QG - SAP B1 On Cloud - Logistics and Distribution Management AY2021-2022

SAP B1 on Cloud – Logistics and Distribution Management
SAP Business One on Cloud –

Logistics and Distribution
Management
FASTTRACK IT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph
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SAP B1 9.3 printed on 8/26/2020 2:58 PM

Table of Contents
CHAPTER 1: SAP ON CLOUD PLATFORM ..................................................................................................... 6
Overview ................................................................................................................................................. 6
Types of Cloud Deployment ................................................................................................................ 6
Huawei Cloud Platform ....................................................................................................................... 7
Capabilities and User Experience ............................................................................................................ 8
Key Features of Cloud Computing ....................................................................................................... 8
Introduction to SAP ............................................................................................................................. 9
SAP Business One .............................................................................................................................. 10
Benefits ................................................................................................................................................. 11
SAP Business One: On Premise vs. On Cloud..................................................................................... 11
Student Exercises: ................................................................................................................................. 11
CHAPTER 2: GETTING STARTED ................................................................................................................. 12
Log-in to SAP Business One ................................................................................................................... 12
User Interface ....................................................................................................................................... 13
Menu Bar and Tool Bar ..................................................................................................................... 13
Modules Menu .................................................................................................................................. 14
User and Password Maintenance...................................................................................................... 14
Branch Name Setting ........................................................................................................................ 15
Basic Customization .......................................................................................................................... 16
CHAPTER 3: MASTER DATA AND MARKETING DOCUMENTS .................................................................... 17
Managing the Master Data in SAP Business One .................................................................................. 17
Types of Master Data ........................................................................................................................ 17
General Structure of Marketing Documents ......................................................................................... 22
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Procurement Process Overview ................................................................................................................ 23

Purchasing Documents ......................................................................................................................... 25
Purchase Order ..................................................................................................................................... 25
How to Create a Purchase Order ...................................................................................................... 25
Goods Receipt PO ................................................................................................................................. 26
How to Create a Goods Receipt PO ................................................................................................... 26
A/P Invoices .......................................................................................................................................... 28
How to Create an A/P Invoice ........................................................................................................... 28
Outgoing Payments ............................................................................................................................... 29
How to Create Outgoing Payments ................................................................................................... 29
Linking Purchasing Documents ............................................................................................................. 30
How to view Relationship Map ......................................................................................................... 30
CHAPTER 4: SALES PROCESS OVERVIEW ................................................................................................... 32
Leads and Customers ............................................................................................................................. 33
Sales Documents ....................................................................................................................................... 34
Sales Order............................................................................................................................................ 34
How to Create a Sales Order ............................................................................................................. 34
Delivery ................................................................................................................................................. 36
How to Create a Delivery document ................................................................................................. 36
A/R Invoice ............................................................................................................................................ 37
How to Create an A/R Invoice ........................................................................................................... 37
Incoming Payments............................................................................................................................... 38
How to Create Incoming Payments ................................................................................................... 38
CHAPTER 5: SALES PROCESS IN A SERVICE TYPE OF BUSINESS.................................................................. 39
Chart of Accounts ................................................................................................................................. 39
Color Coding of SAP B1 Chart of Accounts ........................................................................................ 41
Exercises............................................................................................................................................ 43
Sales Process ......................................................................................................................................... 44
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Sales Order ......................................................................................................................................... 44

A/R Invoice ........................................................................................................................................ 45
Incoming Payments ........................................................................................................................... 45
CHAPTER 6: SALES PROCESS IN A MERCHANDISING BUSINESS ................................................................. 47
Chart of Accounts in Merchandising Business ...................................................................................... 47
Sales Process in a Merchandising Business using SAP Business One..................................................... 48
Sales Order ........................................................................................................................................ 48
Delivery ............................................................................................................................................. 51
A/R Invoice ........................................................................................................................................ 52
Incoming Payments ........................................................................................................................... 53
Pick and Pack .................................................................................................................................... 54
Price Lists and Discounts ................................................................................................................... 58
CHAPTER 7: Customer Relationship Management (CRM) ......................................................................... 68
CRM Activities ....................................................................................................................................... 68
Sales Opportunities Stages ................................................................................................................... 69
Sales Opportunities Process .................................................................................................................. 69
Creating a Record for the Prospect ....................................................................................................... 71
CHAPTER 8: SERVICE PROCESS .................................................................................................................. 80
Process Overview .................................................................................................................................. 80
Service Call ........................................................................................................................................... 81
Solutions Knowledge Base .................................................................................................................... 82
EXERCISES ............................................................................................................................................. 83
Service Call ........................................................................................................................................ 83
Solutions Knowledge Base ................................................................................................................ 87
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CHAPTER 1: SAP ON CLOUD PLATFORM
At the end of this chapter, students will be able to:

1. Describe the different types of cloud deployment
2. Identify the key features of Cloud Computing
3. Differentiate on premise and on cloud SAP Business One experience
Overview
Cloud computing represents a new way to deploy computing technology to give users the ability
to access, work on, share, and store information using the internet. The ideal way to describe Cloud
Computing would be to term it as 'Everything as a Service' (abbreviated as XaaS). The cloud itself is a
complex network of data centers, each composed of thousands of computers working together that can
perform and achieve the functions of a software on a personal or business computer units by providing
users access to a vast number of applications, platforms and services delivered over the Internet.
Types of Cloud Deployment
PRIVATE CLOUD
Private Cloud, also known as Internal Cloud, is a cloud based infrastructure operated exclusively
for a single organization with all data protected behind an internal firewall. This is usually physically
located at the company's on-site data center or can also be managed and hosted by a third-party
provider.
PUBLIC CLOUD
Public Cloud, also known as External Cloud, is available to the public where data are created and
stored on third-party servers. Service infrastructure belongs to service providers that manage them and
administer pool resources. The need for user companies to buy and maintain their own hardware is
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eliminated. It is based on a shared cost model for all the users or in the form of a licensing policy such as
pay per use.
HYBRID CLOUD
Hybrid Cloud encompasses the best features of the above-mentioned cloud computing
deployment models. It allows companies to mix and match the facets of public and private cloud that
best suit their requirements.
Huawei Cloud Platform
Huawei Cloud is the chosen partner of Fasttrack IT Academy for the deployment of SAP Business
One on Cloud to our university and collegiate partners. Huawei Cloud now distills 30+ years of
accumulated technology, innovation, and expertise in the ICT infrastructure field to offer customers
everything as a service. You can grow your enterprise in the best environment with stable, secure, and
ever-improving Huawei Cloud services and affordable, inclusive AI. It provides a powerful computing
platform and easy-to-use development platform to support Huawei's full-stack, all-scenario AI strategy.
By the end of 2019, Huawei Cloud had launched 200+ cloud services and 190+ solutions. News
agencies, social media platforms, law enforcement, automobile manufacturers, gene sequencing
organizations, financial institutions, and a long list of other industry customers are all benefiting in
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significant ways from Huawei Cloud. 3,500 applications were added to the Huawei Cloud marketplace
with offerings from more than 10,000 business partners.
Capabilities and User Experience

Key Features of Cloud Computing
The characteristics of Cloud Computing express its significance in the current business market. It has
already been proven that Cloud Computing is a model for enabling universal, convenient and on-
demand network access. Below are the key features of Cloud Computing:
• Agility -helps in rapid and inexpensive re-provisioning of resources
• Location Independence - resources can be accessed anywhere (except on limitations set by

company's internal control)
• Multi-Tenacity - resources are shared amongst a large pool of users
• Reliability - dependable accessibility of resources and computation
• Scalability - dynamic provisioning of data helps in avoiding various bottleneck scenarios
• Ease of Maintenance - users (companies/organizations) have less work in terms of resource

upgrades and management, handled by service providers of cloud computing
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Introduction to SAP
SAP (stands for Systems,
Applications and Products in data
processing) is a European multinational
software corporation founded in 1972,
headquartered in Walldorf, Baden-
Wurttemberg, Germany with regional
offices in 180 countries.
It is founded by five IBM engineers namely Hasso Plattner, Klaus Tschira, Claus Wellenreuther,
Dietmar Hopp and Hans-Werner Hector.
SAP is considered as one of the world’s largest business software company:
• Commands 67% share of the Business Software Market

• 12 Million Users. 95,000 Installations in more than 130 countries
• 1,500 Partners. 25+ Industry Solutions. 60,000 employees
It is the recognized leader in providing collaborative business solutions for all types of industries and for
every major market globally.
Some of SAP users in the Philippines and worldwide:
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SAP Business One

SAP Business One is an ERP (Enterprise Resource Planning) Solution. It is
arranged into 15 functional modules, automating the major functions in a
business organization. This system prides itself on having the following
characteristics:
• Integrated
• Real-time
• Flexible
• Easy to use
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Benefits
SAP Business One: On Premise vs. On Cloud
Fasttrack IT Academy formerly offers SAP Business One – On premise with our university and
collegiate partners. To be able to provide our partners with the most recent business solution trends in
the industry, we have decided to open the doors on the latest cloud computing developments, thus
offering SAP Business One on Cloud. The following are the differences between SAP Business on
Premise and SAP Business on Cloud:
Measures On Premise On Cloud

On premise installation of SAP
Deployment Through the internet
Business One
Accounting Localized / Independent Branch Accounting
Limited (within the premises of the
Accessibility Remote access through the internet
installation)
Data Storage Hardware Cloud Server
Student Exercises:
Refer to Exercise 1.1 of Workbook in assessing the students regarding the SAP Cloud Platform.
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CHAPTER 2: GETTING STARTED

At the end of this chapter, students will be able to:
1. Log-in to SAP Business One
2. Identify the parts of the user interface and other basic navigation
tools of the system
Log-in to SAP Business One

1. Open any web browser (e.g. Google Chrome, Mozilla Firefox, Microsoft Edge,etc)
2. Input on the address bar of the web browser the URL provided by your instructor.
https://fitoncloud.online:8100/dispatcher/
3. Press Enter.
4. You will be directed to the SAP Business One log-in page.
5. Select the company that will be provided by your instructor.
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6. Log-in using the User ID and Password provided below, depending on the branch assigned to
you:
Branch User ID Password Branch User ID Password Branch User ID Password

Branch 1 Branch 18 Branch 35
Branch 17 Branch 34
User Interface
Menu Bar and Tool Bar
The SAP Business One menu bar displays at the top of the screen. The menu bar contains the
Windows standard menu (File, Edit, W window, Help) as well as generic SAP Business One functions.
The toolbar displays under the menu bar. The toolbar is a collection of icon buttons that grant you easy
access to commonly-used functions. The functions represented by the buttons are also available in the
menu bar.
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Modules Menu
Navigation in SAP Business One is done using the Modules Menu. It arranges the functions of the
individual applications in a tree structure.
The Modules Menu contains a list of all modules with their related options. The menu option includes:
• Are arranged in the same order as the menus in the Main Menu
• Cannot be modified
• May be inactive for unauthorized users
User and Password Maintenance

The users of SAP Business One are defined in the User-Setup window.
To change the name of the user:
1. Go to the tool bar and click (My Personal Settings). User Set-up window will appear.
2. Change the name on the User Name field with your own name.
3. Personalize your password by clicking beside the Password field.
4. Input the old password, then input your personalize password on Password field and Confirm
field.
5. Click OK.
6. Click Update.
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Branch Name Setting

1. Go to Administration > Setup > Financials > Branches
2. Branches Setup window will open. Look for the branch assigned to you then change the Branch
Name and Branch Name (Foreign) with your own name.
3. Update.
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Basic Customization
To set how certain parameters are displayed in SAP Business One on Cloud:
1. Go to Administration>System Initialization>General Setting

2. On the Display tab, choose the following settings:
Language: English (United States)
Time Format: 12H
Date Format: MM/DD/YYYY
3. Click UPDATE to save the settings. Click OK to exit the window.
*Note: Font Size and Font Style is predefined on SAP Business One on Cloud and cannot be changed and
if you want to increase the font size, directly increase zoom % of the browser that you are using.
Student Exercises:
Refer to Exercise 2.1 of Workbook in assessing the students regarding the Basic Navigation of the
System.
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CHAPTER 3: MASTER DATA AND MARKETING DOCUMENTS

At the end of this chapter, the student will be able to:
1. Identify and add different types of master data in the system
2. Enumerate the various documents used in marketing, production and
banking.
3. Create documents used in daily operations.
Managing the Master Data in SAP Business One

SAP Business One tracks business activities using documents such as purchase orders, invoices,
production orders, sales orders, and so on. Each of these documents is constructed from smaller reusable chunks
of data called master data. Creating documents from master data increases productivity, ensures data
consistency, and reduces errors.
Master data refers to the key information that describes your customers, vendors, and leads as well as
items that your company buys and sells.
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.
Types of Master Data
Note: Lead Business Partners are Prospect Clients
Most software systems have lists of data that are shared and used by several of the applications that
make up the system. For example, a typical ERP system as a minimum will have a Customer Master, an Item
Master, and an Account Master. This master data is often one of the key assets of a company.
Both Financial Accounting and Purchasing use vendor master data. General data and data relevant to both
departments are stored in shared master records to avoid duplication.
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Searching for Business Partners in the Business Partner Master Data
One can show all the inventory items inside the master data list by placing an asterisk (*) in the item
number or description field. The same procedure applies for business partner master data, you can just type
asterisk (*) in the BP Code field.
However, you can do a wild card search by placing the asterisk (*) before, after or in the middle of the
word that you want to search. The list would show all items that contain the particular string that you used.
You could also find specific information by typing in the word or number that you are looking for in the
particular field.
Although item master data is completely different from business partner master data in content, both are set up in
a robust yet versatile way. For example, item master records keep track of items that are sold, purchased, and
inventoried by your business. Frequently the same items are purchased, inventoried, and sold. The information is
the same; it is just used differently.
Item master data is at the heart of almost every process in SAP Business One. It is used in almost every module,
including the sales, purchasing, production, MRP, inventory, and service modules.
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Exercises
1. Find all Business Partners (Vendors, Customers and Lead) using * as a wild search
2. Find all Business Partners whose name starts with letter 'A'
3. Find all Items in the Item Master Data
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4. Add a customer to the Business Partner Master Data using the information below: Note: Press Ctrl + A to
change the find mode into add mode or by clicking the icon in the toolbar.
Customer Code Name Group
C80000 Damit ATBP Distributors
C80100 Ukay Ukay Corporation Distributors
5. Add Vendors/Suppliers to the Business Partner Master Data
Vendor Code Name Group
V15000 Tiangge 3rd Party Logistics
V16000 Divisoria 3rd Party Logistics
V17000 Supermarkets 3rd Party Logistics
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6. Create an Item Master Data for the following new items:

Item Number Item Description Unit Price Preferred Vendor/Supplier
D00001 Polo Shirts 250.00 V15000, V16000, & V17000
D00002 V-Neck Shirts 150.00 V15000, V16000, & V17000
D00003 R-Neck Shirts 140.00 V15000, V16000, & V17000
S00001 Board Shorts 225.00 V15000, V16000, & V17000
S00002 Walk Shorts 120.00 V15000, V16000, & V17000
S00003 Skinny Jeans 280.00 V15000, V16000, & V17000
Student Exercises:
Refer to Exercise 3.1 of Workbook regarding the Master Data.
• 3.1.1 – Vendor Master Data
• 3.1.2 – Customer Master Data
• 3.1.2 – Item Master Data
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General Structure of Marketing Documents

All the documents in purchasing and in sales share a similar structure. The documents for
sales and purchasing are also often called “Marketing Documents”. Much of the data appearing in
these tabs defaults from the master data. The values can be changed while working in the
documents. These changes will affect the document, but do not change the master data records.
In general the document is divided into:

1. The upper part (header) with the general information,
2. The middle part with the information on different tab pages and the item specific data (you can
access more item specific data in the line details by double-clicking a row),
3. The lower part (footer) with more general information.
The middle part contains three tabs:

a. The Contents tab is where all the specific information about the ordered items or services is
entered, such as quantity, price, item number, and description
b. The Logistics tab contains the details about where the items or services as well as payments
are to be sent. Shipping method is also specified here. Most of the data is pulled from
preconfigured master company details and vendor data.
c. The Accounting tab contains the relevant general ledger (G/L) account information for the
purchase pulled from the financial accounting master data.
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Procurement Process Overview
Procurement management is a core functionality of the SAP® Business One application that
enables you to automate and standardize your core procurement activities. It provides support for
purchasing planning, vendor selection, purchase order management, and vendor invoice payment. And
it lets you do all these rapidly, with the necessary integration across business functions in accounting
and warehouse management to drive success.
With SAP® Business One, you gain a detailed view of your vendors and support for an
integrated, centralized vendor data repository so you can make more effective purchasing decisions,
identify opportunities for cost savings, and better manage supplier relationships.
You can manage and maintain supplier related activities with SAP® Business One, including
issuing purchase orders, updating inventory quantities, calculating the landed cost value of imported
items, delivering goods, and handling returns and credits.
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If you create an A/P invoice without reference to the goods receipt PO, it will also increase the
quantity in stock. The goods return reduces the actual stock levels. The A/P credit memo reduces the
actual stock levels and also creates an accounting transaction by applying negative amounts to the
previously invoiced accounts.
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Purchasing Documents
Purchase Order
The purchase order is a document used to request items or services from a vendor at an agreed
upon price. When you enter a purchase order in SAP Business One, no value-based changes are posted
in the accounting system. However, the order quantities are listed in inventory management. You can
view the ordered quantities in various reports and windows, such as the Inventory Status report and the
Item Master Data window. This information is important for optimizing ordering transactions and
stockholding.
How to Create a Purchase Order

1. Go to Modules Menu > Purchasing A/P > Purchase Order. Purchase Order window will open.
2. Input the following information on the Purchase Order header:
Vendor: V10000 (Acme Associates)
Delivery Date: <date today>
3. Input the following information on the Contents tab
Item/Service Type: Item
Item No: A00001
Quantity: 5
4. Add.
5. Click the Last Data Record button on the Tool bar . Take note of the document number.
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Goods Receipt PO
You create this document when you receive goods from the vendor. When you create a goods
receipt PO, SAP Business One receives the goods into the warehouse, updates the quantities, and
creates an accounting journal if you manage the perpetual inventory.
How to Create a Goods Receipt PO

1. Go to Modules Menu > Purchasing A/P > Goods Receipt PO
2. Input the vendor on the purchase order that you are receiving. In this case, V10000 (Acme
Associates.
3. Click ‘Copy From’ on the lower right side corner of the Goods Receipt PO window.
4. Choose Purchase Orders.
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5. To accurately select the Purchase Order, refer to the Document number of the previously
created purchase order.
6. Click Choose.
7. Click Add on the Good Receipts PO window.
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A/P Invoices
The A/P invoice is a request for payment. It also records the cost in the profit and loss
statement. You can create an A/P invoice from multiple purchase orders and goods receipt POs. You
cannot change it since it is the legal accounting document that generates entries in the general ledger.
When you receive an A/P invoice, SAP Business One posts the related accounts for the vendor in
the accounting system. If no delivery for a purchase order precedes the A/P invoice, and if you are
purchasing items managed in the warehouse, the stocks are increased when the you post the invoice.
How to Create an A/P Invoice

Aside from the ‘Copy From’ function that we have used in the previous document, we can also use the
‘Copy to’ function in linking the Purchasing Documents.
1. Select the Goods Receipt PO window then click Last Data Record on the tool bar.
2. The last added Goods Receipt PO will be shown. On the lower right corner of the Goods Receipt
PO window, click Copy to.
3. Select A/P Invoice. A/P invoice window will open (with all the contents copied from Goods
Receipt PO).
4. Click Add
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Outgoing Payments
After the A/P Invoice has been sent to the Vendor, it’s time to actually pay the money owed for
the goods and/or services rendered. This is done through the Banking Module. To go to the forms to
process outgoing payments, using the main menu, go to Banking > Outgoing Payments > Outgoing
Payments. Note that this is a different module than the previous three documents entirely.
How to Create Outgoing Payments

1. Go to Modules Menu > Banking > Outgoing Payments > Outgoing Payments.
2. Choose Vendor that you are going pay. In this case, V10000 (Acme Associates).
3. On the ‘Selected column’, check the invoice to be paid.
4. Click Payment Means on the tool bar.
5. Select the Payment Means (there are 4 options – Check, Bank Transfer, Credit Card, Cash), in
this case, choose cash.
6. Choose G/L Account 160000 Petty Cash.
7. On the Total field, right click, select Copy Balance Due.
8. Click OK.
9. On the Outgoing Payments window, click Add.
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Linking Purchasing Documents
SAP Business One enables you to create target documents directly from base documents. For
example, you can create a Goods Receipt directly from the Purchase Order (and vice versa). In that case,
all the data that you entered in the sales order is automatically copied to the delivery.
Linking documents is important, as it establishes the connections between documents (by

extension, the procurement process) to form a paper trail. This trail will then allow all concerned in the
organization to track the progress of each given step. To see the document trail of a particular
Purchasing Document, right click on the document and choose relationship map.
How to view Relationship Map

1. Open a purchasing document. (Purchase Order, Goods Receipt PO, A/P Invoice)
2. Click Last Data Record, or other tools in the tool bar (First Data Record, Previous Record, Next
Record) to view the document you want to view.
3. Right click on the purchasing document and choose Relationship Map.
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Student Exercises:
Refer to Exercise 3.2 of Workbook in simulating the purchasing process of SAP Business One.
Refer to Exercise 3.3 of Workbook in assessing the students regarding the purchasing process.
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CHAPTER 4: SALES PROCESS OVERVIEW
The sales process in SAP Business One begins with Sales Order. The sales order affects the amount of
stock committed to a customer and, therefore, the available stock quantity.
The delivery reduces the stock committed and the in-stock quantities. The delivery affects the general
ledger, if SAP Business One manages the perpetual inventory. In this case, the delivery will reduce
stock valuation and post a cost of sale.
The A/R invoice is created. It is the only mandatory document in the sales process. It is possible to
create an invoice without first creating a delivery, a sales order, or a sales quotation. If the A/R invoice
is created without reference to the delivery, it will also reduce the quantity in stock.
It records the revenue and tax and updates the customers’ accounts with a new outstanding balance.
Incoming payments are the last step in the basic sales process, even though they are a function
in Banking. Posting an incoming payment receives the payment from the customer.
Additionally, it is possible to credit a customer for damaged goods. The returns document is be used
to credit the customer if the goods were delivered but no A/R invoice was issued. Use the A/R credit
memo to credit a customer after an A/R invoice was already issued. For legal reasons, you cannot
change or delete deliveries and A/R invoices that have been already entered in SAP Business One. To
correct these, use the clearing document, the returns.
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Leads and Customers
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Sales Documents
Sales Order
The sales order is a commitment from a customer or lead to buy a product or service. The
document serves as a foundation for planning production or purchase orders. Creating sales orders does
not post value-related changes in the accounting system. However, if the sales order is created for
items, the ordered quantities are listed in Inventory Management as reserved for the customer. You can
view the ordered quantities in various reports, such as the Inventory Status report, as well as other
windows in SAP Business One.
This information is important for: Optimizing ordering transactions and stockholding and
ensuring that customer requirements are dealt with quickly and satisfactorily.
How to Create a Sales Order

1. Go to Modules Menu > Sales A/R > Sales Order. Sales Order window will open.
2. Input the following information on the Sales Order header:
Customer: C20000 (Norm Thompson)
Delivery Date: <date today>
3. Input the following information on the Contents tab
Item/Service Type: Item
Item No: A00001
Quantity: 3
4. Add.
5. Click the Last Data Record button on the Tool bar . Take note of the document number.
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Delivery
The Delivery is a legally binding document indicating that the shipment of goods or the delivery
of services has occurred. Without this document, goods can be delivered only if an invoice has already
been created.
When you create a delivery, the corresponding goods issue is also posted. The goods leave the
warehouse and the relevant stock changes are posted. When the stock is changed, the values in the
accounting system change as well (only when you use perpetual inventory).
How to Create a Delivery document

1. From the Sales Order previously created, click ‘Copy to’ on the lower right portion of the
window.
2. Choose Delivery.
3. The Delivery document will pop up. Input the quantity delivered if there is partial delivery.
4. Note that the base document reference is listed in the ‘Remarks’ field.
5. Click ‘Add’ button. Click ‘Yes’ when prompted that you can no longer change the document once
added.
6. Click Last Data Record.
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A/R Invoice
The invoice is a legally binding document. W hen an invoice is received, the posting is made to
the related customer accounts in the accounting system. If a delivery did not precede the invoice and
you sell the warehouse items, stock quantities are also updated accordingly when you issue the invoice.
If you create an invoice without reference to the delivery, the system automatically posts
changes to the stock. In other words, if a delivery already exists for the transaction and you
create an invoice without reference to this delivery, errors can occur in inventory management
because the delivery quantity is posted twice in the system.
How to Create an A/R Invoice

1. On the Delivery document, click ‘Copy to’ on the lower right portion of the window.
2. Choose A/R Invoice.
3. Contents of the Delivery document will copied to the A/R Invoice. Click Accounting tab on the
A/R Invoice window.
4. You can see here the Payment Means and Payment Method to see how payment will be
processed.
5. Add.
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Incoming Payments
Incoming payments are the last step in the sales process, even though they are a function in banking.
How to Create Incoming Payments

1. Go to Modules Menu > Banking > Incoming Payments > Incoming Payments
2. Choose Customer in the code field. In this case, C20000 (Norm Thompson).
3. On the ‘Selected column’, check the invoice to be paid.
4. Click Payment Means on the tool bar.
5. Select the Payment Means (there are 4 options – Check, Bank Transfer, Credit Card, Cash), in
this case, choose cash.
6. On the Total field, right click, select Copy Balance Due.
7. Click OK.
8. Click ‘Add’ and click Yes when prompted with the system message.
Student Exercises:
Refer to Exercise 4.1 of Workbook in assessing the students regarding the Overview of the Sales Process.
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CHAPTER 5: SALES PROCESS IN A SERVICE TYPE OF BUSINESS

Chart of Accounts
Chart of Accounts is a financial organizational tool that provides a complete listing of every account in
an accounting system. An account is a unique record for each type of asset, liability, equity, revenue and
expense.
The chart of accounts consists of balance sheet accounts (assets, liabilities, and stockholders’ equity)
and income statement accounts (revenues, expenses, gains, losses). The chart of accounts can be expanded
and tailored to reflect the operations of the company.
Within the chart of accounts, you will find that the accounts are typically listed in the following order:
Balance Sheet Income Statement
Assets Operating Revenues
Liabilities Operating Expenses
Owner’s Equity Non-Operating Revenues and Gains
Non-Operating Expenses and Losses
Within the categories of operating revenues and operating expenses, accounts might be further
organized by business function (such as producing, selling, administrative, financing) and/or by company
divisions, product lines, etc.
A company's organization chart can serve as the outline for its accounting chart of accounts. For
example, if a company divides its business into ten departments (production, marketing, human resources, etc.),
each department will likely be accountable for its own expenses (salaries, supplies, phone, etc.). Each department
will have its own phone expense account, its own salaries expense, etc.
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The Chart of Accounts is organized by drawers and levels. The organization of the chart of accounts
follows GAAP (Generally Accepted Accounting Principles) in which there is a separate drawer for accounts
representing: Assets, Liabilities, Equity (Capital and Reserves), Revenues (Turnover), Cost of Sales, Expenses
(Operation Costs), Financing (Non-Operating Income and Expenditure), and Other Revenues and Expenses
(Taxation and Extraordinary Items). These drawers, which have been defined by SAP and cannot be changed,
organize your accounts by level in a logical fashion appropriate to your financial accounting and reporting
processes.
In the General Ledger, we distinguish between Balance Sheet Accounts and Income Statement
Accounts, also called Profit and Loss Accounts.
Balance Sheet Accounts
• The first 3 drawers: Assets, Liabilities, Equity (Capital and Reserves) hold the Balance Sheet
Accounts, such as the Sales Tax account and the Accounts Payable Account.
• The bookkeeping balance of these accounts is kept from one fiscal year to the next.
• The Balance Sheet Accounts – reflect the monitory value of the company - stock, assets, debt, etc.
Profit and Loss Accounts
• The last 5 drawers: Revenues (Turnover), Cost of Sales, Expenses (Operation Costs), Financing (Non-
Operating Income and Expenditure), and Other Revenues and Expenses (Taxation and
Extraordinary Items) hold the Profit and Loss Accounts, such as the Income Accounts. Note that in
some localizations, the lower drawers are not all profit and loss account drawers.
• The bookkeeping balance of these accounts has to be cleared at the end of each fiscal year – this is
the Period End Closing process (will be discussed in Unit 4: Financial Periods Process).
• The Profit and Loss Accounts - reflect the changes in the company value, such as: sell stock – cost of
goods sold, increase revenues.
A chart of accounts arranges a company's general ledger accounts in a hierarchical structure. The top
level in the structure (level 1) consists of sections or groups for different type of accounts (assets, liabilities,
capital and reserves, turnover, and so on). The system displays the section as a cabinet drawer (see figure). Each
drawer has a section title, which you cannot change. The system displays lower-level titles in blue and normal
active accounts in black. Accounts that you have entered in the G/L Account Determination (default accounts)
are displayed in green. Levels 2 through 4 can contain either active accounts or titles that combine several active
accounts. Level 5 only contains active accounts. Because only active accounts can be posted to in SAP Business
One, it is a good practice to have all your active accounts at the same level. In reports, a title account
summarizes all the balances of each active account below it.
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Color Coding of SAP B1 Chart of Accounts

Title Account – summarizes all the balances of each active
account below it. A title account is color coded as blue in SAP
Business One.
Active Account – only active accounts can be posted in SAP

Business One. It directly increases or decreases the balance of the
account through the debit and credit process. An active account is
color coded as black in SAP Business One.
Control Account – these accounts are already connected to

marketing documents (purchase and sales documents), balances
will directly increase or decrease depending on the nature of the
transaction. A control account is color coded as green in SAP Business One.
Two functions for maintaining the chart of accounts:

1. Choose Financials > Chart of Accounts to:
• View the chart of accounts
• Change the properties of an account (To view and change some of the account properties,
choose the Accounts Details button)
• Add a new G/L account to an existing title (To add a new account, switch to Add mode by clicking
the Add button in the toolbar )
2. Choose Financials >Edit Chart of Accounts to:

• Add a new title (To add new account, click Add Same-Level Acct or Add Sub-Level Acct)
• Delete an account (To delete an account, right-click on the account you would like to
delete > Advanced > Delete Account)
Note: You can only delete an account that has no postings
• Move title and accounts within the structure of the chart of accounts
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Page 42 / 87

Exercises
Add the following accounts:
G/L Account Name Level Title / Active

TURNOVER (INCOME)
500000 Professional Fees and Other Income 2 Title
500100 Service Income 3 Active
LIABILITIES
204000 Government Contributions 4 Title
204001 SSS Premium Contributions Payable 5 Active
204002 Philhealth Premium Contributions Payable 5 Active
204003 Pag-ibig Premium Contributions Payable 5 Active
OPERATING COSTS
610005 Internet 5 Active
625150 Travel Tax 5 Active
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Sales Process
A service type of business provides intangible products (products with no physical form). Service type firms offer
professional skills, expertise, advice, and other similar products. Examples of service businesses are: salons, repair
shops, schools, banks, accounting firms, and law firms.
Sales Order
How to create Sales Order:
1. Go to Sales A/R > Sales Order

2. Input the required information, use the selection list when available:
Customer : C99999
Name : One Time Customer
Item Service Type : Service
Branch : <assigned branch>
Description : Professional Fee for this month
G/L Account : 500100 (Service Income)
Total (LC) : 100,000
Delivery Date : <date today + 2 days>
3. Click ADD to save and OK to exit the window
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In a service type of business, creating a Sales Order is an optional step, while Goods Receipt PO is not typically
used since there is no physical delivery of services rendered. Hence, the accountant may bill (A/R Invoice)
immediately the customer once the services are already rendered.
A/R Invoice
1. Go to Sales A/R > A/R Invoice
2. Using the Selection List, look for the One Time Customer and select the BRANCH assigned to you
3. Using the dropdown List, look for the SERVICE in the Item/Service Type
4. On the lower left portion of the A/R Invoice, click COPY FROM then select Sales Orders, then List of Sales
Orders Window will appear (Note: you can use copy to from the Sales Order window for faster processing)
5. Select the transaction subject for collection then click CHOOSE
6. Draw Document Wizard window will open then click FINISH
7. Click ADD
8. System Messages will appear then click YES
Incoming Payments
1. Go to Banking > Incoming Payments > Incoming Payments
2. Using the Selection List, select One Time Customer
3. Tick the box of the transaction subject for collection
4. Using Payment Means Icon or by right clicking of the free space of the Incoming Payments Window,
then Payment Means Window will appear
5. In the Bank Transfer Tab, select the Bank Account (161000) G/L Account
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6. Set the transfer date to date today with reference number of 115300
7. On the TOTAL Field, right click then select COPY BALANCE DUE (Note: The amount copied should be the
same amount on the selected transaction in Incoming Payments Window)
8. Click OK then ADD
9. A System Message will appear then click ADD
10. Generate Relationship Map using the A/R Invoice window
Student Exercises:
Refer to Exercise 5.1 of Workbook in assessing the students regarding the Chart of Accounts.
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CHAPTER 6: SALES PROCESS IN A MERCHANDISING BUSINESS

This type of business buys products at wholesale price and sells the same at retail price. They are known as "buy
and sell" businesses. They make profit by selling the products at prices higher than their purchase costs.
A merchandising business sells a product without changing its form. Examples are: grocery stores, convenience
stores, distributors, and other resellers.
Chart of Accounts in Merchandising Business

Using the instructions in the previous chapter, add the following accounts (Note: the business is engaged in a RTW
business):
G/L Account Name Level Title / Active

ASSETS
125100 Merchandise Inventory 4 Title
125101 Polo Shirts 5 Active
125102 V-Neck Shirts 5 Active
125103 R-Neck Shirts 5 Active
125104 Board Shorts 5 Active
125105 Walk Shorts 5 Active
125106 Skinny Jeans 5 Active
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Sales Process in a Merchandising Business using SAP Business One

Sales Order
How to create Sales Order:
1. Go to Sales A/R > Sales Order

2. Input the required information, use the selection list when available:
Customer : C80000
Name : Damit ATBP
Branch : <assigned branch>
Item/Service : Item
Delivery Date : <date today + 2>
Item Number : D00001
Quantity : 10
3. Click ADD to save and OK to exit the window
Note: Item Availability Check Window will appear. Just click OK since we will be creating a Goods Receipt PO.
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Create a Goods Receipt PO of the following items and respective vendors:
Vendor Code Name Item No. Quantity
D00001 200
V15000 Tiangge
D00002 200
D00003 250
V16000 Divisoria
S00001 225
S00002 300
V17000 Supermarkets
S00003 150
Solution:
1. Go to Purchasing A/P > Goods Receipt Purchase Order

2. Input the following information
3. Then click ADD
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Let us check the Item Availability of the Purchased Items:
1. Go to Inventory/Stock Management > Item Master Data

2. Type * on the Item No. Field to check the Items
3. Select D0001 then click CHOOSE.
4. List down the available items on the table below
5. Click the Inventory Tab/Stock Data Tab to check the available items
6. Do this to other items (D00002, D00003, S00001, S00002, S00003)
Note that the default of movement of the items is under the General Warehouse.
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Delivery
How to link Sales Order to Delivery using “COPY TO”

1. Go to SALES A/R > SALES ORDER
2. Click on the Last Data Record Icon to retrieve the Sales Order that was created earlier.
3. Click on the “COPY TO” button in the lower right of the document then choose DELIVERY.
4. The Delivery Document will pop up. Input the quantity delivered if there is partial or over delivery.
5. Note that the base document reference is listed in the REMARKS Field.
6. Click ADD button and YES when a System Message prompted.
After the Delivery, check the INVENTORY STATUS using the INVENTORY MODULE ITEM MASTER DATA
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A/R Invoice
How to link Sales Order to Delivery using “COPY FROM”

1. Go to Sales A/R > A/R Invoice
2. Using the Selection List, look for the customer you need in creating an A/R Invoice (Damit Atbp C80000).
Use of Last Data Record, Previous Record can be an option. Make sure that the item/service type field is
ITEM. Use the assigned branch to you.
3. At the lower right portion of the A/R window, click COPY FROM > Deliveries
4. List of Deliveries will appear then select the transaction that you need to create an A/R Invoice
5. Draw Document Wizard will appear then click FINISH
6. A/R Invoice will then appear then click ADD
7. System Messages will appear then click YES
After the A/R Invoice, check the INVENTORY STATUS using the INVENTORY MODULE ITEM MASTER DATA. Note
that there are no movement/changes in the inventory items after creating an invoice since creation of an invoice is
recognition of collectability from the customer. Thus, there is no physical movement.
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Incoming Payments
1. Go to Banking > Incoming Payments > Incoming Payments
2. In the Code field and using the Selection List, select the company Damit Atbp). Select the branch assigned
to you.
3. In the Document Header, tick the box of the transaction you will be collecting
4. In the free space of the Incoming Payments Window > Right Click > Payment Means (Note: you can also
click the Payment Means Icon in the tool bar )

5. Payment Means window will then appear
Payment Means method are as follows:
a. Check
b. Bank Transfer
c. Credit Card
d. Cash
6. We will assume that the collection method is through Bank Transfer, therefore select the Bank Transfer
Tab the input the following details:
G/L Account : Bank Account (161000)
Transfer Date : <date today>
Reference : 115600
7. On the TOTAL field found on the lower left of the Payment Means Window > Right Click > Copy Balance
Due. Note: The Copy Balance Due Option is the amount you selected in the Incoming Payments Window
8. Click OK then ADD on the Incoming Payments Window
9. A System Message will appear > ADD
10. Generate Relationship Map using the A/R Invoice Window
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Student Exercises:
Refer to Exercise 6.1 of Workbook in simulating the Sales Process in a Merchandising Business using the
system.
Pick and Pack

I. Create a sales order and enter the following information:
Field Name or Data Type Values
Customer C80100 – Ukay Ukay Corporation
Delivery Date <Today’s date + 2 days>
Branch <assigned branch>
Item/Service Type Item
Items S00001, S00002, & S00003
Quantity 5 items each
Record the Sales Order number _______
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II. Release the items to PICK LIST

1. Go to Inventory/Stock Management > Pick and Pack > Pick and Pack Manager
2. In the Pick and Pack Manager – Selection Criteria window, select POSTING DATE From
<today’s date> to <today’s date> then click OK.
3. Tick the box of Open documents for picking then select the RELEASE TO PICK LIST.
4. Update the Pick List Details by entering your name in the Picker field, pick date as <date
today + 2 days> and add any remarks that you want then click ADD. Notice that items were
transferred to RELEASED drawer.
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III. Pick the items in the warehouse

1. Go to Inventory/Stock Management > Pick and Pack > Pick List
2. Enter the Pick Number and click FIND (Pick number usually starts with number 1)
3. In the picked column, enter the quantity picked or click PICK ALL found at lower right of the
window. Click UPDATE then OK.
4. Go back to the Pick and Pack Manager and notice the items were transferred to PICKED
drawer.
IV. Deliver the items to the customer

1. Go to Inventory/Stock Management > Pick and Pack > Pick and Pack Manager > Picked
Drawer
2. Tick the boxes and select Create > Manual Delivery.
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3. In the Delivery window, right-click and select PACKAGING/PACKING SLIP.

4. Select the package type, put the selected amount and click the arrow to the right.
5. Update the Packages – Setup window and click OK. Note: you can modify the packaging by
using different packaging materials, you can even add your own set of packaging materials.
6. Add the Delivery
7. Notice that there are no more items in the Picked Drawer in the Pick and Pack Manager
Student Exercises:
Refer to Exercise 6.2 of Workbook in simulating the Pick and Pack Process in a Merchandising Business
using the system.
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Price Lists and Discounts
You can define multiple price list for your items. A price list contains items. Price lists can be
based on other prices lists by using a percentage mark-up. Every item is linked to every price list.
You can assign a price list to the customer master record on the Payment Terms tab. When you
enter the customer in a sales document, the assigned price list will defaults to the document. The
system will then use that price list to price the items in the order.
Of course, more complex pricing can be used such as special prices, discount groups, and pricing
hierarchies. Prices can also be changed in the sales order by authorized users. For example, a
salesperson might give a 5% discount to a particular item or to a whole sales order.
Using the different pricing options in SAP Business One, you can set predefined prices for selling
and buying items. Typically, a business will choose only those options that make sense for how they
price items. For example: If a company sells smaller items to other businesses, they are more likely to
use volume discounts. A company selling higher priced items may focus on special prices created for
particular business partners. Prices are assigned to price lists and to specific business partners.
On top of the basic price list functionality, you can add discounts based on item group,
properties, and manufacturer. You can use special prices to define detailed pricing and discount
structures for a business partner. You can base your discounts on any price list, or simply enter them
manually. Special prices override all other prices.
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Price Lists
For price lists, you define discounts based on percentages or quantities. For example, if all your
large accounts have discounted prices since they purchase in larger volumes, you can create a
relationship between pricing levels that updates automatically.
When the system searches for a price, it first looks at special prices. If no special price, it looks
for discount groups. If no discount group, it looks for period and volume discounts. If no period and
volume discount, it uses the basic price list assigned to the business partner.
Period and Volume Discounts

You can use this function to define special prices for price lists. A special price can apply to a defined
period or to a quantity scale.
In SAP Business One, time-based discounts are defined in the window “price list item details by period”
and volume discounts are defined in hierarchies for those validity periods. Add new items to the list by
choosing (1) Inventory > (2) Price Lists > (3) Period and Volume Discounts
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Discount Groups
You can define discount groups for a business partner. These discounts are defined by an item group, a
combination of item group properties or an item manufacturer.
When you use discount groups at the item properties level, SAP Business One allows you to define a
discount for several properties. You can use a rule to decide which discount is used by the system for the
calculation:
The highest discount -The property with the highest discount will determine the overall discount
calculated for the item.
The lowest discount -The property with the lowest discount will determine the overall discount
calculated for the item.
The average discount -The system calculates the average of all the discounts for the properties. The
average is used as the discount.
Discount totals - The system adds together all discounts of the properties that apply to the item.
The total (up to 100%) is used as the discount.
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To define discount groups you choose (1) Inventory > (2) Price Lists > (3) Discount Groups
Special Prices
Special prices enable you to give a discount or surcharge for a specific business partner. Choose
(1) Inventory > (2) Price Lists > (3) Special Prices > (4) Special Prices for Business Partners
With special prices you also have the possibility to assign a different pricelist for selected items to a
business partner. You can copy special prices to other business partners using Inventory > Price Lists >
Special Prices > Copy Special Prices to Selection Criteria.
For copying special prices from one business partner to other ones the following copy rules exist:
• Replace All Items:
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The system copies all the special prices and possibly overwrites existing ones.
• Replace Only Existing Items:
The system overwrites all the special prices that exist in the source business partner (BP) and target BP
records. It does not add any new special prices.
• Do Not Replace Items:
The system adds new special prices, but does not change existing ones.
Exercises on Price Lists

Period and Volume Discounts
a. Create the period discount for Small Accounts Sales Price customers for items C00001, C00002, &
C00003.
b. Under the Period Discount window selects the date with the range of 5 days. Enter 20 in the discount
column.
c. Open Volume Discount window and enter the following:
Qty: 5 Discount: 30
Qty: 10 Discount: 50
d. Create Sales Order for Norm Thompson with items of C00001, C00002, & C00003
Solution:
1. Go to Inventory > Period Volume Discounts
2. Select the Small Accounts Sales Price in the Price List Field
3. Select Items C00001, C00002, C00003 in the item field
4. Right-click on the row 1 then select Period Discounts
5. Input the 5 days validity, Small Accounts Sales Price, & 20% Discount
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6. Double left click on the number 1 row and input the quantity and respective discount based on the
problem.
7. Click update on the Volume Discounts Window
8. Click COPY DISCOUNTS on the Period Discounts window

9. A system message will appear then click OK
10. Click ADD on the Period and Volume Discounts
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11. Change the Price List of Norm Thompson should be at Small Accounts Sales Price so we can implement
the Small Accounts Sales Price for C00001, C00002, & C00003 we have just created.
12. Create a Sales Order for Norm Thompson with items C00001, C00002, & C00003. Try to change the
quantities to see the difference. You can cancel the document ☺
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Discount Groups
a. To what group do C00001, C00002, & C00003 belong?
b. Assign 40% discount for the group of items mentioned above
Solution:
1. Check the ITEM GROUP of C00001, C00002, & C00003.
2. Go to Inventory > Price List > Discount Groups

3. Select the C20000 in the BP Code Field
4. Input 40 in the Item Field
5. Click ADD
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6. Create a Sales Order for Norm Thompson with items C00001, C00002, & C00003. Do not ADD the
document ☺
Special Prices for Business Partners
a. Enter the following discount for the items:
Item Number Discount Volume Discount: Qty Volume Discount: Discount

C00001 15 5 25
C00002 20 5 30
C00003 25 2 50
b. Validity for the Period Discounts is 5 days

c. Create Sales Order for the items above.
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Solution:
1. Go to Inventory/Stock Management > Price Lists > Special Prices > Special Prices for Business Partners
2. Select the C20000 in the BP Code Field, Small Accounts Sales Price in the Price List Field
3. Select the items C00001, C00002, & C00003 in the Item Field, then input 15, 20, & 25 in the Discount
Column respectively.
4. Click ADD
5. Create a Sales Order for Norm Thompson and items C00001, C00002, & C00003. Do not add the
document ☺
Student Exercises:
Refer to Exercise 6.3 of Workbook in simulating the Pricelist Process in a Merchandising Business using
the system.
Refer to Exercise 6.4 of Workbook in assessing the students regarding the topics in this chapter.
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CHAPTER 7: Customer Relationship Management (CRM)

CRM Activities
Activities allow you to schedule and manage diverse events such as phone calls, meetings, tasks, notes or
other interactions with customers. Basically everything you do with a customer can be documented in an
activity, even e-mails.
Activities are used throughout the sales cycle to manage customer contacts as well as for internal
business purposes, such as managing tasks. They can not only report what you have done with a given contact,
but what you plan to do. For example, you record a phone call and set a follow-up reminder to call again.
You can create activities many places within SAP Business One. There is a transaction for activities
in the Business Partner menu, but they can also be created inside marketing documents, sales opportunities, and
even business partner master data. Inside an activity you can link it to other objects such as documents and
attachments, as well as free form content such as e-mail messages.
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Sales Opportunities Stages
Opportunities are structured into stages which reflect the stages of your sales cycle. On the graphic we see
a sales cycle with 5 stages: lead, first meeting, second meeting, quotation and negotiations. This is a just an
example Sales cycles and stages can be customized to match your company’s sales process.
For each stage in the cycle, you can enter the potential amount of the deal and the system predicts the
opportunity’s probability of success based on some percentages you have set up in advance. You can track
information on what is happening at each stage.
And ultimately, you can track whether you have won or lost the deal. Reporting is available for analysis of
opportunities and for optimizing your sales process.
Sales opportunities give you visibility into your sales pipeline, for individual sales employees or the
company as a whole.
Sales Opportunities Process

Let us take a look at the sales opportunity process. You can use sales opportunities to record, track and
analyze every step in your business potentials with a customer or prospect.
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Step 1: Sales managers set up important information such as which stages a sale will pass through and the
likelihood by percentage of closing the sale. This information will help in forecasting sales. The key to
successful setup is to decide what you wish to monitor during the sales process. These will assist the
manager in forecasting sales.
Step 2: Sales people enter sales opportunities and manage them throughout the sales process. The more details
entered in an opportunity, the more visibility you will have later when you report on the leads. Ongoing
appointments, phone calls, tasks, and contact management can be coordinated through the opportunity
via related activities.
Step 3: Reporting on sales opportunities gives you visibility into the sales pipeline, won and lost opportunities, and
sales forecasting.
Sales stages can be adjusted later, if needed, in the setup transaction. All the sales forecasting will be adjusted
automatically.
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Creating a Record for the Prospect
Pre Sales Process

In this exercise, you create a lead business partner master for a potential customer. You then create a
sales opportunity for this lead. You explore the functionality of the sales opportunity for managing the presales
process. You create a quotation and an activity from the sales opportunity. You view the dynamic opportunity
analysis. Then you test whether leads and/or sales opportunities can be deleted.
Marks & Spencer as a new lead in the system and assign Tristan Thompson as the sales employee.
Lead
Enter the following information for the lead.

Code L10003
Type Lead
Name of Lead Paul Pierce
Sales Employee Brad Thompson
Create a sales opportunity for the new lead. Enter any relevant background information (level of interest,
source, and so on) and classify the opportunity as a Lead (first stage), Start Date: today, Closing Date: today + 3
months. You expect negotiations to be completed in three months with an amount of 10000 units of local
currency.
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BP Code L10003
Predicted Closing In (Potential Tab) 3 months
Potential Amount (Potential Tab) 10,000
Interest Range (Potential Tab) Interest
Information Source (General Tab Page) Direct Selling
Stage (Stages Tab) Name: Lead
Stage No. : 1
Closing Percentage : 6
Start Date (Stages Tab Page) <date today>
Closing Date (Stages Tab Page) <date today + 2 days>
Go to Opportunities > Sales Opportunities then input the information on the table
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First (1st)Meeting
After an initial meeting (start date: today's date + 3 days) with the lead, you now have more specific
information on the items and potential sales value. The potential sales value increases to 12000. Update the
Potential Amount in the line and enter all relevant information that you got in the meeting as an Activity.

Start Date <date today + 3 days>
Closing Date <date today + 3 days>
Stage (in the row) Name: 1st Meeting
Stage No. 2: 2
Closing Percentage: 10
Potential Amount (in the row) 12,000
Activities Select the orange arrow in the Activities column
for the row
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Second (2nd) Meeting and Sales Quotation

Updating the Sales Opportunity Module and creation of a quotation from Sales Opportunity
In a second meeting (current date + 4 days), you create a quotation for the lead for items below. Add a
stage Quotation and assign the created quotation to the stage of the above sales opportunity (Link). Note how the
potential sales change based on the total value of the linked quotation.

Start Date <today’s date + 4 days>
Closing Date <today’s date + 4 days>
Stage Quotation
% 60%
Potential Amount P 12,000
Weighted Amount P 7,200
Document Type Sales Quotations
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Enter the following information in a Sales Quotation Document:
Item No. Quantity Delivery Date
D00001 10
D00002 15
D00003 5 <date today + 7 days>
S00001 10
S00002 10
S00003 5
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Link the Sales Quotation Document to the Activity. (Click the checkbox of the Activities Column). Click
ADD then UPDATE Opportunity Window.
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Sales Order
Create a Sales Order from the Sales Quotation
After a call you confirm an order from the client (current date + 5 days), you create a sales order for the
lead for items below. Add a stage Sales Order and assign the created sales order to the stage of the above sales
opportunity (Link). Note how the potential sales change based on the total value of the linked quotation. Tag this
Business Opportunity as “WIN” in order to finish the activity.

Start Date <today’s date + 5 days>
Closing Date <today’s date + 5 days>
Stage Order
% 95%
Potential Amount P 10,300
Weighted Amount P 9,785
Document Type Sales Orders
Item No. Quantity

D00001 10
D00002 15
D00003 5
S00001 10
S00002 10
S00003 5
Delivery Date is <date today>. Add the Sales Order Document then Update the Opportunity Window.
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Now, take a look at how this sales opportunity has developed in the opportunities pipeline. Define any necessary
restrictions (such as by sales employee or creation date). Take a look at the Dynamic Opportunity Analysis.
1. Choose Sales Opportunities → Sales Opportunities Report → Opportunities Pipeline.

2. Select Sales Employee and then choose Brad Thompson.
3. Choose OK in the Sales Employee window.
4. In the Opportunities Pipeline window, choose Refresh.
Note: You can also modify the Opportunities Pipeline Graphics by right clicking on the Graphics > Dynamics
Opportunity Analysis then click Play then close the window.
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Student Exercises:
Refer to Exercise 7.1 of Workbook in simulating the Sales Opportunities Process in a Merchandising
Business using the system.
Refer to Exercise 7.2 of Workbook in assessing the students regarding this topic.
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CHAPTER 8: SERVICE PROCESS

At the end of this chapter, the student will be able to:
1. Service items under warranty contract
2. Use the Solutions Knowledge Base in documenting the sales call
Process Overview
• When a customer contacts you with a service-related issue, you create a service call.
• The customer may have a contract which defines a service agreement in terms of response time and
resolution time. Contracts may also list particular items covered by the contract.
• The service call is assigned to an appropriate employee to respond to the customer issue. This can be
done by direct assignment or through the use of queues
• Both the response time and resolution time are tracked by the system
• Activities may be created and managed inside the service call
• All actions within the service call are recorded in the history tab
• Any service expenses can be recorded and tracked within the service call
• When the issue is resolved, close the service call and follow up with any service invoicing as appropriate.
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Service Call
• The header and the seven tabs in the service call allow you to organize the information about the issue,
steps taken to resolve the issue, related documents used during the service process, and the solution
found
• The header of the service call contains basic information about the call: the customer, the contact person,
contact information, the subject of the call, a related service contract and any serial numbers for the
object of the call
• Fields on the General tab allow you to further characterize the problem or the service call (Origin, Problem
Type, Call type). This tab also contains information about who will be handling the service issues
• You can use the Remarks tab to describe the problem in detail
• You record all steps concerning the analysis and the solution as activities. These steps are listed on the
Activities tab
• On the Solutions tab you can use the knowledge base to search for solutions for your problem
• The system displays all documents related to this service call on the Expenses tab. From this tab, you can
also generate service invoices and inventory movement transactions
• On the Resolution tab you can enter how you solved the problem or how you otherwise helped the
customer.
• The History tab displays a simplified change log of the service call. You can get a detailed view on all the
instances by choosing Tools→ Change Log.
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Solutions Knowledge Base
• The Solutions Knowledge Base is a collection of solutions for known problems

• You can create and update common solutions to customer’s problems and questions
• The Solutions Knowledge Base displays all the solutions that were ever recorded in SAP Business One
• You can search for existing solutions and link an existing solution to a service call. A service call can
have more than one solution.
• If you found a new solution for a problem, you can add it to the knowledge base directly from the Service
Call screen. Therefore, the next time a similar problem occurs, the technicians are aware of possible
solutions and can more quickly resolve customer issues.
• Solutions have statuses, such as Internal, Publish, and Review. New statuses can be defined. Status can
define how a solution should be used. Authorizations control that can modify the solution status.
• To maintain the knowledge base, choose Service → Solutions Knowledge Base.
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EXERCISES
Service Call
Problem: A customer, Earthshaker Corporation calls for a customer service complaint to your company. Juan Dela
Cruz (username) wants to record the complaint of the customer and tries to resolve the issue.
Solution:
1. Go to Service > Service Call. A system message will appear but click OK. Note: The Service Call is linked to a
Customer Service and not to a particular ITEM.
2. Input the following details:
Customer Microchips
Subject Call regarding a poor customer service
General Tab (note: use define new)
Origin Twitter
Description Service Twitter Page
Problem Type Customer Service
Description Customer Service and Related Concerns
Problem Subtype Service Delivery
Description Customer Service Delivery
Call Type Complaint
Description Complaint Logging
Remarks Tab
Manager of Microchips Corporation called and he had an issue regarding the recent interaction with the
service of the company
3. Click ADD
4. Few minutes later, Jayson Butler (user) will now work on with the issue
5. Click Last Data Record and on the Service Call, click Activity under the Activity Tab.
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6. Input the following details:
General Tab
Activity Phone Call
Type Customer Service
Subject Complaint Follow-Up
Assigned to Jayson Butler (user)
Remarks Called to explain the situation and offered a discount
Content Tab
I offered the manager with a 50% discount when Earthshaker renewed the contract. The manager was
very happy with the resolution.
Linked Document Type
Document Type Sales Order
Document Number 243 (or select any available document)
:
7. Click ADD then UPDATE. A system message will appear then click OK
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8. Using the Activity Window again, you can either choose to schedule a follow-up call or close the activity.
Click ADD. A system message will appear then click YES.
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9. You can write a resolution under the Resolution Tab. Then click UPDATE. A system message will appear
then click OK.
Eg. Offered the manager a 50% discount on his next order and said he was satisfied with the outcome.
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Solutions Knowledge Base

Using the Solutions Knowledge Base Sub-Module, you can:
• Create and update common solutions to customer’s problems and questions

• Display all the solutions that were ever recorded in SAP Business One
• Link an existing solution to a service call or record a new solution from a service call
Procedure:
1. Go to Service > Solutions Knowledge Base then Ctrl + A or click the in the toolbar.
2. Input the following information in the General Area then click ADD
Item A00002
Solution Application settings determine how colors are sent to the printer
Symptom Color rendering styles selection does not change how colors appear on output
Cause Color Descriptions
Remarks "Some applications describe the colors you pick in terms of how much red, green, and blue
(RGB) should be used to make the color. Other applications describe the colors in terms of
how much cyan, magenta, yellow, and black (CMYK) should be used to make the color. The
IBM Network Color Printer uses the CMYK toner system to make colors. When an application
describes colors to the printer as RGB, the printer controller must translate that color into
CMYK. The Rendering Style option is offered to give you a choice of how to balance the colors
for the kind of output you need when the RGB to CMYK takes place."
Student Exercises:
Refer to Exercise 8.1 of Workbook in simulating the Service Process in a Merchandising Business using
the system.
Refer to Exercise 8.2 of Workbook in assessing the students regarding this topic.
Page 87 / 87

QG - SAP B1 On Cloud - Logistics and Distribution Management AY2021-2022

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SAP B1 on Cloud – Logistics and Distribution Management

SAP Business One on Cloud –

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Procurement Process Overview ................................................................................................................ 23

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Sales Order ......................................................................................................................................... 44

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CHAPTER 1: SAP ON CLOUD PLATFORM

At the end of this chapter, students will be able to:

Types of Cloud Deployment

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Huawei Cloud Platform

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Capabilities and User Experience

• Agility -helps in rapid and inexpensive re-provisioning of resources

• Location Independence - resources can be accessed anywhere (except on limitations set by

• Multi-Tenacity - resources are shared amongst a large pool of users

• Reliability - dependable accessibility of resources and computation

• Scalability - dynamic provisioning of data helps in avoiding various bottleneck scenarios

• Ease of Maintenance - users (companies/organizations) have less work in terms of resource

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SAP is considered as one of the world’s largest business software company:

• Commands 67% share of the Business Software Market

Some of SAP users in the Philippines and worldwide:

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SAP Business One

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Measures On Premise On Cloud

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CHAPTER 2: GETTING STARTED

Log-in to SAP Business One

5. Select the company that will be provided by your instructor.

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Branch User ID Password Branch User ID Password Branch User ID Password

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• May be inactive for unauthorized users

User and Password Maintenance

To change the name of the user:

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Branch Name Setting

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1. Go to Administration>System Initialization>General Setting

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CHAPTER 3: MASTER DATA AND MARKETING DOCUMENTS

Managing the Master Data in SAP Business One

Types of Master Data

Note: Lead Business Partners are Prospect Clients

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Searching for Business Partners in the Business Partner Master Data

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3. Find all Items in the Item Master Data

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Customer Code Name Group

C80000 Damit ATBP Distributors

C80100 Ukay Ukay Corporation Distributors

5. Add Vendors/Suppliers to the Business Partner Master Data

Vendor Code Name Group

V15000 Tiangge 3rd Party Logistics

V16000 Divisoria 3rd Party Logistics

V17000 Supermarkets 3rd Party Logistics

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