch an ge d a g a in fr o m U p d a te to O K . You can s t ill s e le c t a n y c a t e g o r ie s ju s t
lik e in th e A dd m ode . H o w e v e r, th e b u tto n w ill n o t ch an ge to U p d a te t h is
t im e . I t s t ill s h o w s O K .

9 7
To add a n o th e r n e w c a te g o ry , y o u h av e to ch an ge th e w in d o w m ode to A dd
m ode . T h is can be don e th ro u g h th e m e n u it e m D a ta | A d d , k e y bo a rd
s h o r t c u t C t r l+ A o r t h e ic o n on t h e t o o lb a r .

Th e la s t b u tto n to be d is c u s s e d is th e S e le c t A ll b u t t o n . T h is b u tto n a llo w s

y ou to s e le c t a ll A u t h o r iz a t io n G ro u p s . If y ou w an t to a s s ig n y ou r qu e ry
c a te g o ry to m o re th a n h a lf of th e a u t h o r iz a t io n gro u ps, it w ill b e e a s ie r to
c lic k o n t h is b u t t o n fir s t . T h e n y ou can d e s e le c t a n y g r o u p s . I f y o u ju s t a s s ig n
to le s s th a n h a lf o f t h e gro u ps, y o u can ch e ck th e m on e by o n e . I t w ill s a v e
y ou t im e c o m p a r e d w it h u n c h e c k in g m a n y b o x e s a ft e r S e le c t A ll.

9 8
W h e n e v e r y ou h av e n ot s e le c t e d a ll g r o u p s , th e S e le c t A ll b u tto n w ill b e
a v a ila b le . A s soon as a ll g r o u p s a r e s e le c t e d , t h e b u t t o n w ill c h a n g e t o C le a r
A ll. T h e a u t h o r iz a t io n gro u ps a re u se d fo r q u e r y r e p o r t u s e r a u t h o r iz a t io n s .
Th e d e t a ils fo r qu e ry r e p o r t u s e r a u t h o r iz a t io n s w ill b e d is c u s s e d in C h a p te r
5 .

9 9
 C h a p te r 5
U s e r D e fin e d F ie ld s a n d T a b le s

Le sson 1 U s e r D e fin e d F ie ld s

Le sson 2 U s e r D e fin e d T a b le s

1 0 0
L e s s o n 1 U s e r D e fin e d F ie ld s

Adding User-Defined Fields

A d d in g U s e r - D e f in e d F ie ld s

Maintain Object Data Category

New Field
Standard object
fields

OK Cancel Open Table Additional

AdditionalWindow
Window

Title
Manage User Fields
Rows
BP No. Name Debit Credit Due By New Field

Additional
AdditionalColumn
Column

SAP AG 2003
S A P B u s in e s s O n e a llo w s y ou to add as m an y a d d it io n a l fie ld s as y ou
w a n t to t h e b u s in e s s o b je c t s in th e s y s te m .

C h oose T o o ls U s e r - D e fin e d F ie ld s M an age U s e r F ie ld s to c re a te

a n d m a in t a in u s e r - d e fin e d fie ld s .

U s e r - d e fin e d fie ld s at h e ade r le v e l. Th e s y s te m d is p la y s th e u se r-

d e fin e d fie ld s in an a d d it io n a l w in d o w . To m ak e t h is w in d o w v is ib le ,
ch oose V ie w U s e r - D e fin e d F ie ld s . Th e u s e r - d e fin e d fie ld s on th e

h e a d e r le v e l c a n be in flu e n c e d by a s p e c ia l t r a n s a c t io n u n de r T o o ls
U s e r - D e fin e d F ie ld s S e t t in g s

U s e r - d e fin e d fie ld s in a t a b le . A ft e r y o u c re a te d a u s e r - d e fin e d fie ld to

a t a b le th e s y s te m adds t h is fie ld a s a n a d d it io n a l c o lu m n t o t h e t a b le .
Th e fie ld is v is ib le an d a c t iv e by d e fa u lt . You can m ak e th e u se r -
d e fin e d fie ld in v is ib le or in a c t iv e by u s in g th e s ta n d a rd docu m e n t

s e t t in g s u n d e r T o o ls F o rm S e t t in g s

1 0 1
 Definition of a User-Defined Field
D e f in it io n o f a U s e r - D e f in e d F ie ld

Title and description

Type and structure

Alphanumeric Regular, Address, Phone, Text
Numeric
Date/Time Date, Hour
Units and Totals Rate, Amount, Price, Quantity, Percent, Measure
General Link, Image

Valid values (optional): If your field is alphanumeric, you may

Enter valid values directly in the definition
Link a user-defined table that contains the valid values

Default Value
Mandatory Field
Create Index
Set Linked Table

SAP AG 2003
If y ou s e le c t th e C re a te In de x o p t io n , a se a rch in d e x is c re a te d on
d a ta b a s e le v e l. T h is a c c e le r a t e s se a rch e s on th e d a ta o f t h is fie ld bu t

m ay s lo w dow n th e p e r fo r m a n c e w h e n y ou add n e w e n t r ie s to t h is
fie ld .

You can a ls o lin k a u s e r - d e fin e d t a b le to on e or m an y u s e r - d e fin e d

fie ld s by s e le c t in g th e S e t L in k e d T a b le in d ic a t o r in th e d e fin it io n of

th e u s e r - d e fin e d fie ld . B y d o in g t h is , t h e d e s c r ip t io n s fr o m th e u se r-
d e fin e d t a b le a re d is p la y e d as a dro pdo w n lis t to th e u s e r - d e fin e d
fie ld . In o rde r to d is p la y d a ta fr o m a d d it io n a l c o lu m n s in th e u se r

fie ld , y ou can u se fo r m a tte d se a rch . Th e S e t L in k e d T a b le in d ic a t o r

can b e s e le c t e d o r d e s e le c t e d a t a n y t im e .

1 0 2
 Assignment to Categories
A s s ig n m e n t t o C a t e g o r ie s

View

User-Defined Fields

Maintain Object Data Category

New Field
Standard object
fields

OK Cancel Open Table

Tools
User-Defined Fields Settings Define your own categories

Make the field invisible/inactive

for certain categories

In o rde r to d is p la y th e U s e r - D e fin e d F ie ld s th a t h a v e be e n d e fin e d fo r

SAP AG 2003
a docu m e n t or o b je c t, ch oose V ie w -> U s e r - D e fin e d F ie ld s . T h is

o p t io n is o n ly a c t iv e if U s e r - D e fin e d F ie ld s h av e be e n d e fin e d . W h e n a
w in d o w is d is p la y e d , a n a d d it io n a l a t t a c h e d w in d o w a ls o ope n s b e s id e

t h e o r ig in a l w in d o w .

O r g a n iz in g th e fie ld s in d iffe r e n t c a t e g o r ie s m ay a s s is t y ou in

d is p la y in g th e m u pon n e e d in th e v a r io u s d o c u m e n ts . F or e x a m p le ,
w h e n d e fin in g a u s e r - d e fin e d fie ld in m a r k e t in g d o c u m e n ts it is
a u t o m a t ic a lly adde d to e ach on e of th e S a le s an d P u r c h a s in g

d o c u m e n ts . S o m e o f th e n e w fie ld s a r e r e le v a n t fo r o n e d o c u m e n t b u t
n ot to a n o th e r. B y o r g a n iz in g th e fie ld s in c a t e g o r ie s it is p o s s ib le to

s o r t t h e fie ld s by t h e ir a p p r o p r ia t e d o c u m e n t.

1 0 3
 Adding User-Defined Tables
L e s s o n 2 U s e r D e f in e d T a b le s

A d d in g U s e r - D e f in e d T a b le s

User- defined Table

Code Name User Field User Field
Company
Database

Tables
@User-defined
Table
OCRD
Category
OINV
New Field

Standard OTM
object fields

OK Cancel

Y oSAPuAG 2003
can b u ild n e w t a b le s ( u s e r - d e fin e d t a b le s ) in S A P B u s in e s s O n e .
U s e r - d e fin e d t a b le s a llo w y ou to d is p la y im p o r t a n t d a ta th a t is n ot

s t o r e d a n y w h e r e e ls e in th e s y s te m .
C h oose T o o ls U s e r - D e f in e d F ie ld s M a n a g e U s e r F ie ld s a n d
th e n c h o o s e U s e r T a b le s t o c r e a t e a n d m a in t a in u s e r - d e fin e d t a b le s .

U s e r - d e fin e d t a b le s be com e pa rt o f th e com pan y d a ta b a s e . T h e y a re

id e n t ifie d by th e @ p r e fix .
A s a d e fa u lt , u s e r - d e fin e d t a b le s a r e c r e a t e d w it h tw o fie ld s :

C ode ( m u s t b e u n iq u e )
N a m e ( d e s c r ip t io n )

You can add a d d it io n a l u s e r - d e fin e d fie ld s to y ou r u s e r - d e fin e d t a b le

as to an y o t h e r b u s in e s s o b je c t . T o m a in t a in th e c o n te n t o f y o u r u s e r -

d e fin e d t a b le , ch oose T o o ls U s e r T a b le s < T a b le N a m e > -

< T a b le D e s c r ip t io n > .

You can a ls o lin k a u s e r - d e fin e d t a b le to on e or m an y u s e r - d e fin e d

fie ld s by s e le c t in g th e S e t L in k e d T a b le in d ic a t o r in th e d e fin it io n of
th e u s e r - d e fin e d fie ld . B y d o in g t h is , t h e d e s c r ip t io n s fr o m th e u se r -

d e fin e d t a b le a re d is p la y e d as a dro pdo w n lis t to th e u s e r - d e fin e d

fie ld . In o rde r to d is p la y d a ta fr o m a d d it io n a l c o lu m n s in th e u se r
fie ld , y ou can u se fo r m a tte d se a rch . Th e S e t L in k e d T a b le in d ic a t o r

can b e s e le c t e d o r d e s e le c t e d a t a n y t im e .

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 Using User-Defined Fields
U s in g U s e r - D e f in e d F ie ld s

Integration into In reports

document User-
defined
templates

fields
For finding For storing
objects information

U sSAPeAGr2003
- d e fin e d fie ld s can be u se d in e x a c t ly th e sam e w ay as s ta n d a rd
fie ld s :

F o r in t e g r a t io n in t o d o c u m e n t t e m p la t e s
To u s e in r e p o r t s ( q u e r ie s )
To fin d o b je c ts

To s to re a d d it io n a l in fo r m a t io n su ch as p ic t u r e s , file s , an d
h y p e r lin k s

E x a m p le s :

A d d it io n a l c la s s ific a t io n o f c u s to m e rs a n d v e n d o rs
D ir e c t a c c e s s to th e I n t e r n e t u s in g d e fin e d c u s to m e r o r v e n d o r
U R Ls

I n t e g r a t io n of com pan y lo g o or ro u te d e s c r ip t io n s to th e
c u s to m e r

D is p la y in g it e m p ic t u r e s

You can gro u p u s e r - d e fin e d fie ld s in t o c a t e g o r ie s . T h is is e s p e c ia lly

u s e fu l if y ou u se a la r g e n u m be r of u s e r - d e fin e d fie ld s . D e fin e

c a t e g o r ie s an d a s s ig n u s e r - d e fin e d fie ld s by c h o o s in g T o o ls U s e r-
D e f in e d F ie ld s S e t t in g s . . .

1 0 5
 C h a p te r 6
S Q L Q u e r y fo r F o r m a tte d S e a r c h

Le sson 1 S Q L F o rm a tte d S e a rc h an d U se r

- D e fin e d V a lu e s
Le sson 2 S e a r c h in e x is t in g U s e r - D e fin e d

V a lu e s a c c o r d in g to th e sa v e d
q u e r ie s

Le sson 3 S e a rc h in e x is t in g U s e r - D e fin e d
V a lu e s o n ly

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 O v e r v ie w

In t h e p r e v io u s c h a p t e r , y o u le a r n e d a b o u t u s e r q u e r y s e c u r it y a n d u s e r
q u e r y fo r a p p r o v a l p r o c e d u r e s in S A P B u s in e s s O n e .

T h is c h a p t e r fo c u s e s o n o n e o f t h e m o s t fr e q u e n t ly u s e d b u t e r r o r - p r o n e
p r o c e s s e s . I t is t o c r e a te S Q L Q u e r y fo r F o rm a tte d S e a rc h ( F M S ) . T h is
c h a p t e r c o v e r s t h e fo llo w in g t o p ic s :

. D is c u s s in g t h e fo llo w in g tw o te rm s :

F o rm a tte d S e a rch

U s e r - D e fin e d V a lu e s ( U D V )

. C la r ific a t io n o f t h e s e t w o te rm s

. Th e pro ce ss o f h o w to se t u p U D V

F o c u s is g iv e n to F M S q u e r y a n d is s u e s r e la t e d to F M S
q u e r y , s u c h a s w h y t h e r e a r e in t e r n a l e r r o r m e s s a g e s
p o p p in g u p an d w h at a d o lla r s ig n o r n e g a t iv e s ig n m e a n s in
F M S qu e ry

. T h e la s t s e c t io n g iv e s y o u som e F M S q u e r y e x a m p le s

W it h in t h is c h a p t e r , t h e t e r m " fie ld " w ill b e u s e d if r e la t e d t o a t a b le .

A n o th e r te rm 'c o lu m n ' is r e s e r v e d fo r a fo r m - r e la t e d p la c e h o ld e r .

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L e s s o n 1 F o rm a tte d S e a rc h a n d U s e r - D e fin e d V a lu e s

B e fo r e g o in g in t o d e t a il of F o rm a tte d S e a rch (F M S ), U s e r - D e fin e d V a lu e s

(U D V ) n e e d to be d is c u s s e d in d e t a il. T h e s e t w o c o n c e p t s a r e c lo s e ly r e la t e d .

F o rm a tte d S e a rch h as be e n r e p la c e d by U s e r - D e fin e d V a lu e s w it h th e 2 0 0 7

v e r s io n . H o w e v e r , t h e s e tw o te rm s c o - e x is t e d u n t il v e r s io n 8 .8 . T h e re se e m
to be n o s to p s ig n s in u s in g t h e t e r m F o r m a t t e d S e a r c h . A c t u a lly , t h is t e r m is
m o r e p o p u la r t h a n U D V .

Th e r a t io n a le b e h in d t h is is th a t U D V is an o v e r a ll c o n c e p t to d e s c r ib e th e
a b ilit y fo r u se rs to d e fin e v a lu e s in b o th s y s te m an d u s e r - d e fin e d fie ld s . It
co v e rs b o th th e v a lu e s fr o m a p r e d e fin e d v a lu e lis t a n d th e v a lu e s fr o m F M S
u se r qu e ry r e s u lt s . To u se it as a m e n u it e m , U D V fit s p e r fe c t ly . H o w e v e r ,
F o rm a tte d S e a rch e m p h a s iz e s h ow th e v a lu e h as be e n o b t a in e d . T h is t e r m is
m o re m e a n in g fu l fo r u se r qu e ry g e n e ra te d v a lu e s . Th e se tw o te rm s h av e
d iffe r e n t scope s. F o rm a tte d S e a rch m ay n e v e r be r e p la c e d by U s e r - D e fin e d
V a lu e s c o m p le t e ly .

T h e o ffic ia l e x p la n a t io n o f t h e U s e r - D e fin e d V a lu e s c a n b e fo u n d n e x t.

Th e U s e r - D e fin e d V a lu e s fu n c t io n e n a b le s S A P B u s in e s s O n e u se rs to e n te r
v a lu e s , o r ig in a t e d by a p r e d e fin e d s e a r c h p r o c e s s , fo r a n y fie ld in th e s y s te m
( in c lu d in g u s e r - d e fin e d fie ld s ) .

E x a m p le s o f u s in g t h is fu n c t io n in c lu d e :

. E n t e r in g v a lu e s in t o fie ld s u s in g a p r e d e fin e d lis t

. A u t o m a t ic e n t e r in g o f v a lu e s in t o fie ld s v ia u s e r - d e fin e d q u e r ie s

. C r e a t in g d e p e n d e n c e b e t w e e n fie ld s in th e s y s te m , fo r
e x a m p le , t h e v a lu e in fie ld X in flu e n c e s t h e v a lu e in fie ld Y

. D is p la y in g fie ld s th a t a re o n ly a v a ila b le to q u e r ie s , fo r
e x a m p le , U se r S ig n a t u r e , C r e a t io n D a te , O pe n C h e ck s
B a la n c e fo r b u s in e s s p a r t n e r , a n d s o o n

In s h o r t , t h is fu n c t io n e n a b le s th e u se r to e n te r d a ta m o re e ffic ie n t ly an d
pe rh a ps m o s t im p o r t a n t ly m o re a c c u r a t e ly . I n fa c t, th e c o n c e p t is so rt o f a
" W o r k flo w L ig h t " im p le m e n t a t io n . I t c a n b o th sav e u s e r t im e a n d r e d u c e d a t a
d o u b le e n t r ie s .

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H o w to w o rk w it h U s e r - D e f in e d V a lu e s

To acce ss th e U s e r - D e fin e d V a lu e s , y ou can ch oose m e n u it e m T o o ls |

C u s t o m iz a t io n T o o ls | U s e r - D e f in e d V a lu e s .

You can a ls o u se th e s h o rtc u t k e y S h ift + A lt + F 2 in s t e a d . A n o t h e r o p t io n is to

acce ss it d ir e c t ly fr o m a n o n - a s s ig n e d fie ld by u s in g S h ift + F 2 . T h is w ill b e

d is c u s s e d la t e r .

You m u s t n o t ic e th a t th e o p t io n w ill n o t b e a v a ila b le u n t il y o u bro u gh t u p at

le a s t o n e fo r m . T h is is be cau se th e U D V h as to be a s s o c ia t e d w it h a fo r m . I t
c a n 't s t a n d a lo n e .

Th e fo llo w in g s c re e n s h o ts a re ta k e n fr o m A /R D ow n P a y m e n t I n v o ic e . I t is
on e o f th e s ta n d a rd m a r k e t in g d o c u m e n t s . F r o m th e U D V p o in t o f v ie w , t h e r e
is n o b ig d iffe r e n c e b e tw e e n t h is an d th e o th e r ty p e s o f d o c u m e n t s , n a m e ly ,
S a le s O r d e r , P u r c h a s e O r d e r , I n v o ic e , a n d s o o n .

1 0 9
A fte r a fo r m is o p e n e d , a U D V can b e d e fin e d . W e w ill s t a r t fr o m an e m p ty
s c re e n to sh ow y ou t h e fir s t s t e p : b r in g in g u p a fo r m .

W h e n a fo r m is o p e n e d , y o u can d e fin e or ch a n ge a n y U D V . In t h is c a s e , w e
s to p o u r cu rso r o n th e D u e D a te fie ld a n d th e n e n t e r S h ift + F 2 . A s y s te m
m e s s a g e w ill p o p u p a s s h o w n in th e fo llo w in g s c re e n s h o t:

1 1 0
If y ou c lic k Y e s , it w ill b r in g u p th e sam e w in d o w in th e m an n e r y ou s e le c t
th e m e n u it e m m e n t io n e d e a r lie r fr o m th e T o o ls m e n u or pre ss
S h ift + A lt + F 2 .

W h e n y ou ge t th e User-Define V a lu e s - S e t u p scre e n , y ou h av e th re e
o p t io n s . A pa rt fr o m th e d e fa u lt o p t io n : W it h o u t S e a rc h User-Define
V a lu e s , y o u a c t u a lly h a v e o n ly t w o c h o ic e s :

1 1 1
 S e a rc h in E x is t in g User- D e fi n e V a lu e s

S e a rc h in E x is t in g User- D e fi n e V a lu e s a c c o rd in g to S a v e d Q u e ry

L e t 's go th ro u g h th e la s t o p t io n fir s t : S e a rc h in E x is t in g User-Define

V a lu e s a c c o r d in g to S a v e d Q u e ry . T h is book is fo c u s e d on q u e r ie s .
T h e r e fo r e , th e t o p ic r e la t e d to qu e ry w ill a lw a y s be a s s ig n e d w it h th e to p
p r io r it y . T h e r e a re q u it e a fe w s c re e n s h o ts t h a t w ill h e lp y ou u n d e rs ta n d th e
e n t ir e p r o c e s s .

1 1 2
L e s s o n 2 S e a rc h in e x is t in g U s e r - D e fin e d V a lu e s

a c c o r d in g to th e s a v e d q u e r ie s

Th e goal fo r t h is e x a m p le is to in p u t th e du e d a te as th e cu rre n t d a te
a u t o m a t ic a lly .

Th e fir s t t h in g to do fo r t h is o p t io n is to c lic k on th e b o tto m r a d io b u tto n

a m o n g t h r e e o p t io n s . T h e s c r e e n s h o t is s h o w n n e x t:

A fte r y ou h av e c lic k e d th e S e a rc h in E x is t in g User-Defined V a lu e s

a c c o r d in g to S a v e d Q u e ry r a d io b u tto n , y o u w ill fin d a lo n g e m p ty te x tb o x

in a gre y c o lo r an d a ch e ck bo x fo r A u to R e fre s h W h e n F ie ld C h a n g e s

u n d e r n e a th . D o n 't g e t c o n fu s e d by th e c o lo r . E v e n th o u g h in o t h e r fu n c t io n s
th ro u g h o u t S A P B u s in e s s O n e , a gra y c o lo r e d fie ld n o r m a lly m e an s th a t y o u
c a n n o t in p u t o r e n t e r in fo r m a t io n in t o t h e fie ld . T h a t is n o t t h e c a s e h e r e . Y o u

can d o u b le - c lic k it t o g e t t h e U s e r - D e fin e d V a lu e s .

1 1 3
W h e n y ou d o u b le - c lic k on th e e m p ty a c r o s s - w in d o w te x t b o x , y o u can b r in g
u p th e q u e r y m a n a g e r w in d o w to s e le c t a q u e r y .

You can th e n bro w se th e qu e ry c a te g o ry t h a t r e la t e s to F o rm a tte d S e a rch e s

an d fin d th e qu e ry y ou n e e d. Th e qu e ry c a lle d A u to D a te T o d a y in th e
s h o w c a s e is v e r y s im p le . T h e q u e r y s c r ip t is a s s im p le a s t h is :

S E L E C T G e tD a te ()

T h is q u e r y r e t u r n s t h e c u r r e n t d a t e a s t h e r e s u lt .

1 1 4
You n e e d to d o u b le - c lic k to s e le c t t h e q u e r y a n d t h e n g o b a c k t o t h e p r e v io u s
scre e n b u t w it h th e q u e ry n a m e , a s s h o w n in t h e fo llo w in g s c r e e n s h o t :

It m a y n ot be good e n ou gh to s e le c t o n ly qu e ry b e c a u s e if y o u s to p h e re y o u
h a v e to a lw a y s m a n u a lly t r ig g e r t h e F M S qu e ry ru n b y e n t e r in g S h ift + F 2 .

To a u to m a te th e F M S qu e ry pro ce ss, y o u can c lic k o n th e c h e c k b o x u n d e r th e

s e le c t e d qu e ry . A fte r y ou ch e ck t h is box , a n o th e r lo n g te x t box w ill be
d is p la y e d w it h a d ro p -d o w n lis t b u t t o n .

1 1 5
U n d e r th e te x t b o x , th e re a r e tw o r a d io b u tto n s fo r A u t o R e fre s h W h e n
F ie ld C h a n g e s :

R e fre s h R e g u la r ly

D is p la y S a v e d User-D efin ed V a lu e

D is p la y S a v e d User-Defined V a l u e s w ill b e th e d e fa u lt s e le c t io n , if y o u do
n o t c h a n g e it .

W h e n y ou c lic k o n th e d ro p -d o w n lis t a r r o w b u tto n , y o u w ill g e t a lis t o f fie ld s

th a t a re a s s o c ia t e d w it h th e c u r r e n t fo r m .

You can se e in th e fo llo w in g s c re e n s h o t th a t C u s to m e r/ V e n d o r C o d e fie ld

h as be e n s e le c t e d . F or h e ade r docu m e n t U D V , t h is fie ld is o fte n th e m ost
u s e fu l fie ld to a u to r e fr e s h th e U D V .

1 1 6
In th e o ry , y o u can s e le c t a n y fie ld s fr o m th e lis t . H o w e v e r , in r e a lit y o n ly a
fe w fie ld s a re good c a n d id a t e s fo r th e ta s k . Th e se in c lu d e
C u s to m e r/ V e n d o r C o d e , D o c u m e n t C u rre n c y , D o c u m e n t N u m b e r, an d
D o c u m e n t T o ta l fo r docu m e n t h e a de r; I te m C o d e an d Q u a n t it y fo r
docu m e n t lin e s . C h o o s in g th e co rre ct d a ta fie ld fr o m t h is d ro p -d o w n lis t is
a lw a y s th e m o s t d iffic u lt s t e p in F o rm a tte d S e a rch , a n d y ou s h o u ld te s t y o u r
d a ta fie ld s e le c t io n fu lly .

N ow , th e te x t box is fille d w it h C u s to m e r/ V e n d o r C o d e fo r a u t o m a t ic a lly

r e fr e s h in g t h e U D V .

B e tw e e n tw o o p t io n s , t h is qu e ry can o n ly s e le c t t h e d e fa u lt o p t io n o f D is p la y
S a v e d User-Defined V a l u e . O t h e r w is e , th e d a te w ill a lw a y s ch an ge to th e
d a te y ou h av e u p d a te d th e docu m e n t on . Th at w ill in v a lid a t e th e u sage of
t h is U D V . Th e R e fre s h R e g u la r ly o p t io n is o n ly s u it a b le to th e v a lu e t h a t is
c lo s e ly r e la t e d t o t h e c h a n g e d fie ld th a t y o u h a v e s e le c t e d .

1 1 7
In g e n e r a l, D is p la y S a v e d User-Defined V a l u e is a lw a y s a b e tte r o p t io n
th a n R e fre s h R e g u la r ly . A t le a s t it g iv e s th e s y s te m le s s bu rde n . If y ou
h av e s e le c t e d R e fre s h R e g u la r ly , it m e an s y ou w an t to ge t th e U D V
c h a n g e d w h e n e v e r t h e b a s e fie ld c h a n g e s .

Th e la s t s t e p to se t u p t h is U D V is by c lic k in g U p d a te . A s soon as y ou c lic k

th e b u tto n , th e User-Defined V a l u e s S e t u p w in d o w w ill b e c lo s e d . Y o u can
fin d a gre e n m e ssage on th e b o t t o m - le ft of th e scre e n s a y in g O p e r a t io n
C o m p le t e d S u c c e s s f u lly .

You can fin d a s m a ll " m a g n ify in g g la s s " a d d e d to t h e r ig h t c o r n e r o f t h e D u e

D a te fie ld .

T h is m e an s th e F o rm a tte d S e a rch is s u c c e s s fu lly se t u p. You can try it fo r

y o u r s e lf.

S o m e tim e s th is "m a g n ify in g g la s s " d is a p p e a r s fo r no re ason. A c tu a lly ,

th e r e are re asons but not e asy to be u n d e r s to o d . The m a in re ason is

th a t y ou m ay hav e a s s ig n e d som e d iffe r e n t v a lu e s to th e sam e fie ld on

d iffe r e n t fo r m s . O th e r r e a s o n s m a y be r e la te d to a dd -o n, a nd so on.

1 1 8
In o rd e r to t e s t t h is F M S , th e fir s t t h in g to try is to u se th e m e n u fu n c t io n or
k e y c o m b in a t io n S h ift + F 2 . Th e o th e r o p t io n is to ju s t c lic k on th e
" m a g n ify in g g la s s " . B o th fu n c t io n s h av e th e sam e r e s u lt . It w ill fo r c e th e
qu e ry to ru n . Yo u can fin d th a t th e d a te is fille d by th e sam e d a te as p o s t in g
d a te a n d d o c u m e n t d a te .

You m ay fin d som e in te r e s tin g d a te d e fin itio n s in S A P B u s in e s s

O ne , such as P o s tin g D a te is h e ld by th e fie ld D o c D a te . D o c u m e n t

D a te how e v e r, is sav e d unde r T a x D a te . B e c a r e fu l in d e a lin g w ith

d a te s . You m ust fo llo w th e s y s te m 's d e fin itio n in u s in g th o s e

te r m s , s o th a t y o u g e t th e c o r r e c t r e s u lt.

A b e tte r w a y to u se t h is F M S qu e ry is by e n t e r in g th e c u s t o m e r c o d e d ir e c t ly

w it h o u t fo r c in g F M S q u e ry to ru n fir s t .

1 1 9
Th e fo llo w in g scre e n sh o t sh ow s th a t th e c u s to m e r code O n e T im e h as be e n
e n t e r e d . P le a s e n o t e t h a t t h e D u e D a t e fie ld is s t ill e m p t y .

I s t h e r e a n y t h in g w r o n g ? N o . T h a t is t h e s y s t e m 's e x p e c t e d b e h a v io r .

O n ly if y ou r cu rso r le a v e s th e C u s to m e r C ode fie ld , can th e F M S qu e ry be

t r ig g e r e d .

Th at is a p e r fe c t e x a m p le of W h e n F ie ld V a lu e C h a n g e s . Th e s y s te m can
o n ly k n ow th a t th e fie ld v a lu e is c h a n g e d w h e n y ou t a b o u t o f t h e fie ld . W h e n
y ou a r e w o r k in g w it h t h e fie ld , t h e fie ld is n o t c h a n g e d y e t .

1 2 0
B e c a r e fu l to fo llo w s y s te m r e q u ir e m e n t s w h ile e n t e r in g d a ta . N e v e r pre ss
E n te r in m ost of th e fo r m s u n le s s y ou a re re a dy fo r th e la s t s t e p to add or
u p d a te d a ta . If y ou do, y ou m ay add th e w ro n g d o c u m e n ts to th e s y s te m
a n d th e y a re ir r e v o c a b le .

Th e p r e v io u s scre e n sh o t sh o w s th e c o m p le t e pro ce ss o f s e t t in g u p se a rch in

E x is t in g User-Define V a l u e s a c c o r d in g to S a v e d Q u e ry . N ow it is t im e to
d is c u s s t h e $ s ig n fie ld .

1 2 1
W h e re d o th e $ v a lu e s c o m e fro m ?

M an y u se rs h av e t h is q u e s t io n w h e n th e y fir s t r e a d a F M S qu e ry s c r ip t w it h

s y s te m
v a r ia b le s , be cau se n ot a ll u se rs h av e th e ch an ce to acce ss S A P 's fo r m a l
d o c u m e n t.

A $ s ig n in th e qu e ry m e an s a s y s te m v a r ia b le . Th e re a re fe w v a r ia b le s
a v a ila b le a ll t h e t im e su ch as $ [u s e r]. T h is is th e v a r ia b le to re p re s e n t th e
c u r r e n t lo g in u s e r s ig n . H o w e v e r , m o s t v a r ia b le s w ill b e fo r m d e p e n d e n t. T o
ge t d e t a ile d in fo r m a t io n r e g a r d in g th e v a r ia b le , y ou n e e d to a c t iv a t e th e
S y s te m I n f o r m a t io n fu n c t io n as sh ow n in th e n e x t s c re e n s h o t:

T h is m e n u o p t io n is u n de r th e V ie w s m e n u . You can u se th e s h o rtc u t k e y

C t r l+ S h ift + I to ge t th e sam e r e s u lt . T h is m e n u o p t io n is an O n / O ff s w it c h .
You can ch an ge it fr o m o ff to on o r fr o m on to o ff if y o u s e le c t it . A ch e ck in
fr o n t o f th e S y s t e m I n f o r m a t io n m e a n s it is on .

W h e n th e s y s te m in fo r m a t io n s w it c h is o n , a ll s y s t e m in fo r m a t io n r e la t e d to
th e cu rre n t m o u se p o s it io n w ill b e sh ow n on th e s ta tu s b a r a t th e b o tto m le ft
o f t h e s c r e e n . I t is ir r e le v a n t t o t h e c u r s o r p o s it io n .

Th e fo llo w in g e x a m p le sh ow s th a t th e m ou se is ov e r th e to p fir s t fie ld

C u s t o m e r . T h e in fo r m a t io n r e la t e d to it is a s fo llo w s :

[F o rm = 6 5 3 0 0 I te m = 4 P a n e = 0 V a r ia b le = 1 O P D I ,C a rd C o d e ]

T h is is a h e a d e r fie ld so o n ly t w o p a r t s a r e u s e fu l to th e F M S qu e ry :

Th e fir s t o n e is Ite m = 4 . Ite m h e re m e an s fo r m e le m e n t ; it h a s

n o t h in g t o do w it h it e m m a s te r d a ta .

Th e se con d on e is O P D I , C a r d C o d e . I t is th e t a b le an d fie ld n am e fo r
t h is it e m .

1 2 2
 In th e F M S q u e ry , th e u s a g e s c a n be e it h e r o f t h e fo llo w in g :

$ [ $ 4 . 0 . 0 ] t h a t r e fle c t s I t e m = 4

$ [ O P D I . C a r d C o d e ] t h a t o n ly a d d s $ [] to t h e fie ld n am e

Th e o th e r s im ila r s c re e n s h o t, as fo llo w s , lo o k s e x a c t ly th e sam e bu t th e

m o u s e is o v e r t h e I t e m N o . fie ld in t h e lin e d e t a il o f t h e fo r m .

1 2 3
T h e in fo r m a t io n t h a t r e la t e s t o t h is fie ld is :

[F o rm = 6 5 3 0 0 I te m = 3 8 P a n e = 1 C o lu m n = 1 R o w = 1 V a r ia b le = 1 1
P D I 1 ,I te m C o d e ]

T h is is a lin e fie ld an d th r e e p a r ts a r e u s e fu l to th e F M S qu e ry :

I t e m = 3 8 : T h is it e m s t a n d s fo r t h e w h o le m a t r ix o f t h e lin e d e t a il

C o lu m n = 1 : T h is r e fe r s t o t h e fie ld in t h e t a b le

P D I 1 , I t e m C o d e : A g a in it is t a b le a n d fie ld n am e

In th e F M S q u e ry , th e u s a g e s c a n b e in t w o e q u iv a le n t fo r m a t s :

$ [ $ 3 8 . 1 . 0 ] t h a t r e fle c t s I t e m = 3 8 a n d C o lu m n = 1

$ [ P D 1 . I t e m C o d e ] t h a t o n ly a d d s $ [] to t h e fie ld n am e

T h e s y n ta x fo r a fo r m b a s e d lin e le v e l v a r ia b le is $ [ $ I t e m . C o lu m n . T y p e ] .

F or h e ade r it e m s , c o lu m n s a re a lw a y s ze ro be cau se a ll it e m s on th e h e ade r

re pre se n t a fie ld in a t a b le if it h a s a d a t a s o u r c e . C o lu m n is o n ly u s e fu l fo r

lin e d e t a ils .

1 2 4
Th e la s t p o r t io n is th e T y p e . I t is n o t r e la t e d to s y s te m in fo r m a t io n fo u n d on
th e s c r e e n . I t is th e ty p e o f v a lu e y ou n e e d to re tu rn , a n d can be an y o f th e
fo llo w in g :

0 - S t r in g ( t e x t )

N u m be r

C u rre n cy

D a te

F or e x a m p le , a v a lu e re tu rn e d by $ [$ 2 2 .0 .0 ] as N 'U S D 1 0 0 ' w h e n a
m a r k e t in g docu m e n t t o t a l is 1 0 0 U S D o lla r s . If by $ [$ 2 2 .0 .n u m b e r], it w ill
re tu rn 1 0 0 . It re tu rn s o n ly N 'U S D ' if y o u u s e $ [ $ 2 2 . 0 . c u r r e n c y ] . A s a d e fa u lt
s e le c t io n o f ty p e 0 , it c a n o fte n be o m it t e d .

W h ile in th e fo r m base d v a r ia b le , t h e c o lu m n re p re s e n ts th e o rd e r n u m b e r o f
th e c o lu m n in th e fo r m . F o r e x a m p le , $ [ $ 3 8 . 1 1 . n u m b e r ] s t a n d s fo r q u a n t it y
fie ld in th e m a r k e t in g d o c u m e n t. It is th e e le v e n t h c o lu m n w it h in th e lin e
d e t a il m a t r ix .

T h e s y n t a x fo r a t a b le base d v a r ia b le is $ [ T a b le . F ie ld . T y p e ] .

Th e fie ld in th is s y n ta x is th e a c t u a l fie ld code w it h in th e t a b le . I t is th e la s t

p a rt o f th e s y s te m v a r ia b le s . I t c a n be a U D F s t a r t in g w it h U _ . If y ou u se a
t a b le base d v a r ia b le , t h e fo r m b a s e d v a r ia b le $ [ $ 3 8 . 1 1 . n u m b e r ] is e q u iv a le n t
t o $ [ R D R 1 . q u a n t it y . n u m b e r ] .

In g e n e r a l, y o u can a lw a y s u se a fo r m base d v a r ia b le to re du c e th e t r o u b le
fo r on e qu e ry th a t h as to be w r it t e n m u lt ip le t im e s base d on th e d iffe r e n t
t a b le s fo r d iffe r e n t fo r m s .

H o w to g e t th e v a lu e y o u n e e d fro m , a n d f o r, t h e F M S q u e ry

To ge t an y v a lu e s fr o m th e F M S q u e ry , th e fir s t t h in g to re m e m be r is : o n ly
th e fir s t fie ld can be re tu rn e d to th e fie ld if y o u s e le c t m o r e th a n on e fie ld in
y o u r qu e ry .
A ll fie ld s fr o m th e se con d on e w ill b e ig n o r e d n o m a tte r h o w m an y fie ld s y ou
h av e s e le c t e d fo r th e qu e ry . Th e a d d it io n a l fie ld s can o n ly be fu n c t io n e d as
r e fe r e n c e s .

To a s s ig n an y v a lu e s to a F M S q u e ry , th e p r in c ip le is : o n ly a t a b le a v a ila b le
to th e c u r r e n t fo r m can be base d to se t a v a r ia b le . I f y o u ope n a n e w fo r m ,
th e base fo r m v a r ia b le w ill b e c o m e in a c c e s s ib le . F o r e x a m p le , a ll v a r ia b le s o n
th e m a in fo r m of th e m a r k e t in g docu m e n t w ill n o t be a v a ila b le to a fr e ig h t
fo r m a n d v ic e v e r s a .

1 2 5
C a n y o u ru n F M S q u e r ie s d ir e c t ly ?

C a n y o u ru n F M S q u e r y d ir e c t ly u n d e r q u e r y m a n a g e r ? T h e a n s w e r is p a r t ia lly
y e s an d p a r t ia lly n o. It de pe n ds on w h e th e r y o u h a v e fo r m v a r ia b l e s o r d o lla r
s ig n fie ld v a lu e s .

I f a F M S q u e r y h a s a v a r ia b le , t h e n t h is q u e r y m u s t b e s a v e d u n d e r o n e o f y o u r
c a t e g o r ie s . P r e fe r a b ly , y o u c re a te a n e x c lu s iv e fo ld e r w it h t h e n a m e r e la t e d t o
F o r m a t t e d S e a r c h . I t is c o n s id e r e d a s t h e b e s t p r a c t ic e .

You w ill g e t a n e rro r m e ssa ge if y o u s e le c t r u n qu e ry fr o m qu e ry m a n a ge r o r

u s e r q u e r ie s d ir e c t ly w it h o u t a n y r e la t e d fo r m o p e n . T h is is d u e t o t h e u n d e fin e d

fo r m . A $ s ig n w ill b e m e a n in g le s s w it h o u t c u r r e n t fo r m s u p p o rt. Y o u w ill g e t a

r e d " I n t e r n a l e r r o r " m e s s a g e im m e d ia t e ly o n th e s ta tu s b a r.

W h a t is t h e n e g a t iv e s ig n 's f u n c t io n in F M S q u e ry ?

W e o fte n fin d t h a t c e r t a in F M S q u e r ie s h a v e a n e g a t iv e s ig n fo r v a r ia b le s .

F o r in s t a n c e :

$ [$ -4 .0 .0 ]

W h a t d o e s t h e n e g a t iv e s ig n s ta n d fo r ?

A n e g a t iv e s ig n fo r a fo r m v a r ia b le m e a n s y o u r F M S q u e r y is r e la t e d t o h e a d e r
le v e l U s e r - D e fin e d F ie ld s . T h e fo r m n u m b e r w i l l h a v e t h e s a m e v a l u e a s t h e m a in
fo r m b u t w it h t h e o p p o s it e s ig n .

F o r e x a m p le , fo r m 1 3 9 is a s a le s o r d e r fo r m . U D F fo r m fo r a s a le s o r d e r w ill b e -
1 3 9 . F o r m 1 4 2 is a p u r c h a s e o r d e r fo r m . U D F fo r m fo r a p u r c h a s e o r d e r w ill b e -
1 4 2 . T h e d iffe r e n c e b e t w e e n t h o s e t w o r e la t e d fo r m s is o n ly a n e g a t iv e s ig n .

W h e n w e r e fe r t h e m a in fo r m v a r ia b le t o t h e U D F fo r m , a n e g a t iv e s ig n is a lw a y s
n e e de d. Th e a c tu a l fo r m n u m be r is n ot im p o r t a n t to F M S qu e ry . O n ly th e
n e g a t iv e s ig n m a t t e r s . $ [ $ - 4 . 0 . 0 ] r e fe r s t o t h e B P c o d e in t h e m a in docu m e n t
fo r m . I t w ill b e u s e d fo r a F M S q u e r y a s s ig n e d t o t h e U D F fo r m .

1 2 6
L e s s o n 3 S e a rc h in e x is t in g U s e r - D e fin e d V a lu e s

o n ly

Th e s im p le s t fo r m of a se a rch fo r U D V is to d e fin e a lis t o f v a lu e s , w h ic h th e

s y s t e m p r o p o s e s a s in p u t v a lu e s . T h e s e in p u t v a lu e s a r e t r ig g e r e d w h e n t h e u s e r
s e le c t s S h ift + F 2 in th e r e le v a n t fie ld . Th e pro ce du re s to d e fin e t h is s im p le s t
se a rch w ill b e s h o w n n e x t.

A lt h o u g h t h is fu n c t io n m a y n o t b e d ir e c t ly lin k e d t o S Q L q u e r y , it is w o r t h g o in g
th ro u g h th e d e t a ile d pro ce ss to ge t on e m o re o p t io n s u n d e r th e sam e m e n u
fu n c t io n w it h F M S q u e r y fo r U D V .

T h e s a m e p r o c e s s w i ll b e d i s c u s s e d a s f r o m t h e b r e a k in g p o in t t h a t s h o w e d t h e
W it h o u t S e a r c h User-Define V a l u e s o p t io n p r e v io u s ly . W it h on e e x c e p t io n :
t h e c u r s o r is n o t o n t h e D u e D a t e b u t t h e R e m a r k s fie ld .

In s te a d o f s e le c t in g t h e b o t t o m o p t io n , t h e m id d le o p t io n , S e a r c h in e x is t in g

u s e r - define v a l u e s o n l y , w i l l b e s e l e c t e d a s f o l l o w s :

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In th e r ig h t - m o s t s c r e e n o f t h is m id d le s e le c t io n , y o u can fin d a b u tto n w it h
t h r e e d o t s . I t is t h e a c c e s s p a t h fo r p r e d e fin e d v a lu e s .

T h is b u tto n n e e ds to be c lic k e d to a s s ig n a lis t o f p r e d e fin e d v a lu e s . T h e r e is

n o w h e r e e ls e y o u can fin d it .

1 2 8
A fte r c lic k in g on th e b u tto n , a n e w fo r m w ill pop u p w it h th e t it le : F ie ld
V a lu e s S e tu p . Th e re is o n ly on e fie ld in th e fo r m . Th e fie ld t it le is F ie ld
v a lu e . Y o u r c u r s o r w ill r e m a in on t h e fir s t lin e .

You can in p u t a n y le t t e r o r n u m b e r h e r e . I n t h e e x a m p le , H ig h is in p u t t e d o n
th e first lin e . You w ill n o t ic e th e b u tto n O K h as ch an ge d to U p d a te . T h is
U p d a te is n ot o n ly fo r th e fo r m bu t fo r e v e ry lin e . You o n ly n e e d to pre ss
E n te r to m o v e t o t h e n e x t lin e . I t a c t s a s a c lic k o n th e U p d a te b u tto n .

1 2 9
A fte r p r e s s in g E n te r, th e cu rso r m ov e s dow n to th e se con d lin e . T h e b u tto n
be com e s O K a g a in . A gre e n m e ssage is sh ow n on th e b o t t o m - le ft of th e
scre e n : O p e r a t io n C o m p le t e d S u c c e s s f u lly . Y o u can in p u t a n y c h a ra c te rs
ju s t lik e in th e fir s t lin e .

1 3 0
L o w is e n te re d on th e se con d lin e . Th e b u tto n n ow ch an ge s fr o m O K to
U p d a te . A s b e fo r e , y ou ju s t n e e d to pre ss E n te r to m ov e th e cu rso r dow n
a g a in .

1 3 1
W h e n th e lin e is e m p ty an d th e b u tto n is O K , y ou can c lo s e th e fo r m by
p r e s s in g E n te r or c lic k in g on th e O K b u t t o n . T h is w ill c o m p le t e th e v a lu e lis t
in p u t . Y o u can a lw a y s g o b a c k to U p d a te o r a d d n e w lin e s t o t h e lis t .

1 3 2
Ju s t lik e th e o th e r e x a m p le , y ou s h o u ld fin d th a t th e m a g n ify in g g la s s h as
be e n adde d to th e r ig h t co rn e r of th e R e m a rk s fie ld fr o m th e la s t
s c r e e n s h o t . T h is m e a n s t h a t t h e U D V h as be e n a s s ig n e d s u c c e s s fu lly .

W h e n y ou pre ss S h ift + F 2 , a lis t of v a lu e s w ill p o p u p . A ll v a lu e s th a t w e re

e n te re d o n th e lis t w ill b e a v a ila b le .

1 3 3
You can s e le c t an y lin e fro m th e lis t . T h e n pre ss E n te r to s e le c t o n e o f th e
v a lu e s r e q u ir e d o r c lic k th e C h o o s e b u t t o n . C lic k t h e C a n c e l b u t t o n if y o u do
n ot w an t to a s s ig n an y v a lu e s fr o m th e lis t . Th e re is an a d d it io n a l b u t t o n
b e s id e s t h e s e t w o b u t t o n s . I t is t h e N e w b u tto n .

T h is b u t t o n a llo w s y o u t o e d it o r t o add v a lu e s o n t h e lis t .

A s y o u c a n s e e , s in c e t h e v a lu e s e le c t e d is t h a t o f t h e fir s t lin e , H ig h h as be e n
re tu rn e d to th e fie ld . T h is v a lu e can be v e ry lo n g . T h a t m a y s a v e y o u a gre a t

a m o u n t o f t im e .

T h e p r e v io u s s c r e e n s h o t s c o n c lu d e t h e p r o c e s s t o s e t u p S e a rc h in e x is t in g
user-define v a lu e s o n ly fu n c t io n . N e x t, y ou w ill le a r n som e F M S qu e ry
e x a m p le s t o h e lp y o u b u ild y ou r ow n q u e r y q u ic k ly .

1 3 4
A t y p ic a l F M S q u e r y a p p lic a t io n : a u t o c o d e c r e a t io n

T h e fir s t k in d o f e x a m p le s fo r F M S q u e r y w ill b e t h e t y p ic a l o n e s .

F M S qu e ry is a v e ry good to o l to fa c ilit a t e a u to c o d e g e n e r a t io n t o m a in t a in a
c le a n e r d a ta b a s e . It is a good p r a c t ic e to c re a te code w it h o u t h u m an
in t e r v e n t io n .

Th e code c r e a t io n r e q u ir e d is th e B P code g e n e r a t io n . T h e o th e rs w ill b e fo r

n e w it e m code . S om e s p e c ia l r e q u ir e m e n t s can be u se r do cu m e n t n u m be rs
o r lin e n u m b e r s a u t o c o d e .

L e t 's ta k e a lo o k at B P a u to code g e n e r a t io n fir s t , th e n it e m code c r e a t io n ,

a n d fin a lly a s p e c ia l c o d e - r e la t e d is s u e w ill b e d is c u s s e d b r ie fly .

B P c o d e a u to g e n e r a t io n

W h e n a d d in g B P code , a u to g e n e r a t io n can sav e t im e an d re du ce c e r t a in

p r o b le m s . F ir s t , c la s s ify B P t o t h r e e c a t e g o r ie s , n a m e ly : L e a d , C u s t o m e r , a n d
V e n do r. In com m on p r a c t ic e , t h e fir s t le t t e r w ill b e re se rv e d to B P ty p e . W e
u se L fo r le a d , C fo r c u s t o m e r , a n d V fo r v e n d o r .

H e r e is a n e x a m p le c o d e to a u to g e n e ra te th e B P c o d e :

SELEC T

C A S E $ [ $ 4 0 .0 ]

W h e n 'C ' t h e n 'C ' W h e n 'L ' t h e n 'L ' W h e n 'S ' t h e n 'V ' E N D

+ I s n u l l ( S u b s t r i n g ( S t r ( 1 0 0 0 0 0 + M a x ( R i g h t ( T 0 . C a r d C o d e , 5 ) ) + 1 , 6 ) , 2 , 5 ) , '0 0 0 0 1 ')

FR O M O C R D T0

W H E R E T 0 . C a r d C o d e l i k e '% [ 0 - 9 ] [ 0 - 9 ] [ 0 - 9 ] [ 0 - 9 ] [ 0 - 9 ] ' A N D T 0 . C a r d T y p e = $ [ $ 4 0 . 0 ]

Th e p r e v io u s e x a m p le d e fin e s a B P code w it h on e le t t e r fo r B P ty p e an d fiv e

d ig it s fo r a u to code . It is b e tte r to k e e p th e sam e le n g t h code fo r

c o n s is t e n c y . I f y o u h av e m o re B P to be se t u p, y ou can in c r e a s e on e d ig it t o
s ix n u m b e r s . U s u a lly 9 9 , 9 9 9 c u s t o m e r s o r v e n d o r s a r e m o r e t h a n e n ou gh fo r

a S M E to h a n d le .

1 3 5
I te m c o d e a u to g e n e r a t io n

W h e n c r e a t in g n e w it e m c o d e , it is a ls o a g o o d id e a to a u to m a te th e p ro c e s s .

Th e re is a com m on w r o n g p e r c e p t io n th a t a n u m b e r m u s t m e a n s o m e t h in g in

o rde r to m an age th e it e m by th o s e code s e a s ily . H o w e v e r , t h is is w ro n g in

m an y c a s e s . U n le s s y o u r b u s in e s s h a s v e r y fe w it e m s t h a t n e e d t o b e s e t u p ,

a u to g e n e ra te d
it e m code s w ill a lw a y s su pe rse de th e m a n u a l it e m code t h a t fa ils to im it a t e
t h e c o m p lic a t e d b u s in e s s p r o c e s s .

O n e w ay to a d a p t to b o th n e e ds is by u s in g an in it ia l le t t e r fo r it e m gro u p or
it e m c a te g o ry . O th e r th a n t h a t , a ll a d d it io n a l c o d e s h o u ld b e b y a u to n u m be r.

A n e x a m p le o f t h e it e m c o d e a u t o c r e a t io n F M S q u e r y is a s fo llo w s :

SELEC T

C A S E $ [ $ 3 9 .0 .n u m b e r ]

W h e n 1 0 1 t h e n 'I ' W h e n

1 0 2 t h e n 'J ' W h e n 1 0 3

t h e n 'K '

EN D

+ I s n u ll( S u b s tr in g ( S tr ( 1 0 0 0 0 0 0 + M a x ( R ig h t( T 0 .

I t e m C o d e , 6 ) ) + 1 , 7 ) , 2 , 6 ) , '0 0 0 0 0 1 ')

FR O M O IT M T0

W H E R E T 0 . I t e m C o d e l i k e '% [ 0 - 9 ] [ 0 - 9 ] [ 0 - 9 ] [ 0 - 9 ] [ 0 - 9 ] [ 0 - 9 ] ' A N D

T 0 .I tm s G r p C o d = $ [ $ 3 9 .0 .n u m b e r ]

If y ou ch e ck b e tw e e n t h is e x a m p le an d th e B P code e x a m p le , y o u w ill fin d

th e d iffe r e n c e s a re e asy to t e ll. T h is F M S q u e r y a s s u m e s a ll it e m s u n d e r it e m

gro u p 1 0 1 w ill s t a r t w it h I. W h ile it e m gro u p 1 0 2 w ill s t a r t w it h J an d it e m

gro u p 1 0 3 w ill s t a r t w it h K , y ou can d e fin e an y k in d s o f n a m in g c o n v e n t io n

a c c o r d in g t o y o u r c o n v e n ie n c e .

Th e it e m code in c lu d e s on e le t t e r an d s ix d ig it s . Y o u w ill g e t 9 9 9 , 9 9 9 it e m s

fo r o n e it e m g r o u p . T h is w o u ld be m o re th a n s u ffic ie n t fo r a n y b u s in e s s . Y o u
can re du ce th e d ig it s to be le s s . H o w e v e r , it s h o u ld n ot be to o s h o r t in case
t h e b u s in e s s g r o w s .

1 3 6
S p e c ia l c o d e a u t o g e n e r a t io n

A u se r h as re q u e s te d to k n ow if it 's p o s s ib le to h av e a v a lu e in a U D F in th e
in v o ic e r o w s a u t o m a t ic a lly in c r e a s e w it h e ach lin e e n t e r e d .

T h is r e q u e s t is n o t n o rm a l be ca u se L in e n u m fie ld h o ld s a u t o in c r e m e n t v a lu e
in in v o ic e ro w a lr e a d y . B y c la r ify in g th e r e q u ir e m e n t , it t u r n e d o u t t h e a c t u a l

n e e d is to in c r e m e n t a n o th e r docu m e n t n u m be r, w h ic h w ill n o t n e c e s s a r ily

fo llo w t h e s a m e n u m b e r in g a s t h e r o w n u m be rs.

T h e s o lu t io n is v e r y s im p le :

S ELECT U_special_number + $[inv1.linenum.number] + 1

T h is F M S qu e ry s a t is fie d th e u s e r 's n e e ds. Th e la s t p a r t o f + 1 is to k e e p th e

lin e n u m b e r s t a r t in g w it h o n e in s t e a d o f z e r o .

G e n e ra l F M S q u e r y e x a m p le s

O th e r th a n th e a u to code F M S qu e ry , th e o th e r ty p e s w ill be d iffic u lt to

c la s s ify . Th e n am e ge n e ra l is ch ose n fo r a ll o th e r q u e r ie s . To be a b le to

c re a te a good F M S qu e ry , a good p r a c t ic e is to try m o re w h e n e v e r y ou h av e

th e o p p o r t u n it y . Th e e x a m p le s co v e re d in t h is c h a p te r w ill g iv e y ou a s o lid
fo u n d a t io n t o s t a r t b u ild in g y ou r ow n F M S qu e ry .

C a s e 1 D o u b le q u o t e s s h o u ld b e a v o id e d
A u s e r c re a te d a v e ry s im p le qu e ry . It ga v e a n e rro r m e ssa ge w h e n a s s ig n e d

to F M S . T h e q u e r y is a s fo llo w s :

I F ( 2 5 0 0 < $ [ O R D R .D o c T o ta l .n u m b e r ] o r $ [ O R D R .C a r d C o d e ] l i k e " C 9 9 % " )

S E L E C T 'P r e P a y N o C h a r g e '

ELSE

S E L E C T 'P r e P a y a n d B i l l '

T h e lo g ic is s o s im p le t h a t it s h o u ld b e c o r r e c t . W h e r e is t h e p r o b le m ? H e r e is
t h e s o lu t io n :

I F ( 2 5 0 0 < $ [ O R D R . D o c T o t a l . n u m b e r ] o r $ [ O R D R . C a r d C o d e ] l i k e 'C 9 9 % ')

S E L E C T 'P r e P a y N o C h a r g e '

ELSE

S E L E C T 'P r e P a y a n d B i l l '

Th e d iffe r e n c e b e tw e e n tw o q u e r ie s m ay n ot be e asy to id e n t ify . Th e y a re

o n ly u s in g d iffe r e n t q u o t a t io n m a rk s. It is so s im p le bu t h as o fte n be e n

1 3 7
n e g le c t e d . U s u a lly , w e can u se b o th d o u b le q u o te s an d s in g le q u o te s w it h in
qu e ry w it h o u t a n y is s u e . H o w e v e r , it w ill n o t w o r k in th e F M S qu e ry . A good

p r a c t ic e in c r e a t in g S Q L qu e ry in S A P B u s in e s s O n e is n ot u s in g d o u b le
q u o te s fo r an y k in d s of q u e r ie s . W h e re v e r a p a ir of q u o t a t io n m a rk s is
r e q u ir e d , a lw a y s u s e s in g le q u o t e s a s a s a fe h a r b o r .

C a s e 2 P r ic e v a lu e v a lid a t io n o n lin e le v e l

A u s e r is t r y in g to do a u s e r in p u t v a lid a t io n on th e p r ic e fie ld . A n e w U D F on
m a r k e t in g d o c u m e n t lin e s n a m e d U _ p r ic e _ v a lid a t io n h as be e n c r e a te d fo r th e
ta s k . W h e n e v e r th e p r ic e fie ld on th e g iv e n ro w is g re a te r th a n 1 0 0 , th e

U _ p r ic e _ v a lid a t io n s h o u ld b e s e t t o 1 .

T h e fo llo w in g se a rch q u e r y fo r m a t h a s b e e n t r ie d :

SELEC T TO P 1

C A S E W H E N $ [ $ 3 8 .1 4 .N ] > 1 0 0 T H E N 1 E L S E N U L L E N D A S V a lu e

FR O M O PD N T0

H o w e v e r , it is n o t w o r k in g .

H e r e is t h e s o lu t io n :

S E L E C T C A S E W H E N $ [ $ 3 8 .1 4 .n u m b e r ] > 1 0 0 T H E N 1 ELSE N U LL EN D

T h is q u e r y c a n be se t on U _ p r ic e _ v a lid a t io n . I t w ill r e t u r n v a lu e 1 t o t h e fie ld

w h e n y ou s e t a u to r e fr e s h base d on t h e p r ic e fie ld .

C a s e 3 P o p u la t in g a U D F fro m O IT M in a U D F o n q u o t a t io n

A u s e r c re a te d a q u e ry th a t c a n be ru n u n de r qu e ry m a n a ge r:

S E L E C T T 1 .U _ N P S _ Q D FR O M O IT M T 1 IN N E R JO IN Q U T 1 T 2 O N

T 1 .I te m C o d e = T 2 .I te m C o d e W H E R E T 1 .I te m C o d e = T 2 .I te m C o d e

Th e u se r w a n ts to u se th e p r e v io u s qu e ry to p o p u la t e th e qu e ry r e s u lt t o a

u se r- d e fin e d fie ld U _ N PS _ D 2 on S a le s Q u o t a t io n . W h e n e v e r an it e m is
adde d to q u o t a t io n or an it e m is ch an ge d, th e fie ld U _ N PS _ D 2 s h o u ld be
ch an ge d a c c o r d in g ly . I t is e x p e c te d th a t U _ N P S _ D 2 u p d a t in g w o u ld be don e

a u t o m a t ic a lly w it h o u t t h e u s e r e n t e r in g S h ift + F 2 .

Th e q u e s t io n is : h o w do w e c o n v e rt th e p r e v io u s qu e ry to a F M S qu e ry w it h
t h e r ig h t s y n t a x ?

1 3 8
T h is is a v e r y s t r a ig h t fo r w a r d q u e r y fo r F M S . H e r e is t h e s o lu t io n :

S E L E C T T 0 .U _ N P S _ Q D FR O M d b o .O I T M T0

W H E R E T 0 .I te m C o d e = $ [ $ 3 8 .1 .0 ]

T h is qu e ry s h o u ld be a s s ig n e d on U _ N PS _ D 2 fie ld an d s e t a u to r e fr e s h on th e
Ite m C o d e fie ld . T h e fie ld can th e n be a u t o m a t ic a lly p o p u la t e d by F M S qu e ry

a n d t h e r e is n o n e e d fo r u s e r s t o p r e s s S h ift + F 2 .

You can se e th e s o lu t io n qu e ry is s im p le r th a n th e o r ig in a l qu e ry . T h is is
be cau se th e re is n o n e e d to jo in an y t a b le s a n y m o re . Th e o r ig in a l q u e r y a ls o
h as th e re du n da n t s ta te m e n t T 1 .Ite m C o d e = T 2 .Ite m C o d e . Th e v a r ia b le

$ [$ 3 8 .1 .0 ] is e q u iv a le n t to Q U T 1 .Ite m C o d e in cu rre n t fo r m . W h e n e v e r th e
it e m is ch an ge d in th e s a le s q u o t a t io n , th e U D F U _ N PS _ D 2 w ill b e u p d a te d
a u t o m a t ic a lly w it h U _ N PS _ Q D v a lu e fr o m O ITM .

C a s e 4 D if f e r e n c e b e tw e e n tw o U D F s in t o a n o th e r U D F

A u se r m ade th re e U D F s in ro w le v e l o f G R P O n am e d U _ A S _ PE R _ C H A LLA N ,
U _ R e c_ Q ty , a n d U _ A PPR O V E _ Q TY to re pre se n t pe r C h a lla n (a te rm u se d in

A s ia w h ic h m e an s r e c e ip t fo r pay m e n t or d e liv e r y ) , R e c e iv e d Q u a n t it y , a n d
A ppro v e d Q u a n t it y .

A n F M S q u e ry n e e d s to b e c a lc u la t e d u s in g t h e fo llo w in g fo r m u la :

A s p e r c h a lla n - R e c e iv e d Q u a n t it y = A p p r o v e d Q u a n t it y T h e fin a l V a lu e s h o u ld

be r e t u r n e d t o t h e t h ir d U D F 's . H e r e is t h e s o lu t io n :

S E L E C T $ [ P D N 1 .U _ A S _ P E R _ C H A L L A N .n u m b e r ] - $ [ P D N 1 .U _ R e c _ Q ty .n u m b e r ]

Th e qu e ry is a g a in a s im p le on e . It is a lm o s t th e sam e as th e o r ig in a l

fo r m u la . Y o u o n ly n e e d to add th e t a b le n am e P D N 1 , w h ic h s ta n d s fo r G o o d s
R e c e ip t P O , t w o le t t e r s U _ fo r th e U D F , a n d a n u m b e r t o c o n v e r t t h e r e s u lt t o
n u m e r ic v a lu e s .

1 3 9
C a s e 5 D is p la y in g w a re h o u s e n a m e b e s id e w a re h o u s e c o d e

A u se r w a n ts to add a n e w fie ld or ju s t " d is p la y " th e w a re h o u se n am e

b e s id e s th e w a re h o u se code fie ld in th e G oods R e c e ip t P O fo r m . W h a t is th e
F M S q u e r y fo r th e jo b ?

T h is is t h e s im p le s t r e q u e s t a n d t h e s o lu t io n q u e r y is a s fo llo w s :

S E L E C T T 0 .W h s N a m e

FR O M d b o .O W H S T 0

W H E R E T 0 .W h s C o d e = $ [ $ 3 8 .2 4 .0 ]

T h is qu e ry can be a s s ig n e d to a U D F an d th e U D F can be m ov e d to ju s t

b e s id e th e w a re h o u s e c o d e .

1 4 0
C h a p te r 7
A le r ts a n d A p p r o v a ls

Le sson 1 H ow t o h a n d le s e c u r it ie s fo r

q u e ry u s a g e
Le sson 2 H ow t o u s e q u e ry fo r a p p ro v a l

p ro c e d u re s

1 4 1
 O v e r v ie w

I h av e le a r n e d m an y qu e ry e x a m p le s fr o m th e p r e v io u s c h a p te r. N ow it is
t im e to ch e c k h ow s e c u r it ie s can be s e t fo r S A P B u s in e s s O n e qu e ry u se rs.
Th e qu e ry fo r a p p r o v a l w ill a ls o b e d is c u s s e d in t h is c h a p t e r . T h is c h a p t e r h a s
t h e fo llo w in g t o p ic s :

H ow to h a n d le s e c u r it y fo r q u e r y b y u t iliz in g q u e r y g r o u p s

U s e r q u e r y fo r a p p r o v a l p r o c e d u r e s w it h s o m e q u e r y e x a m p le s

In fa c t, th e s e tw o t o p ic s c o u ld be d is c u s s e d in tw o c h a p te rs be cau se th e y
e m p h a s iz e in d iffe r e n t a re a s. H o w e v e r, th e re is s o m e t h in g in com m on
b e tw e e n t h e m . T h a t is , b o t h t o p ic s d e a l w it h p e o p le . N o m a t t e r w h e t h e r it is
th e u se r s e c u r it y u s in g qu e ry or th e a ppro v a l pro ce du re fo r b u s in e s s
p r o c e s s e s , th e y fo c u s o n u s e r r ig h t s a n d u s e r r e s t r ic t io n s .

L e s s o n 1 - H o w to h a n d le s e c u r it ie s fo r q u e r y u s a g e

S Q L qu e ry is a p o w e r fu l to o l to b u ild re p o rts . It w ill d e fin it e ly c o n t r ib u t e to

b u s in e s s in t e llig e n c e . I n fa c t, y o u can g e t a n y in fo r m a t io n fr o m S A P B u s in e s s
O n e if y ou a re a b le to acce ss th e qu e ry . H o w e v e r, t h is pow e r m ay h av e

a n o th e r s id e to be s c r u t in iz e d . W h at if th e u se rs w h o ru n th e qu e ry re po rt

a re n ot su ppose d to ru n it ? W h a t if a d is h o n e s t u s e r b u ild s a qu e ry th a t c a n
h a rm y o u r d a ta b a s e ?

T h is is a gre y a re a w h e r e t h e n o r m a l a u t h o r iz a t io n fo r th e u s e r m a y n o t w o r k
w e ll e n o u g h . C a r e m u st be ta k e n w h e n d e a lin g w it h qu e ry s e c u r it ie s . I f y o u
a r e n o t a w a r e o f t h is , y o u m u s t r e a d t h is c h a p t e r c a r e fu lly .

S o m e t h in g n e e ds to be don e fo r qu e ry u sage to e n su re y ou r d a ta b a s e
in t e g r it y an d d a ta c o n fid e n t ia lit y . T h e fo llo w in g lis t is r e c o m m e n d e d t o s e c u r e

y o u r qu e ry u sa ge :

G iv e o n ly a fe w u s e r s t h e c a p a b ilit y t o b u ild a qu e ry re po rt

C r e a t e q u e r ie s u n d e r d iffe r e n t c a t e g o r ie s

A s s ig n d iffe r e n t u s e r g r o u p s fo r d iffe r e n t c a t e g o r ie s

1 4 2
G iv in g o n ly a fe w u s e rs th e c a p a b ilit y to b u ild a q u e ry re p o rt

T h is t o p ic m ay n ot ge t e n ou gh a t t e n t io n fr o m m an y S A P B u s in e s s O n e
c u s to m e rs . H o w e v e r, it is a v e ry im p o r t a n t ta s k to be c a r r ie d ou t by e v e ry
S A P B u s in e s s O n e a d m in is t r a t o r .

In a se n se , e v e ry u se r w h o can c re a te an d sav e a qu e ry w ill b e d e e m e d a s a

su pe ru se r. T h is is be cau se S A P B u s in e s s O n e u se r s e c u r it y is b u ilt u pon
w in d o w s fo r m le v e l. N e v e r t h e le s s , th e qu e ry w ill by pass t h is fo r m le v e l
s e c u r it y c h e c k in g .

A s th e re a re n o t a b le o r re co rd le v e l s e c u r it y c h e c k in g s , u s e r s w it h an a b ilit y
to c re a te qu e ry h av e th e c a p a b ilit y to acce ss a ll S A P B u s in e s s O n e t a b le s
w it h o u t a n y r e s t r ic t io n s . I m a g in e , if t h e y k n ow d a ta b a s e s tru c tu re v e ry w e ll,
it w o n 't be a se cre t in fo r m a t io n to th e m at a ll. Th e y can ge t an y c r it ic a l
in fo r m a t io n t h e y w a n t b y c r e a t in g r e la t e d q u e r ie s .

To de cre a se o r m in im iz e t h is r is k , fir s t t h in g t o d o is t o a n a ly z e w h o c a n h av e
th e a u t h o r iz a t io n to b u ild a q u e r y . U s u a lly , o n ly th e s u p e r u s e r is r e s p o n s ib le
fo r c r e a t in g q u e r ie s . H o w e v e r , t h e r e a re q u it e a fe w su pe ru se rs w h o m a y n o t

h av e th e a b ilit y or th e t im e fo r t h is ta s k . Th e re a re c e r t a in p r in c ip le s y ou
s h o u ld fo llo w to g e t t h is jo b don e :

1 . I n it ia lly a s s ig n a ll u se rs w it h N o A u t h o r iz a t io n u n de r R e p o rts
a u t h o r iz a t io n fo r Q u e ry G e n e ra to r, Q u e ry W iz a r d , an d Q u e ry
M a n a g e r. T h is is to e n su re th a t n o u se r is g e t t in g u n n e ce ssa ry
a u t h o r iz a t io n in t h e fir s t p la c e .
2 . A lw a y s g iv e R e a d - O n ly a u t h o r iz a t io n fir s t w h e n th e u se r n e e ds to
ru n a q u e r y . D o n o t a s s ig n m o re .

3 . O n ly w h e n u se rs c o m p la in abou t t h e ir in a b ilit y to c re a te or e d it
qu e ry , it is h ig h t im e fo r y ou to ch e ck w h at S Q L le v e ls th e y h av e
an d h ow m u ch d a ta b a s e s tru c tu re th e y k n ow . B ase d on t h e ir jo b
t it le an d fid e lit y , a s s ig n th e m pro pe r a u t h o r iz a t io n s . I d e a lly , if y o u
h av e t im e to p la n , y o u can c re a te a m a t r ix t h a t lis t u s e r s an d t h e ir
a c c e s s p r iv ile g e b e fo r e h a n d .

4 . W a tc h th e sav e d q u e r ie s fr o m t im e to t im e to e n su re a ll n e w ly
c re a te d q u e r ie s fa ll w it h in th e scope s th a t th e y s h o u ld . You can
c r e a t e a u s e r a le r t t o w a tc h c e r t a in im p o r t a n t q u e r ie s t o o .

Th e fo llo w in g scre e n sh o t sh ow s th e a u t h o r iz a t io n fo r a u se r u n de r th e
R e p o rts m o d u le . It can be acce sse d fr o m th e m e n u it e m A d m in is t r a t io n |
S y s te m I n it ia liz a t io n | A u t h o r iz a t io n s | G e n e ra l A u t h o r iz a t io n s . T h is
scre e n is s h o w in g an in it ia l a s s ig n m e n t fo r a ll n e w u se rs. M ak e su re a ll o f
th e m h av e to be N o A u t h o r iz a t io n . A fr e s h s t a r t w ill k e e p y o u r s y s t e m s a fe .
I t is w e ll w o r t h to p e r fo r m th is ta s k .

1 4 3
 C are m ust be ta k e n w he n y ou copy use r a u th o r iz a tio n s . D o u b le c h e c k in g is

ne e de d, e s p e c ia lly unde r que ry a u th o r iz a tio n . Tw o use rs w ith s im ila r jo b

title s d o n 't g u a r a n te e th a t th e y hav e th e sam e que ry a u th o r iz a tio n s . W he n

y ou a s s ig n th e sam e a u th o r iz a tio n s b y c o p y in g fro m e x is tin g u s e r s , th e ne w

use rs m ay ge t m ore th a n th e y s h o u ld be g iv e n .

L e t 's g o th ro u g h t h e s e t h r e e d iffe r e n t q u e r y a u t h o r iz a t io n c a t e g o r ie s , o n e b y
on e :

Q u e r y W iz a r d is t h e s im p le s t o n e . Y o u h a v e o n ly t w o c h o ic e s : N o
A u t h o r iz a t io n or F u ll A u t h o r iz a t io n . W h e n y ou gra n t fu ll
a u t h o r iz a t io n to a u s e r, th e u se r m ay be a b le to ru n t h is w iz a r d t o
c re a te an y q u e r ie s . H o w e v e r , if t h e u se r h as n o a u t h o r iz a t io n on
th e N e w Q u e r ie s u n de r Q u e ry G e n e ra to r, th e w iz a r d s t ill w o n 't
ru n . If th e N e w Q u e r ie s a re a llo w e d , th e qu e ry c re a te d by t h is
u se r m ay s t ill n ot ge t sav e d if th e u se r h as n o a u t h o r iz a t io n on
a n y o f th e s a v e d q u e ry g ro u p s .

1 4 4
 Q u e ry M a n a g e r is a n o th e r s im p le r on e . Th e re a re th re e o p t io n s
a v a ila b le : N o A u t h o r iz a t io n , R e a d - O n ly , an d F u ll A u t h o r iz a t io n .
A s m e n t io n e d in th e p r in c ip le s abov e , a lw a y s a s s ig n N o
A u t h o r iz a t io n fir s t . T h e n try R e a d - O n ly . O n ly if y o u h a v e c o n fid e n c e
w it h th e u s e rs , y o u can a s s ig n th e m w it h a F u ll A u t h o r iz a t io n .

Last bu t n ot le a s t is th e Q u e ry G e n e ra to r. It s h o u ld be th e fir s t
a u t h o r iz a t io n c a te g o r y fo r qu e ry . H ow e v e r, du e to it s c o m p le x it y ,
e x p la in in g it la s t w o u ld be m ore lo g ic a l. Th e re a re m ore th a n 2 0
a u t h o r iz a t io n it e m s u n de r Q u e ry G e n e ra to r a u t h o r iz a t io n . Th e fir s t
th re e a re d is c u s s e d n e x t. Th e r e m a in in g 2 0 it e m s c a lle d S a v e d
Q u e r ie s G r o u p X X w ill b e d is c u s s e d la t e r .

o N e w Q u e r ie s : T h is a u t h o r iz a t io n w ill g iv e u se rs th e a b ilit y to
c re a te n e w q u e r ie s . I t w ill n o t o n ly c o n tro l Q u e ry G e n e ra to r b u t
a ls o c o n t r o l t h e o t h e r q u e r y t o o ls su ch a s Q u e r y W iz a r d .

o C r e a t e / M o d if y C a t e g o r ie s : T h is is v it a l t o qu e ry s e c u r it y . F u ll
a u t h o r iz a t io n s h o u ld be re se rv e d to su pe ru se rs o n ly . N e v e r g iv e
th e a u t h o r iz a t io n to an y body e ls e u n le s s n o su pe ru se rs a re
a v a ila b le fo r th e ta s k .

o M o d if y S Q L S ta te m e n t: T h is a u t h o r iz a t io n w ill a llo w u se rs to
m o d ify e x is t in g sav e d q u e r ie s . It n e e ds e v e n m ore care th a n
N e w Q u e r ie s a u t h o r iz a t io n b e c a u s e t h e u s e r c a n r e p la c e a g o o d
w o r k in g qu e ry w it h a ba d on e if t h e u se r h as a ls o a llo w e d u n d e r
sav e d qu e ry gro u ps . If y o u d o n 't h av e back u p of th e w o r k in g
q u e r y , it w ill b e a d is a s t e r .

C r e a t in g q u e r ie s u n d e r d if f e r e n t c a t e g o r ie s

You le a r n e d h ow to c re a te a n d m a in t a in q u e r y c a t e g o r ie s . S o m e o f t h e
c o n c lu s io n s a r e a s fo llo w s :

C a t e g o r ie s can r e s e m b le th e m o d u le s tru c tu re s in th e S A P B u s in e s s
O n e m a in m e n u

C a t e g o r ie s h a v e t o m in im iz e a n y o v e r la p s b e t w e e n e ach o th e r

C a t e g o r ie s s h o u ld k e e p t h e q u e r ie s o w n e d b y th e m o n ly

J u s t fo llo w in g th e s e p r in c ip le s , y o u can c re a te an d m a in t a in a good c a te g o ry

lis t . H o w e v e r, th e la s t o n e is e a s ie r to say th a n to do. You m u s t ta k e gre a t
e ffo r t to m a k e s u re th e n e w q u e r ie s a r e s a v e d u n d e r t h e c o r r e c t c a t e g o r ie s .

S om e o f th e q u e r ie s a re e asy to c la s s ify , s u c h as s a le s an d pu rch a se . S o m e

of th e m m ay n ot be th a t e asy to t e ll. Tak e good ca re of e ach u se r w h o
w r o n g ly sav e d a q u e r y , e s p e c ia lly fo r th e n e w u se rs w h o d o n 't h a v e e n ou gh
k n o w le d g e abou t th e qu e ry c a t e g o r ie s w h ic h y ou h av e c re a te d . W h e n e v e r
y ou fin d s o m e t h in g w r o n g , c o r r e c t it im m e d ia t e ly . M a k e s u r e y o u c h e c k th e m
o fte n .

You can u s e t h e fo llo w in g q u e ry to c h e c k t h e q u e r y lis t b y c a t e g o r y :

SELEC T

1 4 5
 T 1 .C a tN a m e ,

T 0 .Q n a m e ,

T 0 .Q s tr i n g

FR O M d b o .O U Q R T0

I N N E R J O I N d b o .O Q C N T1 O N T 0 .Q C a te g o r y = T 1 .C a te g o r y I d

O R D ER BY

T 1 .C a tN a m e , T 0 .Q n a m e

T h is is an im p o r t a n t s te p in qu e ry s e c u r it y be cau se a ll s e c u r it ie s w ill be
h a n d le d base d on th e c a t e g o r y le v e l. U n le s s y o u h a v e g iv e n fu ll a u t h o r iz a t io n
to e v e ry o n e , y ou n e e d to m ak e su re th a t a ll c a t e g o r ie s o n ly h o ld th o s e
q u e r ie s t h a t s u p p o s e d ly b e lo n g to th e m .

Q u e ry G ro u p s : a to o l to a s s ig n u s e r p e r m is s io n s

You h av e le a r n e d th a t th e re a re ov e r 2 0 a u t h o r iz a t io n it e m s fo r qu e ry
g e n e ra to r. T h e fir s t t h r e e it e m s h a v e a lr e a d y b e e n d is c u s s e d . T h e o t h e r 2 0 o f
th e m a re fo r S a v e d Q u e r ie s G r o u p s . T h e gro u p n u m b e r s a r e fr o m 1 to 2 0 .
A m on g th e m , gro u p n u m be rs 1 6 to 2 0 a re n ot a v a ila b le to s ta n d a rd u se r
in t e r fa c e . T h e r e fo r e , w e w ill o n ly d is c u s s t h e fir s t 1 5 g r o u p s .

Th e la s t fiv e gro u ps m ay o n ly be u se d w h e n y ou h av e an a d d -o n o r th ro u g h
S D K c o d in g . U n le s s t h a t is th e c a s e , th e y do n ot n e e d to be s e t. K e e p th e m
u n ch an ge d as sh ow n n e x t:

Th e se gro u ps a re e q u iv a le n t to A u t h o r iz a t io n G ro u p s 1 -1 5 u n de r
C r e a t e / E d it
C a t e g o r ie s . Th e fo llo w in g s c re e n s h o ts sh ow y ou d e t a ile d s e tu p s fo r a fe w
c a t e g o r ie s .

F or g e n e ra l c a te g o ry , com m on p r a c t ic e is to a s s ig n t h is c a te g o ry to a ll
g r o u p s . T h is c a te g o ry w ill b e u se d fo r th e q u e r ie s th a t c a n be acce sse d to a ll
u s e r s . F o r t h e o v e r la p r u le , it 's a n e x c e p t io n . T h e m a in p u r p o s e fo r t h is q u e r y
is fo r " c o n v e n ie n c e " . I t s h o u ld o n ly k e e p th o s e fr e q u e n t ly u s e d , n o n - c r it ic a l
q u e r ie s . It w ill n ot be a good p r a c t ic e if m an y q u e r ie s a re sav e d h e re ,
b e c a u s e it s im p ly m e a n s y o u d e c id e d t o g iv e u p q u e r y s e c u r it y a lt o g e t h e r .

M y s u g g e s t io n s t o s a v e q u e r ie s u n d e r t h is c a t e g o r y a r e a s fo llo w s :

M in im iz e th e n u m be rs o f th e q u e r ie s h e r e . U n le s s y ou k n ow it 's b e in g
fr e q u e n t ly u se d an d it s h o u ld b e a v a ila b le t o e v e r y o n e , d o n o t s a v e t h e

1 4 6
 q u e r y u n d e r t h is c a t e g o r y .

C h e ck it m o r e o ft e n th a n o t h e r c a t e g o r ie s b e c a u s e m o s t u s e r s w it h th e
a u t h o r it y t o s a v e w ill e a s ily c h o o s e t o s a v e t h e ir n e w q u e r ie s h e r e .

In g e n e r a l, fin a n c e - r e la t e d q u e r ie s s h o u ld n o t b e s a v e d h e r e .

W h e n n a m in g th e qu e ry u n d e r t h is c a t e g o r y , t h e n a m e s o f t h e q u e r ie s
s h o u ld b e c le a r s o t h a t e v e r y o n e k n o w s w h a t t h e q u e r y r e s u lt s a r e .

F o r e x a m p le , a qu e ry o f " S a le s R e p o rt" d o e s n o t t e ll y o u m u ch , bu t w h e n th e
qu e ry is n am e d " S a le s R e po rt by C u s to m e r fo r A n n u al C o m m is s io n
C a lc u la t io n " , it is m o r e r e a d a b le a s to w h a t th e q u e r y is d o in g .

Th e fo llo w in g scre e n sh o t sh ow s t h is c a te g o ry as a s s ig n e d to a ll qu e ry
gro u ps:

You ca n fin d th e F o rm a tte d S e a rc h e s c a te g o ry in th e n e x t s c r e e n s h o t . I t is

a ls o a s s ig n e d to a ll t h e g r o u p s . T h is is be cau se m ost F o rm a tte d S e a rc h e s
q u e r ie s can n ot be ru n d ir e c t ly . H o w e v e r , a n y u se r m ay r e q u ir e t h is fu n c t io n .
It is s a fe to a s s ig n t h is c a te g o ry to a ll t h e a u t h o r iz a t io n gro u ps. A d e t a ile d
d is c u s s io n abou t fo r m a tte d se a rch can be fo u n d in th e n e x t c h a p te r. Th e
fo llo w in g scre e n sh o t sh ow s th e F o rm a t S e a rch e s c a te g o ry a s s ig n e d to a ll
g r o u p s s im ila r t o G e n e ra l c a te g o ry .

1 4 7
Th e n am e s of a ll q u e r ie s u n de r t h is c a te g o ry n e e d to be m o re c o n c is e .
B e cau se it o n ly lin k s to F o rm a tte d S e a rch , th e qu e ry n am e s h o u ld r e fle c t
w h e re it w ill b e t r ig g e r e d . T h is t o p ic is be y on d t h is c h a p t e r 's scope . You can
b r o w s e t h e n e x t c h a p t e r fo r d e t a ile d in fo r m a t io n .

Th e fo llo w in g scre e n sh o t sh o w s th e fir s t m o d u le A d m in is t r a t io n . A ll q u e r ie s

r e la t e d to u se rs can be sav e d h e re . A s s ig n in g G ro u p 1 w o u ld be an e asy
m a tc h to re m e m b e r.

Th e sam e p r in c ip le a p p lie s h e re : F in a n c ia ls h as be e n a s s ig n e d as G ro u p 2
b e c a u s e it 's t h e s e c o n d m o d u le .

1 4 8
S im ila r ly , fo r S a le s O p p o r t u n it ie s : Th e t h ir d m o d u le h as a G ro u p 3
a s s ig n e d .

In a s im ila r w ay , S a le s A / R h as be e n a s s ig n e d G ro u p 4 . T h is is th e fo u r th
m o d u le in th e s y s te m .

A g a in fo r P u rc h a s e A / P : Th e fift h m o d u le in S A P B u s in e s s O n e w it h G ro u p

5 .

F or B u s in e s s P a rtn e rs : a d iffe r e n t a ppro a ch w it h n ot o n ly G ro u p 6 b u t a ls o

G ro u p 4 an d 5 .

1 4 9
A s u s u a l fo r I n v e n to r y : I t to o k G ro u p 7 du e to it s o c c u p a t io n o n th e s e v e n th
m o d u le .

It sou n ds re du n da n t fo r m o re th a n on e scre e n sh o t to sh ow gro u ps'

a s s ig n m e n t s . You m ay w on de r w h e th e r it can be e x p la in e d ju s t th ro u g h a
fe w p a r a g r a p h s . H o w e v e r , it 's m o re e ffe c t iv e to sh ow y ou m o re s c re e n s h o ts .
In t h is w a y , y o u can fo llo w t h e s e s u g g e s t io n s e a s ily .

A fte r y ou h av e c a r e fu lly a s s ig n e d a ll t h e a u t h o r iz a t io n g r o u p s , u s e r s e c u r it y
be com e s p re tty s t r a ig h t fo r w a r d . If th e u se rs b e lo n g to th e pu rch a se
d e p a rtm e n t,y o u m ay a s s ig n G r o u p N o . 5 t o t h e m . A s p o in t e d o u t e a r lie r , o n ly
a s s ig n R e a d - O n ly a u t h o r iz a t io n fir s t . D o n o t a llo w th e m to sav e q u e r y u n le s s
n e ce ssa ry . You w ill fin d ou t th e y can acce ss b o th P u rc h a s e A / P an d
B u s in e s s P a r t n e r c a t e g o r ie s b e c a u s e
th e la t t e r b e lo n g s to th re e d iffe r e n t gro u ps n a m e ly G ro u p 4 , 5 , an d 6 . Th e
fo llo w in g s c r e e n s h o t s h o w s t h is c o n c e p t :

I n d iv id u a l u s e r s can be a s s ig n e d to m o re th a n on e sav e d q u e r ie s gro u p. F o r

e x a m p le , a s a le s pe rso n can be g iv e n G ro u p 3 an d 4 t o u s e a ll q u e r ie s u n d e r

1 5 0
S a le s O p p o r t u n it ie s , S a le A / R , a s w e ll a s B u s in e s s P a r t n e r c a t e g o r ie s .

Th e se sav e d q u e r ie s gro u ps a re n ot e q u iv a le n t to th e d e p a rtm e n t or an y

o th e r u se r gro u ps . I t is fle x ib le fo r y ou to d e s ig n o v e r la p p e d u se r p r iv ile g e s
base d on a c t u a l b u s in e s s n e e d s ; in s m a ll a n d m id s iz e d b u s in e s s , s o m e u s e r s
m ay h av e m ore d u t ie s . Yo u ca n ta k e a d v a n ta g e of t h is fu n c t io n to b e tte r
m a n a g e t h e u s e r s e c u r it y fo r q u e r ie s .

F ro m th e s e e x a m p le s , y o u m ay w on de r a b o u t w h e th e r y ou do n o t w a n t th e
s a le s pe rso n to acce ss th e B u s in e s s P a r tn e r c a te g o ry . W e ll, if th a t is th e
case , y ou h av e to a s s ig n a B u s in e s s P a rtn e r to o n ly on e gro u p in s t e a d of
t h r e e in o r d e r t o d e fin e t h e a u t h o r iz a t io n w it h o u t b in d in g t h e m .

L e s s o n 2 - H o w to u s e q u e ry fo r a p p ro v a l p ro c e d u re s

A n a ppro v a l pro ce du re is a v e ry im p o r t a n t to o l in S A P B u s in e s s O n e fo r
b u s in e s s m a n a g e m e n t . I t e n a b le s th e m a n a g e m e n t to c o n t r o l d a ily b u s in e s s
p r o c e s s e s . S o m e s t a n d a r d w o r k p r o c e d u r e s r e q u ir e a p p r o v a ls fr o m m a n a ge rs
o r s u p e r v is o r s b e fo r e e n t r y le v e l e m p lo y e e s c a n g e n e r a t e c e r t a in d o c u m e n ts .
T h is is w h y a p p r o v a l p r o c e d u r e s a r e n e e d e d .

Th e t o p ic c o v e r in g o v e r a ll a p p r o v a l p r o c e d u r e s m ay r e q u ir e a s e p a ra te book .
T h is book is p r im a r ily fo c u s e d on S Q L qu e ry . T h e r e fo r e , it w ill n ot cov e r
c o m p le t e s c e n a r io s fo r a p p r o v a l p r o c e d u r e s . H o w e v e r , a ll r e q u ir e d s te p s fo r
qu e ry a ppro v a l pro ce du re s w ill b e d e a lt w it h be cau se y ou c a n 't c o m p le t e a
u s e r q u e r y a p p r o v a l p r o c e d u r e w it h o u t a ll t h o s e s t e p s .

1 5 1
T h e re a re tw o s t e p s in v o lv e d in c r e a t in g a n a ppro v a l pro ce du re :

C r e a t in g a p p r o v a l s t a g e s

C r e a t in g a p p r o v a l t e m p la t e s

Th e se tw o s te p s can b e a c c e s s e d fr o m th e A d m in is t r a t io n m o d u le . T h e y a r e
th e fir s t a n d se con d m e n u it e m s u n d e r th e A p p ro v a l P ro c e d u re s c a te g o ry .
Th e A p p ro v a l P ro c e d u re s c a te g o ry lie s b e tw e e n th e U t ilit ie s an d L ic e n s e
c a t e g o r ie s .

Th e fo llo w in g scre e n sh o t sh o w s y ou th e p a th . Y o u can a ls o s e le c t M o d u le s

fr o m th e m e n u d ir e c t ly w it h o u t g o in g th ro u g h th e M a in M e n u .

C r e a t in g a p p ro v a l s ta g e s

T h e fir s t s t e p in c r e a t in g a n a p p r o v a l p r o c e d u r e is t o c r e a t e a n a p p ro v a l s ta g e .
T h is e n s u re s t h a t t h e p e r s o n s w h o a r e in c h a r g e o f a p p r o v in g t h e d o c u m e n t s a r e
d e fin e d fir s t .

F ro m th e fo llo w in g s c re e n s h o t, y ou can o n ly fin d th re e te x tb o x e s th a t a re

r e q u ir e d t o b e fille d o n t h e h e a d e r , n a m e ly t h e fo llo w in g :

S ta g e N a m e : E n te r th e a p p ro v a l s ta g e n am e s. It can be an y n am e
t h a t is n o t m o re th a n 2 0 c h a r a c t e r s . T h e s h o r t e r , t h e b e t t e r , a s lo n g a s
it c a n be id e n t ifie d . I n th e e x a m p le , D e liv e r y 1 is e n te re d a s th e n a m e
o f th e s ta g e .

S ta g e D e s c r ip t io n : E n te r th e a p p ro v a l s ta g e d e s c r ip t io n s . It can be
an y t e x t t h a t 's n o t m o re th a n 1 0 0 c h a r a c t e r s . A u t h o r iz e r s ' n a m e s fo r

1 5 2
 th e a p p ro v a l c a n be u se d h e re .

N o . o f A p p r o v a ls R e q u ir e d : T h is is th e m a x im u m n u m be r of
a u t h o r iz e r s r e q u ir e d fo r a p p r o v a l. To s im p lify th e pro ce ss, o n ly on e
a ppro v a l is s e le c t e d h e re . If it 's m o re th a n on e , it w ill be m o re
c o m p lic a t e d .

F o llo w in g th e h e a d e r is t h e p la c e t o s e le c t m a n a g e r s o r s u p e r v is o r s w h o n e e d
to a p p r o v e d o c u m e n ts . I f th e N o . o f A p p r o v a ls R e q u ir e d is t h r e e , y o u n e e d
to s e le c t t h r e e n am e s h e re . In t h is e x a m p le , it o n ly n e e ds on e be cau se th e
N o . o f A p p r o v a ls R e q u ir e d is o n ly on e . You ca n se e th a t th e m an age r is
s e le c t e d fo r t h is a p p r o v a l s t a g e .

C r e a t in g a p p r o v a l t e m p la t e s

A fte r y ou h av e c re a te d an a ppro v a l s ta g e , y ou can c re a te an a ppro v a l

t e m p la t e .

Th e re a re o n ly tw o te x tb o x e s an d on e ch e ck box on th e h e a de r. Th e y a re
lis t e d a s fo llo w s :

N a m e : E n te r th e a p p r o v a l t e m p la t e 's n a m e . It ca n be an y n am e an d
s h o u ld n 't e x c e e d 2 0 c h a r a c t e r s . I t s h o u ld be e asy to id e n t ify , a n d th e
s h o rte r, th e b e tte r. I n th e e x a m p le , O v e rd u e D e liv e r y is e n te re d as
th e n am e o f th e a p p r o v a l t e m p la t e . T h is is be cau se a qu e ry w it h t h is
n a m e w ill b e u s e d a s th e b a s e q u e r y fo r a p p r o v a l.

D e s c r ip t io n : E n te r th e a p p r o v a l t e m p la t e 's d e s c r ip t io n . I t c a n be an y
te x t th a t d o e s n 't e x c e e d 1 0 0 c h a ra c te rs . In th e e x a m p le , th e sam e
te x t h as be e n e n te re d as th e a ppro v a l t e m p la t e n am e . It is s e lf
e x p la n a t o r y , s o t h e r e is n 't a n y n e e d fo r fu r t h e r d e t a ils in t h e e x a m p le .

A c t iv e : T h is is a ch e ck box . W h e n s e le c t e d , th e t e m p la t e be com e s

1 5 3
 a c t iv e . O t h e r w is e , t h e t e m p la t e r e m a in s in a c t iv e .

T h e r e a r e fo u r t a b s u n d e r t h e a p p r o v a l t e m p la t e s h e a de r:

O r ig in a t o r : F o r p ic k in g u p u s e r s a s o r ig in a t o r s

D o c u m e n t s : F o r p ic k in g u p c e r t a in ty p e s o f d o c u m e n ts

S t a g e s : F o r p ic k in g u p a p p ro v a l s ta g e

T e r m s : T h e k e y p a r t o f t h e t e m p la t e

You w ill fin d e ach t a b in d e t a il in th e c o m in g p a g e s .

O r ig in a t o r

Th e fir s t t a b is th e O r ig in a t o r ta b . In t h is ta b , y ou can s e le c t t h o s e u se rs
w h o n e e d to do th e d a ta e n try . It m a y be on e or as m an y as y ou lik e .

D o n o t p u t y o u r u s e rn a m e u n d e r t h is ta b . If y o u do,

y ou w ill lo s e c o n t r o l o f t h is t e m p la t e . E v e r y t h in g w ill

a p p e a r g ra y e d o u t to y ou w he n y o u b ro w s e it .

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D o c u m e n ts

Th e se con d ta b in th e fo llo w in g s c r e e n s h o t is t h e D o c u m e n t s t a b . T h is t a b is
v e ry s im p le . You ju s t n e e d to s e le c t on e or m o re d o c u m e n t ty p e s h e re . In
t h is e x a m p le , o n ly th e d e liv e r y d o c u m e n t ty p e h as be e n s e le c t e d , e n s u r in g
th a t o n ly th e d e liv e r y docu m e n t w ill be s u b je c te d to a ppro v a l u n de r t h is
t e m p la t e . Y o u can s e le c t m o r e t h a n o n e do cu m e n t h e re .

S ta g e s

T h is ta b is th e s im p le s t on e be cau se th e a ppro v a l s ta g e h as be e n se t u p
a lr e a d y . Y o u can u se th e Tab k e y to se a rch a ll a v a ila b le s ta g e s to s e le c t t h e
on e y ou n e e d. Th e fo llo w in g scre e n sh o t sh o w s th a t th e D e liv e r y 1 a ppro v a l
s ta g e is s e le c t e d .

O n e m is t a k e h e re is to try to c re a te th e a p p ro v a l s ta g e d u r in g th e s e le c t io n
p r o c e s s . T h a t is n ot a good p r a c t ic e . I t is p r o b le m p r o n e . A lw a y s re m e m be r
to add th e a p p ro v a l s ta g e d u r in g th e fir s t s t e p . I n case y ou fo r g e t, y o u h av e
to q u it fr o m th e A p p ro v a l T e m p la t e s S e t u p scre e n . R e s ta rt o n ly a fte r
m a k in g u p fo r th e m is s in g s t a g e .

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Th e re can be m o re th a n on e s ta g e as w e ll. F o r s im p lic it y , o n ly on e s ta g e is
illu s t r a t e d h e re . It is an e x a m p le to sh ow h ow qu e ry a ppro v a l pr o ce du re
w o rk s.

T e rm s

Th e la s t t a b a fte r S ta g e w ill b e T e r m s . T h is is th e m o s t c o m p lic a t e d on e an d

v it a l fo r t h e t e m p la t e . T h e r e a r e t w o o p t io n s t o la u n c h a ppro v a l pro ce du re s:

A lw a y s : U n c o n d it io n a l a p p r o v a l. If t h is is s e le c t e d , a ll th e d o c u m e n ts
u n d e r t h e s e le c t e d t y p e s w ill b e s u b je c t t o a p p r o v a l.

W h e n th e f o llo w in g A p p lie s : C o n d it io n a l a ppro v a l base d on d iffe r e n t

te rm s . If t h is is s e le c t e d , som e of th e te rm s an d c o n d it io n s w ill be
d is p la y e d . Q u e r y a p p r o v a l is u n d e r t h is o p t io n .

It is q u it e s u r p r is in g th a t y ou h av e to s e le c t A lw a y s fir s t fo r u se r qu e ry
a ppro v a l c r e a t io n . O t h e r w is e , y ou can o n ly s e le c t s y s te m d e fin e d te rm s to
add t h e a p p r o v a l t e m p la t e .

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T h is scre e n sh o t sh ow s th a t th e O v e rd u e D e liv e r y a ppro v a l h as a lr e a d y
be e n a d d e d . O t h e r w is e , t h e b u t t o n w o u ld s t ill s h o w A d d in s t e a d o f O K .

S e le c t in g a q u e ry fo r th e a p p r o v a l t e m p la t e

A fte r th e a ppro v a l t e m p la t e is adde d to th e s y s te m , y ou can u p d a te it

im m e d ia t e ly . S im p ly go to th e T e rm ta b d ir e c t ly an d ch an ge th e s e le c t io n
fr o m A lw a y s to W h e n th e F o llo w in g A p p lie s . You can se e som e of th e
b u ilt - in te rm s th a t a re d is p la y e d in th e m id d le of th e fo r m a fte r y ou h av e
ch an ge d th e s e le c t io n . T h is is n o t r e la t e d to u se r qu e ry a p p r o v a l. I t c a n be
ig n o r e d . T h e r e a re a c o u p le o f lin e s c lo s e to th e b o tto m o f t h e s c r e e n . T h is is
t h e p la c e to p u t T e r m B a s e d o n U s e r Q u e r ie s .

To in c lu d e a qu e ry to th e t e m p la t e , y ou can h ig h lig h t an d d o u b le - c lic k th e

fir s t lin e u n de r Q u e ry N a m e . Th e qu e ry m a n a g e r fo r m w ill p o p u p. You can

s e le c t a n y p r e p a r e d q u e r ie s fo r t h is a p p r o v a l.

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R e m e m be r th a t o n e o f th e m o s t e ffic ie n t w a y s fo r c r e a t in g qu e ry a p p r o v a l is
to u se th e sam e n am e fo r y ou r sav e d qu e ry an d fo r th e a p p r o v a l t e m p la t e .
In t h e e x a m p le , y o u can fin d t h a t it a v o id s h a v in g t h e w r o n g q u e r y in p la c e .

W h e n y ou d o u b le - c lic k on th e qu e ry n a m e , th e qu e ry m an age r fo r m w ill b e

c lo s e d . You can se e th a t th e qu e ry n am e O v e rd u e D e liv e r y h as be e n
s e le c t e d in t o t h e fir s t lin e u n d e r T e r m s B a s e d o n U s e r Q u e r ie s .

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You s h o u ld a ls o n o t ic e th a t th e T o ta l S e le c t e d T e rm s a re 2 in s t e a d of 1 .
T h is is be cau se th e re is a lw a y s a lin e in th e e n d e v e n th o u g h it is e m p ty .
B e fo r e y o u add a n y q u e r y , t h e t o t a l s e le c t e d t e r m s is a lr e a d y 1 .

Th e la s t s te p is to c lic k U p d a te a s s h o w e d in th e la s t s c r e e n s h o t . A fte r
t h is a c t io n h as be e n don e , th e u se r qu e ry a ppro v a l t e m p la t e w ill be
c o m p le t e d . Y o u w ill fin d a ll d e liv e r y d o c u m e n ts t h a t m e e t t h e q u e r y c o n d it io n
a re t r ig g e r in g a ppro v a l pro ce du re s as lo n g as th e o r ig in a t o r o f t h e docu m e n t
is T r a in e e 1 . If th e o r ig in a t o r s w e re som e on e e ls e , th e a ppro v a l w o u ld n 't
t r ig g e r .

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You can fin d t h e c o m p le t e d a p p r o v a l t e m p la t e in t h e fo llo w in g s c re e n s h o t:

D o n o t fo r g e t to c h e c k th e A c t iv e b o x . O t h e r w is e , t h e a p p r o v a l t e m p la t e w ill
be in a c t iv e a n d n o a p p r o v a l w ill b e t r ig g e r e d .

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E x a m p le s o f u s e r q u e r ie s fo r a p p ro v a l

Th e se e x a m p le s w ill fa m ilia r iz e y ou w it h h ow to a p p ly a u se r qu e ry to th e

a ppro v a l pro ce du re .

C a s e 1 A p p r o v a l f o r a d d in g d e liv e r y d o c u m e n t

Th e fir s t c a s e is r e la t iv e ly s im p le . T h is a p p r o v a l in n e e d is t r ig g e r e d w h e n a

u se r t r ie s to add a d e liv e r y d o c u m e n t fo r a c u s t o m e r w it h A /R I n v o ic e s th a t
h a v e o v e rd u e D o c D u e D a te s .

T h e s o lu t io n to t h is s im p le r e q u e s t is s h o w n h e r e :

S E L E C T D I S T I N C T 'T r u e '

FR O M d b o .O I N V T 0

W H E R E D a te D i f f ( D D ,G e tD a te ( ) ,T 0 .D o c D u e D a te ) > 0

A N D T 0 .C a r d C o d e = $ [ $ 4 .0 .0 ]

T h is is a v e r y s im p le q u e ry a n d is e x p la in e d in t h e fo llo w in g p o in t s :

S E LE C T D IS TIN C T 'T R U E ' w ill be u se d fo r a ll a ppro v a l q u e r ie s .

D IS TIN C T k e y w o rd can be o m it t e d if y ou can m ak e su re th e qu e ry
r e s u lt w ill o n ly re tu rn o n e lin e . W h e n in d o u b t , it 's a lw a y s s a fe t o le a v e
it th e re . Th e s id e e ffe c t fo r a d d it io n a l D IS TIN C T can be ig n o r e d as
e v e n on e lin e w o u ld be d is t in c t fr o m it s e lf. Is it n o t? D IS TIN C T w ill
e n su re t h is qu e ry r e s u lt r e t u r n s o n ly T r u e . T h is is r e q u ir e d b y a p p r o v a l
p ro c e d u re to t r ig g e r a n a ppro v a l w h e n t h e q u e r y r e s u lt is Tru e .

F R O M d b o .O IN V T 0 w ill r e t r ie v e d a ta fr o m th e O IN V t a b le o n ly . You

m u s t s t ill r e m e m b e r t h a t t h is is a n A /R I n v o ic e t a b le .

W H E R E D a t e D iff( D D , G e t D a t e ( ) , T 0 . D o c D u e D a t e ) > 0 A N D T 0 .C a rd C o d e
= $ [ $ 4 . 0 . 0 ] w ill c o m p a r e s y s te m d a te w it h th e in v o ic e d o c u m e n t 's d u e
d a te as w e ll a s cu rre n t c u s t o m e r 's code fo r th e in v o i c e . I f t h e qu e ry

fin d s an y in v o ic e d o c u m e n t d u e d a te s g re a te r th a n th e s y s te m d a te fo r
t h e s e le c t e d c u s t o m e r o n t h e in v o ic e , t h e a p p r o v a l w ill b e t r ig g e r e d .

T 0 .C a rd C o d e = $ [ $ 4 . 0 . 0 ] is u s in g th e s y s te m v a r ia b le to c o m p a r e w it h
th e c u s to m e r code . You can fin d a d e t a ile d d is c u s s io n of th e s y s te m
v a r ia b le u sage fo r fo r m a tte d se a rch in th e n e x t c h a p te r. If th e
a ppro v a l is n e e de d fo r a ll c u s to m e rs , th e n t h is c o n d it io n can be
o m it t e d .

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C a s e 2 " O n A c c o u n t " o u t g o in g p a y m e n t a p p ro v a l

A u se r n e e ds to se t a ppro v a l fo r "O n A c c o u n t" o u t g o in g p a y m e n t. "O n

A c c o u n t" h e re m e an s "P a y m e n t O n A c c o u n t". It is r e la t e d to th e pay m e n t
scre e n . Th e fo llo w in g q u e r ie s h av e be e n t r ie d by th e u se r bu t th e y a r e n 't
w o r k in g :

S E L E C T ( C a s e W h e n ( s e l e c t $ [ o v p m . n o d o c s u m . 0 ] ) > 0 t h e n 'T R U E ' E l s e

'F A L S E ' E n d ) T F F R O M O V PM w h e r e c a r d c o d e = c o n v e r t( v a r c h a r ( 2 0 ) ,( S e l e c t

$ [ O V P M .c a r d c o d e .n u m e r i c ] ) ,1 0 3 )

S E L E C T ( C a s e W h e n ( s e l e c t $ [ o v p m . n o d o c s u m . 0 ] ) > 0 t h e n 'T R U E ' E l s e

'F A L S E ' E n d ) T F F R O M O V PM w h e r e c a r d c o d e = c o n v e r t( v a r c h a r ( 2 0 ) ,( S e l e c t

$ [ O V P M .c a r d c o d e .n u m e r i c ] ) ,1 0 3 ) a n d d o c n u m = ( s e l e c t $ [ O V P M .d o c n u m .0 ] )

H e r e is t h e s o lu t io n :

S E L E C T D I S T I N C T 'T R U E '

FR O M d b o .O V P M T0

W H E R E $ [o v p m .n o d o c su m .n u m b e r ] > 0 a n d T 0 .d o c n u m = $ [$ 3 .0 .0 ]

Th e o r ig in a l qu e ry h a s to o m an y c o n v e r s io n s an d som e h ow , th e lo g ic
be com e s u n r e a d a b le . T h e s e le c t iv e C a s e u s e d is a ls o n o t n e e d e d b e c a u s e w e
o n ly ca re w h e n th e qu e ry r e s u lt is Tru e . If it is n ot Tru e , th e n F a ls e is
a u t o m a t ic a lly re tu rn e d . A n o th e r m is t a k e is $ [o v p m .n o d o c s u m .0 ]. It w ill b e
d is c u s s e d in th e F o rm a tte d S e a rc h c h a p te r.

Th e q u e r y s o lu t io n is v e r y s im p le . $ [ o v p m . n o d o c s u m . n u m b e r ] > 0 c h e c k s th e
am ou n t of "O n A c c o u n t" fo r th e cu rre n t o u t g o in g p a y m e n t. If it 's g re a te r
th a n z e r o , t h e a p p r o v a l p r o c e d u r e w ill b e t r ig g e r e d .

A c t u a lly , th e la s t c o n d it io n T 0 .d o c n u m = $ [$ 3 .0 .0 ] c a n be o m it t e d be cau se

t h e fir s t
c o n d it io n o n ly c h e c k s t h e c u r r e n t o u t g o in g p a y m e n t .

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C a s e 3 A p p r o v a l f o r in v o ic e t o s p e c ia l c u s t o m e r g r o u p s

A n o t h e r u s e r t r ie d t h e fo llo w in g q u e ry to b e u s e d fo r a n a ppro v a l pro ce du re :

S E L E C T D I S T I N C T 'T R U E ' F R O M O I N V T 0 I N N E R J O I N O C R D T 1 O N T 0 .C A R D C O D E

= T 1 .C A R D C O D E I N N E R J O I N O C R G T 2 O N T 1 .G R O U P C O D E = T 2 .G R O U P C O D E

A N D T 2 . G R O U P N A M E 'O V E R S E A S C L I E N T S ' W H E R E T 0 . C A R D C O D E = $ [ $ 4 . 0 . 0 ]

Th e t a r g e t o f t h e q u e r y is t o c h e c k w h e t h e r t h e c u s t o m e r u n d e r t h e c u s t o m e r
gro u p w it h th e n am e o f 'o v e r se as c lie n t s ' e x is t s in an y n e w in v o ic e . I f it is

tru e , th e in v o ic e n e e ds to go th ro u g h th e a ppro v a l pro ce du re . H o w e v e r,

n o t h in g is t r ig g e r e d to an y in v o ic e s a ft e r a s s ig n in g t h is q u e ry to th e a p p ro v a l
pro ce du re .

B y c h e c k in g th e u s e r 's qu e ry , th e p r o b le m w as fig u r e d o u t, fo r w h ic h th e
s o lu t io n is lis t e d h e r e :

S E L E C T d i s t i n c t 't r u e '

FR O M d b o .O I N V T 0

I N N E R J O I N d b o .O C R D T1 O N T 0 .C a r d C o d e = T 1 .C a r d C o d e

I N N E R J O I N d b o .O C R G T 2 O N T 1 .G r o u p C o d e = T 2 .G r o u p C o d e

W H E R E T 0 . C a r d C o d e = $ [ $ 4 . 0 . 0 ] A N D T 2 . G r o u p N a m e L I K E 'O v e r s e a s

c lie n ts % '

Th e o r ig in a l q u e r y h as o n ly on e m is t a k e . Th e c o n d it io n to ch e ck th e gro u p
n am e in th e b u s in e s s p a rtn e r gro u p t a b le O C R G s h o u ld be pu t u n de r th e
w h e r e c la u s e .

T 2 .G ro u p N a m e LIK E 'O v e r se as c lie n t s % ' is u s in g LIK E in s t e a d o f e q u a l. I t

a ls o h as th e % a t th e e n d . T h a t 's be cau se it 's a lw a y s a w e ak m a tc h to m a k e
a c o m p a r is o n w it h an y te x t s t r in g . Th e w o rk a ro u n d is to m ak e th e scope

b ig g e r t o in c r e a s e t h e c h a n c e o f t h e m a t c h .

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C a s e 4 A p p r o v a l f o r o v e r b o o k in g s a le s o rd e r

Th e re is a n o th e r u se r w h o in it ia lly re q u e s ts a fo r m a tte d se a rch qu e ry . Th e

ba ck gro u n d is , t h e ir c lie n t u s u a lly c re a te s S a le s O rde r a n d th e n is s u e s a A / R
R e se rv e I n v o ic e t h a t c o m m it s c e r t a in it e m s in c e r t a in w a re h o u se s. H o w e v e r,
s o m e t im e s , t h e s a le s pe rso n te n d s to s e ll m o r e t h a n t h e a v a ila b le s t o c k . I t is

e v e n w o rse be cau se th e pu rch a se o rde r or p r o d u c t io n o rde r q u a n t it ie s w ill

a ls o in c r e a s e t h e a v a ila b le q u a n t it ie s . T o a v o id r e t u r n s d u e t o o v e r s e llin g , t h e

u se r re q u e s ts a fo r m a tte d se a rch qu e ry to ch e ck if ( I n S to c k - C o m m it t e d
O rde rs) < = 0 an y it e m s fo r th e w a re h o u se s e le c t e d a re b e in g tra n s a c te d in
t h e s a le s o r d e r .

A fte r som e d is c u s s io n , it w a s fo u n d t h a t t h is qu e ry is a c t u a lly fo r t r ig g e r in g

an a ppro v a l pro ce du re w h e n w a re h o u se q u a n t it y fa lls b e lo w th e a v a ila b le
q u a n t it y .

H e r e is t h e s o lu t io n base d on t h e a c t u a l r e q u ir e m e n t :

S E L E C T D i s t i n c t 't r u e '

FR O M d b o .O I T W T0

W H E R E T 0 .I te m C o d e = $ [ $ 3 8 .1 .0 ] A N D T 0 .W h s C o d e = $ [ $ 3 8 .2 4 .0 ] A N D

( T 0 .O n H a n d - T 0 .I s C o m m i te d - T 0 .O n O r d e r ) < = 0

W it h t h is q u e r y , t h e t a b le to lo o k u p is t h e O I T W it e m w a r e h o u s e t a b le .

Th e c o n d it io n is to ch e ck th e s a le s o rde r fo r th e lin e it e m code an d

w a re h o u se code . U s in g th e s e tw o , w e h av e a fo r m u la (T 0 .O n H a n d -
T 0 . I s C o m m it e d - T 0 .O n O rd e r) < = 0 to r e fle c t (In S to c k - C o m m it t e d

O rde rs) < = 0 .

T h is qu e ry h as e ffe c t iv e ly sav e d on e U D F an d a F o rm a tte d S e a rch . It ca n be

u s e d to t r ig g e r a n a p p r o v a l d ir e c t ly w it h o u t a d d it io n a l b u r d e n to th e s y s te m .

1 6 4
C h a p te r 8
D e s ig n in g P r in t La y o u t

Le sson 1 U s in g P r e - d e s ig n e d P r in t L a y o u t s
Le sson 2 R e p o r t P r o p e r t ie s

1 6 5
L e s s o n 1 U s in g P r e - d e s ig n e d P r in t L a y o u t s

P ro c e d u re :

E n te r

D o c u m e n t

T y p e

A c c e s s P r in t

L a y o u t

D e s ig n e r

O p e n P re -

d e s ig n e d P r in t

L a y o u t

D e s ig n e d

S a v e P r in t

L a y o u t u n d e r

N e w N a m e

E d it N e w P r in t
L a y o u t

S e t N e w P r in t

L a y o u t a s
D e fa u lt

To acce ss th e p r in t la y o u t d e s ig n e r , e n te r th e t r a n s a c t io n of th e
docu m e n t ty p e y ou w an t to p r in t (s u c h as an A /R in v o ic e , an A /R

c r e d it m e m o, an d so on ) an d ch oose T o o ls P r in t L a y o u t
D e s ig n e r . T h is w ill b r in g u p a lis t of a ll e x is t in g p r in t la y o u t s

b e lo n g in g to t h a t s p e c ific d o c u m e n t t y p e .

S A P B u s in e s s O n e p r o v id e s a lo t o f p r e - d e s ig n e d p r in t la y o u t s t h a t y o u

can a d a p t to y ou r r e q u ir e m e n t s . Th e se p r e - d e s ig n e d p r in t la y o u t s a re
in d ic a t e d b y th e w o rd S y s te m in p a re n th e s e s .

Th e s y s te m p r in t la y o u t s a re r e a d - o n ly . If y ou w an t to ch an ge th e m
y ou n e e d to ope n th e m an d sav e th e m u n de r a n e w n am e . You can

th e n e d it t h e n e w p r in t la y o u t . I f n e c e s s a r y , y o u can a lw a y s fa ll b a c k
to th e s y s te m p r in t la y o u t s .

1 6 6
 W h e n y ou p r in t a d o c u m e n t, th e s y s te m u s e s t h e p r in t la y o u t t h a t y o u
h av e se t as th e d e fa u lt p r in t la y o u t . You can se t th e p r in t la y o u t as

d e fa u lt fo r

A ll u s e r s

Th e cu rre n t u se r
A ll b u s in e s s p a r t n e r s

S p e c ifie d b u s in e s s p a r t n e r s

Th e la s t o p t io n is e s p e c ia lly u s e fu l. F or e x a m p le , y ou can c re a te

se v e ra l p r in t la y o u t s fo r th e sam e docu m e n t ty p e in d iffe r e n t

la n g u a g e s or d iffe r e n t w o r d in g / d e s ig n fo r d iffe r e n t ta rg e t gr ou ps.
A fte r w a r d s , y ou can a s s ig n e v e ry s in g le p r in t la y o u t e x a c t ly to th e

b u s in e s s p a rtn e rs w h o a re th e r e c e iv e r s ( fo r e x a m p le , y o u can a s s ig n
t h e I t a lia n p r in t la y o u t t o a ll b u s in e s s p a r t n e r s fr o m I t a ly ) .

If y ou w an t to copy p r in t la y o u t s fo r m on e com pan y d a ta b a s e to

a n o t h e r , p le a s e r e fe r t o th e n o te s 6 0 0 8 1 3 a n d 6 3 0 3 2 6 .

1 6 7
L e s s o n 2 - R e p o r t P r o p e r t ie s

Properties
R e p o r t P r o p e r tie s

Invoice Document Properties

To: Customer

Area Properties

No. Item Quantity Price

Total: Price Field Properties

-1-
SAP AG 2003
You u se d o c u m e n t p r o p e r t ie s to d e fin e th e ge n e ra l fo r m a t t in g fo r
th e e n t ir e p r in t la y o u t . H e r e , y o u d e fi n e t h e p r in t la y o u t n a m e , a u t h o r ,

la n g u a g e , pape r an d p r in t fo r m a ts , scre e n a t t r ib u t e s , an d p a th
s p e c ific a t io n s fo r p ic t u r e s . E v e r y p r in t la y o u t in a d a t a b a s e is id e n t ifie d

by an E x c lu s iv e C ode . B y in c r e a s in g t h e n u m b e r o f p ix e ls in th e H e ig h t
fie ld , y ou c an c re a te d o c u m e n ts th a t a re se v e ra l pa ge s lo n g . C h o o s e
P r in t L a y o u t D e s ig n e r - > D is p la y D o c u m e n t P r o p e r t ie s .

Th e a re a p r o p e r t ie s d e fin e th e d e s ig n of th e in d iv id u a l a r e a s w it h in
th e p r in t la y o u t . H e re , y ou d e fin e th e s iz e , bo rde r, m a r g in s , c o lo r s ,
an d th e p a th to a ba ck gro u n d p ic t u r e . You a ls o can s p e c ify w h e th e r

t h is a re a is v is ib le or n o t. W h e n y ou s e le c t th e ch e ck box H e ig h t
A d ju s tm e n t , th e h e ig h t of th e a re a is a u t o m a t ic a lly a d ju s te d to th e

h e ig h t o f t h e fie ld s .
Th e d iffe r e n t p r o p e r t ie s o f th e in d iv id u a l fie ld s a re d e fin e d in th e f ie ld
p r o p e r t ie s . In a d d it io n to th e c o n te n t an d s iz e , bo rde r, m a r g in s ,

s h a d in g , an d c o lo r s of th e in d iv id u a l fie ld s , y ou a ls o d e fin e th e fo n t
p r o p e r t ie s h e re . You can u se th e fie ld p r o p e r t ie s to d is p la y an d h id e
fie ld s .

A n U n iq u e I D id e n t ifie s e v e r y a r e a a n d e v e r y fie ld in a p r in t la y o u t .

1 6 8
 Document Areas
D o c u m e n t P r o p e r tie s

Page Header Page Header

Start of Report Repetitive Area Header

Repetitive Area Header

Repetitive Area
(The size of this area depends
on the number of line items)

Repetitive Area
(The size of this area depends Repetitive Area Footer
on the number of line items)

End of Report

Page Footer Page Footer

-1- -2-

SAP AG 2003
A ll p r in t la y o u t s a re d iv id e d in t o s e v e r a l d o c u m e n t a r e a s t h a t h a v e d iffe r e n t
r o le s w it h in t h e p r in t la y o u t .

Th e page h e a d e r c o n t a in s in fo r m a t io n th a t th e s y s te m is t o p r in t
on e v e ry page of th e fo r m . N o r m a lly , t h is in c lu d e s th e

c o m p a n y 's n am e , th e b u s in e s s p a r t n e r 's a ddre ss, page

n u m b e r s , p r in t d a t e , a n d s o on .
Th e s y s te m lik e w is e p r in t s th e page fo o te r o n e v e ry page o f th e

fo r m . T h is is w h e re y ou s to re in fo r m a t io n su ch as ban k d e t a ils
a n d a ddre ss d a ta .
A t th e s ta rt o f re p o rt a n d th e e n d o f re p o rt, y o u e n te r d a ta th a t

th e s y s te m s h o u ld p r in t o n ly on t h e fir s t a n d t h e la s t p a g e o f t h e
fo r m .
Th e r e p e t it iv e a re a c o n t a in s th e lin e it e m s th a t a re lis t e d in a

t a b le on th e d o c u m e n t. E v e ry lin e it e m h as e x a c t ly th e sam e
s tru c tu re an d fo r m a t. T h e s e a re re p e a te d as m an y t im e s a s lin e

it e m s a re p r in t e d . T h e s iz e o f t h is a r e a is a u t o m a t ic a lly a d ju s t e d
to th e n u m be r o f lin e s . T h e r e p e t it iv e a re a h e ade r c o n t a in s th e
c o lu m n h e a d in g s fo r th e it e m lin e s . Th e r e p e t it iv e a re a fo o te r

c o n t a in s docu m e n t t o t a ls an d o th e r in fo r m a t io n th a t r e fe r s to
th e r e p e t it iv e a re a . U s u a lly , a p r in t la y o u t h as o n ly on e
r e p e t it iv e a re a ( in c lu d in g h e ade r an d fo o te r ) bu t y ou can add

m o re r e p e t it iv e a re a s by c h o o s in g P r in t L a y o u t D e s ig n e r
R e p e t it iv e A re a A d d . F or e x a m p le , y ou can u se a d d it io n a l

r e p e t it iv e a re a s if y o u w a n t to p r in t it e m s o f th e t r a v e l o r la b o r
it e m ty p e s e p a r a t e ly fr o m t h e n o r m a l it e m s .

1 6 9
 F ie ld P r o p e r tie s
Field Properties

Field Type Source Type

Free Text
Text Labels,
Headings
Database
Letter text
Formula

System Variable

Static picture (logo,

Picture and so on) File Additional Source Types
Picture from master
records
for all Field Types

Database
Bar Code Free Text
Prints the value of the
field as bar code Formula

System Variable
External Data Procedure Name
Field provided by add-
ons

SAP AG 2003

Th e p r in t la y o u t d e s ig n e r o ffe r s th e fo llo w in g fie ld t y p e s : T e x t , P ic t u r e ,

B a rco de an d E x te rn a l D a ta . E ach F ie ld ty p e is lin k e d to a s p e c ia l
S o u rce ty p e . Th e so u rce ty p e d e t e r m in e s th e so u rce o f th e d is p la y e d

d a ta .

T h e s o u r c e t y p e fo r T e x t fie ld s c a n be :

F re e T e x t: Th e s y s te m d is p la y s th e c o n te n t of te x t fie ld s

d ir e c t ly on th e p r in t la y o u t . U s e t e x t fie ld s to d e fin e fie ld la b e ls

o r h e a d in g s fo r t h e r e p e t it iv e a re a .

D a ta b a s e : Th e fie ld s a lw a y s r e fe r to a file ( t a b le ) an d a fie ld

fr o m th e com pan y d a ta b a s e . T h e c o n te n t o f th e fie ld s p e c ifie d is
p r in t e d . Th e s y s te m a u t o m a t ic a lly r e t r ie v e s th e fie ld b e lo n g in g

to th e co rre ct m a s te r re co rd or lin e it e m . Th e s y s te m
a u t o m a t ic a lly a d ju s ts th e h e ig h t o f t h e fie ld t o t h e c o n t e n t if y o u
s e le c t t h e H e ig h t A d ju s t m e n t in d ic a t o r o n th e F o rm a t ta b in th e

fie ld p r o p e r t ie s .

F o r m u la : W it h fo r m u la fie ld s y ou can r e fe r to a p r e d e fin e d

c a lc u la t io n (s u c h as c o lu m n a v e r a g e , d a t e , t im e , a n d so on ) or
y ou can d e fin e y ou r ow n fo r m u la th a t p e r fo r m s a c a lc u la t io n

w it h tw o or m o re fie ld s . Th e se tw o fie ld s m u st a lr e a d y be
in c lu d e d in th e p r in t la y o u t bu t y ou can h id e th e m if y o u d o n t
w a n t th e m to be p r in t e d .

1 7 0
 S y s te m V a r ia b le : You can u se v a r ia b le fie ld s to p r in t d a t a t h a t
is n o t s to re d in an y t a b le b u t is c a lc u la t e d b y c e r t a in pro ce du re s

in S A P B u s in e s s O n e on de m an d. To c re a te a v a r ia b le fie ld , y o u
n e e d to k n ow th e v a r ia b le n u m be r. If y o u s w it c h on th e d is p la y

of th e D e bu g I n fo r m a t io n (c h o o s e V ie w S y s te m
I n f o r m a t io n ) an d m ov e y ou r m ou se ov e r a scre e n fie ld , it is
d is p la y e d in th e s ta tu s b a r . I f t h e s t a t u s b a r d is p la y s a t a b le a n d

a d a ta fie ld n am e , u se a d a ta fie ld to p r in t it . I f t h e s ta tu s bar

o n ly d is p la y s a v a r ia b le n u m be r, try to p r in t th e in fo r m a t io n

w it h a v a r ia b le fie ld .

P ic t u r e f ie ld s : P ic t u r e fie ld s e it h e r r e fe r t o a s p e c ific g r a p h ic s t o r e d in

th e p ic t u r e fo ld e r ( s o u r c e t y p e : F ile ) o r t o a p ic t u r e s to re d in a m a s te r
re co rd (s o u rc e ty p e : D a ta b a s e ). Y o u can a ls o u s e s o u rc e ty p e F o r m u la
or S y s te m V a r ia b le . Th e be st r e s u lt s can be a c h ie v e d if th e g r a p h ic

a lr e a d y e x is t s in th e s iz e an d fo r m a t in w h ic h it s h o u ld a c t u a lly be
d is p la y e d an d la t e r p r in t e d on th e fo r m .

B a rc o d e F ie ld s : Th e v a lu e of th e fie ld is p r in t e d as a ba rco de .
P o s s ib le so u rce ty p e s fo r ba rco de fie ld s a re F re e T e x t, D a ta b a s e ,

F o r m u la o r S y s t e m V a r ia b le .

E x te rn a l d a ta f ie ld s : Th e se fie ld s can be u se d by a d d -o n

d e v e lo p m e n t s . P o s s ib le so u rce ty p e s a re P ro ce du re N a m e , D a ta b a s e ,
F o r m u la o r S y s t e m V a r ia b le .

1 7 1
 S o r tin g
Sorting

Page Header
Start of Report

BP Name BP Type BP Group Balance Repetitive

(Sort Field 1) (Sort Field 2) Area Header

Miller Customer A-Customer 10000

Cane Customer B-Customer 20000
Repetitive
Johnson Customer B-Customer 15000
Area
Simpson Vendor A-Domestic 10000
Kerry Vendor B-Foreign 5000
Repetitive
Total: 60000
Area Footer
End of Report
Page Footer

SAP AG 2003

You can so rt th e t a b le in th e r e p e t it iv e a re a , by c a llin g u p th e p r in t

la y o u t d e s ig n e r an d c h o o s in g P r in t L a y o u t D e s ig n e r R e p e t it iv e
A re a S o rt. In t h e u p c o m in g w in d o w , s e le c t y o u r s o r t fie ld s fr o m th e

dro p dow n lis t , a n d s e le c t t h e S o r t T y p e , a n d t h e S o r t O r d e r .

O n th e fig u r e , th e b u s in e s s p a rtn e r ty p e (c u s to m e r, v e n do r, le a d ) is
t h e fir s t s o r t fie ld , t h e b u s in e s s p a r t n e r g r o u p is t h e s e c o n d s o r t fie ld .

If y ou w an t to p r in t s u b t o t a ls fo r e v e ry v a lu e of th e so rt fie ld s , y ou
n e e d to u s e th e g r o u p in g f u n c t io n a lit y .

1 7 2
 G r o u p in g
Grouping

Repetitive Area Header

Header Group Field 1 Value A

Header Group Field 2 Value I

Table: Value A, Value I Group

Level 2
Footer Group Field 2 Subtotal - Value I
Group
Header Group Field 2 Value II Level 1
Group Group
Table: Value A, Value II
Level 2 Level 0
Footer Group Field 2 Subtotal - Value II

Footer Group Field 1 Sub - Value A

Header Group Field 1 Value B

Repetitive Area Footer

SAP AG 2003

To c re a te s u b t o t a ls fo r y ou r so rt fie ld s , y ou n e e d to a c t iv a t e th e
g r o u p in g fu n c t io n a lit y by s e le c t in g th e S u m m a ry in d ic a t o r b e h in d th e
ch ose n so rt fie ld in th e S o rt w in d o w u n de r P r in t L a y o u t D e s ig n e r

R e p e t it iv e A re a S o r t . T h is m ak e s th e s o r t fie ld s to g r o u p fie ld s .
If y ou u se m o re th a n on e gro u p fie ld , th e s y s te m w ill p r in t n e s te d

gro u ps a n d s u b - t o t a ls a s y o u can se e on t h e fig u r e .

You h av e to m a in t a in th e p r in t la y o u t on th e d iffe r e n t gro u p le v e ls .

You can s w it c h b e tw e e n gro u p le v e ls by c h o o s in g P r in t L a y o u t

D e s ig n e r G ro u p < G ro u p N u m b e r> .

Th e r e p e t it iv e a re a h e ade r an d th e r e p e t it iv e a re a fo o te r h av e to be
m a in t a in e d s e p a r a t e ly o n th e fo llo w in g gro u p le v e ls :

R e p e t it iv e a r e a h e a d e r a n d fo o te r fo r th e o v e r a ll d o c u m e n t
G ro u p 0

T h is r e p e t it iv e a r e a h e a d e r c o n t a in s t h e c o lu m n h e a d e r s .
T h is r e p e t it iv e a r e a fo o t e r c o n t a in s t h e o v e r a ll r e p o r t t o t a l.

R e p e t it iv e a r e a h e a d e r a n d fo o te r fo r g r o u p fie ld 1
G ro u p 1

T h is r e p e t it iv e a r e a h e a d e r c o n t a in s t h e d a t a v a lu e o f t h e fir s t
gro u p fie ld .
T h is r e p e t it iv e a r e a fo o t e r c o n t a in s t h e s u b t o t a l fo r t h e fir s t

gro u p.

R e p e t it iv e a r e a h e a d e r a n d fo o te r fo r g r o u p fie ld 2

G ro u p 2

1 7 3
 T h is r e p e t it iv e a r e a h e a d e r c o n t a in s t h e d a t a v a lu e o f t h e
s e c o n d g r o u p fie ld .

T h is r e p e t it iv e a r e a fo o t e r c o n t a in s t h e s u b t o t a l fo r t h e s e c o n d
gro u p.

A n d so on . You can h a v e u p to 9 gro u p le v e ls .

Th e gro u p fie ld s m u st be a v a ila b le on th e r e p e t it iv e a re a bu t y ou can

m a k e th e m in v is ib le if y o u d o n t w a n t t h e m to a p p e a r in t h e t a b le s .

Page h e a de r, s ta rt of re p o rt, e n d of re p o rt, page fo o te r , an d th e

r e p e t it iv e a re a do n ot b e lo n g to an y gro u p bu t th e y appe ar on e v e ry

gro u p le v e l.

1 7 4
 L in k in g F ie ld s to C o n d itio n s
Linking Fields to Conditions

Operator field 1
(for example,
data field)
Condition field Print layout
Calculation Field field (to be
Formula results influenced by
in 1 or 0 condition)
Operator field 2
(for example,
text field)

SAP AG 2003

You can m ak e fie ld s appe ar o n ly if c e r t a in c o n d it io n s a re tru e . T o do

t h is , y ou fir s t n e e d to b u ild th e c o n d it io n w it h th e h e lp of on e
c a lc u la t io n fie ld a n d tw o o p e r a t o r fie ld s :

Th e tw o o p e ra to r f ie ld s a re te x t or d a ta fie ld s . U s u a lly , y ou
w an t to co m pa re th e c o n te n t o f a d a ta fie ld w it h a fix e d v a lu e .

In t h is case , y ou w o u ld n e e d th e d a ta fie ld an d a t e x t fie ld th a t

c o n t a in s t h e fix e d v a lu e .

Th e c a lc u la t io n f ie ld co m pa re s th e tw o o p e ra to r fie ld s w it h
e ach o t h e r w it h a n y c o n d it io n o p e ra to r (s u c h a s g r e a t e r , le s s , o r

e q u a l) . T h e c a lc u la t io n fie ld re tu rn s e it h e r a 1 if t h e c o n d it io n is
TR U E o r a 0 if t h e c o n d it io n is F A L S E .

You n e e d to lin k th e p r in t la y o u t fie ld th a t y ou w an t to in flu e n c e

th ro u g h th e c o n d it io n to th e c o n d it io n fie ld . T o do t h is , y o u e n te r th e
U n iq u e ID o f th e c o n d it io n fie ld in t o th e L in k to F ie ld fie ld o f th e p r in t

la y o u t fie ld . I f t h e c o n d it io n fie ld is e qu al 1 th e lin k e d p r in t la y o u t fie ld

w ill b e p r in t e d , if th e c o n d it io n fie ld is e qu al 0 th e lin k e d p r in t la y o u t

fie ld w ill n o t b e p r in t e d .

B e cau se y ou u s u a lly d o n t w an t th e o p e ra to r fie ld s an d th e c o n d it io n

fie ld to appe ar on t h e p r in t o u t , y o u can m a k e t h e s e fie ld s in v is ib le .

1 7 5
 Query Print Layouts
Q u e ry P r in t L a y o u ts

Create Report
Saved Queries Query Print Layout

Execute

Print
Query Result

Print

SAP Business One

Query Print Layout

Table Print-out
SAP AG 2003

You can c re a te q u e ry p r in t la y o u t s , w h ic h a re p r in t la y o u t s b a s e d o n
q u e r ie s t h a t y o u can u s e t o p r in t t h e q u e r y r e s u lt s .

If y ou p r im a r ily n e e d th e qu e ry r e s u lt a s a p r in t e d docu m e n t an d n ot
ju s t on th e scre e n , it is m u ch fa s te r an d m o re fle x ib le to u se qu e ry
p r in t la y o u t s t o p r in t it .

To p r in t a qu e ry r e s u lt w it h o u t q u e r y p r in t la y o u t , y o u n e e d to

ru n th e qu e ry fir s t an d th e n p r in t th e r e s u lt t a b le in a se con d
s te p . Y o u c a n n o t in flu e n c e t h e la y o u t o f t h e p r in t o u t .

P r in t in g a qu e ry w it h a qu e ry p r in t la y o u t is m u ch fa s te r . T o do
t h is , ch oose T o o ls Q u e r ie s Q u e ry P r in t L a y o u t ,
s e le c t th e d e s ir e d qu e ry p r in t la y o u t an d p r in t it .

You can in flu e n c e th e la y o u t of th e p r in t o u t by u s in g th e p r in t

la y o u t d e s ig n e r . A ll y o u r qu e ry p r in t la y o u t s can u se th e sam e

base t e m p la t e to p r o v id e a c o n s is t e n t c o rp o ra te d e s ig n an d
la y o u t . Th e s y s te m a u t o m a t ic a lly adds th e e n te re d qu e ry
v a r ia b le s t o t h e h e a d e r o f t h e q u e r y p r in t la y o u t .

To c re a te a qu e ry p r in t la y o u t y ou ch oose T o o ls Q u e r ie s

Q u e r ie s M a n a g e r . A fte r w a r d s , y o u s e le c t t h e qu e ry fo r w h ic h y ou
w a n t to g e n e ra te a qu e ry p r in t la y o u t a n d ch oose C re a te R e p o rt. T h e n
y ou s e le c t a b a s e t e m p la t e an d g iv e t h e q u e r y p r in t la y o u t a n a m e .

1 7 6
C h a p te r 9
Exce l R e po rt

Le sson 1 X L R e p o r t e r H ig h lig h t s
Le sson 2 X L R e p o rte r C o m p o n e n ts

Le sson 3 A c c e s s in g t h e R e p o r t D e s ig n e r

1 7 7
L e s s o n 1 X L R e p o r t e r H ig h lig h t s

XL REPORTER HIGHLIGHTS
X L R e p o r t e r H ig h lig h t s

Fully integrated tool

advanced reporting
financial analysis
using Microsoft Excel user interface

Reports can be organized

into report packages and
scheduled for distribution

Combines standard Excel features with advanced XL Reporter tools

SAP AG 2006
3

XL REPORTER
X L R e p o r tHIGHLIGHTS
e r H i g h l i g h t s D e- tDetails
a ils

Reports on live SAP Business One data. Integrated with:

Financials
Sales Opportunities
Sales A/R
Purchasing A/P
Business Partners
Services
Inventory
Production
Human Resources

SAP AG 2006
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 XL REPORTER
X L R e p o r t e r SYSTEM REQUIREMENTS
S y s te m R e q u ir e m e n t s

RAM: The client machine should have a minimum of

Hardware 256 MB RAM
Processor: Pentium III or Higher

Databases Microsoft SQL Server 2000 SP3

Microsoft SQL Server 2005

Platforms Same requirements as the Business One client

Required Microsoft Office 2000 (Service pack 1 is required)

Third Party Microsoft Office XP
Client Applications Microsoft Office 2003

Other Client Microsoft MDAC2.7 or higher

Software Microsoft .NET Framework 1.1
Requirements SAP Business One SDK DI API
Supported
Business One SAP Business One V2004 A patch 3 or higher
version

SAP AG 2006
X L R e p o r t e r I n s t a lla t io n s 5

XL REPORTER INSTALLATION
SAP Business One menu:
Administration Add-ons Add-on Administration

Choose Register Add-on

Registration data File: Choose the XL Reporter file

Installation Package: Choose the installation XL Reporter file

Check Assign to Current Company to Assign the add-on to the

Current Company

Check Activate for Company to start the installation on the

workstation you currently use

Choose OK to close the window and register XL Reporter

X L R e p o rte r is in s t a lle d th ro u g h th e A d d -o n A d m in is t r a t o r w it h in B u s in e s s
O n e SAP AG 2006
6

A d m in is t r a t io n A d d -o n A d d -o n A d m in is t r a t io n

S te p 1 R e g is t e r A d d - o n , S e le c t R e g is t e r A d d - o n b u tto n .
S te p 2 N a v ig a t e t o X L R e p o r t e r a r e file w it h in A d d -o n R e g is t r a t io n

S te p 3 N a v ig a t e t o S e tu p X L R e x e file w it h in A d d -o n R e g is t r a t io n
S te p 4 A s s ig n to c u rre n t c o m p a n y

X L R e p o r t e r w ill a p p e a r lis t e d w it h in c o m p a n y a s s ig n e d A d d - o n s
You can s e t t h e d e fa u lt g r o u p to be m a n u a l, a u t o m a t ic , o r m a n d a t o r y .

T h e a c t iv e b u t t o n m u s t b e s e le c t e d in o rd e r to a c t iv a t e t h e a d d - o n .

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 LAUNCHING XL REPORTER
L a u n c h in g X L R e p o r t e r

SAP Business One menu: Administration Add-on Add-on Manager

Monitors add-ons in SAP Business

One Client (current user)
Add-On Manager
Displays a list of add-ons
the user has been assign Add-on ID Partner Name Add-On Name Status Group Version

Select XL Reporter

Displays XL Reporter
status: Connected, Add-on
Disconnected, Failed state Stop
Add-on
Ability to start add-on
manually

Notifies through
dialog box when an
add-on fails Start
Add-on

SAP AG 2006
7

If th e in s t a lla t io n w as s u c c e s s fu l, y ou w ill r e c e iv e a gre e n m e ssage in th e

lo w e r le ft h a n d m e s s a g e b o x t h a t X L R e p o r t e r is c o n n e c t e d .

If y ou go to th e A d d -o n M an age r y ou w ill a ls o se e it lis t e d w it h a s ta tu s of

c o n n e c te d .

Th e A d d -o n M an age r is th e u t ilit y t h a t a llo w s y ou to m a n u a lly s ta rt a n d s to p

an a d d -o n .

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 STARTING
S t a r t i nXL
g XREPORTER
L R e p o r t e r H ig h lig h t s

SAP Business One:

Tools XL Reporter

If X L R e p o rte r h a s be e n la u n c h e d in th e a d d -o n m an age r m e n u , y ou w ill s e e

it in t h e T oSAP
o AG
l s2006m e n u .
8

If y ou do n ot se e X L R e p o rte r in th e T o o ls m e n u , go to th e a d d -o n m an age r

a n d la u n c h it .

ADD-ON LICENSE
A d d -O n L ic e n s e

1. Add-on license needs to be allocated to each user

Note: Only professional users are allowed to create reports and
queries. CRM sales and service users can view reports

SAP AG 2006
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W it h e v e ry lic e n s e file 9 9 ,9 9 9 S A P A d d -O n lic e n s e s a re a v a ila b le . In o rde r

fo r a u se r to h av e acce ss to an a d d -o n it is n e ce ssa ry to a llo c a t e an a d d -o n

lic e n s e t o t h a t u s e r .
T h is is d o n e w it h in th e L ic e n s e A d m in is t r a t o r .

A d m in is t r a t io n L ic e n s e L ic e n s e A d m in is t r a t io n

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 ASSIGN USER
A s s i g n PREFERENCES
U s e r P re fe re n c e s

2. Assign user preferences within add-on

administration

SAP AG 2006
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A s s ig n u se r p r e fe r e n c e s w it h in A d d -o n A d m in is t r a t io n . U se r p r e fe r e n c e s

a llo w s y ou to a s s ig n h ow y ou w an t X L R e p o rte r to s ta rt w h e n th e u se r lo g s
in t o B u s in e s s O n e .

W h e n a s s ig n in g a m an u al p r e fe r e n c e th e u se r w ill n e e d to go to A d d -o n
M a n a g e r a n d s t a r t X L R e p o r t e r m a n u a lly .

A u t o m a t ic w ill s ta rt X L R e p o rte r a u t o m a t ic a lly w h e n th e u se r

lo g s in .

D is a b le w ill n o t a llo w t h e u s e r t o s t a r t X L R e p o r t e r a t a ll.

D e f a u lt w ill s ta rt X L R e p o rte r base d on th e com pan y d e fa u lt

s e t t in g .

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 XL REPORTER RESTRICTIONS
X L R e p o r t e r R e s t r ic t io n s

3. Restrict report execution authorizations within

general authorizations
Administration System Initialization Authorizations
General Authorizations User Authorizations XL Reporter

You c a n SAP AG r2006

e s t r ic t re po rt e x e c u t io n a u t h o r iz a t io n s w it h in G e n e ra l
11
A u t h o r iz a t io n s .

W it h in th e X L R e p o rte r d ir e c t o r y w ill be a lis t i n g of d ir e c t o r ie s an d X L

R e p o rte r re p o rts y ou can g r a n t fu ll a u t h o r iz a t io n o r n o a u t h o r iz a t io n .

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 XL REPORTER COMPONENTS
L e s s o n 2 X L R e p o rte r C o m p o n e n ts

XL Reporter

Report Report Report

Composer Designer Organizer

Basic Creation of Advanced

Queries and Administration and
and Flexible Reporting Monitoring Reports
Reports Tool

SAP AG 2006
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Th e X L R e p o rte r p r o v id e s y ou w it h m an y fe a tu r e s fo r s ta n d a rd an d a d -h o c
r e p o r t in g an d, d e p e n d in g on y ou r n e e ds an d th e c o m p le x it y of th e re p o rt,
y ou can c h o o s e to w o rk o n m u lt ip le le v e ls .

In R e p o rt C o m p o s e r, y ou can m ak e q u e r ie s a b o u t d a ta in y ou r E R P
s y s te m . R e po rt C om pose r h as d r ill - d o w n c a p a b ilit ie s th a t g iv e y ou

fa s t, fle x ib le d a ta s u m m a r iz a t io n an d le t y ou lo o k at m u lt ip le
r e la t io n s h ip s in y ou r d a ta . U s in g t h is c o m p o n e n t, y ou can d r ill d o w n
th ro u g h y ou r d a ta a cro ss d iffe r e n t b a s e s y s te m s , e x tra c t th e d a ta y ou

w a n t, an d v ie w an d a rra n ge it in a q u ic k , p r e lim in a r y re p o rt. Th e

p r e lim in a r y re po rt m ay be sav e d, p r in t e d , or lift e d in t o R e po rt
D e s ig n e r t o c o n t in u e w o r k in g o n it .

R e p o r t D e s ig n e r e n a b le s y ou to c re a te a lm o s t a n y t h in g y ou w a n t to
in c lu d e in a re p o rt. U se R e po rt D e s ig n e r to c re a te re po rt d e fin it io n s

th a t a re e x e c u te d in t o fin is h e d re p o rts in M ic r o s o ft E x c e l. W h e n
c r e a t in g a r e p o r t d e fin it io n , y o u w o rk in th e M ic r o s o ft E x c e l in t e r fa c e ,
bu t y ou a ls o h av e acce ss to c u s to m com m an ds an d s p e c ia liz e d

fe a tu r e s p r o v id e d by th e r e p o r t w r it e r . T h e s p e c ia liz e d fe a t u r e s p r o v id e
y ou w it h d ir e c t a c c e s s to th e d a ta t h a t r e s id e in B u s in e s s O n e , g iv in g
y ou th e a b ilit y to fe tc h w h a te v e r d a ta y ou s h o u ld w an t fr o m y ou r

s y s te m w it h o u t h a v in g t o w r it e c o m p lic a t e d fo r m u la s .
R e p o r t O r g a n iz e r g iv e s an o v e r v ie w o f a ll r e p o r t d e fin it io n s , r e p o r t s ,
an d re po rt bo o k s th a t a re s a v e d in t h e s y s t e m . R e p o r t O r g a n iz e r o ffe r s

y ou a b e tte r w ay to m o n it o r an d a d m in is t e r th e r e p o r t in g pro ce sse s

th ro u g h o u t y ou r o r g a n iz a t io n . F ro m w it h in t h is c o m p o n e n t, y ou can

acce ss, a d m in is t e r an d d is t r ib u t e y ou r re p o rts , c re a te n e w re po rt

d e fin it io n s , e x e c u te in d iv id u a l r e p o r t s , e x po rt an d im p o r t re p o rts an d
re po rt d e fin it io n s , an d se t u p s c h e d u le s fo r a u t o m a t ic e x e c u t io n an d

d is t r ib u t io n o f r e p o r t s v ia e - m a il.

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 XL REPORTER PROSESS FLOW
X L R e p o r t o r P r o c e s s F lo w

Report Save executed report in report book

Organizer

Edit Execute
Report Report

Report
Designer Microsoft Excel

Report
Composer Generate Execute
Report Report

SAP AG 2006
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W h e n y ou w o rk on r e p o rts a n d r e p o r t d e fin it io n s in th e X L R e p o rte r, y o u m ay

s h ift fr o m on e a p p lic a t io n com pon e n t to a n o th e r. Th e g r a p h ic g iv e s y ou an

o v e r v ie w ov e r th e r e la t io n s h ip s b e tw e e n th e c o m p o n e n ts th a t y ou a p p ly
w h e n w o r k in g on re p o rts an d re po rt d e fin it io n s . If y ou go in th e d ir e c t io n

fr o m le ft t o r ig h t in t h e g r a p h ic , it c a n b e e x p la in e d lik e t h is :
F ro m th e R e p o r t O r g a n iz e r , y o u can y ou can c re a te a r e p o r t d e fin it io n
t h a t is d is p la y e d an d e d it e d in t h e R e p o r t D e s ig n e r , o r y o u can e x e c u te

an e x is t in g r e p o r t d e fin it io n to ge t a fin is h e d r e p o r t in M ic r o s o ft E x c e l.
You can a ls o d is t r ib u t e fin is h e d r e p o r t s v ia e - m a il.
In th e R e po rt C o m po se r, y ou can m ak e q u e r ie s abou t d a ta in th e

d a ta b a s e an d a rra n ge th e m in t o a q u ic k , p r e lim in a r y re p o rt. T h is

re po rt ca n be c o n v e rte d in t o a r e p o r t d e fin it io n in th e R e p o r t D e s ig n e r
fo r m o r e adv an ce d e d it in g , o r y o u can c o n v e r t it t o a fin is h e d r e p o r t in

M ic r o s o ft E x c e l. Y o u can a ls o m a k e a p r in t o u t o f it .
Th e re po rt d e fin it io n in th e R e po rt D e s ig n e r m ay be e x e c u te d in t o a

fin is h e d r e p o r t in M ic r o s o ft E x c e l.
F in is h e d re p o rts in M ic r o s o ft E x c e l c a n be sav e d to d is k , s a v e d in th e
R e p o r t O r g a n iz e r , o r y o u can m a k e p r in t o u t s o f t h e m .

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 R e p o r t O r g a n iz e r
REPORT ORGANIZER

Report Report
Organizer Composer

Report
Designer

Th e R e po rt O r g a n iz e r g iv e s an o v e r v ie w of a ll re po rt d e fin it io n s , re p o rts ,
SAP AG 2006
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re po rt bo o k s, re po rt pa ck a ge s, a n d r e p o r t jo b s th a t a re sav e d in th e s y s te m .
F ro m w it h in t h is c o m p o n e n t , y o u can s tru c tu re y o u r o w n a r c h iv e s fo r s t o r a g e
o f in d iv id u a l r e p o r t s a s w e ll a s c o m p o u n d r e p o r t b o o k s .

A re po rt book in c lu d e s s e v e ra l re p o rts th a t th e s y s te m ope n s in on e

E x c e l s h e e t w it h s e p a ra te w o rk s h e e ts .
You can c re a te re po rt d e fin it io n s , e x e c u te in d iv id u a l re p o rts , im p o r t

an d e x po rt re p o rts an d re po rt d e fin it io n s , pu t to g e th e r pack age s of

r e p o r t d e fin it io n s , a n d se t u p s c h e d u le d r e p o r t jo b s w h e re pack age s of

r e p o r t d e fin it io n s a re e x e c u te d a n d , if r e q u ir e d , d is t r ib u t e d v ia y ou r e -
m a il s y s t e m .
A ll w o rk w it h in R e po rt O r g a n iz e r is base d on fo ld e r s a rra n ge d in a

h ie r a r c h ic a l t r e e s tru c tu re . O n e p a rt o f th e fo ld e r s t r u c t u r e ( lig h t gre y

fo ld e r s ) r e fle c t s th e fo ld e r s tru c tu re in th e re p o rts a re a of S A P
B u s in e s s O n e . You can add n e w re po rt d e fin it io n s in t o th e s e fo ld e r s .
Th e n , acce ss S A P B u s in e s s O n e an d ch oose R e p o rts R e fr e s h X L

R e p o rte r S tru c tu re to m ak e th e s y s te m add th e s e n e w re p o rts to th e

R e p o rts m e n u .
R e p o rts a re sav e d in re po rt bo o k s in R e p o r t O r g a n iz e r an d a re s to re d
as M ic r o s o ft E x ce l file s ( * . x ls ) in th e S A P B u s in e s s O n e d a ta b a s e .

R e p o rts can be e x p o rte d an d im p o r t e d as E x c e l file s fr o m / in t o re po rt

book s. W h e n re p o rts a re ope n e d, th e y a re ope n e d as w o rk s h e e ts in
M ic r o s o ft E x c e l. F ro m th e re , th e y can a ls o be sav e d to d is k as

" r e g u la r " M ic r o s o ft E x c e l w o r k s h e e t file s .

R e p o r t d e fin it io n s a re sav e d in fo ld e r s in t h e R e p o r t O r g a n iz e r a n d a ls o

as M ic r o s o ft E x ce l file s ( * . x ls ) in th e S A P B u s in e s s O n e d a ta b a s e .
R e po rt d e fin it io n s can be e x p o rte d as M ic r o s o ft E x ce l file s ( * . x ls ) or
R e po rt O b je c t file s ( * . ix r ) fr o m th e fo ld e r s . R e po rt d e fin it io n s of th e

R e po rt O b je c t ty p e can a ls o be im p o r t e d in t o fo ld e r s in th e R e po rt
O r g a n iz e r .

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 REPORT COMPOSER
R e p o rt C o m p o s e r

Report Report
Organizer Composer

Report
Designer

SAP AG 2006
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Th e R e po rt C om pose r is an in t u it iv e an d u s e r - fr ie n d ly r e p o r t in g t o o l, w h ic h
o fte n can b e t h e s t a r t in g p o in t fo r t h e c r e a t io n o f M ic r o s o ft E x c e l r e p o r t s .

In t h is c o m p o n e n t, y ou can c re a te re p o rts a cro ss a ll t h e m o d u le s of

S A P B u s in e s s O n e w it h th e e ase o f d ra g -a n d -d ro p r e p o r t d e s ig n : Y o u

s im p ly p o in t to th e it e m s y ou w an t to in c lu d e in th e re po rt ( fo r
e x a m p le , a c c o u n ts , d e p a rtm e n t, p ro d u c ts , or a m o u n ts ), dra g th e m
in t o a re po rt v ie w , an d th e n gro u p th e m th e w ay y ou w an t th e m to

appe ar in th e re p o rt. Th u s, w it h o u t th e k n o w le d g e of c o m p lic a t e d

fo r m u la s an d e v e n w it h o u t t o u c h in g th e k e y bo a rd, y ou can m ak e
a d v a n c e d re p o rts in ju s t s e c o n d s .

R e po rt C om pose r can a ls o be u se d as a h an dy to o l fo r in q u ir ie s in t o
th e u n d e r ly in g S A P B u s in e s s O n e s y s te m . B y d o u b le - c lic k in g a fig u r e ,
fo r e x a m p le , th e b a la n c e of an accou n t of a g iv e n p e r io d , a ll

u n d e r ly in g e n t r ie s a u t o m a t ic a lly appe ar in a s e p a ra te w in d o w w h e re
y ou can add an d v ie w d e t a ils su ch as v ou ch e r n u m b e r , in v o ic e d a te ,

d e liv e r y d a t e , d o c u m e n t n u m b e r , c o m m e n t s , a n d s o o n .
O n ce y ou h av e o u t lin e d th e r e p o r t w it h th e d a ta y o u w a n t t o v ie w , y o u
can b r in g it in t o M ic r o s o ft E x c e l fo r p r e s e n t a t io n .

You can a ls o tr a n s fe r th e re po rt qu e ry in t o th e R e p o r t D e s ig n e r as a
r e p o r t d e fin it io n , w h e r e y ou can add m o re adv an ce d fu n c t io n a lit y an d
e x te n d e d c a lc u la t io n s , g r a p h s , a n d s o o n .

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 REPORT DESIGNER
R e p o r t D e s ig n e r

Report Report
Organizer Composer

Report
Designer

SAP AG 2006
Th e R e po rt D e s ig n e r is a co m pon e n t in w h ic h y ou can c r e a t e16 re po rt

d e fin it io n s u s in g m o re adv an ce d fu n c t io n a lit ie s an d e x te n d e d c a lc u la t io n s ,

gra ph s, an d so on . You can a ls o fu r th e r d e v e lo p re p o rts th a t y ou h av e

p r e v io u s ly o u t lin e d in th e R e p o rt C o m p o s e r.

W h e n y ou c re a te a r e p o r t d e fin it io n in th e R e p o r t D e s ig n e r , y o u

w o rk in th e fa m ilia r M ic r o s o ft E x ce l e n v ir o n m e n t w it h a ll th e
s ta n d a rd fe a tu r e s t h a t it o ffe r s . A t t h e s a m e t im e , y o u a ls o h a v e
acce ss to th e s p e c ia l fe a t u r e s of X L R e p o r t e r . T h is c o m b in a t io n

of fu n c t io n a lit ie s m ak e s y ou a b le to c re a te ju s t a b o u t a n y t h in g
y ou w o u ld lik e t o h a v e in a re p o rt.

Th e M ic r o s o ft E x ce l w o rk sh e e t an d th e r e g u la r t o o lb a r s an d
b u t t o n s t h a t c o m e w it h it a r e on t h e r ig h t a n d o n th e to p .
Th e A dv an ce d R e p o r t B u ild e r fu n c t io n a lit y is o n t h e le ft . I t o ffe r s

y ou th e adv an ce d fe a tu r e s of th e X L R e p o rte r. A s e p a ra te
R e po rt D e s ig n e r t o o lb a r p r o v id e s y ou w it h acce ss to m o re X L
R e p o r t e r fu n c t io n a lit ie s .

W h e n y ou h av e c re a te d a re po rt d e fin it io n in th e R e po rt
D e s ig n e r , y ou can e x e c u te it to v ie w th e r e s u lt a fin is h e d
re po rt (a n . x ls file ) p re s e n te d in M ic r o s o ft E x c e l. D e p e n d in g on

th e s p e c ific a t io n s y ou m ak e , on e r e p o r t d e fin it io n m ay a ls o g iv e
y ou a re po rt bo o k t h a t in c lu d e s s e v e ra l re p o rts , e a c h p re s e n te d

in a s e p a ra te w o rk s h e e t.

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 REPORT COMPOSER
R e p o rt C o m p o s e r

Report
Composer

Save & load Generate

Report Composer Print reports reports
views
Report
designer

SAP AG 2006
3

Th e R e po rt C om pose r is a k in d of lig h t r e p o r t in g t o o l. It is v e ry q u ic k an d

e asy to u se . It is base d on th e dra g an d dro pp fu n c t io n a lit y , by r e fr e s h in g

d a ta y ou a lw a y s h av e th e u p to d a te d a ta ! Y o u can d e s id e fo r y o u r s e lf if y o u

lik e t o :
1 . C r e a t e y o u r r e p o r t q u e r y a n d lo o k a t it in t h e C o m p o s e r r e p o r t v ie w
2 . C re a te th e re po rt qu e ry an d m ak e a p r in t , to k e e p th e re po rt in a

p a p e r v e r s io n
3 . C re a te th e re po rt qu e ry an d G e n e ra te th e re p o rt to th e d e s ig n e r t o be
a b le to add e it h e r M ic r o s o ft E x c e l fu n c t io n a lit y lik e fo r m a t in g or o th e r

m o r e a d v a n c e d X L R e p o r t e r fu n c t io n a lit y .
4 . O r y ou can d o a ll t h r e e a b o v e o p p o r t u n it ie s in th e s a m e re p o rt!

1 8 9
 XL REP0RTER DATA ITEMS
X L R e p o rt D a ta I te m s

Fields or values with underlying tables

Dimensions usually master data with attributes

Fields with no attributes at transaction row

Light Dimensions can be used to group or expand data or
specify selections

Transaction row values

Measures (cannot be used for grouping/expanding data)

In th e X LSAP AG
R 2006
e p o rte r, th e d a ta fie ld s in th e t r a n s a c t io n t a b le of y ou r E R P
4
s y s t e m 's d a t a b a s e a r e g r o u p e d in th re e d a ta ty p e s :

D im e n s io n s :
D im e n s io n s a re d a ta fie ld s o r v a lu e s on a t r a n s a c t io n , w h ic h h a v e u n d e r ly in g

t a b le s in th e d a t a b a s e . F o r in s t a n c e , if y o u h av e a t r a n s a c t io n t a b le w h e re a
B u s in e s s p a rtn e r n am e is on e of th e c o lu m n s or fie ld s in th e t a b le , y ou

p r o b a b ly a ls o h av e an u n d e r ly in g B u s in e s s p a rtn e r t a b le th a t h o ld s m o re
in fo r m a t io n on th e d is t r ib u t o r . O th e r d im e n s io n s can fo r e x a m p le be G /L
A c c o u n ts , D e p a rtm e n ts , Ite m s , E m p lo y e e s , C a m p a ig n s , P r o je c ts an d m o re

( d e p e n d in g on m o d u le ) .

L ig h t D im e n s io n s :

W h e n y ou se t u p th e d a ta y ou w a n t in a re p o rt, y o u ca n n o t gro u p or e x pan d

y ou r d a ta by a m e a su re . A ls o , in th e R e po rt C o m po se r, y o u c a n n o t s p e c ify

s e le c t io n s base d on m e a su re s. L ig h t d im e n s io n s can be u se d to gro u p or

e x pan d y ou r d a ta or to s p e c ify s e le c t io n s . S u ch a lig h t d im e n s io n c o u ld be
Jo u rn a l N u m b e r o r V o u c h e r D a te .

M e a s u re s :
M e a su re s a re th e a c t u a l t r a n s a c t io n v a lu e s th a t a re m ade , an d th e y n e v e r

h av e an y u n d e r ly in g t a b le s b e lo n g in g t o t h e m . C o m m o n m e a s u re s a re A c tu a l
A m o u n t, B u d g e te d A m o u n t , P r o d u c t Q u a n t it y , P r o d u c t P r ic e an d m o re . Th e y
can n ot be u se d fo r g r o u p in g / e x p a n d in g d a ta in a re po rt or to s p e c ify

s e le c t io n s .

1 9 0
 FIRST STEPS IN THE REPORT COMPOSER
F ir s t S t e p s in th e R e p o rt C o m p o s e r

3. Specify Selections
for the report.
1. Select your data
by drag&drop

4. Customize
the report
2. Refresh report
data

Th e fo llo w in g is a s u g g e s t io n to a lo g ic a l p r o c e d u r e w h e n c r e a t in g a r e p o r t in
SAP AG 2006
5
th e R e p o rt C o m p o s e r:

1 .) F ir s t , y o u e s t a b lis h th e k in d o f d a ta y ou w a n t th e re p o rt to c o n s is t o f
by s e le c t in g d im e n s io n s , m e a su re s, an d lig h t d im e n s io n s an d
d r a g g in g th e m dow n in t o th e re p o rt.

2 .) W h e n y ou h av e d e c id e d w h ic h d im e n s io n s , m e a su re s, an d lig h t
d im e n s io n s y ou w an t to in c lu d e in y ou r re p o rt, th e d a ta a re dra w n
fr o m y ou r E R P s y s t e m 's d a ta b a s e an d e n te re d in th e a p p r o p r ia t e

c o lu m n s in t h e r e p o r t . T h is is d o n e w it h a s in g le c lic k o n a b u tto n .
3 .) W h e n y ou h av e fe tc h e d th e d a ta fr o m y ou r d a ta b a s e an d e n te re d

th e m in th e re p o rt, y ou se e th a t y ou ge t a ll th e d a ta th a t e x is t in
e ach c o lu m n . If y ou w an t to lim it th e ra n ge of d a ta in y ou r re p o rt,
y ou can do s o b y d e fin in g a s e le c t io n .

4 .) W h e n y ou h av e a r e p o r t t h a t in c lu d e s som e c o n te n t, y o u m ig h t w a n t
to do som e a d ju s tm e n ts to ch an ge or im p r o v e th e p r e s e n t a t io n
q u a lit y of it . Th e re a re m an y ch an ge s y ou can do to a r e p o r t in th e

R e po rt C o m po se r, fo r in s t a n c e add or d e le t e c o lu m n s , gro u p b y
c o lu m n s , v ie w o th e r d im e n s io n a t t r ib u t e s , c h a n g e c o lo r s , a n d m u ch

m o re .
To so rt by a p a r t ic u la r t y p e o f d a ta in t h e r e p o r t , c lic k o n t h e c o lu m n h e a d in g
of th e d a ta ty p e by w h ic h y ou w an t to so rt th e d a ta . To t o g g le b e tw e e n

a s c e n d in g a n d d e s c e n d in g o r d e r , c lic k o n t h e c o lu m n h e a d in g a g a in .

To be a b le to d is t in g u is h e a s ie r b e t w e e n th e d iffe r e n t e le m e n t s of a r e p o r t in

th e R e po rt C o m po se r, y ou can ch an ge th e ba ck gro u n d c o lo r s u se d fo r
d iffe r e n t it e m s as w e ll as th e fo n t c o lo r s . To ch an ge th e c o lo r s , r ig h t - c lic k
in s id e a c o lu m n a n d c h o o s e C o lo r s fr o m t h e r ig h t - c lic k m e n u .

If y ou d o u b le - c lic k on a ro w in th e re p o rt, a s e p a ra te D r ill d o w n w in d o w is

ope n e d in w h ic h y ou s e e t h e u n d e r ly in g d a t a o f t h e s e le c t e d r o w .

1 9 1
 DIMENSION ATTRIBUTES TO VIEW
D im e n s io n A t t r ib u t e s to v ie w

W h e n y ou fe tc h d a ta fr o m y ou r d a ta b a s e an d e n te r it in a re po rt in th e
SAP AG 2006
6
R e po rt C o m po se r, th e re po rt a u t o m a t ic a lly d is p la y s th e d e fa u lt d im e n s io n

a t t r ib u t e , u s u a lly C ode , fo r th e d im e n s io n s th a t a re fe tc h e d fr o m th e
d a ta b a s e . F or in s t a n c e , if y ou ask to se e a d im e n s io n c a lle d A c c o u n ts , y o u
w ill g e t t h e accou n t code s w h e n th e d a ta a re fe tc h e d fr o m th e d a ta b a s e an d

d is p la y e d in th e re p o rt.
If th e re a re o th e r d im e n s io n a t t r ib u t e s r e g is t e r e d on th e d im e n s io n th a t y o u
s e le c t , y o u can ch oose to v ie w th e s e a t t r ib u t e s in s t e a d o f, o r t o g e t h e r w it h ,

t h e d e fa u lt a t t r ib u t e . F o r in s t a n c e , if y o u h av e a

w it h accou n t code s, y ou m ig h t a ls o h av e th e o p t io n to v ie w d im e n s io n
a t t r ib u t e s s u c h a s A cco u n t N a m e , A cco u n t G ro u p , C u rre n cy C o de , a n d so o n .
W h e n c h o o s in g th e d im e n s io n a t t r ib u t e s fo r a d im e n s io n , y o u h av e se v e ra l

o p t io n s :
You can ch oose to add a c o lu m n w it h a n o t h e r d im e n s io n a t t r ib u t e . T o
do t h is , r ig h t - c lic k in s id e th e c o lu m n of th e d im e n s io n an d ch oose

D is p la y m o re a t t r ib u t e s an d th e n th e d im e n s io n a t t r ib u t e y ou w an t
to in c lu d e in th e re p o rt. Y o u m u s t th e n c lic k on th e R e fre s h b u tto n to
u p d a te y o u r r e p o r t w it h t h e s e le c t e d a t t r ib u t e .

You can ch oose to v ie w th e d im e n s io n n am e fo r a s p e c ific d im e n s io n .

To do t h is , r ig h t - c lic k in s id e th e c o lu m n o f th e d i m e n s io n an d ch oose

D is p la y < d im e n s io n > N a m e .
You can ch oose to v ie w th e d im e n s io n code fo r a s p e c ific d im e n s io n .
To do t h is , r ig h t - c lic k in s id e th e c o lu m n o f th e d im e n s io n an d ch oose

D is p la y < d im e n s io n > C o d e .
You can ch oose to v ie w th e d im e n s io n n am e fo r a ll t h e d im e n s io n s in
th e re p o rt. T o do t h is , r ig h t - c lic k so m e w h e re in th e re po rt a n d ch oose

D is p la y N a m e f o r a ll d im e n s io n s .
You can ch oose to v ie w th e d im e n s io n code fo r a ll t h e d im e n s io n s in

th e re p o rt. T o do t h is , r ig h t - c lic k so m e w h e re in th e re po rt a n d ch oose

D is p la y C o d e f o r a ll d im e n s io n s .

1 9 2
 G r o u p in g F u n c t io n a lit y

GROUPING FUNCTIONALITY

Level 1: Dimension/ Light Dimension

Level 2: Dimension/ Light Dimension/Dimension attribute

Level 3: Light Dimension/Dimension attribute/Measure

I t is p o s s ib le to p e r fo r m e g r o u p in g in a re po rt co m po se r qu e ry .

SAP AG 2006
O n ly D im e n s io n s a n d L ig h t d im e n s io n s c a n be gro u pe d 5

I t is p o s s ib le to h a v e s e v e r a l g r o u p in g le v e ls w it h in o n e re po rt qu e ry !

1 9 3
L e s s o n 3 A c c e s s in g th e R e p o r t D e s ig n e r

ACCESSING THE REPORT DESIGNER

A c c e s s in g th e R e p o r t D e s ig n e r

Report
Organizer

Edit
Report

Report
SAP Business One
Designer

Start XL Reporter

Report
Composer Generate
Report

SAP AG 2006
11

Th e R e po rt D e s ig n e r can e it h e r be u se d to c re a te re po rt d e fin it io n s fr o m
s c ra tc h or to e n h an ce re po rt d e fin it i o n s th a t y ou h av e g e n e ra te d ou t of a
r e p o r t c o m p o s e r r e p o r t o b je c t.

To c re a te a re po rt d e fin it io n fr o m s c ra tc h , e n te r th e r e p o r t o r g a n iz e r
an d c re a te an e m p ty re po rt d e fin it io n . E d it t h is re po rt d e fin it io n to
s t a r t t h e r e p o r t d e s ig n e r .

To g e n e ra te a r e p o r t d e fin it io n ou t of a r e p o r t c o m p o s e r o b je c t, a c c e s s
th e re po rt co m po se r, ru n th e re p o rt, an d ch oose G e n e ra te R e p o rt.
Th e s y s te m p ro m p ts y ou to e n te r a n am e fo r th e r e p o r t d e fin it io n an d

a fo ld e r of th e re po rt o r g a n iz e r in w h ic h th e s y s te m th e n s to re s th e
r e p o r t d e fin it io n . Y o u can a ls o a s s ig n a M ic r o s o ft E x c e l T e m p la t e t o t h e

r e p o r t d e fin it io n to ge t a c o rp o ra te lo o k an d fe e l fo r y o u r re p o rts . Y o u
h av e th e o p t io n to u se a w iz a r d w h e n g e n e r a t in g th e r e p o r t d e fin it io n
to e n h a n c e t h e r e p o r t d e fin it io n a lr e a d y d u r in g g e n e r a t io n .

Th e o n ly w ay to acse ss th e R e po rt D e s ig n e r is e th e r to c re a te a re po rt
d e fin it io n in t h e R e p o r t O r g a n iz e r o r o p e n an e x is t in g r e p o r t d e fin it io n .

1 9 4
 REPORT DESIGNER
R e p o r t D e s ig n e r

Advanced
Report
builder Excel Sheet

XL Reporter
toolbar

Th e R e po rt D e s ig n e r is a com pon e n t in w h ic h y ou can c re a te re po rt

SAP AG 2006
d e fin it io n s u s in g m o re adv an ce d fu n c t io n a lit ie s an d e x te n d e d c a l c u12 l a t i o n s ,

gra ph s, an d so on . You can a ls o fu r th e r d e v e lo p re p o rts th a t y ou h av e

p r e v io u s ly o u t lin e d in th e R e p o rt C o m p o s e r.

W h e n y ou c re a te a r e p o r t d e fin it io n in th e R e p o r t D e s ig n e r , y o u w o rk in th e
fa m ilia r M ic r o s o ft E x ce l e n v ir o n m e n t w it h a ll th e s ta n d a rd fe a tu r e s th a t it
o ffe r s . A t th e sam e t im e , y o u a ls o h av e acce ss to th e s p e c ia l fe a t u r e s of X L

R e p o rte r. T h is c o m b in a t io n of fu n c t io n a lit ie s m ak e s y ou a b le to c re a te ju s t
a b o u t a n y t h in g y o u w o u ld lik e t o h a v e in a re p o rt.

T h e R e p o r t D e s ig n e r c o n s is t s o f t h r e e m a in c o m p o n e n ts :
A d v a n c e d R e p o r t B u ild e r

Th e A dv an ce d R e po rt B u ild e r fu n c t io n a lit y is on th e le ft . I t o ffe r s y ou

th e adv an ce d fe a tu r e s o f th e X L R e p o rte r . A s e p a ra te R e p o r t D e s ig n e r
t o o lb a r p r o v id e s y ou w it h a c c e s s t o m o r e X L R e p o r t e r fu n c t io n a lit ie s .

E x ce l S h e e t
Th e M ic r o s o ft E x ce l w o rk sh e e t an d th e r e g u la r t o o lb a r s an d b u tto n s

t h a t c o m e w it h it a r e on t h e r ig h t a n d on th e to p .

X L R e p r o t e r t o o lb a r
W h e n y ou h av e c re a te d a r e p o r t d e fin it io n in th e R e p o r t D e s ig n e r , y o u
can e x e c u te it to v ie w th e r e s u lt a fin is h e d re po rt (a n . x ls file )

p re s e n te d in M ic r o s o ft E x c e l. D e p e n d in g on th e s p e c ific a t io n s y ou
m ak e , on e re po rt d e fin it io n m ay a ls o g iv e y ou a re po r t book th a t
in c lu d e s s e v e r a l r e p o r t s , e a c h p r e s e n t e d in a s e p a ra te w o rk s h e e t.

1 9 5
 STATIC
D a tDATA
S t a t ic a S e l eSELECTION WITH
c t io n w it h t h e I n sTHE
t a n t INSTANT
R e p o r t B u ild e r
REPORT BUILDER

1. Activate
the Instant 2. Select the
Report dimension
Builder

3. Choose rows
or columns;
include name

5. Drag&Drop
4. Select data
selected data
to Excel

SAP AG 2006
13

In th e In s ta n t R e po rt B u ild e r , y ou se e th e d im e n s io n s th a t y ou
c u r r e n t ly h av e acce ss to in y ou r E R P s y s t e m 's d a ta b a s e . To q u ic k ly
c re a te a re po rt d e fin it io n , y ou can s e le c t d a ta b a s e re co rds of a

p a r t ic u la r d im e n s io n an d dra g th e m fr o m th e In s ta n t R e po rt B u ild e r
in t o y ou r re po rt d e fin it io n . W h e n s e le c t in g d a ta b a s e re co rds in t h is
w ay , y ou c an ch oose to v ie w e it h e r th e d e fa u lt d im e n s io n a t t r ib u t e ,

u s u a lly C o d e , o r a n o t h e r a t t r ib u t e , m o s t c o m m o n ly N am e .

N o te : D a ta th a t a re adde d to y ou r re po rt d e fin it io n in t h is w ay a re

s t a t ic , w h ic h m e an s th a t if y ou e x e c u te th e re po rt d e fin it io n
la t e r on , an y ch an ge s in y ou r d a ta b a s e , lik e n e w a c c o u n ts ,

c u s to m e rs , e tc ., w ill n ot be u p d a te d in th e e x e c u te d re p o rt.
H o w e v e r, th e m e a su re s (e .g . A m o u n t s , P r o d u c t P r ic e , e t c ) t h a t
y ou ch oose to v ie w fo r th e s e le c t e d d a ta b a s e re co rds w ill

n e v e r t h e le s s b e u p d a t e d .

1 9 6
 FORMULA BUILDER
F o r m u la B u ild e r

1. Activate the
Formula
Builder

2. Mark the
field you
want to fill

3. Double-Click
the Measure or Measures
the Attribute
you want to
insert
Attributes

SAP AG 2006
14

You u se th e F o r m u la B u ild e r to s p e c ify th e d im e n s io n a t t r ib u t e s an d

m e a su re s th a t y o u w a n t to d is p la y in th e fin is h e d r e p o r t fo r th e d a ta th a t a r e

fe tc h e d fr o m th e d a ta b a s e .
1 .) O n th e R e po rt D e s ig n e r t o o lb a r , c lic k on th e F o r m u la B u ild e r b u tto n .

T h is o p e n s t h e F o r m u la B u ild e r w in d o w .
2 . ) I n s id e th e w o rk sh e e t of y ou r re po rt d e fin it io n , c lic k in a c e ll t h a t lie s
w it h in t h e s e le c t io n fo r w h ic h y ou w a n t to s p e c ify t h e m e a s u r e .

3 .) O n th e D is p la y ta b o f th e F o r m u la B u ild e r w in d o w , y o u s e e a lis t o f t h e
m e a su re s an d a t t r ib u t e s th a t a re a v a ila b le fo r th e s e le c t e d c e ll.
D o u b le - c lic k on th e m e a su re or a t t r ib u t e y ou w an t to se e fo r in th e

s e le c t e d c e ll.
4 . ) C lo s e th e F o r m u la B u ild e r w in d o w a n d e x e c u t e y o u r r e p o r t d e fin i t io n to

s e e t h e r e s u lt s .

N o te : You can n ot s p e c ify a m e a su re or a t t r ib u t e fo r a c e ll th a t a lr e a d y

in c lu d e s a s p e c ifie d m e a su re . If y ou do, th e e x is t in g e n try w ill be

r e p la c e d by th e n e w on e . To s p e c ify m o re m e a su re s or a t t r ib u t e s ,
k e e p t h e F o r m u la B u ild e r w in d o w ope n a n d re p e a t s te p 2 an d 3 .

1 9 7
 IMPORT REPORTS
Im p o rt R e p o rts

Import

R u n R e p o r t D e f in it io n s
SAP AG 2006

RUN REPORT DEFINITIONS

2

REPORT DEFINITION

SAP AG 2006
3

1 9 8
 REPORT ORGANIZER
R e p o r t O r g a n iz e r

Report definition 1 Report definition 2 Report definition 3

Link
Lin k
k Lin

REPORT PACKAGE

REPORT PACKAGE REPORT PACKAGE

REPORT
JOB

REPORT BOOKS
SAP AG 2006
4

Report Book

Displays the results of executed reports as a workbook

Contains a worksheet for each report

Will not prompt for parameters

SAP AG 2006
5

1 9 9
 VIEW PACKAGES AND SET PARAMETERS
V ie w P a c k a g e s a n d S e t P a r a m e t e r s

Monthly Report Jobs Properties

View report
General Packages Output Schedule Log packages
Name Description
Monthly Reports
Sample P&L Yearly Forecast
Set
Sample Purchase per Vendor by Periods parameters
Sample Sales Opportunity Forecast

Enter Parameters

Parameter Enable multiple Value

Actual period Code = 200501:200502
Budget 1

Enter Periods Code =200501

Enter Vendors *

Enter Document Types Code = APCreditMemo,Goods ReceipsPO,Purchaseorder

Enter Customers *

Enter Document Types *

OK Cancel

OK Cancel Apply

SAP AG 2006

SELECT OUTPUT IN XL REPORTER

S e le c t O u t p u t in X L R e p o rte r 6

Monthly Report Jobs Properties

General Packages Output Schedule Log

Output Options
Store in report books
If a book already exists:
Create New Select
Overwrite
output options

Save to Disk
Save to disk as HTML
Send by e-mail
Print

Select folder: My Reports/Report Output

Create a report
book
for each parameter
value
Include parameters in report name
Create one report book/Excel file for each parameter
values specified

OK Cancel Apply

SAP AG 2006
7

2 0 0
 SCHEDULE
S c h eJOBS IN
d u le J o b XL
s in X L REPORTER
R e p o rte r

Monthly Report Jobs Properties

Schedule jobs
General Packages Output Schedule Log
using Microsoft
scheduler
Schedule job for execution

Administer existing schedules

OK Cancel Apply

SAP AG 2006
8
X L R e p o r t e r F u n c t io n s w it h M S E x c e l

REFRESH
R e fre s h

Report Folder
XL REPORTER: Report Definition
Report Book
Report Organizer Report Package
Report Job

RECORD SELECTORS:
*
#NULL
**
Report Composer XL REPORTER DATA TYPES:
Dimension
Light Dimension
Measure
SELECTION HIERARCHY:
Default
Report Designer PARAMETER TYPES:
Row
Dimension
Column
Expression
Cell
Literal
SAP AG 2006
3

2 0 1
 REFRESH 1
R e fre s h 1

Effective selection: Column

Effective selection: Column summary:
- Account, period, budget Summary: -Period
-Account, period - Budget amount (attribute) - Period -Budget Scenario
-Actual amount (attribute)
Period-3
Account Code Account Name Actual Amt.Budget Amt. Variance
610000 Electricity 300 250 50
610010 Water 450 400 50
610020 Gas 50 100 -50
610030 Telephone 200 300 -100
625010 Bank Charges 150 150 0
Expanding
Group 625030 Subsistence 60 80 -20
625100 Travel costs 25 15 10
635020 Bank Interests 100 80 20
640000 Postage 100 100 0
640020 Casual Wages 50 45 5
650000 Education 500 250 250
650010 Bonus 500 450 50
Total Revenues 2485 2220 265
SAP AG 2006
4

MICROSOFT EXCEL
M ic r o s o f t E x c e l G GROUP
r o u p a n AND
d O uOUTLINE
t l i n e F u nFUNCTION
c t io n

Data

Group and Outline

Group
Gross Profit
Accounts
Gross Profit Actual Budget Variance

Accounts
Actual Budget Variance Revenue
Revenue

Sales

Gross Profit
Sales

Gross Profit

SAP AG 2006
G ro u p a n d o u t lin e
5

M ic r o s o ft E x c e l D a t a G r o u p a n d O u t lin e G r o u p
T h is fu n c t io n is o fte n u se d in re p o rts w h e re y ou e x pan d la r g e a m o u n ts of

d a ta an d y ou lik e th e re po rt r e c e iv e r to be a b le to ch oose to se e a ll th e
e x pan de d d a ta o r n o t.

2 0 2
 M ic r o s o f t E x c e l C h a r t F u n c t io n
MICROSOFT EXCEL CHART FUNCTION

Insert

Chart
Chart Wizard Step 1 of 4 Chart Type

Chart Wizard Standard Types Custom Types

Chart type: Chart sub-type:

Column
Bar
Line
TOP 5 Pie
XY (Scatter)
Rymans plc Area
Panache & Co
Doughnut
Radar
Webster Surface
Stationers Ltd
Bubble
Andersons
Office Supplies
Office Supplies Clustered Column. Compares
plc values across categories

Press and Hold to View Sample

Cancel <Back Next > Finish

SAP AG 2006
6
C h a rt
M ic r o s o ft E x c e l I n s e r t C h a r t

If y ou w a n t to illu s t r a t e by c h a r t in a d d it io n th e n u m be rs o f d a ta it w ill m a k e
t h e r e p o r t e a s ie r t o r e a d a n d u n d e rs ta n d .

In a d d it io n doe s it m a k e th e r e p o r t lo o k m o re fa n c y an d h e lp s v is u a liz in g t h e
fig u r e s !
MICROSOFT EXCEL HIDE FUNCTION
M ic r o s o f t E x c e l H id e F u n c t io n

Window

Hide

H id e

M ic r o s o ft E x c e l W in d o w H id e

B y u s in g t h e H id e fu n c t io n y ou a r e a b le to h id e r o w s a n d c o lu m n s .
I.e . If y o uSAP n e e d
AG 2006
to m ak e a su m o f d iffe r e n t c o lu m n s y ou m ay n e e d 7 d is p la y
th e in d iv id u a l c o lu m n s to ge t a su m c o lu m n . If y ou o n ly lik e to d is p la y th e

su m c o lu m n fo r th e r e p o r t r e c e iv e r s , y o u m ay u se th e h id e fu n c t io n to h id e
t h e in d iv id u a l c o lu m n s .

2 0 3
 E x p a n s io n s w it h in E x p a n s io n s
EXPANSIONS WITHIN EXPANSIONS

Column
Item Group

Item

Row

I I
t t
e e
m m

G
r
o
u
p

E x p a n s i o SAP
n sAG 2006
w it h in e x p a n s io n s
8

Th e r e s u lt of a s e le c t io n is p re s e n te d in m u lt ip le r o w s / c o lu m n s w h e re y ou

h av e on e r o w / c o lu m n fo r e ach o ccu rre n ce of th e d a ta it e m ( s ) w it h in th e

s p e c ific a t io n s of th e s e le c t io n . In o th e r w o rds, th e r o w / c o lu m n e x pan ds
v e r t ic a lly in t o m u lt ip le ro w s or h o r iz o n t a lly in t o m u lt ip le c o lu m n s to sh ow

e ach o c c u r r e n c e o f t h e d a t a it e m ( s ) t h a t t h e s e le c t io n re q u e s ts .

GROUP AND ORDER DATA

G ro u p a n d O rd e r D a ta

Group by
Dimension
Attributes

Order by
Dimension
Attributes
Order

G ro u p a n d O rd e r D a ta

W h e n y ou s p e c ify a s e le c t io n fo r an e x p a n d in g gro u p, y ou can s p e c i9 f y th a t

SAP AG 2006

th e d a ta th e s y s te m r e t r ie v e s fr o m th e d a ta b a s e s h o u ld be g ro u pe d or
o rde re d by a s p e c ific d a t a it e m w h e n d is p la y e d in th e re p o rt.

G r o u p in g m e an s t h a t t r a n s a c t io n ro w s th a t h a v e th e sam e d a ta re co rde d fo r
a s p e c ific d a t a it e m a re gro u pe d an d d is p la y e d in o n e ro w in th e re p o rt.
O r d e r in g m e an s th a t th e t r a n s a c t io n ro w s a re s o rte d by a s p e c ific d a ta it e m

w h e n d is p la y e d in th e re p o rt.

2 0 4
 S y n ta x

SYNTAX
Advanced
Advanced Report
Report Builder
Builder
Filter
Filteron
onmodule
module Dimension
DimensionLookup
Lookup
<All>
<All> List Parameters
List Parameters

Report
ReportDefault Row Column
Default Row Column Cell Code Period Name
Code
FY05-1
200501 FY05-1
200501
Selection
200502 FY05-2
200502 FY05-2
Dimension Selection
200503 FY05-3
200503 FY05-3
Transaction
TransactionNumber
Number
200504 FY05-4
200504 FY05-4
G/L
G/LAccounts
Accounts Acctcode = 100001:102510
200505 FY05-5
200505 FY05-5
Project
ProjectCodes
Codes
200506
200506 FY05-6
FY05-6
Transaction
TransactionCode
Code
200507
200507 FY05-7
FY05-7
ProfitCenter
Profit Center
200508 FY05-8
200508 FY05-8
Original
OriginalJournal
Journal
200509 FY05-9
200509 FY05-9
Financial Period
Financial Period Code==200504:200507
Code 200504:200507
2005010 FY05-10
200510 FY05-10
Indicator
Indicator
2005011 FY05-11
200511 FY05-11
Business
BusinessPartner
Partner
2005012 FY05-12
200512 FY05-12
Currency
Currency Codes
Codes
Budget
BudgetScenario
Scenario Select as Range Columns

Items
Items
Selection
Warehouses
Warehouses
Sales
Sales Employee
Employee Attribute OperatorValue
Attribute Operator Value
Tax
Tax Definition
Definition Code
Code = 200504:200507
200504:200507
Or
Or Code
Code =
Sales
SalesOpportunity
Opportunity
Complete
CompleteSelection
Selection

ACC(AcctCode = 100001:102510)PER(Code = OK OK Cancel

Cancel
200504:200507)

Parameters
Parameters Properties
Properties Apply
Apply

SAP AG 2006
10

W h e n th e u se r d e fin e s a s e le c t io n in X L R e p o rte r, th e a p p lic a t io n c re a te s a

d a ta b a s e qu e ry u s in g a s p e c ia l la n g u a g e c a lle d IX Lan gu age (I X L). T h is

la n g u a g e u se s an d c o m b in e s e le m e n t s s im ila r , bu t n ot id e n t ic a l to th e
e le m e n t s of S Q L, an d th e c o m b in a t io n of su ch e le m e n t s fo r m w h at w e c a ll

th e s e le c t io n s y n ta x . Th e e le m e n t s can be co m pa re d w it h w o rds in h u m an
la n g u a g e , a n d th e c o m b in a t io n o f e le m e n t s , t h e s y n ta x , c a n be co m pa re d to
a s e n te n c e .

W h e n th e a p p lic a t io n p o s ts a c o m b in a t io n of IX L e le m e n t s to th e d a ta b a s e ,

th e s y s te m lo o k s in t o th e d a ta b a s e t a b le s an d se a rch e s an d pro ce sse s o n ly

th e re q u e s te d r e la t io n s h ip s , le a v in g th e o r ig in a l data u n to u c h e d . A s an
e x a m p le , a d a ta b a s e th a t c o n t a in s c u s to m e r n am e s an d s a le s in fo r m a t io n

can re po rt w h ic h c u s to m e r bou gh t a p a r t ic u la r pro du ct an d an y n u m be r of

o th e r r e la t io n s h ip s t h a t lin k th e m . T h e k e y k n ow s h ow to c o m b in e th e r ig h t
e le m e n t s in t h e r ig h t w a y in o rd e r to p o s t t h e r ig h t q u e s t io n to th e d a ta b a s e .

2 0 5
 PERIOD FUNCTIONS
P e r io d F u n c t io n s

Currentperiod = Current Period of year

YTD = Year to Date

- YTD(@Period)
- YTD(200503)
- YTD(Currentperiod)

YearAll = Year All

YearFirst = Only first period of year

YearLast = Only last period of year

X L R e p o rte r o ffe r s s p e c ia l p e r io d fu n c t io n s th a t can be u se d to c u s t o m iz e

s e le c t io n s base d on th e d im e n s io n , F in a n c ia l P e r io d . You c an fo r in s t a n c e
p e r fo r m r o ll- o v e r o p e r a t io n s o r fin d th e fir s t o r la s t p e r io d o f t h e y e a r r e la t iv e
SAP AG 2006
11
to a g iv e n p e r io d . T h e fo llo w in g c o n s t r u c t io n s a r e p o s s ib le :

Y e a r-to -d a te c o n s t r u c t io n s , w h ic h m e an s th e p e r io d s fr o m th e s ta rt

o f t h e y e a r u n t il a g iv e n p e r io d .
A ll p e r io d s c o n s t r u c t io n s , w h ic h m e an s a ll t h e p e r io d s o f th e y e a r fo r
a g iv e n p e r io d .

F ir s t / L a s t p e r io d o f th e y e a r c o n s t r u c t io n s , w h ic h m e an s th e fir s t o r
la s t p e r io d o f th e y e a r fo r a g iv e n p e r io d .
C u rre n t p e r io d c o n s t r u c t io n s , w h ic h m e an s th e fir s t p e r io d e n d in g

a fte r th e c u r r e n t d a te .
P e r io d o ffs e t c o n s t r u c t io n s , w h ic h m e an s a g iv e n p e r io d p lu s o r m in u s

s o m e p e r io d s .
C o m b in e d c o n s t r u c t io n s , w h ic h m e an s c o n s t r u c t io n s w h e re tw o or
m o re o f th e a b o v e m e n t io n e d c o n s t r u c t io n s a r e u s e d t o g e t h e r .

2 0 6
 S p e c ia l F u n c t io n s

SPECIAL FUNCTIONS

Top/Bottom Ranking
TOP 5/Bottom 5
CurrentDate
Indicates the current date of the machine on which the XL Reporter is running.

DateAdd
Specifies a particular date (not the current date), which again can be used to
specify a range of dates, for example the days of a particular month.

Th e u se o f th e T o p / B o t t o m fu n c t io n a lit y r e q u ir e s t h a t t r a n s a c t io n s th a t d o
n ot h av e an y m e a su re s (a m o u n ts , n u m be rs, e tc ) r e g is t e r e d on th e m a re

h id d e n in th e
SAP AG 2006
fin is h e d re p o rt. Th e D o n ot d is p la y b la n k re co rds o p12 t i o n fo r
r o w / c o lu m n e x p a n s io n s is th e r e fo r e a u t o m a t ic a lly s w it c h e d o n b y th e s y s te m
if it is n o t a lr e a d y a c t iv e .

X L R e p o r t e r o ffe r s s p e c ia l d a t e fu n c t io n s t h a t c a n b e u s e d in ca se s w h e re y o u
w a n t to r e t r ie v e d a t a fo r a s p e c ific d a t e o r d a te r a n g e in s t e a d o f e n t ir e

p e r io d s . T h e d a te fu n c t io n s c a n o n ly b e u s e d in s e le c t io n s w h e r e d a t e
c o n s t a n t s a p p ly . T h e s e a r e s e le c t io n s o n lig h t d im e n s io n s s u c h as D ocu m e n t

D a t e , P o s t in g D a t e , D u e D a t e , C lo s in g D a t e , R o w D e liv e r y D a t e , a n d s o o n .

2 0 7
 USER-DEFINED FIELDS
U s e r D e f in e d F ie ld s

Dimension
User-Defined
Light Dimension
Field
Measure

D is p la y u s e r - d eSAPf AG
i n2006
e d f ie ld s in X L R e p o rte r: 13

1 . C h oose T o o ls U s e r - D e fin e d F ie ld s . T h e M an age U s e r - D e fin e d F ie ld s

w in d o w a ppe a rs.
2 . In th e M an age U s e r - D e fin e d F ie ld s w in d o w , lo c a t e th e fie ld y ou w an t
to add to X L R e p o rte r.

3 . To m ak e a fie ld a v a ila b le in X L R e p o rte r, s e le c t it s ch e ck box in th e

V is ib le in X L R e p o r t e r c o lu m n .

4 . In th e S y s te m I n fo . T e x t c o lu m n , y o u can e n te r a d e s c r ip t io n fo r th e
fie ld , w h ic h w ill b e d is p la y e d as s y s te m in fo r m a t io n in X L R e p o rte r. F o r
m o r e in fo r m a t io n a b o u t t h e d is p la y o f s y s te m in fo r m a t io n .

5 . If n o d a ta it e m ty p e h as be e n s p e c ifie d in th e D a ta Ite m Ty pe c o lu m n ,
y ou m u st ch oose th e d a ta it e m ty p e th a t y o u w a n t th e fie ld to b e lo n g
to .

Th e ty p e y ou ch oose a ffe c ts h ow th e fie ld can be u se d in a re p o rt. T o

s e le c t a t y p e , c h o o s e in t h e c o lu m n a n d s e le c t t h e o p t io n y ou w a n t.

T h e fo llo w in g o p t io n s a r e a v a ila b le :
If y ou w a n t th e u se rs to be a b le to gro u p th e d a ta in a re po rt by t h is
fie ld , c h o o s e L ig h t D im e n s io n .

If y ou w an t to th e u se rs to b e a b le to a g g re g a te th e d a ta in a re po rt
by t h is fie ld , s u c h a s m a k in g s u m m a t io n s , c h o o s e M e a s u r e .
Th e s y s te m w ill a u t o m a t ic a lly se t th e d a ta it e m ty p e fo r som e u se r -

d e fin e d fie ld s . I f t h is is t h e c a s e , y o u a r e n o t a llo w e d to c h a n g e it .

6 . C h oose O K to s a v e y o u r s e t t in g s a n d c lo s e t h e w in d o w .

You can re m o v e o r m o d ify u s e r - d e fin e d fie ld s th a t y o u h av e p r e v io u s ly m a d e

a v a ila b le in X L R e p o rte r. T o be a b le to se e su ch fie ld s in th e lis t , c h o o s e th e

V ie w P r e v io u s ly - A d d e d U s e r - D e fin e d F ie ld s o p t io n an d w a it fo r th e s y s te m to
u p d a te t h e lis t .

2 0 8
 C a se
S tu d y

Lig h t & M u s ic Ltd .

2 0 9
1 . I n t r o d u c t io n

L ig h t & M u s ic L td . n e e ds an in t e g r a t e d E n t e r p r is e R e so u rce P la n n in g (E R P )
s y s te m to su ppo rt it s b u s in e s s pro ce sse s an d adv an ce it s p la n s fo r
e x p a n s io n . A c o m p a r is o n o f v a r io u s p r o d u c t s r e v e a le d t h a t S A P B u s in e s s O n e

p r o v id e s th e b e s t s o lu t io n to m e e t th e c o m p a n y 's r e q u ir e m e n t s an d it s p la n s
fo r e x p a n s io n . L ig h t & M u s ic L td . th u s pu rch a se d a lic e n s e fo r S A P B u s in e s s
O n e an d n ow w is h e s t o in s t a ll t h e p r o d u c t o n a s e r v e r in th e c o m p a n y .

Th e m a n a g in g d ir e c t o r an d com pan y o w n e r, M ic h a e l S m it h , h as d e c id e d to

h ir e y ou to ca rry o u t th e im p le m e n t a t io n . H o w e v e r , b e fo r e c o m m e n c in g w it h
th e a c t u a l im p le m e n t a t io n , M r . S m it h w a n ts to se e h ow y ou in t e n d to d e p ic t
som e of ou r m o re s p e c ia l b u s in e s s pro ce sse s u s in g S A P B u s in e s s O n e . Th e

s y s te m s p e c ific a t io n s d o c u m e n t d r a w n u p fo r t h is is n o w a t y o u r d is p o s a l.

You r ta s k is to im p le m e n t th e b u s in e s s pro ce sse s d e fin e d in th e s y s te m

s p e c ific a t io n s in S A P B u s in e s s O n e an d to pre se n t y ou r p ro to ty p e to M r.
S m it h to m o rro w .
A d d it io n a lly y ou can u s e th e S y s te m I n it ia liz a t io n G u id e fr o m t h e S A P S e r v ic e

M a r k e t p la c e .
If y ou h av e an y fu r th e r q u e s t io n s a b o u t c r e a t in g th e p r o t o t y p e , p le a s e d o n t

h e s it a t e t o c o n ta c t u s .

2 . P r e s e n t a t io n o f th e C o m p a n y

L ig h t & M u s ic L td . is a le g a lly in d e p e n d e n t com pan y th a t is s p e c ia liz e d in

s e llin g , r e n t in g , an d in s t a llin g p r o fe s s io n a l m e d ia p r e s e n t a t io n s y s te m s fo r
e x h ib it io n s a n d e v e n t s . F u r t h e r m o r e , t h e y c o n s u lt a r c h it e c t s a n d e n g in e e r s in
p la n n in g c o m m u n ic a t io n s y s t e m s fo r c o m p le x b u ild in g p r o je c t s .

Th e com pan y w as fo u n d e d 1 9 9 0 in Lon don b u t th e y soon ope n e d a d d it io n a l

o ffic e s to m ak e t h e ir s e r v ic e s a v a ila b le n a t io n w id e . Th e h e ad o ffic e , w h ic h
a ls o in c lu d e s th e w h o le a d m in is t r a t io n is s t ill in Lon don b u t to d a y

L ig h t & M u s ic L td . a ls o o p e ra te s o ffic e s in L iv e r p o o l a n d G la s g o w . L a s t y e a r ,
th e y s ta rte d to b u ild t h e ir fir s t o ffic e a bro a d in D u b lin . I t is su ppose d to be
ope n e d t h is y e a r a n d s h o u ld t h e r e fo r e b e in c lu d e d in th e p ro to ty p e .

M ic h a e l S m it h se e s th e in t r o d u c t io n of an E R P s y s te m as h is ow n pe rso n a l

d u ty an d w a n ts to be in a p o s it io n to c o n tro l th e e ffic ie n c y of h is b u s in e s s
pro ce sse s at an y t im e . In a d d it io n , h e a ls o w a n ts to h av e s o le c o n tro l o v e r
u s e r a c c e s s to th e s y s te m .

2 1 0
3 . M a s te r D a ta

3 .1 Ite m s

L ig h t & M u s ic L td . s to c k s a to ta l o f 5 0 0 it e m s . T h e y can be gro u pe d in th e

fo llo w in g w ay :

S cre e n s

T h is gro u p in c lu d e s v id e o scre e n s, p la s m a or LC D d is p la y s , bu t a ls o
p r o je c to r s c r e e n s o r L E D w a lls .

M u lt i s c r e e n s

M u lt i s c r e e n s a re b ig p r e s e n t a t io n s cre e n s m ade u p fr o m s e v e r a l 4 0
LC D d is p la y s . L ig h t & M u s ic L td . pro du ce s th e s e m u lt i scre e n s

t h e m s e lv e s an d th e y a re o ffe r e d in th e s ta n d a rd s iz e s 3 x 3 , 4 x 4 , an d
5 x 5 . Th e y a lw a y s k e e p a fe w m u lt i s c r e e n s on s to c k s in c e th e s e a re
v e ry p o p u la r an d L ig h t & M u s ic L td . is th e o n ly s u p p lie r in th e U K .

E ach m u lt i scre e n c o n s is t s ou t of th e r e q u ir e d n u m be r of 4 0 LC D
d is p la y s an d a PC th a t s p lit s th e p ic t u r e in t o th e scre e n s e g m e n ts .
L a r g e r m u lt i s c r e e n s c a n b e p r o d u c e d if o r d e r e d by a c u s to m e r.

P r o je c to r s

T h is gro u p in c lu d e s v id e o p r o je c to r s , s lid e p r o je c to r s , an d o v e rh e a d
p r o je c to r s .

L ig h t s

T h is g r o u p in c lu d e s flo o d lig h t s , s p o t lig h t s , a n d h e a d lig h t s .

C o m p u te rs

T h is g r o u p in c lu d e s P C s , la p t o p s , a n d p r e s e n t a t io n t e r m in a ls .

M ic r o p h o n e s

T h is g r o u p in c lu d e s w ir e le s s a n d c a b le m ic r o p h o n e s .

P la y e r s

T h is g r o u p in c lu d e s v id e o , C D , a n d D V D p la y e r s .

S pe a k e rs

2 1 1
 T h is gro u p in c lu d e s tw o w ay spe a k e rs or th re e w ay spe a k e rs w it h
d iffe r e n t p o w e r le v e ls .

A m p lifie r s

T h is gro u p in c lu d e s p r e - a m p lifie r s an d fin a l a m p lifie r s of d iffe r e n t

po w e r.

S ta g e s

T h is g r o u p in c lu d e d s t a g e s o f d iffe r e n t h e ig h t s a n d s iz e s .

A c c e s s o r ie s

T h is gro u p in c lu d e s a ll ty p e s of a c c e s s o r ie s , su ch as c a b le s ,

m ic r o p h o n e s t a n d s , t r a v e r s e s , in t e r fa c e s , a n d s o o n .

P r e s e n t a t io n S e ts

P r e s e n t a t io n S e ts c o n s is t of e v e r y t h in g y ou n e e d fo r a v id e o or
c o m p u te r p r e s e n t a t io n , fo r e x a m p le a la p t o p or v id e o p la y e r , a

p r o je c to r , a n d a p r o je c to r s c r e e n .

S o u n d S e ts

S ou n d S e ts c o n s is t o f e v e r y t h in g y ou n e e d to be h e a rd lo u d an d c le a r
e v e n in la r g e ro o m s or ope n s pace s, fo r e x a m p le a m ic r o p h o n e ,

s p e a k e r s , a n d a m p lifie r s .

S ta g e S e ts

S ta g e S e ts c o n s is t of e v e r y t h in g y ou n e e d fo r a s ta g e p r e s e n t a t io n .

T h is in c lu d e s a c o m p le t e s ta g e p lu s an a d e q u a te p r e s e n t a t io n an d
s o u n d s e t.

Th e p r e s e n t a t io n s e ts , s o u n d s e ts , a n d s ta g e s e ts s e ll o r re n t ch e a pe r th a n
th e s in g le c o m p o n e n ts . F o r s o m e d e d ic a t e d s e ts th e p o s s ib ilit y t o c h a n g e t h e
c o m p o n e n t s in t h e s a le s d o c u m e n t s s h a ll e x is t .

O n ly c re a te th o s e it e m gro u ps an d it e m s in y o u r p ro to ty p e th a t a re r e q u ir e d
in th e b u s in e s s pro ce sse s d e s c r ib e d a bo v e . H o w e v e r, y o u s h o u ld be a b le to

p re s e n t a p a th fo r t r a n s fe r r in g d a t a fr o m t h e c u s t o m e r s p r e v io u s s y s t e m .

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3 .2 V e n d o rs

L ig h t & M u s ic L td . h as a to ta l o f 4 6 v e n d o r s . W it h som e o f th e m th e y h av e
a gre e d th a t th e y o ffe r s p e c ia l p r ic e s an d p a y m e n t te rm s . T h e s e v e n d o rs th e y
c a ll c o n t r a c t o r s an d L ig h t & M u s ic L t d . u s u a lly b u y s m o s t o f it s m a t e r ia l fr o m

t h e m . A ll t h e o t h e r v e n d o r s a r e c a lle d in d e p e n d e n t v e n d o r s .

F o r y o u r p r o t o t y p e , it is s u ffic ie n t if y o u c r e a te fo u r v e n d o r s .

C o n tra c to rs : S o u n d S y s te m s L td .,

M e d ia E q u ip m e n t C o r p

In de pe n de n t v e n do rs:

G lo b a l E le c t r o n ic s C o r p
S p o t lig h t s L td .

S ou n d S y s te m s L td . s u p p lie s m ic r o p h o n e s , a m p lifie r s , an d spe a k e rs, w h ile

M e d ia E q u ip m e n t C o r p s u p p lie s s c r e e n s , c o m p u t e r s , a n d p la y e r s .

G lo b a l E le c t r o n ic s C o r p s u p p lie s L ig h t & M u s ic L t d . m o s t ly w it h a c c e s s o r ie s .

L ig h t & M u s ic L td . t r ie d to ge t a m a s te r a g r e e m e n t w it h S p o t lig h t s L td . w h o
s e lls th e m s ta g e s an d lig h t s b u t th e y h av e n ot be e n s u c c e s s fu l y e t. C a n th e y
som e h ow s t o r e t h e p r o g r e s s o f t h e ir n e g o t ia t io n s in th e s y s te m ?

A ll v e n d o r s o ffe r a 3 % d is c o u n t u p o n p a y m e n t w it h in th e fir s t w e e k an d 2 %

w it h in t h e s e c o n d w e e k . F u ll p a y m e n t is u s u a lly e x p e c t e d w it h in 3 0 day s.

C an L ig h t & M u s ic L td . som e h ow s to re t h e ir v e n dor a g re e m e n ts (w o rd

d o c u m e n t s ) in th e s y s te m ?

3 .3 C u s to m e rs

L ig h t & M u s ic L td . h as a to ta l o f 1 5 2 c u s to m e rs in fo u r c o u n t r ie s . F o r b e t t e r
a n a ly s is , t h e y h a v e s p lit t h e m in t o t h e fo llo w in g gro u ps:

H o t e ls
F a ir s a n d E x h ib it io n s

C o m p a n ie s
A r c h it e c t s

F o r y o u r p r o t o t y p e , it is s u ffic ie n t if y o u c r e a t e t h e fo llo w in g c u s to m e rs :

H o t e ls :

M e e t & S le e p H o t e ls , L o n d o n , U K

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 F a ir s a n d E x h ib it io n s :
D u b lin Tra de F a ir , D u b lin , I r e la n d

C o m p a n ie s :
S A P A G , N e u r o t t s t r . 1 6 , 6 9 1 9 0 W a lld o r f, G e r m a n y

E n g lis h O il C o r p , 2 3 B u s in e s s S t r e e t , B a t h

A r c h it e c t s :
C h r is t o p h e r W r e n Jr., C h u rc h S t r e e t , G la s g o w

P u rch a se s m a d e b y o c c a s io n a l c u s t o m e r s w ill b e p r o c e s s e d u s in g t h e a c c o u n t
K 9 9 9 .

L ig h t & M u s ic L td . o ffe r s fa ir s an d e x h ib it io n s a 2 % d is c o u n t w it h in th e fir s t

1 4 day s an d e x p e c ts fu ll pay m e n t w it h in 3 0 day s. H o te ls h av e a pay m e n t

p e r io d of o n ly on e w e e k . O c c a s io n a l c u s to m e rs a re e x p e c te d to pay
im m e d ia t e ly .

E n g lis h is th e com m on la n g u a g e of a ll c u s to m e rs to d a y bu t L ig h t & M u s ic

L td . e x p e c ts to h av e n o n - E n g lis h - s p e a k in g c u s to m e rs in a fe w y e a rs w h e n
th e y e x pan d th ro u g h o u t th e c o n t in e n t . H o w can L ig h t & M u s ic L td . s to re th e

it e m d e s c r ip t io n s an d a fr e e e x p la n a t o r y te x t in s e v e r a l fo r e ig n la n g u a g e s ?
A ls o , sh ow a w ay to e n su re th a t e v e ry c u s to m e r r e c e iv e s co rre spo n de n ce
a u t o m a t ic a lly in t h e c o r r e c t la n g u a g e .

L ig h t & M u s ic L td . w a n ts to se n d a p u n c tu a l b ir t h d a y pre se n t to th e

m a n a g in g d ir e c t o r s of t h e ir 1 8 m a jo r c u s to m e rs . Is th e re a w ay to
a u t o m a t ic a lly r e m in d t h e m a w e e k b e fo r e t h e b ir t h d a y ?

3 .4 E m p lo y e e s

Th e com pan y h as 3 0 e m p lo y e e s . F or th e p ro to ty p e , it is s u ffic ie n t if y ou

c r e a t e t h e fo llo w in g e m p lo y e e s :

M ic h a e l S m it h C E O

o C la ir e T h o m a s C h ie f A c c o u n t a n t
o R ic h a r d L o n g W a re h o u se M a n a ge r
o S a ra h M ille r S a le s M an age r ( r e s p o n s ib le fo r s a le s an d re n ta l

re v e n u e s)

M a g g ie M a r t in s S a le s E m p lo y e e
D a v id B u rn s S a le s E m p lo y e e

o E dw a rd P e tty P u r c h a s in g M a n a g e r
o Jo h n E d is o n P r o d u c t io n M an age r

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 o C la r k S p e n c e r S e r v ic e M a n a g e r

M a rk M y e r s - T e c h n ic ia n

4 . A c c o u n t in g

L ig h t & M u s ic L td . u se s th e com m on B r it is h ch a rt of a c c o u n ts . Th e y d o n t

n e e d an y a c c o u n t s e g m e n t a t io n . P le a s e c o n t a c t t h e ir a c c o u n t in g d e p a rtm e n t
if y ou n e e d a d d it io n a l a c c o u n ts to d e p ic t th e r e q u ir e d b u s in e s s pro ce sse s.
P le a s e d e m o n s t r a t e h o w to c r e a t e a n d d e le t e a d d it io n a l a c c o u n t s .

Th e c o m p a n y s fis c a l y e a r co rre spo n ds to th e c a le n d a r y e ar an d th e y c re a te

th e a n n u a l fin a n c ia l s t a t e m e n t o n c e a y e a r . T h e y n e e d t w e lv e p o s t in g p e r io d s
fo r t h e ir in t e r n a l c o n t r o llin g .

O n e goal of th e im p le m e n t a t io n of S A P B u s in e s s O n e is th a t L ig h t & M u s ic

L td . c a n re po rt o n th e re v e n u e s an d e x pe n se s o f it s d iffe r e n t b u s in e s s a r e a s
s a le s , r e n t a ls , in s t a lla t io n s , a n d c o n s u lt in g .
L ig h t & M u s ic L td . ru n s it s a c c o u n ts at B a r c la y s P r iv a t e B an k L im it e d in

Lon don . P le a s e re n a m e th e r e le v a n t a c c o u n ts in th e s ta n d a rd ch a rt of
a c c o u n t s a c c o r d in g ly .

L ig h t & M u s ic L td . u s u a lly pay s it s lia b ilit ie s v ia ch e ck an d m ost of it s

c u s to m e rs do th e s a m e . F o r th e p ro to ty p e it is e n ou gh if y o u can sh ow a fa s t
an d e ffic ie n t w ay to c re a te o u t g o in g p a y m e n ts an d h ow in c o m in g p a y m e n ts

a r e h a n d le d .

Th e a c c o u n t in g d e p a rtm e n t re q u e s ts th a t y ou u se th e fo llo w in g a c c o u n ts .
P le a s e c r e a t e t h e m if t h e y a r e n o t a v a ila b le .

C o n tro l A c c o u n ts

1 4 0 0 00 D o m e s t ic R e c e iv a b le s

1 4 0 0 30 F o r e ig n R e c e iv a b le s

2 0 3 0 00 D o m e s t ic P a y a b le s

2 0 3 0 30 F o r e ig n P a y a b le s

T a x A c c o u n ts

2 0 7 0 00 V A T P a y a b le (o u tp u t ta x )

1 4 3 0 30 V A T R e c e iv a b le ( in p u t t a x )

B a n k in g A c c o u n ts

1 6 1 0 00 G ir o b a n k A c c o u n t a t B a r c la y s

1 6 1 0 16 C h e c k s r e c e iv e d

1 4 0 1 00 M a s te r C a rd S e t t le m e n t

1 4 0 1 10 V is a S e t t le m e n t

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 1 4 0 1 20 A m e r ic a n E x p r e s s S e t t le m e n t
1 6 1 0 12 B a n k tr a n s fe r

1 6 0 0 00 P e tty C ash

7 0 0 0 10 C ash D is c o u n t r e c e iv e d

4 5 0 0 05 C ash D is c o u n t g r a n t e d

6 5 0 0 10 B a n k c h a r g e s p a id

6 5 5 0 40 R o u n d in g A ccou n t fo r cu rre n cy
d iffe r e n c e s

7 0 0 0 20 R e a liz e d E x ch an ge R a te
D iffe r e n c e s G a in

6 5 0 0 40 R e a liz e d E x ch an ge R a te

D iffe r e n c e s L o s s

S t o c k P o s t in g s

1 3 0 0 00 R aw M a t e r ia ls

1 3 1 0 00 W o r k in P ro gre ss

1 3 2 0 00 F in is h e d P r o d u c t s

5 0 0 5 00 S t o c k D iffe r e n c e G a in s

5 0 0 5 10 S t o c k D iffe r e n c e L o s s e s

S a le s P o s t in g s

4 0 0 0 00 D o m e s t ic R e v e n u e s A c c o u n t

4 1 0 0 00 F o r e ig n R e v e n u e s A ccou n t

5 0 0 0 05 R aw M a t e r ia ls C O G S

5 0 0 0 25 F in is h e d G o o d C O G S
1 3 2 0 08 R e tu rn e d G o o d s

P u r c h a s in g P o s t in g s

5 0 0 5 20 E x p e n s e A c c o u n t fo r C o n s u m a b le s

2 0 8 0 40 A llo c a t io n C o s ts (G R N I)

5 0 0 2 00 P r ic e D iffe r e n c e A c c o u n t

O th e r a c c o u n ts

6 1 5 1 00 S to c k In s u ra n c e s

5 1 0 0 00 W age s an d s a la r ie s

1 4 4 0 80 A d v a n c e P a y m e n ts

3 4 0 0 00 R e t a in e d E a r n in g A c c o u n t

P r e v io u s ly , a ll s to c k w as p o s te d o n ly to th e th re e s to c k a c c o u n ts fo r ra w
m a t e r ia ls , w o rk in pro gre ss, an d fin is h e d goods. In th e fu tu r e , e ach it e m

gro u p is s u p p o s e d t o h a v e it s o w n s to c k a c c o u n t.

2 1 6
S o m e t im e s , e s p e c ia lly w h e n L ig h t & M u s ic L t d . s u p p lie s a b ig e v e n t su ch as

a tra d e fa ir w it h p ro d u c ts an d s e r v ic e s , th e y w a n t to k n ow h ow m u ch th e y
e a rn e d w it h t h is s p e c ia l e v e n t, e v e n if th e y w e re w o r k in g fo r d iffe r e n t
c u s to m e rs d u r in g th a t e v e n t. H ow can th a t be r e a liz e d w it h S A P B u s in e s s

O n e ?

L ig h t & M u s ic L td . h a s in s u r e d it s v a lu a b le s to c k a g a in s t d a m a g e by fir e an d
w a te r an d pay s th e in s u r a n c e com pan y an an n u al su m o f 1 2 ,0 0 0 Pou n ds in
Ja n u a ry . L ig h t & M u s ic L td . p o s ts th e e n t ir e su m to an A dv an ce Pay m e n t

accou n t d ir e c t ly a fte r p o s t in g th e in v o ic e . T h is accou n t is th e n g r a d u a lly

c le a r e d d u r in g th e y e ar an d in s u r a n c e c o s ts of 1 ,0 0 0 Pou n ds p o s te d e v e ry
m o n th to th e s to c k in s u r a n c e a c c o u n t . P le a s e d e m o n s tra te h ow t h is can be

h a n d le d a s e a s ily a s p o s s ib le .

M o n it o r in g ou r liq u id it y is v e ry im p o r t a n t to L ig h t & M u s ic L td . R e c u r r in g
p o s t in g s a re to be a u t o m a t ic a lly in c lu d e d in th e cash flo w fo r e c a s t. F u tu re
in v e s t m e n t s a re a ls o t o b e in c lu d e d , if t h e y a r e a lr e a d y k n o w n . M r . S m it h , fo r

e x a m p le , is c o n s id e r in g th e pu rch a se of a n e w com pan y car n e x t m o n th

w o rth 5 0 ,0 0 0 P o u n d s . T h is car is to be p a id fo r in fiv e m o n t h ly in s t a llm e n t s
o f 1 0 ,0 0 0 P o u n d s .

5 . L o g is t ic a l B u s in e s s P r o c e s s e s

5 .1 W a re h o u s e M a n a g e m e n t

E v e ry o ffic e ( L o n d o n , L iv e r p o o l, G la s g o w , a n d D u b lin ) h a s it s o w n w a re h o u se
w h e re it s t o r e s r e n t a l it e m s as w e ll a s s a le s it e m s . O f c o u r s e , b o t h ty p e s of

it e m s n e e d to be k e pt s e p a ra te d be cau se L ig h t & M u s ic L td . u s u a lly o n ly

s e lls n e w goods.

Th e w a re h o u se in Lon don c o m p r is e s fiv e r o w s o f s h e lv e s w it h fiv e s h e lv e s o n

th re e le v e ls . E v e ry it e m h as a fix e d s to ra g e lo c a t io n . A s L ig h t & M u s ic L td .
o fte n e m p lo y s te m p o ra ry w o rk e rs fo r p ic k in g , t h e y w o u ld a ls o lik e to be a b le

to sh ow a n d p r in t t h e s t o r a g e lo c a t io n o f t h e it e m on th e p ic k lis t .

U p to n ow , L ig h t & M u s ic L td . h as c a r r ie d ou t th e in v e n t o r y v a lu a t io n o n ly

on ce a y e a r. W h e n u s in g S A P B u s in e s s O n e , th e y e x pe ct to h av e a
pe rm a n e n t o v e r v ie w of t h e ir cu rre n t s to c k le v e l. A ll pu rch a se d goods a re

su ppose d to be v a lu a t e d w it h th e m o v in g a v e ra ge p r ic e pe r it e m an d
w a r e h o u s e . T h e m u lt i s c r e e n s s h a ll b e v a lu a t e d w it h a s t a n d a r d p r ic e o f:

1 0 0 0 0 fo r a 3 x 3 m u lt i s c r e e n
1 8 0 0 0 fo r a 4 x 4 m u lt i s c r e e n
2 8 0 0 0 fo r a 5 x 5 m u lt i s c r e e n

2 1 7
L ig h t & M u s ic L td . w a n ts to h a v e a m in im u m s t o c k le v e l o f t w o m u lt i s c r e e n s
of e ach s ta n d a rd ty p e (3 x 3 , 4 x 4 , an d 5 x 5 ) to be a b le to fu lfill s h o r t - t e r m

de m an ds.

L ig h t & M u s ic L td . h as an e x t e n s iv e s a le s an d r e n t a l c a t a lo g c o v e r in g t h e ir

ra n ge of p ro d u c ts . Th e y w o u ld lik e to s to re th e e x is t in g c a t a lo g p ic t u r e s in
th e c o r r e s p o n d in g it e m m a s te r re co rds so th a t th e y can u se th e m in p r in t e d

q u o t a t io n s .

Th e p r e s e n t a t io n s e ts , s o u n d s e ts , a n d s ta g e s e ts s e ll o r re n t ch e a pe r th a n

t h e s in g le c o m p o n e n t s .

5 .2 P u r c h a s in g

L ig h t & M u s ic L td . pu rch a se s m ost of t h e ir it e m s fr o m t h e ir c o n tra c to rs .

W h e n e n t e r in g an o rde r, th e y w o u ld lik e th e s y s te m to su gge st o n ly th e

it e m s t h a t a r e s u p p lie d b y t h e c o n t r a c t o r a lr e a d y e n t e r e d .

L ig h t & M u s ic L td . h as a ll t h e ir v e n d o r s p r ic e lis t s at t h e ir d is p o s a l. In

ge n e ra l p r ic e s a re v a lid fo r on e c a le n d a r y e ar an d th e v e n do rs se n d
L ig h t & M u s ic L td . n e w p r ic e lis t s on a r e g u la r b a s is . Th e c o n tra c to rs se n d
th e p r ic e lis t s as E x c e l s h e e ts . Is th e re a w ay to im p o r t t h e s e E x c e l s h e e ts

in t o th e s y s te m ? To co m pa re th e p r ic e s o f t h e ir v e n d o r s , L ig h t & M u s ic L td .
w a n ts to h a v e a d is p la y o f a ll p r ic e lis t s in a t a b le .

L ig h t & M u s ic L td . h as a s p e c ia l a gre e m e n t w it h M e d ia E q u ip m e n t C o rp
r e g a r d in g th e 4 0 LC D d is p la y s fo r th e m u lt i scre e n s. W h e n th e y bu y 5 0

p ie c e s , th e y ge t a d is c o u n t of 1 0 % . W h e n th e y bu y 1 0 0 p ie c e s , t h e y ge t a
d is c o u n t o f 1 5 % .

D e p ic t t h e e n t ir e p u r c h a s in g pro ce ss in an S A P B u s in e s s O n e s c e n a r io w h ile
t a k in g in t o a c c o u n t t h e s p e c ifie d b a s ic c o n d it io n s .

A c u s to m e r m ay a c q u ir e a p u r c h a s in g m e m b e r s h ip , w h ic h is v a lid fo r o n e
y e ar fr o m th e d a te of is s u e . Th e p u r c h a s in g m e m be rs a re a s s ig n e d to a

m e m b e r s h ip c a t e g o r y :

G o ld ca rd: C u s to m e rs th a t m ak e pu rch ase s of m o re th a n 5 0 0 0

p o u n d s in on e y e ar
S ilv e r C a rd: C u s to m e r th a t m ak e pu rch a se s or m o re th a n 2 5 0 0
pou n ds

S t a n d a r d C a r d : D e fa u lt v a lu e fo r a ll o t h e r c u s t o m e r s

A t t h is p o in t , t h e g o ld o r s ilv e r c a r d a s s ig n m e n t is s t ill d o n e m a n u a lly .

A t th e e n d o f th e m e m b e r s h ip a m e m be r r e c e iv e s a bon u s ( c r e d it m e m o ) o f

5 0 pou n ds fo r e v e r y 1 0 0 0 pou n ds h e or sh e pu rch a se d d u r in g th e y e a r. Th e

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m e m be r r e c e iv e s t h is su m o n ly a fte r r e a c h in g a ro u n d t o t a l. A t 1 5 0 0
pou n ds, fo r e x a m p le , th e m e m be r r e c e iv e s o n ly 5 0 pou n ds, o n ly w h e n t h is

m e m be r re a ch e s 2 0 0 0 pou n ds in pu rch a se s doe s th e m e m b e r r e c e iv e a t o t a l

of 1 0 0 pou n ds. T h e t o t a l b o n u s a m o u n t s h o u ld b e c a lc u la t e d b y a re p o rt.

F or c e r t a in o c c a s io n s , c u s t o m e r s w it h g o ld an d s ilv e r c a r d s r e c e iv e a s p e c ia l
c a t a lo g an d an in v it a t io n . Th e e m p lo y e e s n e e d a re po rt in w h ic h th e y can

v ie w th e s e m e m b e r s h ip c a t e g o r ie s in a lis t w it h s tre e t a ddre ss , c it y , a n d

p o s t a l ( z ip ) c o d e .

F ou r w e e k s b e fo r e th e m e m b e r s h ip e x p ir e s , t h e c u s t o m e r is to be r e m in d e d
to re n e w t h e m e m b e r s h ip . T h is r e q u ir e s a s p e c ific r e p o r t .

5 .3 S a le s

L ig h t & M u s ic L t d . is s e llin g it e m s fr o m a ll it e m gro u ps.

L ig h t & M u s ic L td . w a n ts to o p t im iz e it s s a le s . In o rde r to e n su re th e
p u n c tu a l d e liv e r y of th e it e m s an a u t o m a t ic a v a ila b ilit y ch e ck s h a ll be

im p le m e n t e d . I n case th e it e m a c u s t o m e r d e s ir e s is n o t o n s to c k , th e y w a n t
to be a b le to o ffe r h im it e m s th a t a re s im ila r . P le a s e sh ow h ow t h is can be
a c c o m p lis h e d .

Th e c r e d it lim it fo r t h e ir c u s t o m e r s is g e n e r a lly 2 0 , 0 0 0 P o u n d s . I f t h is lim it is

e x ce e de d by u p to 1 0 0 0 Pou n ds, a w a r n in g is to be g iv e n to th e e m p lo y e e

w h o is e n t e r in g th e o rde r so th a t h e o r s h e c a n in fo r m t h e c u s t o m e r a b o u t it .
If th e d e v ia t io n fr o m th e c r e d it lim it is m o re th a n 1 0 0 0 P o u n d s , th e s y s te m

s h a ll b lo c k t h e o r d e r . O n ly M ic h a e l S m it h can a ppro v e su ch a s a le s o r d e r .

T h e s a le s - p e r s o n u s u a lly r e c e iv e s a c o m m is s io n o f 5 % . C o m m is s io n s a r e p a id

ou t on ce a y e a r. H o w can th e m a n a g in g d ir e c t o r r e c e iv e a m o n t h ly lis t in g of
a ll s a le s c o m m is s io n s ?

Th e s a le s m a n a ge r, S a ra h M ille r , d o e s n o t w a n t th e s a le s e m p lo y e e s t o h a v e
acce ss to e ach o t h e r s s a le s d o c u m e n ts . O n th e o th e r h a n d , S a ra h w a n ts to

h a v e a c c e s s t o a ll s a le s d o c u m e n t s .

M ak e su re th e s a le s e m p lo y e e s can d is p la y th e gro ss p r o fit pe r it e m w h e n

p r o c e s s in g th e s a le s d o c u m e n ts . C a lc u la t e th e gro ss p r o fit p e rc e n ta g e as
p r o fit d iv id e d by th e c o s ts o f th e it e m .

Th e D u b lin Tra de F a ir m ay e x p e r ie n c e s h o rt -te rm de m an ds fo r lig h t s or

spe a k e rs. U n t il t h e n e w o ffic e in D u b lin is ope n , L ig h t & M u s ic L td . h a n d le s
th e s a le s to th e D u b lin Tra de F a ir by c o n s ig n m e n t p r o c e s s in g . T h is m e an s

th a t L ig h t & M u s ic L td . d e liv e r s lig h t s an d spe a k e rs to a w a re h o u se of th e

c u s to m e r, an d th e c u s to m e r in fo r m s L ig h t & M u s ic L td . w h e n e v e r th e y

re m o v e an y it e m s fr o m th e w a re h o u se to pu t th e m in u se . Th e n th e

2 1 9
c u s to m e r r e c e iv e s an in v o ic e fo r th e s e it e m s . Th e it e m s s to re d in th e
w a re h o u se at th e c u s to m e r s t ill b e lo n g to L ig h t & M u s ic L td . an d th e r e fo r e

m u s t a p p e a r w it h t h e c o r r e c t a m o u n t in t h e s t o c k lis t .

Ite m s o f th e it e m gro u p A c c e s s o r ie s a re d e liv e r e d d ir e c t ly fr o m th e v e n d o r to

th e c u s to m e rs . L ig h t & M u s ic L td . o n ly a c c e p ts th e pu rch a se o rde r an d

fo r w a r d s it t o th e v e n do r. Th e v e n dor in v o ic e s th e d e liv e r y to L ig h t & M u s ic

L td . an d th e y in v o ic e th e it e m s to t h e ir c u s t o m e r s . T h is pro ce ss s h o u ld ru n
a u t o m a t ic a lly a s m u c h a s p o s s ib le .

D e p ic t t h e e n t ir e s a le s p r o c e s s in an S A P B u s in e s s O n e s c e n a r io in c lu d in g t h e
p ic k in g an d p a c k in g fu n c t io n a lit y . F o r p a c k in g , L ig h t & M u s ic L t d . w o r k s w it h
tw o pack age ty p e s , fo r it e m s u p to 1 0 0 k g an d fo r it e m s o f m o re th a n 1 0 0

k g . F o r e v e r y d e liv e r y L ig h t & M u s ic L t d . c h a r g e s a fr e ig h t fe e of 5 Pou n ds.

F u rth e rm o re , a s a lr e a d y s ta te d , L ig h t & M u s ic L t d . c o n s u lt s , a r c h it e c t s , a n d
e n g in e e r s in p la n n in g c o m m u n ic a t io n s y s te m s fo r c o m p le x b u ild in g p r o je c ts .
P le a s e s h o w h ow t h e s e c o n s u lt in g s e r v ic e s c a n b e in v o ic e d .

5 .4 P r o d u c t io n / M R P

Th e p r o d u c t io n o f th e m u lt i s c r e e n s is d o n e c o m p le t e ly in Lon don fr o m w h e re
th e y a re s h ip p e d to th e c u s to m e rs . L ig h t & M u s ic L td . w a n ts to e n su re th a t
th e s to c k doe s n ot fa ll b e lo w th e m in im u m s to c k le v e l o f 1 0 of e ach o f th e

m u lt i s c r e e n s .

D e m o n s tra te th e p r o d u c t io n o rde r r e c o m m e n d a t io n th ro u g h M R P an d th e

p r o d u c t io n of som e o f th e s ta n d a rd m u lt i s c r e e n s , a s w e ll a s th e p r o d u c t io n
o f a s p e c ia l e x t r a la r g e m u lt i s c r e e n (7 x 7 ) o rd e re d b y a c u s to m e r.

5 .5 R e n ta l

L ig h t & M u s ic L td . is r e n t in g it e m s fr o m a ll it e m gro u ps. Th e c u s to m e r

r e c e iv e s a p r in t e d r e n t a l a g r e e m e n t , w h ic h s h o u ld c o n t a in th e n o te th a t th e

it e m s h av e to be bro u gh t ba ck in pro pe r s ta te an d th a t th e c u s to m e r h a s to
pay fo r an y dam age . Th e e s t im a t e d re tu rn d a te h as to be sav e d in th e
s y s te m . W h e n th e it e m is re tu rn e d , a n in v o ic e is c re a te d fo r th e d u r a t io n of

th e r e n t a l. A t t h is p o in t , a ll o p e n t r a n s a c t io n s h av e to b e c lo s e d a n d t h e it e m
h a s to b e a v a ila b le o n c e a g a in .

If an it e m is a lr e a d y re n te d , L ig h t & M u s ic L td . w a n ts to be a b le to
d e t e r m in e it s r e t u r n d a te w it h t h e h e lp o f a re p o rt.

To o p t im iz e t h e ir re n ta l o ffe r , L ig h t & M u s ic L td . w o u ld lik e to h av e an

a s s e s s m e n t o f t h e r e n t a l t im e a n d r e n t a l fr e q u e n c y o f t h e r e n t a l it e m s .

2 2 0
5 .6 S e r v ic e

L ig h t & M u s ic L t d . o ffe r s to it s c u s to m e rs a t w o y e a r w a r r a n t y fo r a ll t h e s o ld

it e m s . Th e it e m s ca rry a s e r ia l n u m b e r w h ic h is c o m p r is e d o u t o f th e it e m
c o d e , th e y e a r, a n d a s e q u e n t ia l n u m b e r . T h is s ta n d a rd s e r v ic e is lim it e d to
w o r k in g day s fr o m 8 :0 0 h to 1 7 .0 0 h an d doe s n ot in c lu d e h o lid a y s . If

n e ce ssa ry , a t e c h n ic ia n t r a v e ls w it h in th e n e x t 5 day s to th e c u s to m e r to fix

th e p r o b le m . T h e la b o r a n d t r a v e l e x p e n s e s a r e fr e e o f c h a r g e , a s w e ll a s a n y
s p a re p a rts .

O f co u rse , L ig h t & M u s ic L td . a ls o w a n ts to s u b m it a w a rra n ty c la im to th e

v e n dor if a p r o d u c t is dam age d. W h e n L ig h t & M u s ic L t d . r e c e iv e s a d e liv e r y

of it e m s e q u ip p e d w it h s e r ia l n u m be rs by th e m a n u fa c tu r e r , th e s e s e r ia l
n u m b e rs m u s t b e e n te re d .

F u rth e rm o re L ig h t & M u s ic L td . o ffe r s c o m p r e h e n s iv e s e r v ic e pack age s to

s p e c ific c u s to m e rs th a t ow n an in - h o u s e ra n ge of t e c h n ic a l p r e s e n t a t io n

e q u ip m e n t . T h is s e r v ic e co v e rs t e le p h o n e su ppo rt fr o m 8 am to 1 0 pm a ll
w e e k ( in c lu d in g w e e k e n ds an d h o lid a y s ) an d an on - s it e - su ppo rt by a
t e c h n ic ia n w it h in 1 day . Th e la b o r a n d tra v e l e x p e n s e s an d th e c o s ts fo r th e

s p a re p a rts m u s t b e p a id by th e c u s to m e r.

5 .7 C o n s u ltin g

A s a lr e a d y s ta te d , L ig h t & M u s ic L td . c o n s u lt s a r c h it e c t s an d e n g in e e r s in

p la n n in g c o m m u n ic a t io n s y s te m s fo r c o m p le x b u ild in g p r o je c ts . P le a s e s h o w
h ow t h e s e c o n s u lt in g s e r v ic e s c a n b e in v o i c e d .

2 2 1
E x e r c is e s

2 2 2
N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 1

T o p ic : Q u e r ie s

O b je c t iv e : B y t h e e n d o f t h e s e e x e rc is e s y o u w ill b e a b le to:

C re a t e q u e rie s u s in g t h e Q u e ry W iz a rd , t h e Q u e ry G e n e ra t o r o r t h e

Q u e ry In te rfa rc e

Task : You n e e d a c u s t o m e r lis t w h o s e b a la n c e > 5 0 0 0 . You n e e d a v e n dor

lis t w h o s e b a la n c e > 1 0 0 0 0 .

1 -1 C re a te a q u e ry t h a t d is p la y s C u s t o m e r B a la n c e w h ose b a la n c e is g re a t e r t h a n

5 0 0 0 it in c lu d e s th e fo llo w in g code , n am e a n d b a la n c e . T h e re p o rt s h o u ld b e

s o rte d a c c o rd in g to th e c o d e . S ta rt th e re p o rt an d d is p la y th e b a la n c e . S a v e

th e re p o rt u n de r C u s to m e r L is t w h o s e b a la n c e > 5 0 0 0 in th e c a te g o ry

B u s in e s s P a rtn e r.

1 -2 C re a te a q u e ry th a t d is p la y s V e n dor B a la n c e w h ose b a la n c e is g re a te r th a n

1 0 0 0 0 it in c lu d e s t h e fo llo w in g c o d e , n a m e a n d b a la n c e . T h e re p o rt s h o u ld b e

s o rte d a c c o rd in g to th e c o d e . S ta rt th e re p o rt an d d is p la y th e b a la n c e . S a v e

th e re p o rt u n de r V e n d o r L is t w h o s e b a la n c e > 1 0 0 0 0 in th e c a te g o ry

B u s in e s s P a rtn e r.

1 -3 C re a te a re p o rt fo r a d ire c t s h ip m e n t a c t io n . Th e re p o rt s h o u ld c o n t a in th e

code s an d n am e s of a ll c u s to m e rs an d th e n am e s of t h e ir con ta ct p e rs o n s .

F u rt h e rm o re , in c lu d e t h e b ill- t o a d d re s s e s ( s t re e t , z ip - c o d e , a n d c it y ) . T h e lis t

s h o u ld be s o rte d a c c o rd in g to th e n am e s of th e c u s to m e rs . S a v e th e re p o rt

u n d e r D ire c t S h ip m e n t C u s t o m e r in th e M a rk e t in g c a te g o ry .

1 -4 C re a te a re p o rt of a ll th e ope n q u o t a t io n s . Th e re p o rt s h o u ld c o n t a in th e
fo llo w in g da ta : code an d n am e o f s a le s e m p lo y e e , c u s t o m e r c o d e an d n am e ,

it e m code an d d e s c rip t io n , a n d th e lin e t o t a l. T h e sy ste m s h o u ld s u m m a riz e

t h e re c o rd s a c c o rd in g t o s a le s e m p lo y e e , c u s t o m e r, a n d it e m . S a v e th e re p o rt

u n de r O p e n Q u o t a t io n s in th e c a te g o ry S a le s .

2 2 3
N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 2

T o p ic : U s e r - D e f in e d F ie ld s a n d T a b le s

O b je c t iv e : A t t h e c o n c lu s io n o f t h is e x e rc is e , y o u w ill b e a b le to:

D e fin e y o u r o w n fie ld s .

D e fin e a lis t a v a lid v a lu e s in a u s e r - d e fin e d t a b le .

Task : B y d e fin in g y o u r o w n fie ld s , y o u c a n s p e c ify t h e in fo rm a t io n y o u w o u ld

lik e t o d is p la y o n a p a rt ic u la r s c re e n .

1 -1 In t h e d e liv e ry n o t e h e a d e r, a d d a n e w fie ld t o b e u s e d t o in c lu d e t h e n am e of

th e d riv e r re s p o n s ib le fo r d e liv e rin g th e goods to th e c u s t o m e r. D e fin e a lis t

of fo u r d riv e rs in th e fie ld d e fin it io n . T h e fie ld s h o u ld be 1 5 c h a ra c te rs lo n g

a n d d is p la y e d o n ly in th e d e liv e ry n ote s.

1 -2 B e cau se y o u r s t a ff o f d riv e rs ch an ge s fre q u e n t ly , d e fin e a u s e r - d e fin e d t a b le

in w h ic h y ou s to re th e n am e s o f a ll y o u r d riv e rs . L in k t h is t o y o u r fie ld fro m

e x e rc is e 1 -1 .

1 -3 A n im p o rt a n t c u s t o m e r re q u e s t s t h a t a n e x p e c t e d d e liv e ry t im e be e n t e re d in

e v e ry lin e it e m of an o rd e r in a d d it io n to th e e x p e c t e d d e liv e ry d a t e . A d d t h is

fie ld a s a n o p t io n a l fie ld t o t h e o rd e r d o c u m e n ts .

1 -4 In t h e d e liv e ry n o t e h e a d e r, a d d a n e w fie ld t o b e u s e d t o in c lu d e t h e n am e of

th e A p p ro v e r re s p o n s ib le fo r d e liv e rin g th e goods to th e c u s t o m e r. D e fin e a

lis t o f fo u r A p p ro v e r in th e fie ld d e fin it io n . T h e fie ld s h o u ld be 1 5 c h a ra c te rs

lo n g a n d d is p la y e d o n ly in th e d e liv e ry n ote s.

1 -5 B e cau se y ou r s ta ff of a p p ro v e r ch an ge s fre q u e n t ly , d e fin e a u s e r - d e fin e d

t a b le in w h ic h y ou s to re th e n am e s o f a ll y o u r d riv e rs . L in k t h is t o y o u r fie ld

fro m e x e rc is e 1 -4 .

1 -6 A n im p o rt a n t c u s to m e r re q u e s ts th a t an e x pe cte d Q C by be e n t e re d in e v e ry

lin e it e m of an o rd e r in a d d it io n to th e e x pe cte d d e liv e ry d a t e . A d d t h is fie ld

as an o p t io n a l fie ld t o t h e o rd e r d o c u m e n ts .

2 2 4
N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 3

T o p ic : F o rm a tte d S e a rc h

O b je c t iv e : B y t h e e n d o f t h e s e e x e rc is e s y o u w ill b e a b le to:

D e fin e a lis t o f fix e d d e fa u lt v a lu e s a s t h e s e a rc h h e lp fo r a fie ld

D e fin e a q u e ry w it h v a ria b le e n try a s th e s e a rc h h e lp fo r a fie ld

D e fin e a s e a rc h h e lp fo r a fie ld th a t p ro p o s e s v a lu e s d e p e n d in g on

s c re e n e n t rie s p re v io u s ly m ade

M ak e th e sy ste m fill fie ld s a u t o m a t ic a lly

Task : Th e n a m e o f o n e - t im e c u s t o m e rs s h o u ld b e c o p ie d a u t o m a t ic a lly fro m

th e N a m e fie ld in t h e in v o ic e t o t h e D e t a ils fie ld o f t h e jo u rn a l e n t ry .

1 -1 You w a n t to u se th e R e m a rk s fie ld in s a le s o rd e rs t o d o c u m e n t h o w th e s a le s

o rd e r w as re c e iv e d . C h an ge th e fie ld n am e a c c o rd in g ly an d d e fin e th re e

p o s s ib le c o m m u n ic a t io n c h a n n e ls : le t t e r, fa x , a n d e -m a il.

1 -2 F or o n e - t im e c u s to m e rs , y ou u se th e A /R In v o ic e + Pay m e n t t ra n s a c t io n .

W h e n y ou u se t h is t ra n s a c t io n , t h e sy ste m a u t o m a t ic a lly c o p ie s t h e con te n t

fro m th e Jo u rn a l R e m a rk fie ld of th e A /R in v o ic e in t o th e D e t a ils fie ld o f t h e

jo u rn a l e n t ry . U s u a lly , t h e Jo u rn a l R e m a rk fie ld o n ly c o n t a in s a re fe re n c e to

th e o n e - t im e a ccou n t, bu t n ot th e n am e of th e c u s to m e r. Y o u w an t to e n te r

t h e n a m e o f t h e c u s t o m e r m a n u a lly in t o t h e N am e fie ld a n d m a k e th e sy ste m

copy it a u t o m a t ic a lly in t o th e Jo u rn a l R e m a rk s fie ld . T h is w o u ld b rin g th e

n am e a ls o in t o t h e D e t a ils fie ld o f t h e jo u rn a l e n t ry . U s e th e fo rm a tte d s e a rc h

an d sav e th e re q u ire d q u e ry in th e c a te g o ry F o rm a tte d S e a rc h .

1 -3 W h e n a p u rc h a s e docu m e n t (p u rc h a s e o rd e r o r A /P in v o ic e ) fo r a p u rc h a s e d
s e rv ic e is c re a te d , th e e m p lo y e e m u st e n te r th e G /L accou n t m a n u a lly

( d e p e n d in g on th e ty pe of s e rv ic e ) . To e n s u re th a t h e p ic k e d th e c o rre c t

a ccou n t th e a c c o u n t d e s c rip t io n m u st be d is p la y e d a s w e ll.

1 -4 Th e d e liv e ry da te in th e s a le s o rd e r fo rm is u s u a lly n ot d e fa u lt e d be cau se it

m ay v a ry fro m o rd e r to o rd e r. Th e com pan y d e liv e rs a ll it s p ro d u c ts w it h in

on e w e e k t o it s c u s t o m e rs . C re a t e a fo rm a t t e d s e a rc h t h a t a u t o m a t ic a lly adds

se v e n day s to th e p o s t in g da te an d e n te rs th e re s u lt in t o th e D e liv e ry D a te

fie ld .

2 2 5
N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 4

T o p ic : A le r t s M a n a g e m e n t

O b je c t iv e : A t t h e c o n c lu s io n o f t h is e x e rc is e , y o u w ill b e a b le to:

U se p re d e fin e d a le rt s

D e fin e y o u r o w n a le rt s

Task : A s a le s m a n a g e r w a n t s t o b e in fo rm e d a u t o m a t ic a lly w h e n a n

e m p lo y e e c re a t e s a q u o t a t io n w it h a d o c u m e n t t o t a l a b o v e 5 0 0 0 .

1 -1 Th e sy ste m s h o u ld s e n d a n a le rt t o t h e s a le s m a n a g e r w h e n e v e r a n e m p lo y e e

g e n e ra t e s a q u o t a t io n w it h a docu m e n t tota l a bov e 5 0 0 0 .

1 -1 -1 C re a te a q u e ry th a t c o n t a in s th e q u o t a t io n n u m b e r, th e n am e of th e

c u s to m e r, th e tota l a m ou n t, an d th e n am e of th e s a le s e m p lo y e e .

S av e t h is q u e ry in an A le rt s c a te g o ry u n de r th e n am e Q u o t a t io n s >

5 0 0 0 .

1 -1 -2 D e fin e a n a le rt w it h t h e d e fin e d q u e ry th a t c h e c k s e v e ry th re e m in u t e s

w h e th e r a q u o t a t io n g re a te r th a n 5 0 0 0 h as be e n c re a te d . Th e a le rt

s h o u ld in fo rm th e u se r m an age r in t e rn a lly (th a t is , th ro u g h S A P

B u s in e s s O n e ) .

1 -1-3 Log on w it h a u se r oth e r th a n m an age r an d c re a te a q u o t a t io n fo r a

docu m e n t tota l abov e 5 0 0 0 . R e tu rn to th e u se r m a n a g e r. H as th e

m a n a g e r re c e iv e d a n o t ific a t io n ?

2 2 6
N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 5

T o p ic : A le r t s P ro c e d u re s

O b je c t iv e : A t t h e c o n c lu s io n o f t h is e x e rc is e , y o u w ill b e a b le to:

S e t u p a n a p p ro v a l p ro c e d u re

Task : You w a n t t o u s e a p p r o v a l p r o c e d u r e s t o e n s u r e t h a t y o u d o n t l o o s e

m on e y by o ffe rin g t o o m u c h o f a d is c o u n t o r b y a c c e p t in g s a le s o rd e rs

fro m c u s to m e rs w h o a re re lu c t a n t t o p a y .

2 -1 You w an t to im p le m e n t an a p p ro v a l p ro c e d u re fo r s a le s o rd e rs th a t is

a p p lie d w h e n a s a le s e m p lo y e e a t t e m p t s t o g ra n t a d is c o u n t o f m o re th a n

1 5 % w h e n h e e n t e rs a s a le s o rd e r.

2 -1 -1 C re a te a n e w a p p ro v a l sta ge c a lle d S a le s M a n a g e r. A s s ig n

m a n a g e r a s th e a u t h o riz in g p e rs o n ( u s e r). S a v e y o u r e n t rie s .

2 -1 -2 N ow c re a te th e c o rre s p o n d in g a p p ro v a l t e m p la t e w it h th e n am e

M a x . D is c o u n t . Th e a p p ro v a l p ro c e d u re is o n ly to a p p ly to s a le s

o rd e rs th a t a re e n te re d by S o p h ie S m it h . S in c e th e se o rd e rs a re

th e n to be ch e ck e d by a m a n a g e r, a s s ig n th e sta ge y ou c re a te d

abov e . F in a lly , y ou h av e to s p e c ify th e te rm s th a t a re to be

ch e ck e d by th e a p p ro v a l p ro c e d u re : C h oose th e p re d e fin e d te rm

D is c o u n t % , a n d e n te r G re a t e r t h a n 1 5 % . S av e y o u r e n t rie s .

2 -1 -3 Log on to th e sy ste m as u se r S o p h ie w it h th e p a s s w o rd s o p h ie .

C re a te a s a le s o rd e r fo r cu stom e r C 1 0 0 2 c o n t a in in g an y it e m .

E n t e r a d is c o u n t o f 2 0 % on th e tota l a m ou n t. S a v e th e o rd e r. T h e

sy ste m th e n in fo rm s y ou th a t th e docu m e n t n e e ds a u t h o riz a t io n

fro m a n o t h e r u s e r. C o n firm t h is m e s s a g e .

2 -1 -4 Log on to th e sy ste m as m a n a g e r. Th e sy ste m in fo rm s y ou of th e

re q u e s t fo r a p p ro v a l. C a ll u p t h e s a le s o rd e r d ra ft a n d a p p ro v e it .

2 -1 -5 Th e n e x t t im e y ou lo g on as S o p h ie , th e sy ste m in fo rm s y o u th a t

th e o rd e r h as be e n a p p ro v e d . C a ll u p th e s a le s o rd e r d ra ft an d

sav e it .

2 -2 You w a n t t o im p le m e n t a n a p p ro v a l p ro c e d u re t h a t is a p p lie d w h e n a s a le s

e m p lo y e e e n te rs a s a le s o rd e r fo r a c u s t o m e r w h o is o n a d u n n in g le v e l

of m o re th a n 1 . Te st y ou r a p p ro v a l p ro c e d u re w it h S o p h ie as th e

o rig in a t o r a n d t h e u se r m a n a g e r a s th e a p p ro v e r.

2 2 7
N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 6

T o p ic : D e s ig n in g th e P r in t L a y o u t

O b je c t iv e : B y t h e e n d o f t h e s e e x e rc is e s , y o u w ill b e a b le to:

E d it t h e p rin t la y o u t o f d o c u m e n t s in S A P B u s in e s s O n e

Task : In t h e fu t u re , q u o t a t io n s a re to be p ro c e s s e d u s in g S A P B u s in e s s O n e .

You h a v e re c e iv e d a t e m p la t e fro m s a le s . A ft e r t h e a p p ro p ria t e ch e ck ,

th e com pa n y s p e c ific a t io n s a re a d d e d t o t h e e x is t in g q u o t a t io n le t t e r in

S A P B u s in e s s O n e .

1 -1 E d it t h e S a le s Q u o t a t io n p rin t la y o u t in t h e S a le s A / R a re a :

1 -1 -1 In s e rt t h e e - m a il a d d re s s fro m th e com pa n y d e t a ils in t h e h e a d e r

of th e docu m e n t.

1 -1-2 Th e sy ste m s h o u ld p rin t t h e t o t a ls o f a ll q u a n t it ie s in t h e q u o t a t io n

lin e it e m s a t t h e e n d o f t h e d o c u m e n t . A d d a c o rre s p o n d in g fie ld .

1 -1-3 D e fin e t h e n a m e o f t h e s a le s e m p lo y e e a n d t h e fie ld la b e l in t h e

d o c u m e n t in g ra y .

1 -1-4 You w a n t t o h id e t h e t e x t fie ld C u s t . T a x ID if t h e fie ld T a x ID i s n t

fille d .

2 2 8
N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 7

T o p ic : R e p o rt C o m p o s e r

O b je c t iv e : A t t h e c o n c lu s io n o f t h is e x e rc is e , y o u w ill b e a b le to:

C re a t e re p o rt c o m p o s e r q u e rie s

S av e re p o rt c o m p o s e r q u e rie s

O pe n a n d re fre s h s t o re d re p o rt c o m p o s e r q u e rie s

P e rfo rm d rill d o w n in R e p o rt C o m p o s e r

P rin t re p o rt q u e rie s in R e p o rt C o m p o s e r

C o n v e rt R e p o rt C o m p o s e r re p o rt q u e rie s t o re p o rt d e fin it io n s

Task : Th e s a le s m a n a g e r n e e d s a s a le s re p o rt t h a t s h o w s a ll t h e s a le s

d o c u m e n ts th a t a re s u b m it t e d t o a ll B u s in e s s P a rt n e rs d u rin g t h e firs t

s ix m o n t h s o f t h e y e a r.

1 -1 C re a t e a s a le s re p o rt q u e ry in R e p o rt C o m p o s e r .

2 2 9
 1 -1 -1 In c lu d e t h e B u s in e s s P a rt n e r d im e n s io n a n d d is p la y t h e n a m e a n d th e

g ro u p n a m e

1 -1 -2 In c lu d e t h e s a le s d o c u m e n t t y p e d im e n s io n w it h t h e m e a s u re R o w

T o t a l a n d t h e lig h t d im e n s io n d o c u m e n t d a t e .

1 -1 -3 You re a liz e t h a t y o u n e e d t h e B u s in e s s P a rt n e r g ro u p n a m e b e fo re th e

b u s in e s s p a rt n e r n a m e .

1 -1 -4 E x p a n d t h e s a le s d o c u m e n t t y p e a s c o lu m n .

1 -1 -5 G ro u p th e re p o rt b y b u s in e s s p a rt n e r g ro u p n am e an d by b u s in e s s

p a rtn e r n a m e .

1 -1 -6 A dd th e su m t o t a ls t o t h e re p o rt .

1 -1 -7 C h o o s e t h e firs t s ix p e rio d s o f t h e y e a r.

1 -2 S av e y o u r re p o rt q u e ry t o d is k fo r u s e in R e p o rt C o m p o s e r

1 -3 O pe n a n d re fre s h s t o re d re p o rt q u e rie s in R e p o rt C o m p o s e r

1 -4 D rill d o w n in R e p o rt C o m p o s e r

1 -5 P rin t re p o rt q u e rie s in R e p o rt C o m p o s e r

1 -6 C o n v e rt R e p o rt C o m p o s e r re p o rt q u e rie s t o re p o rt d e fin it io n s

2 3 0
N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 8

T o p ic : R e p o r t D e s ig n e r ( G e n e r a l E x p e n s e R e p o r t )

O b je c t iv e : A t t h e c o n c lu s io n o f t h is e x e rc is e , y o u w ill b e a b le to:

C re a t e re p o rt d e fin it io n s in t h e R e p o rt O rg a n iz e r

C re a t e a n d e d it d a t a s e le c t io n s - ro w s , c o lu m n s , c e lls , & w o rk s h e e ts

S p e c ify w h a t d a t a t o d is p la y in re p o rt s fo r s e le c t io n s m a d e , s u c h a s :

a t t rib u t e s , m e a s u re s , o r t o t a ls

R u n re p o rt d e fin it io n s

S av e re p o rt d e fin it io n s

E x p o rt

Task : Th e a c c o u n t in g c le rk is t ry in g t o re c o n c ile t h e g e n e ra l e x p e n s e

a c c o u n t s , a n d a re p o rt t h a t lis t s a ll t h e g e n e ra l e x p e n s e s p e r a c c o u n t

w o u ld lig h t e n t h e w o rk c o n s id e ra b ly . Y o u h a v e d e c id e d t o m a k e th e

re p o rt t o h e lp t h e a c c o u n t in g c le rk .

2 -1 C re a t e a fin a n c ia l re p o rt d e fin it io n fo r g e n e ra l e x p e n s e s in R e p o rt D e s ig n e r.

D o n o t a s s ig n a t e m p la t e

2 -1 -1 C h oose to e x pa n d R o w 8 (s o y o u h a v e ro o m fo r a c o m p a n y lo g o

b e fo re it ) .

2 -1 -2 D is p la y t h e c h a rt o f a c c o u n t s t o b e a b le t o s e le c t t h e o p e ra t in g c o s t s .

2 -1 -3 D is p la y t h e a c c o u n t n u m b e r in A 8 a n d t y p e in t h e a c c o u n t n a m e B 8

n e x t to th e a ccou n t code w it h in t h e s a m e c e ll.

2 3 1
2 -1 -4 C h o o s e t o d is p la y th e A m o u n t.

2 -1 -5 A dd a c o lu m n t o t a l u n d e r t h e ro w a m ou n t.

2 -1 -6 N am e t h e a c c o u n t e x p a n s io n .

2 -1 -7 M ak e a C o lu m n S u m m a r y in C o lu m n C . M a k e a p e rio d s e le c t io n a n d

c h o o s e t h e firs t 6 m o n th s o f th e y e a r.

2 -1 -8 C h o o s e c e ll A 7 a n d e n t e r t h e t e x t a c c o u n t c o d e , in c e ll B 7 e n te r th e

te x t a ccou n t n a m e .

2 -1 -9 S av e

2 -1 -1 0 G e n e ra te R e p o rt

2 - 1 - 1 1 S a v e in E x p lo re r

2 -1 -1 2 Look a t t h e re p o rt , c lo s e t h e w in d o w by c lic k in g o n t h e X in t h e u p p e r

rig h t c o rn e r.

2 -1 -1 3 C lo s e t h e re p o rt d e fin it io n .

2 - 1 - 1 4 E x p o rt t h e re p o rt d e fin it io n t o a n E x p lo re r fo ld e r.

2 3 2
N am e: ___________________________ S co re: _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 9

T o p ic : R e p o r t D e s ig n e r ( P r o f it & L o s s R e p o rt)

O b je c t iv e : A t t h e c o n c lu s io n o f t h is e x e rc is e , y o u w ill b e a b le to:

C re a t e re p o rt d e fin it io n s in t h e R e p o rt O rg a n iz e r

C re a t e a n d e d it d a t a s e le c t io n s ( ro w s , c o lu m n s , c e lls , &

w o rk s h e e ts )

S p e c ify w h a t d a t a t o d is p la y in re p o rt s fo r s e le c t io n s m a d e

( a t t rib u t e s , m e a s u re s , t o t a ls , e t c .)

C re a t e a n d a p p ly p a ra m e te rs

R u n re p o rt d e fin it io n s t o g e n e ra t e re p o rts

S av e re p o rt d e fin it io n s a n d fin is h e d re p o rt s

Task : You g o t a re q u e s t fro m m a n a ge m e n t to m a k e a P ro fit & Loss

s ta te m e n t re p o rt. T h e y w a n t to c o m p a re A ctu a l a n d Ye a r To D a t e w it h

t h e b u d g e t . In a d d it io n , m a n a g e m e n t w a n t s t o d is t rib u t e p rin t o u t s

d u rin g t h e n e x t b o a rd m e e t in g .

3 -1 C re a te re p o rt q u e rie s in R e p o rt D e s ig n e r

3 -1 -1 C re a te a n e w re p o rt d e fin it io n

3 -1 -2 E x pan d R o w 8 ( y o u m ig h t n e e d s o m e space o n t h e t o p o f t h e re p o rt if

y o u lik e t o e n t e r a c o m p a n y lo g o )

3 -1 -3 S e le c t a ll t h e r e v e n u e a c c o u n ts

2 3 3
3 -1 -4 C h o o s e t o d is p la y A c c o u n t C o d e in c e ll A 8 an d A c c o u n t N a m e in c e ll

B 8

3 -1 -5 C h o o s e a m o u n t in C e ll C 8 a n d B u d g e t a m o u n t in c e ll D 8

3 -1 -6 Ty pe in : T o t a l S a le s in c e ll B 9

3 -1 -7 M ak e a t o t a l o f a ll t h e re v e n u e s in c e ll C 9 a n d D 9

3 -1 -8 E x p a n d th e C o s t o f s a le s a c c o u n t s in r o w 1 0

3 -1 -9 C h o o s e t o d is p la y accou n t code in c e ll A 1 0 an d accou n t n am e in c e ll

B 1 0

3 - 1 - 1 0 C h o o s e A m o u n t in C e ll C 1 0 a n d B u d g e t A m o u n t in c e ll D 1 0

3 -1 -1 1 M ak e a t o t a l o f a ll t h e c o s t o f s a le s in c e ll C 1 1 an d D 1 1

3 - 1 - 1 2 S e le c t B 1 2 a n d t y p e in : N e t I n c o m e

3 - 1 - 1 3 C h o o s e c e ll C 1 2 a n d e n t e r fo rm u la = C 9 - C 1 1 a n d ch oose e n te r

3 - 1 - 1 4 C h o o s e c e ll D 1 2 a n d e n t e r fo rm u la = D 9 - D 1 1 a n d c h o o s e e n t e r

3 -1 -1 5 M ak e o n e p e rio d p a r a m e t e r ( d im e n s io n ) a n d o n e b u d g e t p a ra m e t e r

( d im e n s io n )

3 -1 -1 6 M ak e a c o lu m n s u m m a ry in c o lu m n C a n d c h o o s e t o e n t e r t h e p e rio d

p a ra m e te r

3 -1 -1 7 M ak e th e sa m e ty pe o f s e le c t io n in c o lu m n D a s w e ll b u t in a d d it io n t o

t h e p e rio d p a ra m e t e r s e le c t t h e b u d g e t p a ra m e t e r.

3 - 1 - 1 8 C h o o s e t o d is p la y fin a n c ia l p e rio d c o d e in c e ll C 7 a n d D 7

3 -1 -1 9 C h ose to m a k e a v a ria n c e c o lu m n ; C h o o s e c e ll E 8 a n d e n te r = C 8 -

D 8 a n d c h o o s e E n t e r, c h o o s e c e ll E 9 a n d e n te r = C 9 -D 9 a n d ch oose

E n t e r, c h o o s e c e ll E 1 0 a n d e n te r = C 1 0 -D 1 0 a n d c h o o s e E n te r,
C h o o s e c e ll E 1 1 a n d e n t e r = C 1 1 - D 1 1 a n d c h o o s e E n t e r, c h o o s e c e ll

E 1 2 a n d e n te r = C 1 2 -D 1 2 a n d ch oose E n te r

3 -1 -2 0 M ak e s o m e h e a d in g s A 7 A c c o u n t , B 7 D e s c rip t io n , C 6 A c tu a l,

D 6 B u d g e t , E 7 V a ria n c e

3 -1 -2 1 M ak e th e h e a d e rs R o w 7 , R o w 9 an d R o w 1 1 B o ld l.

3 - 1 - 2 2 E n t e r P e rio d in c e ll C 6 an d bu dge t in p e rio d D 6

3 -1 -2 3 S a v e a n d G e n e ra te R e p o rt

3 - 1 - 2 4 S p e c ify t h e p e rio d v a lu e in t h e p a ra m e t e r a n d s e le c t a b u d g e t

3 - 1 - 2 5 C lo s e t h e re p o rt ( b a c k t o t h e d e fin it io n )

2 3 4
3 - 1 - 2 6 S e le c t t o m a rk C 6 to E 1 2 C opy .

3 - 1 - 2 7 P a s t e in G 6

3 - 1 - 2 8 R e p la c e h e a d in g in G 7 w it h A c c u m . ,

3 - 1 - 2 9 R e p la c e h e a d in g in H 7 w it h A c c u m . B u d g e t

3 -1 -3 0 M ak e t h e w id t h o f c o lu m n F s m a lle r

3 -1 -3 1 M ak e a c o lu m n s u m m a r y in c o lu m n G , s e le c t t h e p e rio d p a ra m e t e r

b u t in t h e

S e le c t io n s s c re e n a re a c h o o s e V a lu e C h o o s e fro m t h e lis t Y e a r t o

D a te

3 -1 -3 2 M ak e t h e s a m e s e le c t io n in c o lu m n H , b u t in a d d it io n t o p e rio d

p a ra m e t e r in c lu d e b u d g e t p a ra m e t e r

3 - 1 - 3 3 F o rm a t t h e n u m b e rs - c h o o s e 2 d e c im a l p la c e s a n d 1 0 0 0 s e p a ra t o r

3 -1 -3 4 S a v e a n d G e n e r a t e , E n t e r p a ra m e t e r v a lu e , c lo s e t h e re p o rt a n d t h e

re p o rt d e fin it io n .

2 3 5
N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 1 0
T o p ic : R e p o r t D e s ig n e r ( C u s t o m e r R e p o r t b y I t e m s )

O b je c t iv e : A t t h e c o n c lu s io n o f t h is e x e rc is e , y o u w ill b e a b le to:

C re a t e re p o rt d e fin it io n s in t h e R e p o rt O rg a n iz e r

C re a t e a n d e d it d a t a s e le c t io n s ( ro w s , c o lu m n s , c e lls , &

w o rk s h e e ts )

S p e c ify w h a t d a t a t o d is p la y in re p o rt s fo r s e le c t io n s m a d e

( a t t rib u t e s , m e a s u re s , t o t a ls , e t c .)

C o n c a t e n a t e 2 fie ld s t o o n e c e ll

R u n re p o rt d e fin it io n s t o g e n e ra t e re p o rts

S av e re p o rt d e fin it io n s

Task : Th e in v o ic in g c le rk n e e d s a re p o rt t h a t d is p la y s a ll t h e it e m s p e r

c u s t o m e r. S h e lik e s t o u s e t h e re p o rt re la t in g t o re c o n c ilia t io n . Y o u a re

th e X L R e p o rte r e x p e rt a n d a re a s k e d to m a k e s u c h a re p o rt.

4 -1 O pe n a n e w re p o rt d e fin it io n

4 -1 -1 S e le c t R o w 8 (to be a b le t o p la c e a c o m p a n y lo g o o n t h e t o p )

4 -1 -2 C h oose to e x p a n d a ll t h e I t e m s , d is p la y I t e m N o . a n d D e s c rip t io n

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4 -1 -3 A dd th e L in e T o t a l fro m t h e S a le s m o d u le . M a k e a t o t a l o f a ll it e m s ,

an d m ak e s u re y o u e n t e r T o t a l It e m s n e x t t o t h e t o t a l ( t o t h e le ft )

4 -1 -4 C re a t e p a ra m e t e rs fo r t h e C u s t o m e r ( d im e n s io n t y p e ) , D o c u m e n t

T y p e ( e x p re s s io n t y p e ) , F r o m D a te ( lit e ra l t y p e ) a n d t h e T o D a te

( lit e ra l t y p e )

4 -1 -5 Pu t th e C u s to m e r a n d th e D o c u m e n t T y p e p a ra m e t e rs a t t h e d e fa u lt

le v e l o f t h e re p o rt

4 -1 -6 E n t e r t h e t w o d a t e p a ra m e t e rs in t o t h e s a m e s e le c t io n o n t h e d e fa u lt

le v e l o f t h e re p o rt - in t o T r a n s a c t io n R o w fie ld in t h e d e fa u lt le v e l.

4 -1 -7 M ak e a s e c t io n o n t h e t o p o f t h e re p o rt , w h e re y o u d is p la y w h a t

p a ra m e t e r v a lu e s t h e re p o rt is b a s e d o n .

4 -1 -8 S e le c t C e ll A 3 a n d t y p e in D o c u m e n t T y p e , in B 3 y o u s e le c t t h e

docu m e n t Ty pe p a ra m e te r

4 -1 -9 C h o o s e c e ll A 4 a n d e n t e r C u s t o m e r , in B 4 y ou s e le c t t h e B P n a m e

4 - 1 - 1 0 C h o o s e c e ll A 5 a n d e n te r F ro m D a t e , in B 5 y o u s e le c t t h e p a ra m e t e r

4 - 1 - 1 1 C h o o s e c e ll A 6 a n d e n t e r T o D a t e , in B 6 y ou s e le c t t h e p a ra m e t e r

4 -1 -1 2 S a v e th e re p o rt

4 -1 -1 3 G e n e ra te th e re p o rt

4 - 1 - 1 4 E n t e r p a ra m e t e r v a lu e s

4 -1 -1 5 S a v e in a fo ld e r in y o u r E x p lo re r

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N am e: ___________________________ S co re : _ _ _ _ _ _ _ _ _ _ _

S e c t io n : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te : _ _ _ _ _ _ _ _ _ _ _ _ In s tr u cto r : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

E x e r c is e 1 1

T o p ic : R e p o r t D e s ig n e r ( S a le s p e r C u s t o m e r )

O b je c t iv e : A t t h e c o n c lu s io n o f t h is e x e rc is e , y o u w ill b e a b le to:

C re a t e re p o rt d e fin it io n s fro m s c ra t c h in R e p o rt O rg a n iz e r

C re a t e a n d e d it d a t a s e le c t io n s ( ro w s , c o lu m n s , c e lls , &

w o rk s h e e ts )

S p e c ify w h a t d a t a t o d is p la y in re p o rt s fo r s e le c t io n s m a d e

( a t t rib u t e s , m e a s u re s , t o t a ls , e t c .)

C re a t e a n d a p p ly p a ra m e te rs

R u n re p o rt d e fin it io n s t o g e n e ra t e re p o rts

S av e re p o rt d e fin it io n s a n d fin is h e d re p o rt s

Task : R e c e n t ly , s a le s h a v e b e e n lik e a ro lle r c o a s t e r, a n d t h e s a le s m a n a g e r

n e e ds an o v e rv ie w t h a t d is p la y s t h e s a le s p e r c u s t o m e r fo r e a c h s a le s

e m p lo y e e . Y o u a re a s k e d to m a k e a re p o rt t h a t d is p la y s t h is k in d o f

in fo rm a t io n .

5 -1 C re a te re p o rt d e fin it io n in R e p o rt D e s ig n e r

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5 -1 -1 O pe n a n e w re p o rt d e fin it io n w it h o u t a s s ig n in g a t e m p la t e .

5 -1 -2 M ak e a ro w e x p a n s io n o n R o w 8

5 -1 -3 C h o o s e t o s e le c t a ll b u s in e s s p a r t n e r s , c h o o s e t o d is p la y B P c o d e

a n d n a m e in t w o s e p a ra t e c e lls

5 -1 -4 E n te r tota l to m a k e a t o t a l o f a ll t h e b u s in e s s p a rt n e rs

5 -1 -5 M ak e a h e a d in g S a le s p e r c u s t o m e r b y s a le s e m p lo y e e (A 2 ) , u s e fo n t

1 6

5 -1 -6 M ak e a c o lu m n t o t a l C 9

5 -1 -7 C h o o s e t o e n t e r a T o t a l A 9

5 -1 -8 M ak e fiv e d iffe re n t p a ra m e t e rs :

5 -1 -9 D o c u m e n t t y p e ( d im e n s io n ) , p e r io d ( e x p re s s io n ) , c u s t o m e r

( e x p re s s io n ) , s a le s e m p lo y e e ( e x p re s s io n ) a n d d o c u m e n t s ta tu s

( e x p re s s io n )

5 - 1 - 1 0 S e le c t t h e s a le s d o c u m e n t t y p e , p e r io d , d o c u m e n t s t a t u s

p a ra m e te rs o n t h e d e fa u lt le v e l o f t h e re p o rt

5 - 1 - 1 1 R e p la c e t h e a ll c u s t o m e r s e le c t io n in ro w 8 w it h t h e p a ra m e t e r

c u s to m e r p a ra m e te r

5 -1 -1 2 M ak e a c o lu m n e x p a n s io n in c o lu m n C t o e x p a n d a ll t h e s a le s

e m p lo y e e s b y u s e o f th e p a ra m e te r to be a b le t o c h o o s e d iffe re n t

s a le s e m p lo y e e s

5 - 1 - 1 3 D is p la y t h e s a le s e m p lo y e e by n am e in c e ll C 8 , m a k e th e n a m e s B o ld

5 -1 -1 4 You h a v e t o d is p la y t h e re s t o f t h e p a ra m e t e rs w it c h t h e re p o rt is

base d on :

5 - 1 - 1 5 C h o o s e c e ll E 3 a n d e n t e r D o c u m e n t T y p e , d is p la y th e n a m e

5 - 1 - 1 6 C h o o s e c e ll E 4 a n d e n t e r D o c S t a t u s , d is p la y th e p a ra m e te r

5 - 1 - 1 7 C h o o s e c e ll E 5 a n d e n t e r P e r io d s , d is p la y t h e p a ra m e t e r

5 -1 -1 8 S a v e t h e d e fin it io n

5 -1 -1 9 G e n e ra te re p o rt

5 - 1 - 2 0 E n t e r p a ra m e t e rs v a lu e s .

5 - 1 - 2 1 S a v e t h e re p o rt in a fo ld e r in y o u r E x p lo re r

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