Unit: SAP Business One Basics

Topic: Purchase and Sales Transactions

Create the purchase and sales transactions in SAP Business One.

You are the owner of a Business in this sample business installed in the SAP system.
Suppose a customer came to your shop and wanted to buy a Lenovo ThinkPad T440s Laptop
for 5 units. But you don’t have this item yet in your shop. So, you tell the customer that he
should wait for 1 week to have the laptop for the reason that you need to order it first from
supplier. Perform the needed transactions in SAP business one for this specific scenario.

To begin, you need to have a master data for these transactions. The master data is the
information of the vendor/supplier, customer and item that you will use.

Instruction:
1. Create first the master data for that customer.
a. Choose Business Partners→ Business Partner Master Data.
b. Press Ctrl+A to change from Find to Add mode. Alternatively, you can choose the Add
icon in the tool bar.

c. Choose the BP type from the drop down list.

Enter the following information:

BP Type Customer
Code C1111110
Name <Assume any name>
Group Small Accounts
 Contact Persons <Assume name, position, address and contact
numbers>
Payment Terms 30 days
Price List Student Sales price 11

Choose Add. Then choose OK.

2. Create the master data for supplier.
a. Choose Business Partners→ Business Partner Master Data.
b. Press Ctrl+A to change from Find to Add mode. Alternatively, you can choose the Add
icon in the tool bar.
c. Choose the BP type from the drop down list. Vendor

d. Enter the following information:

BP Type Vendor
BP Code V111111
BP Name Lenovo Philippines Inc.
Group Laptops
Contact Information Sales Manager, Mr. Emil Estacio Gatus
 G/F Valero Tower, Makati
923-3642; 0927 838 1434
Payment Terms 30 days
Price List Student Sales price 11

e. Click on Define New to add the new group.

f. Choose Add. Then choose OK.

3. Create the master data for item.
a. Choose Inventory→ Item Master Data.
b. Press Ctrl+A to change from Find to Add mode. Alternatively, you can choose the Add
icon in the tool bar.

c. Make sure that the following categories are checked .

d. Enter the following information:

Item Number Len4000
Description Lenovo ThinkPad T440s
Item Group Laptops
Pricelist Regular Purchase Price
 Unit Price 75,000

e. Choose Add. Then choose OK.

Upon completion of the above you can start the purchase of the Laptop. Purchase the 5 units of laptop as
ordered by the customer. But since the customer made an order for this you will need to make a sales order.

1. Choose Sales A/R → Sales Order

Press Ctrl+A to change from Find to Add mode. Alternatively, you can choose the Add icon in
the tool bar.

Field Name or Data Type Values

Customer C1111110
Delivery Date <today>
Item No. Len4000
Quantity 5
Before entering the data above make sure the ‘Add’ button is visible below.
Now input the data
In the name section of the document type * and press enter, a window will appear ‘List of
Business Partners’ choose the customer you created earlier C1111110 and hit ‚‘Choose‘.
On the item row 1 click the circle icon then a window will appear ‚‘List of items‘ choose the item you created
earlier Len4000 and press ‚‘Choose‘.
On the quantity column input 5 then add. If a window appear showing Availability check just press Ok.

Now that you have made the order of the customer. Its time to order also the needed laptop from the supplier.
Create the purchase order
Go to Purchasing A/P > Purchase Order. Press Ctrl+A to change from Find to Add mode. Alternatively, you can
choose the Add icon in the tool bar. Before inputting any data make sure it is already in ‘Add’ below.
Input the data in ‘Purchase Order’ , in the name section type * and press enter, choose the supplier/vendor
you’ve created earlier V111111, press ‚‘Choose‘.
Inpute the following data in the item column row 1 by pressing the round icon then a window will appear ‚‘List
of Items‘. Choose the item that you created Len4000 and press ‚‘Choose‘.
On the quantity column input 5 then add. If a window appear showing Availability check just press Ok.
For purposes of convenience just use the dates today on the posting, delivery and document date.
Assuming now that the order for laptops you’ve made have arrive after 1 week. Receive now the goods from the
supplier. Prepare the Goods Receipt PO.
Press the Purchasing A/P > Goods Receipt PO
Input the data in ‘Goods Receipt PO’ , in the name section type * and press enter, choose the supplier/vendor
you’ve created earlier V111111, press ‚‘Choose‘.

In the lower portion of document press ‚‘Copy from‘ then choose ‚‘Purchase orders‘.

A window will appear ‘List of Purchase Order’ choose the order you created then press
‘Choose’
Then add this document by pressing the ‘Add’ button.

It is by this time that you can now make the delivery of the laptop to the customer since you
have the stock already. Make the delivery.
Press Sales A/R > Delivery
Input the data in ‘Delivery’ , in the name section type * and press enter, choose the customer C1111110, press
‚‘Choose‘.
In the lower portion press the ‚‘Copy from‘ button then choose ‘Sales Order‘ a window will appear ‚‘List of
Sales Order‘ choosse the Sales youve created earlier. Press ‚‘Choose‘ than press Add.
In summary youve just created a sales transaction to the customer by buying the goods and selling it to the
customer by delivery.