SAP B1 on Cloud Accounting Information System

CHAPTER 3: MASTER DATA AND DOCUMENT HANDLING

At the end of this chapter, the student will be able to:
1. Enumerate the types of master data and marketing documents in SBO.
2. Create and handle marketing, production and banking documents used in day-to-day
transactions.

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.

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Types of Master Data

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 is stored in shared master records to avoid duplication.

Searching the Master Data List

One can show all the inventory items inside the master data list by placing an asterisk (*) in the
item number or description field. The same procedure applies for business partner master data, you can
just type asterisk (*) in the BP Code field.

However, you can do a wild card search by placing the asterisk (*) before, after, or in the middle
of the word that you want to search. The list would show all items that contains the particular string that
you used.

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

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 SAP B1 on Cloud Accounting Information System

Business Partner Master Data

Each customer, vendor, or interested party is entered in the system as a master record. Use the
Business Partner Master Data to record and retrieve business partner (customers, vendors, and leads)
information and schedule business partner activities.

Business partner information typically includes:

Company details, including addresses and telephone numbers
Business partner contact persons, including telephone numbers and E-mail addresses
Logistic details
Tax information
Accounting information
Details of payment terms

The information you enter in a master record for a customer or a vendor in the system is applied
automatically when you process your business transactions, for example, the terms of payment that
you define for a customer. These then form the basis of the orders and invoices for that paticular
customer. You can also use the data to analyze your business partner relationships in detail.

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 SAP B1 on Cloud Accounting Information System

How to Create a Business Partner Master Data

1. Go to Modules Menu > Business Partners > Business Partner Master Data. Business Partner
Master Data window will open.

2. Business Partner Master Data window will open. Switch to find mode by clicking the (Add) in
the tool bar or simply press Ctrl + A in your keyboard.

3. On the Business Partner Master Data header, input the following information:
Code : V1000
BP Type (Dropdown list): Vendor
Name : 1128 Appliance Center
Alias Name : Branch 1 (or the branch assigned to you)
Group : Appliance

Note: If Business Partner Group is not available as an option on the list, click Define New.

4. You can input additional information on the General tab, Contact Persons, Addresses, Payment
Terms, etc.
5. Click Add.

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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.

Use the general area to maintain general item information relevant for all types of items. 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.

How to Create an Item Master Data

1. Go to Modules Menu > Inventory > Item Master Data.
2. Item Master Data window will open. Switch to find mode by clicking the (Add) in the tool bar
or simply press Ctrl + A in your keyboard.
3. Input on the following information:
Item No: A1000
Description: Linens
Item Group: Consumables
Unit Price: 60
4. Go to Inventory Data Tab.
5. Input the following information:
Warehouse Code : 01
Warehouse Name : General Warehouse
6. Click Add.

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Document Handling

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

1. Enumerate the various documents used in marketing, production and banking.
2. Create documents used in daily operations.

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 Document . 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), and
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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