Business Partner

Types of Master Data

MASTER DATA Master Data
Item Master Data

DOCUMENT HANDLING
❖ Master data refers to the key information
that describes your customers, vendors,
and leads as well as items that your
company buys and sells.

❖ 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.
❖ 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.
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
Master Data
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 this customer. You can also use
the data to analyze your business partner
relationships in detail.

Business Partner Master Data

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 always have complete control over stock quantities 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.
 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), and

3. The lower part (footer) with more

general information.
 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
The middle part contains three tabs for the purchase pulled from the financial
accounting master.
jasmin.villapando@lpu.edu.ph