SAP Business One User

Manual For SESCO

CEMENT
Purchasing
TransTec
9/1/20 Confidential
For Business Development Solutions
Table of Contents
Purchasing Process .................................................................................................................................. 2
Create New Purchase Order .................................................................................................................... 3
Open Purchase Order .......................................................................................................................... 3
Selecting items .................................................................................................................................... 4
Enter Qty and Price.............................................................................................................................. 5
Click Add and send approval request ................................................................................................... 5
Add the approved PO to the system .................................................................................................... 6
Create New Good Receipt PO .................................................................................................................. 8
Open Good Receipt PO ........................................................................................................................ 8
Copy from PO ...................................................................................................................................... 9
Shipping Approval ............................................................................................................................. 10
Add the Approved Good Receipt to the system.................................................................................. 12

1
Purchasing Process
You can begin the purchasing process in SAP Business One by requesting quotations for items
or services from your vendors using the purchase quotation document. Once you have
compared the vendors' quotes and found the best offer, you proceed to ordering the goods. To
order the items or services, you create a purchase order document.
The next stage is the goods receipt PO. It is the stage when the inventory is received into the
company. The goods receipt is followed by an A/P invoice, which is the request for payment. It
is the only mandatory document in the purchasing process. It is possible to create the A/P
invoice without first creating a goods receipt PO or a purchase order.
Each document affects inventory quantities, and some affect the general ledger. The purchase
order affects the available inventory quantity. The goods receipt PO increases the actual
inventory quantity. If you create an A/P invoice without reference to the goods receipt PO, it will
also increase the quantity in stock.
As far as accounting is concerned, the A/P invoice always creates an accounting transaction. It
records freight and tax and updates the vendor account with the new outstanding balance.
The A/P reserve invoice only affects the available inventory quantity and creates an accounting
transaction.

2
Create New Purchase Order
Open Purchase Order
1- Purchase → Purchase Order
2- Select Vendor.
a. By typing the Vendor Code or Vendor Name
b. Or by Choose from List as following :
i. By clicking on the Vendor field the Choose from List will appear
ii. By click on a List of Business Partners will appear
iii. You can use the Find Field to search or by scrolling

3
Selecting items
Select by.

a By typing the Item Code or Item Name

b Or by Choose from List as following :
i By clicking on the Customer field the Choose from List will appear
ii By click on a List of Items will appear
iii You can use the Find Field to search or by scrolling

4
Enter Qty and Price
Enter Qty and Price

Click Add and send approval request

- Click on add
- Click on Ok

- Any PO up to 10000$ will need an approval from Operation manager.

- Any PO more than 10000$ will need two approvals from Operation manager and Managing
Director.

5
Add the approved PO to the system
Select the internal message.

Click here to open approved po.

By double Clicking Document generation approved the Document will Show up you can open Purchase
order by Clicking on The Yellow Arrow.

6
Click on Add button

Your approved PO has been added to the system.

7
Create New Good Receipt PO
Open Good Receipt PO
1- Purchasing → Good Receipt po
2- Select Vendor.
a. By typing the Vendor Code or Vendor Name
b. Or by Choose from List as following :
i. By clicking on the Vendor field the Choose from List will appear
ii. By click on a List of Business Partners will appear
iii. You can use the Find Field to search or by scrolling

8
Copy from PO
Click on copy from Purchase Order.

Select the Document.

Click on Choose button.

9
 - Click on finish.

Shipping Approval
Click on add. Then Click on yes.

10
-Click OK to send an approval request to Shipping user

-Document saved as draft waiting for approval from Shipping user

11
Add the Approved Good Receipt to the system
- Click ADD Button

- The Approved Good Receipt PO has been added Successfully to system

12