How to Create a Business Partner Master Data

Item Master Data

 Document Handling

General Structure of Marketing Documents

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.
 PURCHASING PROCESS

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.
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 (based on worksheet)

3. Input the following information on the Contents tab:

Item/Service Type:
Item No:
Quantity:
4. Click Add.
5. Click the Last Data Record button on the Tool bar. Take note of the document number.

Goods Receipt PO

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
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.
A/P Invoices

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.

Outgoing Payments

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.

Linking Purchasing Documents

SALES PROCESS

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. Click Add.
5. Click the Last Data Record button on the Tool bar . Take note of the document number.
Delivery

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.
A/R Invoice

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 be 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. Click Add.
Incoming Payments

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.
 INVENTORY

Defining a warehouse

Choose (1) Administration > (2) Setup > (3) Inventory > (4) Warehouses to define new
warehouses.

Goods Receipt and Goods Issue

To post a goods receipt: e.g. The company received 2 A00001 from its suppliers as freebies due
to recent bulk purchase.

Go to (1) Inventory → (2) Inventory Transactions → (3) Goods Receipt.

4. On the Item No. field, click the selection list (picker’s list) button. Select A00001.
5. Input ‘2’ on the Quantity field.
6. In the Remarks field, put ‘Freebies from Suppliers’
7. Click Add.
To post a goods issue: e.g. The warehouse manager recently discovered a theft in the
warehouse with 5, A00001 items missing. To record the missing items:

Go to (1) Inventory → (2) Inventory Transactions → (3) Goods Issue.

4. On the Item No. field, click the selection list (picker’s list) button. Select A00001.
5. Input ‘5’ on the Quantity field.
6. In the Remarks field, put ‘Warehouse theft’.
7. Click Add.
To post a goods issue: e.g. The warehouse manager recently discovered a theft in the
warehouse with 5,
A00001 items missing. To record the missing items:
Go to (1) Inventory → (2) Inventory Transactions → (3) Goods Issue.
4. On the Item No. field, click the selection list (picker’s list) button. Select A00001.
5. Input ‘5’ on the Quantity field.
6. In the Remarks field, put ‘Warehouse theft’.
7. Click Add.

Inventory Transfer

When you post an inventory transfer from warehouse 02 to warehouse 01, the system creates
an inventory transfer document and a journal entry. The journal entry posts the value of the
transferred goods on the debit side of the stock account of warehouse 01 and on the credit side
of the inventory account of warehouse 02.

To post a stock transfer: e.g. The current branch wanted transfer 5 pcs of A00001 from
Warehouse 1 to Warehouse 2.

Go to (1) Inventory → (2) Inventory Transactions → (3) Inventory Transfer.

4. Input the following information:

Item No: A00001
To Warehouse: 02
From Warehouse: 01
Quantity: 5
5. Click Add.