BASIC BUSINESS PROCESS

using SAP Business One

 COURSE OUTLINE:
• PART 1: INTRODUCTION
• WHAT IS SAP
• THE ERP
• FASTTRACK IT ACADEMY
• PART 2: GETTING STARTED
• CREATING/CHOOSING A COMPANY
• MENU AND TOOL BARS
• PERSONALIZE WINDOWS AND SETTINGS
• CUSTOMIZE MAIN MENU
• PART 3: MASTER DATA CONCEPTS
• TYPES OF BUSINESS PARTNER MASTER RECORDS
• STRUCTURES OF BUSINESS PARTNER MASTER RECORDS
• STRUCTURES OF ITEM MASTER RECORDS
What is SAP?
 ERP?

• Enterprise Resource Planning

• Integration of different system used by a company
into one single system
 Benefits of ERP

• Higher productivity
• Streamline and automate your core business processes to
help everyone in your organisation do more with fewer
resources.
• Better insights
• Eliminate information silos, gain a single source of truth, and
get fast answers to mission-critical business questions.
• Accelerated reporting
• Fast-track business and financial reporting and easily share
results. Act on insights and improve performance in real time.
 Benefits of ERP

• Lower risk
• Maximise business visibility and control, ensure compliance
with regulatory requirements – and predict and prevent risk.
• Simpler IT
• By using integrated ERP applications that share a database,
you can simplify IT and give everyone an easier way to work.
• Improved agility
• With efficient operations and ready access to real-time data,
you can quickly identify and react to new opportunities.
 SAP Offers Solutions for Companies of
All Sizes
Large Midsize Companies / Small Companies /
Enterprises Subsidiaries Subsidiaries

mySAP All-in-One
Consists of the mySAP
mySAP Business Suite Business Suite tailored to the SAP Business One
needs of midsize companies;
Complete set of business Can be implemented in a
the software is easy to install,
functionality for all matter of days and provides
implement,and maintain, and
requirements all the functions you need
provides a full range
of business functions
 Brief History of SAP Business One

• SAP was founded in June 1972 as System Analyse

und Programmentwicklung ("System Analysis and
Program Development") by five former IBM
engineers in Mannheim, Baden-Württemberg:
• Dietmar Hopp
• Klaus Tschira
• Hans-Werner Hector
• Hasso Plattner, and
• Claus Wellenreuther
 Brief History of SAP Business One

• As part of the Xerox exit strategy from the

computer industry, Xerox retained IBM to migrate
their business systems to IBM technology. As part
of IBM's compensation for the migration, IBM
acquired the SDS/SAPE software, reportedly for a
contract credit of $80,000.
 Brief History of SAP Business One

• The SAPE software was given by IBM to the

founding ex-IBM employees in exchange for
founding stock provided to IBM, reportedly 8%.
Imperial Chemical Industries (ICI) was SAP's first
ever customer in 1972.
• The acronym was later changed to stand for
Systeme, Anwendungen und Produkte in der
Datenverarbeitung ("Systems, Applications and
Products in Data Processing").
SAP Users in the Philippines
SAP Users in the Philippines
FASTTRACK IT ACADEMY

40+ years | 200,000+ customers in 130+ countries |

Trusted by 8 of the top 10 Corporations |
25+ industries and SAP BEST PRACTICES
 FASTTRACK IT ACADEMY

• FASTTRACK is a consulting company more than

just an SAP reseller, offering World Class yet
affordable solutions to SME’s based on the proven
technology of SAP and yet still tailored to the
specific needs of the client. The consulting mantra
of FASTTRACK emphasizes business process over
business system; business scoping versus
technology hype; business experience and know
how versus purely technical knowledge.
FIT
 The Story of FIT Academy

2006:
2007:
SAP Education Arm
SAP Program expansion
(SAP Business One
Universities and Colleges
Certification Courses)

2010:
2011: SAP Philippines Accredited (The
only IT academy providing SAP
The birth of All-In-One Education in the
Fasttrack (IT) Academy country)
University Alliances
 LOG IN
1. Double click on the SAP
Business One logo in your
desktop
2. In the Login Window choose
‘Change Company’.
3. The Choose Company window
will pop up.
4. Enter the following information:
A. User ID manager
B. Password 1234
C. Company Name OEC Computers
UK
D. Database Name SBODemoGB
5. Click ‘OK’.
 Main Menu
Company OEC Computers
Sales manager
Modules Drag & Relate My Menu
Administration
User
Financials
Sales Opportunities
Sales – A/R
Purchasing – A/P
Administration → Choose Company Business Partners
Banking
Inventory
Production
MRP
Server
Service
Human Resources
Reports

Company Databases
MODULES
MODULES
MODULES
 MENU AND TOOL BARS

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

For navigating
General
between data records
Print Preview Export to MS-EXCEL Find
Print Export to MS-WORD Add
Send E-mail Export to PDF First Data Record
Send SMS Launch Application Previous Record
Send Fax Lock Screen Next Record
Last Data Record
 PERSONALIZE SHORTCUT

• The system allows the user to create shortcut keys

to access frequently used window or document.
Use the Customize window to define your own
shortcut keys.
• You can assign the function keys F2 through F12 to
your most used transactions. You can then start
these transactions simply by hitting the respective
function key. The function key F1 is reserved for
accessing online help.
1. Go to the Menu Bar and click on Tools > My
Shortcuts > Customize
2. Let us assign F2 as your shortcut to Purchase
Order.
3. Choose the following from the Allocation tab.
Then click Allocate.
Shortcut Key : F2
Module : Purchasing A/P
Window : Purchase Order
4. Click Allocate
• Check you shortcut list by clicking on the List tab.
Click OK to exit the window.
 ACTIVITY NO. 1

Assign the following keys:

Shortcut Key Module Window

F3 Purchasing A/P A/P Invoice
F4 Sales A/R Sales Order
F5 Sales A/R A/R Invoice
 CUSTOMIZATION - DISPLAY
PARAMETERS
• The General Settings in the Administration module
enables the user to define variables or set fonts
and place images as background in the Main SAP
Business One window.
 LANGUAGE, TIME AND DATE

1. Go to Administration > System Initialization >

General Setting
2. Click on the Display tab and check the following
settings:
Language : English (United States)
Time Format : 24H
Date Format :MM/DD/YY

3. Click UPDATE to save the settings. Click OK to

exit the window.
 FONT, COMPANY LOGO AND BACKGROUND IMAGE

1. Go to Administration > System Initialization >

General Setting
2. Click on the Font & Bkgd tab and change the
following settings:
Font : <any font>
Font Size : <any size>
Background : <any picture file - click browse to choose>
Image Display : <any option>
3. Click UPDATE to save the settings. Click OK to
exit the window.
 UH-OH!

• If the following error message occur, click OK. SAP

Business One will be closed automatically. Re open
SAP and the changes you made should still be
reflected.
 MASTER DATA CONCEPT

1. SAP Business One tracks business activities using

documents such as purchase orders, invoices,
production orders, sales orders, and so on.
2. Each of these documents is constructed from
smaller reusable chunks of data called master data.
3. Master data refers to the key information that
describes your customers, vendors, and leads as
well as items that your company buys and sells.
• Creating documents from master data increases
productivity, ensures data consistency, and reduces
errors.
• It is easy to look up business partner and item
information while you are entering sales and
purchasing documents. A selection list icon is available
in the business partner and item number fields in
marketing documents.
• Use the selection list icon to make a selection list
appear. You can scroll through the list or use
characters with wildcards to search.
 MASTER DATA

Business Partners

◼ Addresses
◼ Payment Terms
◼ Price lists
◼ Control Account

Items

◼ Inventory Accounts
◼ Warehouses
◼ Item Groups
◼ Item Properties
◼ Price lists
Three Types of Business Partner Master
Records

Vendors Customers Leads

One or more control One or more control Leads do not have
accounts for accounts for any effect on
vendors customers accounting.
Possible Possible Possible
transactions transactions transactions
◼ All purchasing ◼ All sales ◼ Quotations and
transactions transactions orders
◼ Sales ◼ Sales
opportunities opportunities
BUSINESS PARTNER MASTER RECORDS

• You use vendor master records in purchasing to handle all

purchasing transactions. Accounting manages the relevant
transactions in one or more control accounts.
• You use customer master records in sales to handle all sales
transactions. Accounting manages the relevant transactions in
one or more control accounts.
• You use leads in the Customer Relationship Management (CRM)
functions in SAP Business One. You can also create quotations
and orders for leads. Leads have the inability to use them in
transactions that affect accounting. In other words, you cannot
post invoices for a lead. If you want to do so, you first have to
convert the lead into a customer.
BUSINESS PARTNER MASTER RECORDS
• Customers that are also vendors require two master
records.
• You assign the business partner codes externally when you
create a new business partner master record. The codes
are alphanumeric and must not overlap with the G/L account
numbers. The codes must not contain mathematical
operators, since these would be misinterpreted by the SQL
database. Underscores, however, are allowed.
• The system always interprets the codes as alphanumeric
codes. If you want to establish a numeric sort sequence,
you have to make sure that the codes always contain the
same number of digits or use leading zeros.
 BUSINESS PARTNER MASTER DATA
STRUCTURE

General Contact Addresses Payment Payment Accounting Properties Details

Persons Terms & System

Telephone/Fax Name Bill to Address/ Payment House Bank Consolidating Up to 64 Text

Pay to Address Terms different
Active / Address Payment Control Business Photo
On Hold Ship to Discount Method Account Partner
with Dates … Address Properties …
Credit Limit … Dunning
Contact Person …
Partial Delivery Tax
… …
… …
CREATE A BUSINESS PARTNER MASTER
DATA
1. Go to Business Partner>Business Partner Master Data
2. Press Ctrl + A or Select the icon in the tool bar to
change from FIND mode to ADD mode.
3. Select Vendor from the Drop down list. Input the
required information:
Code : V1000
Name : 1128 Appliance Center
Group : Appliance
(choose "Define New" and add "Appliance" to the list of Vendor Groups,
Click Update, then OK.)
4. Click Add to save the Business Partner and Cancel to
exit the window.
 ACTIVITY NO. 2

Create the Business Partner Master Data for the

following vendors:

CODE NAME GROUP

S1000 ADAMSON UNIVERSITY ACADEME
S2000 EEG COMPUTER SYSTEMS ELECTRONICS
S3000 JGE TRADING IMPORTER
S4000 AS GENERAL MERCHANDISE SUPPLIER
 ACTIVITY NO. 3

• Create the Business Partner Master Data for the

following customers:

CODE NAME GROUP

C1100 DE LA SALLE UNIVERSITY NEW-CORPORATE
C1200 SERRANO SPORTING GOODS REGULAR – CORPORATE
C1300 J & J GROUP OF COMPANIES SPECIAL – CORPORATE
C1400 ALFIE'S CATERING SERV ICES NEW – CORPORATE
 ACTIVITY NO. 4

• Create the Business Partner Master Data for the

following prospects or leads:

CODE NAME GROUP

L1000 FUNTALVA'S FLOWER SHOP NEW-CORPORATE
L2000 ROMER'S WINERY NEW-CORPORATE
L3000 LARA'S MERCHANDISING NEW- PARTNERSHIP
L4000 MALQUITAR COMPUTING SOLUTIONS NEW- PARTNERSHIP
 ITEM MASTER DATA

• The Item Master Data consists of the general area

and seven tabs. Each tab enables you to manage
sales and purchase items, warehouse items, and
planning data for MRP and Production
• SAP Business One enables you to manage all the
items that you purchase, manufacture, sell, or keep
in stock. Services can also be defined as items,
although they are only relevant for sales.
 ITEM MASTER DATA

• For each item, you enter the data

relevant for a particular area in the
system. This data is used automatically
by the system for purchasing, sales,
production, managing your warehouse,
and accounting
 ITEM MASTER DATA

• SAP Business One, therefore, provides optimum

support for your business processes. In Sales, it helps
you create orders, delivery notes, and outgoing
invoices because prices, sales units and gross profit
calculate automatically.
• Using the item data in the system, you can optimize
stockholding. You have complete control over stock
quantities at all times and can also analyze the
financial aspects of stockholding at the same time. The
system allows you to control production based on the
items that are used for production and based on the
finished product and any by-products created.
 STRUCTURE OF ITEM MASTER DATA

General Purchasing Sales Inventory Planning Properties Details

Manufacturer Purchasing Units Sales Unit of Costing Method Planning System Up to 64 Text
of Measurement Measurement different
Shipping Type Warehouses Procurement Items Properties Photo
Customs Group Tax Information Method
Serial and Stock Quantities …
Batch Numbers Tax Information Dimensions Order
… Cost Price Information
Valid / On Hold Dimensions
with Dates … Lead Time
…
… …
 UPDATING POSTING PERIOD

1. Close all windows and update the posting period.

2. Go to Administration→ System Initialization→
Posting Periods
a. Click New Period found on the lower left of the window
b. In the Period Code and Period Name fields type 2014 (Follow the
Fiscal Year)
c. Choose Months in the Sup-periods field Click Add
• Click New Period found on the lower left of the
window
• In the Period Code and Period Name fields type
2015 (Follow the Fiscal Year)
• Choose Months in the Sup-periods field. Click Add,
then OK.
 ACTIVITY NO. 5

• MAKE A POSTING PERIOD FOR 2016, 2017, 2018

AND 2019.
 CREATING ITEM MASTER DATA

1. Go to Inventory>Item Master Data

2. Press Ctrl + A or Select the icon in the tool bar to
change from FIND mode to ADD MODE
3. Input the required information:
• Code : A1000
• Description: Linens
• Group : Consumables
4. Click Add to save the document and Ok to exit the
window.
• Note: If the error "One of the Inventory Accounts is
Missing" occurs while adding/creating a new Item
Group, this indicates that the posting period is not
updated.
 ACTIVITY 6

• Create an Item Master Data for the following new

items:
CODE NAME ITEM GROUP PRICE
N1000 OPTICAL MOUSE INPUT DEVICES GBP 60.00
N2000 BLUETOOTH HEADSET ACCESSORIES GBP 100.00
N3000 OVER HEAD PROJECTOR OUTPUT DEVICES GBP 800.00
N4000 PAPER SHREDDER OFFICE MACHINERY GBP 90.00
 THE END
PURCHASING AND OTHER TRANSACTIONS WILL BE DISCUSSED NEXT
SCM SUBJECT

THANK YOU!

-RPS MAY 2019