QG SAPB1onCloud Midterm Chapter4 Lesson2

SAP Business One Cloud – DBMS for BA
QUICKGUIDE
Database Management System
for Business and Accountancy
FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph
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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),
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 d
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Purchasing Documents
Purchase Order
The purchase order is a document used to request items or services from a vendor at an agreed
upon price. When you enter a purchase order in SAP Business One, no value-based changes are posted in
the accounting system. However, the order quantities are listed in inventory management. You can view
the ordered quantities in various reports and windows, such as the Inventory Status report and the Item
Master Data window. This information is important for optimizing ordering transactions and stockholding.
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:
Vendor: V1000
Delivery Date: <date today>
3. Input the following information on the Contents tab
Item/Service Type: Item Item
No: A1000
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Quantity: 5 5.
4. Add.
Click the Last Data Record button on the Tool bar . Take note of the document number.
Goods Receipt PO
You create this document when you receive goods from the vendor. When you create a goods
receipt PO, SAP Business One receives the goods into the warehouse, updates the quantities, and creates
an accounting journal if you manage the perpetual inventory.
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, V1000
3. Click ‘Copy From’ on the lower right side corner of the Goods Receipt PO window.
4. Choose Purchase Orders.
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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.
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A/P Invoices
The A/P invoice is a request for payment. It also records the cost in the profit and loss statement.
You can create an A/P invoice from multiple purchase orders and goods receipt POs. You cannot change
it since it is the legal accounting document that generates entries in the general ledger.
When you receive an A/P invoice, SAP Business One posts the related accounts for the vendor in
the accounting system. If no delivery for a purchase order precedes the A/P invoice, and if you are
purchasing items managed in the warehouse, the stocks are increased when the you post the invoice.
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
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Outgoing Payments
After the A/P Invoice has been sent to the Vendor, it’s time to actually pay the money owed for
the goods and/or services rendered. This is done through the Banking Module. To go to the forms to
process outgoing payments, using the main menu, go to Banking > Outgoing Payments > Outgoing
Payments. Note that this is a different module than the previous three documents entirely.
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.
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Linking Purchasing Documents
SAP Business One enables you to create target documents directly from base documents. For
example, you can create a Goods Receipt directly from the Purchase Order (and vice versa). In that case,
all the data that you entered in the sales order is automatically copied to the delivery.
Linking documents is important, as it establishes the connections between documents (by

extension, the procurement process) to form a paper trail. This trail will then allow all concerned in the
organization to track the progress of each given step. To see the document trail of a particular Purchasing
Document, right click on the document and choose relationship map.
How to view Relationship Map

1. Open a purchasing document. (Purchase Order, Goods Receipt PO, A/P Invoice)
2. Click Last Data Record, or other tools in the tool bar (First Data Record, Previous Record, Next
Record) to view the document you want to view.
3. Right click on the purchasing document and choose Relationship Map.
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QG SAPB1onCloud Midterm Chapter4 Lesson2

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QG SAPB1onCloud Midterm Chapter4 Lesson2

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SAP Business One Cloud – DBMS for BA

General Structure of Marketing Documents

In general the document is divided into:

The middle part contains three tabs:

How to Create a Purchase Order

How to Create a Goods Receipt PO

How to Create an A/P Invoice

How to Create Outgoing Payments

Linking Purchasing Documents

Linking documents is important, as it establishes the connections between documents (by

How to view Relationship Map

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