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Component

SAP Business One 2007 A

SAP Business One is a business management solution designed for small and midsize businesses. SAP Business One gives you on-demand access to real-time information through one single system. The application is divided into a number of modules, each covering a different business function. SAP Business One has a user-friendly interface that serves as your central ERP access point, with standard interfaces to internal and external data sources, handheld computers, and other analysis tools. More Information Getting Started Administration Financials Sales Opportunities Sales – A/R Purchasing – A/P Business Partners Banking Inventory Production MRP Service Human Resources Reports
Component

Getting Started

SAP Business One gives you access to real-time information through a single system containing financial, customer relationship management, manufacturing, and management control capabilities. The application consists of modules that cover these corresponding areas, and more. SAP Business One is based on the Microsoft Windows standard. The application includes a demonstration company whose data you use to familiarize yourself with all the elements of SAP Business One. In the beginning, swap between your own company information and the demo data to practice

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certain functions and to experiment with the application. Nothing you may do in the demo company influences your real accounts. Getting Started contains general information about SAP Business One main window, modes, windows, tables, icons, and so on. Use the online help navigation to get details about the complete functionality. More Information SAP Business One Main Window Modes in SAP Business One Search Functions in SAP Business One Common Command Buttons in SAP Business One Common Icons in SAP Business One About Shortcut Keys in SAP Business One Document Drafts Filters in SAP Business One Sorting Data in SAP Business One
Function

SAP Business One Main Window

You can access all SAP Business One functions from the SAP Business One Main window, which is divided into the following areas: Menu Bar Toolbar Main Menu Status Bar Context Menu
Function

SAP Business One Main Menu

The SAP Business One Main Menu controls all the system functions. The name of the company and the current user are displayed in the upper left corner. Its three tabs are: Modules Contains all SAP Business One modules. These are the essential menus through which you access all the windows and sub-menus. For more information, see Main Menu: Modules Tab.

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Drag & Relate Enables you to find and display important information quickly and efficiently. For more information, see Main Menu: Drag & Relate Tab. My Menu Customizable menu on which you can save the most frequently used functions. For more information, see Main Menu: My Menu Tab. To open the Main Menu, choose
Recommendation

Window

Main Menu

.

Recommendation

For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Getting Started . Navigation Getting Started - Add and Navigate Documents

Navigate the Main Menu

Function

Main Menu: Modules Tab

The Modules tab contains all SAP Business One modules:
Administration

Contains the basic system settings for currency exchange rates, system setup, and authorizations, as well as settings for online alerts, and data import/export functions.
Financials

Manages all your accounting data and chart of accounts, general ledger, current accounting posting, and reporting. In addition, you can define budgets and profit centers for better management of company revenues and expenses.
Sales Opportunities

Helps the sales employees to manage their sales opportunities and enables you to analyze your sales information. It also includes opportunity forecast reports, won opportunities, an opportunities pipeline, and a dynamic display of sales stages.
Sales – A/R

Handles all aspects of the sales process, from entering sales quotations, sales orders and deliveries, to issuing customer invoices and returns. In addition, you can draw base documents to target documents, or send letters to customers with open debts.
Purchasing – A/P

Lets you manage all your vendor transactions. You can map the entire buying process, from purchase orders to vendor invoicing. Companies that import goods can use the landed costs functionality to calculate the purchase prices

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of their imported items, including customs, transport and insurance, fees, taxes, and other landed costs.
Business Partners

Stores the master data for all your business partners, including relevant information about customers, dealers, vendors, and leads. In addition, you can store information about business partner activities, as well as data for sales volume forecasts.
Banking

Handles the full range of monetary transactions. In addition, you can use the payment engine to process automatic payments.
Inventory

Manages your inventory, including warehouse stocks, price lists, special pricing agreements, alternative items, and warehouse transactions, as well as the pricing and packaging process, and batches and serial number management.
Production

Enables you to handle bills of materials and production orders.
MRP (Material Requirements Planning)

Effectively manages your material requirements in the manufacturing process. A planning wizard helps you define planning scenarios that consider existing stock, sales orders, purchase orders, production orders, and forecasts, to create material ordering recommendations that enable you to fulfill your commitments to your customers.
Service

Manages interaction between service representatives and customers. It enables you to enter and maintain information about service contracts, items and serial numbers, customer complaints and inquiries, as well as perform numerous related functions. Each time a customer reports a problem, you log it in by opening a service call.
Human Resources

Maintains information on company employees and enables you to perform numerous related functions. It provides staff management capabilities, including employee details, contact information, and absence reports.
Reports

Enables you to compile reports with corporate data and information in exactly the way you want to see it. This includes company internal evaluations, inventory reports, financial reports, and accounting data. In addition to the predefined reports, you can also define individual queries. More Information SAP Business One Main Window
Function

Main Menu: Drag & Relate Tab

Drag & Relate is an interactive tool based on predefined system queries. You use it to create reports and to display information about business processes. The user-friendly interface helps you find important information quickly, and locate different objects or documents in SAP Business One. For example, you can generate a report on all items or

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item groups, or all purchase orders that you created for a particular vendor. The Drag & Relate queries allow you to search for data both in reports and in the master data, such as G/L accounts and business partners. The Drag & Relate menu is a tab in the SAP Business One Main Menu. More Information Using Drag & Relate
Procedure

Using Drag & Relate

Use Drag & Relate to quickly produce reports and access information in SAP Business One. You drag master data or system setup data, for example, business partner master data, item groups, accounts or payment terms, and relate it to business process information, for example A/R invoices, deliveries, purchase orders, or service calls. Procedure 1. From the SAP Business One Main Menu, choose the Drag & Relate tab. All the menus available for Drag & Relate queries appear. 2. Click the folder icons to open the relevant menu. For example, to generate a report on all A/R invoices that were created for one particular customer, choose Business Partners and Sales – A/R. 3. Double-click the item Business Partners in the Business Partners folder. The Drag & Relate - Business Partners window appears and shows a list of all business partners in your company. 4. Place the mouse cursor on the BP Code field for the required business partner, hold the left mouse button until a black rectangle appears, drag this to Result If the result of a query is a single record, SAP Business One opens this record in a separate window. If more than one document matches the query criteria, the Drag & Relate window displays a report. If you have dragged an object incorrectly, or there are no matching query records, the error message No matching is displayed in the status bar.
Note

Sales A/R

A/R Invoice

, and release the mouse button.

records found

Note

The current procedure is an example for using the Drag & Relate tool. Depending on the scenario and your objective, the steps of the procedure may vary. End of the note. Example

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This example explains how to find invoices for a specific payment term. 1. From the SAP Business One Main Menu, choose Business Partners Payment Terms . Modules Administration Setup

The Payment Terms - Setup window appears. 2. Choose a payment term type according to which you perform the search, for example, Cash Basic. 3. Choose the Drag & Relate tab in the Main Menu. 4. Press the left-mouse button to select Cash Basic in the Payment Terms Code field. Drag Cash Basic to Sales – A/R A/R Invoice in the Drag & Relate menu.

5. The Drag & Relate window appears with the list of A/R invoices, including details of document totals, status, and posting dates, in which Cash Basic payment terms were used. More Information Main Menu: Drag & Relate Tab
Function

Main Menu: My Menu Tab

Use the My Menu tab in the Main Menu to customize a personal menu to include windows, menu options, and queries you use most frequently. Your personalized menu does not affect the menus of other SAP Business One users. More Information Creating a Personalized Menu Organizing a Personalized Menu
Procedure

Creating a Personalized Menu

You can create a personalized menu of the windows and menu options you use the most, and organize it into folders. Procedure
Adding a Window to the Personalized Menu

1. Open the window you want to add to your menu. 2. To open the Add to My Menu window, choose Tools My Menu Add to My Menu .

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3. Select the folder to which you want to add this window and choose Add. The window is added to the personalized menu.
Adding a Query to the Personalized Menu

1. To open the Query Manager window, choose

Tools

Queries

Query Manager

.

2. Choose the query you want to add to your user menu. 3. Choose Tools My Menu Add to My Menu . The Add to My Menu window appears.

4. Select the folder to which you want to add this query and choose Add. The query is added to the personalized menu.
Creating New Folders

1. In the Add to My Menu window or in the Organize My Menu window, choose New Folder. The Data Entry window appears. 2. In the Enter a new folder name field, specify a name, and choose OK. The new folder is added to the list of folders.
Note

Note

To create a new folder under an existing one, select a folder and then choose New Folder. End of the note. More Information Main Menu: My Menu Tab Organizing the Personalized Menu
Procedure

Organizing the Personalized Menu

After creating a personalized menu, you can organize it according to your preferences. This includes renaming or deleting folders, and changing the order of the objects in the menu. Procedure To modify the objects in the personalized menu: 1. Choose Tools My Menu Organize.

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The Organize My Menu window displays the current structure of your menu. 2. Choose one of the following activities: Activity Procedure Select the required object and use: Level: to change the menu option hierarchy level To change an object: Folder: to move the menu option to a different parent folder Loc. in Folder: to change the menu option location within a folder To rename an item: Choose Rename and enter the new name in the Data Entry window. To delete an item: Choose Delete. More Information Main Menu: My Menu Tab Creating a Personalized Menu
Function

Menu Bar

The SAP Business One menu bar is located at the top of the main window and contains the following menu commands: File Edit View Data Goto Modules Tools Window The menus in the menu bar change according to the application window that is open at the time.
Keyboard Shortcuts

You can use your mouse, as well as keyboard shortcuts, to access and navigate through menus. Underlined letters in the menu text indicate these shortcuts. To use a keyboard shortcut, hold the Alt key and press the appropriate keyboard letter. The relevant menu appears. For more information about shortcuts, see About Shortcut Keys in SAP Business One.
Application-Specific Menu Functions

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When you launch certain functions of SAP Business One, specific menu entries are added to the Goto menu. These menu entries are available for as long as you are using the function. For example, the Gross Profit... menu option is available when you work with the A/R Invoice. More Information SAP Business One Main Menu
Function

File Menu

Use the File menu to choose and complete the functions described below. File Menu Fields Menu Command Close Save as Draft Page Setup Print Preview Print (Ctrl + P) Send Export Launch Application Lock Screen Exit (Ctrl + Q) More Information Menu Bar
Object

Description/Activity Closes the current window. Saves the document as a draft. Lets you change the orientation of text, select paper source and size, and adjust page margins. Lets you see a document as it would be printed. Prints the active document on a specific printer. Sends messages, E-mails, SMS messages, and faxes directly from SAP Business One. Exports data to the defined applications or XML, and converts layouts to PDF, text, unformatted text, or image. Starts an application from SAP Business One. For more information, see Launch Application. Prevents access to your active screen when you are not at your workstation. To unlock your session, enter your user name and password. Closes the SAP Business One application.

Launch Application

Use this window to launch different applications directly from SAP Business One. To access the window, choose
Note

File

Launch Application.

.

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.

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Launch Application Window

Application Path Displays the path under which the application is saved and enables you to open the Application Details window. File Name Displays the file name of the application you want to launch. Run Starts the application. New Opens the Application Details window where you specify details of the applications you want to add to the list. More Information File Menu Toolbar
Object

Application Details

Use this window to enter details of an application that you can later launch from SAP Business One. To access the window, choose choose New.
Note

File

Launch Application

, and in the Launch Application window,

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Application Details Window

Number Sequential number automatically assigned by SAP Business One. Application Name Specify the name under which you want to save the path to the application in SAP Business One. Path Specify a path, or choose File Name File name of the application. Parameters Enter any additional required parameters. User Select which users will be able to access the application. to find a path for the application file.

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Command Select a command from the list. Window Format Select a format for the window from the list. Test Run Starts a test run to see if you can launch the application according to the path and file name specified. More Information Launch Application
Object

Print Preview

Use the Print Preview option to display a document on the screen as it will appear when printed. For objects other than documents, SAP Business One displays the Print Preferences window. Choose
Note

File Note

Print Preview

or click

Print Preview...

(Print Preview...) in the toolbar.

For each print template you can define different fonts for printing and previewing. For more information, see the How to Customize Printing Templates with the Print Layout Designer document, which you can download from the documentation area of the SAP Business One Customer Portal (http://channel.sap.com/). End of the note.
Print Preferences Window

Printing Options Select whether you want to print a window or a table. Highlighting certain areas of a window or table, and selecting Selection Only, prints only the highlighted areas. Title By default, displays the (editable) title of the active window. Add user name Includes the name of the user in the preview and in a printed document or table. Add date Includes a date in the preview and in a printed document or table. More Information Toolbar
Function

Edit Menu

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Use the Edit menu to perform standard Microsoft Windows functions. Edit Menu Fields Menu Command Undo (Ctrl + Z) Redo (Ctrl + Shift + Z) Cut (Ctrl + X) Copy (Ctrl + C) Paste (Ctrl + V) Delete (Del) Select All More Information Menu Bar
Function

Shortcut Reverse your most recent action. Repeat an action that you just undid. Remove data from one place in the document, in order to insert it elsewhere in the document. Duplicate data to leave it where it is and also insert it elsewhere in the document. Insert data, which you have cut or copied, at the required place in the document. Remove selected data from the document. Select the entire field.

View Menu

The View menu contains options that relate to the display functions of SAP Business One. The open window determines which functions are active. View Menu Options Description/Activity Displays user-defined fields that you have previously created in existing tables, according to your business requirements. For more information, see User-Defined Fields. Displays information in the status bar, such as form number, or item number in a database table. Lets you activate or deactivate certain picking functions, for example, a list selection, a date Pickers Display picker, or user-defined values. For more information, see Pickers Display. Activated indicators show you which fields can be translated or have user-defined values, Indicators Display and whether you can choose values from a list. Restore Column Width Cancels manual changes to column widths in tables and restores default table settings. Displays the colors used for highlighting the dynamic information in the Dynamic Legend (Ctrl + L) Opportunity Analysis report. Displays the translated values of fields that have been translated to the language selected in the current document. Translated Values This option appears only if the option Multi-Language Support is selected in Administration Initialization More Information . System Initialization Company Details Basic Menu Option User-Defined Fields (Ctrl + Shift + U) System Information (Ctrl + Shift + D)

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Menu Bar
Object

Pickers Display

In the pickers display, you can activate or deactivate the following picking functions: Picker Type
List Selection

Description Opens a window in which you can select values from a list, for example, a list of business partners or tax codes. Opens a calendar, in which you can select a date. Opens a calculator, for example in total amount fields. Displays fields for which you have previously defined a formatted search functionality. The formatted search enables you to define values, originated by a predefined search process, for any field in the application. For more information, see User-Defined Values. Displays the translated values of fields that have been translated to the language selected in the current document.

(List

Selection)
Date

(Date) (Calculator)

Calculator

User-Defined Values

(User-Defined Values) Translated Values More Information View Menu
Object

Data Menu

Use the enabled relevant Data menu options while you perform various actions in SAP Business One. For example, you can add and delete rows, or scroll between the records, when filling in a table. Data Menu Options Menu Option
Find

Description/Activity Switches to the Find mode. Switches to the Add mode.

(Find) Ctrl + F (Add) Ctrl + A

Add

First Data Record

(First Navigate between objects of the same type. For example, if you have created several A/R invoices, you can display the last invoice or go to the previous one.

Data Record)
Next Record

(Next Record)

-> Ctrl
Previous Record

(Previous

Record) <- + Ctrl

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Last Data Record

(Last Data Deletes accounts, business partner master data, or documents, such as sales and purchase orders or sales quotations, from SAP Business One.

Record)

Remove

You can delete an object only if you have not used it in any transaction. You cannot use a deleted object in the application. Cancels item master records or certain unofficial sales documents, such as sales quotations and orders. The remark Cancelled is displayed with the object.

Cancel

You cannot use a cancelled object in SAP Business One. You can restore item master records if you have cancelled them. You can still call up cancelled objects, but you cannot change them. Reactivates all available functions of an object that you previously set to Cancelled. Closes sales quotations, sales and purchase orders, and deliveries without creating a posting in accounting. Produces copies of objects such as documents and item master records. Duplication lets you perform further customizing, without affecting a base record or document. This function can be useful for processing similar items or recurring sales orders and quotations, for example. Inserts rows anywhere in a table, including between existing rows. Removes a row from a table, for example, a list item in a sales order. Closes a row in a table. For example, after delivering one of the items in a sales order, you can close the row for that item. Reproduces rows, including data, anywhere in a table. Copies the contents of a cell to the row below or above it. Contains options that are enabled only when specific windows are active.
Example

Restore Close

Duplicate Ctrl + D

Add Row Ctrl + I Delete Row Ctrl + K Close Row Duplicate Row Ctrl + M Copy from Cell Above, Copy from Cell Below

Example

Advanced

The Change Document Status to Open option is enabled only when you want to credit an A/R or A/P no charge invoice, based on the down payment invoice that was fully paid. End of the example.

Filter Table Sort Table

(Filter Table) (Sort Table)

Enables you to filter data in tables. Enables you to sort data in tables.

More Information Menu Bar
Object

Goto Menu

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The Goto menu is active depending on the window that is currently displayed. The choices in the Goto menu are links, which enable quick access to the window, reports, and specific fields in the window. For example, when you display an A/R invoice, options such as Base and Target Document, Gross Profit, Payment Means, and Transaction Journal ... are available. You can access many of the Goto menu options from the Context menu. More Information Menu Bar
Object

Modules Menu

The Modules menu contains a list of all modules with their related options. The menu options: Are arranged in the same order as the menus in the Main Menu Cannot be modified May be inactive for unauthorized users For more information about each of the SAP Business One modules, see Main Menu: Modules Tab. More Information Menu Bar
Function

Tools Menu

The Tools menu in SAP Business One contains a variety of commands that are either active or inactive, depending on the currently open window. Tools Menu Options Menu Options Print Layout Designer XL Reporter Form Settings (Ctrl + Shift + S) Description/Activity Used to design documents for printing. The option is available when sales and purchasing documents, or reports, are active. For more information, see Print Layout Designer. Enables you to generate diversified reports. Displays the Form Settings window containing a list of all the fields, rows, and tables that you can arrange in any particular window. The options available to each window depend on the window itself. For example, row and table options are available in sales and purchasing documents. Displays the System Message Log window where you can see the last error messages, according to the definition in General Settings. You can select whether to display all types of messages, error messages, warnings, or information messages only.

System Message Log

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Tracks changes to the authorization system and to different documents and master data in SAP Business One. For more information, see the Change Log window. Used to display and organize system and user-defined queries, run the Query Manager, and Queries select a print layout for a query. Organize or add new options to the user menu. For more information, see Main Menu: My My Menu Menu Tab. Select Customize to define your own shortcuts to frequently used windows in SAP Business My Shortcuts One, or select one of the previously defined shortcuts. For more information, see Customize User Shortcuts. Enter values, originating from a predefined search process, to any field in the system User-Defined Values (including user-defined fields). For more information, see User-Defined Values. Displays and manages user-defined windows, which contain additional fields that your User-Defined business might require for day-to-day activities. For more information, see User-Defined Windows Fields. Displays a list of user-defined tables you have previously created in SAP Business One. Your Customization Tools business might require these additional tables for its day-to-day activities. For more information, see http://help.sap.com Displays new business logic or new objects in SAP Business One, based on existing Default Forms functionality. For more information, see User-Defined Objects. Change Log More Information Menu Bar
Function

Print Layout Designer

The Print Layout Designer tool allows you to modify and customize the SAP Business One default printing templates according to your requirements. You can set one of the print templates as default for all or some of SAP Business One users, and link specific print templates to selected business partners. You can open the printing template for any document or report in SAP Business One. To access the Layout Designer, open a document or a report. Choose . For more information, see the How to Customize Printing Templates with the Print Layout Designer document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://channel.sap.com/sbocustomer).
Object

Tools

Print Layout Designer

System Messages Log

The System Messages Log window displays the last 100 error and warning messages. Use the window to view the messages and identify the problems. The window also displays information on the success of operations.

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To access the window, choose
System Messages Log Fields

Tools

System Messages Log

.

Errors Displays error messages in the log. Warnings Displays warning messages in the log. Information Displays information messages in the log. Message Displays the date, time, text, and message number of a message. More Information Tools Menu
Object

Change Log Window

Use the change log to track changes in most windows of SAP Business One. Each time you update, for example, authorizations or sales, or purchasing documents, the system tracks down the change and saves it in the Change Log window. To access the window, make the necessary update in a window and choose
Change Log Fields

Tools

Change Log..

.

Instance Shows the number of the logged changed Object Code Displays the element number within its type Updated Displays the date on which the authorization was updated User Name Displays the name of the user who updated the authorization Show Differences Opens the Differences Window for the selected instance. The window provides detailed information of the changes that were made. More Information Tools Menu

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Object

Query Manager

In this window, you can: Display all the queries that exist for specific categories Create a print preview or print a report Delete reports
Query Manager

Query Name Name of the report. Query Category Category for which the reports are displayed. Manage Categories Opens the Create/Edit Categories window, in which you create and edit query categories, and assign them to authorization groups. Print Prints the selected report. This option is available only if a print layout was created for the selected query. Print Preview Calls up a print preview for the selected report. This option is available only if a print layout was created for the selected query. Create Report Opens the Create User Report window. Use this option to define a print layout for queries, which enables you to print these queries. Remove Rremoves the selected query and all associated layouts. More Information Tools Menu
Procedure

Changing a Saved Query

Procedure 1. From the Tools menu, choose appears. Queries Query Manager . The Query Manager window

2. Locate the query you want to change and choose OK. The query results are displayed.

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3. Click 4. Click

Display

(Display) located next to Display Query Structure. The query script appears.

Edit

(Edit) and change as necessary.

5. Choose Save. The Save Query window appears. To overwrite an existing query, expand the corresponding group and select the query. Confirm the prompt that appears. To save the changed query under another name, specify that name here. You would do so, for example, for changed system queries. The group to which the query currently belongs is proposed automatically. To change this assignment, specify the group or groups to which the changed query should be assigned. To save a system query as an individual query, specify a number. 6. Choose Save.
Procedure

Executing Saved Queries

Procedure 1. Choose Tools Queries Queries Manager . The Queries Manager window displays the system and user-defined queries. Categories that do not contain any queries are not displayed. 2. Click (Display) next to the category that contains the required query. A list of all queries related to this category is displayed. 3. Select the required query and choose OK to run it. A window displaying the results of the query appears.
Note Display

Note

If the query requires insertion of values for variables, a Selection Criteria window appears when you choose OK, asking you to specify the relevant values. After you enter the relevant values, choose OK to run the query. End of the note.
Procedure

Deleting a Saved Query

You can delete queries in both the Open Saved Queries and Save Query windows. Procedure 1. Select the query you want to delete.

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2. Choose Remove. 3. Confirm the prompt that appears.
Procedure

Assigning Permission Groups

The check boxes displayed under the Permission Groups title allow a selective definition of permissions to the queries stored in the various groups. You can define permissions for different users for all the groups, some of them, or none. Procedure 1. Select the relevant boxes at the bottom of the window in order to assign your new category to one or more of the permission groups.
Note

Note

If you do not select at least one box, the new category will not be created. To assign your new category to all the permission groups, select Check All. End of the note. 2. Choose Add to add the new category.
Procedure

Creating and Editing Categories in the Query Manager

All the categories defined in SAP Business One are displayed in the center of the Create/Edit Categories window. When you run a saved query from the Tools menu, only categories that contain queries are displayed. To display this window, choose Procedure 1. Type the new category name in the Category Name. 2. Assign an Authorization Group to the new category by clicking one of the boxes at the bottom of the window. 3. Choose OK
Object

Query Manager

Manage Categories.

To edit or add a new category:

Create/Edit Categories Window

Use this window to create a new query category, which you can then use to allocate authorizations for different queries.
Create/Edit Categories

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Category Name Enter a name for the new category. Authorization Group Select one, several, or all check boxes to assign the category to one of the permission groups. Select at least one check box for the system to create a new category. Add Saves the category. Cancel Returns you to the Queries Manager window. Select All Assigns the category to all permission groups. More Information Creating and Editing Categories in the Queries Manager
Procedure

Changing the Name of an Existing Category

Procedure 1. From the Tools menu, choose appears. Queries Query Manager . The Query Manager window

2. Choose Manage Categories, and in the Create / Edit Categories window, select the required category. The name is automatically displayed in the Category Name field. 3. Specify a new category name, and choose Update to save your changes.
Object

Save Query Window

Use this window to save a new query by assigning it to one of the query categories. For more information, see Create/Edit Categories. Query Name Enter a name for the new query. Query Category To use an existing category, choose one from the list below. Manage Categories Choose to create a new category. See Create/Edit Categories. Save Choose to save the query. Cancel Choose to return to the Query Interface Results window. Remove

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Choose to delete the query.
Procedure

Saving a Query

Procedure After you have created the query and selected Execute, the Query window appears. 1. In the Query window, choose Save. The Save Query window appears. 2. Specify a name for the query in the Query Name field. 3. In the Query Category field, specify one of the categories that appear below the field. 4. To create a new category, choose Manage Categories and create the new category in the window that appears. 5. Choose Save to save the query in the category you specified.
Function

Query Generator

Query Generator is an SAP Business One tool that enables you to create queries using the SQL query engine. This tool is designed for data retrieval/selection only, and not for updates. The Query Generator enables you to: Create nearly any query yourself that can quickly answer questions arising in your company. Access all the data in the database and evaluate it according to your needs. Create individual report forms using the simple query syntax. After defining a query, save it for fast access in the User Queries library. You can change or restructure your saved queries at any time.
Recommendation

Recommendation

We recommend that you first define a few simple queries to familiarize yourself with this tool. Then write more complex reports as you learn. Accordingly, the descriptions in this module start with simple queries and proceed to more complex definitions.

Example

Example

An initial example illustrates the principles of defining a query. End of the example.

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You will then find general information on the structure of the database in SAP Business One, which should help you proceed to more complex queries. More Information Query Generator Window
Procedure

Structure of the Database

The SAP Business One database saves all the data that is defined in the system. For example, for customers, items, or invoices in different database tables. Each table stores the relevant data for the respective object. The table for an invoice stores invoice number, customer number and name, creation date, number of sold articles, invoice amount, etc. In this process, we differentiate whether the data involves the header of an invoice or the rows with the sold articles. These two data types are stored separately in the corresponding table in the database.
Object

Syntax for Defining a Query

The rules of syntax for defining queries are the same for both simple and complex queries, and must be followed. A query condition appears only once in the query definition and always begins with IF. Every other condition is performed on the corresponding field, even if the field already appears previously in the definition. If you define a condition with the item number, and you want to add another condition for the item number, it would follow this example: The definition would start with IF ItemCode INCLUDES computer, and would continue with AND ItemCode INCLUDES package. When you enter a value range for a condition, you must enclose it in square brackets. Two periods separate the lower limit from the upper limit. To define multiple value ranges, separate them with a comma. For example: IF ItemDescription IN_RANGE [a .. bank, c .. jar] When you define several consecutive conditions, they are handled just like mathematical operations. Use parentheses if you want to define a specific sequence for the query. Enclose the conditions that you want to process first in parentheses, just like you would for mathematical operations. The system processes the conditions in parentheses first, followed by the other conditions. AND conditions always have priority over OR conditions.
Note

Note

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The fields that will be displayed in the query always appear before the query conditions and are, therefore, written to the left of the conditions. If you want to add another field to the display after you have defined the conditions, you have to insert the field to the left of the conditions. To do so, either drag the field to the appropriate position, or position the cursor in the appropriate place and double-click the field in the data column. End of the note.
Procedure

Principles of Defining a Query

To define a query, you must first define the formatting for the report data. You then specify the conditions for selecting an object for the query. Procedure 1. Define which data you want the report to contain by choosing the corresponding database table in the database – the table that contains the invoices in this case. 2. Identify the data fields that you want to include in the report. In this example, they are the customer name and number, the invoice number, its creation date, the due date, and the amount due. 3. Define the conditions an invoice has to meet to be included in the report. In this case, the condition is that the invoice has not been paid as of the report date. 4. To create the query, either use the provided automatic selection options for inserting tables, fields, conditions, variables, and so on, or manually specify the required information in the relevant query zones.
Procedure

Creating Simple Queries

Query Generator is an SAP Business One tool that enables you to create queries using the SQL query engine.
Note

Note

This tool is designed for data retrieval only. Do not use it for any kind of updates. End of the note. Procedure 1. From the Tools menu, choose appears. Queries Query Generator . The Query Generator window

2. To enable inserting conditions and variables into the query, choose the Conditions button. An additional section of the window opens. 3. The cursor is automatically located where table selection takes place. Choose Tab to open the Choose From List window, which displays all tables in SAP Business One.

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4. Double-click a table to insert it into the Tables zone. 5. Repeat the previous step to select additional tables, if needed. 6. To select fields: 1. Highlight the relevant table. The fields in this table are now listed in the table area. 2. Double-click the required fields to display them in the Select area. 7. To apply conditions or use any variables in the query: 1. Place the cursor in the Where area. 2. Double-click the field on which you want to apply a condition. The selected field is displayed in the Where area. 3. Choose the required condition from the Conditions list, and complete it by specifying the conditioned value. This can be a constant value (number, text), another field, or a variable. 8. To generate the report, choose Execute. Once the results are displayed, you can save the query. 9. Choose Close to close the Query Generator window.
Procedure

Selecting Tables for the Query

Procedure 1. In the Title field of the Table area, press the Tab key. The Choose from List window opens displaying a list of all tables in SAP Business One. 2. Double-click a table to select it. The selected table is entered to the Tables area. 3. In order to select additional tables, choose the Title field in the Tables area and press the Tab key. 4. After you have selected a table, you can select tables which are related to it. Do so by dragging the related table name from the Fields area to the Tables area. When you select a table, its fields are instantly displayed in the Fields area. If the selected table includes a field that relates it to another table, this field is displayed in bold. Dragging this field to the Tables area adds the related table to the list of selected tables.
Procedure

Selecting Related Tables

Procedure 1. Select the required table in the Table field. 2. Highlight the selected table to display all its related tables in the lower part of the window, under the title Tables related to. You can use the related tables when creating the query.

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Procedure Selecting Fields for the Query Procedure 1. Choose the Table option button to print the entire table. 5. 3. Double-click the required fields in the Fields area to select them. To delete tables from the list. 4. If a document template for printing is specified as the default for a query. Note Note You can also use this function to select particular rows and columns for printing. Double-click the relevant tables in the lower part of the window to place them in the top part. Select the table you want to remove. Enter a header to be printed in the Title field.SAP Business One 2007 A . Choose the Window option button to print the window as it is displayed on the screen. 2. click the row number or the column header. End of the note.SAP Documentation Page 26 of 1289 3. the application automatically selects it and prints the query results of this template. 4. Choose the X button. Print the query directly by choosing Print. The Print Preferences window opens. or displays it on the screen. Enter preferences for the print version by choosing Print Preview. To do so. Choose Next to proceed to the Result & Sort Fields Selection window. choose Delete Line. 2. Choose the required table in the Tables area. file://C:\Documents and Settings\Stephen. Procedure Printing Query Results Procedure 1. The selected fields are entered into the Select box. 2. place the cursor in the row you want to delete and from the Data menu. 5. including the rows and columns not visible on the screen.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . The tables displayed at the top part of the window are the tables from which you can retrieve data for the query. Procedure Removing Tables from the Tables Area Procedure 1. The system automatically proposes the name of the query.

8. Reverse Table Choose to display the table either from right-to-left or from left-to-right. Edit Query Script Edit (Edit) Enables editing the query script. the lower section displays the query results in a table. 7. Save Opens the Save Query window where you can save a new or changed query for future use. The print preview appears on your screen. More Information Query Wizard Query Generator file://C:\Documents and Settings\Stephen.htm 7/16/2008 . Queries Window Hide / Display Query Structure Choose to hide the query script.SAP Documentation Page 27 of 1289 6. Block Query Script Prevents changing the query script. Cancel Returns you to the window from which you executed the query. Execute Choose to run the query again. Choose OK to save your settings. The columns are a result of the selection criteria you defined in the Query Interface window. Table Displays the query results.SAP Business One 2007 A . Graph Choose to display the query results as a graph. Object Queries Window This window displays the results of a query executed from either the query wizard or the Query Generator tool. Select the Add Date check box to ensure that the current date is printed in the header.ABBASOFT\Local Settings\Temp\~hhB0D4. Select the Add User Name check box to ensure that the name of the user is printed in the header and activate the Selection Only box. Open Opens the Open Saved Query window. The upper section displays the script of the executed query.

The Fields Area The Fields area includes two columns: Name and Description. Example Example file://C:\Documents and Settings\Stephen. T1. Fields that are related to other tables are displayed in bold typeface. Sort by Define how to sort the query results. conditions and variables on the right of the window. The Query Area Select Displays selected fields separated by commas. End of the example. If you specify a field manually: Add a comma to separate it from adjoining fields Add a prefix with the relevant table number From Displays selected tables for the query. Select tables and fields on the left. To sort the query results by user. Group by Group the query results according to specific criteria. The fields in this area appear with a T0.SAP Business One 2007 A . When you select a table. You can add the related table to the list of selected tables by dragging the related field to the Tables area. Where The area where the query conditions are defined and formulated. its fields immediately appear in the Fields area.htm 7/16/2008 .. Tn prefix. specify the User field in the Sort by area.SAP Documentation Page 28 of 1289 Object Query Generator Window Use the Query Generator window to define and create your own queries. .ABBASOFT\Local Settings\Temp\~hhB0D4. The application assigns the prefix number according to the order in which the tables were selected. In the resulting report.. field descriptions are used as the field titles. which represents the table number from which a field is taken. The Tables Area Use this area to select as many tables as you need for your query. Example Example You create a query that lists the numbers of all sales quotations created by specific users for specific customers.

It enables you to create queries based on the database logic. Note Note You can create queries that only retrieve data. Query Wizard: Select Tables for the Report file://C:\Documents and Settings\Stephen.SAP Business One 2007 A . End of the example. More Information Query Wizard: Select Tables for The Report Query Wizard: Select Fields and Sort Orders Query Wizard: Conditions and Relations Query Wizard: Query Wizard Completed Object Query Wizard: Select Tables for the Report Use this step to select the database tables from which you want to retrieve data for the report. you group by customer code. The Query Wizard is an interface through which you can view the database tables and fields. regardless of the number of sales quotations issued to each one.SAP Documentation Page 29 of 1289 You want to create a query that lists the customers to whom sales quotations were issued during a defined period. End of the note. not manipulate or change it. In this case.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . More Information Search Functions in SAP Business One Query Generator Creating Simple Queries Principles of Defining a Query Function Query Wizard Use the Query Wizard to build a report that does not exist in the application. Conditions Opens the Conditions area in which you choose variables and conditions. so that each customer appears once.

or leave empty if you do not want to group. 2.ABBASOFT\Local Settings\Temp\~hhB0D4. choose the table in which the required field is found. More Information Query Wizard Object Query Wizard: Select Fields and Sort Orders Use this step to select the required fields from the tables you chose in the previous step and define a sort order for them. Only the tables you selected in the previous step and the Comp. double-click the relevant row in the lower table. Press TAB to open the List of Tables window. for example. select the table(s) from which you want to retrieve data. OITM. Field Press TAB and choose the required field from the Choose from List window.SAP Documentation Page 30 of 1289 Table Displays the table code that is defined using four characters. Query Wizard: Select Fields and Sort Orders Table From the drop-down list. Group (Y/N) Choose Yes to group the report results according to the results in this field. This window displays fields from the selected table only. option are available here.SAP Business One 2007 A . This information can help you determine whether you need additional tables that are logically linked to the tables you have already selected for your query. Sort Type Select an ascending or descending order for sorting the query results of a field that has a sort order assigned.htm 7/16/2008 . such as Items. Change this text to display a different heading in the report results. Sort Order Use an integer (1. To add a table from the lower table to the upper table. Heading Displays by default the field description. Lower Table Displays the codes and descriptions of tables related to the table in the highlighted row of the upper table. Description Displays the full name of the tables you select. Each table you select is placed in a separate row in the table. 3) to set the sort priority for the selected field. Caution Caution file://C:\Documents and Settings\Stephen. From the window.

End of the caution. End of the note. Note Note A row in which one of the computation options is selected cannot be grouped. such as quantities and amounts. Maximum – Displays the largest value of this field from within the retrieved records. More Information Query Wizard Object Calculation Field Window Use this window to define a field for displaying the result of a specific calculation when the query is executed. Calculation Field Window Field Name Specify a title for the calculation field. Note Note To cancel a previous selection. This title will be the header of the calculation column in the query results window. Comp. End of the note. This column offers six computation options: Total Records – Displays the number of records retrieved but not the records themselves. Total Distinct Records – Displays the number of distinct records retrieved. Field file://C:\Documents and Settings\Stephen.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. Average – Calculates and displays the average of the values of that field in the retrieved records. Table Select the table that contains the field you need for the calculation. Amount – Displays the sum of the values of that field in the retrieved records. This option and Average are relevant for fields that contain numeric values. Only tables selected in the Select Tables for the Report step are available.htm 7/16/2008 . click the column and select the blank row from the drop-down box.SAP Documentation Page 31 of 1289 In grouped rows the computation options are disabled. Minimum – Displays the smallest value of this field from within the retrieved records. but not the records themselves.

Contains. Table Click this column to select the table for which you want to set conditions. More Information Query Wizard Object Query Wizard: Conditions and Relations Use the Display Conditions and Display Relations tabs in the Conditions and Relations step to define the conditions and relations for retrieving data.SAP Documentation Page 32 of 1289 Choose the field you need for the calculation. Field Choose the field to which you want to apply the calculation.htm 7/16/2008 . Choose the required operator: + for addition – for subtraction X for multiplication / for division Table Choose the table that contains the field to which you want to apply the calculation. for which you want to set conditions. Not equal. and so on. Display Conditions Tab Brackets Columns ( ) Define the priority sequence of the conditions. Click these columns to select the appropriate bracket type. Field Click this column to select the required field from the selected table. The following terms also appear on the list: IS NULL – the field on which you apply the condition is blank IS NOT NULL – the field on which you apply the condition contains a certain value Example Example file://C:\Documents and Settings\Stephen. Greater than. Oper. Smaller than. Only tables selected in the Select Tables for the Report step are available. Condition Click this column to choose the required condition: Equal.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. Both conditions and relations are based on the database structure and logic.

And/Or This column enables you to define complex conditions.ABBASOFT\Local Settings\Temp\~hhB0D4. [%2]. More Information Query Wizard Object Query Wizard: Query Wizard Completed file://C:\Documents and Settings\Stephen. Therefore. AND – retrieves records that comply with all the conditions linked by the AND operator OR – retrieves records that comply with at least one of the conditions linked by the OR operator Display Relations Tab Execute Applies the defined relation between the tables that appear in the row. and then runs Note Note Each variable is unique. No. the value of that field is NULL. End of the example.. This enables you to: Create a condition that combines two different tables (optional) Compare one field to another in the same table Field/Value The following alternatives can be defined in this column: Field from a table – enabled only if a table was entered in the Table column Fixed value – any fixed data.SAP Business One 2007 A .htm 7/16/2008 . you should name them as follows: [%0]. To Table Select the check box All to display data from the table that appears in the From Table section of the query results.. if you have to define more than one variable. by defining the relationship between two or more conditions that you define. End of the note.SAP Documentation Page 33 of 1289 If no value was entered in the Customer/Supplier Ref. SAP Business One adds another condition. From Table Select the check box All to display data from the table that appears in the To Table section of the query results. field in a marketing document. [%1]. Table Click this column to select an additional table. This means that the records you want to retrieve must comply with the conditions defined on the Define Conditions tab and with the added condition. such as string or number Variable – enter the string [%0] to create a query that first displays a field for entering a value. When this check box is selected.

identified with the icon them from Object — or by choosing Tools Queries System Queries . to move to the previous step.SAP Documentation Page 34 of 1289 This window displays the script of the query you defined using the Query Wizard. choose Finish. Remove Cancels the shortcut key allocation. The left pane displays modules in SAP Business One. You access system queries either from the different modules — in each module the relevant system queries appear as entries in the menu. To execute the query. The Allocation tab is divided into two panes. Customize Window Fields – Allocation Tab Shortcut Select a shortcut key to allocate to a window.ABBASOFT\Local Settings\Temp\~hhB0D4. Module List of all modules in SAP Business One. To access the window. Customize User Shortcuts Use the Customize window to define your own shortcut keys for opening frequently used windows. The List tab lists all the shortcut keys and the windows to which those keys are allocated. choose Back. Window List of windows from the selected module to which you can allocate a shortcut key.SAP Business One 2007 A . The right pane displays windows in the selected module. file://C:\Documents and Settings\Stephen. Current Window Name of the window to which you have allocated a shortcut key. choose Tools My Shortcuts Customize . More Information Query Wizard Procedure System Queries SAP Business One provides system queries. which enable you to generate additional reports and retrieve data that is not available by running the other reports.htm 7/16/2008 . On the Allocation tab you choose the shortcut keys for selected windows. Allocate Assigns the selected shortcut key to a selected window.

More Information Tools Menu Function Search by Saved Query Selecting the Search in Existing User-Defined Values according to Saved Query radio button adds additional fields to the User-Defined Values . Locate the required query and double-click it.SAP Business One 2007 A . file://C:\Documents and Settings\Stephen.sap.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 35 of 1289 More Information Tools Menu Function User-Defined Values The User-Defined Values function enables SAP Business One users to enter values. Double-click the field below the radio button. For more information. for example. Examples of using this function include: Automatic entering of values into fields using various objects in the system Entering values into fields using a predefined list Automatic entering of values into fields via user-defined queries Creating dependence between fields in the system. see http://help.com.Setup window. The Queries Manager window displays. Choose Update. 2. User Signature. The query name will be entered in the field. originated by a predefined search process. the value in field X influences the value in field Y. and so on Choose Tools User-Defined Values to access the entered values. for any field in the system (including user-defined fields). for example. The field directly beneath the radio button is used to select the saved query. Auto Refresh When Fields Change The Auto Refresh When Fields Change check box toggles the execution of linked queries and the display of its results in the field to which the query is linked. Open Checks Balance (for business partner).htm 7/16/2008 . Creation Date. 3. Displaying fields that can only be displayed using queries. Procedure 1.

If you deselect the Auto Refresh When Fields Change checkbox. Function User-Defined Fields SAP Business One supports adding user-defined fields that might be essential for the day-to-day activities of your business. If the field is linked to a query. for example Account Code in an existing journal entry and Item Code in an existing Delivery note. If the Auto Refresh When Fields Change checkbox is selected. the first value appearing on the list will be chosen during an Auto refresh. Tools User-Defined Values from the When this checkbox is selected. Table field: Any field located in the window’s table. the refresh is performed when one of the two field types changes: Title field: Any field in the window located outside the window’s table.e.SAP Business One 2007 A .Management . values can only be entered in the text field by selecting the field and choosing Shift+F2 (or selecting menu bar). Tools Customization Tools User-Defined file://C:\Documents and Settings\Stephen. Display Saved Values: Select Display Saved Values to display the value saved in the field during the addition/update of the document i. To display the Manage User Fields window. Any change in the selected field will cause the search field to be refreshed. The field will be refreshed only if you replace the field linked to the query. Press the Update button or the Enter key to update the document (if the value in the field has changed). Select the desired field from the list of Table fields found in the drop down menu (located under Auto Refresh When Fields Change). choose Fields . Auto refresh is not be implemented in fields that cannot be updated. You can select the field from the dropdown menu. Therefore.htm 7/16/2008 . the value saved in the database.ABBASOFT\Local Settings\Temp\~hhB0D4. You can display user-defined fields in the print layout designer or in the Query Generator window. ensure that the autorefreshed query is required before selecting this option.SAP Documentation Page 36 of 1289 To conduct an auto refresh. this opens a multi-row Choose From Listwindow. The following two radio buttons are displayed: Refresh Regularly: Selecting Refresh Regularly causes the search field to be refreshed each time you open or browse to the document containing the formatted search. the dropdown menu below it becomes active. choose the field type for the refresh operation (Title or Table) and the field name. Select the option 'When exiting altered column' to refresh when a Table type field changes. Avoid using the Refresh Regularly option for this type of query because it might affect documents you did not intend to affect. As a result of the Auto refresh (of editable fields) the document's status changes from Okto Update.

you must have a registration . the Contents tab in the A/R Invoice In addition. for example. for example Business Partner Master data lines.the User-Defined Registration Wizard. see http://help. we recommend Object Implementation . and then link it during the registration. file://C:\Documents and Settings\Stephen.currently we support C++ objects only. Function User-Defined Objects Use the User-Defined Objects function to add new business logic or new objects to SAP Business One.ABBASOFT\Local Settings\Temp\~hhB0D4. While creating the table. the Address in Business Partner Master Data Documents. including all the default properties. More Information Tools Menu Procedure Updating User-Defined Fields Procedure You can update the following values: Description Length Valid values Default values You cannot update the following values: Field type Status of the Mandatory field To update a user-defined field. are added by SAP Business One automatically. define an additional field to set the table type. These objects are created with the help of existing SAP Business One functionality. for example.sap. As an option. click it and press Update. You can create the following types of objects: Master data. To add a user-defined object. Create a table before you create an object.SAP Documentation Page 37 of 1289 For more information on user-defined fields. Additional fields. the A/R Invoice Document lines.SAP Business One 2007 A . for example.com.htm 7/16/2008 . services for the new object can include history and log information.

and fax messages. Sets the SAP Business One Main Menu as the active window. which shows your E-mail. telephone calls. This is useful if you have closed Main Menu accidentally. You can then activate the window from that menu. and so on depending on the number of open windows. to activate a particular open window.com. More Information Tools Menu Object Window Menu The Window menu enables you to cascade or close all the open windows. Lets you choose a color for the active window. so that you can view your meetings. its name is added to the Window menu. and your alerts.SAP Documentation Page 38 of 1289 To access the Registration Wizard. Window Menu Options Window Menu Options Menu Option Cascade Close All Color Main Menu (Ctrl + 0) Messages/Alerts Overview Calendar Description/Activity Arranges all the currently open windows so that they partially overlap each other. see http://help.SAP Business One 2007 A . to change the color of a window. or need to bring it to the top of a number of open windows. Closes all open windows with the exception of Main Menu. and to display or hide the Main Menu.ABBASOFT\Local Settings\Temp\~hhB0D4. press Ctrl+1. and other activities. To switch between two or more open windows.htm 7/16/2008 . Ctrl+2. Displays the Messages/Alerts Overview window. provide feedback about the application and documentation. Tools Customization Tools Objects Registration For more information. choose Wizard . Displays the Calendar. Help Menu Options Menu Option Activity/Description file://C:\Documents and Settings\Stephen.sap. and submit messages to the support center. when you open a new window. In addition. More Information Menu Bar Function Help Menu The Help menu enables you to access all the documents provided with the release of SAP Business One you are currently using. SMS.

.ABBASOFT\Local Settings\Temp\~hhB0D4. Active functions are shown in color.) E-mail... file://C:\Documents and Settings\Stephen.) (Print.. while inactive ones are grayed out. Enables you to: Look for SAP Notes and calls submitted to the support center Support Desk Submit a message to the support center Run the Restore utilities. (Print Preview. See also Print Preview.htm 7/16/2008 . Release Notes.. in which you enter the phone number and the text of your SMS message.. located below the menu bar. Toolbar Icons Icon Print Preview.. in which you add the E-mail address and enter the text of the message.. Prints the active document on the specified printer. Description/Activity Enables you to view a document before printing. Documentation The option is active only if the field is enabled (not read-only). Your Feedback About Function Welcome Screen This option is not for submitting messages to the support center. The functions represented by the buttons are also available in the menu bar.. Print..) (E-mail. as required. Toolbar The toolbar is a collection of icons. Additional Documents: to launch the Additional Documentation screen from which you can access the Administrator's Guide. and other documents provided with SAP Business One Help Settings: to specify the language of the documentation.) (SMS.. following explicit instructions from a support consultant Enables you to submit your feedback about application functionality and/or the documentation. and whether to launch it from the local machine or directly from the server Enables you to launch the Welcome screen of the application. Displays the Send Message window.. right-click in the toolbar area and select or deselect.SAP Documentation Page 39 of 1289 This menu item encompasses: Online Help: to launch the online help of SAP Business One Context Help: to launch the online help page that corresponds to the currently active window in SAP Business One What's This?: to launch the description of the field at which the mouse is pointing. that provide easy access to commonly used functions. To hide or show a toolbar. Displays the Send Message window.. which includes useful links to documents and training material. SMS.SAP Business One 2007 A . Displays the exact version and build of SAP Business One that you are using....

. Last Data Record Filter .) (First Data Record) (Previous Record) First Data Record Previous Record Enables you to navigate between objects of the same type. (Fax... Document...htm 7/16/2008 . See also Launch Application... See also File Menu. See also Working in the Add Mode.) file://C:\Documents and Settings\Stephen.... Displays the Gross Profit window for a sales document.) (Sort... (Print Layout Designer.. (Volume Calculates the volume and weight of the items in marketing documents.. and Volume and Weight Calculation... See also Working in the Find Mode. See Print Layout Designer.... Enables you to export data as a PDF (portable document format) file... Add.... you can view the original sales quotation or the subsequent A/R invoice from a (Target delivery. Switches to Add mode... For example. Application. See Payment (Payment Means. Enables you to launch different applications directly from SAP Business One... (Export to MS. Displays the Form Settings window with the list of options for the active window.. (Export to MS- Export to MS-EXCEL. (Gross Profit.. (Filter . and Weight Calculation... (Base Document... You can change these settings to modify the fields.. rows.) Displays the Send Message window....SAP Business One 2007 A ..) Gross Profit. Enables you to specify payment means for a document.. See Filters in SAP Business One.) Export to MS-WORD Enables you to export data to Microsoft Word. See also Data Menu. Enables you to lock the active screen. Lets you select a print layout template and edit templates for printing documents and reports. Enables you to sort data in a table. Target Document.) Transaction Journal... Find. EXCEL..) Lock Screen.) (Add..... Base Document. See Sorting Data in Tables..SAP Documentation Page 40 of 1289 Fax. in which you add the Fax number and enter the text for the fax..) Print Layout Designer.. See Gross Profit..Enables you to export data to Microsoft Excel..) (Find. Next Record (Next Record) (Last Data Record) Enables you to search and display specific data in SAP Business One.. (Lock Screen... Journal. (Transaction Displays the Transaction Journal Report with the summary of all the accounting transactions..) Displays a document that has been created on the basis of the selected document or as a follow-up to the selected document.) Means.) Sort.ABBASOFT\Local Settings\Temp\~hhB0D4.) Payment Means... Switches to Find mode.. WORD) PDF (PDF) (Launch Launch Application..

a report being executed. for example. and error messages.... (Calendar. the number of the form for a particular field. system information. To display system information for each field in a window. then file://C:\Documents and Settings\Stephen.htm 7/16/2008 . for example.... phone calls. The right corner of the status bar displays input fields that you drag to that area. the number of characters for each field. More Information Field Information and System Messages in the Status Bar Displaying User-Specific Information in the Status Bar Function Field Information and System Messages in the Status Bar The left-hand corner of the status bar displays field information and system messages. the name and telephone number of your vendor’s contact person.. More Information SAP Business One Main Window Function Status Bar The status bar is an area at the bottom of the Main Menu window that displays error messages..) Displays the Query Manager window. Messages/Alert Overview. If you have selected System Information from the View menu. (Query Manager. Displays the Messages/Alerts Overview window.. The central area of the status bar displays the date and time. the name of the database table. The SAP Business One Calendar displays your scheduled meetings. the database information for each field on a form also appears.ABBASOFT\Local Settings\Temp\~hhB0D4..) see Query Manager... and other activities. The left corner of the status bar displays field names. The following message types appear in the status bar: View System Information . see Tools Menu..SAP Documentation Page 41 of 1289 Form Settings. Displays the SAP Business One online help.. For more information about queries.. To display field information.. and the progress of lengthy work processes.. Additionally... Query Manager. choose position the cursor over a field and its relevant information appears. (Messages/Alert Overview.SAP Business One 2007 A . or a running search.) Context Help.. tables displayed in a window.) Calendar.) (Context Help. position the cursor over a specific field and the field name and length appear. (Form Settings. which displays user messages and alerts. and the position of that field in a table. for example.

Note Note You can display up to four fields.ABBASOFT\Local Settings\Temp\~hhB0D4. and drag it to the right-hand corner of the status bar. Position the cursor on the required field. Use this procedure to replace old information in the status bar by dragging and dropping new fields. The error message describes the problem and may offer suggestions for correcting the error. while processing transactions for a certain vendor. displayed against a blue background. Error Message Appears when you cannot continue a specific action until the error is corrected. Information Message Informs about an action occurring in SAP Business One but does not disturb the workflow.htm 7/16/2008 . More Information Status Bar Procedure Displaying User-Specific Information in the Status Bar You can display user-specific information in the status bar. Open a window that contains fields you want to display in the status bar. The next time you open that window. End of the note. For example. displayed against a red background. the relevant fields appear in the status bar. Procedure Dragging Information to the Status Bar 1.SAP Business One 2007 A .SAP Documentation Page 42 of 1289 Confirmation Message Provides information about the successful execution of system functions and does not affect your work. press Alt and choose the field you want to delete. 2. End of the note. Note Note To delete the user-specific information from the status bar. More Information file://C:\Documents and Settings\Stephen. displayed against a green background. for example. place the name and the telephone number of the contact person in the status bar. Business Partner Master Data.

For example. Gross Profit calculation is available from the A/R Invoice window. Use the Confirm mode (the OK command button) to confirm any data change in SAP Business One. To access a Context menu. Find. Use the Update mode to modify existing information. More Information Working in the Add Mode Working in the Find Mode Working in the Update and Confirm Modes Procedure Working in Add Mode Use the Add mode to enter new data. icons.SAP Documentation Page 43 of 1289 Status Bar Function Context Menu The Context menu includes commands relevant to a window or one of its areas. and Confirm.htm 7/16/2008 . choose Update to approve the change and save it to the database. The options in a Context menu depend on the window.ABBASOFT\Local Settings\Temp\~hhB0D4. such as business partners. which may not be available from buttons. in SAP Business One. In certain cases. For example. but are available from other areas in SAP Business One.SAP Business One 2007 A . Use the Find mode to retrieve existing data. The following example adds a new customer. or press the Ctrl+Shift+F10 shortcut key. Procedure file://C:\Documents and Settings\Stephen. but not from the Business Partner Master Data window. Use the Add mode to enter new data in the application. either right-click the window/area. More Information Menu Bar Function Modes in SAP Business One SAP Business One includes four active work modes: Add. or sales and purchasing documents. a submenu may also be available. These commands are shortcuts to the most frequently used functions. when you change the business partner or item details. items. You can then view and update the displayed records. Update. or tabs.

The A/R Invoice window opens in the Add mode. and choose Add. the customer code. for example. Choose Sales . Result A single invoice or a list of invoices appears. Choose Business Partners Business Partner Master Data . 3. 3. 2. In the toolbar. choose Add Data Add . The Business Partner Master Data window opens in Find mode. More Information Modes in SAP Business One Procedure Working in Find Mode Use the Find mode to display data you have already entered in SAP Business One. Choose Find (Find) in the toolbar. 2.SAP Business One 2007 A . and choose Find. Press Ctrl + F. Enter the search criteria. choose Press Ctrl + A. (Add).htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4.A/R A/R Invoice . Procedure 1. Switch to Find mode in one of the following ways: Choose Data Find in the menu bar. Switch to Add mode in one of the following ways: In the menu bar. Specify the necessary data.SAP Documentation Page 44 of 1289 1. file://C:\Documents and Settings\Stephen. The following example finds an existing A/R invoice. Result You have created a new business partner record.

Choose OK to confirm the action and close the window. SAP Business One shifts to Update mode when you make a change to a current window. You can use the following search functions: Enter one or more words or numbers as search criteria. items. You can change business partner or employee information. Use the following example to change the customer record you added in Working in the Add Mode. SAP Business One shifts to Confirm mode.SAP Business One 2007 A . The OK command button becomes Update.SAP Documentation Page 45 of 1289 More Information Modes in SAP Business One Procedure Working in Update and Confirm Modes Use the Update and Confirm (the OK command button) modes to make necessary changes in SAP Business One and to save those changes to the database. see Query Wizard and Query Generator. More Information Modes in SAP Business One Function Search Functions in SAP Business One SAP Business One enables you to search for different data stored in the application.ABBASOFT\Local Settings\Temp\~hhB0D4. as described in Working in the Find Mode. Procedure 1. and so on. Using wildcard characters extends your search results. sales or purchasing documents. The Business Partner Master Data window opens in Find mode. 5. 3. Find a customer you created earlier. 2.htm 7/16/2008 . Run queries to find specific information in SAP Business One. business partners. and item or payment details. file://C:\Documents and Settings\Stephen. Information that you cannot update is disabled. Choose Update to update the record and save it to the database. documents. Choose Business Partners Business Partner Master Data . for example. Use wildcard characters to extend your search results. For more details. 4. Change the customer’s currency and update the contact person’s details.

such as business partner or employee records. Procedure 1. entering additional search criteria runs a more efficient search. 3. to create an A/R invoice. For example. you need a customer and an item. followed by an asterisk (*). If you know the full customer code or name.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. in SAP Business One. entering it in the field and pressing Tab displays the appropriate details in the window. Procedure file://C:\Documents and Settings\Stephen. pressing Tab or choosing From List) produces the List of Business Partners displaying your customer codes. placing it between asterisks (*) and pressing Tab displays a list of all records that fall within this range.A/R A/R Invoice . SAP Business One may contain customers with similar names. Choose From List (Choose If you know the first character of the customer code or name. item details.SAP Business One 2007 A . Searching in Find mode is similar to searching in Add mode. proceed with the A/R invoice as described in Creating Sales Documents. In such cases. see Searching in Add Mode. Use one of the following to enter customer details. entering C* and pressing Tab produces a list of all customer codes starting with C.SAP Documentation Page 46 of 1289 More Information Searching in Add Mode Searching in Find Mode Procedure Searching in Add Mode You search in the Add mode when creating a business transaction. and then choose the relevant customer: If you do not know the customer code and name. For example. specify it. 2. Choose Sales . If you know a partial customer code or name. The A/R Invoice window appears in Add mode. which you find by running a search. Once you have filled in the relevant details for the customer and the item. and sales or purchasing documents. More Information Search Functions in SAP Business One Procedure Searching in Find Mode Use the Find mode to search for existing data.

. To access the window. and restore default settings. 2. place it between asterisks (*) and press Enter to display a list of all the records that fall within this range. The Form Settings option is available for the Main Menu. Setup. incoming and outgoing payments. and other options for an active window. A*. If you know a partial business partner code or name.. and click . for example. you can view or update the business partner details. You can also arrange the table or row format in each window.. (Form Settings.SAP Documentation Page 47 of 1289 Use the example below to search in Find mode. enter it and choose Find to display the appropriate details in the window.. create a report whose data you want to display in a graph.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . 1. Choose Find.. If you know the full business partner code or name. file://C:\Documents and Settings\Stephen. More Information Search Functions in SAP Business One Object Form Settings Window The Form Settings window lets you display or hide frequently used fields. Enter search criteria as follows: Enter the first character of the business partner code or name. The Business Partner Master Data window appears in Find mode. choose More Information Main Menu: Modules Tab Form Settings for Sales Documents Object Form Settings. rows. followed by an asterisk (*).. To access the window.SAP Business One 2007 A . and select the relevant business partner code from the list that appears. Choose Business Partners Business Partner Master Data . sales and purchasing documents. add more details. Graph Settings Use the setting parameters in this window to define the appearance of graphs. 3.) in the toolbar. and reports. and List of. Fill in multiple fields to filter the search. Once you have found a relevant business partner. windows.

Display Legend Details of the graph elements. Approves a setting or a change. In a wizard. of Rows To change the number of rows displayed. or sales and purchasing documents. enables you to return to the previous window. you can update business partner or employee records. or item details. In a wizard. enables you to finish entering data and to complete or exit the wizard. Preferences for Graph Fields Graph Type Select a suitable graph type. Cancels an action or a change. Including Displays the element data in the graph. Common Command Buttons in SAP Business One A command button is a control that executes an action or causes another action in SAP Business One. choose Settings. The following table explains the most common SAP Business One command buttons: Common Command Buttons Command Button Add OK Cancel Update Select All Clear Selection Expand Collapse Next Back Finish Procedure Description Adds a new record to the database. Hides certain data in a window. Selects all check boxes in a window. No. Saves changed data. Shows more details of certain data in a window. In a wizard. for example. enables you to proceed to the next window. and closes the window. Element Description of the field included in the graph. Deselects all selected check boxes in a window. Function .SAP Documentation Page 48 of 1289 To display the Graph Settings window.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. Changing Field Descriptions file://C:\Documents and Settings\Stephen. For example. and closes the window. The button usually appears in the Selection Criteria window of a report. business partner master data.SAP Business One 2007 A . click Default Displays the default number of rows.

A/R Invoice.ABBASOFT\Local Settings\Temp\~hhB0D4. The Changing Description window opens. Select Bold or Italics if required.htm 7/16/2008 . 3. For example. for example. The current field name appears in the Original Description field.SAP Documentation Page 49 of 1289 You can modify field names to match the terminology used in your company. Open the required window. you can make all the mandatory fields bold. Common Icons Icon Choose From List Description (Choose Use to search for values and criteria. for example. or value from a list. Function Common Icons in SAP Business One An icon is an image representation of a command for a particular operation or action.SAP Business One 2007 A . or change field formats. 5. for example. Enables you to display and look through different windows to make a selection. End of the note. The following table describes the most commonly used icons in SAP Business One. Enables you to expand information in a window and see more details. Use to access information from different sources. choose Restore Defaults. enter new field descriptions. Procedure 1. 2. Choose Update and OK. option. From List) Function About Shortcut Keys in SAP Business One In SAP Business One you can use numerous keys or key combinations to access frequently performed commands or file://C:\Documents and Settings\Stephen. Note Note To revert to the default name. Enter the new field name in the New Description field. Press Ctrl and double-click the name of the field you want to change. Use to select one condition. click to display detailed customer information stored in Business Partner Master Data. while creating an A/R invoice. 4. a business partner or an item.

Press Ctrl + select the relevant row. file://C:\Documents and Settings\Stephen. Many of the shortcut keys are in the menus themselves. Deselect a row More Information About Shortcut Keys in SAP Business One Function Shortcut Keys in Sales and Purchasing Documents Use the following shortcut keys to process sales and purchasing documents quickly.htm 7/16/2008 .SAP Business One 2007 A . for example. Enter a digit for a date + Tab. Select the first row. General Shortcut Keys Function Change a field name in a window Move to the next active field Move to the previous active field Enter today's date Enter a date in the current month Enter a date in the current year Shortcut Keys Press and hold Ctrl + double-click the field name to open the Changing Description window. 2006.ABBASOFT\Local Settings\Temp\~hhB0D4. SAP Business One provides general shortcut keys with which you might be familiar from other applications. Enter any non-numeric character + Tab. These shortcut keys are equivalents of menu commands. for example. More Information General Shortcut Keys in SAP Business One Shortcut Keys in Sales and Purchasing Documents Shortcut Keys in Payment Documents Shortcut Keys in Inventory and Production Documents Function General Shortcut Keys in SAP Business One SAP Business One enables you to perform numerous tasks using general shortcut keys. press Shift and select the last row. month. for example. W + Tab. Enter digits for a day. Select successive rows Select any displayed rows Select the first row. 1212+Tab for December 12. Press and hold Shift + Tab. See Menu Bar for more information. and others you find only in SAP Business One. Press Tab. 12+Tab for March 12. where March is the current month. press Ctrl and select the next relevant row. where 2006 is the current year. 2005. for example. and year + Tab.SAP Documentation Page 50 of 1289 operations. Enter digits for a date and month + Tab. 121205+Tab for December Enter any date 12.

SAP Documentation Page 51 of 1289 Shortcut Keys in Sales and Purchasing Function Display a base document Menu Command Goto Base Document Ctrl Shortcut Key +N Display a target document Display detailed row information Display the Payment Means window Display the Gross Profit window Display the Volume & Weight Calculation window of delivered items Goto Target Document Ctrl +T +L +Y +G +W Goto Goto Row Details Payment Means Ctrl Ctrl Goto Goto Calculation Gross Profit Volume and Weight Ctrl Ctrl Generate the Transaction Journal report Goto Journal.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . Transaction Ctrl +J Position the cursor in the Business Partner Code field Code Move to the first row in the table Move to the last row in the table Proceed to the Remarks field Display the serial/batch number-related information Goto Business Partner Ctrl +U +H +E +R Goto Goto Goto Goto Numbers First Row Last Row Remarks Batch/Serial Ctrl Ctrl Ctrl Ctrl + Tab in the Quantity field Display a list of alternative items Goto Alternative Items Ctrl + Tab in the Item Number field Display the item allocation in a warehouse Goto Report Warehouse Balance Ctrl + Tab in the Whse field More Information About Shortcut Keys in SAP Business One Function Shortcut Keys in Payment Documents file://C:\Documents and Settings\Stephen...

. Generate the Transaction Journal report Goto Transaction Journal. Position the cursor in the Business Partner Code field Goto Partner Code Move to the first row in the table Goto First Row Ctrl + H Business Ctrl Ctrl Shortcut Key Ctrl Payment +Y +J +U Move to the last row in the table Goto Last Row Ctrl + E Proceed to the Remarks field Goto Remarks Ctrl + R Copy the amount due to the Total or Amount fields in the Payment Meanswindow Move to the next active field after you have changed the business partner name or a G/L account name in Checks for Payment More Information About Shortcut Keys in SAP Business One Function Right Click Copy Balance Due Ctrl + B in the Total or Amount field + Shift + Tab Ctrl Shortcut Keys in Inventory and Production Documents Use the following shortcut keys when processing inventory (goods receipt. goods issue) and production documents (receipt from production and issue for production) Shortcut Keys in Inventory and Production Documents Function Display the details of the selected row Move to the first row in the table Move to the last row in the table Menu Command Goto Goto Goto Row Details...SAP Business One 2007 A .. Shortcut Keys in Payment Documents Function Display the Payment Means window Menu Command Goto Means. First Row Last Row Ctrl Ctrl Ctrl Shortcut key +L +H +E file://C:\Documents and Settings\Stephen..SAP Documentation Page 52 of 1289 Use the following shortcut keys in incoming and outgoing payments..ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 .

By generating and displaying a list of drafts according to the user’s specifications. Depending on the type of document you want to create.htm 7/16/2008 . specify the required parameters and choose OK. More Information Creating Regular Documents from Drafts Saving Documents as Drafts Deleting Drafts Document Drafts . specify the required parameters and choose OK. you can choose whether to remove. update. if exist Goto Goto Numbers Remarks Batch/Serial Ctrl Ctrl +R + Tab in the Quantity field More Information About Shortcut Keys in SAP Business One Function Document Drafts This function allows you to display and process document drafts created in SAP Business One. Purchasing documents Choose Purchasing – A/P Purchasing Reports Document Drafts Report Document Drafts – Selection Criteria window. Incoming payment documents Choose Banking Incoming Payments Payment Drafts Report .Selection Criteria Document Drafts Window Procedure Creating Regular Documents from Drafts Procedure 1. . In the file://C:\Documents and Settings\Stephen. In the Document Drafts – Selection Criteria window.SAP Documentation Page 53 of 1289 Proceed to the Remarks field Display the batch or serial numbers for the item.ABBASOFT\Local Settings\Temp\~hhB0D4. proceed as follows: Sales documents Choose Sales – A/R Sales Reports Document Drafts Report . or add certain drafts.SAP Business One 2007 A .

More Information Document Drafts Object Document Drafts . also displays drafts that have been created or are pending. Note Outgoing Payments Payment Drafts Report or Checks for Note Since the number assigned to the regular document created from a draft is the one that currently appears in a new document.SAP Business One 2007 A . 2. 3. Deliveries. Purchasing Reports Sales and Purchasing Document Drafts Reports file://C:\Documents and Settings\Stephen. choose one of the following: Sales – A/R Purchasing – A/P Reports Structure Document Drafts – Selection Criteria Fields Field User Open Only When deselected. To access the window. Sales Reports Document Drafts Reports Document Drafts Reports . The document window appears in Add mode. Make any necessary changes and choose Add. Displays sales document drafts: Sales Quotations.SAP Documentation Page 54 of 1289 Outgoing payment documents Choose Banking Payment Drafts.ABBASOFT\Local Settings\Temp\~hhB0D4. it might be different than the one originally assigned to the draft.htm 7/16/2008 . End of the note.Selection Criteria You use the selection criteria described in the table below to display document drafts. Sales Orders. Double-click the required draft. Returns. Displays only the drafts that have not been added yet as original documents in SAP Business One. A/R Down Activity / Description Choose a user name for which you want to display drafts. Result The status of the draft is Closed.

More Information Document Drafts Object Purchasing A/P Inventory Document Drafts Window This window displays document drafts based on the selections made in the Document Drafts . and A/P Credit Memos. More Information Document Drafts Procedure Form Settings (Form Saving Documents as Drafts In SAP Business One. A/P Down Payments. Document No. Structure Document Drafts Window Field Description/Activity Document. and A/R Credit Memos. This allows you to change and process them before adding them to the database as regular documents. Displays purchasing document drafts: Purchase Orders. you can save most documents as drafts. BP Code. These fields provide general information regarding the Total. The following are the default fields. Displays inventory document drafts: Goods Receipts. Remarks displayed document drafts. Select one or more options to include the drafts created for these documents.htm 7/16/2008 .Selection Criteria window.A/R Select one or more options to include the drafts created for these documents. Select to include drafts for the inventory transfer documents. To remove or change the document draft status. The following types of documents can be saved as drafts: Sales and purchasing documents file://C:\Documents and Settings\Stephen.SAP Business One 2007 A . Goods Receipt POs. Inventory Transfers. A/R Invoices. A/P Invoices. Double-click a row to display and process a specific document draft. and Landed Costs. To see more details about the drafts displayed..SAP Documentation Page 55 of 1289 Payments. Goods Issue. choose Settings) and select additional columns. Sales .ABBASOFT\Local Settings\Temp\~hhB0D4. choose the relevant option in the Data menu in SAP Business One. Goods Returns. Posting Date.

From the SAP Business One Main Menu. Repeat the procedure for each relevant draft. 5. Select the document you want to save as a draft.Selection Criteria window appears. file://C:\Documents and Settings\Stephen. you can narrow the search to records pertaining to a specific customer code or due date range. choose Reports . Procedure 1. 4. On the menu bar. 2.ABBASOFT\Local Settings\Temp\~hhB0D4. Set the required parameters to display the drafts you want to delete. The following table explains the various available filter rules.Selection Criteria window.htm 7/16/2008 . More Information Document Drafts Document Drafts . when a report yields too many records. In the Document Drafts . choose Update. 3. choose Procedure File Save as Draft . For example.SAP Documentation Page 56 of 1289 Incoming and outgoing payments Checks for payment Inventory transfer documents Procedure 1. Purchasing Reports Document Drafts Reports The Document Drafts . Select one draft. 2. Deleting Document Drafts The following procedure explains how to delete documents that were saved as drafts. Filters in SAP Business One Filters refine your search in SAP Business One. or Purchasing A/P Sales A/R Sales Reports Document Drafts .SAP Business One 2007 A . 3. Specify all required data. choose The selected document is removed from the list.Selection Criteria Function Data Remove . and in the menu bar.

The filtered fields appear with the (Filter) icon. Displays all rows with records that do not equal the value in the Value field. Is Not Empty Displays all rows which contain records. Define the filter as required.. Choose OK to close the Filter Table window..htm 7/16/2008 . 5.). you can cancel this feature. Is Empty Displays all rows that do not contain any records. The selected window appears with the required filtered data. SAP Business One saves the last filter for the Filter Table window and the form itself. Removing Filters from the Form Filter file://C:\Documents and Settings\Stephen. 4. selecting the appropriate rules and values.. select a document or report containing data you want to filter. The Filter Table window appears. More Information Filtering Data in SAP Business One Filter Window Fields Procedure Filtering Data in SAP Business One Use the procedure below to filter data in SAP Business One. it appears filtered. In SAP Business One. Displays all rows with records that are within the range of values between the Value and To Value fields. Filter Rules Filter Value Equal Not Equal In Range Out of Range Description Displays all rows with records that equal the value in the Value field.SAP Documentation Page 57 of 1289 By default. The next time you open the form.ABBASOFT\Local Settings\Temp\~hhB0D4. In the toolbar. Choose Filter to confirm filter definitions. 2. Procedure 1. choose Filter Table. Displays all rows with records that are outside the range of values between the Value and To Value fields. Displays all rows with records that are larger than the value in the Value field. (Filter Table. Smaller or Equal Displays all rows with records that are smaller than or the same as the one in the Value field.SAP Business One 2007 A .. Equal Smaller than Displays all rows with records that are smaller than the value in the Value field. Greater than Greater or Displays all rows with records that are larger than or the same as the value in the Value field. 3. However.

. For all other rules the field is disabled.. choose More Information Filters in SAP Business One Filter Window Fields Object Filter Table. End of the note.). To access the window.. More Information Filtering Data in SAP Business One Filters in SAP Business One file://C:\Documents and Settings\Stephen.. Clear Deletes all filter definitions that you have made.. Filter Table Window Fields The Filter Table window lets you set rules to retrieve specific results for any data you have specified.ABBASOFT\Local Settings\Temp\~hhB0D4. Filter Fields Field Displays fields of the selected form. After confirming. To remove the filter from the document or report. To Value Select a value if the rule that you have selected is either In Range. and choose Note Filter Table . Value Select a value to answer the rule. select a form and the data you want to filter. G/L Accounts and Business Partners.htm 7/16/2008 .) in the toolbar. Filter Confirms filter definitions..SAP Business One 2007 A . choose OK to close the window. Note This topic includes explanations of some of the fields and other elements in this window. (Filter Table. or Out of Range.SAP Documentation Page 58 of 1289 1.. Rule Select one of the rules according to which you want to filter the records. Cancel Cancels the selections and closes the window.. for example. (Filter Table .

4. in ascending or descending order.SAP Business One 2007 A . select the first column to be sorted. To sort the data in ascending order. 5.ABBASOFT\Local Settings\Temp\~hhB0D4. 2. After specifying all the sort criteria. More Information Sorting Data in Tables Sort Table Window Procedure Sorting Data in Tables Use the procedure below to sort records in tables. select whether to sort the data in ascending or descending order. Open any window containing a table. for example. choose Sort Table. for example. press Alt and double-click a column header. More Information Sorting Data in SAP Business One Object Sort Table Window Use the Sort Table window to sort records.htm 7/16/2008 . the Open Items List. Sort Table Fields file://C:\Documents and Settings\Stephen. in reports.SAP Documentation Page 59 of 1289 Procedure Sorting Data in SAP Business One Procedure In SAP Business one you can change the order in which data appears in tables. you can sort the list of customers by the customer name. Usually. For example. data is presented in ascending order according to the contents of the first column. Procedure 1. Result The data is displayed in the sorted order. Choose Data Sort Table . In the Order field. In the Column field. The Sort Table window appears. double-click the header of a column. 3. in tables. To sort the data in descending order.

Restore Default Restores the default view of the records.ABBASOFT\Local Settings\Temp\~hhB0D4. the internal mail organization. see the following: Initializing the System Getting Started Component Administration The Administration module provides tools that enable you to: Customize and back up data Define currency exchange rates Configure permissions and alerts Access information from non-SAP software using data import and export functions Define authorizations and alerts. More Information Sorting Data in SAP Business One Sorting Data in Tables Component Working with SAP Business One SAP Business One provides you with instant access to all your company’s information. purchasing and administration. To begin working with the system. all in real-time. production.SAP Business One 2007 A . right through to banking. Order Select an ascending or descending order for sorting the records.htm 7/16/2008 . basic E-mail settings and other information Specify the system setup and system parameters Perform regular maintenance functions for your system Process Initializing the System file://C:\Documents and Settings\Stephen.SAP Documentation Page 60 of 1289 Column Select any table column by which you want to sort first. SAP Business One offers an all-in-one solution for sales. accounting. as well as extensive reports and detailed documents covering every aspect of your business.

it is not an efficient way to use the system and many difficulties may occur. Prerequisites To test your configuration.ABBASOFT\Local Settings\Temp\~hhB0D4. use the following checklist to ensure that all the required areas have been configured and the default settings have been defined. Process Use the following checklist to define the initial settings: Creating a New Company Setting the Company Address Defining the Company Calendar Defining Account Segmentation Defining Purchase Accounting Defining Currencies Defining Document Numbering Defining Document Settings Defining the Chart of Accounts Template Defining G/L Accounts Defining Print Preferences Define Tax Categories Defining Payment Terms Defining Sales Employees Defining Commission Groups Defining the Calculation of Commissions Defining Inventory and Item Settings Defining Business Partner Settings Defining Cost Accounting Defining Service Settings file://C:\Documents and Settings\Stephen. create a test company. Although you can use SAP Business One without configuring these settings.SAP Documentation Page 61 of 1289 To ensure that SAP Business One operates according to your company's specifications. The demo company that is provided with the installation is not suitable for this purpose.SAP Business One 2007 A . System initialization must be performed separately for each company that is defined in SAP Business One.htm 7/16/2008 .

Post a request for license key 4.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. You decide on the required license options (see License Guide) 2. refer to the License Guide in the Documentation folder of the installation CD.SAP Documentation Page 62 of 1289 Defining Users Defining Authorizations Defining Approval Procedures Defining Alert Services Defining Address Formats Defining Countries Defining Territories Defining Display Settings Process License Administration SAP Business One Product version is shipped with a 31-day evaluation period. Process The steps in license activation include: 1. Import your license key file using Service Manager or the SAP Business One application Result You can run the SAP Business One application permanently with the number of licenses as specified in your license key. In addition. Extract hardware key from the Service Manager or from the SAP Business One application 3. SAP sends you the license key via e-mail 5. At the end of this period. To continue working with SAP Business One after the evaluation period. you must get a permanent license key assigned from SAP. For complete and detailed information. This topic describes the process of applying for and activating a permanent license for new installations and upgrades. you can view your current license information in the License Administration window ( Administration Procedure License) . you will no longer have access to SAP Business One.htm 7/16/2008 . Importing a New License Key File file://C:\Documents and Settings\Stephen.

modify the number of users in the appropriate field. More Information Importing a New License Key File Allocating Licenses Procedure Creating an Add-On Identifier To run add-ons on client machines. Choose Import License File. Procedure 1. Choose Request License Key. Choose the icon next to the system you want to change.sap. the identifier string is passed to the SDK before connecting to the SAP Business One application. The license service then checks for a valid license in your license file. You will receive a new license key file from SAP. you need to create an identifier string that will allow the license service to recognize them. license has expired or you require additional licenses). choose SAP Solutions for SMB. 4.ABBASOFT\Local Settings\Temp\~hhB0D4.com/licensekey. 6. refer to the SAP Business One License Guide under theDocumentation folder of the installation CD. file://C:\Documents and Settings\Stephen. 2. 2. and then the corresponding installation number. 5. Import the new file. choose License Configuration.htm 7/16/2008 .SAP Documentation Page 63 of 1289 The License Administration window window lets you import a new license file whenever is necessary (for example. More Information Getting a License Key (Upgrades) Getting a License Key (New Installations) Procedure Returning Unused Licenses You can return licenses that are no longer in use to SAP by posting a new request in the SAP Service Marketplace.SAP Business One 2007 A . From Administration License . Procedure 1. 3. In the following screen. For more information. In runtime. then locate and select the file you want from the window that opens. In the internet address service. Choose Submit to post the request.

CompanyDB = "SBODemo_US" cmp. Prerequisites To generate an add-on identifier string for Solution add-ons. 4. End of the caution. choose Add-On Identifier Generator. and the license service cannotvalidate your add-on license.AddonIdentifier = “4CC5B8A4E0213A68489E38CB4052855EE8678CD237F64D1C11CD2707A54EBD245D596E4050AE9B929FBD0FAB44F6” cmp. If the license service is installed on a remote machine. Choose the license for which you are generating the identifier: Development – to run add-ons under the Development license Implementation – to run add-ons under the Implementation license Solution – to run add-ons under a distribution (Add-On Solution) license 3.NET to a different user who has remote access rights.Connect file://C:\Documents and Settings\Stephen. you must get a License Key Name from SAP by posting a request in the SAP Service Marketplace. This user does not have remote access rights. Configure ASP . 5. From Administration License . copy the license key name you received from SAP into the appropriate field. Procedure 1.AddonnIdentifier = “4CC5B8A4E0213A68489E38CB4052855EE8678CD237F64D1C11CD2707A54EBD245D596E4050AE9B929FBD0FAB44F6” SboGuiApi. the add-on cannot connect to the license service. Copy the generated string to your code and make sure to set the AddonIdentifier property before you call the Connect method. causing connection failure.Connect DI API Dim cmp As SAPbobsCOM. 2.Company cmp.UserName = "manager" cmp.ABBASOFT\Local Settings\Temp\~hhB0D4. Choose Generate.Password = "manager" cmp.htm 7/16/2008 .Server = “local” cmp.SAP Documentation Page 64 of 1289 Caution Caution Add-ons developed in ASP .Company Set cmp = New SAPbobsCOM.SAP Business One 2007 A . Make sure to copy only the add-on name without the database type. Example UI API SboGuiApi.NET use a default user to connect to the application. If you are generating an identifier string for a Solution add-on. To resolve this issue: Install the license service on the same machine as IIS is installed.

More Information Removing Add-Ons Procedure Registering Add-Ons The following procedure is relevant for non-SAP add-on.SAP Documentation Page 65 of 1289 Process Add-On Installation To install an add-on for SAP Business One on workstations.ABBASOFT\Local Settings\Temp\~hhB0D4. Prerequisites To register add-ons you must have: Add-on registration data file (.ard) Setup. 4. begin with Step 2 below. You set user-specific preferences (see Setting User Preferences).exe file Superuser authorization in SAP Business One Process 1. End of the note. you need to register the add-on with the application. You set company preferences (see Setting Company Preferences). 3. To install SAP Add-Ons. Note Note SAP Add-Ons are registered automatically during the installation of SAP Business One. You register the add-on (see Registering Add-Ons). You only need to register an add-on once from any SAP Business One workstation. SAP add-ons are registered during installation. The registration uploads the addon installation package to the SAP Business One server. file://C:\Documents and Settings\Stephen. Result The SAP Business One application automatically installs the add-on when logging on to the company database to which the add-on is registered.SAP Business One 2007 A . 2.htm 7/16/2008 . You run the add-ons (see Starting and Stopping Add-Ons). The registration allows the application to recognize the add-on and run it according to your specific company and user preferences.

SAP Business One 2007 A . Locate and select the . To send the message.ard file. Administration Add-Ons Add-On 2. 5. If the . select Assign to Current Company. 6. Add-ons that are not mandatory are registered as Disabled and Active for the company.htm 7/16/2008 . the system fills the Installation Package field automatically. choose Administration . In the Registration Data File field. indicating that it is registered and assigned to the current company. These preferences determine how the add-on is deployed to end-user workstations on their next logon to the company. You can now set company. The message is sent to all the users in this company.SAP Documentation Page 66 of 1289 Procedure 1.and user-specific preferences for the add-on.ard file contains installer information and the installer file is located in the same folder as the . select Install as Part of Registration. 3. Locate and select the setup. To close the Add-On Administration window.ABBASOFT\Local Settings\Temp\~hhB0D4. choose OK. 7. More Information Setting Company Preferences Setting User Preferences Starting and Stopping Add-Ons file://C:\Documents and Settings\Stephen.exe file for the add- To automatically assign the add-on to the currently connected company. Choose Register Add-On. To register the add-on. Browse (Browse). The application installs the add-on on the current machine only immediately after registration – you do not have to log off and log on again. The installation on other machines depends on company and user preferences. choose Send Notification. choose OK. The add-on appears in the Company-Assigned Add-Ons list in the Add-On Administration window. Users receive the notification about a minute after you send it. To notify SAP Business One users about new add-ons. choose on. To automatically install the add-on after registration. choose Send Notification to Users.ard file for the add-on. choose Browse (Browse). The Add-On Registrationwindow appears. A new form opens where you can enter the message header and text. From the SAP Business One Main Menu. 4. In the Installation Package field.

4. Prerequisites To set company preferences for an add-on. Users can run the add-on at any time. A deactivated add-on will not be available for this company and all its users. click (Up Arrow). 3. the application will not reinstall it. Note Note For Automatic and Manual you can override the company preferences by setting different preferences for specific users in the company. (Down Arrow) or The order is determined by the order of appearance (from top to bottom) in the Company Assigned Add-On list. For more information. see Setting User Preferences End of the note. clear this option. Down Arrow Up Arrow 5. To change the order in which assigned add-ons receive events. Procedure 1. file://C:\Documents and Settings\Stephen.htm 7/16/2008 . 2. Automatic – The add-on is started automatically by the SAP Business One application.SAP Business One 2007 A . In the Add-On Administration window. To temporarily disable an assigned add-on for debugging purposes. If required. choose Update. To save your settings. choose the Company Preferences tab. When a manual add-on is stopped. the add-on must be assigned to the current company. Manual – The add-on is not started automatically by the SAP Business One application. Mandatory – The add-on is necessary for the successful operation of the SAP Business One application. Each time a user logs on to the company. the application will try to reinstall the add-on.ABBASOFT\Local Settings\Temp\~hhB0D4. Set the Default Group: This selection determines how the add-on is launched for all users connected to the company. Select Active (if it is not selected already). The application will launch the add-on at start-up and will shut down if the add-on is terminated for any reason. 6. select Force Install: This option forces the SAP Business One application to reinstall the add-on in case it failed to install.SAP Documentation Page 67 of 1289 Procedure Setting Company Preferences For each registered add-on. you can set company preferences that apply to any user logging on to this company. a message informs the user. Users can stop automatic add-ons without affecting the SAP Business One application. The application issues a warning when an automatic add-on is stopped. If the add-on is already installed.

SAP Business One 2007 A . In the Preferences column. To save your settings. file://C:\Documents and Settings\Stephen. choose Update. choose the User Preferences tab. a message informs the user. The application issues a warning when an automatic add-on is stopped. More Information Setting Company Preferences Procedure Starting and Stopping Add-Ons Add-ons are started and stopped based on the company and user preferences you made for this add-on in the Add-On Administration window: Either the SAP Business One application starts the add-on automatically or the user can start the add-on manually using the Add-On Manager. Note Note You cannot set user preferences for an add-on that is defined as Mandatory in the company preferences. Select a user from the Users list.ABBASOFT\Local Settings\Temp\~hhB0D4. The preferences for a specific user override the company preferences. Users can run the add-on at any time. you can also set preferences for specific users in the company. select one of the following options: Manual – The add-on is not started automatically by the SAP Business One application. Procedure 1. In the Add-On Administration window. End of the note. When a manual add-on is stopped. 3. Users can stop an automatic add-on without affecting the SAP Business One application. Disabled – The add-on is disabled for the selected user.htm 7/16/2008 . you can also view a list of add-ons that are registered for the company but not yet installed on the current client machine. 4.SAP Documentation Page 68 of 1289 More Information Starting and Stopping Add-Ons Procedure Setting User Preferences In addition to company preferences. 2. In the Pending Add-Ons tab. Automatic – The add-on is started automatically by the SAP Business One application. Default – The add-on settings for this user are taken from the company preferences.

When any SAP Business One workstation with the installed add-on subsequently connects to this server. On the Main Menu.SAP Business One 2007 A . In the Company-Assigned Add-Ons list. 2. 3. the add-on installation package is removed from the SAP Business One server. In this way. Select the add-on in the Available Add-Ons list and choose Remove Add-On. Administration Add-Ons Add-On The Add-On Manager window appears. When you stop an add-on. 2. Select the relevant add-on and choose Start or Stop as required. you can now run it from the appropriate location in the menu bar. the Status column shows Disconnected. Note Left Dock Arrow (Left Note file://C:\Documents and Settings\Stephen. 4. More Information Removing Add-Ons Procedure Removing Add-Ons You must use SAP Business One Add-On Administration to remove add-ons. 3. the application will automatically remove the add-on from the workstation. choose OK. select the add-on you want to remove and click Dock Arrow). If you started the add-on.htm 7/16/2008 . choose Administration Add-Ons Add-On Administration . The add-on is removed from the list. To close the Add-On Manager window. refer to the add-on documentation. choose Manager . From the SAP Business One Main Menu. the Status column shows Connected.SAP Documentation Page 69 of 1289 Procedure 1. The system will automatically remove the add-on the next time you start the SAP Business One application from any workstation that is connected to the server.ABBASOFT\Local Settings\Temp\~hhB0D4. 4. When you start an add-on. Procedure 1. For specific details. The add-on is removed from the list. Choose the Company Preferences tab.

Specifies the severity of the message. Debug. The following levels are available: Error Level Warning Information Debug Scope Specifies – in combination with the debug level – additional context information. warnings. the add-on will not be removed from the workstation at restart. and information messages are logged. Information. Displays the ID of the add-on for which the message was generated. In the Severity Level of Log Messages to Record field. The SAP Add-On Log Settings window appears. choose Administration Add-Ons SAP Add-On Log Settings . the more information is included in file://C:\Documents and Settings\Stephen. Message Displays the string for the message. Errors. and debug messages are logged. The system only logs error messages. The log files are stored in the SAP Business One Log subdirectory in your temp directory. Errors. 2. Procedure 1. This menu option is only available when an SAP Business One add-on has been started. To define the settings for add-on log files. from the SAP Business One Main Menu. The higher the number. The severity levels are also numbered from 1 to 6.SAP Business One 2007 A . click to select from the following: Error. Format: YYYY-MM-DD Displays the time at which the message was created. A log file contains the following information: Structure of Log Files for SAP Business One Add-Ons Field Date Time AppID ExtID Description Displays the date on which the message was created.htm 7/16/2008 . Format: HH:MM:SS. Both errors and warnings are logged. warnings. End of the note. This is the default setting.SAP Documentation Page 70 of 1289 If the add-on was installed on different SAP Business One servers and it is later removed from only one of the servers in the landscape. Procedure Defining Settings for Add-On Log Files SAP Business One provides central logging function for system messages for all SAP Business One add-ons. Warning.ABBASOFT\Local Settings\Temp\~hhB0D4. information.mmm Displays the ID of the application instance of SAP Business One.

SAP Business One provides a variety of tools for all required financial activities. enter a log file size. Administration Setup Financials Tax Define VAT corrections are based on tax group definitions. These files remain as a log history until the number of files exceeds the value you defined in Step 3. The default value is 1 megabyte. Procedure VAT Correction. In the Maximum Number of Log Files to Maintain field. The default value is 2. Since business comprises complicated processes. such as making journal entries. Procedure When you need to correct the VAT for an A/R or A/P invoice: 1. To save your settings. In the Maximum Size Per Log File field.SAP Business One 2007 A . You have specified for each relevant tax code the proper correction tax group.SAP Documentation Page 71 of 1289 the log file. choose OK. 2. define one. enter the number of log files to be created. Prerequisites You have defined tax groups in Tax Groups . handling tax issues. the system creates a new log file.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . accounts that are used only for this purpose. 3. Portugal and Belgium Use this procedure to perform VAT corrections for A/R and A/P credit memos when required. You have added new tax groups in the Tax Groups – Setup window that will be specified and used as the correction tax codes. When the size of a log file exceeds the value in this field. Then the system overwrites previous files. You have chosen. Component Financials The Financials module enables you to perform all the accounting transactions generated by the daily activities of the business. Open an A/P or A/R credit memo (depending on the invoice type). for the correction tax groups. and creating the reports required by users in the different levels of the business. If the tax group involved in the invoice to be corrected does not have a correction tax code. and choose Invoice to open the Choose from file://C:\Documents and Settings\Stephen. 5. 4.

a row for the account defined as a tax account for the chosen tax group automatically appears in gray. the VAT Group and VAT Code fields are activated. Change this tax code if required. which displays the available invoices. The tax code appearing in the drawn rows is the correction tax code that is defined for the original tax code in the invoice to be corrected. file://C:\Documents and Settings\Stephen. In a manual journal entry. The default VAT group defined for this account appears in the Tax Group field in a journal entry. Choose a “base” account. Add the credit memo. Result After the credit memo is added. 2. Prerequisites The following preliminary definitions should be made in order to have the VAT calculated automatically. End of the note. 4. Procedure 1.SAP Documentation Page 72 of 1289 List window. EU The following procedure provides a working method by which the VAT is automatically calculated in manual journal entries (including those created through recurring postings.SAP Business One 2007 A . 5. Choose the invoice to be corrected. You have gone to Financials Chart of Accounts and chosen the Account Details button. From the drop-down menu. This tax account row is filled automatically and is not editable. you defined the relevant default tax group for each account and whether or not to allow changing the chosen VAT group in transactions. If changing VAT groups is allowed.htm 7/16/2008 . You have gone to Administration System Initialization Document Settings Per Document tab.ABBASOFT\Local Settings\Temp\~hhB0D4. postings templates and journal vouchers). You can choose a different VAT group. go to the Form Settings – Journal Entry window and clear the Auto VAT checkbox. 3. In the displayed G/L Account Details window. and copy it to the credit memo. you chose Journal Entry and defined whether or not to use automatic VAT calculation. and in the Tax Code field in a service document. Note Note In order to create a one time journal entry without having the VAT calculated automatically. Procedure VAT Calculation. the tax transaction is posted to the account defined for the correction tax group.

4. Mexico You can report collected or paid tax according to: The date the A/R or A/P invoice is created The time the tax is actually paid (deferred tax method) The documents covered by the deferred tax system are: A/R and A/P invoices. recurring postings. and journal vouchers. Enter a debit or credit amount for the chosen account. Prerequisites In order to use the deferred tax method in a SAP Business One company: In Administration System Initialization Company Details Accounting Data you have determined whether to manage a deferred tax system for customers.SAP Business One 2007 A . The tax amount is calculated according to the VAT amount and entered in the Tax Amount field.ABBASOFT\Local Settings\Temp\~hhB0D4. vendors. as well. Procedure Administration Setup Financials G/L . When creating an invoice for a service and no VAT group is defined for the selected account. SAP Business One uses the default VAT group defined in Account Determination End of the note. a VAT amount on the debit side with a minus sign is considered as a VAT amount on the credit side. Complete the journal entry. A/R and A/P credit memos. Note Note To avoid calculating the credit or debit amount in advance. The behavior described above for manual journal entries is relevant for journal entries created through posting templates. you can enter the total amount including VAT in the Gross Value field and SAP Business One automatically calculates the debit or credit amount and the VAT amount.htm 7/16/2008 .SAP Documentation Page 73 of 1289 3. A/R and A/P down payment invoices. Deferred Tax. . Incoming and outgoing payment documents based on invoices subject to deferred tax are also affected by the deferred tax method. Note Note SAP Business One can calculate the VAT according to the sign at the amount in the transaction and not only according to the side it appears on. and add it. For example. file://C:\Documents and Settings\Stephen. as explained further down. End of the note. Note that the gross value can be entered in local currency only. or both.

Process the document.ABBASOFT\Local Settings\Temp\~hhB0D4. Bank Transfer – the transfer date defined in Payment Means value date of the deferred tax line in the journal entry.SAP Documentation Page 74 of 1289 In Business Partners Business Partner Master Data Accounting defined whether to include each business partner in the deferred tax system. the tax amounts are posted to the deferred tax account according to the payment means: Cash – the due date and the tax date are identical to the payment posting date. The tax included in the documents created under the deferred tax method is reported through the Deferred Sales and Purchase Ledger or through More Information Tax Codes – Setup Window Payment Means: Bank Transfer Tab Procedure Financials Financials Reports Accounting Tax . Bank Transfer is taken as the Credit Card – each credit card payment creates a separate line in the journal entry. Withholding Tax: Mexico and Chile SAP Business One enables you to maintain a withholding tax system for sales and purchasing documents that may contain more than one type of withholding. 3. Procedure 1. posted in the deferred tax account. you have Since the reporting according to the deferred tax method is done by using special G/L accounts.SAP Business One 2007 A . Result The journal entry created by the document is recorded in the deferred tax account defined in the tax code. 2. Tax . Check – each check creates a separate line in the journal entry.htm 7/16/2008 . Add the document. making sure that the tax codes used in the document (for items or service) contain a deferred tax account. When an incoming or outgoing payment document is created for an invoice that is subject to deferred tax. The value date of each credit card payment row is identical to the due date of the credit card payment. and in a deferred tax account. posted in the deferred tax account. The Deferred Tax checkbox on the Accounting tab of the document is automatically selected if the chosen business partner is subject to deferred tax. in Administration Setup Financials Tax Define Tax Codes you have related to each tax code you wish to include in the deferred tax system. file://C:\Documents and Settings\Stephen. The value date of each check row is identical to the due date of the check. Open the document type you wish to create and choose the required business partner.

SAP Business One 2007 A . you have defined whether to use withholding tax in sales and purchasing documents.htm 7/16/2008 . Prerequisites You have determined the index according to which the revaluation process will be performed ( Administration Setup Financials Indexes ). open the withholding tax table for editing? 3.ABBASOFT\Local Settings\Temp\~hhB0D4. If your company manages freight in documents. choose Add. choose Yes. and enter the remaining details. the following system message appears: Withholding tax will be calculated. To create the invoice. More Information G/L Account Determination: Purchase Tab G/L Account Determination: Sales Tab Withholding Tax Codes . Costa Rica. You have defined the different types of withholding tax codes. Result In the newly-added document. You have determined at the business partner level whether each business partner is subject to withholding tax. file://C:\Documents and Settings\Stephen.Setup Window Process Revaluation: Chile. There you can view how the withholding tax amount of the document is calculated. choose the required business partner. Open the invoice you want to create. you have specified whether freight defined in the Freight Setup window is liable for withholding tax. If the chosen business partner is subject to withholding tax. To open the Withholding Tax Table window. and have entered the accompanying details. 2. The withholding tax amounts included in the invoices created in SAP Business One are reported through the Withholding Tax report. and the arrow found next to it opens the Withholding Tax Table window in which the user can view how this amount was calculated. Guatemala & Mexico The revaluation process enables a business to update the value of its assets according to a specific index and price list.SAP Documentation Page 75 of 1289 Prerequisites On the Tax sub-tab of both the Purchase and Sales tabs. the WT Amount field displays the calculated withholding tax amount for the document. Procedure 1. and make changes if required.

The following information refers to optional definitions: If you set G/L accounts for items by warehouse. define the above-mentioned accounts in Administration Setup Inventory Item Groups Accounting tab. you must define for every item the accounts mentioned above. If you set the G/L accounts for items in the item level. Financials G/L Account Determination Inventory tab. Administration Setup G/L Account Determination If you set G/L accounts for items by item groups. Administration If you choose not to define those accounts. and whether the revaluated amount of the account (in the case of G/L accounts revaluation) should be posted to the same account or to a different account ( Financials Chart of Accounts ). define the above-mentioned accounts in Setup Inventory Define Warehouses Accounting tab. use the Inventory Revaluation wizard to revaluate the required items according to user-defined parameters. once an inventory revaluation posting is created. Process The revaluation in SAP Business One is done in the items level and in the G/L accounts level.ABBASOFT\Local Settings\Temp\~hhB0D4. it is recorded by default as explained in the previous bullet. 1.SAP Business One 2007 A . file://C:\Documents and Settings\Stephen. whether to revaluate it according to index or price list. it is recorded by default to the accounts defined in Inventory tab. item groups. You have defined an inventory revaluation account and inventory revaluation offsetting account ( Administration Setup G/L Account Determination Inventory tab). Note Note Administration The accounts appearing in new items. If you choose not to.htm 7/16/2008 . After you have made the preliminary definitions. and warehouses are taken by default from Setup End of the note. it is recorded by default as explained in the previous bullet. once an inventory revaluation posting is created. If you choose not to define those accounts.SAP Documentation Page 76 of 1289 You have entered the correct rates for the revaluated period ( Indexes ). A Mexican company should also define cost of sales revaluation and cost of sales revaluation offsetting accounts. Administration Exchange Rates and You have defined the G/L account to be revaluated. once an inventory revaluation posting is created.

The Inventory Revaluation wizard guides you through the 7-step process of defining the required parameters for stock revaluation. If there is no price for an item in the price list used for the revaluation. 2. This is necessary when performing the revaluation according to a specific price list of SAP Business One. 3. Update the item price in the price lists of SAP Business One. The stock revaluation recommendations are presented on thr screen in an intuitive and user-friendly way.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 77 of 1289 Items can be revaluated according to a specific price list and a selected index.Setup Window G/L Account Determination: Inventory Tab Function Inventory Revaluation Wizard Stock realuation is the first step in the revaluation process performed by SAP Business One. This way you ensure that all the relevant postings are considered when revaluating the G/L account. step by step. When valuating inventory according the standard price method. Cost of Sale Revaluation Wizard file://C:\Documents and Settings\Stephen. More Information Indexes . Use the Cost of Sale Revaluation wizard to define the relevant parameters and to perform the cost of sale revaluation. or only by the index. the stock revaluation wizard can not be used. Guatemala & Mexico Procedure Financials Revaluation and follow the instructions. Since the revaluation process is based on the Index values. Enter values to the index table. For Mexican companies only. Activities To revaluate stock by using the Inventory Revaluation Wizard go to: Inventory Revaluation Wizard More Information Revaluation: Chile. the revaluation is failed. Costa Rica. and valuating the inventory according to moving average method or FIFO method.htm 7/16/2008 . If your company works with production trees (Bill of Material) use the Update Parent Item Prices Globally function to update the price of parent items according to the revaluated prices of the child items. make sure you entered the correct values for the revaluation period. Run the G/L Account Revaluation wizard. which revaluates the G/L accounts according to user-defined parameters. The inventory revaluation is the basis of the whole revaluation process. Prerequisites · The Inventory Revaluation wizard can be used only when managing continuous stock system. make the required adjustments for the cost of sales accounts. 4. observing revaluation recommendations and performing the revaluation.SAP Business One 2007 A .

You have posted all journal entries for the revaluation period. 3. Guatemala & Mexico Procedure G/L Accounts Revaluation Wizard (Chile.htm 7/16/2008 . Missing or incorrect index values might cause faulty revaluation results. Guatemala and Mexico) G/L account revaluation is the last step in the revaluation process performed by SAP Business One.SAP Documentation Page 78 of 1289 Cost of sale revaluation is the second step in the revaluation process performed by SAP Business One. The G/L accounts revaluation wizard guides you through the five-step process of defining the required parameters for G/L accounts revaluation. Prerequisites file://C:\Documents and Settings\Stephen. View the posting recommendation and select the posting to be executed. 6. Choose the items you wish to include in the cost of sale revaluation. 4. This wizard guides you through the process of defining the required parameters for cost of sale revaluation. Select whether to post the revaluation transaction to the cost of sale revaluation account or to the cost of sale account itself.ABBASOFT\Local Settings\Temp\~hhB0D4. End of the note. observing revaluation recommendations and performing the revaluation. Costa Rica. Select whether to execute the wizard you defined. Select whether to create a new wizard or run a saved one. Define the revaluation period by selecting the required month and year from the drop-down lists. so as to include them in the revaluation process and achieve an accurate result. 2. More Information Revaluation: Chile. Choose the price list to be used as the price source for the revaluation 5. Note Note This wizard is not applicable in Chile. The G/L account revaluation recommendations are presented on the screen in an intuitive and user-friendly way. and performing the revaluation. observing revaluation recommendations. 7. Prerequisites You have run the stock revaluation process so as to include the resulting postings in the cost of sale revaluation.SAP Business One 2007 A . You have enter the values in the Index table – the cost of sale revaluation is performed based on index values. Costa Rica. Procedure 1. or to save it and run it in the future.

ABBASOFT\Local Settings\Temp\~hhB0D4. Select whether to execute the recommendation. 3. Costa Rica. G/L Accounts Revaluation . therefore. 5.SAP Documentation Page 79 of 1289 You have entered the values in the index table. and select which postings to execute. To start the exchange rate process choose Open Exchange Rate Difference. Exchange Rate 2. or save the wizard for future use. You have run the exchange rate difference process.SAP Business One 2007 A . choose whether to start a new wizard or to run Financials . The month and year of the date are displayed in the To fields. is updated dynamically by every stock receipt posting. Choose the accounts you wish to revaluate. Standard Price – calculates inventory value by a fixed price file://C:\Documents and Settings\Stephen. 4. and the respective value of the chosen index is displayed in the Value field. These monetary transactions are carried out only when items defined as WH (warehousing) items are received or released from stock. Guatemala & Mexico Process Perpetual Inventory A perpetual inventory system reflects the value of stock postings by means of monetary transactions in the accounting system. Enter the date to revaluate to and choose the index according to which you wish to run the revaluation. End of the note. More Information Revaluation: Chile. The revaluation is performed according to the index values. The three possible costing methods used for calculating the inventory value are: Moving Average – calculates inventory value by the item cost The Item Cost field. located on the Inventory Data tab of the Item Master Data window. it is important to enter accurate values. Note Note A perpetual inventory system should be determined during basic initialization. before any transactions have been posted. View the recommendation of postings. or go to Differences Procedure 1.htm 7/16/2008 . In Revaluation an existing one.

SAP Documentation Page 80 of 1289 The Fixed Price field is also located on the Inventory Data tab (see above). Each inventory release transaction uses quantities and their corresponding costs from the first open layer(s).) Inventory Define the default G/L method in the item master data. You have defined primary G/L accounts to be selected as defaults in new warehouses. (From the SAP Business One Main Menu. Set G/L accounts in the item master data. choose Chart of Accounts and create an Opening Stock G/L account. (From the SAP Business One Main Menu.ABBASOFT\Local Settings\Temp\~hhB0D4. item groups. End of the note. choose Inventory Inventory Transactions Beginning Quantities. and after you click OK.SAP Business One 2007 A . goods receipt. Inventory Tracking and Stock Posting Enter Initial Quantity ). choose Administration System Initialization General Settings Inventory . Financials Definitions Financials Definitions Financials G/L Account Determination From the SAP Business One Main Menu. FIFO – calculates inventory value by the FIFO method (first in first out) Each inventory receipt transaction creates a "layer" of quantities linked to costs. Prerequisites You have selected the Inventory Valuation By checkbox to initialize a perpetual inventory system. From the SAP Business One Main Menu.htm 7/16/2008 . ( Inventory Administration ) Administration . and determine the default valuation method.) file://C:\Documents and Settings\Stephen. ( Details Note Administration System Initialization Company Basic Initialization Note ) You cannot select the Inventory Valuation By checkbox after stock postings have been recorded. You cannot clear this checkbox after a document creating an automatic stock posting. you need to specify the Opening Stock Account code in the upper part of the window. and item master data. Set the standard price of items before you start working in your company. and so on. choose G/L Account Determination Purchase Create an opening stock account. has been added. choose Item Master Data Inventory Data . When you enter beginning quantities (from the SAP Business One Main Menu. such as a delivery. This G/L account will be used as an offsetting account to the warehouse stock account to which you enter beginning quantities.

Each inventory receipt transaction creates a layer of quantities. End of the note. costs (purchase price). and dates. SAP Business One identifies the first layer. and so on. according to their entrance time. note that the transactions described there are created under the following restrictions: Both customer and vendor are tax-exempted. When several inventory receipt transactions are recorded on the same date. Note Note The item cost is not displayed in the item master data when you manage perpetual inventory by FIFO.SAP Business One 2007 A . Each inventory release transaction uses quantities and their corresponding costs from the first open layer(s).htm 7/16/2008 . A layer closes when its entire quantity is released. The G/L method selected for the item is WH ( Item Master Data Inventory ). Prerequisites Before moving to the next section. file://C:\Documents and Settings\Stephen.SAP Documentation Page 81 of 1289 Process Choose the link to the relevant working method: Perpetual Inventory System by Moving Average Perpetual Inventory System by Standard Price Perpetual Inventory System by FIFO More Information Company Details: Basic Initialization Tab G/L Account Determination: Inventory Tab G/L Account Determination: Purchase Tab Chart of Accounts General Settings: Inventory Tab Process Perpetual Inventory System by FIFO This option calculates the stock values by the FIFO method (First In First Out). Information regarding the FIFO item cost exists in the OINM (Warehouse Journal) table under the fields Calculated Price and Open Quantity. second layer.ABBASOFT\Local Settings\Temp\~hhB0D4.

Create a return or a return based on delivery. End of the note. Note Note The G/L account 'Returning 01' functions as an offsetting account to the COGM account. Create a delivery. \ BP Code 500025 COGM 01 -100 132008 Returning 01 -100 When a return is based on a delivery.SAP Business One 2007 A . the amounts may vary according to the document's origin (independent or based document). although each item can be valuated according to a different stock valuation method.ABBASOFT\Local Settings\Temp\~hhB0D4. Administration System All the items are managed by FIFO. file://C:\Documents and Settings\Stephen.SAP Documentation Page 82 of 1289 The Use Purchase Accounts Posting System box is cleared ( Company Details Basic Initialization ). This account replaces the stock account used for these types of journal entries in former releases. the G/L accounts and the directions (debit/credit) in the journal entry remain as they are. This cost opens a new layer (the last layer on the list). When a return is independent. Administration System Initialization There are sufficient stock levels of all the items involved in the scenarios below. the delivery cost is used for calculating the amounts in the journal entry. 2.htm 7/16/2008 . Note Note In some of the following examples. The following transaction is created automatically: Name Debit Credit G\L Acc. \ BP Code Name Debit Credit 500025 COGM 01 100 130000 Stock 01 100 The total amount results from the cost of the first open layer(s) multiplied by the quantity in the delivery document. The following transaction is created automatically: G\L Acc. the cost of the first open layer(s) is used for calculating the amounts in the journal entry. Process FIFO Flow When Creating Sales Documents 1. This cost opens a new layer (the last open layer on the list). however. The Use Negative Amount for Reverse Transaction box is selected ( Initialization Company Details Basic Initialization ).

End of the note. thus. the amounts may vary according to the document's origin: An independent document A document based on a document representing an open layer file://C:\Documents and Settings\Stephen. End of the note. The following transaction is created automatically: G\L Acc. the cost of the A/R invoice is used for calculating the amounts in the journal entry.SAP Business One 2007 A . \ BP Code Name Debit Credit Customer Customer -129. no stock posting is created. This cost opens a new layer (the last open layer on the list). 4. The transaction described above includes both the inventory transaction of the delivery and the accounting transaction of the invoice. only a regular journal entry is created in the accounting system. thus. the cost of the first open layer is used for calculating the amounts in the journal entry. When you base an A/R credit memo on returns. When a credit memo is independent (created with no reference to a base document). only a regular credit journal entry is created in the accounting system.99 400000 Revenues01 -129.99 500025 COGM 01 100 130000 Stock 01 100 Note Note When you base an A/R invoice on a delivery. the G/L accounts and the directions (debit/credit) in the journal entry remain as they are.ABBASOFT\Local Settings\Temp\~hhB0D4. no stock posting is created. The following transaction is automatically created: G\L Acc. Note Note This scenario is not relevant for an A/R credit memo based on an A/R reserve invoice.99 500025 COGM 01 -100 132008 Returning 01 -100 When a credit memo is based on an A/R invoice. FIFO Flow When Creating Purchasing Documents Note Note In some of the following examples.htm 7/16/2008 . Create an A/R invoice not based on a delivery. 3.99 400000 Revenues 01 129. This cost opens a new layer (the last layer on the list).SAP Documentation Page 83 of 1289 End of the note. \ BP Code Name Debit Credit Customer Customer 129. Create an A/R credit memo. however.

The following transaction is created automatically: G\L Acc. Note Note The Price column in the goods returns document is blocked in the above scenarios. the cost of the first open layer is used for calculating the amounts in the journal entry. The Allocation Costs account functions as a temporary alternative for the vendor. The relevant quantity of the layer used by the goods returns document is closed. The following journal entry is created automatically when you add an A/P invoice not based on a goods receipt PO: file://C:\Documents and Settings\Stephen. \ BP Code Name Debit Credit 208040 Allocation Costs 01 100 130000 Stock 01 100 A new layer of quantity and cost is created as you add a goods receipt PO. the cost of the first open layer is used for calculating the journal entry amounts. Create a goods return. The following transaction is created automatically: G\L Acc.SAP Business One 2007 A . 2. 3. and is cleared only after you create a corresponding A/P invoice.ABBASOFT\Local Settings\Temp\~hhB0D4. Create a goods receipt PO. When a goods return is based on a goods receipt PO: If the layer created by the goods receipt PO is still open. When a goods return is independent. it is debited by the amount by which it was credited in the goods receipt PO. End of the note. If the layer created by the goods receipt PO is closed. 1. \ BP Code Name Debit Credit Vendor1 Vendor 100 208040 Allocation Costs 01 100 Note Note The Allocation Costs account functions as a clearing account. The journal entry created is: G\L Acc. the goods receipt PO cost is used for calculating the journal entry amounts. \ BP Code Name Debit Credit 208040 Allocation Costs 01 -100 130000 Stock 01 -100 Notice that this journal entry is identical to the entry created by the goods receipt PO. the Allocation Costs account is debited and the vendor is credited.htm 7/16/2008 . When it is based on a goods receipt PO. Create an A/P invoice. regardless of the prices in the document.SAP Documentation Page 84 of 1289 A document based on a document representing a closed layer End of the note. only reversed.

the cost used for calculating the amounts in the journal entry created by this A/P credit memo is the price recorded in the goods returns and not its open layer cost. the cost of the first open layer is used for calculating the amounts in the journal entry. regardless of the prices in the document. FIFO Flow When Creating Inventory Transactions 1. When an A/P credit memo is independent. End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. Note Note The Price column is blocked for changes in case a credit memo is based on either a goods return or an A/P invoice. this price difference is recorded in the Price Difference account.SAP Documentation Page 85 of 1289 End of the note. \ BP Code Name Debit Credit 500500 Increasing 01 100 130000 Stock 01 100 The Increasing account is credited. If the price in the A/P credit memo is different from the first open layer(s) cost. The Price column is blocked for changes in the A/P credit memo document. G\L Acc. Create an A/P credit memo. file://C:\Documents and Settings\Stephen. and a new layer is created according to the price specified in the document. the first open layer(s) cost is used for calculating the amounts in the journal entry. Note Note In the above scenarios: The Price column in the A/P credit memo document is blocked The relevant quantity of the layer used by the A/P credit memo document is closed End of the note.htm 7/16/2008 . When an A/P credit memo is based on a A/P invoice: If the layer created by the A/P invoice is still open. The following journal entry is automatically created: G\L Acc. In case the price in the base document is different from the cost of the open layer linked to that base document. Notice that this scenario is relevant to all cases except for when an A/P credit memo is based on an A/P invoice in which the layer created by the A/P invoice is still open. If the layer created by the A/P invoice is closed. When you base an A/P credit memo on goods returns. Create a goods receipt. this price difference is recorded in the Price Difference account. \ BP Code Name Debit Credit Vendor Vendor 100 130000 Stock 01 100 4. the A/P invoice cost is used for calculating the journal entry amounts.SAP Business One 2007 A .

and no price is entered for the items. Entering Beginning Quantities and Updating After Inventory.ABBASOFT\Local Settings\Temp\~hhB0D4. If you want to record beginning quantities including price.htm 7/16/2008 . A positive beginning quantity creates the following journal entry: G\L Acc. The following transaction is automatically created: G\L Acc. A negative beginning quantity creates the following journal entry: Name Debit Credit G\L Acc. \ BP Code Name Debit Credit 500500 Increasing 01 100 130000 Stock 01 100 file://C:\Documents and Settings\Stephen. If you have selected different Stock accounts for your different warehouses.SAP Business One 2007 A . \ BP Code Name Debit Credit 130000 Stock 01 120 500510 Decreasing 01 120 The Decreasing account is debited according to the first open layer(s). Create a goods issue. Note Note If the Allow Beginning Quantities without Price box is selected. it is not necessary to specify an Opening Stock account. Create a stock transfer. \ BP Code 130000 Stock 01 100 110020 Beginning Quantity 100 The price recorded for the item does not influence the journal entry. A positive stock posting update (counted quantity is greater than existing quantity) creates the following journal entry: G\L Acc. End of the note.SAP Documentation Page 86 of 1289 2. 3. \ BP Code Name Debit Credit 130000 Stock 01 100 130010 Stock 02 100 4. you must choose an Opening Stock G/L account manually. the stock transfer transaction credits the Stock account of the release warehouse and debits the Stock account of the receipt warehouse. the first open layer(s) cost is used. \ BP Code Name Debit Credit 110020 Beginning Quantity 100 130000 Stock 01 100 A new layer is created according to the price entered in the Entering Stock Balance window. The release/receipt price is set by the first open layer(s) linked to the receipt. The transaction created is: G\L Acc. Notice that this scenario produces no monetary transaction in the accounting system.

The layer item cost is not updated with the combined price.ABBASOFT\Local Settings\Temp\~hhB0D4. Add the journal entry.SAP Documentation Page 87 of 1289 A new layer is created according to the price recorded in the Entering Stock Balance window. Display the landed costs document you created earlier.htm 7/16/2008 . broker. \ BP Code Name Debit Credit 130000 Stock 01 100 500510 Decreasing 01 100 The first open layer(s) price is used. Select the offsetting G/L account. The Journal Entry window opens. The item cost is updated in a future version. 3. 4. and so on) after you add the landed costs document. choose Create Journal Entry. FIFO Flow When Creating Landed Costs Documents You can create a semi automatic journal entry reflecting the additional costs (customs. 2. The journal entry created is: G\L Acc. A negative stock posting update (counted quantity is less than existing quantity) creates the following journal entry: G\L Acc. The status of the landed costs document changes to Closed. With this valuation method: A stock receipt posting debits the stock account of each warehouse according to the price entered in the document This price also updates the item's moving average price. shipping. \ BP Code Name Debit Credit 130000 Stock 01 150 150 208060 Landed Costs Process Perpetual Inventory System by Moving Average This document explains the journal entries created in SAP Business One when you manage a perpetual inventory system by moving average.SAP Business One 2007 A . displaying one row debiting the Stock account. To create a journal entry reflecting the additional costs: 1. A stock release posting credits the stock/returning account according to the item's moving average price file://C:\Documents and Settings\Stephen. On the Journal tab.

On the Basic Initialization tab of the Company Details window: The Use Purchase Accounts Posting System checkbox is cleared The Use Negative Amount for Reverse Transaction checkbox is selected There are sufficient stock levels of all items involved in the scenarios below. might be different from the moving average price per item calculated by the Inventory Valuation report.htm 7/16/2008 . No stock posting is created.ABBASOFT\Local Settings\Temp\~hhB0D4. / BP Name Debit Credit Cost of Goods Sold 1 -100 Sales Returns -100 A/R Invoice Based on Delivery When you base an A/R invoice on a delivery. which these documents create. Due to various user actions. the moving average price per item. Nor are they considered in the calculation of the journal entries reflecting the inventory value. Prerequisites The transactions described below are created under the following assumptions: The G/L account name Stock 01 relates to the release/receipt of items from/to warehouse 01 in each of the provided examples. / BP Name Debit Credit Cost of Goods Sold 1 100 Stock 1 100 The amount in the Debit and Credit columns is calculated by multiplying the quantity of each item in the delivery by its item cost.SAP Documentation Page 88 of 1289 Note Note Item prices recorded in A/R credit memos and A/R returns do not influence the moving average. A/R Invoice file://C:\Documents and Settings\Stephen.SAP Business One 2007 A . as displayed in the Item Master Data window. End of the note. Process Sales Documents Delivery The following journal entry is created automatically when you add a delivery: G/L Acc. Returns and Returns Based on Delivery The following journal entry is created automatically when you add returns: G/L Acc. only a regular journal entry is created in the accounting system.

which is cleared only after you create a corresponding A/P invoice or a goods return document. End of the note. only a regular credit journal entry is created in the accounting system. End of the note.SAP Documentation Page 89 of 1289 The following journal entry is created automatically when you add an A/R invoice that is not based on a delivery: G/L Acc.ABBASOFT\Local Settings\Temp\~hhB0D4. / BP Name Debit Credit Allocation 1 100 Stock 1 100 You calculate the Debit and Credit amounts by multiplying the quantity of each item in the document by the prices specified in the goods receipt PO.SAP Business One 2007 A . / BP Name Debit Credit Customer -100 Revenues 1 -100 Cost of Goods Sold 1 -100 Sales Returns -100 Note Note This scenario is not relevant for an A/R credit memo based on an A/R reserve invoice. A/R Credit Memo Based on Returns When you base an A/R credit memo on returns. file://C:\Documents and Settings\Stephen. / BP Name Debit Credit Customer 100 Revenues 1 100 Cost of Goods Sold 1 100 Stock 1 100 Note Note This journal entry includes both the inventory transaction of the delivery and the accounting transaction of the invoice. No stock posting is created. A/R Credit Memo & A/R Credit Memo Based on A/R Invoice The following journal entry is created automatically when you add an A/R credit memo: G/L Acc. The Allocation account functions as a temporary alternative to the Vendor account.htm 7/16/2008 . Purchasing Documents Goods Receipt PO The following journal entry is created automatically when you add a goods receipt PO: G/L Acc.

Any difference is posted to the Inventory account or to the Negative Inventory Adjustment account. / BP Name Debit Credit Vendor 100 Allocation 1 100 Note Note The Allocation account functions as a clearing account. Goods Returns & Goods Returns based on a Goods Receipt PO with Freight Charges G/L Acc. the Allocation Costs account is debited counter to the vendor account. A/P Invoice Based on a Goods Receipt PO When you base an A/P invoice on a goods receipt PO.SAP Business One 2007 A . This means that the amount in freight charges drawn to the target document is not directly proportional to the freight charges allocated in the base goods receipt PO. / BP Name Debit Credit Allocation 1 100 10 Add. G/L Acc. A/P Invoice based on a Goods Receipt PO with Freight Charges file://C:\Documents and Settings\Stephen. are cleared. Expense Clearing 1 Stock 1 110 The amount of the freight charges recorded in the journal entry is the global amount of freight charges for the entire quantity. End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. Expense Clearing 1 Stock 1 -110 Although you can partially draw a goods return from a goods receipt PO. you always draw the freight charges fully from the goods receipt PO. Goods Returns and Goods Returns Based on Goods Receipt PO The following journal entry is created automatically when you add goods returns: G/L Acc. / BP Name Debit Credit Allocation 1 -100 -10 Add. it is debited in the amount by which it was credited in the goods receipt PO. the freight charges posted to the Expense Allocation account and not drawn into an A/P invoice or goods return.SAP Documentation Page 90 of 1289 Goods Receipt PO with Freight Charges G/L Acc. which is credited. / BP Name Debit Credit Allocation 1 -100 Stock 1 -100 This journal entry is a reverse of the entry created by a goods receipt PO. When a goods receipt PO (whether fully opened or partially drawn) is closed.htm 7/16/2008 .

you always draw the freight charges fully from the goods receipt PO. / BP Name Debit Credit Vendor 100 Stock 1 100 A/P Invoice with Freight Charges G/L Acc.ABBASOFT\Local Settings\Temp\~hhB0D4. including freight charges. This means that the amount in freight charges drawn to the target document is not directly proportional to the freight charges allocated in the base goods receipt PO. no intermediate accounts are recorded here. it is debited in the amount by which it was credited in the goods returns.SAP Documentation Page 91 of 1289 G/L Acc. the automatically-created journal entry is a reverse of the one created by an A/P invoice based on a goods receipt PO: G/L Acc. A/P Credit Memo based on Goods Returns When you base an A/P credit memo on goods returns. End of the note. Any difference is posted to the Inventory account or to the Negative Inventory Adjustment account. End of the note. Expense Clearing 1 10 Allocation 1 100 Although you can partially draw an A/P invoice from a goods receipt PO.SAP Business One 2007 A . / BP Name Debit Credit Vendor 110 Add. A/P Credit Memo based on Goods Returns with Freight Charges file://C:\Documents and Settings\Stephen. / BP Name Debit Credit Vendor -100 Allocation 1 -100 Note Note The Allocation Costs account functions as a clearing account. A/P Invoice The following journal entry is created automatically when you add an A/P invoice that is not based on a goods receipt PO: G/L Acc. The Expenses Clearing account is a clearing account. / BP Name Debit Credit Vendor 110 Stock 1 110 Note Note The Expenses Clearing account is not recorded in this journal entry since the Stock account reflects the item prices.htm 7/16/2008 . and this journal entry records the final values for affecting the inventory valuation. therefore.

therefore. Inventory Transactions Goods Receipt G/L Acc. / BP Name Debit Credit Vendor -110 Stock 1 -110 Note Note The Expenses Clearing account is not recorded in this journal entry since the Stock account reflects the item prices. the Expense Allocation Account is cleared with the amount of freight charges of the closed goods return.ABBASOFT\Local Settings\Temp\~hhB0D4. / BP Name Debit Credit Vendor -110 Add. the Expense Allocation Account is cleared with the amount of freight charges that is drawn. including freight charges. A/P Credit Memo & A/P Credit Memo based on A/P Invoice The following journal entry is created automatically when you add an A/P credit memo that is not based on goods returns: G/L Acc. / BP Name Debit Credit Vendor -100 Stock 1 -100 A/P Credit Memo & A/P Credit Memo based on A/P Invoice with Add. End of the note.Decrease 100 file://C:\Documents and Settings\Stephen.SAP Business One 2007 A .SAP Documentation Page 92 of 1289 G/L Acc. / BP Name Debit Credit Stock 1 100 Inventory Offset . and this journal entry records the final values for affecting the inventory valuation. If the A/P credit memo closes the final quantity of the goods return. / BP Name Debit Credit Inventory Offset . no intermediate G/L accounts are recorded here. You can also edit the amount of the freight charges in the goods return (Freight field). Expense Clearing 1 -10 Allocation 1 -100 When an A/P credit memo is based (fully or partially) on a goods return.htm 7/16/2008 .Increase 100 Stock 1 100 The debit and credit amounts are calculated by multiplying the quantity of each item in the document by the prices specified in the goods receipt. The Expenses Clearing account is a clearing account. Goods Issue G/L Acc. Expenses G/L Acc.

including price.htm 7/16/2008 . If you wish to record beginning quantities. / BP Name Debit Credit Stock 1 100 Stock 2 100 Initial Quantities and Stock Posting A positive beginning quantity creates the following journal entry: G/L Acc.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . you must choose an Opening Stock G/L account manually.SAP Documentation Page 93 of 1289 The amounts in the Debit and Credit columns are calculated by multiplying the quantity of each item in the goods issue by its item cost.Increase 1 100 Stock 1 100 A negative stock posting (after inventory update) where the counted quantity is less than the existing quantity in stock. / BP Name Debit Credit Initial Quantity 100 Stock 1 100 A negative beginning quantity creates the following journal entry: G/L Acc. creates the following journal entry: G/L Acc. it is not necessary to specify an Opening Stock account. A positive stock posting (after inventory update) where the counted quantity is greater than the existing quantity in stock. G/L Acc. End of the note. / BP Name Debit Credit Inventory Offset . creates the following journal entry: G/L Acc. the Stock Transfer transaction credits the Stock account of the release warehouse and debits the Stock account of the receipt warehouse. Stock Transfer When you specify different stock accounts for your different warehouses. / BP Name Debit Credit Stock 1 100 Inventory Offset . and no price is entered for the items.Decrease 1 100 file://C:\Documents and Settings\Stephen. This scenario does not produce a monetary transaction in the accounting system. The release/receipt price is set by the moving average price of the item in the release warehouse. / BP Name Debit Credit Stock 1 100 Initial Quantity 100 Note Note If the Allow Beginning Quantities without Price checkbox is selected.

Prerequisites The scenarios and explanations described here are based on the following assumptions: Both customer and vendor are tax exempted. In addition.ABBASOFT\Local Settings\Temp\~hhB0D4. A stock receipt entered with a different price than the standard price set for the item will debit the Stock account according to the standard price. in each one of the examples provided later relates to stock release of items from or receipt transactions to warehouse 01. Stock releases are recorded according to the standard price.SAP Documentation Page 94 of 1289 More Information Perpetual Inventory Process Perpetual Inventory System by Standard Price This procedure provides a detailed explanation regarding the behavior of SAP Business One when managing perpetual inventory system by standard price. End of the note.SAP Business One 2007 A . the difference between the standard price and the actual receipt price will be recorded in a Variance or Price Difference account as a debit amount. A standard (fixed) price should be entered in each item record ( Inventory Data Inventory Item Master Data tab) thus influencing every stock posting as described here. The item's Standard Price is 100. Administration The G/L account code and name. Administration System The Use Purchase Accounts Posting System checkbox is cleared under Initialization Company Details Basic Initialization . Process Standard Price Flow When Creating Sales Documents file://C:\Documents and Settings\Stephen. In Item Master Data Inventory Data tab. Note Note No journal entry reflecting the inventory value is created by a document containing items with no standard price. the G/L method selected for the item is WH. 130000 – Stock 01'.htm 7/16/2008 . The Use Negative Amount for Reverse Transaction checkbox is selected under System Initialization Company Details Basic Initialization .

thus.\ BP Code Name Debit Credit 500025 COGM 01 100 130000 Stock 01 100 The debit and credit amounts are calculated as a multiplication of each item in the Delivery by the standard price set in the Item Master Data window for each item. This account replaces the Stock account involved in these types of journal entries in former versions. When creating an A/R credit memo that is not based on returns (independent or based on A/R invoice) the following transaction is automatically created: G\L Acc.\ BP Code Name Debit Credit Customer Customer 100 400000 Sales Revenues (Domestic) 100 500025 COGM 01 100 130000 Stock 01 100 Note Note This journal entry includes both the inventory transaction of the delivery and the accounting transaction of the invoice. The following transaction is created automatically: Name Debit Credit G\L Acc. Create a return. 4.\ BP Code 500025 COGM 01 -100 -100 132008 Returning 01 Note Note The G/L account 'Returning 01' functions as an offsetting account to the COGM account.ABBASOFT\Local Settings\Temp\~hhB0D4. If the A/R invoice is not based on a delivery.htm 7/16/2008 . only a regular journal entry is created in the accounting system. Create an A/R credit memo. End of the note.SAP Documentation Page 95 of 1289 1. the following transaction is created automatically: G\L Acc. Create an A/R invoice. If the A/R credit memo is based on returns no stock posting is created. If the A/R invoice is based on a delivery no stock posting is created.\ BP Code Name Debit Credit Customer Customer -100 400000 Sales Revenues (Domestic) -100 500025 COGM 01 -100 file://C:\Documents and Settings\Stephen. only a regular credit journal entry is created in the accounting system. The following transaction is created automatically: G\L Acc. Create a delivery. 3. 2. The following transaction is created automatically: End of the note. thus.SAP Business One 2007 A .

the Price Difference account is recorded in the journal entry. 2. the Price Difference G/L account will reflect the difference between the price in the document and the standard price recorded for the item.SAP Documentation Page 96 of 1289 132008 Note Returning 01 -100 Note This scenario is not relevant for an A/R credit memo based on an A/R reserve invoice.\ BP Code Name Debit Credit 208040 Allocation Costs 01 150 500200 Variance 01 50 130000 Stock 01 100 Remember that the Allocation Costs account functions as a temporary alternative for the vendor's account. End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. for example: Price in goods receipt PO: 150 Standard price: 100 The transaction created is as follows: G\L Acc. which is cleared only after you create a corresponding A/P invoice.SAP Business One 2007 A . you can conclude that the item's quantity in stock is positive If the quantity in stock is zero or negative. file://C:\Documents and Settings\Stephen. the Variance account is recorded in the journal entry. varies from its standard price set in the Item Master Data window. End of the note. If you create a goods receipt PO in which the item price. If a document changes the quantity in stock from negative to positive.htm 7/16/2008 . the following transaction is created automatically: G\L Acc. Note Note Whenever the Variance account is recorded in a journal entry. only reversed. as recorded in the goods receipt PO. When you create a goods returns according to the prices mentioned above.\ BP Code Name Debit Credit 208040 Allocation Costs 01 -150 500200 Variance 01 -50 130000 Stock 01 -100 Notice that this journal entry is identical to the entry created by the goods receipt PO. Standard Price Flow When Creating Purchasing Documents: 1. If a document changes the quantity in stock from positive to negative.

When you create an A/P credit memo that is not based on goods returns.ABBASOFT\Local Settings\Temp\~hhB0D4. 4.\ BP Code Name Debit Credit Vendor Vendor 150 208040 Allocation Costs 01 150 Note Note The Allocation Costs account functions as a clearing account: it is debited by the amount in which it was credited in the goods receipt PO. If you create a goods receipt where the item price varies from the its standard price. When you create an A/P invoice not based on a goods receipt PO.SAP Documentation Page 97 of 1289 3. the following transaction is created automatically: G\L Acc. the journal entry created automatically is identical to the one created by an A/P invoice based on a goods receipt PO. for example: file://C:\Documents and Settings\Stephen. End of the note.\ BP Code Name Debit Credit Vendor Vendor -150 500200 Variance 01 -50 130000 Stock 01 -100 Standard Price Flow When Creating Inventory Transactions 1. where the item price varies from its standard price.\ BP Code Name Debit Credit Vendor Vendor 150 500200 Variance 01 50 130000 Stock 01 100 5.SAP Business One 2007 A . the Allocation Costs account is debited and the vendor account is credited: G\L Acc. only reversed: G\L Acc. for example: Price in A/P invoice: 150 Standard price: 100 The following transaction is created: G\L Acc.\ BP Code Name Debit Credit Vendor Vendor -150 208040 Allocation Costs 01 -150 Note Note The Allocation Costs account functions as a clearing account: it is debited by the amount with which it was credited in the goods returns. set in the Item Master Data window. 6.htm 7/16/2008 . When you base an A/P invoice on a goods receipt PO. End of the note. set in the Item Master Data window. When you base an A/P credit memo on goods returns.

\ BP Code Name Debit Credit 500500 Increasing 01 150 500200 Variance 01 50 130000 Stock 01 100 2.SAP Documentation Page 98 of 1289 Price in goods receipt: 150 Standard price: 100 The following transaction is created: G\L Acc. If you have selected different stock accounts for your different warehouses.\ BP Code Name Debit Credit 130000 Stock 01 100 110020 Beginning Quantity 100 The price entered for the item in a negative beginning quantity does not influence the journal entry. where the counted quantity is greater than the quantity in stock. When a goods issue document is added the following transaction is automatically created: G\L Acc. with the following data SAP Business One will create the journal entry shown below: Beginning Quantity Price: 120 Standard Price: 100 file://C:\Documents and Settings\Stephen.\ BP Code Name Debit Credit 110020 Beginning Quantity 120 500300 Price Difference 01 20 130000 Stock 01 100 A negative beginning quantity creates the following transaction: G\L Acc.ABBASOFT\Local Settings\Temp\~hhB0D4. 3.SAP Business One 2007 A . SAP Business One creates the journal entry shown below: Beginning quantity price: 120 Standard price: 100 G\L Acc. When creating a positive stock posting (after inventory update). When you entering a positive beginning quantity with the following data. The release/receipt price is set by the standard price of each item: G\L Acc.\ BP Code Name Debit Credit 130000 Stock 01 100 500510 Decreasing 01 100 The debit and credit amounts are calculated as a multiplication of each item in the goods issue by the standard price set in the Item Master Data window for each item.htm 7/16/2008 . the stock transfer transaction credits the Stock account of the release warehouse and debits the Stock account of the receipt warehouse. 5.\ BP Code Name Debit Credit 130000 Stock 01 100 130010 Stock 02 100 4.

Display the Landed Costs document you created earlier. By continuously updating the progress of the sales opportunities in SAP Business One. the following journal entry is created: G\L Acc.\ BP Code 500200 Variance 01 100 208060 Landed Costs 100 Component Sales Opportunities The Sales Opportunities module is used to track and analyze sales opportunities. the status of the Landed Costs document changes to Closed. After you add the journal entry. where the counted quantity is less than the quantity in stock. To create a journal entry reflecting the additional costs: 1. file://C:\Documents and Settings\Stephen.\ BP Code Name Debit Credit 500500 Increasing 01 120 500300 Price Difference 01 20 130000 Stock 01 100 When you add a negative stock posting (after inventory update).SAP Documentation Page 99 of 1289 G\L Acc. Select an offsetting account. you make available a clear picture.\ BP Code Name Debit Credit 130000 Stock 01 100 500510 Decreasing 01 100 Standard Price Flow When Creating Landed Costs Document The Landed Costs document allows you to create a semi automatic journal entry reflecting the additional costs (customs.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . displaying one row debiting the Variance account. choose Create Journal Entry. The Journal Entry window opens. shipping.SAP Business One 2007 A . 4. and generating relevant reports of the sales activities. broker. A number of reports can be generated for analysis of the opportunities from different viewpoints. More Information Sales Opportunity Process Process Sales Opportunity Process Making informed decisions and creating correct marketing strategies requires up-to-date analysis of each sales opportunity. 2. and so on) after you add it. according to the progress of your sales activities. 3. Name Debit Credit G\L Acc. On the Journal tab.

enter the amount expected if a sale is completed successfully. including both remarks and an estimation of their threat level. it is easier to determine the likelihood. You can: Define each sales stage with a unique name or description Define new stages throughout the process Modify the order of the stages 2. both leads and vendors. of finalizing a sale. and business partners. such as quotations. On the Stages tab. Enter and update this information on the General tab of the Sales Opportunity window. Throughout a sales opportunity. including details of the relationship and of the other business partners connected to this partner or to the specific opportunity Add information about competitors. such as the total amount expected from each sales opportunity for each employee. 4. such as meetings and phone calls. file://C:\Documents and Settings\Stephen. SAP Business One enables you to customize the stages of the sales process according to your preferences.SAP Documentation Page 100 of 1289 You can generate reports that provide different perspectives. Process 1. End of the note. 7. or for each sales stage. Use the Sales Opportunity window to link to a variety of pertinent documents. Enter the final status (won or lost) on the Summary tab. 3. The forecasting system uses comprehensive methods that can be utilized for projecting the earning potential and prioritizing the sales activities. Prerequisites You have defined your sales employees. Add any relevant comments and observations. At the close of a lost opportunity.ABBASOFT\Local Settings\Temp\~hhB0D4. link specific documents to each stage. On the Potential tab. analyze its progress from different viewpoints by generating various reports. Record a closing percentage for each sales stage. 5. SAP Business One calculates the expected profit and makes other calculations that are helpful in a financial analysis. The sales process often includes building strategic alliances with select business partners. Regular updates ensure that the reports contain the most current information. you should do this as close as possible to the beginning of the process. With up-to-date figures displayed in various formats such as reports or graphs. sales stages.htm 7/16/2008 . Ideally. so that the earning potential can be estimated. or otherwise. If required. allowing managers and their staff to allocate their resources accordingly. Close both successful and failed sales opportunities with a properly documented summary to assist in the analysis of either. and activities. You can: Add information regarding the business partners. 6. closed sales opportunities can be reopened at a later date.SAP Business One 2007 A . you can note the successful competitor for future reference. Note Note You can also define these from within the Sales Opportunity window while creating or updating the sales opportunity.

htm 7/16/2008 . The returns document is be used to credit the customer if the goods were delivered but no A/R invoice was issued.A/R The Sales module of SAP Business One is designed to give you a comprehensive solution for the whole sales process in your business. From a large variety of sales documents. In addition. When you create a new document with reference to an existing document. In this case. the returns. including automatic creation of dunning letters according to user-defined parameters. only the documents that are still open are displayed. It is possible to create a new document based on one or more of the existing ones. you can find down payment documents. it is possible to credit a customer for damaged goods. An optional document is the A/R r eserveinvoice that is used when a company is concerned about the credit worthiness of its customer. All documents for which you have not created a follow-on document have an open status. a sales order. the Dunning Wizard is a tool that enables you to follow customers debts and the dunning process of these debts. It is possible to create an invoice without first creating a delivery. The sales order is followed by a delivery. You can also generate reports that give you a general to detailed picture regarding the sales going on in your business. file://C:\Documents and Settings\Stephen. Finally.SAP Documentation Page 101 of 1289 More Information Sales Opportunity Window Managing Sales Opportunities Sales Opportunity Reports Component Sales . use the clearing document.SAP Business One 2007 A . or until you manually close or reverse them. you cannot change or delete deliveries and A/R invoices that have been already entered in SAP Business One. For legal reasons. Process Sales Process in SAP Business One The Sales module in SAP Business One: Describes the documents and functions used in the sales process Follows the changes in stock during the sales process Process The sales process in SAP Business One begins with the creation of a sales quotation. the company demands payment before the delivery of items to the customer.ABBASOFT\Local Settings\Temp\~hhB0D4. Open documents remain open until you transfer all items completely to the follow-on document. the A/R invoice is created. The second document is the sales order. To correct these. which you can use to trace and require down payments from your customers. or a sales quotation. It is the only mandatory document in the sales process. Use the A/R credit memo to credit a customer after an A/R invoice was already issued. Additionally.

therefore. If the A/R invoice is created without reference to the delivery. 2.SAP Documentation Page 102 of 1289 Each document updates the stock quantities and the general ledger. In this case. The delivery reduces the stock commited and the in-stock quantities. More Information Sales – A/R Process Backorder Processing You use back order processing to track customer sales orders received for which the stock has not yet been shipped. The back order process enables you to check the item quantities that are missing. It credits the customer accounts on general ledger and corrects the revenue account by the same amount. Process The examples below illustrate several typical business scenarios for back order processing.SAP Business One 2007 A . use one of the following ways to handle it: Deliver the necessary item quantities to the customer Update the quantity (after the delivery has been shipped) Close the remaining open quantity for the row. For more information. The A/R invoice always creates the accounting transaction. In addition.htm 7/16/2008 .A/R Sales Order . When you receive information on a back order. file://C:\Documents and Settings\Stephen. if SAP Business One manages the perpetual inventory. 1. It also creates an accounting transaction. It records the revenue and tax and updates the customers’ accounts with a new outstanding balance. therefore. this occurs when the available quantity of the item is insufficient to fill the order. The delivery affects the general ledger. choose Sales . As far as accounting is concerned. Regular Backorder Process Your customer calls and orders 100 chairs from your company. Once they are received in stock. The sales order affects the amount of stock commited to a customer and. The A/R reserve invoice affects the amount of stock commited to a customer and. you are able to deliver a zero quantity. it will also reduce the quantity in stock. see Creating Sales Documents. the delivery will reduce stock valuation and post a cost of sale. The A/R credit memo increases available stock levels and creates accounting transactions. but you have only 80 chairs in stock. You can deliver the available items immediately and the remainder when you receive them from your vendor. Create a new sales order for 100 chairs for the current date. Normally. the available stock quantity.ABBASOFT\Local Settings\Temp\~hhB0D4. From the SAP Business One Main Menu. only delivery and the A/R invoice have the affect. the available stock quantity. The returns increases the in-stock quantity and updates the associated stock accounts. you can ship these shortages to your customers.

100 chairs. Unfortunately. You can also increase the quantity. Finally.A/R Sales Reports Backorder . 2. Create a new delivery to provide the customer with 20 remaining items.A/R A/R Invoice and issue an A/R invoice for 100 chairs. you create a delivery for the 50 tables you received and ship them to Zeroll. for your customers Blink and Zeroll. each for 50 tables. You can decrease the quantity to the Delivered Qty field level. Note You can update the Quantity and Delivery Date fields for the partially delivered sales order lines. Blink must wait another week for the delivery of 50 additional tables. changing the quantity to 80. 1. Backorder Process Based on Customer Priorities Your company has a shortage in tables. you will see that a back order no longer exists for the customer. You create a delivery for 40 tables and 40 boards and send it to the customer. A week later you receive another 50 tables and 100 chairs. If you run the Backorder report again. Both companies are still waiting for another 50 tables.SAP Documentation Page 103 of 1289 3. From the SAP Business One Main Menu. file://C:\Documents and Settings\Stephen.A/R Delivery . Choose Note Sales . one chair has a defect. you have 40 tables. you receive 50 more tables. This report displays two back orders. Purchasing . have ordered 100 tables each. Blink and Zeroll. and 300 boards in stock. choose . 5. Sales .A/P Goods Receipt PO 7. For more information. However. End of the note. choose . Choose Sales . 4. Choose Sales . and 40 boards. 8. no chairs.SAP Business One 2007 A . Copy the sales order you just created to the delivery. The system displays a back order for 6. To enter the 20 items you received from your vendor. Manual Backorder Closure Zeroll orders 50 tables.ABBASOFT\Local Settings\Temp\~hhB0D4. Two of your biggest customers.A/R Sales Reports Backorder Since Zeroll is your most important customer. Choose 20 chairs. see Draw Document Wizard. Sales .A/R Delivery .htm 7/16/2008 . but they have each received only 50 tables so far.

Note Note In some cases. such as telephone or written reminders. select the line in the sales order and choose Row .SAP Documentation Page 104 of 1289 1. To correct this. the company needs to activate a multi level collection process. and 40 boards to Zeroll. including invoices that are partially credited or partially paid Invoices that include installments A/R credit memos Incoming payments that are not based on invoices Manual journal entries with at least one row posted to a customer Opening and closing balances transactions To use the dunning wizard. choose Sales . Create a delivery for the 10 tables remaining on the order and 99 chairs. 99 chairs. From the SAP Business One Main Menu. It runs through all the customers. The dunning system covers the following documents: Open A/R invoices. SAP Business One provides a dunning wizard for producing reminder letters. the liabilities of the respective customer(s) to the business are increased. When they are not. checks all outstanding A/R invoices and transactions that represent debt.ABBASOFT\Local Settings\Temp\~hhB0D4. End of the note. The open quantity then appears in the Open to Ship field.A/R Delivery . To cancel the order for the missing chair. and send it to Zeroll. you enter a zero quantity for that line in the delivery or A/R invoice. 2. Following negotiations with the customer. and enables you to print and send reminder letters of different levels of severity. Process Dunning Every time goods or services are sold. you cannot deliver an item as planned. Prerequisites file://C:\Documents and Settings\Stephen. The following describes the setup of the dunning process and explains the results of running the wizard. you must first set preliminary definitions. due to item shortages.SAP Business One 2007 A . Data Close The delivery is now complete and you can send the A/R invoice for 50 tables. 3. you decide to cancel the open sales order for one missing chair. for the remiss customer. From that moment incoming payments are monitored to ensure that customer debts are paid on time.htm 7/16/2008 .

for example Allow Negative Dunning Letter and Display All Open Items. to return to the previous step Cancel. select Block Dunning Letters. Display the invoice before running the wizard. select the relevant document types and other letter parameters. Step 2: General Parameters. to cancel the dunning wizard creation 1.SAP Business One 2007 A . Dunning Terms.htm 7/16/2008 . file://C:\Documents and Settings\Stephen. Enter the range of the posting or due dates to include in the wizard. Display the Business Partner Master Data record for that customer. 2. to proceed to the next step of the wizard Back.ABBASOFT\Local Settings\Temp\~hhB0D4. 4. You can deselect the option later to include the invoice in any future dunning process. Process You choose choose: Sales – A/R Dunning Wizard and follow the procedure below. in Administration Setup Business Partners Dunning Terms Dunning terms are based on dunning levels and contain parameters and values required for the dunning process run. Modify a name of the default dunning wizard and choose a dunning level. 2. In each step.SAP Documentation Page 105 of 1289 To run the Dunning Wizard. 2. Select whether to run a new dunning wizard or to load a saved one. On the Accounting tab. on the BP tab in General Settings Dunning terms for customers. Step 1: Wizard Options. On the Logistics tab. you Business Partners Administration System Initialization Next. 3. Step 4: Document Parameters. To exclude all invoices created for a specific customer: 1. select Block Dunning Letters. Choose a range of customer codes for the wizard. Default Cust. In addition. Step 3: Business Partners – Selection Criteria. you have defined: Dunning terms. in the Dunning Term field on the Payment Terms tab in Business Partner Master Data You have used the following options to exclude irrelevant A/R invoices from the dunning process: To exclude a specific invoice: 1.

ABBASOFT\Local Settings\Temp\~hhB0D4. Process 1. To view the history of dunning letters and the list of all invoices. the Dunning Date field displays the date on which the dunning letters were created for the last time. file://C:\Documents and Settings\Stephen. If you create the down payment request by drawing a base document. choose Partners Reports More Information Dunning Levels . Step 5: Recommendation Report. If you want to use the down payment request only for A/R or only for A/P. Prerequisites You have made the following definitions to use down payment requests: You have defined a down payment tax offsetting account in Administration Setup Financials G/L Account Determination Sales and Purchase tabs Tax .SAP Documentation Page 106 of 1289 5.htm 7/16/2008 . No posting is made at this stage. the business partner master data record is updated.Setup Window Dunning Terms . General Area). Print Later and Exit Print Dunning Letters and Exit Result When you execute the dunning run. Enter a new date until which payments are expected and select invoices that are included in the wizard for each customer. Create an A/R or A/P Down Payment Request for the relevant business partner. make this definition on the relevant tab. Down Payment Requests You use down payment requests to trace the down payments made for vendors or by customers and to reduce them from the payment of the regular invoice that is created later.SAP Business One 2007 A . Select one of the following options to process the dunning wizard: Save Selection Parameters and Exit Save Recommendation Report as Draft and Exit Execute Only. Step 6: Processing. the dunning level and the last date of the dunning letter are updated for overdue invoices included in the dunning run.Setup Window Process Business Partners Business Dunning History Report . verify that you have defined the required down payment percentage (for more information see A/R or A/P Down Payment Documents. When you create a dunning letter for a customer. On the Accounting tab. 6.

Once the actual payment for the down payment request is made. Companies record a down payment received in SAP Business One by creating a payment not based on an invoice.htm 7/16/2008 . These invoices are then cleared with partial or final invoices. The down payment request is closed. create the proper payment document. 4. an error message appears. 3. Note: A down payment request must be fully paid. Optionally you have defined special down-payment clearing accounts for each business partner in Business Partners Process Business Partner Master Data Accounting General . After you have created the payment document. Note: The down payment request can be paid using the Payment Wizard. Create a payment.SAP Documentation Page 107 of 1289 2. file://C:\Documents and Settings\Stephen. More Information A/R Down Payment Request A/P Down Payment Request Process Down Payment Invoices There is a business need for companies to issue and receive invoices that include tax (or VAT) for down payments made or received.SAP Business One 2007 A . SAP Business One creates the regular postings. Prerequisites To be able to use down payment invoices: You have defined a clearing account on the Sales and Purchase tabs in Administration Setup Financials G/L Account Determination . Create a regular invoice. make this definition on the relevant tab.ABBASOFT\Local Settings\Temp\~hhB0D4. based on the down payment request. If you intend to use the down payment invoice only for sales or only for purchases. Note: The total amount of the payment (assuming the regular invoice is fully paid) is the total of the regular invoice minus the payment made for the down payment request. If you try to pay it partially. Choose the required items and continue to process the payment. The table of the payment documents displays the invoice and the down payment request that was paid as a negative amount. Pull the base document drawn into the down payment request. However. since it was not closed as a result of the drawing into the down payment request. due to legal requirements in certain countries. The process below explains how to create down payment invoices and how to clear them. the recording of a down payment requires an invoice or a billing document. a journal entry is recorded in the account that you defined in Administration Purchase tabs Tax Setup Financials G/L Account Determination Sales and .

based on the down payment invoice. The total amount of the drawn down payments is taken from Total Down Payment in the invoice. ensure that you have defined the required down payment percentage. if. The down payment invoice: Does not affect inventory values or perpetual inventory Creates a posting only in accounting Does not change the status of the base document drawn to it 2. Before you add it. Note Note If you cancel the payment created for the down payment by choosing Data Cancel from within the incoming/outgoing payment. click (Browse) to open the Down Payments to Draw window. Create an A/R or A/P Down Payment Invoice for a relevant business partner. then the down payment remains closed and can be drawn when you create an invoice. The down payment total must be less than the invoice total. a journal entry is recorded in the previously defined down payment clearing account. The down payment request is closed. Draw the required down payments from this window.htm 7/16/2008 . Create a regular invoice. Result The total of the regular invoice created with reference to the down payment invoice equals the difference between its original total and the down payment total. and you cancelled the check from within the check register.ABBASOFT\Local Settings\Temp\~hhB0D4. End of the note. create the proper payment document. After you create the payment document. A down payment invoice that is drawn to an invoice is closed and cannot be drawn again to another invoice. Example file://C:\Documents and Settings\Stephen. End of the note. for example.SAP Documentation Page 108 of 1289 1. For more information.SAP Business One 2007 A . the payment means used for paying the down payment was check. The down payment documents are noticeable in the payment document since they carry the document type DT. This amount is reduced from the original total amount of the invoice. see A/R or A/P Down Payment Documents: General Area. A down payment invoice can be paid partially. However. the paid down payment is reopened and cannot be drawn when you create an invoice. Note Browse Note The down payment invoices and regular invoices can be paid in the same payment document. Once the actual payment for the down payment invoice is made. 3. If you create the down payment invoice by drawing a base document.

creates Sales Order 875 for Horn & Brass for the following items: 1 Music Score Trumpet Solo $60 1 Music Score Guitar Solo $40 1 Music Score Flute Duet $100 Total $200 Sales Tax (5%) $10 Total including Tax $210 Horn & Brass has decided to currently pay only a deposit of $80. At this point.ABBASOFT\Local Settings\Temp\~hhB0D4. The amount due is only the open amount (the remaining amount to be paid).SAP Documentation Page 109 of 1289 Down Payment Invoice Creation by a Sales Person (United States) Bass Clef Ltd. no sales tax is charged. Tom. uses the non-perpetual inventory method of inventory valuation.SAP Business One 2007 A . The revenue reflects the full amount. creates Sales Order 361 for the Bloor Street Book Club for the following items: 1 British Novel 1 American Novel 1 Canadian Novel Total $30 $45 $25 $100 file://C:\Documents and Settings\Stephen. as a sales employee. The journal entry created by the deposit document is: Debit Credit Cash 80 80 Account Receivables Another journal entry created automatically by Down Payment Invoice 431 is: Debit Credit Account Receivables 40 Payment Advances 40 Tom creates Delivery 589 and the order is shipped. so that Down Payment Invoice 431 is created automatically once the payment has been received. the sales employee. the manager. but in SAP Business One Tom can create a deposit (incoming payment) directly from the sales order. Anne. Tom. does not have authorization to create a down payment invoice. uses the non-perpetual inventory method of inventory valuation. which creates the following journal entries: Debit Credit Accounts Receivable 130 Payment Advances 80 Sales Tax 10 Revenue 200 Example Example Down Payment Invoice Creation by a Sales Person (United States) Books & Poems Inc.htm 7/16/2008 . He issues the final invoice for the total sales order.

PL.or business-required documents. Administration Definitions Financials G/L Account Determination file://C:\Documents and Settings\Stephen.SAP Business One 2007 A . which creates the following journal entries: Debit Credit Accounts Receivables 65 Payment Advances 45 Sales Tax 5 Revenue 100 End of the example.ABBASOFT\Local Settings\Temp\~hhB0D4. SK Use this process to perform the tasks necessary for creating all legally. To follow this process. The journal entry created is: Debit Credit Cash 40 Accounts Receivables 40 Anne creates Delivery 870 and the order is shipped. no sales tax is charged. HU. Prerequisites You have defined a down payment receivables/payables control account on the General sub-tab of the Sales or Purchase tab in . She issues the final invoice. More Information A/R Down Payment Invoice A/P Down Payment Invoice Process Down Payment Process: CZ. you first need to specify the initial settings and define proper G/L account determinations. It is adapted to suit the legislation of and be consistent with the business practices in each country.htm 7/16/2008 . She creates Down Payment Invoice 232. At this point. for which the following journal entry is created: Debit Credit Accounts Receivables 40 Payment Advances 40 The Bloor Street Book Club pays the deposit once they have received the down payment invoice. Anne has not received payment.SAP Documentation Page 110 of 1289 Sales Tax (5%) #5 Total including Tax $105 After two weeks.

If required. Choose . Locate the appropriate down payment request and choose the payment means. and so on) and performs the backward VAT calculation based on the specified tax group. modify its properties accordingly. If the appropriate account is not so defined. Note Business Partners Business Partner Master Data Note Down payment requests must be paid fully to the amount they have been issued. The line details are copied from the order to the down payment request. Register a received or paid payment using Incoming or Outgoing Payments in the Banking module. You can specify the required line totals into the Total (Incl. always use one order as the base document. VAT) field. Browse (Browse) next to the Account Receivable/Payable label to display the Control Accounts The G/L accounts you choose must be defined as control accounts in the Chart of Accounts. 3. For HU and PL. You have defined special down payments receivables/payables control accounts for each business partner on the General sub-tab of the Accounting tab in . This ensures that proper information can be printed on a down payment invoice listing all the previously received/paid down payments.SAP Business One 2007 A . End of the note. create a new down payment request. You have defined special down payments clearing accounts for each business partner (see previous bullet). and base the next step on this order. The summary of this field across all lines is displayed in the DPM field. When you register a payment on a down payment request. you must first cancel the down payment request. you automatically clear this request. next to the Account Receivable/Payable label to display the Control Accounts window. and only then pay it using the Banking module. file://C:\Documents and Settings\Stephen. you have defined a down payment tax offsetting account (see previous bullet).. You can modify the lines by adding. For PL only: If you are obliged to have more down payments for a business transaction. For CZ and SK. The following definitions are optional. Link the created order (if it exists) or any other available base marketing document. since the default values are determined by the definitions set above. Process 1. create an A/R or A/P order. If the payment is different than the issued down payment request. Total (LC). 4. changing. Create an A/R or A/P Down Payment Invoice for the relevant business partner. you have defined a down payment clearing account (see previous bullet).SAP Documentation Page 111 of 1289 Choose window. This updates all other connected fields (Price. 2. Create an A/R or A/P Down Payment Request for the relevant business partner. specifying the goods or services ordered.ABBASOFT\Local Settings\Temp\~hhB0D4..htm 7/16/2008 . or deleting the appropriate lines.

as well as draw more down payment invoices on one invoice. subsequently.SAP Business One 2007 A . If the drawn down payments do not pay the final invoice in full. and cannot be drawn again to another invoice. The below process describes how to create Sales Order. As a base document. If required. This amount is reduced from the invoice’s original total amount. choose Draw window and draw the required down payments. In addition. Note Note The down payment total must be less than or equal to the invoice total. You can base these documents on the appropriate orders.htm 7/16/2008 . 7. You can select only those documents that have already been paid but for which a down payment invoice has not yet been issued. and A/R Down Payment Invoice at once. Create the regular (final) invoice. Process A/R Down Payment Invoices: Canada & USA Businesses require down payment from customers to ensure that the customers are committed and will carry out the orders placed for them. Prerequisites Make sure the following requirements are fulfilled: Payment Advances account is specified in Administration Setup Financials G/L file://C:\Documents and Settings\Stephen. You can select only one down payment request per down payment invoice. Browse (Browse) to open the Down Payments to The total amount of drawn down payments is displayed in the Total Down Payment field in the invoice. Result The total of the regular invoice created with reference to the down payment invoice equals the difference between its original total and the down payment total. Incoming Payment for the received down payment.ABBASOFT\Local Settings\Temp\~hhB0D4. on the connected down payment request) must be the same as on the regular invoice.SAP Documentation Page 112 of 1289 A down payment invoice is a taxation-relevant document that records the receiving or paying of a down payment and is a base for various tax reports. Before adding it. you can perform the final payment using the Banking module. create a delivery/goods receipt PO to record the received goods. A paid down payment request that is a base for a down payment invoice cannot be cancelled if part of the down payment invoice has already been drawn on a final invoice. select a paid down payment request. 5. You can draw one down payment invoice on more invoices. End of the note. such business practice increases the cash flow. 6. The VAT groups on a down payment invoice (and. A down payment invoice that is fully drawn to the invoice is closed.

Incoming Payment for the amount paid. Result As a result of the above described process. Sales Orders are not visible in the Incoming Payments table. Do it by displaying the Sales Order. the following documents are created: Sales Order A/R Down Payment Invoice for the amount paid.SAP Documentation Page 113 of 1289 Account Determination Master Data Sales tab. The Sales Order 2. and the complete amount of tax related to the Sales Order is to be paid only after the A/R Invoice is created. When displaying the newly added Sales Order. From SAP Business One main menu.ABBASOFT\Local Settings\Temp\~hhB0D4. Specify the amount paid as down payment and the payment mean used. General of the relevant customer. The Payment Means window appears. Choose OK and return to the Sales Order window. choose Add. Go To Payment (Go To Payment) icon 3. XXX In addition: The Sales Order is not closed even if the down payment amount was the full amount of the Sales Order. and it can be later copied into Delivery or A/R Invoice as any other Sales Order. 3. To add the Sales Order. General or in Business Partners Business Partner Accounting tab. choosing the Process Go To Payment (Go To Payment) icon from the tool bar. You can create more than one A/R Down Payment Invoice for a given Sales Order. linked to the A/R Down Payment Invoice described above. The A/R Down Payment Invoice created has no impact on inventory (neither on quantities nor on stock accounting values) The A/R Down Payment Invoice does not include tax.SAP Business One 2007 A . Although the creation of Incoming Payment directly from within a Sales Order is available. System The user has Full Authorization for A/R Down Payment Invoice (in Initialization Process 1. Administration . Freight Charges file://C:\Documents and Settings\Stephen. Sales — A/R Authorizations General Authorizations) Sales Order .htm 7/16/2008 . Fill in the Sales Order. the Remarks field contains the following text: Linked to Down Payment No. and repeating step no. choose the from the tool bar. Before you add it to the data base. that is linked to the Sales Order mentioned above. choose window appears.

you have defined a variance G/L account for clearing journal entries created by A/P credit memos based on A/P invoices or by goods returns based on goods receipt POs in which the freight charges amount was changed. you can define whether the last purchase price of your items includes the freight charges that apply to your purchased goods. Country-specific fields.Setup window. by selecting the Freight checkbox. you have decided whether the discount amount calculated on the invoice total includes freight. Country-specific fields.Setup window. You can apply freight on: Row level – up to three different types of freight charges on individual document rows Total level – the entire document Drawing Base Documents with Freight Charges to Target Documents When you draw a base document to a target document. you have defined the freight you plan to apply to your sales and purchasing documents. Prerequisites In the Freight . and other costs that apply to your goods. If you manage your stock using perpetual inventory. the total amount of the document is updated accordingly. In addition. US and Canada: In the Sales Tax Codes . the Draw Document Wizard appears and enables you to copy the required data.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . in the Expense Account: Variance Account field. You can print freight and generate various reports for analyzing it. shipment. In the Cash Discount window. you can add the value of freight charges in purchasing documents to the cost of your goods. Process Freight in Sales and Purchasing You can apply freight to both sales and purchasing documents. Freight charges could include insurance. you have chosen relevant tax groups and selected the WT Liable option to apply withholding tax on freight. On the G/L Account Determination: Inventory Tab. In different steps of the wizard. by selecting or clearing the Freight checkbox for every cash discount defined in your company. you have defined an offsetting G/L account for the stock account for clearing journal entries created by A/P invoices and goods receipt POs.SAP Business One 2007 A . You can add freight in the document or row level. make the necessary settings for copying the row level and the total level freight. you have applied freight charges to each tax code. When you do. However.SAP Documentation Page 114 of 1289 SAP Business One enables you to manage freight so that you can track any additional costs in sales and purchasing transactions. On the G/L Account Determination: Purchase Tab. Example Prerequisites file://C:\Documents and Settings\Stephen. all Europe: For the Output Tax Group and Input Tax Group. only freight charges in purchasing documents may affect item cost and the last purchase price.

00 USD 110. You manage perpetual inventory by standard price.00 A/P Invoice G/L Acc. Goods Receipt PO G/L Acc. The freight amount is USD 10.00 52300000-01-001-01 Variance 1 USD -100.SAP Documentation Page 115 of 1289 1. 4./BP Code Name Debit Credit USD -100.00 USD 110. The freight is defined as Stock Yes . 3.00 23000000-01-001-01 Allocation 1 USD 100.00 Goods Returns and Goods Returns Based on a Goods Receipt PO G/L Acc.00 13500000-01-001-01 Stock 1 USD 100. and freight charges are exempted from tax.00 file://C:\Documents and Settings\Stephen. There is one additional freight charge at the total level.ABBASOFT\Local Settings\Temp\~hhB0D4. 6.00 52300000-01-001-01 Variance 1 USD 10.00 23000000-01-001-01 Allocation 1 19200000-01-001-01 Freight Clearing 1 USD -10./BP Code V6970 Name Vendor Debit Credit USD -110.00 USD 110.00 USD 110.00 19200000-01-001-01 Freight Clearing 1 USD 10. The standard price of the item and the price in the document are USD 100.00 USD 10.00 52300000-01-001-01 Variance 1 13500000-01-001-01 Stock 1 USD 100.htm 7/16/2008 .00 USD -110.00 23000000-01-001-01 Allocation 1 19200000-01-001-01 Freight Clearing 1 USD 10.00 A/P Credit Memo Based on Goods Returns G/L Acc. item. 2.00 USD -10.00 USD 110.SAP Business One 2007 A .00 13500000-01-001-01 Stock 1 USD -110. 5./BP Code Name Debit Credit V6970 Vendor USD 110. The vendor./BP Code Name Debit Credit V6970 Vendor USD 110./BP Code Name Debit Credit USD 100.00 A/P Invoice Based on a Goods Receipt PO G/L Acc.00 USD 110.

00 USD -10. the variance G/L account is used in the journal entry./BP Code Name Debit Credit 23000000-01-001-01 Allocation 1 USD 100. End of the note. a journal entry is created to clear the allocation and the freight clearing accounts.00 52300000-01-001-01 Variance 1 USD -10.htm 7/16/2008 .00 USD -110. no inventory posting is registered.00 USD -100./BP Code Name Debit Credit V6970 Vendor USD -110. However. If there is a discrepancy between the amount recorded in the vendor account and that in the inventory account.00 USD 110.00 The variance expense G/L account is used to clear the differences.00 19200000-01-001-01 Add.00 13500000-01-001-01 Stock 1 USD -100.A/P file://C:\Documents and Settings\Stephen. Closing a Goods Receipt PO or a Goods Returns When you close a goods receipt PO or a goods return ( Data Close ). The freight charge amount in the A/P credit memo is USD 0.00 63500000-01-001-01 Variance Expenses USD -10.00 10000111-02-001-01 Goods Clearing 1 USD 110.00 USD -110.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 116 of 1289 19200000-01-001-01 Freight Clearing 1 USD -10. Component Purchasing . The freight charge amount in the A/P invoice is USD 10.00 52300000-01-001-01 Variance 1 13500000-01-001-01 Stock 1 USD -100.00 USD -110.00 USD -110.00 USD 110.00 A/P Credit Memo Based on A/P Invoice – Changing the Freight Charge Amount The scenario illustrates a situation in which the freight charge amount changes when you copy an A/P invoice into an A/P credit memo./BP Code Name Debit Credit V6970 Vendor USD -100.00 23000000-01-001-01 Allocation 1 USD -110. Expense Clearing 1 USD 10. since the vendor account is not cleared.00 Note Note The freight clearing G/L account clears the inventory account along with the allocation costs account.SAP Business One 2007 A . G/L Acc.00 USD -110. G/L Acc.00 A/P Credit Memo and A/P Credit Memo Based on A/P Invoice G/L Acc.

SAP Business One 2007 A . The goods return reduces the actual stock levels. You can use a Goods Return if you based the return on a GoodsReceipt PO or an A/P Credit Memo if the return is based an A/P Invoice. Open documents remain open until you transfer all items completely to the follow-on document. For a large variety of purchasing documents. which provides a tool to document and post the costs incurred when you import goods. You have an overview of the whole purchasing process in SAP Business One. The A/P credit memo reduces the actual stock levels and also creates an accounting transaction by applying negative amounts to the previously invoiced accounts. The Purchase Order (PO) is the document used to request items or services from a vendor. This document is similar to a purchase order but includes a request for payment. you can find the Landed Costs. In addition. The A/P reserve invoice only affects the available stock quantity and creates an accounting transaction. In the purchasing process of SAP Business One. it will also increase the quantity in stock.ABBASOFT\Local Settings\Temp\~hhB0D4. or until you manually close or reverse them. only the documents that are still open are displayed. All documents for which you have not created a follow-on document have an open status. You can create a new document based on one or more of the existing ones.htm 7/16/2008 . The A/P reserve invoice is used when a vendor is concerned about the credit worthiness of his customers. The purchase order affects the available stock quantity. It records freight and tax and updates the vendor account with the new outstanding balance. In SAP Business One. the goods you received were faulty.which is the request for payment. you become familiar with the Freight Charges function for tracking and documenting any additional costs used in your sales and purchasing transactions.SAP Documentation Page 117 of 1289 The Purchasing module in SAP Business One gives you a comprehensive solution for the whole purchasing process in your business. It is the stage when the stock is received into the company. Process Purchasing Process in SAP Business One The Purchasing module in SAP Business One: Describes the documents and functions used in the purchasing process Follows the changes in stock during the purchasing process Process The purchasing process in SAP Business One begins with the creation of a purchase order. it is possible to return goods to the vendor if. If you create an A/P invoice without reference to the goods receipt PO. Each document affects stock quantities and some affect the general ledger. the A/P invoice always creates an accounting transaction. you can create an A/P Reserve Invoice. It is possible to create the A/P invoice without first creating a goods receipt PO or a purchase order. for example. The goods receipt PO increases the actual stock quantity. When you create a new document with reference to an existing document. More Information file://C:\Documents and Settings\Stephen. It is the only mandatory document in the purchasing process. As far as accounting is concerned. The goods receipt is followed by an A/P Invoice. The next stage is the Goods Receipt PO.

4. General of the relevant vendor in Partner Master Data The user has Full Authorization for A/P Down Payment Invoice in Initialization Process 1. outgoing payment for the paid down payment. Purchasing – A/P Purchase Order . Before you add it to the data base. Prerequisites The Payment Advances account is specified in one of the following locations: On the Purchasing tab. Fill in the purchase order. From the SAP Business One Main Menu. The process below describes how to create simultaneously a purchase order. General in Account Determination On the Accounting tab.SAP Documentation Page 118 of 1289 Purchasing – A/P Process A/P Down Payment Invoices: Canada & USA Your vendors may require that you pay a down payment when placing an order. choose Purchase Order window appears. XXX file://C:\Documents and Settings\Stephen. The Payment Means window appears. Specify the amount paid as down payment and the payment means used.htm 7/16/2008 . Administration System Business Partners Business Administration Setup Financials G/L 2. linked to the A/P down payment invoice The Remarks field in the newly added purchase order displays the following text: Linked to Down Payment No.SAP Business One 2007 A . and an A/P down payment invoice. Payment Means (Payment Means) 3. choose the icon from the tool bar.ABBASOFT\Local Settings\Temp\~hhB0D4. The Authorizations General Authorizations . Return to the Purchase Order window and choose Add to add the purchase order. and choose OK. linked to the purchase order Outgoing payment for the amount paid. Result The process described above produces the following documents: Purchase order A/P down payment invoice for the amount paid.

Although the creation of an incoming payment directly from within a sales order is available. Volume.htm 7/16/2008 . Choose Inventory or define a new one.SAP Business One 2007 A . and Weight UoM). sales orders are not visible in the Incoming Payments table. enter an appropriate value followed If an item you import is liable for customs fees. Item Master Data Purchasing Data and either select the relevant customs group file://C:\Documents and Settings\Stephen.SAP Documentation Page 119 of 1289 In addition: The purchase order is not closed. The A/P down payment invoice created has no impact on inventory (neither on quantities nor on stock accounting values). The A/P down payment invoice does not include tax. to include: Customs Transport and insurance fees Taxes Other landed costs Prerequisites Before creating the landed costs document. and the complete amount of tax related to the purchase order is to be paid only after the A/P invoice is created. Landed Costs: The Import Process The landed costs function enables companies. Use the units of measure you defined in the Administration module (choose Inventory Length and Width UoM by the code defined for that unit of measure. specify the following units of measure for the items you import: Length. and it can be copied later into a goods receipt PO or an A/P invoice.ABBASOFT\Local Settings\Temp\~hhB0D4. You can create more than one A/P down payment invoice for a given purchase order by displaying the purchase order. when calculating the purchase prices of imported items. and Weight. choosing the Process Payment Means (Payment Means) icon from the tool bar. you need to link it to a relevant customs group. go to following: Units of measure: Inventory Item Master Data and define the On the Purchasing Data tab. Height. and repeating step 3. In each field. Width. as any other purchase order. Customs: Administration Setup . even if the down payment amount was the full amount of the purchase order.

be sure to specify the item prices and quantities correctly. You can create the A/P invoice anytime and regardless of the date when you actually record the landed costs document. Send a purchase order (PO) to a vendor overseas as you would to a local vendor. Recommendation Recommendation For more information. This is required for calculating the inventory valuation. End of the note.A/P module: Purchase order Goods receipt PO A/P invoice Landed costs Process Steps 1. go to the Education tab of the SAP Business One Customer Portal and take the following training: file://C:\Documents and Settings\Stephen. Note Note The item prices you specify in the goods receipt PO document are the vendor's prices (Ex-Factory or FOB price). excluding the additional costs you must pay other parties. 4. such as your customs broker.SAP Business One 2007 A . excluding the additional costs that will be allocated later for the entire shipment. This optional document updates the available stock quantity of the ordered items.SAP Documentation Page 120 of 1289 Process Documents relevant to the import process are in the Purchasing . the last purchase price of each imported item specified in the document is updated and contains all the costs that were allocated. The landed costs document is designated for updating the item costs of the items. therefore.ABBASOFT\Local Settings\Temp\~hhB0D4. The total amount of the goods receipt PO should be the overall price your vendor is charging you for the shipment. 3. 2. Create the landed costs document based on the goods receipt PO (similar to the A/R invoice). This document creates an inventory receipt transaction and is recorded as one from a local vendor would be. the gross profit.htm 7/16/2008 . SAP Business One uses the goods receipt PO as the base reference for the entire import process. create an A/P invoice based on the goods receipt PO as soon as the invoice arrives in your office. Create a goods receipt PO. Result After you create the landed costs document. Use the landed costs document to create a journal entry to reflect the additional costs in the company's accounting system. To complete the accounting transaction of the import process. Create the A/P invoice as you would create one sent from a local vendor. or any other inventory-related calculation.

Add and Navigate Documents . The work method is to enter serial numbers during stock entries for items that have been defined as having serial numbers management. goods receipt from vendors. Enter Actual Customs Costs into a Landed Costs Document More Information Landed Costs Component Inventory The SAP Business One Inventory module handles Inventory levels Item management Price lists Special price agreements Transfers between warehouses Stock transactions. More Information Serial Numbers Batch Numbers Function Serial Numbers You manage and track items using their serial numbers. You also choose relevant serial numbers in sales or release documents. A serial number is a unique identity for a specific item.Add and Navigate Documents or Enter Multiple Goods Receipt POs into a Landed Costs Document Getting Started Navigation Getting Started .SAP Documentation Page 121 of 1289 Getting Started Navigation Getting Started . and so on.ABBASOFT\Local Settings\Temp\~hhB0D4. delivery to customers. The serial number can provide additional information regarding a specific item as its manufacturing date. Activities file://C:\Documents and Settings\Stephen. warranty data. For example.htm 7/16/2008 . For example. For example.SAP Business One 2007 A . you can locate a computer using its serial number.

On release only. For details. you run Serial Numbers Transactions report to display all transactions made for each one of the serial numbers. During the stock receipt transaction. You get of a specific serial number from the Serial Number Details Window. see Creating Batches on Release. while during the release/sales transaction you select a certain quantity out of the relevant batch. such as pharmaceutical products.SAP Documentation Page 122 of 1289 There are two ways you can manage serial numbers: On every transaction. End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. In addition. For details. you create batches for items using batch management. Note Note This topic includes explanations of some of the fields and other elements in this window. For details. You define the item quantity related to each batch.SAP Business One 2007 A . such as expiration date. see Creating Serial Numbers Automatically. For details. When a customer purchases a serial number item. attributes. If you sell warranty-managed items. file://C:\Documents and Settings\Stephen. see Creating Serial Numbers on Release. Or automatically on release. the service process starts based on the service template that you have assigned to the item. SAP Business One automatically creates a Customer Equipment Card for serial number controlled items. You can update serial number details. On release only. and additional properties. More Information Define and Update Serial Numbers Select Serial Numbers Serial Numbers Management Process Batch Numbers You use batches to manage and track groups of items with similar characteristics.htm 7/16/2008 . you select available serial numbers for the item and allocate them to the customer. and so on. that are combined in a single batch. Process 1. see Creating Serial Numbers on Every Transaction. see Creating Batches on Every Transaction. before you add a relevant document and make an inventory transaction. You create batches in one of two ways: On every transaction.

Specify the code for an alternative item or press TAB to select the alternative item code from the list.htm 7/16/2008 . and specify the Match Factor value. 2. choose Add. More Information Define and Update Batches Select Batch Numbers Batch Management Procedure Managing Alternative Items Use the procedures below to enter and remove alternative items. or press TAB to select the item code from the list. the more suitable the match. Inventory Item Management Alternative The Alternative Items window appears. 3. 4. 6.SAP Business One 2007 A . 7. choose Items . To close the window. Specify the item code. 3. The higher the value. Procedure Creating Alternative Items 1. you select available batches for the item and allocate them to the customer. From the SAP Business One Main Menu. if required. When a customer purchases a batch item. choose OK. Enter remarks. You run the Batch Numbers Transactions report to display all transactions made for each of the batches. Caution Caution The use of alternative items is strictly limited to non-sales BoM items only.ABBASOFT\Local Settings\Temp\~hhB0D4. To save your settings.SAP Documentation Page 123 of 1289 2. Alternative items should not be used to replace components of BoM items. End of the caution. 5. Choose Reverse Link to create a reverse relationship between the alternative item and the original item. The name of the item appears in the field. Removing Alternative Items file://C:\Documents and Settings\Stephen.

Choose Inventory Inventory Transactions Goods Receipt .htm 7/16/2008 . 3.ABBASOFT\Local Settings\Temp\~hhB0D4. choose items for a specific item. To confirm the entry and close the window. Make the appropriate entries and choose Add. In the SAP Business One menu bar. choose OK. To correct the table in a goods receipt that has not been entered correctly. A window appears. If you display an existing goods receipt later. 2. Result You cannot change the table in the document after it has been added. More Information Alternative Items Procedure Managing Goods Receipts Procedure Creating Goods Receipts 1. 4. none of the fields in the table are active. More Information Goods Receipt Process Price Lists Creation You enter various price lists in the system so that different item prices can be suggested by the system for the transaction concerned. 3. End of the note. Position the cursor either in the Remarks or Match Factor field.SAP Business One 2007 A . Select the alternative item that you want to remove.SAP Documentation Page 124 of 1289 1. choose Data Delete Row . file://C:\Documents and Settings\Stephen. 2. enter a compensatory goods movement later. Note Note Data Remove to remove all the alternative In the SAP Business One menu bar. in which you confirm that the document is to be added.

Example Example For example. you define one (or more) base prices lists.1. To change the ratio of two price lists to each other. Ten price lists are predefined in the system. The change is then made automatically in all of the price lists that refer to the base price list. In the base price list. You define price list B for less regular customers and refer it to price list A with a factor of 1. Procedure Step 1: Creating a Pick List file://C:\Documents and Settings\Stephen. you could create price list A for regular customers. you simply change them once in the base price list. You can add prices to these. The system then chooses the higher price for customers that only make occasional purchases and for whom price list B has been entered in the master record. 3.SAP Documentation Page 125 of 1289 Process 1. End of the example.SAP Business One 2007 A . In addition. You then refer all the other price lists you define to the base price list with a particular factor. 2. Prerequisites You have created a Sales Order or A/R Reserve Invoice with approved status. and price list B for customers that only make occasional purchases. First.htm 7/16/2008 .15 so that the prices for customers that make occasional purchases are generally 15% higher than for customers that make regular purchases. To adjust prices. two price lists are automatically created and calculated by the system: Last purchase price list – the price list is automatically updated when an item enters the stock with its entering price. you enter the price of each item once.ABBASOFT\Local Settings\Temp\~hhB0D4. The prices in price list B are to be 10 % higher. you could change the factor to 1. change them or delete them to map your pricing logic in the system. You can use all or just some of the defined price lists. The system then calculates the prices valid for particular cases automatically on the basis of this. In the example above. The advantage of this is that you only have to enter the price of an item in the system once (in the base price list). More Information Price Lists Managing Price Lists Procedure Pick and Pack Follow the steps below to guide you through the Pick and Pack process. simply change the factor once. Last evaluated price list – the price list is automatically updated after you run the Inventory Valuation report.

double-click a column header. select the checkbox in the second column. Note Note If you selected Group by Document. This means that if the available quantities are inadequate for all rows. enter the quantity in the To Release field. 5. select the required warehouse or a range of warehouses by location. minus the total picked quantity. For example. if you sort the list by delivery date (Delv/Due Date). In the Warehouses table. minus the total released quantity. End of the note. In the Sort field. which in turn determines the distribution of the release quantities (To Release) between the rows.SAP Business One 2007 A . End of the note. Selection Criteria window opens.SAP Documentation Page 126 of 1289 1. In the Group by field. 2. select Document if you want the Pick and Pack Manager to group the items according to Sales Order or A/R Reserve Invoice. you can select each row separately. choose Manager . Note Note Use the Sort field in the Pick and Pack Manager – Selection Criteria window to determine priorities for releasing items. the rows with the earlier delivery date are allocated the available item quantities (Available to Release) first. To change the quantity to be released to the pick list. file://C:\Documents and Settings\Stephen. you can select the grouped row to select all rows in the document. Note Note To sort the rows in the Pick and Pack Manager according to one of the fields. (This sort function does not work if you selected Group by Document).htm 7/16/2008 . select the appropriate sort criteria and choose OK. 3. In the Status field. The selection you make determines the order of the rows in the Pick and Pack Manager. The Pick and Pack Manager window opens with Open status. If you expand the grouped row. The Available to Release quantity. 3. choose Open. those with a later delivery date will have a lower fulfillment (Fulfillment %). Inventory Pick and Pack Pick and Pack The Pick and Pack Manager. 4. enter the selection criteria. minus the total To Release quantity from the rows above. as it appears on a particular row. 1. From the SAP Business One Main Menu. is calculated as follows: The quantity in inventory.ABBASOFT\Local Settings\Temp\~hhB0D4. In the General area. You can also enter a partial quantity. End of the note. 2. To choose a row.

In the Pick List Details window. choose Released to see the sales order rows.htm 7/16/2008 .SAP Business One 2007 A . 6. but deliver the goods immediately. Choose OK. 2. 2. 2. Enter the picked quantity for the item.SAP Documentation Page 127 of 1289 4. but deliver the goods immediately. To include a row in the pick list. complete the fields and choose Add. change the released quantity. enter the selection criteria. To close the window. 3. To update the pick list. choose OK. Note Note Alternatively. End of the note. you can choose Deliver to create a delivery for the selected rows. choose Released 2. Note Note Alternatively. To release the selected rows to the pick list. you can choose Deliver to create a delivery for the selected rows. End of the note. Enter your selection criteria and choose Find to display the relevant pick list.Selection Criteria window appears.ABBASOFT\Local Settings\Temp\~hhB0D4. In the Status field. 5. 7. You then do not proceed to create a pick list. In the Warehouses table. 1. You then do not proceed to create a pick list. The Sales Order / A/R Reserve Invoice rows are released. file://C:\Documents and Settings\Stephen. On Pick and Pack Manager. Choose Inventory Pick and Pack Pick and Pack Manager . Step 3: Picking the Items 1. They no longer appear in the Pick and Pack Manager Open view. 1. select the required warehouse or a range of warehouses by location. Choose Inventory Pick and Pack Pick List . In the General area. 3. 3. select the checkbox in the second column. The Pick and Pack Manager . choose Release to Pick List. The Pick and Pack Manager: Status Released window opens in the selected view. Step 2: Selecting the Items or Pick Lists to be Picked 1.

move the selected line to the appropriate area. Note Note Select either the Summary or Detailed view to define the view for the Pick and Pack Manager window in the Released status. file://C:\Documents and Settings\Stephen. if necessary. Status Picked window opens in the selected view.SAP Documentation Page 128 of 1289 Choose Pick All to pick all open items for the line. to update the pick list. Note Note Goto Packaging . View the details of the picked items and choose the relevant rows for delivery. 6. Step 4: Viewing the Picked Items and Pick Lists 1. The Delivery window opens. 4. You can also choose Sales – A/R Delivery from the SAP Business One Main Menu. from the menu bar choose window opens. End of the note. 2. choose Deliver. Then. 2. 4. Choose Clear All to cancel the Pick All selection.ABBASOFT\Local Settings\Temp\~hhB0D4. In the Status field. Enter the package type. To include different quantities of different packages for the same item. 3. select the line with a package type and enter the quantity in the available items area. You can select more than one package for the item. Step 5: Packaging 1. The Pick and Pack Manager. Choose the quantity for the available items. Selection Criteria window opens. To close the window. End of the note. select Picked and select a view in the View field. To create a delivery document.htm 7/16/2008 . Use the Print options to print the pick list. Enter the details for the document and choose Add to create the delivery document immediately. choose Update. The Define Packages To define a package type. 3. Choose Inventory Pick and Pack Pick and Pack Manager . To create a delivery document. 5.SAP Business One 2007 A . choose OK. The Pick and Pack Manager. choose Deliver .

repair orders for customer equipment cards or rejected assemblies. The separate parts file://C:\Documents and Settings\Stephen. Disassembly – Used to dismantle a parent item of the regular product into its child items.SAP Documentation Page 129 of 1289 5. You create special production order components manually.ABBASOFT\Local Settings\Temp\~hhB0D4. all the components are filled in automatically. 6. You manage material transactions of the regular production process. Standard – Based on the bill of materials and used to produce a regular production item. for example. When you open a new standard production order. Enter the details for the delivery document and choose Add. Special – Used to produce and repair items or to perform activities that are not necessarily bill of materials items. You can change components at the production stage.SAP Business One 2007 A . More Information Pick and Pack Manager Pick List Component Production The Production module supports the following manufacturing processes: Definition of Bill of Materials (BOM) Creation and maintenance of Production Orders Material transactions of Parent Receipts and Components Issue More Information Production Order Overview Production Order Defining Bill of Materials Production Order Process Background Production Order Overview Features Production Order Types SAP Business One supports three types of production orders.htm 7/16/2008 . choose OK. To close the window.

Backflush – SAP Business One automatically issues item transactions for the needed component items (as defined in the Components tab) when a product is reported as completed. You can update the component items as long as there are no transactions for the selected component. Note Note You can manually cancel a production order that is in status Planned or Released only. To ensure accurate calculations of product cost.htm 7/16/2008 . you can purchase a used car. For example. Manual – You issue individual component items to the production order. even if the components were issued manually. take it apart. The cancelled production order is removed from the list. You close the production order when production is completed. Closed – The production order is Closed when you cannot add any new transactions to it. to companies managing perpetual inventory.SAP Business One 2007 A . End of the note. You can update the production order. Since the production order is not released to the shop floor for manufacturing: You cannot yet issue items or report completion of the production order. You can add a new component. Released – You change the production order to this status when you release it to the shop floor for production.ABBASOFT\Local Settings\Temp\~hhB0D4. SAP Business One uses the cost of the items issued to production order and not the cost of the items currently in inventory.SAP Documentation Page 130 of 1289 can then be put into inventory and sold. At that stage: You can report transactions for the production order and the issue of the components. Production Order Issue Methods You issue component items using either the Manual or the Backflush method. Product Costing The cost of a FIFO or Moving Average product is the sum of its component costs and additional costs (such as labor and overhead). This avoids differences between the actual cost of components used in the order and the value of the product. but not for disassembly. file://C:\Documents and Settings\Stephen. Note Note The cost calculation method described here is relevant only for standard and special production orders. This enables you to post components issued to a production order precisely when they are required in the production process. and sell the individual components. Production Order Status Planned – SAP Business One initiates production orders with Planned status.

The quantity in the layer is the quantity of the products just reported as completed. and uses them in the calculation of the product cost. The total value is the product cost. two figures are required for product receipt into inventory: receipt quantity and total value added to the inventory. the cost of the oldest layer is used. each report completion opens a new cost layer for the product in the inventory. this means that all items issued for the production order have already been used. On every report completion. The cost of returned components does not change. and the cost is copied from the item master data upon report completion. Since the cost of the items that were actually used for the products is unknown. meaning that the first components to be issued are the first to be used.htm 7/16/2008 . no calculation is made. When finding those components. Needed Quantity – The quantity needed for the products that were just reported as completed (quantity of products reported as completed multiplied by the base quantity of the component). If the Issued Quantity is greater than the Used Quantity.SAP Documentation Page 131 of 1289 In the case of disassembly the components enter the inventory with the same cost as the items currently there. the issuing order of the components is taken into account. file://C:\Documents and Settings\Stephen. The product cost calculation is determined by the item management method. If the Used Quantity is greater than or equal to the Issued Quantity. and the Needed Quantity is yet to be reported as issued from the warehouse. the system checks the following three quantities for each manually issued component: Issued Quantity – The quantity already issued to the production order. SAP Business One takes the current prices from the inventory. meaning that not all needed quantity was issued. Used Quantity – The quantity already used for the completed products (completed products multiplied by the base quantity of the component). FIFO – When the product is managed by FIFO. so it takes the current prices from the inventory. SAP Business One finds the cost of the components that were issued and not used. it is the cost of the last one that was issued. Standard – When the product is managed by standard cost. More Information Production Order Process Production Order Use different methods to issue different kinds of production orders. The components following those that were used are the first to be used for the cost calculation.ABBASOFT\Local Settings\Temp\~hhB0D4. If the component is managed by FIFO. The cost of the products is the sum of all component costs used for the completed products divided by the quantity of the products. End of the note. If the sum of Needed Quantity and Used Quantity is greater than the Issued Quantity.SAP Business One 2007 A . Moving Average – When the product is managed by moving average. which is the sum of all component costs used for those products. SAP Business One needs to make an assumption for those items’ costs.

SAP Business One 2007 A . the production order is available to shop floor staff. By default the order opens with Planned status. 3. If you are working with perpetual inventory. Result The finished product (parent item) is created. Change the production order status to Closed. The stock is updated for the finished product and for the child items. 1. Once released. Process The following example shows the production of one pair of in-line skates. You can do this at any time after the production order is set to Release.SAP Documentation Page 132 of 1289 Prerequisites You have defined the parent and child items in the Item Master Data window. Report the completion of the parent item in the Receipt from Production Window. 4.htm 7/16/2008 . Production Order Process This graphic is explained in the accompanying text.ABBASOFT\Local Settings\Temp\~hhB0D4. You have defined the Bill of Materials for the parent and child items in the Define Bill of Materials window. Issue a Production Order. you have determined the Work in Progress (WIP) Material Account and the WIP Variance Account in the G/L Account Determination. even if the planned quantity of the parent item has not been produced. Create production orders either automatically from MRP Recommendations. An authorized staff member changes the status of the production order to Release. The Production Order details are summarized in the Production Order Window: Summary Tab. 2. Release the child items (with a manual issue method) from stock using theIssue for Production Windowmethod. or manually according to Sales Orders. More Information Production Order Overview Process Additional Costs in the Production Order file://C:\Documents and Settings\Stephen. 6. 5. Child items with a backflush issue method are issued automatically for the production order. Inventory Tab.

You can do this in both perpetual inventory and non-perpetual inventory systems. WIP Material and WIP Variance accounts (for perpetual inventory only). Inventory Item Master Data Inventory Data tab and enter the cost in the Item You have defined the Issue Method as Backflush. Choose Inventory Administration tab.ABBASOFT\Local Settings\Temp\~hhB0D4. such as labor. Caution Caution If you have installed a patch. Choose Inventory field. Choose Inventory Item Master Data . open the Production window and choose Update.htm 7/16/2008 . Prerequisites You have set the Item to Non-Inventory. End of the note. Item Master Data Inventory Data tab. and deselect Inventory Item. End of the caution. or upgraded SAP Business One. and in the Valuation Method You have defined Expense. machinery and overheads in the Production Order. file://C:\Documents and Settings\Stephen. You have set the Valuation Method to Standard (for perpetual inventory only). To do this.SAP Documentation Page 133 of 1289 You can include additional costs. Note Item Master Data General tab and select Backflush in the Issue Note Non-inventory items must use the backflush issue method. Process Bill of Materials For more information. include the additional expenses as non-inventory items in the Bill of Materials (BOM). To solve this. see Defining Bill of Materials. Setup Financials G/L Account Determination You have defined the Standard Cost for the Item (for perpetual inventory only).SAP Business One 2007 A . Choose Cost field. Choose Inventory Method field. and the non-inventory item does not have an associated WIP account. select Standard. when you open a Receipt from Production window the system displays an error message.

and lot sizing). you can add the non inventory item to the BOM. A subsequent change to the WIP Material account does not influence the production order. You can set the price for the non-inventory item (for non-perpetual inventory only) Note Note A non-inventory item cannot be a by-product. You can change the required additional costs value by changing the value in the Planned field. More Information Production Order Component MRP (Material Requirements Planning) You use this module to plan your material requirements continuously. the MRP module takes the following into consideration: Existing stock Sales orders Purchase orders Production orders Forecasts Features The MRP module offers you: A wizard to set up the planning process Support for multiple what-if scenarios The inclusion of sales forecasts when predicting demand file://C:\Documents and Settings\Stephen. see Production Order.SAP Business One 2007 A . The Item WIP Material account is copied to the production order and cannot be changed.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 134 of 1289 Once the prerequisite steps have been carried out. based on the re-evaluation of demand and on changing planning parameters (such as lead time determination. To create material ordering recommendations that will fulfill your company’s commitments to your customers.htm 7/16/2008 . The expense account is taken from the Expense Account field on the Warehouse tab. Production Order For more information. make or buy decisions. End of the note.

You have set the time interval between orders. Prerequisites You have defined the Planning system Procurement method Order multiple Minimum order Lead time See also: Item Master Data: Planning Data Tab. as required to complete the order.Setup. The MRP recommendations are presented on screen or in a report. General Tab. You have defined default warehouses. You have defined the appropriate items as non-production bills of materials (if required). you can implement lot sizing policies and define planning data in the item group. The MRP Wizard generates recommendations for the production and purchasing orders required to produce the final product on time and in the required quantity. See also: Inventory Cycles . End of the note. If you generate recommendations for the total raw material requirements needed to make this product and all production orders. Use the MRP Wizard to create and run MRP scenarios.SAP Documentation Page 135 of 1289 The calculation of lead times including non-working days To simplify the planning process. even though the lead time is too short to allow the order to be fulfilled in time. Note Note Sometimes you may want to create an MRP run. See also: Item Master Data.htm 7/16/2008 . file://C:\Documents and Settings\Stephen. you can then change the due dates of the production orders and purchase orders. See also: Define Warehouses. More Information MRP Run MRP Overview Process MRP Run The Material Requirements Planning (MRP) function enables you to plan material requirements for complex manufacturing processes. Use these recommendations to create production and purchase orders in the Order Recommendation Report.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A .

(See also: MRP Wizard: Select New or Existing Scenario) 3. See also: Forecasts. the system displays the MRP Results. Analyze the MRP results.SAP Business One 2007 A . Result After completing the MRP Wizard. See also: Order Recommendation Report. You have selected the Consume Forecast option to make the system exclude existing sales orders from the forecast. For example. You can display the final inventory quantity before the MRP run or after it. Start the MRP Wizard.htm 7/16/2008 . MRP Flowchart This graphic is explained in the accompanying text. You can also include a predefined forecast. 6. the forecast considers existing sales orders as an additional requirement. you define whether you want to consider the existing inventory or the minimum inventory level. Create a new MRP scenario or select an existing one. you still need to create the purchase and production orders in accordance with the MRP recommendations. You have set the planning definitions. MRP Calculations file://C:\Documents and Settings\Stephen. such as the planning horizon and item details. After you run the scenario. you have defined the consumption method. 7. Save the recommendations and exit the MRP Wizard. days forward and days backward. Inventory Tab. Save the scenario or run it. You also choose your display preferences. (See also: MRP Wizard: Data Source) 5. More Information MRP Overview Background MRP Overview The MRP run starts with the parent item and ends with the last child item. Define the data sources for requirements that you want to include in your MRP scenario. (See also: MRP Wizard: Scenario Details) 4. If this is not selected.ABBASOFT\Local Settings\Temp\~hhB0D4. 2. See also: Sales Order. See also: General Settings.SAP Documentation Page 136 of 1289 You have defined forecasts. If you chose Consume Forecast. Define the parameters for your scenario. Process 1.

3. taking the MRP-dependent requirements into account. quantities of the child items that comprise the BOM are needed. production orders (for the parent item) The system then subtracts the following requirements: Sales orders Forecasts Production orders (for the child items) A/R reserve invoices 2. considering the following resources: Stock on hand. The system calculates the quantity of the child items. The system then recommends Purchase Orders or Production Orders for the child items required for producing the parent item. The system calculates the quantity required to continue the sales of the final product without any delays. Calculations for the Child Item 1.SAP Documentation Page 137 of 1289 For each time period.ABBASOFT\Local Settings\Temp\~hhB0D4. The system uses the planning policy to make the production/purchase order recommendations. In order to complete these production orders for the parent item. considering the following resources: Stock on hand.htm 7/16/2008 . Receipts: purchase orders. The system calculates the quantity required to continue the sales of the final product without any delays. production orders (for the parent item) The system then subtracts the following requirements: Sales orders Forecasts file://C:\Documents and Settings\Stephen. The planning policy is based on: Lead time Minimum amount Multiples Time intervals Note Note All of the above parameters are defined in the Item Master Data Window. End of the note. the MRP run follows these planning steps: 1. Receipts: purchase orders.SAP Business One 2007 A .

Calculations for Grandchild Items The process continues in the same manner if the child item has child items of its own. End of the example.ABBASOFT\Local Settings\Temp\~hhB0D4. More Information MRP Run file://C:\Documents and Settings\Stephen. Example Example One piece of the parent item BOM is assembled from two pieces of a child item. The planning policy is based on: Lead time Minimum amount Multiples Time intervals Note Note All of the above parameters are defined in the Item Master Data window. ending at the lowest level of the BOM. The system adds the dependent requirement of four pieces for the child item and eight pieces of the grandchild item.SAP Documentation Page 138 of 1289 Production orders (for the child items) A/R reserve invoices MRP-dependent requirements. One piece of the child item is assembled from two pieces of the grandchild item. Note Note A disassembly production order appears in the requirements for the parent item and in the receipts for the child item. 2. the quantities of child items required to complete the production orders recommended by the system for the parent item. End of the note. After the MRP run. The system uses the planning policy to make the production/purchase order recommendations. that is. These child item requirements are calculated during the MRP run. the system issues a production-order recommendation for two pieces of the parent item. These lower-level items are known as grandchild items.SAP Business One 2007 A . End of the note.htm 7/16/2008 .

2. The details of the forecast are displayed. 5. The Forecasts window appears. 2. Note Note Once you have chosen the view and saved the forecast. Note Note You are not required to enter a value for every period.htm 7/16/2008 . Choose MRP Forecasts . The Forecasts window appears.ABBASOFT\Local Settings\Temp\~hhB0D4. Enter the start and end dates for the forecast. 3. 6. you are not required to enter a quantity for every week. Choose MRP Forecasts . For example. Do one or more of the following. Updating a Forecast 1. Enter the item number for the forecast. End of the note. you cannot change it. 4. End of the note. Choose one of the views as described in Forecasts. press TAB and select a value from the list. 3.SAP Documentation Page 139 of 1289 Procedure Managing MRP Forecasts Use these procedures to add and update MRP forecasts. Press TAB and select a forecast from the list.SAP Business One 2007 A . Enter the forecast code and name. file://C:\Documents and Settings\Stephen. if you create a weekly forecast for six months. Enter forecast quantities for the defined periods. as required: Change the forecast description. To display the list of items. Procedure Adding a New Forecast 1.

choose Update. More Information MRP Wizard Component Service file://C:\Documents and Settings\Stephen. Choose MRP Forecasts . enter a new item number. Choose MRP Forecasts . or press TAB and select a value from the list. 2.htm 7/16/2008 . To save the changes.ABBASOFT\Local Settings\Temp\~hhB0D4. choose OK. Update the item record. End of the caution. The period values are deleted and replaced by the new ones. From the Data menu. To close the window. 2. To overwrite the value in the Item No. click the arrow to the left of the Item No.SAP Business One 2007 A . 5. From the Data menu. the data that does not fall within the range of dates is deleted. To display the Item Master Data for the item. The Forecasts window appears. Duplicating a Forecast 1. Caution Caution If you change the range of dates in the Start and End Date fields. Deleting a Forecast 1. Caution Caution You cannot remove a forecast that has been used by the MRP scenario. The Forecasts window appears.SAP Documentation Page 140 of 1289 Overwrite the dates to change the forecast horizon. Update quantities for each item in each period. choose Remove. field. 4. field. End of the caution. choose Duplicate.

You can check service calls made by individual sales representatives. customer equipment. When a customer orders a serial number item. customer support and management of sales opportunities. See also: Warranty Process Regular Service Process Service Call Process Process Warranty Process You can use this process to automatically add a service contract. The customer equipment card is automatically created for serial number items. The Customer Equipment Card is the database that contains all items to which service can be provided. This allows you to work with several contract types and simplifies the creation of service contracts for each customer. 2. providing support for service operations. Service Reports enable you to view and analyze data related to service contracts. you create either a delivery note or an A/R invoice to deliver the stock to the customer.ABBASOFT\Local Settings\Temp\~hhB0D4. The service contract contains information specifying the service for which a customer is eligible. Once you do this. tracking of customer interaction activities. A Service Contract is a formal or legally binding agreement that enables a customer to receive service for items and serial numbers during a specified period of time. Process 1. which will automatically copy its data into a service contract upon creation. The Service Call feature enables you to resolve customer questions and deal with item-related problems. you can open service calls for the serial numbers covered in the warranty service contract. and service calls. Prerequisites You have created a contract template of the type Warranty. or those reported by certain customers. You have defined new items and serial numbers using the Item Management function so that you can sell the warranty-managed item. the service process starts based on the service template that you have assigned to the item. At this point. You can evaluate your efficiency and performance. The Knowledge Base Solution includes key solutions to solve various problems and cases. based on the warranty service template. to the defined serial number items. and allows external sources to view questions and solutions regarding the organization's products. service planning.SAP Documentation Page 141 of 1289 The Service module optimizes the potential of your sales and service departments. It helps streamline service and speed up service representatives’ performance.SAP Business One 2007 A . The customer equipment card file://C:\Documents and Settings\Stephen. service contract management.htm 7/16/2008 .

At the same time. You create a service contract for the items based on the predefined contract template. and so on. 2. For example. monitors. chairs. the system creates a service contract for the serial number items. 1. This may be necessary for customers that buy the serial number item from another vendor but want to buy the maintenance contract for the equipment from you. Note Note You can create a customer equipment card manually. hardware.SAP Documentation Page 142 of 1289 provides you with the complete overview of all service-related information for the serial number. Item Group type The customer only receives service on items in a particular item group.ABBASOFT\Local Settings\Temp\~hhB0D4. You have created new contract templates of the customer type and the item group type.htm 7/16/2008 . Process Regular Service Process This graphic is explained in the accompanying text. Prerequisites 1. End of the note. Result You can open service calls for the serial number items. all software. desks. You have created new items to be included in the service contract. since the warranty covers these items. file://C:\Documents and Settings\Stephen. you also must create the service contract manually. 3. More Information Contract Template Customer Equipment Card Service Contract Process Regular Service Process You can use this process to provide service for the following contract types: Customer type The customer receives service on all purchased items. In this case.SAP Business One 2007 A . for example.

you must refer to your company's policy on dealing with such customers. 3. Example Example For example. you change its status to Approved. End of the note. The system checks whether the customer has a valid service contract. 3. Prerequisites You have an installed base of items and serial numbers.SAP Documentation Page 143 of 1289 2. End of the example. You can open service calls for the items covered by the service. In addition. file://C:\Documents and Settings\Stephen. Note Note It is possible to provide service to a customer without a service contract. the system verifies whether the customer has service coverage. For example. Then you can decide if you should offer service for an extra charge or ask the customer to call back later. you modify the information to meet customer requirements better.SAP Business One 2007 A . if the customer calls on a holiday or a weekend. so that later you can check every step you took to solve the problem. In this case. After you have negotiated all details of the service contract with the customer. The customer has a service contract. Result The customer is entitled to receive service.htm 7/16/2008 . and to view the activities and expenses related to these problems. Process 1. 2. you open a service call for the problem. the system checks whether the service contract includes such days. e-mail. to provide solutions to these problems. When a customer reports a problem using phone.ABBASOFT\Local Settings\Temp\~hhB0D4. If necessary. you may have to set a special rate for the service without a service contract. You record all activities related to the service call. or fax. More Information Contract Template Service Contract Process Service Call Process You can use this process to track customers' complaints and problems.

SAP Business One 2007 A . For more information. Choose OK. file://C:\Documents and Settings\Stephen. you assign a technician. End of the note. Procedure 1.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 144 of 1289 4. Note Note You can print the list. or create a new solution. More Information Service Call Component Human Resources Use the Human Resources procedures to perform the following: Create an employee list Create an absence report Select an entry from the phone book Procedure Creating Employee List Use this procedure to view and print lists of company employees according to your selection criteria. so that you do not have to reinvent new solutions each time. If you have similar service call problems. 7. and travel and include them in the service call bill. After you solve the service call problem and complete the service call. Specify your criteria for the list content. Resources Human Resources Reports 2. you calculate all additional expenses. you should use the same solution in several service calls. such as parts. 5. you close it. From the SAP Business One Main Menu. Once the service call is complete.Selection Criteria. labor. If you cannot solve the problem over the phone. 6. Technicians include all their expenses in service call charges. 3. see Employee List .htm 7/16/2008 . You check the knowledge base for solutions to the service call problem. choose Human Employee List .

SAP Business One 2007 A . Choose OK. More Information file://C:\Documents and Settings\Stephen. From the SAP Business One Main Menu. Procedure 1.SAP Documentation Page 145 of 1289 Procedure Creating Absence Reports Use this procedure to run a report showing the amount of time employees have been absent. Choose OK. Procedure 1. Note Note You can print the report. Manager. End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Human Phone Book . including Branch. and the range of dates. End of the note. Specify your selection criteria. Enter your criteria for the content of the report. 3. Resources Human Resources Reports 2. Resources Human Resources Reports 2. Note Note You can print the phone book. 3. Department. From the SAP Business One Main Menu. More Information Employee Absence Report Procedure Selecting an Entry from the Phone Book Use this procedure to create a telephone book containing the numbers of specified employees from selected branches and departments.htm 7/16/2008 . choose Human Absence Report .

SAP Documentation Page 146 of 1289 Phone Book Component Administration To prepare SAP Business One for use at your company. Such information includes currency exchange rates. To log these changes. authorizations and approvals. internal mail organization. choose More Information Choose Company Window Creating New Companies Logging On to Companies Administration Choose Company .ABBASOFT\Local Settings\Temp\~hhB0D4. In addition. and much more. you must ensure that changes to user master data or table settings are logged outside the SAP Business One system. you use this window to create new companies in SAP Business One. choose Data Print Preview in the table. file://C:\Documents and Settings\Stephen. To create a screen shot of the relevant table. and to log on to the required company using your user name and password.htm 7/16/2008 . create screen shots with the time and the user. Any updates in company and user information are also entered in this module. More Information System Initialization Setup Authorizations Data Migration Utilities Approval Procedures Alerts Management Function Choose Company This window enables you to connect to the server on which the SAP Business One companies are stored. To access the Choose Company function. You can send these screen shots to other users using internal mail or E-mail. Use this module to specify the system setup and system parameters. as well as to perform regular maintenance functions such as backup and restore.SAP Business One 2007 A . E-mail settings. Since changes in the Administration module are not logged by the system. you first need to define information about your company in the system using the Administration module. data import and export functions.

End of the note. The Create New Company window appears. SAP Business One logs you on to it automatically. This operation may take some time. Result SAP Business One creates a new database on the connected server and adds the company to the list of existing companies in the Choose Company window. Note If the new company is not displayed in the Choose Company window. 4.SAP Business One 2007 A . Choose New. Once the new company is created. Note Administration Choose Company . Note Note New companies can be also created using the Year Transfer function. Choose 2.SAP Documentation Page 147 of 1289 Procedure Creating New Companies The following procedure explains how to create a new company in SAP Business One using the Choose Company window. Procedure 1. More Information Choose Company Procedure Logging on to Companies The following procedure explains how to log on to SAP Business One companies. This triggers database scanning in the server and updates the display of the Choose Company window.ABBASOFT\Local Settings\Temp\~hhB0D4. Choose OK. Set all parameters in this window according to your needs.htm 7/16/2008 . choose Refresh. Procedure file://C:\Documents and Settings\Stephen. 3. End of the note.

Change Server Choose to change the database server. MSSQL. 5. Sybase or DB2 and provides the appropriate selection window. Result Once your are logged on to a company.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. the company name and user name are displayed at the top of the SAP Business One main menu. 3. Current Server Click to select a server. SAP Business One detects whether the server is MSSQL. Enter your user code and password.SAP Documentation Page 148 of 1289 1. Companies on Current Server This table displays all company databases that are defined on the selected SAP Business One server Company Name file://C:\Documents and Settings\Stephen. for example. 2. To access this window. In the Choose Company window. Password Enter your password. The current posting period date appears in square brackets next to the user name. From the SAP Business One main menu. for example: Sales Manager [March 2007] More Information Choose Company Object Choose Company Window Use this window to select the company database you would like to create or work with. make sure the Current Server field is displaying the correct server. Choose the required company from the Companies on Current Server table. 4. User Code Enter your user name for the company you are about to log on to. Change User Choose to deselect the user code and password fields and to enter new logon information – without exiting SAP Business One. choose Choose Company Fields Administration Choose Company .SAP Business One 2007 A . choose Administration Choose Company . Choose OK.

The available options in this field are derived from the country you chose in the Local Settings field. If the company is created through the Year Transfer process.SAP Documentation Page 149 of 1289 Displays the company name Database Name Displays the database name as created on the server Version Displays the database version New Choose to create a new company database Refresh Refreshes the list of companies on the current server More Information Creating a New Company Object Create New Company Window The following table describes the fields that appear in the Create New Company window. default payment term and property description. this field is disabled and displays by default the base language defined for the source company. this field is disabled and displays by default the local settings defined for the source company. this field is disabled and displays by default the chart of accounts defined for the source company. will be displayed. If the company is created through the Year Transfer process.SAP Business One 2007 A . Change this value if required. To access this window from the Main Menu choose Create New Company Window Administration Choose Company New . tax reports. Chart of Accounts Click and choose the required chart of accounts template. Base Language Click and choose the required language. If the company is created through the Year Transfer process. the name of the current company with the last two digits of the next year is displayed in this field by default. The default value in this field is User-Defined. available chart of accounts templates and availability of country specific features. but you will also be able to adjust it for your special needs.ABBASOFT\Local Settings\Temp\~hhB0D4. If you keep this value the chart of accounts in the new company will be empty.htm 7/16/2008 . file://C:\Documents and Settings\Stephen. and you will have to build it on your own. The language you choose here will be the default language of the user interface. These options represent common structures of chart of accounts in the selected country. Your choice in this field determines accounting related parameters such as: tax definitions. such as default document series. If you choose an option other than UserDefined . If the company is created through the Year Transfer process. Local Settings Click and choose the required country. Company Name Enter the name for the new company. the chart of accounts in the new company will be created accordinglly. and the language in which the default values. The default value of this field is derived from the country selected in the Local Settings field.

Enter the company from which you want to perform the export. 2. Function Exchange Rates and Indexes This window lets you define. Use either the Ctrl+left mouse or Shift+left mouse selection option to choose multiple columns. rates for indexes. Choose Administration Define Foreign Currency Exchange Rate Indexes or Exchange Rates tab. Procedure 1. either manually or automatically. choose More Information Defining Foreign Currency Exchange Rates Defining Indexes Setting Fixed Exchange Rates Exchange Rates and Indexes Window Procedure Administration Exchange Rates and Indexes . as well as exchange rates for the foreign currencies defined in the Define Currencies window. according to the data you want to export. To access this window.SAP Business One 2007 A . so the data you need to export is displayed. Automatic Export and Import of Exchange Rates and Indexes This procedure explains how to automatically export and import foreign currency exchange rates and indexes. and select either the 3. 5. Choose Auto. 4.htm 7/16/2008 . in the Exchange Rates tab). .SAP Documentation Page 150 of 1289 Define Posting Periods Specify the posting periods for the new company. Select the columns you want to export by clicking their headers. From the drop-down menu. Prerequisites The databases of the source (exporting) company and the target (importing) company are both stored on the same database server. Export. choose the required year (and month. Choose Continue when the following message appears: Export selected exchange rates/indexes to common table? file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4. from one company to another in SAP Business One.

By default.SAP Documentation Page 151 of 1289 6. and select the company to which you want to 7. 9. Choose Administration import the data. select the relevant tab. More Information Exchange Rates and Indexes Procedure Defining Foreign Currency Exchange Rates The following procedure explains how to manually define foreign currency exchange rates. From the drop-down list. More Information Defining Foreign Currency Exchange Rates Procedure Defining Index Values The following procedure explains how to define indexes manually.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. Enter all the values required. and enter the index value. nothing happens. Choose Administration Define Foreign Currency Exchange Rates Indexes . 4. Select the columns to which the data should be imported. Note Note You import data only for the same columns as those from which the export is done. 8. SAP Business One displays the year from the system date. The exported values are now displayed in the selected columns. In the Define Foreign Currency Exchange Rate window. 2. End of the note. Import. Place the cursor in the cell where the relevant index and month intersect. If you choose the Euro column in the target company. Choose Update to save the data. if you export exchange rates for Dollar you can import only by selecting the Dollar column in the target company. Prerequisites file://C:\Documents and Settings\Stephen. 3. and then choose Auto. Procedure 1. and choose Update to save the data. choose the relevant year.htm 7/16/2008 . For example. Choose Company .

From the SAP Business One Main Menu. Procedure 1. Procedure Setting Fixed Exchange Rates The following procedure shows how to set a fixed exchange rate for selected currencies over a user defined date ran. In the required intersecting date line/currency matrix cell. Drag the rectangle to the field to which you want to copy the entry. choose Exchange Rates Exchange Rates . 2. Administration Define Currencies . Procedure 1. 3. In the window header. Release the mouse button. Go to Definitions Procedure 1. Note Note The value of the exchange rate entered depends on the Exchange Rate Posting method selected in General Settings: Display Tab.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. After entering all necessary exchange rates. The current date is displayed by default. More Information Exchange Rates and Indexes Window Procedure Copying Exchange Rates You can copy entries for exchange rates. for example. enter the exchange rate. End of the note. choose Update to save the data.SAP Documentation Page 152 of 1289 You have defined all the foreign currencies for which you need to define exchange rates.SAP Business One 2007 A . Administration Define Foreign Currency 2. From the Main Menu choose Administration Define Foreign Currency Exchange Rates file://C:\Documents and Settings\Stephen. The entry is copied to the field. Hold the mouse button on the entry you want to copy until a rectangle appears in the field. 3. select the relevant month and year. 4. when an exchange rate does not change over the weekend.

At the top of the window. Enter the exchange rate for the currency or currencies in the Rate column. Table Each column in the table represents a specific currency. Indexes Tab file://C:\Documents and Settings\Stephen. 6. More Information Set Rate for Selection Criteria Defining Foreign Currency Exchange Rates Object Exchange Rates and Indexes Window The following tables describe the fields on the Exchange Rates and Indexes tabs of the Define Foreign Currency Exchange Rates window.htm 7/16/2008 . 2. Auto Import Choose to import or export exchange rates from one company in SAP Business One to another. Month These fields display by default the current year and month. Choose OK. If different values are required. enter the date range for which you want to define the exchange rate. 5. choose them from the drop-down lists found in these fields. Export. 4. The date range can cover up to one calendar month.SAP Documentation Page 153 of 1289 Exchange Rates tab. Auto. Choose Set Rate for Selection Criteria. The system copies the fixed exchange rate to the table of exchange rates and places them in the cells of the date range for each currency. choose Exchange Rates Tab Administration Exchange Rates and Indexes . Once you have entered all the required exchange rates.ABBASOFT\Local Settings\Temp\~hhB0D4. Year. every cell in the table is unique and contains the exchange rate of a certain currency in a specific date. 7. choose Update to save your data. Set Rate for Selection Criteria Choose to determine which currencies and dates range will be displayed in the table. This way. For further information. 3. see Automatic Export and Import of Exchange Rates and Indexes in the online help. Select the currencies for which you want to define the fixed exchange rate for the date range.SAP Business One 2007 A . To access this window. while each row represents a specific day in the selected month.

Table Each column in the table represents an index. Auto. To. More Information Exchange Rates and Indexes Function Set Rate for Selection Criteria This window enables you to determine for which currencies and date ranges the exchange rate values will be entered. More Information Set Rate for Selection Criteria Window Defining Foreign Currency Exchange Rate Object Set Rate for Selection Criteria Window The following table describes the fields in the Set Rate for Selection Criteria window. Country – Specific Fields: Hungary Exch. This way. Import Choose these buttons to import or export indexes values from one company in SAP Business One to another... Use the window to define the currencies and dates to be displayed in the De fine Foreign Currency Exchange Rateswindow. Selection Column Use this column to select the currencies for which you would like to determine fixed exchange rate.htm 7/16/2008 . Rate file://C:\Documents and Settings\Stephen. Auto. Set Rate for Selection Criteria Window Date From . Currency This column displays all the foreign currencies defined in Define Currencies window. if required. every cell in the table is unique and contains the value of a specific index in a specific month. Enter the dates range for which the fixed rate should be determined. while each row represents a month in the selected year..SAP Business One 2007 A . Export. Choose a different value from the drop-down list. Rates for Reports tab Define in this tab the exchange rates to be considered when generating VAT reports. and can cover up to one calendar month.ABBASOFT\Local Settings\Temp\~hhB0D4.. The functionality of this tab is identical completely to the functionality provided with the Exchange Rates tab. The range is restricted. For further information see Automatic Export and Import of Exchange Rates and Indexes in the online help.SAP Documentation Page 154 of 1289 Year Displays by default the current year.

defining: How business transactions are to be processed in the system Various default settings Authorizations Print preferences Each company that is defined in SAP Business One must be initialized separately. To enter the company details. create a test company to try out various settings.SAP Documentation Page 155 of 1289 Enter in this column the rate you want to assign to each currency you selected. choose .htm 7/16/2008 . Object System Initialization Use the system initialization functions to customize SAP Business One to company requirements. See also: Initializing the System Function Company Details This window enables you to set initial parameters for your company. More Information Company Details: General Tab Company Details: Accounting Data Tab Company Details: Basic Initialization Tab Object Administration System Initialization Company Details Company Details: General Tab file://C:\Documents and Settings\Stephen. Do not start system initialization for the demo company that is provided with the installation. so it is very important to define carefully. we highly recommend you take the time to perform system initialization to establish a more efficient use of the application. Customizing includes. To test the system initialization process. for example. Although SAP Business One functions can operate without the definition of certain settings. Some of the settings defined in this window are irreversible.ABBASOFT\Local Settings\Temp\~hhB0D4. for the selected dates range.SAP Business One 2007 A .

from the SAP Business One Main Menu. However. choose Administration System Initialization Company Details file://C:\Documents and Settings\Stephen. On the Local Language tab. Active Manager This employee is displayed in the Active Manager field in printed documents. Printing Header Enter the company’s name. who is the Chief Executive Officer (CEO) of the company. since this field is only used internally.htm 7/16/2008 . To access this window. Fax. Chief Accountant Choose the appropriate employee from the Human Resource module. Value of this field is used on specific print layouts where required by the legislature. Telephone 1. Value of this field is used on specific print layouts where required by the legislature. Telephone 2.SAP Documentation Page 156 of 1289 This tab contains two sub-tabs with identical fields. You can use an abbreviation of the company name if necessary. Administration System Company Details: General Tab Company Name Enter the name of your company. Address fields Enter the company's address information as it should be displayed on all documents printed with SAP Business One. enter the details of the company that should be printed on documents in local language layout. More Information Company Details Object Company Details: Accounting Data Tab The following table describes the fields that appear on the Accounting Data tab in the Company Details window. E-Mail Enter the active manager’s phone and fax numbers and e-mail address. enter the details to be printed when a print layout in a foreign language is selected. Country-Specific Fields: Russia CEO Choose the appropriate employee from the Human Resource module. The name you specify here appears at the top of the SAP Business One menu. as it should be displayed on all documents printed with SAP Business One. and on the Foreign Language tab.ABBASOFT\Local Settings\Temp\~hhB0D4. To access this window. the name specified in the Printing Header field is printed. Internet Address Enter the company's website.SAP Business One 2007 A . Address Displays the formatted address as entered in the A ddressfields. who is the Chief Accountant of the company. choose Initialization Company Details General .

SAP Documentation Page 157 of 1289 Accounting Data .ABBASOFT\Local Settings\Temp\~hhB0D4. Switzerland Organization Number This is an identification number for the company. Country-Specific Fields: Austria. Holidays Select a set of company holiday dates as defined in the Define Holiday Dates window. This number is also defined according to the location of the company. For example. the tax authority identifies the company as part of a group of companies by this number. This tax number is used to report data associated with the business function. To define a new set of dates. and it is based on the VAT number. Country-Specific Fields: Canada. For example. employment. In Belgium it is required to display this information on every outgoing document. select Define New. Belgium. This number is printed on marketing documents. 2. Federal Tax ID 1.SAP Business One 2007 A . Exemption Number If the company has a tax exemption number. Company Tax Rate Enter the percentage of tax that must be withheld from amounts paid to the company. Tax Code Define the default tax code to be used for the company: file://C:\Documents and Settings\Stephen. Netherlands. Country-Specific Fields: Belgium Minimum Amount for Annual Sales List Enter an amount above which documents should be included in the Annual Sales List Report. 3 Enter your tax number for the tax on sales/purchases and a second or third identification if necessary. and industry of the branches to environmental authorities. enter that number in this field. this number might be used to report information such as location. Tax Deduction Number Enter your corporate tax number. Additional ID Enter an additional ID number for the company. USA Use Tax Select to enable Use Tax calculations.htm 7/16/2008 . Company Details: Accounting Data Tab Tax Office Enter the name of the tax office responsible for your advance return for tax on sales/purchases here. Tax Official Enter the name of the tax official with whom the company is associated.

which is used in payment slips. Tax Liable Select to indicate that the company is liable to tax. Spain Use Deferred Tax Select if you want to recognize tax when the payment takes place and not when the invoice is created. Country-Specific Fields: France.htm 7/16/2008 . which is used by the PBS. South Africa.SAP Business One 2007 A . You can specify the period type for the report generation from the drop-down list on the right. UK Extended Tax Reporting Generates and saves the tax report for tax authorities. IEPS Payer Select to indicate that the company is liable to IEPS tax. Country-Specific Fields: Israel Advances on Sales % Define the percentage that must be withheld in advance on account of corporate income tax. Tax % Enter the tax percentage that should be collected and paid by the company. which is used by the PBS. Base Annex Enter the minimum amount for the annex report. % of Total Acquisition file://C:\Documents and Settings\Stephen. Country-Specific Fields: Costa Rica. Mexico Use Deterred Tax for Customers Select if you want to recognize tax when the incoming payment takes place and not when the A/R invoice is created. In A/P invoices when choosing an item that is not defined as a stock item. Italy. PBS Number Determines the customer identification number. Guatemala.ABBASOFT\Local Settings\Temp\~hhB0D4. Use Deterred Tax for Vendors Select if you want to recognize tax when the outgoing payment takes place and not when the A/P invoice is created.SAP Documentation Page 158 of 1289 In Service and A/P invoices if the company was defined as tax-liable. Country-Specific Fields: Denmark BP Type Code Determines the string length of the payment reference. Vendors with business volume above the amount defined will be included in the Annex Report. PBS Group Number Determines the customer group number. Country-Specific Fields: Germany. Country-Specific Fields: Portugal Min.

Creation Procedure: RU. (AO Ref.htm 7/16/2008 . KPP Enter the reason for being registered code. Vendors with a business volume less than the amount defined in Administration System Initialization Company Details Accounting Data tab Min Base Annex.SAP Business One 2007 A . Country-Specific Fields: UK Accounts Office Ref.ABBASOFT\Local Settings\Temp\~hhB0D4. You can choose the On Shipment (default) or On Payment method. Minimum Amount for Appendix O & P Enter the minimum amount for the Appendix O & P Report. Country-Specific Fields: Russia % Withholding Tax Enter the percentage for the withholding tax rate that applies to your company. Min. Taxation Method Choose Define New to define a new set of dates. For more information about taxation methods. Documents with smaller amount are not included in the report. OKPO Enter the Russian classifier for organizations. Country-Specific Fields: Spain Minimum Amount for 347 Report Enter an amount. the appropriate A/R Tax Invoices and payments for its base documents are registered within the Sales Ledger. More Information file://C:\Documents and Settings\Stephen. Depending on the selected method. Unique Taxpayer Ref. Choose the Taxation Method for the Sales Ledger. are not displayed in the report. Employer's Reference Enter the Employer's Reference. Base per Document Enter the minimum amount per document for the Justification Note Report. This field is for information purposes only.SAP Documentation Page 159 of 1289 Enter a percentage of total acquisition. INN Enter the tax payer’s identification number.) Enter the Accounts Office Reference. above which documents will be included in the 347 report. and which have not reached the defined percentage. This is an initialization setting that cannot be changed after the first accounting document is posted. (UTR) Enter the Unique Taxpayer Reference. see Sales and Purchase Ledger Reports .

Ignore Weekends for Payments Considers weekend days as business days while calculating due dates for payments.. Example Example You can enter holidays for each country you work with.. or dates in general for the holidays that are not changed through the years. Remarks Enter any additional remarks regarding the holidays or weekends. Start Date. To. Object Company Details: Basic Initialization Tab The following table describes the fields that appear on the Basic Initialization tab of the Company Detailswindow. End Date Enter either the exact dates of the holidays for each year. Administration System Initialization Company Details Company Details: Basic Initialization Tab Chart of Accounts Template file://C:\Documents and Settings\Stephen.SAP Business One 2007 A .. End of the example. choose Accounting Data Holiday Dates Administration .. To access this window. choose Basic Initialization tab.ABBASOFT\Local Settings\Temp\~hhB0D4. To access this window.htm 7/16/2008 . Select days for the weekend. Weekend From .SAP Documentation Page 160 of 1289 Company Details Object Holiday Dates Window The following table describes the fields that appear in the Holiday Date window. Valid for One Year Only Applies the holiday table only to the year specified in the holiday dates. System Initialization Company Details Holidays Holidays Enter the name of the holidays group you want to enter. Deselect to define the holiday table as year independent.

Display Credit Balance with Negative Sign Select to display credit balances with a negative sign. the opening balances must be entered as positive or negative numbers. To define a new currency. We recommend using one of the existing standard charts of accounts and adapting it to the company’s needs as required. Depending on this setting. This setting influences the entry of beginning balances for the G/L accounts and business partners. select Define New. If you do not select this option. According to the default settings. This setting determines the settings that are displayed in certain Document Numbering windows. or define your own by selecting User Defined. System Currency SAP Business One can manage all transactions in a system currency parallel to the local currency. The currencies defined in SAP Business One are available in the list. cost center. We recommend accepting the default setting. the corporate group requires a different reporting currency from the national currency. For example. Use Negative Amount for Reverse Transaction Selecting this option results in journal entries where the reversal is booked with negative amounts. totals. Select the required system currency from the list.htm 7/16/2008 . and all reports and balance sheets are posted in the database in both currencies. Select this option if these regulations are relevant for the company. Use this function to translate field names in SAP Business One to foreign languages and print them in documents you send to foreign business partners. If defining a system currency that is not identical to the local (national) currency. This setting can be changed at any time. debit balances are displayed with a negative sign. import the chart of accounts data from your legacy system. Default Account Currency Determines the default account currency for new accounts: Local Currency: Transactions can be posted only in the defined local currency. Every document. Use Segmentation Accounts Select to specify if segments of information should be added to the standard account codes. the journal entry of the reversal is booked using a debit/credit switch. All Currencies: Transactions can be posted in all currencies defined in the company database. Local Currency Select the local currency. region. Item Groups Valuation Method file://C:\Documents and Settings\Stephen. This option cannot be changed after postings have been created in SAP Business One. balances.SAP Business One 2007 A . as this reflects the local requirements. Multi-Language Support Select to enable the Multi-Language Support function in the company. select Define New.SAP Documentation Page 161 of 1289 Select the chart of accounts that is the valid legal form for your company. and so on. Permit More than One Document Type per Series Certain country regulations permit document numbering series that contain more than one document type. for detailed transaction tracking and reporting. To define a new currency. Defining the entire chart of accounts is a long. however. complex procedure. and reconciliations are calculated and displayed in local currency only. the system currency can be used as the reporting currency. If you do not have a reporting requirement in another currency. set the system currency to your local currency.ABBASOFT\Local Settings\Temp\~hhB0D4. such as division. and cannot be changed after it has been selected. Alternatively. Also define a daily exchange rate for the system currency. All of these documents are part of the same numbering series.

SAP Documentation Page 162 of 1289 Specify the default valuation method for newly added item groups.htm 7/16/2008 . this setting cannot be modified. The item's standard price should be set before you start working in your company. Manage Item Cost Per Warehouse Select this option for calculating inventory pricing for each individual warehouse. If you selected Standard Price. FIFO: Calculates the inventory value by the FIFO (first in first out) method. Note Note You can change the selected valuation method at any time. selecting this option enables purchase accounting. House Bank Enter the company's default bank account and branch information. Ordering Party This field is required for the interface with the Payment Engine add-on. Once journal entries have been made. End of the note. file://C:\Documents and Settings\Stephen. Each inventory receipt transaction creates a "layer" of quantities linked to costs. The available valuation methods are: Moving Average: Calculates the inventory value by the item cost (see the Data Inventory Data tab). Allow Stock Release Without Item Cost Permits items to be included in documents such as deliveries or A/R invoices. not retroactively.SAP Business One 2007 A . Each inventory release transaction uses quantities and their corresponding costs from the first open layers. This field is active only if the Use Perpetual Inventory option is selected. Use Purchase Accounts Posting System In localizations where purchase accounting is used. Deselect this option for calculating inventory pricing for all the warehouses combined. Inventory Item Master This field is updated dynamically by every inventory receipt posting. Standard Price: Calculates the inventory value by a fixed price. Select when the inventory valuation is performed according to moving average or FIFO. a cost has already been defined.ABBASOFT\Local Settings\Temp\~hhB0D4. Country-Specific Fields: Install Bank Statement Processing You can select this option at any time to work with the bank statement processing functionality. the change applies only to item groups added after the change. however. even when the item cost has not been determined.

Spain and France and activated by default. file://C:\Documents and Settings\Stephen. Italy.SAP Documentation Page 163 of 1289 Caution Caution If you choose Update having activated this option. Chile. 2.htm 7/16/2008 . Country-Specific Fields: Israel Hierarchical Deduction at Source Select to indicate that the company uses hierarchical deduction at source method for tax deduction.Note than once a journal entry or or an item master data record has been entered in SAP Business One. The Multi-Language Support functionality enables you to translate field names in various windows to foreign languages and then print documents for foreign business partners using these translated fields. Spain. all references to BoE in SAP Business One are hidden. Procedure Administration System initialization Company Details Basic Initialization Using Multi-Language Support Companies which engage in global trade need to be able to print their correspondence with foreign business partners in both the business partner language and the company’s local language. Portugal. Once this option is selected. End of the caution. More Information Company Details Procedure Setting the Local Currency The local currency is the national currency in which the company reports to the local tax authorities. and Portugal Use Bill of Exchange Select to indicate that the company uses bills of exchange (BoE). in which you can define the relevant deduction groups for your company. Translations can be maintained for fields in master data windows and for almost any alphanumeric field in SAP Business One. Country-Specific Fields: Belgium.ABBASOFT\Local Settings\Temp\~hhB0D4. Use Bill of Exchange cannot be disabled. choose the required local currency. the checkbox is disabled and cannot be deselected. see Company Details. the local currency cannot be altered. If not selected. the Define Deduction Groups button appears. France. Basic Initialization Tab. Choose . Procedure 1. When a BoE transaction is added. In the Local Currencyfield. Choose this button to open the Define Deduction Groups – Setup window. This option is relevant for Italy.SAP Business One 2007 A .

choose the business partner's language in the Language field. In the SAP Business One Main Menu. a Sales Order). In the SAP Business One main menu. Choose Add in the Translations window to create the new translation(s). make sure the required language is selected in the Language field on the Logistics tab and choose. for example. To translate a field to a foreign language. and select Multi-Language Support. To print a sales or purchasing document in a foreign language.SAP Documentation Page 164 of 1289 Prerequisites 1. To view translated values in sales and purchasing documents.htm 7/16/2008 . Business Partner Master Data. Values . select the display language on the Logistics tab. 6. The (Language) icon appears next to fields that can be translated and used by the Multi-Language Support functionality. More Information Translations Window Procedure File Print . In the SAP Business One Main Menu. select the language(s) into which you would like to translate the field. 2. choose General tab Procedure . open a document (for example. click in the field and choose. choose View Translatable Fields . choose Details Basic Initialization tab Administration System Initialization Company . Business Partners Business Partner Master Data 3.ABBASOFT\Local Settings\Temp\~hhB0D4. From the menu bar. 3. Administration Definitions General 2.SAP Business One 2007 A . View Translated 7. from the menu bar. Goto Language 4. and choose from the menu bar. Translate . In the Translations window . Open the required window. 1. Translating Field Values to Foreign Languages Translating field values to foreign languages allows you to display and print documents for foreign business partners in their own language. and enter a relevant value in the foreign language(s). Prerequisites file://C:\Documents and Settings\Stephen. from the menu bar. 5. choose Languages. and set up the languages you would like to use.

For example. View Translatable Fields to display the icon next to fields that Definitions General Languages . For example. Item Master Data. Code Displays the translated value's code. In Administration have been setup. Field Displays the name of the field for which you are translating values.SAP Documentation Page 165 of 1289 1.SAP Business One 2007 A . when translating values for theItem Description field. 6. 2. Open the window from which you would like to translate field values. More Information Multi-Language Support The Translations Window Object The Translations Window Use this window to translate values to foreign languages. enter the translation of the value in the foreign language. Translations Window Table Displays the system table to which the field belongs. Place the cursor in the required field and choose from the menu bar 4. the required language/s 3. 2.ABBASOFT\Local Settings\Temp\~hhB0D4. the box Multi-Language Support is selected. Procedure 1. the item's number is displayed in this field. Choose from the menu bar can be translated.htm 7/16/2008 . For example. In the Translation column. select the langauges to which you would like translate the selected field value. 5. the field Item Description in the Item Master Data window belongs to the Items table. 7. Choose Add to save your setting. These translations can later be used by the Multi-Language Support functionality for displaying and printing documents for foreign business partners in their own language. file://C:\Documents and Settings\Stephen. In the Translated Values table. In Administration System Initialization Company Details Basic Initialization tab . Goto Translate . The Translations window appears.

SAP Documentation Page 166 of 1289 Default Description Displays the value recorded in the translated field in your local language. the value Computador in this displayed field.SAP Business One 2007 A . defaults for new business partners.ABBASOFT\Local Settings\Temp\~hhB0D4. Computer. choose More Information General Settings: BP Tab General Settings: Budget Tab General Settings: Services Tab General Settings: Display Tab General Settings: Font & Bkgd Tab General Settings: Path Tab General Settings: Inventory Tab Object Administration System Initialization General Settings . For example. More Information Translating Field Values to Foreign Languages Multi-Language Support Function General Settings Use the General Settings window to maintain general settings such as interface language and color. the item's description is displayed in your local language in this field. Translated Values This table displays the translations of the selected value to foreign languages. To access this window. if the item description Computerwas translated to Spanish. choose Update to save the data.htm 7/16/2008 . For example. For example. budget management. if you are translating the description of a certain item to other languages. General Settings: BP Tab file://C:\Documents and Settings\Stephen. Description Displays the translation of the value in the foreign language. and more. Language Displays the foreign language to which the value is translated. Once the entries have been completed. Spanish. For example.

htm 7/16/2008 . You can change this setting at any time. Once you select the required option(s) described above. Customer Activity Restrictions You can restrict the creation of sales documents for customers and prompt a warning message according to the following parameters: Credit Limit – Checks whether adding the sales document for the customer causes deviation from the credit limit defined for the customer (Payment Terms tab in the Business Partner Master Data window). A commission can be awarded based on the sales employee. but does not automatically calculate any commission transactions. select the type of documents to which the restrictions apply and for which a warning message is launched: A/R Invoice Delivery Sales Order These setting are updated immediately per company. item. and enable document generation authorizations. or customer specified in the document. file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4. A warning message appears if <the customer's account balance>+ <the total amount in undeposited checks> + <the amount of the current document> exceeds the customer's commitment limit. while applying the selected restrictions for customer activity. Set Commission by Define how commissions are calculated. for all users. Default Pmt Term for Customer Click and select the default payment term to be assigned to new customers. set activity restrictions for your customers. choose BP Tab Administration System Initialization General Settings BP . Consider Deliveries Balance Checks the customer's account balance and the balance of open deliveries. This setting influences where you can specify the sales commission percentage. for all users. To access this tab.SAP Business One 2007 A . Select one or more of these options depending on how you want SAP Business One to calculate commissions.SAP Documentation Page 167 of 1289 Use this tab to specify the default settings for the business partners defined in your company. These setting are updated immediately per company. Commitment Limit – Checks whether adding the sales document for the customer causes deviation from the commitment limit defined for the customer (Payment Terms tab in the Business Partner Master Data window). A warning message appears if <the customer's account balance> + <the amount of the current document> exceeds the customer's credit line.

for all users. Default Pmt Method for Customer Click and choose a default payment method for new customers. however. When modified. this setting is updated immediately per company. Your selection is marked as default in every future new vendor master record. this setting is updated per company. Activate Approval Procedures Activates the Approval Procedures function for the creation of sales documents. this setting is updated per company. however. for all users. it does not override the payment method already marked as default for existing customers. however. When modified. it does not override the payment method already marked as default for existing vendors.ABBASOFT\Local Settings\Temp\~hhB0D4. however. Your selection is marked as default in every future new customer master record. This setting is updated immediately per company. for all users. This setting is updated immediately per company. Business Partners Business file://C:\Documents and Settings\Stephen. choose Partner Master Data Account Balance ). Display Accounts Balances Grouped by Control Accounts Select to determine that the transactions related to business partners are grouped by control accounts when displaying the Account Balance window (from the Main Menu. When modified. for all users. for all users. this setting is updated immediately per company. Default Pmt Method for Vendor Click and select a default payment method for new vendors.htm 7/16/2008 . Manually – determines that the due dates in the transaction of the credit card voucher deposit are derived from the deposit document. Default Dunning Term for Customer Click and select the default dunning term to be assigned to new customers.SAP Documentation Page 168 of 1289 Your selection is assigned to all future new customer master records. this setting is updated immediately per company. it does not override the payment terms already assigned to existing customers. Default Pmt Term for Vendor Click and select the default payment term to be assigned to new vendors. When modified. they will not override the payment terms already assigned to existing vendors. for all users. Submit Credit Vouchers Defines the deposit method of credit card vouchers: Automatically – determines that the due dates in the transaction of the credit card voucher deposit are the same as the due dates in the incoming payments document.SAP Business One 2007 A . The default payment terms are assigned to every new vendor master record that is created in the future. When modified. for all users.

To use restriction on order level. More Information General Settings. choose Sales Restriction. General Settings: Budget Tab Administration System Initialization General Settings Budget Budget Initialization Select to manage the budget in your company. The commitment limit does not consider these types of payments.SAP Documentation Page 169 of 1289 More Information General Settings Procedure Defining Credit Limits When defining a credit limit. 2. include the higher restrictions. This setting is mandatory to use credit limit checks. Procedure 1. set Customer Activity Restrictions to either Credit Limit and/or Commitment Limit. and the following fields appear in the current window. Sales Tab Object General Settings: Budget Tab The following table describes the fields that appear on the Budget tab of the General Settings window. The most cautious setting is Order Restriction. the budget-related functions appear in the Financials module. 3.htm 7/16/2008 . choose . Delivery Restriction and Order Restriction.SAP Business One 2007 A . because not every delivery note or invoice is always based on an order. This is important if check payments are received with postdated checks. The credit limit setting can be modified at any time. file://C:\Documents and Settings\Stephen. Therefore. The credit limit includes payments with a future date. Choose Administration System Initialization General Settings Sales . To access this tab. To maintain credit limits. Check Consider Deliveries Balance to include the delivery notes balances. Once this option is selected.ABBASOFT\Local Settings\Temp\~hhB0D4. Define to which documents the restriction applies. 4. The credit limit defaults as the first level from the payment terms. the maximum permissible credit and/or commitment level for each customer in the master record must be maintained.

Purchase Orders – A check is made against the budget during the issuing of purchase orders. all the settings below are updated per company. Without Warning – Adds. You can confirm and add the transaction.SAP Documentation Page 170 of 1289 Note Note Except for the field For Annual Budget/For Monthly Budget. More Information General Settings Budget Object General Settings: Services Tab Use this tab to define which checks and procedures are started automatically as soon as a user logs on to SAP Business One or begins working with the data. For the monthly budget. Perform Data Check SAP Business One performs a brief data check during each logon and generates an appropriate message if any inconsistencies are detected.htm 7/16/2008 . Selecting either Block Deviation from Budget or Warning. including all open purchase orders and the current one. Warning – Sends an alert when the budget is exceeded. transactions that exceed the budget. choose General Settings Services Tab – Fields Administration System Initialization Services tab. it is updated only after the next logon for all users in the company. without any restriction or warning. this setting is updated per user. or cancel. Goods Receipt POs – A check is made against the budget during the issuing of goods receipt POs. At the Beginning of Each Session Data checks and actions specified under this heading are carried out each time the user logs on to this company. End of the note. file://C:\Documents and Settings\Stephen. To access this tab from the SAP Business One Main Menu. including all open goods receipt POs and the current one.ABBASOFT\Local Settings\Temp\~hhB0D4. displays the following fields in the window: For Annual Budget/For Monthly Budget – For the annual budget. for all users. Block Deviation from Budget – Blocks the creation of transactions that cause the budget to be exceeded.SAP Business One 2007 A . Accounting – A check is conducted during the issuing of an A/P invoice or any other accounting transaction that involves a G/L account relevant to the budget.

Open Exchange Rates Table Opens the exchange rate table at logon. Open Postdated Checks Window At logon.ABBASOFT\Local Settings\Temp\~hhB0D4. Open Window for Credit Voucher Ref. If you manage transactions in a foreign currency in SAP Business One. if there are no postings for processing today This setting is updated per user.) Enter an editable value. regular check of the database tables. file://C:\Documents and Settings\Stephen. SAP Business One automatically opens a window displaying postdated checks for which the due date has passed. Update At logon. You can then specify the exchange rate. Display Inbox When New Message Arrives Opens your Messages/Alert Overview window whenever a new message arrives.SAP Business One 2007 A . in days. If an exchange rate has not been defined. Send Alert for Activities Scheduled for Today At logon. You have to specify. the planning interval for the due date of the vouchers. This setting is updated per user. An appropriate message. This setting is updated per user. You can deposit the checks directly from this window. However. SAP Business One automatically opens the window with the exchange rate table whenever a transaction is entered in the corresponding foreign currency. This setting is updated per user. Update Messages (Min. This ensures the processing of all checks that can be deposited today. if the current exchange rates are already present. This setting is updated per user. This setting is updated per user. to define how often the application checks your inbox for updates. You can process activities directly from the message. SAP Business One automatically sends you a message listing all activities scheduled for today. the appropriate window for credit vouchers opens automatically.htm 7/16/2008 . in minutes (default = 5). you require up-to-date exchange rates at all times. You can update the references from this window. it provides a more efficient workflow. Display Recurring Postings on Execution Displays at logon: All recurring postings for processing on today’s date You can process the postings directly from this window. A new messages opens the Messages/Alert Overview window.SAP Documentation Page 171 of 1289 We recommend selecting this setting because it activates an automatic. This setting is updated per user.

for all users. Open Postdated Credit Vouchers Window Select whether and how the window for postdated credit vouchers automatically opens at logon. To view the history log for a certain window. additional fields are displayed for entering the IP address of the server and a port for the connection. History / Log Sets the number of records to be saved in the log file. and G/L accounts).) Define the length of idle time. Use Proxy Server for Web Connection Select to access the World Wide Web (Internet) from within SAP Business One. documents.SAP Documentation Page 172 of 1289 This setting is updated per user. enter the days of the month on which you want the window to open. using a proxy server. business partners. This setting is updated per company. This setting is updated per user. in these fields specify the area code and the number to dial for an outside line. for security reasons. After selection.ABBASOFT\Local Settings\Temp\~hhB0D4. You can deposit the vouchers from this window.SAP Business One 2007 A . To unlock the screen. This function: Is used to import the exchange rates table from the Internet Is not supported in all localizations This setting is updated per company. in minutes. The log file saves the history of changes made in master records (items. Screen Locking Time (Min. from the menu bar choose More Information General Settings Tools Change Log . Internet Definitions Use the fields under this title to enter information on your internet connection. From the drop-down list select: Always – To always open the window for postdated credit vouchers at logon No – To prevent the window from opening at logon By Date – To open the window on certain dates In the fields Day 1 and Day 2. and other windows in SAP Business One. file://C:\Documents and Settings\Stephen. after which. Telephone To place calls directly through SAP Business One if a phone system or modem is installed on your computer or in your network. This setting is updated per user.htm 7/16/2008 . SAP Business One locks itself. for all users. you need a valid user name and password.

and currencies are displayed. Color Select the background color for the active windows. upon the next logon. To select a background color for a window. When modified. With a 12-hour format. When modified. Dates can be displayed differently from the way they are entered. Note Note These settings do not affect how dates are entered in SAP Business One. for all users. Display Tab Fields Administration System Initialization General Settings Display Language Select the SAP Business One display language. this setting is updated per company. Default Weight UoM Window Define the standard units for various length and weight units for items in Item and Warehouse Management.SAP Documentation Page 173 of 1289 Object General Settings: Display Tab Use this tab to define how different variables. these length and weight units are proposed automatically. is displayed as 13:00. 1 p.SAP Business One 2007 A . for all users. for all users file://C:\Documents and Settings\Stephen. Time Format Define whether SAP Business One displays time in a 12-hour or 24-hour format. choose . this setting is updated immediately per company. Default Length UoM. With a 24-hour format. When a new item is defined in SAP Business One.htm 7/16/2008 . When modified. numerical values. 1 p. after the next logon. such as dates. Select Combined to define a background color individually for different windows in various colors. When modified.m. is displayed as 1:00. To access this tab. for all users. Select the required color. this setting is updated immediately per company. this setting is updated per company. Date Format Defines how dates are displayed throughout SAP Business One.ABBASOFT\Local Settings\Temp\~hhB0D4. open the required window and choose from the menu bar Color .m. End of the note.

file://C:\Documents and Settings\Stephen. and U. numbers or an asterisk as a separator. this setting is updated immediately per company. use a comma. percentages. for all users.K. Do not use any letters. exchange rates. End of the note. Display Currency on the Right Currency or currency symbol is displayed on the right side in amount fields. for all users. if you chose 2 decimal places for amounts and you work with 6 decimal places for very small prices and quantities. you are free to change the decimal places. When modified. while German-speaking countries generally use a period. Note that the selected value affects only the logged in user.SAP Business One 2007 A . This separator is used for display purposes only. The G/L account code must not contain the same character as the separator. After journal entries are posted.6) Define the respective number of decimal places that will be displayed for amounts. and U. after journal entries are posted is impossible. For example. The U. If you choose Full. the U. This option appears only if the Use Segmentation Accounts option in Initialization Company Details Administration System Basic Initialization tab is selected. By default. Decreasing the number of decimal places. use a decimal point. the currency symbol appears on the left of the amount. quantities. A dash (–) is recommended. while German-speaking countries generally use a decimal comma. That is. this setting is updated immediately per company. totals might be not accurate. upon the next logon.htm 7/16/2008 . When modified. Decimal Places (0. this setting is updated per company. Note Note The decimal places definition effects the calculations in SAP Business One.K. and the values that will be saved in the data base.S. Thousands Sep. When modified... If the images are not print as desired. Define which character to use as the thousands separator. prices. for example. As long as no journal entry was posted. Ext.SAP Documentation Page 174 of 1289 Separator Define the character that will be displayed in the date format between the date fields. Image Processing Define the resolution SAP Business One uses to display images. Try to print images using the default option first.ABBASOFT\Local Settings\Temp\~hhB0D4. When modified. and month and year. between the day and month. for all users. and units. Account Segment Separator Define the character for separating between G/L account segments. This change is irreversible. select a different option for this field. For example. after the next logon. this setting is updated per company. the image will be displayed in the resolution saved in the image file. Separator Define which character to use to separate the decimal places from the integer.S. you can only increase the number of decimal places up to 6 digits. of Rows in 'List of' Windows Define the maximum number of rows that will be displayed in any 'List of' window. for all users. No.

Select Direct to display the exchange rate according to the foreign currency (that is. after the next logon. for all users. and to place your company logo or other graphic as the background image in the main SAP Business One window. Example Example The local currency is USD and the foreign currency is the Canadian dollar. Today's rates are 4 $US = 1 C$.25 on the Exchange Rates tab. you would enter 4 as today's rate for the Canadian dollar rate.SAP Documentation Page 175 of 1289 When modified. this setting is updated per company. More Information General Settings Object General Settings: Font & Bkgd Tab Use this tab to set the font you use for displaying texts in SAP Business One. Note Note This setting is updated per company. To access this window. but cannot be changed after transactions are recorded in the company. for all users. If you chose Indirect. Exchange Rate Posting Determines the display of exchange rates in SAP Business One.SAP Business One 2007 A . how many Euro one USD is worth). The default font is Tahoma. how many USD one Euro is worth). End of the note. This setting affects the calculation that you use to enter the exchange rates in the Exchange Rates and Indexes window. Font & Font Select the font for displaying all text in SAP Business One. End of the example.htm 7/16/2008 . to indicate how may Canadian dollars are in one US dollar. file://C:\Documents and Settings\Stephen. after the next logon.ABBASOFT\Local Settings\Temp\~hhB0D4. then on the Exchange Rates tab in the Exchange Rates and Indexes window. you would enter 0. Select Indirect to display the exchange rate according to the local currency (that is. choose Bkgd. If you chose the Direct option. General Settings: Font & Bkgd Tab Administration System Initialization General Settings.

End of the note. To open this window. More Information General Settings Object General Settings: Path Tab The following table describes the fields that appear in the Path tab of the General Settings window. The selected image is also saved in the SAP Business One Picture folder. Preview Displays a preview of how the selected font and font size are to be displayed after choosing Update in this window.htm 7/16/2008 . The default value –Without– displays no background picture.ABBASOFT\Local Settings\Temp\~hhB0D4. Background. When modified. Microsoft Excel Folder Select the directory where you want to store MS Excel templates for exporting data to Microsoft Excel. General Settings: Path Tab Administration System Initialization General Settings Path Microsoft Word Templates Folder Select the directory where you want to store MS Word templates for exporting data to Microsoft Word. for all users. this setting is updated per company. for all users. When file://C:\Documents and Settings\Stephen. When modified. after the next logon.SAP Documentation Page 176 of 1289 Note Note Changing the font might increase or decrease the size of the windows.SAP Business One 2007 A . or Tiled. Image Display Indicates how the background picture is displayed: Centralized. this setting is updated immediately per company. Preview Displays a preview of how the selected picture will be displayed as the background after choosing Update in this window. for all users. Font Size Select the font size of the displayed text. The default size is 10. This setting is updated per user. after the next logon. Choose Browse to search for an image on your computer or on the network. When modified. Browse Select a picture to be displayed as the background for the main SAP Business One window. This setting is updated per user. as a Full Screen. this setting is updated per company. choose .

for integration through user fields. The tab contains two additional tabs: Items and Planning Items Use this tab to define: The management method for serial numbers and batches The default warehouse The inventory G/L method Planning file://C:\Documents and Settings\Stephen. this setting is updated per company for all users. When modified. Secured images include official stamps. when you enter an item. for all users. due to legal requirements. you can scan documents directly and link them with the corresponding object in SAP Business One. this setting is updated per company. When updated. can be saved on your computer as *. this setting is updated per company. such as customer Web pages. Extensions Folder Select the directory where secured images are stored.SAP Business One 2007 A .dll files only. The location of the connected scanner is automatically detected and copied to this field. For example. this setting is updated per company. for all users. you can scan an image directly from within the images tab for a master record. and not in regular picture formats. such as company logos. for all users. When modified. this setting is updated per company for all users. which. and a button for activating the scan button appears in all the relevant processing screens. enter inventory and production-related details. this setting is updated per company.ABBASOFT\Local Settings\Temp\~hhB0D4. Attachments Folder Select the directory where you want to store attachments. When modified.htm 7/16/2008 . Current Scanner If a scanner is connected to your computer.SAP Documentation Page 177 of 1289 modified. More Information General Setting Object General Settings: Inventory Tab On this tab. for all users. XML Files Folder Select the directory where you want to store XML files created by using the Export Form to XML function. for integration through user fields. Pictures Folder Select the directory where you want to store images. When modified.

this setting is updated immediately per company. the status is informative only. this setting is updated immediately per company. You use the status mainly to distinguish between Locked and Not Accessible batches in reports. SAP Business One neither prevents you from working with the batch. for all users. End of the note. Serial Number Lot Number When modified. Serial No.htm 7/16/2008 . These settings are updated immediately. When modified. However.ABBASOFT\Local Settings\Temp\~hhB0D4. nor displays a warning. this setting is updated immediately per company.SAP Documentation Page 178 of 1289 Use this tab to enter MRP-related information. Auto Create Customer Equipment Card Enables you to automatically create customer equipment cards when you assign serial numbers. When modified. file://C:\Documents and Settings\Stephen. for all users. Locked – you can release the batch in stock documents only. this setting is updated immediately per company. for all users. for all users. You can define whether sales orders consume the sales forecast. for example. you can release a batch in inventory transfer documents. Note Note If the batch is Not Accessible or Locked. or are added to the sales forecast. for all users. Therefore. Not Accessible – you cannot release a batch in sales documents or in A/P credit memos because the status defines batches in the middle of a production process or a quality check. Items Tab Management Method Choose the required method for assigning serial and batch-managed numbers to items: On Every Transaction – you are required to assign serial or batch numbers on every inventory transaction. When modified. inventory transfers or goods issue documents. Unique Serial Numbers by Choose the value to set as unique: None Mfr. Basic Setting for Batch Status Choose an option to define the default status for item batches: Released – you can perform transactions on a batch. It is optional for other transactions. On Release Only – you are required to assign serial or batch numbers only on release.SAP Business One 2007 A . per company.

this setting is updated immediately per company. The check box defines the default value for the sales order lines. for all users. Withholding Tax Select to have all new items liable to withholding tax by default. this setting is updated immediately per company. Auto Add All Warehouses to New Items Select if you want to add all warehouses each time you create a new item. file://C:\Documents and Settings\Stephen. When modified. When modified. for all users.htm 7/16/2008 . all new items have the Withholding Tax Liable checkbox in the item master data selected.ABBASOFT\Local Settings\Temp\~hhB0D4. this setting is updated immediately per company for all users. Days Backward Enter the number of days to search back for a forecast to consume. or to automatically add a new warehouse to existing items. this setting is updated immediately per company. this setting is updated immediately per company. The MRP run checks consumption in the order lines only.SAP Documentation Page 179 of 1289 Default Warehouse Choose a default warehouse for new item records.SAP Business One 2007 A . When modified. When this field is selected. this setting is updated immediately per company. Days Forward Enter the number of days to search forward for a forecast to consume. this setting is updated immediately per company. Consumption Method Choose how forecast consumption is performed: Backward-Forward Forward-Backward When modified. for all users. for all users. When modified. Set G/L Accounts by Choose one of the following to define whether you relate G/L accounts to items by: Warehouse Item Group Item Level When modified. for all users. Planning Tab Consume Forecast Subtracts the sales order from the Forecast quantity. When modified. for all users. Withholding Tax Select to have all new items liable to withholding tax by default.

Locked – neither transactions nor documents can be posted. except for the documents under the Sales – A/R module.SAP Documentation Page 180 of 1289 When this field is selected. Posting Date From. Period Closing – users who have period closing authorization can post all types of transactions and documents. More Information General Settings Object Posting Periods Window Definition The following table describes the fields that appear in the Posting Periodswindow. When you log on to SAP Business One. Period Code The period code as defined in the Posting Period window... Each posting period with a Posting Date To that is earlier than the current system date gets the status Closing Period. Unlocked Except Sales – all types of transactions and documents. file://C:\Documents and Settings\Stephen. the system date is compared with the Posting Date To defined for the existing posting periods. Posting date range defined for each period. Period Status The status of the period as assigned in the Posting Period window. An authorized user can change the status of the existing posting periods. all new items have the Withholding Tax Liable checkbox in the item master data selected.. To display further details of this posting period. To.ABBASOFT\Local Settings\Temp\~hhB0D4.. click link button (link button). Due date range defined for each period. Date When Automatic Change Is Applied Appears only when the option Automatic Change of Period Status to 'Closing Period' is selected. To. To display this window choose Administration Posting Periods System Initializations Posting Periods .htm 7/16/2008 .. Due Date From... Each status indicates what transactions and documents can be posted within the date range of each posting period: Unlocked – all types of transactions and documents. Period Name The period name as defined in the Posting Period window.. Automatic Change of Period Status to 'Closing Period' Automatically assigns the status Closing Period to periods that have already ended.SAP Business One 2007 A .

htm 7/16/2008 . Period Name Specify a name for the posting period.Choose this option to manage 12 posting periods during a fiscal year. Period Code Specify a code for the posting period. the No. This setting determines the number of additional posting periods to be created automatically by SAP Business One: Year – Choose this option to manage a single period during a fiscal year.0X+1.12. enter 52 in the No. of Periods field becomes active.ABBASOFT\Local Settings\Temp\~hhB0D4. Example Example The value specified in this field is: 10. Enter the number of required posting periods. To open the window. of Periods field and SAP Business One creates 12 new posting periods respectively. In this case. of Periods field. By default. When you select an entry that consists of more than one posting period. For example. When you choose Months. New Period Opens the Posting Period window in which you can define new posting period. the number 12 is entered automatically in the No. the value in this field is 1. End of the example.0X. the number 4 is entered automatically in the No. and the current system date is 2. Months . Sub Periods Select one of the following options. SAP Business One will then create 52 periods. of Periods field and SAP Business One creates 4 new posting periods respectively. it's status will not be changed until the 10.1. SAP Business One will then create respective periods. SAP Business One will not create additional posting periods automatically when choosing this option.01.SAP Documentation Page 181 of 1289 Specify the date in which the automatic change of status for already ended posing periods to “ Closing Period” should apply. if you need to manage one posting period per week. The name of the period that includes the current date is displayed at the top of the main menu window. the value entered in the field Period Code file://C:\Documents and Settings\Stephen. Object Posting Period Window The following table describes the fields that appear in the Posting Period window. one for each week. The code can be up to 20 characters. Days – When you choose this option. The name can be up to 20 characters.0X+1. The posting period related to last year has ended on 31.SAP Business One 2007 A . although the posting period of year 0X already ended. Quarters – Choose this option to manage 4 posting periods during a fiscal year. When you choose Quarters. choose Period Posting Period Administration System Initialization Posting Periods New .

. except for documents of the Sales – A/R module. with respect to their authorizations. To. after the period ended. Unlocked Except Sales – all users with respect to their authorizations. Period Closing – only users with full Period Closing authorization can post to this period all types of documents and transactions. the start posting date of one period can not be earlier than the end posting date of the another period. but there are still Purchasing – A/P documents.03. Assign this status once the period ends. Locked – no documents neither transactions can be posted to the period.ABBASOFT\Local Settings\Temp\~hhB0D4. Assign this status to the period after all the adjustments are posted and Year-End Closing process is complete for this period.. Due Date From.. Assign this status to the period. Document Date From. can post all types of transactions and documents to this period.04. Example Example The latest period defined ends on 31. such as late A/P Invoices. all the late transactions are posted. By default... can post to this period all types of transactions and documents. the From date is the day after the end date of the latest posting period exists. For example. and the To date is one year later.. The period indicator can be connected to more than one period in the same company. Period Status Assign to the posting period the required status: Unlocked – all users.htm 7/16/2008 . Posting Date From. Each document series must be connected to an indicator. of Periods Displays the number of posting periods according to the option selected in the Sub-Periods field.08. This status is assigned by default to new posting periods. and other transactions that should be posted to this period.03. To.. Period Indicator The Period Indicator refers to each document series (row) that can be connected to one or more Accounting Periods.SAP Documentation Page 182 of 1289 will then be used as the base code for creating the codes of the additional posting periods. By default the posting date range of a new period is 01. No. In other words. To. Choose the period indicator to connect to the accounting period.SAP Business One 2007 A .07. the codes of the four new posting periods would be 2006-1.. if 2006 is entered as the Period Code and the value quarters is selected in the field Sub-Periods. The due date range can be longer than the posting date range. and only the Year-End Closing process is still to be performed. This field will be active only when Days is chosen in the Sub-Periods field. Specify the document date range of the new period.. The document date range can be longer than the posting dates file://C:\Documents and Settings\Stephen. Specify the due date range of the new period.. 2006-2 and so on.. Note Note Posting date ranges of different posting periods must not overlap. End of the note. End of the example.. Specify the posting date range for the new period. to enable document numbering starting with 1 for each fiscal year.07 – 31.

Procedure 1. Fiscal Year Specify the fiscal year to which the period relates. these will be created automatically and will be divided according to the appropriate range of dates Procedure Creating Posting Periods The following procedure explains how to create a new posting period. If you have chosen to create a period containing a number of sub-periods. Recommendation Administration System Initialization General Settings Posting Periods Recommendation For more information. Add Choose to add the new posting period.SAP Documentation Page 183 of 1289 range. Choose Add. This action should take place after you perform the year-end closing process. 2. Financials General Ledger Define Posting Periods Define New Posting Periods Procedure Locking Posting Periods: France The following procedure explains how to lock posting periods absolutely. If the new period contains sub-periods. Choose tab. Result The new posting period appears on the Posting Periods tab in the General Settings window.htm 7/16/2008 . each sub-period is displayed in this window in a separate row. file://C:\Documents and Settings\Stephen. 4. Choose New Period. go to the Education tab of the SAP Business One Customer Portal and take the following training: . Start of Fiscal Year Specify the starting date of the fiscal year to which the period relates. preventing the submission of any updates in the locked posting period. Enter the relevant values in the fields.ABBASOFT\Local Settings\Temp\~hhB0D4. The Posting Period window appears 3.SAP Business One 2007 A .

choose the General Settings 2. Transaction Transaction Journal Report ( Journal Report Trial Balance ( General Ledger ( Procedure ). under Initialization General Settings Posting Periods be allowed to lock or unlock posting periods. The Year-End Closing process has been completed. it is impossible to submit any changes into the locked period. End of the note. From now on. Result The system automatically changes the value in the Activefield from Yesto No. 1. 3. ). The Posting Periodwindow appears. Note Administration System ) has been blocked for users who should not Note Only a user who has the Lock Periods authorization enabled can perform this procedure.htm 7/16/2008 . The system registers the locking action itself in a log file along with the details of the user who performed the file://C:\Documents and Settings\Stephen. Reports Reports Financials Financials Financials Financial Accounting Trial Balance General Ledger ). 4. choose Reports Financials Accounting Reports Document Journal Accounting ). The following reports have been generated: Document Journal in Month Total Mode (from the SAP Business One Main Menu.SAP Documentation Page 184 of 1289 Prerequisites The Lock Periods authorization (in the Authorizations window.ABBASOFT\Local Settings\Temp\~hhB0D4. Click the link button Administration System Initialization Posting Periods tab.SAP Business One 2007 A . (link button) icon of the period you want to lock. Change the value in the Locked field from Yes to No. Choose Update. From the SAP Business One Main Menu.

. Recommendation Recommendation For more information. End of the note. date ranges.ABBASOFT\Local Settings\Temp\~hhB0D4. You can also define an unlimited number of superusers. file://C:\Documents and Settings\Stephen. 4.htm 7/16/2008 . Each user can have only one manager who assigns permissions. Choose Update.SAP Business One 2007 A . according to data ownership definitions. The Posting Period window appears 3. More Information Posting Periods Procedure Modifying Posting Periods The following procedure shows how to edit the posting period’s name. create. You can define users as either regular users or superusers. active and locked fields in existing posting periods. go to the Education tab of the SAP Business One Customer Portal and take the following training: . Note All changes made after the posting period has been locked are registered in the log file. You may change now the period’s name. Financials General Ledger Define Posting Periods Change Posting Period Status Function Authorizations Authorizations allow users to view. a new user has no authorizations.). (Link) next to the posting period you want to edit. and update documents that you assign to them. By default.. choose Settings 2. In the SAP Business One main menu. Click Posting Periods Link Administration System Initialization General tab.SAP Documentation Page 185 of 1289 action and the date ( Note Tools Change Log . Procedure 1. date ranges and the fields Active and Locked.

You can override authorizations in specific circumstances. for example. You can define approval procedures for the purchasing and sales transactions in the system that override the standard permissions. Prerequisites You have defined the users in the system and specified which ones are superusers.SAP Business One 2007 A . change prices. For example. per module. This enables the unauthorized user to save the document for that specific occurrence only. More Information Authorizations Window Defining Authorizations Modifying Authorizations Tracking Changes in Authorizations file://C:\Documents and Settings\Stephen. the system does not display account balances in the Business Partner Master Data window. You can restrict user access to documents.ABBASOFT\Local Settings\Temp\~hhB0D4. Features You can give users authorization to only display information. or access confidential accounts. if a user is authorized to add an invoice. to quotations in other series. For example. you can activate an additional release procedure whenever the credit limit is exceeded by a specific amount. but lacks permission to see Account Balances of Business Partners. with proper authorization Superusers can: Define permissions for other users Have full and unrestricted authorization for everyone except themselves Automatically have full authorization for all functions in the system You define authorizations in the Authorizations window. Authorizations are also affected by the settings in the General section of the window. Regular users: Cannot assign authorization to other users Can perform certain actions.SAP Documentation Page 186 of 1289 although that is not advisable. even if it exceeds the customer’s credit limit. if a user has no permissions to create a certain sales document. Users who do not have permission to alter authorizations do not have the Authorizations folder in their view of the Administration module. you can limit access to sales quotations within a certain number series only. as defined in the General section.htm 7/16/2008 . the system prompts the user to request an authorized user to enter his or her user name and password. For example. award discounts. or exclude users from a function altogether. if a user has permission to display the Business Partner Master Data. or you can deny access completely. but attempts to do so. For example.

the encoded characters are displayed instead of the actual digits and characters. per module. To display or hide certain modules or submodules. as either regular or superusers. To provide different permissions for each module or sub module. but cannot make any changes. use the Form Settings –Main Menu window. Read Only: the user can only view.SAP Documentation Page 187 of 1289 Copying Authorizations for Another User Authorizations for Document Type Series Data Ownership Authorizations Data Ownership Exceptions Procedure Defining Authorizations Authorizations are defined per user. click on the authorization and file://C:\Documents and Settings\Stephen. The user can then display all the data in the system. 5. choose the Full Authorization button at the bottom of the window.SAP Business One 2007 A . Encryption can also be used to hide confidential data in the system. To completely limit access. or can have different permissions per module and sub module.ABBASOFT\Local Settings\Temp\~hhB0D4. 2. To grant full authorization to a user for all functions in all modules. and select or deselect the Visibleboxes as appropriate for each module. but not change data. Each user can have the same permissions throughout the system. Procedure 1. Prerequisites Users must be predefined in the system. Note that permissions for super users cannot be modified. choose the No Authorization button at the bottom of the window. No Authorization: the user has no access to that function. The following options are available for defining the various authorizations for a user: Full Authorization: the user is able to display and modify data for that function. 4. Choose Administration System Initialization Authorizations General Authorizations .htm 7/16/2008 . For certain users. Each user's authorizations are displayed in the Authorizations Window. VariousAuthorizations is displayed for modules with mixed authorizations. The Authorizations window displays with the list of users. The user will not be able to view or change any of the data. choose the Read Only button at the bottom of the window. 3. in the table. To grant read authorization to a user for all functions in all modules. The main menu is not automatically updated according to the authorizations. such as full authorization for some submodules and read-only for other submodules.

once authorizations have been defined for one user. select the Max. More Information Modifying Authorizations Authorizations Window Procedure Copying Authorizations for Another User To use SAP Business One more efficiently. 7. they can display other entries. 3. 8. 2. This does not apply to users who have been defined as super users. up to 100%.SAP Documentation Page 188 of 1289 select the required permission from the dropdown list. changes to document fields can be restricted. In this way. Documentation can take the form of a simple printout of the table contents. even though they are not authorized to display lists. To set a global maximum discount. In the General Ledger. or screenshots. they must also be documented. To set a maximum cash amount a user can enter in an incoming payment. Choose Update to save the changes in the Authorizations window. Any changes in customization (system configuration) and user settings must be documented manually. In the Encryption Table window that displays. Certain precautions must be taken to ensure that access to the data is monitored. To hide certain data using encryption. For example. 6. Since changes to system parameters are part of the internal monitoring system. enter the required discount in the Max. By assigning the correct authorization.SAP Business One 2007 A . choose the name of the user whose authorizations are to be copied. then choose the Encryption Table button. Cash Totalbox and enter the required amount.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. file://C:\Documents and Settings\Stephen. Discount field. Hold the mouse button until a rectangle appears around the user name. Note that changes to the history for user and authorization settings are not recorded. 9. Drag the rectangle to the name of the user to whom to grant the authorizations. Procedure 1. by copying an authorization profile. this authorization profile can be copied to another user. Release the mouse button. for example in the document journal. During the implementation phase. In the Administration System Initialization Authorizations window. Choose OK to save the changes. select the Use Encryption box. SAP Business One is equipped with a comprehensive authorization facility that can be tailored to every user. the same permissions can be granted to all the employees who work in the same department. the system administrator should devise an authorization policy to prevent unauthorized access to the database. enter the character that should appear in place of that character. users who do not have authorization for the document journal but are authorized for journal entries can use the data record pushbuttons to scroll through the database and view documents.

4. The Authorizations window displays. Procedure To define or restrict different authorizations for individual functions in an application: 1. For example. Once a user has been selected. A system message prompts for confirmation of the copy operation. single-click the authorization in the list to the right. A drop-down list appears with the possible authorizations for the function or application. 5. To show or hide all the functions of an application at once. For example. Only a superuser can modify permissions for other users. choose Expand or Collapse. the authorization is automatically copied to all the child functions. 5. More Information Authorizations Window Defining Authorizations Procedure Authorizations for Specific Windows and Documents Authorizations can be overridden in specific circumstances. he can file://C:\Documents and Settings\Stephen. as their permissions cannot be altered. if a manager is out of the office. 3. if No Authorization is granted for the Sales module.SAP Business One 2007 A .SAP Documentation Page 189 of 1289 4. Choose the user name in the left column. 2.htm 7/16/2008 . However. respectively. Choose OK to confirm the operation. Choose Administration System Initializations Authorizations General Authorizations . the user does not have any authorizations for any function throughout the entire module. Super users appear in gray in the list. Choose an entry from the list to select it. More Information Authorizations Authorizations Window Procedure Modifying Authorizations When an authorization for a module or a parent function is granted. the superuser cannot modify the authorizations for him or herself. display and change the corresponding authorizations as required. The authorizations are copied completely to the second user. To change a user’s authorization for a function or an entire module. Choose the orange triangle to the left of an application or function in the list to expand to the next level of authorizations.ABBASOFT\Local Settings\Temp\~hhB0D4.

SAP Business One 2007 A . this function permits those without authorizations to view reports and other windows to which they may not otherwise have access. 3. Procedure Open the required document. see the Change Log Window. The Change Log window displays.htm 7/16/2008 . the Authorization window as it was on a specific date. The transaction is then completed as required. The user who lacks permissions is challenged each time for the overriding permissions. Enter the user name (code) and password of the manager or user with the required permissions. More Information Authorizations Procedure Tracking Changes in Authorizations All the changes in Authorizations that were made in any category and by any user can be tracked. Prerequisites To view changes in authorizations. who made them and when they were made. These include a detailed list of the changes.SAP Documentation Page 190 of 1289 permit one of his staff to add a document on a one time basis. choose the Main Menu –Settings icon from the toolbar and make all of the required options Visible. full authorizations to the Show History option under General authorizations are required. Procedure 1. The instance provides a view of the Authorization window as it was after the update. Choose the user for whom the changes are to be tracked. 2. From the Goto menu. A system message displays stating that the user does not have permission to permform this action. Prerequisite To display windows that the user may not have permission to display. Administration System Initialization Authorizations file://C:\Documents and Settings\Stephen. double-click on a row to display the required instance of the Authorization window. choose Change Log. Open the Authorizations window from General Authorizations. In the Show History window. or after a specific update can be displayed. In addition. the system creates a new instance of the Authorizations window and saves it in the Change Log window along with the date and the user who made the update. In addition. 4. For more information. Choose Authorization by Another User. Each time a user updates the Authorizations window. Super-users in the system get full authorizations automatically.ABBASOFT\Local Settings\Temp\~hhB0D4.

More Information Defining Authorizations Authorizations Window Object Authorizations Window Use the Authorizations window to assign permissions to each user. To access the Authorizations window. Read Only Choose to grant read-only authorization to a user for all functions in all applications. Country-Specific Fields: Panama Note Note This option is available in other localizations as well. Choose Show Differences to view a detailed list of the changes made in the selected instance. Authorizations Window Fields Max. If you enter 0. Regular users can have full or partial permissions. Cash tab). This can be overridden for specific documents with a supervisor's permission. choose . No Authorization Choose to grant no authorizations for any functions in any application. Prerequisites Administration System Initialization Authorizations You have defined your users as either regular or superusers. see the Differences Window.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A .SAP Documentation Page 191 of 1289 5. because automatic rounding represents a discount. only if you have upgraded to SAP Business One 2007 A from previous releases. the user is not able to enter any amounts for which automatic rounding has been defined. Full Authorization Choose to grant full authorization to a user for all functions in all applications. Cash Total Select and enter the maximum cash amount the regular user is authorized to enter in an incoming payment (Payment Means window. The user will be unable to display or change any data. This option is not active for superusers. Discount Specify the maximum discount that the user is authorized to enter in customer master records or sales documents. For more information. The user can then display all data but cannot make any changes. for each module and sub-module. Max. file://C:\Documents and Settings\Stephen.htm 7/16/2008 . Superusers have full permissions that cannot be altered.

the system displays the Encoding Table button. G/L account balances Price lists When you select this option. Use Encryption Define encoding for a user for the following confidential data in the system. -. only if you have upgraded to SAP Business One 2007 A from previous releases. For example: 0 replaced with A. End of the note. A different display character can be defined for each character in the table.SAP Documentation Page 192 of 1289 End of the note. +. Repeat Enter the character that should appear to prevent situation where the same character repeats it self.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . Choose to display the Encodingwindow for defining the encoding. . Enter a character to replace each sign.SAP Business One 2007 A . 1 replaced with B. To access this window. It will be displayed as ABB. Note Note The encryption does not apply on financial reports. The original balance of an account is 100. End of the note. choose: General Authorizations Note Administration System Initialization Authorizations . More Information Authorizations Object Encryption Table: Panama Use this table to define which letter replaces which digit when encrypting the balances in the Business Partner Master Data and in the Chart of Accounts windows. Encryption Table 0-9 Enter the character to replace each digit. Select the Use Encryption option Choose the Encryption Table button Note This window is available in other localizations as well. If you enter (for example) the character P in the Repeat field – the balance will be file://C:\Documents and Settings\Stephen.

More Information General Authorizations Object Additional Authorization Creator Use this window to create and add a new permissions object for user-created forms. Parent ID Selects a parent item when you add a subordinate object. Permissions set to an item do not apply to the parent form.SAP Documentation Page 193 of 1289 displayed as ABP. Forms ID/Edit Opens the User Authorizations – Forms ID window. Add Same-Level Choose to define new additional authorization with the same level of the selected one. Only employees who are linked to users in the Employee Master Data window can view this window and all other windows in the Authorizations file://C:\Documents and Settings\Stephen. Name Specify unique ID and name for the additional authorization. Function Data Ownership Authorizations Window This window displays each employee with each of his/her permissions per document. Add Sub-Level Choose to define new additional authorization with level lower than the level of the selected one.ABBASOFT\Local Settings\Temp\~hhB0D4. Assigns the authorization object to a user-form of your choice by entering the form ID. Subordinate authorizations can be created for additional authorizations of levels one to four. Option Sets permission options for the new authorization: Full/Read/None Full/None Item Indicates if the authorization is of Item type or Form type Permissions set to form apply to all its subordinates. Display Order Selects the location of a subordinate or sibling object within the permission hierarchy.htm 7/16/2008 . Level Sets hierarchy level for the object. Additional Authorization Creator Authorization ID.SAP Business One 2007 A .

Employees that are linked to super users have full permissions. To display this window.ABBASOFT\Local Settings\Temp\~hhB0D4. or even by individual form or report. The above relationships include: Peer: the user and the owner share the same manager on their corresponding employee records Manager: the owner is the user’s manager per the manager field on the user’s employee record Subordinate: the user is the owner’s manager per the manager field on the owner’s employee record Branch: the user and the owner are members of the same branch. Since super users authorizations cannot be altered. All other users by default have no permissions. so that the user has the same permissions throughout the system. All other users by default have no permissions.SAP Documentation Page 194 of 1289 folder. If the user has Read Only for the branch but Full Access for the department. The department is read from the corresponding employee records.SAP Business One 2007 A . Authorizations can also be individualized. Department: the user and the owner are members of the same department. The owner can only be an employee that is associated to a user. the more lenient authorization is granted. Data ownership is driven by the owner field in sales opportunities and Sales A/R and Purchasing A/P documents. A user can access the sales opportunity or A/R A/P document as long as he or she has a defined relationship with the owner and has been granted either Read Only or Full for the data ownership permission for that relationship. Since super users authorizations cannot be altered. the user is granted Full Access to the sales opportunity or sales or purchasing documents in question. For example.htm 7/16/2008 . Authorizations can be granted per user. the user and the owner are in the same branch and department. choose Ownership Authorization More Information Authorizations Data Ownership Exceptions Procedure Administration . this user's permissions are viewed as grayed out. or by object. Employees that are linked to super users have full permissions. Data ownership can be turned on or off either system wide. In the event that more than one relationship exists between the user and the owner. Team: the user and the owner are members of the same team. System Initialization Authorization Data Data Ownership Exceptions file://C:\Documents and Settings\Stephen. so that each user has different permissions for different documents. the user can be granted Full. Read Only or No Authorization. this user's permissions are viewed as grayed out. Team membership is defined on the corresponding employee records For each of these relationships. The branch is read from the corresponding employee records.

either fully or partially. data ownership can be applied according to one of the following options:: By Header and Lines: The document or sales opportunity is visible to the owner of the document and to the the owner of any of the lines or stages and to all those users that have a defined relationship to either of the owners and have the requisite permission for the specific relationship.SAP Documentation Page 195 of 1289 In this window. Data Ownership Exceptions allow the company to activate or deactivate data ownership at a more granular level than company wide. This owner is defined as the owner of the header. The owner of any of the lines or stages will have no affect on providing access to the document or sales opportunity No Filtering: Data ownership is not active for this object. define which documents are can be viewed. Once an owner is assigned. Once this is activated. The owner of any of the lines or stages will have no affect on providing access to the document or sales opportunity If none of the above options are selected. for all sales or purchasing documents and sales opportunities. access will be granted only if the user has a relationship to the owner and has the permission for that relationship either as Read Only or Full.htm 7/16/2008 . then any user can access it as if no data ownership is in place. By Header Owner Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to the owner of the header and have the requisite permission for the specific relationship. The checkbox labeled Owner Filtering Active is a global flag to activate or deactivate data ownership authorizations for the entire company. Owners can be defined for sales or purchasing documents and sales opportunities in the header. This represents the case where the user is the owner of the entire document or sales opportunity. choose one of the filtering options: No filtering: Data ownership is not active for this specific form irrespective of the owner fields at the header or line or stage. irrespective of the owner fields at the header or line or stage. More Information Authorizations Data Ownership Authorizations file://C:\Documents and Settings\Stephen. Any user can assign an owner to a document or sales opportunity that does not have an owner.SAP Business One 2007 A .. or whether only the name of the document appears in a report but the document itself cannot be viewed. Header Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to the owner of the header and have the requisite permission for the specific relationship. In the case that a document or sales opportunity has no owner.ABBASOFT\Local Settings\Temp\~hhB0D4. This owner is defined as the owner of the line. In addition. owners can also be defined for each line item on sales or purchasing documents and on each stage on sales opportunities. Procedure Object Tab For each selected sales or sales opportunity documents. only the owner’s manager or a superuser can change the owner. Excluded Forms Tab For each selected document. then data ownership is in effect by Header and Line Owners unless Data Ownership has been deactivated for that document on the Objects Tab.

. This information includes the date of the change.SAP Documentation Page 196 of 1289 Object Differences Window Use this window to review detailed information on the selected document instance. Show Date Displays the date of the change Changed Field Displays the field that was changed Old Value Displays the value of the field before the change New Value Displays the value of the field after the change User Name Displays the name of the user who made this change More Information Change Log Window Object Document Numbering . To access this window from the SAP Business One menu bar. field values before and after the change. Structure Differences Window Fields Tools Change Log. You can change this number only if no document is created and the new number does not overlaps numbers of other series created for the same document.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. Displays the first number of the default series. To learn how to set default numbering series click here. Document Numbering Fields Document Displays the list of documents in SAP Business One types for which you need to define numbering series. You can change here the name of the default series but not the series itself.. the changed field. Default Series Displays the default numbering series defined for each document. file://C:\Documents and Settings\Stephen. and the user who made the change. To access this window choose Administration System Initialization Document Numbering .Setup The following table describes the fields appear in the Document Numbering – Setup window. choose Differences. First No.htm 7/16/2008 .

ABBASOFT\Local Settings\Temp\~hhB0D4. Note Note Legal regulations require successive numbering of sales documents. Choose Set as Default. 3. you can set one of them as a default. End of the note.SAP Business One 2007 A . Displays the last number in the default numbering series. More Information Document Numbering: Belgium Define Documents Define Series Procedure Setting Default Series When you have defined all the required series. In the SAP Business One main menu. Last No. Select the row of a series by double-clicking on the row number. choose Document Numbering . Name Change Opens the Change Internal Document Name window in which you can change the name of internal documents such as Purchasing Order and Goods Receipt PO. you can change the next number only for purchasing documents. The new names are then displayed in the respective field of the Document column and as the respective entry in Purchasing – A/P module in the Main Menu. for example. and as long as the new last number is higher than the next number of the default series. You can change this number for all document types as long as no document was created with this series. The list of users defined in SAP Business One appears. Procedure 1. file://C:\Documents and Settings\Stephen. such as the employees of a department. Choose Set as Default for Certain Users.SAP Documentation Page 197 of 1289 Next No. Displays the number in the default numbering series that will be assigned to the next document that will be created. Original Names Choose to revert customized names to the original name. and therefore it is forbidden to change the next number of sales documents numbering series.htm 7/16/2008 . 4. In case of existing documents in the default numbering series. Administration System Initialization 2. if you want to set the selected series as the default for certain users. You can change this number as long as there is no overlapping with other numbering series of the same document.

SAP Business One analyzes the document type to determine which numbering to use. You can modify the series or add a new one by double-clicking the document type row. The initial window for the DefineDocuments appears again. 8. More Information Document Numbering Object Define Documents This window displays the list of predefined document types and default series. Choose Update and OK. When a new document is created. The Define Documentswindow only displays the default series for each document type. Choose Update and OKagain to save your entries. Note Note This window appears automatically in the Belgium localization. Note Note The system automatically generates the Primaryseries with default settings for each document type. The user must be authorized to use the selected series. 7. Choose the users for whom you want to set this series as default.ABBASOFT\Local Settings\Temp\~hhB0D4. or the lock can be changed even after documents have been created. You can modify this primary series to meet your needs before you enter the first documents in the system. You still have to verify that the changes do not result in overlaps with other series. you can no longer change the first number of that series. Select an entry from the Groupfield to change the default series when you create a document. to make sure that document numbering can start immediately. As soon as the first document has been entered. Confirm your entries with OK. the assignment of default series for a group of users.SAP Documentation Page 198 of 1289 5. file://C:\Documents and Settings\Stephen. End of the note. Make sure that doubleclicking on a row number opens the window with the list of series for a document type before you maintain the data.SAP Business One 2007 A . Information such as remarks. The window appears only if you select Select if One Series Can Contain More Than One Document Type in the Company Details window Basic Initialization tab when you create a new company. You can only change the definition of the first number in a series until the first document is entered for that series and document type.htm 7/16/2008 . 6. 9. but you can still change the last number.

SAP Documentation Page 199 of 1289 End of the note. choose Define Documents Series Fields Administration System Initialization Document Numbering and double-click a document type row. To open the window.ABBASOFT\Local Settings\Temp\~hhB0D4. Document Displays the document type.SAP Business One 2007 A . To access the window. New Choose to add a new series for the document type.Document . Checkbox Select to add the series for the selected document type. choose Define Documents Define Document Fields Administration System Initialization Document Numbering . Name Displays the name of the series. Set as Default Choose to define a series as a default one. Series Displays the default series for the document type.Setup file://C:\Documents and Settings\Stephen.htm 7/16/2008 . More Information Document Numbering Series Define Series Object Series Use this window to define default series and to select additional series for the chosen document type. More Information Define Documents Document Numbering Object Series .

and define the strings. Next. Folio Prefix Displays the Folio prefix defined for the document series at the time the Folio Number Assignment was made. Group Choose a group by clicking to limit the series to a certain user group. Note Note These fields are available only if you have upgraded to SAP Business One 2007 A from previous releases. and last numbers.htm 7/16/2008 . Display Series Linked to the Current Period Indicator Select to display series only for a certain period.SAP Documentation Page 200 of 1289 In this window you can create a new series. Alternatively. End of the note. choose Define Series Series Setup Fields Administration System Initialization Document Numbering . so that SAP Business One can Assign the number to the first document that you add to the system Automatically add a sequential number Add the last number to the document of a certain type String (Prefix. Next Folio Number file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4. To open the window. add the series numbering range. Lock Select to disable the selection of the series. This field is not editable. if required. Name Displays the name of the document type series. next. Number (First. Period Ind. Last) Enter the first. Suffix) Enter the prefix and the suffix to have an additional identification of the series.SAP Business One 2007 A . Choose a period indicator by clicking to limit the series to a certain period. or make it unavailable. Country-Specific Fields: Chile & Mexico The following fields appear only when the document for which you opened the window has a folio number. you can link a series to a period or user group. In addition. you can display the window by choosing New in the Series window. Remarks Enter any free text regarding the series.

up to eight characters. Enter the first number of the number range. To unlock the series.SAP Business One 2007 A . The Ser ieswindow for the relevant document type appears. This string is attached before or after the document number.SAP Documentation Page 201 of 1289 Displays the next Folio number to be assigned to a document of his type. 8. Add a new row. respectively. 6. The primary series for numbering that has already been defined for that document type is displayed in the first row. and also must be avoided for legal reasons. 2. There can be no overlaps between the different number ranges. Enter either letters or digits for these strings. Enter the last number for the series in the Last No.column to restrict the current series. For example. Enter an alphanumeric string in the Prefix and Suffix fields. 11. column. Choose Administration System Initialization Document Numbering . This name appears in the Number Range field of the corresponding document. No further documents can be created with the numbers in that number range. and it is not possible to save these entries. The values in these columns are relevant for printing only. two invoices cannot contain the same number.column automatically as soon as documents of this type are entered. Enter a name for the new series. To start a new series. 4. select the Lock column for that row. if an attempt is made to define overlapping number ranges. More Information Document Numbering Define Documents Procedure Defining Additional Series for a Document Type In SAP Business One. To include the remarks during printing. add the field in the document template. 5. deselect the file://C:\Documents and Settings\Stephen. Assign the series to a group. 3. Procedure Adding Additional Number Ranges for a Document Type 1. 10. otherwise two different documents with the same number might be created. SAP Business One updates and fills in the Next No. Enter a comment for a series in the Remarks column. The system displays an error message. To lock a series. This optional step is only required if more than one number range is defined for a document type. Ensure that a different number range is set as the default. Use the group of a series to restrict the access authorization. Enter a number in the Last No . This field is not editable. 7. documents are numbered in series or number ranges.ABBASOFT\Local Settings\Temp\~hhB0D4. When additional series are required for a document type. if an additional series for the document is to be defined. define additional number ranges to start a new series. 9. double-click on the row number of the document type.htm 7/16/2008 . This would lead to processing problems in the database.

This can be useful incase there are few sales employees who create sales quotations. Place the cursor in the required series row. a specific numbering series can be assigned to more than one document type. file://C:\Documents and Settings\Stephen.according to this method. Choose Data Delete Row . and always starts with 1.SAP Documentation Page 202 of 1289 Lock checkbox.ABBASOFT\Local Settings\Temp\~hhB0D4. One numbering series used for more than one document type . End of the note. Deleting Additional Number Ranges for a Document Type: Ensure that the series you want to delete has not been assigned for documents yet. As a result. SAP Business One assigns to each document a number. either manually or automatically.SAP Business One 2007 A . Choose Update and OKto save the changes. SAP Business One provides you with two different numbering methods: A numbering series per document type . The Document Numbering function enables to define numbering series for each document type. the default series defined for the different documents and different users are considered. Each company has its own numbering method and rules. 1. End of the example.htm 7/16/2008 . The predefined numbering series named "Primary".according to this method. if the user does not define other numbering series. The numbering method is defined in Administration Initialization tab Note System Initialization Company Details Basic Note SAP Business One provides a predefined numbering series for each document type that is used by default. and determine the default numbering series for each document. when initiating document creation. unless the user changes it in the document it self. Example Example Defining few series numbering for Sales Quotation. 3. 2. More Information Document Numbering Object Document Numbering In the daily course of business. and you assign different numbering series to be used by each sales employee. This number is used as reference and can be used as selection criteria in various reports. and for each user (if required). there is at least one numbering series for specific document type.

Access to a specific series is granted to one of ten groups especially defined for access to document series. otherwise. From the SAP Business One Main Menu. However.SAP Documentation Page 203 of 1289 More Information Document Numbering Background Authorizations for Document Type Series When you define document-numbering series in SAP Business One. assuming that they are authorized to maintain numbering series. you must meet the following conditions: Only superusers can create and maintain document series. Procedure 1. choose Name Change. you can assign your own names to purchasing documents. A user must have the permission corresponding to one of the ten groups to be able to access the series that is assigned to the specific group. Users who are not defined as superusers can only change the definition of their own default number range. the user cannot open the initial window for this type of document. More Information Document Numbering Procedure Changing Names of Purchasing Documents If the names defined in the system do not correspond with your company’s terminology.ABBASOFT\Local Settings\Temp\~hhB0D4. The default series for each user must be defined. At the lower right of the Documents Numbering window. choose Document Numbering . An unlimited number of series can be defined for each document type. you cannot change the names of sales documents. Enter your own specific names for: Purchase orders Goods receipt POs Goods returns AP invoices file://C:\Documents and Settings\Stephen. Administration System Initialization 2.SAP Business One 2007 A .htm 7/16/2008 . 3.

Having one sales journal for one type of sales invoice and another sales journal for other types of sales invoices is also permitted. The system will now display the original names for the documents instead of the changed names. All of these documents can be part of the same numbering range series. This is also applicable for purchases journals. If you want to switch back to the original names. This means that the company could have one sales journal for sales invoices. another sales journal for sales credit memos. To save your entries. To save your entries.ABBASOFT\Local Settings\Temp\~hhB0D4. 7. Choose Update and OK.htm 7/16/2008 . 5. Within each journal.SAP Documentation Page 204 of 1289 Purchasing credit memos 4. You can make these changes even if documents have already been entered in the system. document numbering must be chronological and sequential. file://C:\Documents and Settings\Stephen. document numbering cannot be changed manually. choose Original Names in the Document Numberingwindow. Once this type of document numbering is selected. Note Note If you have changed the names and want to change them again. which are: One or more sales journals One or more purchases journals A bank journal. More Information Document Numbering Background Document Numbering: Belgium In Belgium.SAP Business One 2007 A . The new respective name now appears in the header of the processing window for documents of this type. a document numbering series can contain more than one document type. choose Update. choose Name Change. The original changes are not displayed in this window. This permits the creation of the legally required journals. End of the note. choose Update. and the third sales journal for manual transactions. one per bank A cash journal for recording all petty cash transactions A MO (Miscellaneous Operations) journal It is legally permissible to produce as many sales or purchases journals as required. 6.

Use the Check Folio Numbering window to define selection criteria for the check. they are displayed in a separate window. define the required selection criteria for duplicated and missing numbers in a document series.htm 7/16/2008 . a relevant message appears. Choose Documents to Review Select for each document for which you want to run the check. The error and information messages are displayed in the status bar. Clear Selection Choose to clear the selection made. choose Check Document Numbering Fields Administration Utilities Check Document Numbering . If there are no duplicated or missing folio numbers.. To Define a range of posting dates to run the check for the documents whose posting dates are within that range.. To display this window. file://C:\Documents and Settings\Stephen. Date From. choose Check Folio Numbering Fields Administration Utilities Check Folio Numbering .. Choose All Choose to run the check on all documents.SAP Business One 2007 A . Number From .ABBASOFT\Local Settings\Temp\~hhB0D4. To access this window.To Enter the required number ranges to filter the range of documents. Choose Documents to Review Select for each document to be included in the check.SAP Documentation Page 205 of 1289 More Information Document Numbering Company Details: Basic Initialization Tab Object Check Document Numbering In this window. More Information Document Numbering Object Check Folio Numbering: Mexico and Chile You are enabled to check whether there are duplicated or missing folio numbers for documents created in SAP Business One.. If there are missing or duplicated numbers.

choose Document Settings General Tab Fields Administration System Initialization General . Choose All. To Define a range of folio numbers to be checked. Function Document Settings Use this window to define the default setting for sales and purchasing documents in SAP Business One. Date From. Document Settings Window Tab General Per Document Description/Action Enables you to define general information relevant to all the documents in the Sales – A/R and Purchasing A/P modules Allows you to make special definitions per document type..htm 7/16/2008 . you define settings for sales and purchasing documents. To access the tab from the SAP Business One Main Menu.SAP Business One 2007 A .. The window consists of two tabs..SAP Documentation Page 206 of 1289 Folio Number From. Clear Selection Choose to clear the selection made. Base Price Origin file://C:\Documents and Settings\Stephen. choose Initialization More Information Document Settings: General Tab Document Settings: Per Document Tab Object Administration System Document Settings . Select each type individually and make the necessary definitions. To Define a range of posting dates to run the check on the documents carrying a posting date within that range. On the General tab.ABBASOFT\Local Settings\Temp\~hhB0D4. Calculate Gross Profit.. General and Per Document. Choose to run the check on all the documents with folio numbers. Document Settings: General Tab Use this window to define default settings for document types in SAP Business One. To access this window from the SAP Business One Main Menu.

When you choose to display the customer/vendor reference number and no such number is entered in the base document. the relevant field remains blank in the document that is created with reference to the base document. when the goods are delivered using a Delivery document. The displayed number can either be an internal number assigned to the document by SAP Business One.htm 7/16/2008 . Note Note SAP Business One will recalculate the Item Cost for gross profit calculations only until an inventory transaction for the item has been posted to the system. or the customer/vendor reference number from the base document. make sure to import or fill out the last purchase prices from the previous company. For example. Whenever you open a sales document. Last Evaluated Price – SAP Business One calculates the gross profit based on the value found in the last run of the Inventory Valuation report. the Base Price Origin field appears. Example Example You have an item with a base price of $30 and a sales price of $40. the gross profit would be: gross profit/base price x 100 = (40-30)/30 x 100 = 33% Calculated according to the sales price. the number of the base document appears. and the context menu. or the customer or vendor reference number. the gross profit option will be available from the Goto menu. When you enter a sales document with a reference to a base document. Calculate % Gross Profit as: Define whether to calculate the gross profit percentage as the base price or the sales price. file://C:\Documents and Settings\Stephen. Document remarks include: Select whether the remarks on the marketing documents include the base document number. Otherwise.SAP Documentation Page 207 of 1289 Select to enable gross profit calculation in sales documents. the toolbar. the calculation is incorrect. the gross profit would be: gross profit/sales price x 100 = (40-30)/40 x 100 = 25% End of the example. Last Purchase Price – SAP Business One calculates gross profit based on the item’s price in the last purchase. click . Item Cost – SAP Business One calculates the gross profit based on the item cost in the relevant warehouse. Once you select it.SAP Business One 2007 A . End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. Calculated according to the base price. The options are: Price Lists 1 to 10 – SAP Business One calculates gross profit based on the item’s price on the selected price list. To display the available options. For this option.

If a sales bill of material is defined for a product. the system checks the total available inventory in all warehouses where this item is stored. display: Select the Price and total for parent items only if you only want to display the total price for the sold product. Block negative inventory Select to block documents that would cause the level of inventory to fall below zero. Use these options to define the system response when the inventory level falls below this minimum quantity as the result of a sales document. Response to release of inventory below the minimum level: Define a minimum inventory level in the master record for an item that you manage in your warehouse. If you select the checkbox. the block is calculated for all the warehouses. SAP Business One calculates the block per warehouse.SAP Business One 2007 A . You define whether or not a warning message appears when the sales document is entered. You can also specify that the sales document cannot be entered. If you deselect the checkbox. the message Negative inventory usage is not in accordance with accounting rules. In this case. The sales document displays both the sold product and the components that contribute to this product.htm 7/16/2008 . If you do not select this checkbox. it can be ignored. the system checks the minimum inventory level in the warehouse that was selected for the item when the sales document was entered. If a warning appears in the sales document. End of the note. Manage inventory by whse Defines whether the check is performed for the warehouse selected in the document row. if the item is not handled by a warehouse and you do not select Manage inventory by Whse. A purchase transaction can then be initiated. You can also define automatic notification for a specific user when the inventory level falls below the minimum level.SAP Documentation Page 208 of 1289 For a Sales BOM in documents. However. this BOM appears in the sales document. the total price is calculated as the total of the component prices. such as deliveries or invoices. When you select this radio button. This check is performed for sales documents that contain a goods issue. Exchange rate base date (A/P documents) Chooses the date on which the system calculates the exchange rate: Posting Date Document Date file://C:\Documents and Settings\Stephen. Are you sure you want to enable negative inventory usage? Note Note If you select Manage inventory by whse and Block negative inventory.ABBASOFT\Local Settings\Temp\~hhB0D4. select the Block Releasecheck box. you determine whether the sales price of the item should be displayed at the level of the sold product or at the level of the components in the sales document. Select the Price for components if you want to display the prices of the components. a warning message appears even if the total available inventory of the item is greater than the minimum warehouse quantity. If the transaction causes the inventory level in that warehouse to fall below the minimum inventory level. Rounding Method Select whether the amounts and prices that appear in marketing documents should be rounded by currency or by document.

a remark in a foreign-currency invoice for a customer is displayed stating that the discount amount is different from the discount percentage due to rounding. deposit. When deselected. the row total is calculated as follows: Price after Discount x Quantity. Block documents with earlier posting date Select to block the posting process of the documents that creates automatic accounting journal entries (invoice. More Information Document Settings Document Settings: Per Document Tab Background Rounding Method file://C:\Documents and Settings\Stephen. If you select the checkbox.SAP Business One 2007 A . delivery charges and deposit tax. and payment documents). Allow future posting date Select to be able to create documents with future posting dates.htm 7/16/2008 . Manage freight in documents Administration Select to add a Freight field in all sales and purchasing documents. Display rounding remark Select to determine whether a remark will be displayed in the Remarks field of the sales document when an amount has been rounded. This field allows you to calculate additional costs connected to a document. the Price after Discount in marketing documents is disabled. Note Note This option is available only if you have upgraded to SAP Business One 2007 A from previous releases End of the note. such as. document rows display the not rounded tax amount. When selected. If this option is deselected. The Unit Price is the price before discount. the Ship To address will be the address of the company as defined in System Initialization Company Details General tab. and the system will round tax amounts per tax groups. Companies can create documents with future posting dates at the company level and then decide whether to apply this option to all the documents or only to those selected. Use warehouse address Select if you want the Ship To address of the purchase document (Logistics tab) to be the warehouse address. Calculate the row total using the unit price Select to calculate the row total in marketing documents as follows: Unit Price x Discount x Quantity.SAP Documentation Page 209 of 1289 Round tax amount in rows Select to set the rounding of tax amounts per document row. credit memo. If this checkbox is deselected.ABBASOFT\Local Settings\Temp\~hhB0D4.

More Information Document Settings file://C:\Documents and Settings\Stephen. if you want to work without using rounding account and without rounding definitions for each currency. In Administration Setup Financials G/L Account Determination General tab. Choose System Initialization Document Settings select the Automatic Rounding for Document. This way. Regardless of the selected rounding method. select either By Currency . in purchasing documents. choose Administration System Initialization Document Settings Rounding method. define the display of the decimals and whether the payments generated with this currency should be rounded. Choose the required documents and The differences created as a result of the rounding are displayed in the Discount field of the marketing documents. In the tab. You can define that SAP Business One will display a rounding remark.SAP Documentation Page 210 of 1289 It is common to round amounts and prices in payments and marketing documents. The rounding of the amount appears in the Total field is performed according the definitions made for the currency in all the documents. Per Document Administration General tab. determine the required rounding method for each currency. determine whether it should be rounded. Note Note It possible to change the rounding method any time during the work in SAP Business One. In sales documents. By Currency Select this option if you want to work with rounding account per currency. whenever you create a rounded document.htm 7/16/2008 . The difference between the original amount of the document and the rounded amount is displayed in the Rounding field in the general area of marketing documents. End of the note. By Document Select this option. Choose Administration System Initialization Document Settings General tab and select the Display Rounding Remark. However. an asterisk (*) appears n the Discount field and the remark Discount percentage deviates from discount total due to rounding appears in the Remarks field of the document. SAP Business One enables you to select a rounding method to be used when rounding is required. To do so. This is why the total of credit and debit in the transaction created by the document is different from the document total. The differences between the original amount and the rounded amount are displayed in the Rounding field of the marketing document and will be posted to this account.SAP Business One 2007 A . For each sales document. you have to determine whether to round tax amounts in rows. or By Document. you can edit the amount that appears in this field (before the document is added) by selecting the Rounding checkbox.ABBASOFT\Local Settings\Temp\~hhB0D4. You have to define the following parameters: In Administration Setup Financials Define Currencies . define a rounding account. this field is not editable.

Sales Documents Fields – Sales Order Default Days for Order Cancellation Enter the number of days during which you can cancel the sales order. SAP Business One calculates the tax according to the rules defined for the customer and the item. However. Administration System Initialization Sales Documents Fields – Sales Quotation Include Tax in Quotation Select to determine whether to calculate tax in sales quotation documents.Setup Window Object Document Settings: Per Document Tab In this window you define information for Sales and purchasing documents Banking and accounting documents Goods transfer and production documents To determine the settings that apply to a specific document type. if the you create an order that refers to a quotation.SAP Documentation Page 211 of 1289 Currencies . SAP Business One will then display the relevant fields for the selected document type. Allow Copying Closed Quotations to Target Doc. it is considered closed.SAP Business One 2007 A . click and choose a document type in the Document field. you will not be able to change a sales order once you create it. You are not able to file://C:\Documents and Settings\Stephen. Deselect the checkbox to activate this option. Allow Future Posting Date Select to be able to create sales quotations with future posting dates. Once you have copied the sales quotation to a higher-level document. Define whether sales quotations remain open or closed after you copy them to target documents. To access the tab from the SAP Business One Main Menu. Select to make the sales quotation available for creating repeated target documents. choose Document Settings Per Document . Allow Changes to Existing Orders Select to define whether changes to existing sales orders are allowed. If you select the checkbox.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . the SAP Business One does not calculate or display the tax in quotations. If you have selected it in the Document Settings: General tab. You can repeatedly select the sales quotation and copy it to target documents. It is then no longer displayed for selection when you create a sales document with reference. you can select this checkbox. The sales quotation then appears in the list of possible reference documents when you create a target document. If you do not select the checkbox.

Activate Automatic Availability Check Select to check the available quantities of items included in a sales order before it is added and to offer different solutions in case the available quantity is less than the quantity in the sales order. A/R Invoice. SAP Business One prompts you to create child purchase orders. Purchasing Documents Fields – Purchase Order Split PO Select to determine whether to split a purchase order that relates to more than one warehouse. Purchasing Documents Fields – Allow Future Posting Date Select to be able to create purchasing documents with future posting dates. Banking Fields – Incoming Payment Split BP/Account in Journal Entry Select to have one row to appear for each payment method. Purchase Order Approved Select to determine whether to enable dragging of purchase orders to target documents. Display All Transactions by Default Select to display all open business partner transactions in the incoming payment. Sales Documents Fields – Sales Order. even when different payment methods are specified for the payment. Split Credit Voucher Select to split the credit voucher in the accounting document by date on the customer or vendor side when a credit card payment is received. According to the default setting. A/R Credit Memo Allow Future Posting Date Select to be able to create sales documents with future posting dates. A/R Down Payment.SAP Business One 2007 A . You are enabled to select the checkbox. Several rows appear for the posting on the offsetting side: one for each payment method.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. of Documents in Payment Enter the value to define how many documents you include in each incoming payment. Under/Overpayment Amt Allowed Enter the maximum amount for which the over or underpayment is allowed. Banking Fields – Deposit file://C:\Documents and Settings\Stephen. You can select the checkbox if you have selected it in the Document Settings: General tab. If you select the checkbox. Sales Order Approved Select to determine whether to enable dragging of sales orders to target documents. only one row appears for the customer or vendor account in the accounting document for an incoming payment. Confirm the message to create separate child purchase orders for each warehouse. Delivery. Maximum No.SAP Documentation Page 212 of 1289 change the checkbox status once you enter sales order in SAP Business One. Returns. if you have selected it on the Document Settings: General tab.

of Documents in Payment Enter the value to define how many documents you include in each outgoing payment. you can display it in the local currency. only one row appears in the accounting document for outgoing payment. If you do not select the checkbox. Banking Fields – Postdated Deposit Split BP/Account in Journal Entry Select to indicate the type of deposit for which the accounting document will be split. or credit voucher documents resulting from credit card payments. after the journal entries are added.ABBASOFT\Local Settings\Temp\~hhB0D4. Banking Fields – Outgoing Payment Split BP/Account in Journal Entry Select to have one row to appear for each payment method. You can define this setting for cash checks. Block Editing of Totals in System Currency When you enter a document.SAP Business One 2007 A . Block Posting Date Editing Per Row By default. postdated checks. do not select this checkbox.SAP Documentation Page 213 of 1289 Split BP/Account in Journal Entry: Select to indicate the type of deposit for which the accounting document will be split. based on the information in the local or foreign currency. Display All Transactions by Default Select to display all open business partner transactions in the outgoing payment. even when different payment methods are specified for the payment. If you do not want to allow the entry of amounts in the system currency. SAP Business One calculates the amounts in the local currency and – when relevant – in the foreign currency. SAP Business One automatically calculates the amount in the system currency. Select if you want to prevent a different posting date from being entered for individual entry rows. In this case. select the checkbox. Use Automatic VAT file://C:\Documents and Settings\Stephen. Allow Multiple Currency Transactions Select to permit creation of journal entries that involve more than one currency.htm 7/16/2008 . and you can access the system currency fields and change their values if required. If you want to allow amounts to be edited in the system currency. the system currency or – when relevant – in the foreign currency. Under/Overpayment Amt Allowed Enter the maximum amount for which the over or underpayment is allowed. In the process. a separate posting date can be entered for each row in the accounting document. Block Updating of Doc. Date After Posting Per Row If this option is selected you cannot edit the document date in the header and rows of existing journal entries. Maximum No. You can define this setting for postdated checks or postdated credit vouchers resulting from credit card payments. Accounting Fields – Journal Entry Block Unbalanced FC Journal Entry Select when you do not want to allow unbalanced entries in a foreign currency. According to the default setting. SAP Business One sets the posting date for the entire accounting document. Several rows appear for the posting on the offsetting side: one for each payment method.

as defined in the Item Master Data. Post Positive Exchange Rate Differences as Negatives Choose this option to post positive exchange rate differences for total outgoing payments with a negative sign rather than to the opposite G/L account side. WIP accounts include both WIP and WIP variance accounts.SAP Documentation Page 214 of 1289 Select to determine automatic VAT calculation according to the default VAT group defined for each account. the option Use Shipped Goods Account in the Delivery window is selected by default. this field is empty. Choose a default stamp code to be used when creating incoming payments with Bill of Exchange. Country Specific Fields: Portugal Default Stamp Tax Code Appears when choosing the incoming payment document. If selected. as the WIP accounts for the journal entries of the component’s transaction between the Inventory and the Production. Production Fields Use for Components Transactions: Choose one of the following: · Component WIP Accounts Select to use the component’s WIP accounts. Use Shipped Goods Account Select this option to apply default usage of Shipped Goods account whenever a Delivery document is created. Portugal. as the WIP accounts for the journal entries of the component’s transaction between inventory and production.ABBASOFT\Local Settings\Temp\~hhB0D4. France. Italy. Country-Specific Fields: Russia Post Negative Exchange Rate Differences as Negatives Choose this option to post negative exchange rate differences for total incoming payments with a negative sign rather than to the opposite G/L account side. By default. but if necessary the file://C:\Documents and Settings\Stephen. and Spain Deposit: Split BP/Account in Journal Entry in Bill of Exchange Deposit Select to have one row to appear per Bill of Exchange transaction. Country-Specific Fields: Chile. The parent item is defined in the bill of materials that was selected in the production order. Parent WIP Accounts Select to use the parent’s WIP accounts.SAP Business One 2007 A . End of the note. as defined in the Item Master Data. Note Note These options are available only if you have upgraded to SAP Business One 2007 A from previous releases.htm 7/16/2008 .

SAP Business One 2007 A . Printing Documents Automatically You can set SAP Business One in such a way that certain document types. To access the window from the SAP Business One Main Menu. More Information Document Settings Document Settings: General Tab Function Print Preferences Use this window to define the default settings for document printing in SAP Business One. The Print Preferences window appears. Enter the required number of copies in Copies (Incl. such as orders. Choose Administration System Initialization Print Preferences .htm 7/16/2008 . The window consists of two tabs. By default this option is selected for upgraded companies. file://C:\Documents and Settings\Stephen. Select Print Document. The Per Document tab allows you to make special printing definitions per document type. On the Per Document tab. Generaland Per Document.ABBASOFT\Local Settings\Temp\~hhB0D4. Procedure 1. 4. The General tab enables you to define general settings relevant to the printing of all documents. choose Initialization More Information Printing Documents Automatically Print Preferences: General Tab Print Preferences: Per Document Tab Procedure Administration System Print Preferences . and deselected when creating new company. 3. select the required document type. Select each type individually and make the necessary definitions.SAP Documentation Page 215 of 1289 user can deselect it to create specific delivery without posting to the Shipped Goods Account. 2. Original). are printed automatically when they are created.

The maximum number of table rows per page is dependent on the margins defined for the pages and the page format of the Microsoft Word template. Rows per Page During Export Specify the maximum number of table rows per page when exporting the document to Microsoft Word. Print on Letter Paper Select this check box if you want to print the documents on company letterhead to deactivate your company details in the printout. for example. see Print Preferences: Per Document Tab. If more than the specified number of table rows has to be exported. Print SAP Business One Generation Message If you do not want the printed documents to contain the information that the document was created using SAP Business One. More Information Print Preferences Object Print Preferences: General Tab Max. file://C:\Documents and Settings\Stephen. The maximum number of table rows per page is usually between 10 and 40. Bottom Margin (cm) Define the appropriate print margins in centimeters if. you can print more rows on each page. 5. Top Margin (cm). Print with Vertical Compression Specify the vertical compression percentage to be applied to the document. For more information. the characters are printed in their original size.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . You can also specify values greater than 100. End of the note. depending on the margins defined for the printer. the excess rows are automatically printed on additional pages. When you specify the value 70. select this check box. additional pages are created automatically. When you specify a vertical compression less than 100. When you specify the value 100. the page format and the vertical compression. See also: Print Preferences.SAP Documentation Page 216 of 1289 Note Note You can configure additional settings for the document. the printed characters will be compressed by 70%. you want to print the document on company letterhead. Max. If more than the specified number of table rows has to be printed for a document. Choose Update and OK. Documents will be printed without your company details. Rows per Page Enter the maximum number of table rows per page. set the print options for each document type.SAP Business One 2007 A . Per Document Tab Object Print Preferences: Per Document Tab On the Print Preferences: Per Document tab.

file://C:\Documents and Settings\Stephen. if you want to print the original document and two copies. Print Preferences: Per Document Tab Document Choose the document type for which you want to configure the print settings. Example Example On certain types of document. The document type is selected in the Document field.ABBASOFT\Local Settings\Temp\~hhB0D4. not as an original document. Assignment This is displayed if Print Document is selected. Some of the fields described in the following table are displayed only when they are appropriate for the selected document type.SAP Documentation Page 217 of 1289 To open the tab from the SAP Business One Main Menu. Therefore. enter 3. it may be appropriate not to print the total amounts. Example Example You can use the permanent remarks. Administration System Initialization Each document type is configured separately. Copies for Manual No. A document with manual number assignment is treated as a copy in the system.SAP Business One 2007 A . Enter the number of copies of to be printed if the document is created with a manual number assignment. Print Amounts Select to print total amounts in the document. The number includes the original. Deselect to exclude total amounts. End of the example. Print Discount Data Select this to print the discount information in the document. Original) This is displayed if Print Document is selected. Enter the number of copies of the document to print when it is created. Print Document Select to print immediately when the document is created. Permanent Remarks for Printing Enter text to be printed at the end of each document. choose Print Preferences Per Document tab. for example. Copies (Incl.htm 7/16/2008 . Print Vendor Catalog Number Instead of Item Number Select to print the vendor catalog numbers in the document instead of the item numbers assigned in SAP Business One. such as delivery notes or price quotation. to tell your customers about a new phone number. or to announce a new product. Export to MS word Select to export to Microsoft Word immediately when the document is created.

the documents are printed separately. Print Incoming Payment & Invoice on One Page Select to print the invoice and the receipt on a single page. Select one of the following: No . Document Only Print the document with no Batch or Serial Number information.ABBASOFT\Local Settings\Temp\~hhB0D4. Only Print onlyBatch or Serial Number information. Always . Country-Specific Information: Hungary Permanent Remark for Cash Payment Enter a remark that will be displayed on A/R invoice if this invoice will be paid by cash or credit card (a cash payment).no receipt is printed when you print an invoice.S.SAP Documentation Page 218 of 1289 End of the example. Print Select one of the following options to print Batch or Serial Number information in inventory documents. Only When Adding . If deselected. When Batch/Serial No. General Tab Procedure Printing Specific Checks in Canada and U. Print the document and the Batch or Serial Number information. Batch/Serial No. The receipt directly confirms the payment.a receipt is printed whenever a payment is specified in the invoice. The following additional check formats are available: Check stub stub: The check is printed on the header of the two stubs file://C:\Documents and Settings\Stephen. Document and Batch/Serial No.SAP Business One 2007 A . Exist.htm 7/16/2008 . Print Incoming Payment with Invoice For Invoices only. Permanent Remark for Non-Cash Payment Enter a remark that will be displayed on A/R invoice if this invoice is paid later on via the Banking Module using a non-cash payment (bank transfer).a receipt is always printed if one exists for the invoice. More Information Print Preferences.

e. To open the Opening Balances window. Choose Update to save the setting. 3. More Information Document Settings. If the number of A/P Invoices per vendor is greater than that defined in the Document Settings. in this tab select the number of lines in the repetitive area and the distance between the two repetitive areas (in pixels). In Document field. between the two stubs Stub stub check: The check is printed in the footer following the two stubs Procedure Customization of the User Templates 1.SAP Documentation Page 219 of 1289 Stub check stub: The check is printed in the middle.. SAP Business One blocks the outgoing payment to that vendor and generates the following error message: Number of documents in payment is greater than maximum defined. In addition. Administration System Initialization Opening More Information G/L Accounts Opening Balance Window Business Partners Opening Balance Window file://C:\Documents and Settings\Stephen. 4. i. select the Area Properties window in the Repetitive area. The transaction type OB (=Opening Balance) is assigned to the opening balance transactions that are created through these functions.SAP Business One 2007 A . Defining the Print Settings In the Checks for Payment print template. 2. Per Document Tab Properties Window Function Opening Balances The functions listed under the Opening Balances menu option enable you to manually create opening balances for G/L accounts. of documents in Payment. choose Balances . ensure that Duplicate Repetitive Area is checked. In the General tab. Specify the Maximum no.htm 7/16/2008 . business partners. the maximum number of invoices that can be closed in one outgoing payment to a vendor.ABBASOFT\Local Settings\Temp\~hhB0D4. and 1099 forms and boxes (in the USA only). choose Outgoing Payment. Choose Administration Document Settings Per Document tab .

Set the required G/L account range. April 1st. change the date in the G/L Accounts Opening Balance window. choose OK.SAP Documentation Page 220 of 1289 1099 Opening Balance Window Function G/L Accounts Opening Balance This function enables you to manually set the opening balances of G/L accounts defined in SAP Business One. If the fiscal year does not start on January 1st. change the Date value to the required date. and equity). and then. The expense and revenue accounts are cleared with the balance sheet when they are created. To access the G/L accounts opening balance function.ABBASOFT\Local Settings\Temp\~hhB0D4. only open the delta for April 1st and July 1st. the opening balances of G/L Accounts must be updated with legacy data. From the SAP Business One Main Menu. To use SAP Business One from the start of the fiscal year. Enter the opening balances for the balance sheet accounts (assets. System Initialization G/L Accounts Opening Balance Setting Opening Balances for G/L Accounts During system initialization.SAP Business One 2007 A . Administration System Initialization The G/L Opening Balances – Selection Criteria window appears. file://C:\Documents and Settings\Stephen. The G/L Opening Balance window appears. liabilities. specify the balances of the expense and revenue accounts. for example. to view the opening balances from January 1st and from the first quarter. Procedure 1. In this case. 2. To begin using the system during the fiscal year. and then. July 1st.htm 7/16/2008 . choose Opening Balances G/L Opening Balances . enter several balances for different dates on the same accounts. choose Opening Balances More Information G/L Accounts Opening Balance – Selection Criteria G/L Accounts Opening Balances Window Setting Opening Balance for G/L Accounts Procedure Administration . Enter the opening balances of the fiscal year for January 1st. If the company's fiscal year starts in the middle of the year. enter the values from an existing trial balance sheet or interim balance sheet in the system. If the fiscal year does not start on January 1st. enter the balances from the previous year’s closing balance sheet. 3. Create this trial/interim balance sheet on the day before the first use of SAP Business One.

Enter the opening balance in the foreign currency. The system then automatically calculates the amounts in the local and system currencies. To access this window. Administration System Initialization Opening Balances G/L After defining the required information.. Object G/L Accounts Opening Balance Window This window displays the opening balances of a range of G/L accounts.htm 7/16/2008 .SAP Business One 2007 A . An opening balance for a multi-currency account can be entered only in local currency. 5. Overwrite the calculated values if necessary. according to selected criteria. insert a minus sign in front of the value. using the valid exchange rate on the value date. If the balance is in debit. 7. Account Group Name This section represents the drawers of the accounts in the chart of accounts.. the OB (FC) field is also active. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency. G/L Accounts Opening Balance – Selection Criteria G/L Account From. To. Choose Add when all the opening balances have been updated. Define a range of G/L accounts for which you want to set the opening balances. file://C:\Documents and Settings\Stephen. If the system currency is different from the local currency.ABBASOFT\Local Settings\Temp\~hhB0D4. Enter the value without a plus sign if the balance is in credit. Result SAP Business One creates the opening balance transactions for the accounts updated in the G/L Accounts Opening Balances window.SAP Documentation Page 221 of 1289 Enter offsetting G/L account in the window header. 4. the system automatically calculates the opening balances in the system currency and displays the values in column OB (SC). Select a drawer to set the opening balance to the accounts that are included in that drawer. 6..Selection Criteria Use this window to specify selection criteria for a range of G/L accounts displaying their opening balances. and specify the relevant details. choose Accounts Opening Balance . you can view the result in the G/L Accounts Opening Balance window. If a foreign currency has been defined for an account. The original type assigned to these transactions is OB.. Object G/L Accounts Opening Balance .

These fields are maintained automatically. Name. Administration System Initialization Opening Balances G/L G/L Accounts Opening Balance Window Opening Balance Account Enter the offsetting account for the opening balance transactions. 1. Ref. Details Enter relevant remarks to be entered by SAP Business One to the opening balance transactions Due Date Enter the due date relevant to the opening balance transaction. This function enables you to manually set the opening balances for business partners defined in SAP Business One. OB (FC). foreign. The beginning of the year is displayed by default.ABBASOFT\Local Settings\Temp\~hhB0D4. The beginning of the year is displayed by default. Ref. Add Choose to record the opening balance transactions to the database. System Initialization Business Partners Opening Balance file://C:\Documents and Settings\Stephen. To set opening balances for business partners. Balance (LC). but can be overwritten. 2 Enter one or two references to be assigned to the opening balance transactions. OB (LC). Date Enter the posting date relevant to the opening balance. choose Opening Balances More Information Business Partners Opening Balance – Selection Criteria Business Partners Opening Balance Window Setting Opening Balances for Business Partners Administration . choose Accounts Opening Balance . the opening balances for business partner accounts must be updated with legacy data. Balance (FC) and Balance (SC) Display the numbers and names of the selected G/L accounts.SAP Business One 2007 A . The table also displays the balance of an account in the local. More Information Setting Opening Balances for G/L Accounts Function Business Partners Opening Balance During system initialization. and system currency. but can be overwritten.SAP Documentation Page 222 of 1289 To open this window. G/L Account. and OB (SC) Enter the opening balances for each account in the respective currencies.htm 7/16/2008 .

The OB (FC) column is only ever active in this instance. choose Opening Balances Administration . The opening balance in the system currency is determined automatically by the system on the basis of the national currency. Overwrite the calculated values if necessary. the opening balance can also be specified in this foreign currency. the OB (FC) field is active. the opening balances for Business Partner Accounts must be updated with legacy data. and choose OK.SAP Documentation Page 223 of 1289 Procedure Setting Opening Balances for Business Partners During System Initialization.SAP Business One 2007 A . the system calculates the opening balance in the national currency on the basis of the exchange rate that applies on the reference date. Enter the opening balance in the foreign currency. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency.ABBASOFT\Local Settings\Temp\~hhB0D4. Enter the value without a plus sign if the balance is in credit. From the SAP Business One Main Menu.htm 7/16/2008 . insert a minus sign in front of the value. If the opening balance is specified in the foreign currency. SAP Business One automatically calculates the amounts in the local and system currencies. Result file://C:\Documents and Settings\Stephen. Note that opening balances are not included in the dunning. the system automatically calculates the opening balances in the system currency and displays the values in column OB (SC). 5. 4. If the balance is in debit. This value can be altered manually. If a foreign currency has been defined for a business partner. The Business Partners Opening Balance window appears. Note that this setting is also dependent upon the option chosen in Display Credit Balance with Negative Sign in Administration System Initialization Company Details. Procedure 1. Specify the offsetting account for the business partner opening balance postings. If the system currency is different from the local currency. 2. if required. and enter all the other required details in the window header. Since the opening balance usually includes several invoices. Choose Add to create the opening balance transactions. 3. using the valid exchange rate on the value date. and displays this in the OB (LC) column. If the master records of the Business Partners are entered in the system with a foreign currency. specify the payment amount as a partial payment of this position. Set the required business partner range. 6. System Initialization Business Partners Opening Balance The Business Partners Opening Balance – Selection Criteria window appears.

Ref 1. The beginning of the year is displayed by default.SAP Documentation Page 224 of 1289 SAP Business One creates the opening balance transactions for the business partners updated in the Business Partners Opening Balances window. System Initialization Opening Balances After defining the report. To include all vendors in the selection criteria. Business Partners Opening Balance Window Opening Balance Account Enter the offsetting account for the opening balance transactions.. Business Partners Opening Balance – Selection Criteria Code From. Date Enter the posting date relevant to the opening balance. click and select a vendor group. choose Business Partners Opening Balance Administration . Define a range of business partners for which you want to create opening balance transactions. To include all customers in the selection criteria.Selection Criteria Use this window to specify selection criteria for the Business Partners Opening Balance report. Vendor Group If you want to create opening balances transactions for the vendors related to one group only. click and select the customer group. The original type assigned to these transactions is OB. select All. select All. Ref 2 Enter one or two references to be assigned to the opening balance transactions. More Information Business Partners Opening Balance Object Business Partners Opening Balance .SAP Business One 2007 A . file://C:\Documents and Settings\Stephen. To open this window.. Customer Group If you want to create opening balance transactions for the customers related to one group only. Object Business Partners Opening Balance Window This window displays the Business Partners Opening Balance report.ABBASOFT\Local Settings\Temp\~hhB0D4. To. you can view it in the Business Partners Opening Balance window.htm 7/16/2008 . Properties Choose to open the Properties window in which you can use business partner properties as a selection criteria.. but can be overwritten.. according to selected criteria. Choose All Choose to include all business partners in the selection criteria.

Balance (FC). you can view it in the 1099 Opening Balance window. choose 1099 Opening Balance More Information 1099 Opening Balance – Selection Criteria Opening Balance Window Object Administration System Initialization Opening Balances .. Code. OB (LC). Due Date Enter the due date relevant to the opening balance transactions. 1099 Opening Balance . By default. click and select the file://C:\Documents and Settings\Stephen. Administration System Initialization Opening Balances 1099 After defining the report. To access the correct interface. Add Choose this button to record the opening balance transactions to the database Function 1099 Opening Balance: USA Use this function to manually set opening balances for 1099 boxes and 1099 forms by vendor. foreign currency. To open the window. OB (FC). Name.. SAP Business One assigns the following text: Business Partners Opening Balance. Balance (LC). OB (SC) Enter the opening balances for each business partner in the respective currency. Balance (SC) Display the numbers and names of the selected business partners. These fields are maintained automatically. The beginning of the year is displayed by default. and system currency.. Specify a range of vendors for which you want to set 1099 opening balances.. 1099 Opening Balance – Selection Criteria Vendor From.SAP Documentation Page 225 of 1289 Details Enter any relevant remarks to be added by SAP Business One to the opening balance transactions.SAP Business One 2007 A . choose Opening Balance . Vendor Groups To post 1099 opening balances transactions for the vendors related to a specific group only. The table also displays the balance of a business partner in the local currency.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. but can be overwritten. To.Selection Criteria Use this window to specify selection criteria for the 1099 Opening Balance – Selection Criteria report.

ABBASOFT\Local Settings\Temp\~hhB0D4. most of these definitions should be entered during system initialization. More Information file://C:\Documents and Settings\Stephen.htm 7/16/2008 . Submitted If selected. The available 1099 boxes are the ones defined for the selected 1099 form. 1099 Box Click and select the 1099 box for which you want to set the opening balance. Choose All Choose to include all business partners in the selection criteria More Information 1099 Opening Balance: USA Object 1099 Opening Balance Window The following table describes the fields that appear in the 1099 Opening Balance report. 1099 Form Click and select the 1099 form for which you want to set the opening balance. based on selected criteria.. before you can use banking functions. 1099 Opening Balance Window Vendor Code Displays the code of the vendor. For example. Posting Date Specify the posting date for the openning balance transaction. you need to define your users. Vendor Name Displays the name of the vendor. an extensive part of the Administration module. Amount Specify the amount of the 1099 opening balance for the vendor displayed in that row. select All.SAP Documentation Page 226 of 1289 vendor group. you must define basic banking data.SAP Business One 2007 A . and before you can assign authorizations. is used for defining settings and defaults for fields that are used throughout SAP Business One. the 1099 opening balance has been submitted. More Information 1099 Opening Balance: USA Function Setup The Setup section. Properties Opens the Properties window in which you can use business partner properties as a selection criteria. Although certain settings can be modified later. and provides a link to the respective master data record. To include all vendors in the selection criteria.

Password Administration Security Level Security level for the passwords of SAP Business One users.SAP Business One 2007 A .Setup Territories . choose Administration Setup General Password Administration . To access this window.Setup Commission Groups .htm 7/16/2008 .SAP Documentation Page 227 of 1289 General Financials Sales Opportunities Purchasing Business Partners Banking Inventory Service Function General You make general settings under More Information Password Administration Users . Select one of the predefined security levels: file://C:\Documents and Settings\Stephen.Setup Sales Employees/Buyers .ABBASOFT\Local Settings\Temp\~hhB0D4.Setup Object Administration Setup General . Password Administration Use the Password Administration window to specify the requirements for user passwords.Setup Predefined Text .Setup Freight .

choose . to assist the users in creating a personal password that complies with the security requirements. all the fields below can be edited. To do so. In this case. You can edit these fields only when the selected security level is Custom: Expiration After X Days Minimum Length in Characters Minimum Number of Uppercase Characters Minimum Number of Lowercase Characters Minimum Number of Digits Minimum Number of Non-alphanumeric Characters Password cannot match X Previous Passwords Authentications Before User Account is Locked Password Example Enter a sample password that complies with the security level specified. This password example is displayed in the Password window. Procedure Defining Users Procedure 1. To display the Users . See Authorizations. Enter the required user-specific data (see Users . 2. Generate Automatically generates a password example that complies with the selected security level. If the user is to have superuser permissions. Security Level Components The values specified in the following fields determine the security level. Note Administration Setup General Users Note Note that authorizations for superusers cannot be modified.Setup). You can also define security levels with parameters that are specific to your company. therefore select this option carefully. file://C:\Documents and Settings\Stephen.SAP Documentation Page 228 of 1289 Low – selected by default Medium High The values in the fields below are replaced according to the selected security level. check the Superuser checkbox.htm 7/16/2008 .SAP Business One 2007 A . but cannot be changed. choose Custom.ABBASOFT\Local Settings\Temp\~hhB0D4.Setup window.

and appears at the top of the main menu. and fax number. address or printing information. User Code Specify a unique code for the user. Mobile Phone. You can change the user name if necessary. To access this window. The code can be up to eight characters and used for logging on to SAP Business One. More Information Authorizations Window Password Administration Object Users .SAP Business One 2007 A . User Name Specify the user name. As required. such as the employees in a department. The system uses this information to send e-mails and text messages (SMS messages) to the user. file://C:\Documents and Settings\Stephen. 3. define an initial password for the user. specify a password for the user. choose Setup General Users . No matter whether you define a password or not. If required. Fax Enter the user’s e-mail address. Can limit the authorizations of users that are not superusers. Branch. For more information. However. define the user's defaults. mobile phone number.Setup Use this window to define users in SAP Business One. with the next logon. 5. a superuser cannot limit the authorizations of other superusers. E-Mail. for individual users or groups of users. The code is case sensitive and once it is saved. Department Specify a user’s branch and department. choose Add. it cannot be changed. A superuser enjoys the following rights: Can access all windows and perform all functions in SAP Business One. the user will be asked to change the password. Administration Users – Setup Window Superuser Select this option to specify the user as a superuser.ABBASOFT\Local Settings\Temp\~hhB0D4. Password If required. for example. Note that sending by SMS is only available in certain localizations. The name can be up to 30 characters.htm 7/16/2008 . 4.SAP Documentation Page 229 of 1289 End of the note. see User Defaults Window. To save the user information. Defaults Define default parameters.

More Information Users . Description Enter a description for the branch.Setup Fields Name Enter a name for the branch.SAP Business One 2007 A . End of the note.Setup Object Branches .Setup Use this window to define different departments within the organization. but if the user fails to log on the number of times defined in Administration Setup General Password Administration Authentications Before User Account is Locked selected by SAP Business One.Setup Branches . the user is locked and this option is Note Only a superuser can unlock locked users. By default this option is deselected.Setup Object Departments . Note .SAP Documentation Page 230 of 1289 Locked If selected. More Information Employee Master Data Object User Defaults Window file://C:\Documents and Settings\Stephen.htm 7/16/2008 . Branch . More Information Defining Users Departments .Setup The window enables you to define different branches of the company.ABBASOFT\Local Settings\Temp\~hhB0D4. this user cannot log on to SAP Business One.

More Information Defining Users User Defaults. The defaults that are defined here override settings defined in other windows. The name can be printed differently in the local and foreign languages. To display this window. Defaults Tab User Defaults. Telephone 2 file://C:\Documents and Settings\Stephen. each contains identical information. Printing Header Enter the company’s name the way it should appear on all documents printed with SAP Business One. User Defaults. 1. to include specific information. Defaults Name Enter a name for these user defaults. General Tab The General tab contains two other tabs. Credit Card Tab Object User Defaults. choose Administration Setup General Users .SAP Documentation Page 231 of 1289 Use this window to define defaults that can be applied to specific users. General Tab User Defaults. up to 32 characters. a link arrow is displayed beside the Defaults field and clicking this arrow also opens the User Defaults window. Print Tab User Defaults. Click the icon next to the Defaults field to select existing defaults or define new ones. General Area Fields Defaults Code Enter a code for these user defaults. Tel. If certain default settings have already been defined for a user. This can be customized per user.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. General Tab Fields Country Select the country from the list. The Defaults Code and the Defaults Name fields appear without any titles. the Local Language and Foreign Language. Additional ID Enter an additional identification.htm 7/16/2008 .

the default warehouse address is taken from the Document Settings: General tab. Use Warehouse Address in A/P Docs If not defined in this field. Defaults Tab The defaults defined in this tab override defaults defined in any other tabs or windows. Tax Code Field specific to the U. If you do not specify an account here. If you do not specify an account here.Setup General Settings: Inventory Tab file://C:\Documents and Settings\Stephen. Warehouse If not defined in this field. the default accounts are taken from the G/L Account Determination: Sales Tab. the default color is taken from the General Settings: Display tab. upon the next logon. the default sales employee is taken from the Define Sales Employee window. Default Tab Fields Color If not defined in this field. User Defaults. for all users. this setting is updated per company. General Tab. Email Enter the user's fax and email address. the default is taken from the G/L Account Determination: Sales Tab and G/L Account Determination: General Tab. Fax.SAP Documentation Page 232 of 1289 Enter one or two phone numbers that are associated with the user.S. When modified. Field specific to the U.ABBASOFT\Local Settings\Temp\~hhB0D4. Cash Acct Specify a cash account.htm 7/16/2008 . the default warehouse is taken from the General Settings: Inventory tab.S. the default accounts are taken from the G/L Account Determination: Sales Tab. More Information User Defaults Window General Settings: Display Tab Sales Employees/Buyers . General Tab . Default Customer for A/R Invoice + Payment If not defined in this field. More Information User Defaults Window Object User Defaults. Sales Employee If not defined in this field. Checks Acct Specify a checks account.A.SAP Business One 2007 A .A Use Tax Select to permit the Use Tax option.

Print Tab Fields Document Choose the document type for which to configure the print settings in the Document field. Print Payment with Invoice For invoices only. the defaults are taken from the Printing Preferences window. a receipt will be printed whenever a payment is specified in the invoice. Permanent Remarks for Printing Define a text that will be printed in all purchasing and sales documents.SAP Documentation Page 233 of 1289 G/L Account Determination: Sales Tab Document Settings: General Tab Object User Defaults. Example Example Use this field to make your customers aware that your phone number has changed. a receipt will always be printed if it exists for the invoice. The second option is to export the document directly to Microsoft Word. Defaults defined in this window override settings in other windows. If you choose No. In this case. Add button will also When you choose the Print Document option. the receipt directly confirms the payment. This text will be printed at the end of each document. or to print an announcement for a new product on all your documents for a certain amount of time. If you choose Always. If you choose Only When Adding. First choose the document type for the required file://C:\Documents and Settings\Stephen. the document is printed as soon as it is added to SAP Business One. User Defaults. If not defined here. To configure the printing information specified here for a user or group of users differently. Copies for Manual Series Determine how many copies of a document are printed if the document was created with manual number assignment. the documents will be printed separately.SAP Business One 2007 A . Prints the vendor catalog numbers in the document instead of the item numbers assigned in SAP Business One. set the default parameters for the user(s) accordingly. The system contains separate documents for each object.htm 7/16/2008 . A document with manual number assignment is treated as a copy in the system. Print Payment & Invoice in Succession Select to print the invoice and the receipt on a single page. Print Mfr Catalog No.ABBASOFT\Local Settings\Temp\~hhB0D4. no receipt will be printed when you print an invoice. which will be merged for printing. If you do not select this checkbox. Use this field to define whether to print a receipt together with an invoice or not. Copies (Incl. Each document type is defined separately. Instead of Item No. not as an original document. Original) Determine how many copies of a document to print (including the original) when a new document is created. Print Tab Use this tab to define default settings for printing documents per user. Print Discount Data Prints the discount information in the document.

The Users .SAP Documentation Page 234 of 1289 purchasing or sales document and then enter the text. End of the example. Administration Setup General 2. The User Defaults Window appears. G/L Account Enter the G/L account code to be used as the default account for transactions with this credit card. 5.Setup appears. file://C:\Documents and Settings\Stephen. If they are not defined here. choose Add in the Users . The defaults defined on this tab override defaults defined on any other tabs or windows. Enter the text for each of the other document types as required. the defaults are taken from the Credit Cards – Setup window. User Defaults. choose Users .ABBASOFT\Local Settings\Temp\~hhB0D4. 4. More Information User Defaults Window Object User Defaults: Credit Card Tab Use this tab to define user defaults for credit card information. You can also copy and paste the texts using the corresponding menu items. in which you can select a set of previously defined defaults or create a new one.Setup window.SAP Business One 2007 A . Credit Card Tab Fields Credit Card Displays all the credit cards defined in the company. More Information User Defaults Window Procedure Defining Default Parameters for a User Procedure 1. 3. Place the cursor on the Defaults field for a user and press the Tab key.htm 7/16/2008 . To save the parameters for the user. choose New. Account Name Displays the name of the G/L account selected in the G/L Account field. To maintain the default parameters for a user. Enter the required data and choose Add. To create a new set of default parameters.

right-click and choose Remove. To access this window. enter the new password. In the Old Password field. To remove a sales employee.Setup Use this window to define sales employees and buyers. Note Note You cannot remove sales employee/buyer that is linked to documents. The Password Example field gives you an idea which characters the password must consist of. 2. business partners. it can be changed as Administration Setup General Sales Employees/Buyers file://C:\Documents and Settings\Stephen. Assigning the relevant sales employee/buyer to the respective business partners. however. Object Sales Employees/Buyers .SAP Business One 2007 A . You can change the sales employee/buyer name at any time. Remarks Enter a remark for each sales employee. etc. and later on to each sales or purchasing document enables you to generate sales analysis and purchasing analysis reports by sales employees or buyers. Set as Default The default sales employee appears by default in the master data and transactions. and to set the default sales employee/buyer. In the New Password field. enter a password that complies with the company's security settings. business partners and other entities to which the specific sales employee/buyer was linked. The change is applied retroactively on all the documents. Choose OK.htm 7/16/2008 . and realize the sales/purchasing volume performed by each sales employee/buyer The sales employees/buyers you define here can be linked to the respective employee master data records in the Human Resources module.ABBASOFT\Local Settings\Temp\~hhB0D4. for example. Choose Administration Setup General Change Password . enter the current password. choose the sales employee's/buyer's name. 5. Sales Employee Name Enter the name of the sales employee (can be alphanumeric). 4. 3. In the Confirm field.SAP Documentation Page 235 of 1289 Procedure Changing a Password Procedure 1. choose . End of the note. to identify the region or industry in which that sales employee is active (optional).

or item category and its hierarchy. Deleting a Territory 1. 3. from the SAP Business One Main Menu. You can change this setting at any time.Setup Use this window to define geographic locations for serial number-managed items.htm 7/16/2008 . Procedure Defining Territories You can use territories to manage a geographic location. ensure that it is not linked to another function.SAP Business One 2007 A . To change the parent territory. 4. We recommend to define a different default sales employee for each group of users. You can move territories using Drag and Drop to change their hierarchy within the window. right-click a territory and choose Remove. choose Update and OK. Highlight the territory that is the parent or child for the new territory and choose either Add Same-Level or Add Sub-Level. To delete the territory. To save the data. 2.ABBASOFT\Local Settings\Temp\~hhB0D4. for example. choose General Territories . Before you delete a territory. Inactivating/Activating a Territory 1. file://C:\Documents and Settings\Stephen. 2. highlight and drag it to the required location in the text area. choose Set Inactive. Procedure Adding and Updating a Territory You can add territories either as independent. Administration Setup 2. The first time you open this window. 1. To change the location of the territory. which sets the Territory as a parent. The default sales employee appears in bold. or as a child. choose the required parent from the list. you can add a new territory. To inactivate a territory. brand. To add a territory. you can choose the placement from the list in the Location Order field. choose Update and OK. More Information Territories .Setup Object Territories . a Sales Opportunity. Alternatively.SAP Documentation Page 236 of 1289 required in each case. To save the data. 5.

Removing a commission group can be only be done if a user has the correct permissions. When you add a sibling territory. inactive territories can be reset to be Active.ABBASOFT\Local Settings\Temp\~hhB0D4. adds a child territory according to the parent selected in the parent territory field. the field is disabled. This setting is mandatory if the company works with commissions. If required.htm 7/16/2008 . or After. Last. file://C:\Documents and Settings\Stephen. Choose the commission group's name. Set Inactive Defines the territory as inactive. Add Sub-Level After you entered a territory name. otherwise. for example. right-click and select To display this window. choose General Define Territories. specify a different parent territory. General Commission Groups . If required.Setup Use this window to define commission rates to be assigned to sales employees. select its location order. Whenever you create a sales document to which a sales employee with assigned commission group is linked. the respective commission amounts are calculated. More Information Defining Territories Object Commission Groups . Parent Territory Displays a territory of a higher level. All the data in a commission group can be altered but not removed. Show Inactive Displays inactive territories. Add Same-Level Adds a sibling territory to the existing territory. Location Order Specify the position of the territory with regard to sibling territories.SAP Business One 2007 A .SAP Documentation Page 237 of 1289 To display this window from the SAP Business One Main Menu. choose More Information Data Administration Remove Setup . First. Administration Setup Territories Setup Fields Name Enter the alphanumeric name for the territory.

or Customer. Evaluate the commissions using the predefined system queries or user defined queries.SAP Business One 2007 A . this commission is applied in the sales document. specify the defined commission groups in the master record for the item or customer. The sales employee from the customer master record is used in the sales document. it is specified in the master record for an item or a customer in this case. this commission is applied. When the commission group is specified in the master record. To calculate commissions for each sales employee. This setting influences where the sales commission percentage can be specified. The table contains an entry for commissions to be specified manually (User-Defined Commission).Setup Use this window to define specific text strings that can be added to sales and purchsing documents. The percentage in the detailed information for a row in the sales document can be modified. 2. To calculate commissions for an item or customer. Object Predefined Text . Choose Update then OK to save the data. It can be changed at any time. and the percentage of the commission appears in the rows of the document. select the appropriate option under Administration System Initialization General Settings BP : either Sales Employee.ABBASOFT\Local Settings\Temp\~hhB0D4. item. and the percentage field is not active for an Item or a Customer. In the Commission Groups .Setup window. The commission for the item has not been considered yet in the logic for the sales documents at this point. Procedure 1. For more information.SAP Documentation Page 238 of 1289 To define the commission. Choose Update. define the commission groups and assign them to the sales employees. 3. If a commission has been defined for the sales employee and for the customer. Item. This entry does not define a percentage. If a commission has been defined for a customer in the master record. the corresponding percentage is used. These text strings file://C:\Documents and Settings\Stephen. Commission groups can also be defined at a later stage. It does not automatically calculate the commission transactions. see Defining the Calculation of Commissions. The cursor then moves to a new row and another commission group can be defined.htm 7/16/2008 . the latter definition applies in the sales document.Setup. If a commission has been defined for the sales employee. enter the name for the commission group and the corresponding percentage. see Commission Groups . The corresponding fields for sales employee. but must be filled in if the company works with commissions. or customer are only visible and active when this check box is selected. and cannot be modified. Procedure Defining the Calculation of Commissions Prerequisites For the system to calculate commissions automatically.

Displays the languages available in SAP Business One. Administration Setup General Predefined You can update or delete the predefined text. In the SAP Business One Main Menu.SAP Business One 2007 A . For example. DE is the language code for German. display the window and then choose Confirm by choosing OK. Note Data Remove . Enter as many translations as necessary. open the window as described above.Setup Use this window to define the languages your company uses when dealing with business partners.SAP Documentation Page 239 of 1289 can be added in a text row. You can define additional languages and associate them to the languages created in SAP Business One. Using predefined texts is more efficient and ensures consistency in this text throughout the documents.htm 7/16/2008 . Note You can translate the predefined text into different languages to add it later to sales and purchasing documents in a relevant language. choose Text to open this window. below certain item rows. A system language should be related to every new language you add. Description/Activity Displays the language code. Select Goto Translate . For example. To update. To delete. add a line that states that the item is sold for a reduced price until a certain date. More Information Text Row Opening and Closing Remarks Object View Translatable Fields . file://C:\Documents and Settings\Stephen. Note Note The Languages – Setup window is available only if the Multi Language Support field is selected in Administration End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. Field Language Short Name Language Full Name Related System Language System Initialization Company Details Basic Initialization . Enter the text in a basic language and choose the text and choose End of the note. The window displays all the default languages set up by SAP Business One during the creation of the company. make the necessary changes and choose Update. Displays the language name. Languages .

Administration Setup Freight . Choose Update to remove the language. In that case.SAP Business One 2007 A . choose General Freight . General tab).Setup Fields Name Enter the name of the freight.Setup window. you define freight that reflects extra sales or purchasing costs. Revenue Account Enter a balancing account that contains the freight amount for sales documents. such as delivery charges and deposit tax. you will be able to select the appropriate freight in all sales and purchasing documents. To display this window from the SAP Business One Main Menu.ABBASOFT\Local Settings\Temp\~hhB0D4. After you have defined freight in the Freight . The window appears only if you have selected Manage Freight in Documents (choose System Initialization Note Administration Document Settings. To remove an existing language.Setup In this window. you cannot deselect the checkbox. Expense Account Enter a balancing account that contains the freight amount for purchasing documents. you can only deselect Manage Freight in Documents if no freight exists in any marketing documents. enter the language short name and full name. You can only choose income accounts. End of the note. file://C:\Documents and Settings\Stephen. To display the Chart of Accounts. Note For existing companies that already manage freight. click the mouse on the required language row and choose Remove More Information Using Multi-Language Support Object Data from the menu bar. Freight .htm 7/16/2008 . and choose from the dropdown list the system related language.SAP Documentation Page 240 of 1289 To add a new language. click .

None – Select this method if you do not want to distribute the freight amount among the document rows. if you have defined a tax group in the business partner master data. and $200.htm 7/16/2008 . you can change the tax group in these documents.Expenses Enter the default amount for purchasing documents. you can change the tax group in these documents. this method will distribute the freight amount as follows: $50 for the 1st row. the freight amount will be divided by the number of rows and distributed accordingly (regardless of the quantity and total of each row). Quantity – Distributes the freight amount among the document rows in proportion to the quantity of each row. Row Total – Distributes the freight amount among the document rows in proportion to the total amount of each row. Weight – Distributes the freight amount among the document rows in proportion to the weight of the items in each row. Fixed Amount . Equally – Distributes the freight amount equally among the document rows. However. If required. and the freight amount is $100. for example. this method distributes the freight amount as follows: file://C:\Documents and Settings\Stephen.Revenues Enter the default amount for sales documents. Fixed Amount .SAP Business One 2007 A . $300. Distribution Method Choose the method in which the freight amount will be distributed among the document rows. Input Tax Group Your selection here determines the tax group for purchase documents. Output Tax Group Your selection here determines the tax group for sales documents. and the freight amount is $100. WT Liable Defines the freight as withholding tax liable. According to the selected method. Example Example If there are 3 rows with quantities of 5. click . However. the freight charges are distributed from the header to the rows to allocate freight to stock or last purchase price. 3 and 2. However.ABBASOFT\Local Settings\Temp\~hhB0D4. if there are 3 rows with a total amount of $500. $30 for the 2nd row and $20 for the 3rd row. if you have defined a tax group in the business partner master data. If required. that tax group is used as the default for freight in purchase documents. For example. that tax group is used as the default for freight in sales documents. End of the example. Volume – Distributes the freight amount among the document rows in proportion to the volume of the items in each row.SAP Documentation Page 241 of 1289 To display the Chart of Accounts. you cannot select this method if you have selected Stock or Last Purchase Price.

which includes the freight amount per row. Country-Specific Fields: USA Include in 1099 Indicates whether this freight will be included in the 1099 Report. Total – SAP Business One calculates which part of the document total or row total is copied to the target document. More Information Freight Charges Function Financials You make the settings for the Financials module under Administration Setup Financials . Rule Specify the profit center or distribution rule to be linked to this fright charge. either in the row level or the total level. All – Copies all the freight to the target document. Last Purchase Price Updates the last purchase price list after adding an A/P invoice. Quantity – The amount is divided into the item quantity and each unit carries the same amount of freight.SAP Documentation Page 242 of 1289 $50 for the 1st row $30 for the 2nd row $20 for the 3rd row Drawing Method Choose the required calculation method of the freight per row by clicking . the freight amount will be allocated by default to the profit center/distribution rule specified. or when the business partner that appears in the document is defined as exempted.htm 7/16/2008 . Expense Exempted Account This account is used for freight that is not defined as tax liable. It then adds the relative amount of the document or row freight to that target document. Revenue Exempted Account.SAP Business One 2007 A . to the item's cost calculated when working with perpetual inventory. The options are: None – No freight will be copied to target document. Stock Adds the freight amount entered. When this freight charge is used in marketing documents. The calculation method you select becomes evident when you copy rows from a base document to a target document. Dist. Country Specific Fields: Israel Tax Liable Specify whether the freight is liable to tax. file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4.

Selection Criteria file://C:\Documents and Settings\Stephen. choose Financials Edit Chart of Accounts . End of the note.Selection Criteria Object Edit Chart of Accounts Use this function to make changes to a chart of accounts. To open the window. Use this window to specify selection criteria for editing the chart of accounts. Note Note This topic includes explanations of some of the fields and other elements in this window.Setup Tax Edit Chart of Accounts Use Use this function to make changes to a chart of accounts.SAP Documentation Page 243 of 1289 More Information Edit Chart of Accounts G/L Account Determination Currencies . and change and edit existing accounts. and change and edit existing accounts. create new accounts.ABBASOFT\Local Settings\Temp\~hhB0D4.Setup Indexes . you can view the results in the Edit Chart of Accounts window.Setup Projects Doubtful Debts . After defining criteria.htm 7/16/2008 .SAP Business One 2007 A . See also: Edit Chart of Accounts Window Edit Chart of Accounts .Setup Transaction Codes Period Indicators . create new accounts.

htm 7/16/2008 . The selected account becomes the parent article of the new account. and level.Name of the drawer(s) in which the account resides Parent Article . code. Expenses. in Drawer .First. Revenues. and choose Add Sub-Level Account to create a new account on Level 4 or 5. according to defined selection criteria. Cost of Sales. Edit Chart of Accounts Window G\L Account Details The account type (title or active). G\L Account Location Location in the chart of accounts. Financing. Equity. last. for the selected account. Note Note This button displays only if the option Use Segmentation Accounts is not selected on theBasic Initialization tab in Administration End of the note. Add Same-Level Acct System Initialization Company Details . Loc. Liabilities. under the same parent article. End of the example.SAP Documentation Page 244 of 1289 Assets. Note Note file://C:\Documents and Settings\Stephen. according to: Drawer .SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. name. Add Sub-Level Acct Adds a lower-level account under the marked account. or after another account in the drawer. Object Edit Chart of Accounts Window Displays the chart of accounts in edit mode. Adds an account on the same level as a selected account. Other revenues and expenses Select the drawer(s) you want to view and edit.Immediate level under which the account is found You can view all items on this level that are found in this drawer. Example Example Select a Level 3 account.

file://C:\Documents and Settings\Stephen. Each tab contains the definitions for G/L accounts related to a specific area of the business activity: Sales. View the Default Accounts for Automatic Posting (G/L Account Determination) More Information G/L Account Determination: Sales Tab G/L Account Determination: Purchase Tab G/L Account Determination: General Tab G/L Account Determination: Inventory Tab Object G/L Account Determination: Sales Tab Specify the required sales information using the fields below. G/L Account Determination In this window you can define default G/L accounts to be used when transactions are created in SAP Business One. To access this tab. and Inventory. choose Determination Recommendation Administration Setup Financials G/L Account . The window is divided into four tabs. choose Sales General Sub-Tab Administration Setup Financials G/L Account Determination . General. Purchase.SAP Business One 2007 A . go to the Education tab of the SAP Business One Customer Portal and take the following training: Financials Prepare for Financials Start Using Financials . Function System Initialization Company Details . Recommendation For more information.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 .SAP Documentation Page 245 of 1289 This button exists only if the option Use Segmentation Accounts is not selected on the Basic Initialization tab in Administration End of the note. To access this window.

for example. SAP Business One compares the amount paid to the amount due. G/L accounts defined as control accounts cannot be selected. Realized Exchange Diff. You will usually specify the check register and cash register. If this option is not selected. Over Payment A/R Account. Note Note A customer is indicated as foreign if the country in the bill-to address is different from the country in which the company is located. Assigning control accounts to each customer is done in the Business Partner Master Data window. Cash on Hand Define the accounts for posting customer payments with checks or in cash.SAP Business One 2007 A . Foreign Accounts Receivable Define the respective collective accounts for posting sales to domestic and foreign customers. the payment is made at the same time that the A/R invoice is generated). Default Customer for A/R Invoice + Payment If you perform one-time sales (that is. Realized Exchange Diff. Permit Change of Control Accts Select if you want to assign different control accounts to different customers. End of the note. and if the difference is less than the amount defined in Administration System Initialization Document Settings Per Document Incoming Payment Under/Overpayment Amt Allowed field. to which you will generate the A/R invoice + payment document whenever a one-time sale is made. Loss Select accounts to be used as default accounts for journal entries created to reflect loss and gain caused by exchange rate differences. Gain. Revenue Account – Foreign Select a control account to be used as the default when a transaction of revenues is created for a foreign customer. ChecksReceived.SAP Documentation Page 246 of 1289 Accounts Receivable Opens the Control Accounts – Accounts Receivable window. All transactions are also posted to the specific customer accounts. the control accounts defined in the Control Accounts – Accounts Receivable window are used for all customers.htm 7/16/2008 . enter the code of the one-time customer. the application automatically creates the appropriate transaction. file://C:\Documents and Settings\Stephen. Down Payment Clearing Account Define a default clearing account to be used when adding A/R down payment invoices. Under Payment A/R Account Define these accounts if you want SAP Business One to handle cases in which the incoming payment amount is slightly different from the A/R invoice(s) amount paid. in which you define default G/L accounts for customers. an A/R invoice. Domestic Accounts Receivable. Revenue Account Select a control account to be used as the default when a transaction of revenues is posted. making your current total sales available at any time.ABBASOFT\Local Settings\Temp\~hhB0D4. SAP Business One posts all sales to customers to this collective account. Cash Discount Define an account to be used as the default when a cash discount is used.

Note Note A customer is indicated as foreign if the country in the bill-to address is different from the country in which the company is located.SAP Documentation Page 247 of 1289 Revenue Account . Note Note A customer is indicated as an EU customer according to the country defined in the ship-to address. for example. Country-Specific Fields: Chile & Mexico Default Tax Code (New Customers) Select a tax code to be used as the default tax code when creating a new customer. an A/R credit memo. file://C:\Documents and Settings\Stephen. End of the note. Sales Credit Account Select a control account to be used as the default when a credit transaction of revenue is created.EU Select a control account to be used as the default when a credit transaction of revenue is created for a customer from a country within the European Union (but not the country in which the company is located).Foreign Select a control account to be used as the default when a credit transaction of revenue is created for a foreign customer. End of the note. End of the note. Note Note A customer is indicated as an EU customer according to the country defined in the ship-to address. Sales Credit Account . Only valid A/R tax codes are available in this field. Tax Sub-Tab Withholding Tax The company maintains withholding tax in sales transactions. Sales Credit Account .EU Select a control account to be used as the default when a transaction of revenue is created for a customer from a country within the European Union (but not the country in which the company is located). G/L Accounts marked as Control Account in Chart of Accounts cannot be selected.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . Country-Specific Fields: Canada & USA Payment Advances Specify an account to be used by default for posting A/R Down Payment Invoice.SAP Business One 2007 A .

file://C:\Documents and Settings\Stephen. – Specify the tax certificate number. NI Number – Specify the national insurance number. On the General tab. Certificate No. Sales Tax Group (Items). To open the window. Country-Specific Fields: Chile & Mexico Default VATW Code Select the withholding tax code to use as the default withholding VAT tax code for new customers. Down Payment Tax Offset Acct Select the G/L account to use when creating an incoming payment based on an A/R down payment request.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . the following fields appear: Default Withholding Tax Code – Specify the withholding tax code to be used as default for new customers. Foreign Accounts used for foreign business partner transactions.Accounts Receivable Specify the required information using the fields below. Sales Tax Group (Service) Define a default tax group to use when creating sales transactions for items and services. More Information G/L Account Determination Control Accounts – Accounts Receivable Object Control Accounts . Default ITW Code Select the withholding income tax code to use as default for new customers who are marked as liable to withholding tax. Control Accounts – Accounts Receivable Domestic Accounts used for regular business partner transactions.SAP Business One 2007 A . Down Payment Receivables Select a G/L account to be used as a control account when creating an incoming payment based on an A/R down payment invoice. Open Debts Appears only for accounts receivable. choose next to the Accounts Receivable field. Expiration Date – Specify the expiration date of the tax certificate that your company holds.SAP Documentation Page 248 of 1289 Once you select this option. choose Sales Administration Setup Financials G/L Account Determination .

Realized Exchange Diff. Cash Discount Define an account to use as default when a cash discount is used. in which you can set the controlling account for outgoing payments. the control accounts defined in the Control Accounts – Accounts Payable window are used for all vendors.Foreign. Cash Discount Clearing Define an account to use as the clearing account when a cash discount is used. Expense Account .SAP Business One 2007 A . Gain. SAP Business One posts all purchases from vendors to this collective account. You assign control accounts to each vendor in the Business Partner Master Data window.SAP Documentation Page 249 of 1289 More Information G/L Account Determination Object G/L Account Determination: Purchase Tab Specify the required purchasing information using the fields below. Foreign Accounts Payable Define the respective accounts for posting purchases to domestic and foreign vendors. Permit Change of Control Accts Select if you want to assign different control accounts to different vendors. Domestic Accounts Payable. choose Purchase General Sub-Tab Administration Setup Financials G/L Account Determination . To access this tab. Loss Select accounts to use as default accounts for journal entries created to reflect loss and gain caused by exchange rate differences in purchase transactions. Realized Exchange Diff.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. making your current total purchases available at any time. Expense Account . Accounts Payable Opens the Control Accounts – Accounts Payable window. If you do not select this option.EU Define accounts to use as default expense accounts: For expenses incurred in domestic purchase transactions In a purchase transaction involving a foreign vendor In a purchase transaction involving a vendor from the European Union For foreign expenses Purchase Credit Account file://C:\Documents and Settings\Stephen. Expense Account. Bank Transfer Define a default account to use when paying by bank transfer.

Foreign Select a control account to be used as the default when a credit transaction for purchasing is created for foreign vendors. Tax Tab Name Specify a name for each index. Down Payment Clearing Account Select a G/L account to use as the default clearing account when adding an A/P down payment invoice.ABBASOFT\Local Settings\Temp\~hhB0D4. Purchase Credit Account . Default ITW Code Select the withholding income tax code to use as the default for new vendors who are marked as liable to withholding tax Country-Specific Fields: Canada & USA Payments Advances Specify an account to be used by default when A/P Down Payment Invoice is posted. in which the freight charges or the price were changed Country-Specific Fields: Mexico & Chile Default Tax Code (New Vendors) Select a tax code to use as the default tax code when creating a new vendor.SAP Business One 2007 A . SAP Business One compares the amount paid to the amount due. G/L accounts that are defined as control accounts cannot be selected. G/L accounts marked as Control Account in Chart of Accounts cannot be selected. the application automatically creates the appropriate transaction. Variance Account-Expense and Inventory Acct Define a variance G/L account for clearing journal entries created by: A/P credit memos based on A/P invoices Goods return based on goods receipt POs.htm 7/16/2008 . Default VATW Code Select the withholding tax code to use as the default withholding VAT tax code for new vendors. and if the difference is less than the amount defined in Administration System Initialization Document Settings Per Document Outgoing Payment Under/Overpayment Amt Allowed field. Only valid A/P tax codes are available in this field.EU Select a control account to use as the default when a credit transaction for purchasing is created for vendors from the European Union. Withholding Tax file://C:\Documents and Settings\Stephen. Overpayment A/P Account.SAP Documentation Page 250 of 1289 Select a control account to use as the default when a credit transaction for purchasing is created. for example. Underpayment A/P Account Define these accounts if you want SAP Business One to handle cases in which the outgoing payment amount is slightly different from the A/P invoice(s) amount paid. Purchase Credit Account . an A/P credit memo.

SAP Documentation Page 251 of 1289 The company maintains withholding tax for purchasing.Accounts Payable Specify the required information using the fields below. This may occur when you define file://C:\Documents and Settings\Stephen. choose General . Purchases Tax Group (Services) Define a default tax group to use when creating a purchasing transaction of items or services Down Payment Tax Offset Acct Select a default G/L account to use when creating an outgoing payment based on an A/P down payment request. Purchases Tax Group (Items). More Information G/L Account Determination Object G/L Account Determination: General Tab Specify the required general information using the fields below. On the General subtab. Control Accounts – Accounts Payable Down Payment Payables Select a control G/L account to use for vendors as a default when creating an outgoing payment based on an A/P down payment invoice. To access this window.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . To access this tab.htm 7/16/2008 . This field appears only if Withholding Tax is selected. Rounding Account Select a default account to use in journal entries created for rounding differences. choose Determination Purchase Administration Setup Financials G/L Account . choose next to the Account Payable field. Administration Setup Financials G/L Account Determination G/L Account Determination: General Tab Credit Card Deposit Fee Define an account for posting the fee for deposit of credit card vouchers. Default Withholding Tax Code Define the withholding tax code to use as the default for new vendors. More Information G/L Account Determination Object Control Accounts .

Realized Exchange Diff. To access this tab.SAP Documentation Page 252 of 1289 rounding for certain currencies. an exchange rate differences transaction is performed automatically. Period-End Closing Account Define an account to use when performing a period-end closing process. Country-Specific Fields: Mexico REPOMO Revaluation Account Select the G/L account to use when a REPOMO revaluation journal entry is created. an exchange rate differences transaction is performed automatically. Administration Setup Financials G/L Account Determination G/L Account Determination: Inventory Tab Inventory Account Reflects the final inventory value and is recorded in every inventory transaction in SAP Business One. Cost of Goods Sold Account Define the G/L account to use when transactions of goods sold are created. More Information G/L Account Determination Object G/L Account Determination: Inventory Tab Specify the required inventory information using the fields below. Define here the account to which the gained exchange rate difference is posted. Allocation Account This clearing account is used as an offsetting account to the stock account in goods receipt POs and A/P credit memos. choose Inventory . Define here the account to which the lost exchange rate difference is posted.SAP Business One 2007 A . Country-Specific Fields: Mexico and Chile G/L Revaluation Offsetting Account Select the offsetting G/L account to use when a G/L revaluation journal entry is created. Realized Exchange Diff. The balance of this G/L account reflects the total amount of open goods receipt POs and goods returns. Reconciliation Difference Determines the account to use for the Automatic Balancing Transaction in Automatic Reconciliation.htm 7/16/2008 . In certain scenarios. This account is being credited or debited in the REPOMO account revaluation. Gain When reconciling transactions of foreign currency G/L accounts. Variance Account This G/L account is used only in a standard-price inventory system.ABBASOFT\Local Settings\Temp\~hhB0D4. Loss When reconciling transactions of foreign currency G/L accounts. if there are differences file://C:\Documents and Settings\Stephen.

along with the same amount that is recorded for the stock account. Goods Clearing Account General tab. Price Difference Account Used in purchasing transactions only. Purchase Return Account The G/L account you select here is recorded in the journal entry. Note Note This account is not relevant for the standard price valuation method. However. Negative Inventory Adjustment Acct This account is used only if: Inventory quantity is negative when the inventory posting takes place The document price is different from the moving average or the FIFO price. and the target document is connected to a different exchange rate.SAP Documentation Page 253 of 1289 between the standard price and the actual price in the purchasing document.Decrease Account. are posted to this account. Caution Caution From an accounting perspective. when a target document is created based on a base document whose item price is in a foreign currency. these differences are recorded in the variance account. along with the same amount that is recorded for the stock account. price differences between the base and target documents are recorded in this account.htm 7/16/2008 . Exchange Rate Differences Account Used in purchasing transactions only. Administration System Initialization file://C:\Documents and Settings\Stephen. Purchase Offset Account The G/L account you select here is used in order to offset the purchase or purchase-return account. Purchase Account The G/L account you select here is recorded in the journal entry. For certain scenarios. when an A/P invoice or a goods receipt PO is created.ABBASOFT\Local Settings\Temp\~hhB0D4. Inventory Offset . to use negative inventory. End of the note. and the differences between these prices and inventory values resulting from the addition of new documents. we do not recommend using negative inventory. thus maintaining journal entries created by balanced purchasing documents. a difference in local currency occurs. when a goods return or an A/P credit memo is created.Increase Account Accounts used as balancing accounts when the stock value is increased or decreased as a result of creating Goods Receipt or Goods Issue. deselect the Block Negative Inventory field in Document Settings End of the caution.SAP Business One 2007 A . In these cases the moving average or FIFO prices are held static. Inventory Offset . In certain scenarios. Sales Returns Account Define the G/L account to use when a transaction for a goods return is created.

that is. Offset Acct Select a G/L account to be the offsetting account when a cost of sales-revaluation journal entry is created. or item/warehouse level. In this case. item group. Cost of Sale Revaluation Acct Select a G/L account in which to record a cost of sale-revaluation journal entry. Expense Offset Account If an additional expense influences inventory values. the period between the start of production and the completion of the final product. Cost of Sale Rev. This G/L account is used in journal entries whenever the allocation account is also involved. no inventory entry is registered. WIP Inventory Account This account maintains the value of the items that are included in the work process. VAT in Revenue Default account used for VAT in Revenue postings. or item/warehouse level. resulting from running the cost of sales revaluation. This account is the default account when you have not defined one for this purpose at the warehouse. this account is used as an offsetting account for the additional expense value included in the purchasing posting. item group. Country-Specific Fields: Mexico and Chile Stock Revaluation Account Select a G/L account in which a stock-revaluation journal entry is recorded. a journal entry is created including this G/L account. however. G/L Increase Account G/L accounts used for balancing the change in inventory value resulting from the creation of Inventory Revaluation documents. Stock Revaluation Offset Acct. Expense Clearing Account Define an offsetting G/L account for clearing journal entries created by A/P invoices and goods receipt POs. Country-Specific Fields: Russia Shipped Goods Default account used in stock transactions when selling goods and using Shipped Goods account schema posting. or item/warehouse level.SAP Business One 2007 A . WIP Inventory Variance Account This account holds the variance amounts of the items that are part of the production process.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 254 of 1289 An offsetting account to the allocation costs used when closing goods receipt POs or goods returns. G/L Decrease Account. This account is the default account when you have not defined one for this purpose at the warehouse.htm 7/16/2008 . Select a G/L account to be the offsetting account when a stock-revaluation journal entry is created. This account is the default account when you have not defined one for this purpose at the warehouse. item group. More Information G/L Account Determination Object Account Segmentation file://C:\Documents and Settings\Stephen.

file://C:\Documents and Settings\Stephen. The window appears only if the Use Segmentation Accounts option is selected in Initialization Company Details Basic Initialization Administration Setup tab.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Administration Setup Financials Account Segmentation . SAP Business One uses this short name when creating automatic names for your G/L accounts. if the segment size is 3. SAP Business One provides you with four predefined segments. Size Specify the segment size in characters. Double-click the required row number. rename these segments or define additional ones.Setup Name Specify an alphanumeric name of up to 100 characters for the segment.Setup Window Use this window to define segment names and codes.htm 7/16/2008 . Maximal size – 20 characters.SAP Business One 2007 A . Name Enter names of up to 100 characters for the segment codes. For example. you can enter values such as 000 or 001. More Information Define Segment Name Segment Codes . Financials Account Segmentation Administration System To access this window.SAP Documentation Page 255 of 1289 Use this window to define account segments. Type Select either alphanumeric or numeric. To open this window.Setup Window Object Segment Name Segment Codes . Short Name Enter a name of up to 10 characters for the segment code. Account Segmentation . You can use the digit 0 in a segment code. You can change the predefined size of the predefined segments. If required. Segment Name Segment Codes – Setup Window Code Enter the required codes for the selected segment. choose .

EUR. choose Currencies – Setup Administration Setup Financials Currencies . choose Administration ? Setup ? Financials ? Currencies.Setup Window Use this window to define currency settings. USD. the short name in the accounts is not updated.SAP Business One 2007 A . as a way of ensuring that banks accept the bank file created by the Payment Engine. Currency file://C:\Documents and Settings\Stephen. for example.Setup Currencies . you cannot create a transaction for it. Once a currency is involved in a transaction.SAP Documentation Page 256 of 1289 Note Note You can change the short name even after the segment code has been used for creating G/L accounts. Recommendation Recommendation If you use the Payment Engine add-on. If a currency is not defined in this window. More Information Account Segmentation . However. you will not be able to delete it. All currencies you work with must be defined in this window. we strongly recommend that you use internationally agreed-on code abbreviations. End of the note.htm 7/16/2008 . To access this window. To access this window.ABBASOFT\Local Settings\Temp\~hhB0D4. Code Enter a code of up to three characters for the currency. See also: Currencies – Setup Window Object Currencies .Setup Use This window enables you to define all currencies used by your company for financial transactions.

International Description. More Information Currencies . Rounding in Pmnt Select to round values in payment documents.htm 7/16/2008 . Decimals Select the required decimal rounding for each currency. you can only increase the number of decimal places. Round to Ten Hundredths – Example: 4. Select one of the following options: No Rounding – Prevents any rounding for amounts in this currency. Hundredths Name Columns Enter the international name of the currency and the name of its decimal unit. for example.SAP Documentation Page 257 of 1289 Enter the name of the currency. 4. If you select Default.8 becomes 10. so that the numerical amount can be represented in words. Round to Ten – Example: 5. for example. Rounding This column appears only if the selected rounding method is By Currency. the decimal display is determined by the parameters entered in General Settings Note Administration Display tab. This name appears in the drop-down lists of various windows pertaining to currency. Country-Specific Fields: Switzerland ISR Calculation Select to determine that the currency is subject to ISR calculation.20 and 4. Line Total.10 Round to One – Rounds to the nearest integer.ABBASOFT\Local Settings\Temp\~hhB0D4.20 and 4.24 becomes 4.22 becomes 4. Each change is irreversible. €.19 becomes 4.SAP Business One 2007 A . The information is required for printing checks in this currency. Round to Five Hundredths – Example: 4.23 becomes 4. The selected option affects the Price. Note After journal entries are posted.25. International Code Enter an international code to represent the currency in printed checks. End of the note. $. and Document Total fields.14 becomes 4.Setup Define Currencies: Russia Object Define Currencies: Russia file://C:\Documents and Settings\Stephen.

Note Note The currency you select cannot itself be based on another conventional unit. End of the note. used in SAP Business One when creating a marketing document. then Exchange Rate for that particular conventional unit is calculated automatically based on the base currency. file://C:\Documents and Settings\Stephen. Use the Amount Differences report [External].htm 7/16/2008 . Note Note This type of currency must not be used for payment means operations. You have to use the Amount Differences Report [External] to calculate the realized differences. If you change the Factor for a conventional unit (currency) that is based on another conventional unit. Define Currencies Russia Is a Conventional Unit Select to define the currency as a conventional unit. which means that you must not create actual cash payments or bank transfers in conventional units. the exchange rates of all dependent conventional units (currencies) are automatically updated for that date. You have to change the exchange rate of the base currency for a particular date (as described in point two) to trigger the change of the exchange rate of the conventional unit in focus. When you generate the Exchange Rate Differences or Conversion Differences reports.SAP Business One 2007 A . the exchange rate for the former conventional unit is not updated for any date. Base Currency for Conv. the currencies defined as Is a Conventional Unit are not available for selection and are not taken into consideration. This type of currency behaves as a foreign currency in the system. If you change the exchange rate of a base currency for a particular date.SAP Documentation Page 258 of 1289 Special currencies – Conventional Units – are used for Amount Differences calculations. based on their Factor. on which to base this conventional unit. End of the note. Unit Select a currency defined as conventional unit. but exchange rate differences are not calculated during payments. see Amount Differences [External]. Object Define CCD Use this function to define the Cargo Customs Declaration (CCD) numbers. For more information.ABBASOFT\Local Settings\Temp\~hhB0D4. Factor Specify a factor by which to multiply the exchange rate of the Base Currency for Conventional Unit when calculating the exchange rate of this currency. If you set a currency as Is a Conventional Unit and base it on another conventional unit.

The value you enter in the Code column is unique and can consist of up to four characters.htm 7/16/2008 . Specify the unique number of a CCD number. Date Specify the export or import document date related to the CCD. Specify the export or import document number related to the CCD. Their descriptions: Are displayed in the Details field of the journal entry Can be used as selection criteria in various reports Once a transaction code defined in the Transaction Codes – Definitions window has been chosen in a journal entry. Exp. you cannot delete it. Supply Agreement Date Specify the date of the supply agreement. Supply Agree.SAP Business One 2007 A . but not those provided by default by SAP Business One. Each defined index appears as a column in the Exchange Rates and Indexes window. Doc.Setup Define indexes to use for revaluation of financial reports. Payment Key Specify the payment key./Imp./Imp. Customs Terminal Specify the customs terminal. file://C:\Documents and Settings\Stephen. Note Note You can remove user-defined indexes.ABBASOFT\Local Settings\Temp\~hhB0D4. Function Transaction Codes Transaction codes are used for journal entries. Date Specify the date on which the number was created. Customs Broker Specify the identification number of the company that serves as the customs broker for the organization. End of the note. No. Function Indexes . Specify the supply agreement number.SAP Documentation Page 259 of 1289 CCD Nr. Exp. Nr. Doc.

and link each transaction you create in SAP Business One to the appropriate project. choose More Information 1099 Table – Setup Window Administration Setup Financials 1099 Table . This enables you to track the financial status of each project by using the project code as a selection criterion in various reports. Projects You can define the individual projects that your company runs.htm 7/16/2008 .SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. To access this window. specify a project code of up to eight characters. 1099 Table .SAP Documentation Page 260 of 1289 To access this window.Setup Use this window to set up period indicators for posting periods in your company.Setup: USA Use this window to: Define 1099 form types Define the required 1099 boxes for each form type Determine the minimum 1099 amount for each box To access this window. and the full name of the project. In the Projects . To open this window choose More Information Document Numbering Posting Period Window Function Administration Setup Financials Period Indicators . You can link each numbering series to a specific posting period by relating the same period indicator to both the selected posting period and the selected numbering series.Setup window. file://C:\Documents and Settings\Stephen. choose Function Administration Setup Financials Transaction Codes . Period Indicators . choose Function Administration Setup Financials Projects .

Setup Window Use this window to define criteria for the 1099 Table.ABBASOFT\Local Settings\Temp\~hhB0D4. Select 1099 Box Specify a unique code of up to 20 characters for the 1099 box. Box Description Provide a description of up to 100 characters for each 1099 box you define. choose 1099 Table – Setup Window Administration Setup Financials 1099 Table . More Information file://C:\Documents and Settings\Stephen.SAP Documentation Page 261 of 1289 1099 Boxes Window Object 1099 Table . Vendors who do not reach this amount are not included in the 1099 report by default. To access this window.SAP Business One 2007 A . SAP Business One provides predefined codes for the 1099 boxes of each predefined 1099 form. choose Administration Setup Financials 1099 Table the required form. 1099 Boxes – Setup Window . More Information 1099 Table – Setup: USA Object 1099 Boxes – Setup Window Use this window to define 1099 Boxes. 1099 Form Specify the required 1099 form types. To access this window.htm 7/16/2008 . Minimum 1099 Amount Specify minimum 1099 amount for each box. SAP Business One provides you with the following predefined 1099 form types: 1099 INT – represents transactions related to loan interests 1099 DIV – 2005 – represents transactions related to profits 1099 MISC – general form to represent any other types of transactions 1099 Boxes Choose to open the 1099 Boxes – Setup window for a selected 1099 form type. Choose 1099 Boxes or double-click the row number of the selected form.

If the number in the first row is 30 and the number in the second row is 60.htm 7/16/2008 . The definitions you make here dictate the way tax is registered in the accounting transactions and how it is reflected in the different tax reports. More Information Tax Groups – Setup Window Tax Definition – XXX Window file://C:\Documents and Settings\Stephen. Function Tax You use the functions under this menu option to define tax-related settings. for a range of 30 to 59 days the percentage would be the value entered in the first row. according to your country regulations. You can define a hierarchy according to days past the document posting date / value date. Doubtful Debt % Enter the percentage for calculating the lost debt. To display the window choose Doubtful Debts – Setup Window Administration Setup Financials Doubtful Debts .SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. sales. of Days Specify the number of days to which the Doubtful Debt % is effective.SAP Documentation Page 262 of 1289 1099 Table – Setup: USA Object Doubtful Debts . The number of days you enter for each row indicates the lowest range number. based on the range of days defined in the No. Tax Groups SAP Business One provides predefined tax groups for each supported locality to be used by your company for purchasing. and payments. The number in the last row defines the percentage from this number of days and onward.Setup Use this window to define the parameters according to which your company calculates doubtful debts. To access tax definition functions choose Function Administration Setup Financials Tax . of Days field. If you want to define percentage from day 1. No. enter the number 1 in the first row.

SAP Business One 2007 A . Triangular Deal. Acquisition/Reverse This column is relevant only for Input Tax groups (A/P). Since the tax percentage may change from time to time. Effective from.htm 7/16/2008 . Name Specify a code and name for the tax group. Note Note The unique structure of journal entry that involves acquisition tax. End of the note. Goods Shipment Click and choose a value in either the Goods Shipment field or the Triangular Deal field.ABBASOFT\Local Settings\Temp\~hhB0D4. Specifying the acquisition tax is a procedure used when you record goods purchased from EU countries. choose Financials Tax Tax Groups . the tax amount in the rows and in the total of the A/P invoice would be 0. The two fields are mutually exclusive.SAP Documentation Page 263 of 1289 Object Tax Groups – Setup Window Use this window to define your company's tax groups. Note Note file://C:\Documents and Settings\Stephen. from the SAP Business One Main Menu. you can create additional entries by double-clicking the row number of the tax group and defining them in the Tax Definition window. To open this window. but the correct amount is recorded in the journal entry and affects the tax report. Category Click and choose either: Output Tax – tax groups for A/R documents Input Tax – tax groups for A/P documents EU Select this check box if the tax group is used for transactions with other European Union countries (relevant only for Output Tax groups). is supported only by the creation of purchasing documents such as A/P Invoice or A/P Down Payment Invoice. Tax is not calculated in the document. In this case. Rate The values displayed in these columns represent the date from which a tax group rate (%) is effective. Acquisition tax codes are not available for selection in manual journal entry. Select this check box to define the tax group as pertaining to Acquisition/Reverse. Administration Definitions Tax Groups – Setup Window Code.

SAP Business One 2007 A . When creating an A/P invoice for total amount of 100. End of the example. The calculation of the non-deductible amount is based on the tax amount. Relevant only for Input tax groups (A/P). Non Deduct.SAP Documentation Page 264 of 1289 The tax amounts in the documents are calculated according to the tax group's effective date. select the tax group you want to assign as the correction tax group for the current tax group. the amount of total tax is 16 from which 0.64 (=4%*16) is the non-deductible amount and 15. When using a tax group defined as non-deductible.36 is deductible.htm 7/16/2008 . which could be used later as parameters in user queries. Tax Account Specify a G/L account to use in journal entries containing this tax group. % The rate of tax that was paid but not allowed as a deduction. VAT Correction From the drop-down box. End of the note. Group Description Use this informative field to enter values. Example Example Rate of input tax group: 16% Rate of non-deductible: 4%.ABBASOFT\Local Settings\Temp\~hhB0D4. Country Specific Fields: Spain Equalization Tax % Specify the equalization tax percent for each relevant tax group. Acquisition Tax Specify a G/L account to use in journal entries containing an acquisition tax. End of the note. Acct Specify the account to which you want to post the non deductible tax amounts. Non Deduct. the total amount of tax is divided between the tax account and the non-deductible tax account. Country Specific Fields: Belgium & Portugal Correction Defines a tax group as a correction tax group in the system. Note Note The Acquisition/Reverse and Non Deductible definitions are mutually exclusive. More Information file://C:\Documents and Settings\Stephen.

More Information Tax Groups . Country – Specific Fields: Spain Equalization Tax % Specify the relevant equalization tax percentage.ABBASOFT\Local Settings\Temp\~hhB0D4. Tax Definition .SAP Business One 2007 A .<XXX> Window Use this window to specify tax information for a specific group. End of the note. More Information file://C:\Documents and Settings\Stephen.Setup Function Withholding Tax Codes The withholding tax codes used by your company are assigned to transactions and are reflected in the Withholding Tax report. Note Note There are three additional withholding tax codes available for the UK: Gross Payment. To open the window.<XXX> Window Effective From. Select the required tax group and choose the Tax Definition button. you can specify new values. choose Financials Tax Tax Groups Administration Definitions . Since the tax percentage may change from time to time. End of the note.htm 7/16/2008 . from the SAP Business One Main Menu. Rate The values displayed in these columns represent the date from which a tax group rate (%) is effective. and Higher Rate Deduction. Standard Deduction.SAP Documentation Page 265 of 1289 Tax Groups Object Tax Definition . Note Note The tax amounts in the documents are calculated according to the tax group's effective date.

Specific Fields: Australia & New Zealand Rounding Type Choose the relevant rounding type from the drop-down menu: file://C:\Documents and Settings\Stephen. Rate Enter the rate of tax to be calculated from the date defined in the Effective From field.<XXX> window. Enter the date from which a tax group rate (%) is effective. Category Choose one of the following from the drop-down list: Invoice – the withholding tax calculation appears in the invoice and is recorded in the journal entry when the invoice is added. from the SAP Business One Main Menu. Official Code Specify the official code to be reported in the withholding tax report.Setup Window Use this window to define withholding tax codes for your company. Administration Definitions Withholding Tax Codes .htm 7/16/2008 . The default value is 100%.SAP Documentation Page 266 of 1289 Withholding Tax Codes . Account Choose the G/L account code to be recorded in journal entries relevant for this withholding tax code.ABBASOFT\Local Settings\Temp\~hhB0D4.Setup Window Object Withholding Tax Codes . Payment – the withholding tax calculation appears in the invoice. Base Type Choose either Gross (includes VAT) or Net from the drop-down list to determine from which amount the withholding tax will be calculated. choose Financials Tax Withholding Tax . in which you can define the effective from date and the tax percentage for the selected withholding tax code. Effective From. To open the window. % Base Amount Specify the percentage of the base amount that is subject to withholding tax. Tax Definition Choose this button to open the Tax Definition . but is recorded in the journal entry when it is created by the incoming payment based on that invoice. Country .SAP Business One 2007 A .Setup Fields WT Code Specify a code for the withholding tax. WT Name Enter a description for the withholding tax code.

In this case the rounding calculation is done as follows: 1 to 49 cents is rounded down to the nearest dollar.25 is truncated to 72. file://C:\Documents and Settings\Stephen. and the bank account is credited for 10. Mexico & Chile Withholding Type Choose one of the following: VAT Withholding – identifies the withholding tax code as a withholding related to the VAT Code.6 is truncated to 11.SAP Documentation Page 267 of 1289 Truncated AU – this option is relevant for a penalty withholding tax. The total of 11. End of the example. for example. A value of 2 is posted for withholding tax while the bank account is credited for 9. but according to commercial rounding: The invoice total is 11. The WT is calculated as: 11*18% = 1. Withholding tax = 11.98 The WT amount is truncated to 1.6. 50. Example Example If the withholding tax is posted when payment occurs.htm 7/16/2008 . and the withholding tax is 18%. Income Tax Withholding – identifies the income tax withholding code related to indirect withholding taxes. Result: The posted value of withholding tax is 1.6 (=net value 10 + 16% vat). Commercial Values – this option is relevant for voluntary withholding tax. 50 to 99 cents is rounded up to the nearest dollar. and appears without decimals. 34. The tax amount calculated is truncated.27 becomes 34.6 End of the example. for example. Base Type Choose one of the following: Net – identifies the base amount for tax calculation as the amount before VAT.088.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A .6*18% = 2. for example.6. This amount is rounded to 2. a tax amount of 72. Example Example The following explains the calculations when creating the payment for the invoice mentioned above. the calculation is done as follows: You create a payment for an invoice whose total value is 11.68 becomes 51.

Administration Setup Tax Declaration Boxes – Setup Window Code. To open the window.Rows Window Object Tax Declaration Boxes . choose Financials Tax Tax Declaration Boxes .SAP Business One 2007 A .Setup Window Use this window to define selection criteria for the tax declaration boxes appearing in the Tax Declaration Boxes report. Type Choose one of the following options: Vat Group – summarizes VAT groups in the box Box – summarizes several boxes in this box Summary Field Choose to display one of the following amounts of the tax transactions in the report: Base Amount Tax Amount – the actual tax amount Non-Deductible Amount Equalization Tax Amount – relevant in Spain only Debit/Credit Choose one of the following options to determine what to add of the transactions that will be calculated in the box: Debit Side – only the debit amount file://C:\Documents and Settings\Stephen.Setup Tax declaration boxes are defined in the Tax Declaration Boxes . Name Enter a code and relevant description for the box. from the SAP Business One Main Menu.htm 7/16/2008 . More Information Tax Declaration Boxes – Setup Window Box Definition . Function Tax Declaration Boxes .ABBASOFT\Local Settings\Temp\~hhB0D4.Setup window for use in the Tax Declaration Boxes report.SAP Documentation Page 268 of 1289 VAT – identifies the base amount for tax calculation as the VAT amount.

Choose Update to move to the next row. Box Definition .Rows Window Use this window to define formulas for selected VAT groups or boxes. Currently.Setup: Canada & USA Use this window to define jurisdiction types. and the one below it. choose Declaration Boxes Administration Setup Financials Tax Tax .htm 7/16/2008 . go here. To access this window.ABBASOFT\Local Settings\Temp\~hhB0D4.Setup Object Box Definition . Sort Order Define the display order of the boxes in the report by entering their successive numbers. Absolute Value Displays the absolute box amount in the report. choose Update to save your changes. in which you can define a formula for the selected box. For more information on the formula.SAP Documentation Page 269 of 1289 Credit Side – only the credit amount Debit Side + Credit Side – both the credit and debit amount Formula Syntax The calculation formula of the box (the tax groups and the relations between them).Setup Object Sales Tax Jurisdiction Types . the next successive number is entered when you update the Define Tax Declaration Boxes window. Box Definition – Rows Window VAT Group Click the drop-down list and select the VAT group or box to include in the box. Double-click the relevant box row.SAP Business One 2007 A .Rows Opens the Box Definition – Rows window. the system contains the file://C:\Documents and Settings\Stephen. More Information Tax Declaration Boxes . More Information Tax Declaration Boxes . as required by the tax authorities. After you have finished defining all VAT groups or boxes for the formula. Formula Sign Click the drop-down list and select the arithmetic operation (+ or -) to define the relation between this VAT group or box. By default.

Specify the required information and save your data. choose Tax Sales Tax Jurisdictions . Rate Enter the tax percent. A/R Tax Account file://C:\Documents and Settings\Stephen. enter the name of the new type in the next available row and choose Update. Administration Setup Financials 2. 3.Setup Window Use this window to define rates for sales tax jurisdictions. Jurisdiction Rates – Setup Window Code Specify a short name for the jurisdiction code.SAP Documentation Page 270 of 1289 necessary three jurisdiction types: State. Choose the required jurisdiction and then choose OK. Administration Setup To add more jurisdiction types.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. Name Enter the name of the jurisdiction code. To open the window. choose Financials Tax Sales Tax Jurisdiction Types . SAP Business One provides predefined tax codes for the predefined jurisdiction types. To access the window choose Jurisdictions Administration Setup Financials Tax Sales Tax . More Information Jurisdiction Rates . Procedure Sales Tax Jurisdictions: Canada & USA Use this window to define tax codes and rates for each jurisdiction type defined in the Sales Tax Jurisdictions – Setup window. Choose OK to close the window. and City.SAP Business One 2007 A . Choose the jurisdiction type. County. from the SAP Business One Main Menu. From the SAP Business One Main Menu. Procedure 1.Setup Object Jurisdiction Rates .

The rate of the sales tax code is determined by the jurisdiction rates (included in it) and by the relationship between these rates.SAP Business One 2007 A . Type Click to choose the required jurisdiction type. from the SAP Business One Main Menu choose Financials Tax Sales Tax Codes . Code Press TAB and in the displayed window choose the required code. More Information Sales Tax Jurisdictions: Canada & USA Function Sales Tax Codes: Canada & USA Sales tax code definitions are based on a combination of factors from jurisdiction types and jurisdiction rates defined in SAP Business One. Expenses Specifies that this tax code applies to additional expenses. A/P Tax Account Press TAB to choose an account for purchase documents.ABBASOFT\Local Settings\Temp\~hhB0D4. for example. Use Tax Account Press TAB to choose an account for purchase documents when working with Use Tax.htm 7/16/2008 . More Information Sales Tax Codes – Setup Window Object Sales Tax Codes . Rate Displays the cumulative rate of the tax code. as the sum of the rates appears in the Effective Rate column.Setup Window Use this window to define sales tax codes. Note Note file://C:\Documents and Settings\Stephen. To open the window. Administration Setup Sales Tax Codes – Setup Window Code. tax on tax.SAP Documentation Page 271 of 1289 Press TAB to choose an account for sales documents. Name Enter a code and name for the tax code.

Stamp Tax Account file://C:\Documents and Settings\Stephen. Category Choose Input or Output from the drop-down menu to define the category to which the stamp tax group belongs. if the selected calculation method is rate. Code from the previous line. and whether or not tax on tax calculation was applied. Effective Rate Displays the total tax percent.SAP Business One 2007 A .Setup: Canada & USA Object Stamp Tax Groups . Stamp Tax Groups — Setup Code. depending on the jurisdiction types and codes you choose. Name Name of the selected code.Setup Use this window to define the stamp tax groups. choose a jurisdiction code to apply to the tax on tax calculation. Effective From Date from which the stamp tax group is active. Use Tax Account Display the accounts linked to each tax code in the table. A/R Tax Account. Name Define the code and name for the stamp tax group.htm 7/16/2008 . Tax on Tax Click and from the following options. Blank – No tax on tax calculation is done. Calculation Method Choose either Defined Rate (default value) or Fixed Amount from the drop-down menu to define how to calculate the stamp tax. Rate Tax rate defined for the selected code. Fixed Amount (LC) The fixed amount in local currency.SAP Documentation Page 272 of 1289 Only the codes related to the selected jurisdiction are available.ABBASOFT\Local Settings\Temp\~hhB0D4. End of the note. More Information Sales Tax Codes . All – SAP Business One applies tax on tax calculation to all the lines to this tax code. if the selected calculation method is fixed amount. Rate % The rate value in percentage. A/P Tax Account.

5 %. Define Tax Categories Fields Name Specify a name for the tax category. A/R Tax Account. Object Define Tax Rate and Effective Date Use this window to define for each withholding tax code the values that will appear under the Effective Date and Rate columns of the Define Withholding Tax window. Object Define Tax Categories Use this window to define tax categories for sales and purchasing documents. Name Define the code and name for the tax type. for example.ABBASOFT\Local Settings\Temp\~hhB0D4. Code. for defining additional parameters pertaining to the stamp tax group. This percentage is the portion of tax that the company cannot deduct. 10. External Code The code defined here is relevant for the report printout.SAP Business One 2007 A . Effective Date Specifies the date from which the tax rate for this code applies. VAT Defines the tax category as VAT tax. Rate Define the tax rate in percents with decimals. Non Deductible % Define the non-deductible percent of the tax code. Tax Definition Opens the Tax Definition Per Row window. file://C:\Documents and Settings\Stephen.SAP Documentation Page 273 of 1289 Define an account for recording the stamp tax postings.htm 7/16/2008 . Object Define Tax Types Use this window to define the tax codes and rates that are relevant for each tax category. A/P Tax Account Choose G/L accounts to be used in A/R and A/P journal transaction postings. Rate Specifies the tax rate for this withholding tax code.

Code.SAP Documentation Page 274 of 1289 Non Deductible Account Choose the G/L account to be used in journal entries created by documents that involve non-deductible tax values. Tax Codes . choose . choose the tax category for which you want to define tax codes.SAP Business One 2007 A . Mexico Deferred Tax Account Choose a G/L account to be used as a default account in transactions involving deferred tax. Rate Rate of the tax code according to the definitions made in the table rows. and choose OK.Selection Criteria Select the tax type for which you want to define tax codes. AP Indicate whether the tax code is subject to A/R postings. Tax Category From the drop-down list.htm 7/16/2008 . Name Define a code and a name for the tax code.Setup Window Use this window to define your tax codes. Valid for AR. Expenses Calculates tax for additional expenses. A/P postings. Object Define Tax Types . This field is not editable.Setup Administration Definitions Financials Tax Tax Codes Code. Tax on Tax Choose to define a tax on tax calculation. To open this window.ABBASOFT\Local Settings\Temp\~hhB0D4. You must choose at least one of the boxes. Country Specific Fields. Then define the calculation method by choosing from the drop-down list the tax code that should be the base of the tax on tax calculation. This field is activated only if the non-deductible percentage is higher than 0%. Object Tax Codes . or both. Type Choose the required tax type from the drop-down list. The Define Tax Category Rates window opens. Name Choose the required tax code from the drop-down list. file://C:\Documents and Settings\Stephen.

SAP Business One 2007 A .Setup Window Sales Opportunity Window Procedure Administration Setup Sales . and used for deferred tax transactions. Procedure 1.Setup window appears. these stages can be arranged according to the progress of the sales opportunity. The cursor is positioned on the first active row. Function Sales Opportunities You make the settings for the Sales Opportunities module under Opportunities More Information Defining Sales Stages Partners . The Sales Stages . Additional sales stages can be added at any time. Non Deductible % The non-deductible tax percentage defined for the tax code. If you did not define tax on tax calculation. file://C:\Documents and Settings\Stephen. in percentage. negotiations and quotations. you have to define the relevant sales stages. Effective Rate Displays the rate of the tax code taking into account the tax on tax calculation. Defining Sales Stages Before you can add new sales opportunities. A/R Tax Account. Examples of sales stages include first and second meetings. In the Sales Opportunity window.Setup .Setup Relationships . on the Stages tab. Non Deductible Account The non-deductible tax account defined for the tax code. the effective rate and the rate are identical.htm 7/16/2008 . A/P Tax Account G/L accounts defined in the Define Tax Type window for A/P and A/R tax postings. Deferred Tax Account The G/L account defined for the tax code. Choose Administration Setup Sales Opportunities Sales Stages .SAP Documentation Page 275 of 1289 Rate Displays the tax rate of the tax code.Setup Window Competitors .ABBASOFT\Local Settings\Temp\~hhB0D4.

Relationship Type Choose the relationship type of the partner from the list. Related BP If required.Setup Use this window to define a list of the company’s competitors.Setup Window Use this window to define partners for sales opportunities. check the box in the Cancelled column.ABBASOFT\Local Settings\Temp\~hhB0D4. Choose OK to close the window. 6. Note This topic includes explanations of some of the fields and other elements in this window. You can use the stage number to sort the stages according to how the sales opportunity develops. To open this window. 5. Enter the expected value for that sales stage in the Closing Percentage field.htm 7/16/2008 .Setup Object Competitors . 3. This sales stage will no longer be available when processing sales opportunities. More Information Sales Opportunities Object Partners . More Information Competitors . file://C:\Documents and Settings\Stephen. The cursor moves to a new row so that another sales stage can be added. To deactivate a sales stage. Name Enter the name of the partner. Choose Update. choose Note Administration Setup Sales Opportunities Partners . link a business partner code to each partner. 4. End of the note. or choose one from the list.SAP Business One 2007 A . SAP Business One uses this value to weight the forecast sales. Details Enter any additional details regarding the partner.SAP Documentation Page 276 of 1289 2. Sales stages that have not yet been defined can be added at a later stage. Enter a name for the sales stage.

More Information Landed Costs . you can select the relationships you defined here. Threat Level Select one of the following levels to define the threat of the competitor: Low Medium High Details Enter any additional details about the competitor. These relationships are defined in this window.Setup Object Relationships . including a name and description of the relationship. To access this window.htm 7/16/2008 .Setup Administration Setup Purchasing file://C:\Documents and Settings\Stephen. choose . choose .Setup Window Business partners relationships can be co-vendors. More Information Sales Opportunity Window Function Administration Setup Sales Opportunities Relationships Purchasing You make the settings for the Purchasing .SAP Business One 2007 A . partners for specific services or types of merchandise.A/P module under . subcontractors. or any other type of relationship.ABBASOFT\Local Settings\Temp\~hhB0D4. Name Administration Setup Sales Opportunities Competitors Enter the name of the competitor. When you add new sales opportunities.SAP Documentation Page 277 of 1289 To access this window. More Information Partners .

choose Purchasing Landed Costs . Weight The related costs are distributed according to the weight of an item in proportion to the total weight of the delivery.htm 7/16/2008 . Cash Value Before Customs The related costs are distributed in relation to the share of an item of the total FOB price of the delivery minus customs. To open the window from the SAP Business One Main Menu. Name Enter the name of the landed cost. These costs are then distributed among the items in the delivery according to a specific key.Setup You define the landed costs to process the costs of importing a delivery from abroad. Cash Value After Customs The related costs are distributed in relation to the share of an item of the total FOB price of the delivery plus customs. Quantity The related costs are distributed according to the quantity of an item in proportion to the total quantity of the delivery. Allocation By Specify the distribution type for the landed cost. End of the note. Administration Setup Choose the distribution type for the costs in the Costs by column and choose an entry from the dropdown box.SAP Documentation Page 278 of 1289 Object Landed Costs .SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. The following distribution types are available: Note Note This topic includes explanations of some of the fields and other elements in this window. The available values are described below. Volume file://C:\Documents and Settings\Stephen. Landed Costs Fields Code Enter the code of the landed cost.

Account Specify an account to which the landed costs can be allocated. Administration Setup Business More Information Countries . More Information Landed Costs Function Business Partners You make the settings for the Business Partners module under Partners .Setup Window This window contains a list of countries.Setup Window Defining Payment Terms Defining Payment Blocks Agents . Landed Costs Alloc.Setup Window Address Formats .SAP Documentation Page 279 of 1289 The related costs are distributed according to the volume of an item in proportion to the total volume of the delivery.htm 7/16/2008 . file://C:\Documents and Settings\Stephen.Setup Window Dunning Terms . Equal The related costs are distributed equally among the delivery items.Setup Window Object Countries . In it.SAP Business One 2007 A .Setup Window Defining Customer and Vendor Groups Defining Business Partner Properties Defining Business Partner Priorities Dunning Levels .ABBASOFT\Local Settings\Temp\~hhB0D4. each of which links to an address format relevant for marketing documents. and which the application uses to validate the bank accounts entered. you can also define bank account information that is valid for each country.

and Control Key fields) France (includes country-specific validation of the Bank Code. of Digits for Account No. No. Branch. Name Enter the country’s code and name. of Digits for Control Key If there is a common definition for all banks in the country. If this field is filled. or define a new one. EU Countries which are members of the European Union are specified as EU. No. according to the country’s regulations. enter the number of digits for the bank code. and Control Key fields) Italy (includes country-specific validation of the Control Key field) Netherlands (includes country-specific validation of the Account No. of Digits for Branch If there is a common definition for all banks in the country. If you leave it blank. If this field is filled. Branch. Validation Select the country-specific validation algorithm to be applied. it is used for bank account validation. Select a different format. Countries – Setup Fields Code. Account No.htm 7/16/2008 . it is used for bank account validation. enter the number of digits for the control key. No. choose Note Administration Setup Business Partners Countries . Account No. of Digits for Bank Code If there is a common definition for all banks in the country. If you leave it blank. Address Format Each country is assigned to an address format. and Control Key fields) file://C:\Documents and Settings\Stephen. Note This topic includes explanations of some of the fields and other elements in this window. The following countries are supported: Belgium (includes country-specific validation of the Branch. This format determines the structure of the address in marketing documents. Code for Report Enter the country code for the reports. the application does not carry out bank account validation for this field. enter the number of digits for the account number. it is used for bank account validation. If this field is filled. it is used for bank account validation. If you leave it blank. the application does not carry out bank account validation for this field. Domestic Bank Acct. End of the note. If you leave it blank.SAP Documentation Page 280 of 1289 To access this window.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . If this field is filled. enter the number of digits for the branch. the application does not carry out bank account validation for this field. If there is a common definition for all banks in the country. field) Portugal (includes country-specific validation of the Bank Code. Account No. This definition is relevant for tax regulations when you define addresses for business partners and when you create documents. No. the application does not carry out bank account validation for this field.

an additional field appears at the bottom right of the window. You can update. add.Setup Window The following table describes the fields that appear in the Address Formats – Setup Window.htm 7/16/2008 . select it using the mouse. CA. List of Address Elements Displays the address elements that can be used as the building blocks of address formats. choose . More Information file://C:\Documents and Settings\Stephen. or remove address components. and Control Key fields) IBAN Validation Select this checkbox if you want the system to validate the IBAN used in the bank information of the business partner master data. An additional frame appears at the bottom right enabling you to specify the formatting of the address. To access this window.SAP Business One 2007 A . Account No. Free Text When you drag this option to a cell in the table and click it. you cannot make any changes from within this frame. Editing Address Options After you place the required address options into the table. Layout Frame The layout frame is located at the bottom left of the window. Choose a row number to access the Line Length field. Address Formats Setup Administration Setup Business Partners Address Formats Name Specify a name for the address format. punctuation or symbol in the Edit Free Text field. Central Table Each cell in this table represents an element of the address format. To edit an address option. the extra text overflows to the next row. Branch. If the number of characters deviates from the defined length. More Information Default Values for Bank Account Validation Object Address Formats . Enter the required text.ABBASOFT\Local Settings\Temp\~hhB0D4. The name can contain up to 50 characters. type a comma to separate a city from a state as in Sacramento. You can see the changes in the layout while you edit the address format. For example. you can customize their layout according to your needs. The window opens in Add mode.SAP Documentation Page 281 of 1289 Spain (includes country-specific validation of the Bank Code. Enter the required row length. Additional Options You can also restrict the number of characters displayed for a row. switch to Find mode and browse for the required format using the usual search methods. This determines the maximum number of characters to be displayed in this row. however. If you want to edit existing formats.

You define account segmentation when you create a new company. 3. Procedure 1. upper or lower case. choose Row . 3. you will not be able to change back. You can move information from one cell to another by dragging cells with the mouse. You can see the number of defined rows in the first column of the table. Choose Update to save the settings and OK to close the window. 4. Data Add 5.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . 2. Drag the required address options found on the right of the table using the mouse. for example.SAP Documentation Page 282 of 1289 Defining Address Formats Procedure Defining Address Formats Procedure 1. 6. If required. To add a new row to the table when you have finished editing a current one. Choose Basic Initialization tab Use Segmentation Accounts. Select a row number and choose Procedure Data Delete Row . If you make changes in an existing format. Place your cursor in a table cell and adapt the text type to your needs. choose Update to save your changes. 2. This option is used mainly in the USA. You can also delete rows from the table. Go to Administration System Initialization Company Details .Setup window appears. 4. 7. Once accounts have been created. file://C:\Documents and Settings\Stephen. 8. choose Free Text to add additional free text. The Address Formats . Observe the final layout of the format displayed at the bottom left. Enter a name for the address format. Choose Administration Setup Business Partners Address Formats . Defining Account Segmentation The account system in SAP Business One lets you build accounts based on segments. Choose Add to save the new format. Choose Administration System Initialization General Settings .SAP Business One 2007 A .

a minus (–). Vendors can be grouped according to their business areas or the business transactions achieved with the vendor. choose OK. and a Short Name. letting you categorize each segment according to your company classification. A similar window appears. Choose Administration Setup Define Account Segmentation . For example. You can use the groups to format reports and evaluations. Therefore. Unless you specify a particular Administration Setup Business Partners file://C:\Documents and Settings\Stephen. When you process a master record. You can only assign a business partner to one group. If one field in the master record is not sufficient to map the properties you require. Do not enter asterisk (*) or numbers. each department will receive a two-digit code. there are four segments in the system. for example. 2. Procedure Defining Customer and Vendor Groups Procedure It may be useful to classify your business partners according to groups. For each classification.htm 7/16/2008 . Name. When you have made all your entries. You can add up to 10 segments and change Name. 9.ABBASOFT\Local Settings\Temp\~hhB0D4. which can be defined individually.SAP Documentation Page 283 of 1289 5. 1. Choose the Display tab and type in a separator character in Account Segment Separator. Choose Update to save and OK to close the General Settings window.SAP Business One 2007 A . you select the group from a dropdown list. From the SAP Business One Main Menu. 3. Note that the Code field is limited by the value you specified in Size for this segment. you define Code. classify the Department segment according to the number of departments in your company. Enter a descriptive name for the group and choose Update. Double-click a line to classify the segment. you can also use the properties of the business partners (see Defining Business Partner Properties) and the user fields. overwrite the relevant entry and choose Update. You also use the groups to sort data and make selections. according to the sector or size of your customer. The system places the cursor on the first empty row in the window. it is useful to put the groups you use most frequently at the beginning of the list to select them more quickly. By default. such as evaluating your sales figures for each sector. and Type for each segment. 7. 8. 6. For example. choose Customer Groups (or Vendor Groups). To change the name of a group. Size. You assign a group when you process the master data of a business partner.

To remove a business partner group.SAP Business One 2007 A . Administration Setup Business Partners file://C:\Documents and Settings\Stephen. West. Enter a new property description. or select an existing entry that you want to modify. 4. Electrical appliances. choose Business Partner Properties. Data More Information Business Partner Master Data Procedure Defining Business Partner Properties You can classify your business partners by up to 64 properties. When you have made all your entries. a business partner can have none. the master record is assigned automatically to the first entry in the list. and so on. one or up to 64 properties. which you define according to your business requirements. Property 20-30 Size 1 to 10 employees. Property 30-40 Industry Sanitation. The window lists the default entries (Default Property 1-64) and entries that you have previously defined. Example You could define the properties fields as follows: Property 1-20 Area East. You assign the relevant properties when you process a master record for a business partner. You can use the properties to: Format reports and evaluations Sort data Select master records during processing Procedure 1. Midwest and so on. 50 to 100 employees. From the SAP Business One Main Menu. and so on. Note Note The properties are not mandatory. 3. choose OK. 2. Select the first available default entry. End of the note.htm 7/16/2008 .SAP Documentation Page 284 of 1289 group. and choose Update. Food.ABBASOFT\Local Settings\Temp\~hhB0D4. 10 to 50 employees. select the relevant row and from the menu bar choose Remove Update.

Setup Window file://C:\Documents and Settings\Stephen. you can also apply user-defined fields. can be alphanumeric. leads and vendors. Object Dunning Levels . End of the note.SAP Business One 2007 A . choose Priorities Note Administration Setup Business Partners Business Partner . To access this window.htm 7/16/2008 . remember that this table applies to customers. Object Business Partner Priorities . Note This topic includes explanations of some of the fields and other elements in this window.ABBASOFT\Local Settings\Temp\~hhB0D4.Setup Window Priority Code Enter a code for the priority.Setup Window Use this window to define business partner priorities. If a business partner’s properties are not sufficient to map the properties you need. Business Partner Priorities .SAP Documentation Page 285 of 1289 You could assign a customer or a vendor as follows: Area East Size 1-10 employees Industry Food Another customer or vendor could be defined as follows: Area West Size No assignment Industry Electrical appliances Note Note When you define customers and vendors. End of the note. which you can customize as required. If necessary. Priority Description Enter the description of the priority. you can define one area of the table for customers and a separate area for vendors.

Note Administration Setup Business Partners Dunning Terms Note This topic includes explanations of some of the fields and other elements in this window. If you still want to use this function you can reactivate it through Form Settings (Form Settings) in the Main Menu. This field is disabled when the chosen dunning level is All. Dunning Terms Setup Fields Letter Format file://C:\Documents and Settings\Stephen. More Information Dunning Wizard Object Dunning Terms .ABBASOFT\Local Settings\Temp\~hhB0D4. To access this window. Choose All to use a letter format that combines all the dunning levels. End of the note. Setup Window Fields Letter Format Choose the required option. Minimum Balance Enter a minimum balance amount for the chosen dunning letter. Effective After Enter the number of days after which the dunning level becomes effective. choose . When the fee is related to the dunning level All. choose . Interest Select to have interest calculated for the dunning level.htm 7/16/2008 . which you can modify to your company standards using the Print Layout Designer. Fee Per Letter Enter the fee charged for a specific dunning letter.SAP Business One 2007 A . even if the dunning level is already effective.SAP Documentation Page 286 of 1289 Use this window to define a letter format for each dunning level in your company. If the debt of the customer is lower than the minimum balance defined. To access this window after you have Administration Setup Business Partners Dunning Levels activated the function. it is relevant only for the combined dunning letter. The function Dunning Levels – Setup is hidden from the company setup.Setup Window Dunning terms are relevant for the automatic creation of dunning letters. There are three default letter formats. the dunning letter is not issued.

Minimum Balance Displays the minimum balance for the dunning letter. Letter per BP Term If you choose the dunning term All in step 2 of the dunning wizard. the template for the highest dunning level of all documents included in the letter is used. Yearly Interest Rate – to be used for calculating the interest per year.Setup window. The value that appears in this field is taken from the Dunning Levels . Effective After (Days) Displays the number of days after which the dunning level becomes effective. if required. Dunning Level Specify the required dunning level. even if the debts of the customer comprise more than one dunning level. as defined in the Dunning Levels . Code. Number of Days in Month – the default value is 30. You can change the number of days if required. This option is selected by default. This field appears only if you selected at least one Interest option in this window. This is determined according to the Interest field in the Dunning Levels . Name Define a code and a name for the dunning term. Calculate Interest Value on Original Sum file://C:\Documents and Settings\Stephen. For the highest dunning level. the values you enter here are used in the dunning letters to the customers instead of the ones defined for the dunning levels in the table. Apply Letter Template by Highest Level If you select this option. if required. This field appears only if you use the dunning letter method One Letter per BP and have not selected the option Apply Letter Template by Highest Level. You can change this amount if required.Setup window.Setup window.htm 7/16/2008 . Enter a different value. This field is available only if you choose the dunning letter method One Letter per Dunning Level or One Letter per BP.SAP Documentation Page 287 of 1289 Choose an appropriate letter format for the dunning level. One Letter per Dunning Level – select this option to group all the debts related to the same dunning level into one dunning letter. Bank Interest % Define the interest rate to be used in calculations in the dunning letter: Number of Days in Year – the default value is 360.SAP Business One 2007 A . One Letter per BP – select this option to create one letter for each business partner. You can change this amount if required. Enter a different value. Fee Per Letter Displays the fee determined for this dunning letter in the Dunning Levels . Interest Displays whether to calculate interest or not.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Dunning All. Calculate Interest Value on Remaining Amount. Dunning Level Method Select one of the following methods for the creation of the dunning letter: One Letter per Invoice – select this option to create a dunning letter for each invoice.Setup window.

The payment term specified here is file://C:\Documents and Settings\Stephen.03 Invoice 01.02. There are 360 days in a year.03 Payment Interest rate is 7 % and the Dunning wizard is processed on the 1.6667 * number of days counted since the due date of the invoice and the date in which the dunning wizard is processed.SAP Business One 2007 A . Background Interest Calculations in Dunning System In the Define Dunning Terms window you can determine how interest is calculated.01. The following examples demonstrate how the calculation is done in each method.3.03 7000X7%X60*/360 = 81.ABBASOFT\Local Settings\Temp\~hhB0D4. Use Original Exchange Rate from Invoice.01. Function Total 10000 3000 7000 Defining Payment Terms Use this function to define the payment terms that apply to transactions with customers and vendors. This option is relevant when calculating interest in foreign currency.03 Invoice 01.03. 2. Use Current Exchange Rate Choose whether to use the original exchange rate defined in the invoice. Calculate Interest Value on Original Sum: Due Date Document Type 10000 3000 Total 01. There are 30 days in each month. These fields appear only if you selected at least one Interest option in this window. Enter the payment terms defined here in the master records of customers and vendors. or to use the exchange rate defined for the day on which the dunning letters are created.htm 7/16/2008 .SAP Documentation Page 288 of 1289 Choose whether to calculate the interest on the remaining sum (default option) or on the original sum of the debt.02. Example Calculate Interest Value on Remaining Sum: Due Date Document Type 01.16666 The value of the first parenthesis is the interest that was accumulated until the first payment was created. The value in the second parenthesis is the interest accumulated until the wizard was processed.03 Payment Remaining Sum is 10000-3000 = Interest rate is 7% and the dunning wizard is processed on 01. Prerequisites 1.03 (10000X7%X30/360) + (7000X7%X30/360) = 99.

To remove a record.htm 7/16/2008 . choose .SAP Documentation Page 289 of 1289 proposed automatically when you create a master record. use a code that will allow you to identify the payment terms easily. and can be used for a credit check. Therefore. the information on the credit limit is copied from the payment term to the customer master record and then to the sales document. or the total discount allowed etc. The payment terms represent the typical agreements you have with your business partners.SAP Business One 2007 A . you do not have to define this information from scratch for each customer and vendor. the due date of an invoice.ABBASOFT\Local Settings\Temp\~hhB0D4. SAP Business One automatically copies the information regarding payment period. Therefore. select the record and choose Note Administration Setup Business Partners Payment Terms Data Remove . This code will appear in the drop-down list of defined payment terms. You can change this data for each customer or vendor. You can then change this data for each customer or vendor. More Information Payment Terms Window Object Payment Terms Window Use this window to define the payment terms that apply to transactions with customers and vendors. Note This topic includes explanations of some of the fields and other elements in this window. To open the window. End of the note. Due Date Based On Specify the value date of the invoice on which you want to base the installment due date: Posting Date System Date Document Date file://C:\Documents and Settings\Stephen. In addition. This information is used to calculate the prices for the items. and total discount into the document. You can also change the payment term data manually in the transaction itself if a special agreement was made for that transaction. price list. Payment Terms Window Fields Payment Terms Code Enter a code for these payment terms. When a purchasing or sales document is entered for a customer or vendor. The payment term specified here are proposed automatically when you create a master record.

Months + .. the window opens automatically only when the Invoice with Receipt function is called. The total discount is calculated from the sum of the prices for all the items sold in a transaction. Tolerance Days Specify the number of days to subtract from the calculated due date of the invoice. If you base the due date on the posting date and the invoice posting date is October 10. Open Incoming Payment When you create an invoice. The price list from the customer/vendor master record is copied to the purchasing or sales document. In this case. You may set the payment period for the current month or for several months in the future. In this case. Total Discount % Specify the total discount that a customer with this payment term should be given. If the window for entering the means of payment is opened automatically based on this field. as well as for a number of days in the last month of the period. Half Month . you can specify the payment data immediately. Otherwise. The entry in this field determines the default means of payment. Month Start .SAP Business One 2007 A . No. you may change this value.either the 15th or the last day of the month. The prices of the items in the file://C:\Documents and Settings\Stephen. a receipt must be created along with the invoice. If you base the due date on the posting date and the invoice posting date is October 10.htm 7/16/2008 . this information is saved in the master record for the respective customer or vendor. When the base date is earlier than 15.. the invoice cannot be added. you can manually open the window for the means of payment for a regular invoice. and for 10/23/2008 the due date is 10/31/2008. When you select a payment term. For 10/13/2008 the due date is 10/15/2008. the month start is set to November 1. Cash Discount Name Define a cash discount for your customers or for discounts your vendors give you for advance payments.. You can manually specify a different price list. Interest on Receivables % Define the annual interest rate to charge for open receivables to a customer with this payment term. If you select No. Price List Specify a price list for each payment term.SAP Documentation Page 290 of 1289 Closing Date Start From Specify when to initiate the payment: Month End .last day of the month. otherwise. This percentage is copied to the customer master record when you select this payment term. Days The due date for an installment is based on the date of the order and the values specified in the payment terms.first day of the month. This data is for information purposes only. Set this field if you want the system to display the window for entering the means of payment whenever an invoice is created. of Installments Number of installments for the current payment. it is the last day of the month. then the 15th is the half month. the customer must pay the full invoice amount. The value is copied from the master record to the sales documents. then the month end is October 31.ABBASOFT\Local Settings\Temp\~hhB0D4. + .. If necessary.

Recommendation Recommendation We recommend that you define the names of the price lists ( Inventory Price Lists Price Lists and assign them here to the payment terms. The system uses these fees to calculate interest rates in the Customer Receivables by Due Dates report. Enter Code and Name. you assign late payment fees to each of the company payment terms. 4. enter the number of days after which interest applies.htm 7/16/2008 . Choose Dunning Interest Rate Name. Max.ABBASOFT\Local Settings\Temp\~hhB0D4. You can define the prices of items in the price lists later.SAP Business One 2007 A . Procedure 1. choose Administration Setup Define Payment Terms . From the SAP Business One Main Menu. You may overwrite these value as required.SAP Documentation Page 291 of 1289 transaction are taken from the price list. The Late Payment Fees window appears. The term can apply to pending sales and invoices only (Maximum Credit) or to the balance of the customer account (Commitment Limit). In Days after Due Date. 2. and find the payment term code to which you want to add a dunning interest rate. Commitment Limit Use these payment terms to define the maximum credit limit for a customer. You can assign a dunning interest rate either per payment term or to multiple payment terms. Country-Specific Fields: Switzerland Cash Discount Name Use this field to define cash discounts for your customers or discounts your vendors give you for advance payments. More Information Installments Window Defining Payment Terms Calculating the Installments Procedure Assigning Late Payment Fees In this step. file://C:\Documents and Settings\Stephen. Credit. 3. The values you specify here are proposed automatically when you create a customer master record.

The interest rate calculated is based on the invoice open amount. For every cash discount defined in your company.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Add. To open this window. To save this late payment fee and close the window. if you enter 10. choose Administration Setup Business Partners Payment Terms and select Define New in the Cash Discount Name field. specify the Number of days in month. If you want to issue dunning letters for partially paid invoices. Freight Applies a cash discount to freight. the system starts calculating the interest rate 10 days after the invoice's due date. you specify the exact date until which the discount is effective. By Date Sets fixed dates for discounts. 6.Setup Use the Cash Discount window to customize how discounts are applied. Object Cash Discount . If applicable.htm 7/16/2008 . Example Example The values entered for Day and Month are 15 and 1 respectively. The cash discount is effective until the 15th of the following month. End of the example. Name Define a code and a name for the cash discount. 9. 5. In the Day and Month columns in the table below. To define the number of days regarding the calculation of interest only. Choose the method of calculating the interest rate: Use original exchange rate from the invoice Bases the exchange rate on the invoice posting date Use Current Exchange Rate Bases the exchange rate on the posting date of the report/letter 8. Code. 7.SAP Business One 2007 A . file://C:\Documents and Settings\Stephen. check Calculate Interest on Partially Paid Invoices. decide whether the discount amount calculated on the invoice total includes freight. specify the Interest % and a Fixed Sum.SAP Documentation Page 292 of 1289 For example.

the percentage to be paid in each installment. then the installments are credit installments according to the value selected here. the credit method.htm 7/16/2008 . choose . According to the customer’s payment terms. then to the second one. When the amount of the credit memo equals the invoice amount. Example Example An invoice was issued on August 1. Country – Specific Fields: USA Sales Tax Applies a cash discount to sales tax amounts. all the installments are credit installments. the payment must be made by August 31. until the entire credit amount is applied. To open this window. End of the example. and so on. Country – Specific Fields: Portugal Apply VAT Correction Posts the VAT discount amount to a VAT correction account. Credit Method Specify the method to be used when a credit memo is created based on an invoice with installments. file://C:\Documents and Settings\Stephen. Object Installments Window Use the window to define the number of installments. of Installments Specify the number of installments. a customer who pays his debt by August 6 receives a 10% discount and a customer who pays between August 6 and 10 receives a 5% discount.ABBASOFT\Local Settings\Temp\~hhB0D4. Discount % You can define a hierarchy based on days.SAP Documentation Page 293 of 1289 Days After Posting Date. Administration Setup Business Partners Payment Terms Installments Window Fields No. then click . If you define a cash discount of 10% for payment after 5 days and a 5% discount for payment after 10 days.SAP Business One 2007 A . and how tax is applied to the invoice. First Installment The credit is first applied to the first installment. When the credit memo amount is less than the invoice amount. Specify the number of days after the document's posting date for which the discount is given.

Apply Tax in First Installment Adds the tax amount to the first installment only.ABBASOFT\Local Settings\Temp\~hhB0D4. Procedure Calculating the Installments Installments are payments divided into several parts. Customers who pay in installments are charged as defined in the Payment Terms. Specify a value in the Start From field.SAP Documentation Page 294 of 1289 Last Installment The credit is first applied to the last installment. starting from the invoice due date. Update Tax Proportionally Adds the tax amount proportionally to each installment. This date is used as the starting point for calculating the first installment's due date. Example Example You choose the posting date as your base date and the month start as your start from date. 3. and so on. End of the example. 4. If you enter 30 in the + Days field. Subtract the value given in the Tolerance Days field. Procedure To calculate the value date of the invoice: 1. 2. the month start is November 1. to be paid at successive fixed times. % The installments as percentages of the total payment amount. then to the second last. The total must be 100%. enter 0 in the Month and Days fields. file://C:\Documents and Settings\Stephen. Days Specify how the installment due date is determined. the due date is November 30.SAP Business One 2007 A . If you want the first installment due date to be the same as the invoice due date.htm 7/16/2008 . until the installments’ balance reaches zero. according to the proportions defined in the % field. The calculated value is the due date of the invoice. Month. These values define the number of months or days to add to the Start From date. according to the % field. The due date is calculated from the total amount of the Month and Days fields for each row. Specify a value in the Due Date Based on field. Enter values in the + Months and + Days fields. If the posting date is October 10. Equally The credit is applied to each installment.

More Information Business Partner Master Data: Payment System Tab Payment Blocks – Setup Window Object Agents .Setup Window The following table describes the fields that appear in the Agents – Setup Window. Choose Update. To access this window. choose Administration Agents . In the Payment Block field. Note Business Partner Business Partner Master Data . choose Payment System 2.Setup Window Fields Setup Business Partners Agents . 5.ABBASOFT\Local Settings\Temp\~hhB0D4. Procedure 1. End of the note.htm 7/16/2008 . For this purpose you assign a payment block that indicates the reason for the exclusion. In the field on the right. enter a description of the payment block reason. there might be cases where you would want to exclude a specific business partner from the payment run.SAP Business One 2007 A . choose Define New. From the SAP Business One Main Menu. The Payment Blocks – Setup window appears. Note The list is updated after each row entry. 3. Use the procedure to define the payment blocks. file://C:\Documents and Settings\Stephen.SAP Documentation Page 295 of 1289 More Information Payment Terms Window Procedure Defining Payment Blocks If you use the Payment Wizard to automatically issue and create incoming and outgoing payments. Select Payment Blocks. 4.

Country Code Specify a country code to indicate the country in which the bank account is located.Setup In the Banks – Setup window. choose Banks . up to 32 characters. The description can be up to 50 characters. up to 50 characters. Bank Code. Banks . you define the banks with which your company works. from which you select the relevant account number or file://C:\Documents and Settings\Stephen. SWIFT No.Setup Administration Setup Banking Banks . Agent Name Specify the agent's name. can be alphanumeric.htm 7/16/2008 . Bank Name Specify the code and the name of the bank.SAP Business One 2007 A . The code can be alphanumeric. Function Banking You make the settings for the Banking module under More Information Banks House Bank Accounts Credit Cards Credit Card Payment Credit Card Payment Methods Payment Methods Object Administration Setup Banking . To open this window. Account No.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 296 of 1289 Agent Specify a code for the agent. Post Office Indicates that the bank is a post office. Description Specify any other information that is relevant for this agent. Press TAB to open the House Bank Account List window. Specify the SWIFT number to be used when the OPEX file is created.

Next Check No. Row Date – The posting date of each transaction is the date assigned to the respective row in the bank statement. as defined in Accounts .SAP Business One 2007 A . Row Date – The due date of each transaction is the date assigned to the respective row in the bank statement.ABBASOFT\Local Settings\Temp\~hhB0D4. Due Date Definition Specify the method according to which the due date of bank statement transactions is determined: Statement Date – The due date of all the transactions created for a bank statement is the (due) date of that bank statement. More Information House Bank Accounts .SAP Documentation Page 297 of 1289 define a new one.Setup Code lists are provided by the national bank and file://C:\Documents and Settings\Stephen. Number of the next check. Bank Operation Code List Specify the relevant list. Current Date – The due date of the bank statement transactions is the current date.htm 7/16/2008 . Current Date – The posting date of the bank statement transactions is the current date. Due Date – The posting date of all the transactions created for the bank statement is the due date assigned to that bank statement. Branch Bank branch of the selected account. Posting Date Definition Specify the method according to which the posting date of bank statement transactions is determined: Statement Date – The posting date of all the transactions created for a bank statement is the (posting) date of that bank statement. The lists are defined in Administration Setup Banking Bank Statement Processing External Bank Operation Code vary from country to country. Administration Setup Banking House Bank Administration Setup Banking Bank Statement Processing The following columns appear only if the option Install Bank Statement Processing is selected in Administration System Initialization Company Details Basic Initialization tab . The branch is defined in House Bank Accounts . Due Date – The due date of all the transactions created for the bank statement is the due date assigned to that bank statement.

algorithms are available to check that the bank account number is correct. or in the business partner master data. in the Banks – Setup or House Bank Accounts – Setup windows. If the bank account number you entered does not comply with the default. Validation of domestic bank accounts (available for all countries) The system checks the number of digits of the following data: Bank code Branch Account number Control key Additional country-specific validation for Belgium.SAP Business One 2007 A . In this case.SAP Documentation Page 298 of 1289 Function Bank Account Validation Bank account numbers are structured according to national and international standards. Portugal. SAP Business One performs two types of bank account validation: 1. Validation of International Bank Account Numbers (IBAN) (available for IBAN countries) The system checks whether the IBAN is correct. In addition. These checks are carried out when you enter new bank account information. Netherlands. In many countries. the checks are carried out when bank account numbers are used in the Payment Engine add-on (through the payment wizard or through Bill of Exchange management).htm 7/16/2008 . the application displays a warning message and you can modify the information entered. France. for example. the system verifies that the bank accounts are correct before creating the payment file. Italy. Administration More Information Banks – Setup House Bank Accounts – Setup Countries – Setup Window Default Values for Bank Account Validation Background Default Values for Bank Account Validation file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4. and Spain 2. any payment orders to this account are rejected and bank fees are charged to the company. If this number is not checked in the system and happens to be wrong. You define the parameters for bank account validation in the Countries – Setup window under Setup Business Partners Countries .

SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. of Digits Domestic Bank IBAN for Control Account Validation Key Validation Available N/A No N/A Yes 2 Belgium Yes N/A No N/A No N/A No N/A No N/A No N/A Yes N/A Yes N/A Yes N/A Yes 2 France Yes N/A Yes N/A No N/A Yes N/A No N/A Yes N/A No Italy Yes 1 N/A No N/A No Netherlands Yes N/A No N/A Yes N/A No N/A Yes 2 Portugal Yes N/A No N/A No N/A No N/A Yes N/A No N/A No 2 Spain Yes N/A Yes N/A Yes N/A N/A Yes Yes Country Australia Austria Belgium Brazil Canada Chile China Costa Rica Cyprus Czech Republic Denmark Finland France Germany Guatemala Hungary India Ireland Israel Italy Japan Mexico Netherlands New Zealand Norway Panama Poland Portugal Puerto Rico Russia Singapore Slovakia South Africa South Korea Spain Sweden Switzerland United Kingdom United States 3 7 5 5 11 6 5 4 5 3 8 12 7 4 4 11 4 4 10 6 8 More Information file://C:\Documents and Settings\Stephen. of Digits for Account No.htm 7/16/2008 . No. of Digits No. of Digits for Bank Code for Branch No.SAP Documentation Page 299 of 1289 SAP Business One uses the following default values to validate bank account data: No.

Account No. Street. the country code linked to it is displayed automatically. the transactions created by the payment run are posted to the interim account and not to the defined G/L account. Control Key This field is used. 2. Next Check No. The checks drawn on this account are numbered sequentially. Zip Code Specify the address of the bank branch at which the account is located. starting with this number. It is created automatically. G/L Account Specify the G/L account that reflects this bank account in your books. The OPEX table is based on the payment wizard. County.Setup Administration Setup Banking . Country When you choose a bank code. in every new SAP Business One company. 3. choose House Bank Accounts House Bank Accounts . Specify the relevant branch and account numbers. Specify the number of the next check for this account.SAP Business One 2007 A . Branch. If you define an interim account and set this parameter in the relevant payment methods ( Administration Setup Banking Payment Methods ). All information in the files is transferred to the OPEX table. Bank Code Press TAB and select the required bank code from the List of Banks window. City. Block. IBAN International Bank Account Number Specify the code to be used for banking transactions across country borders. to export bank transfer files. along with other tables. G/L Interim Account You can specify a G/L account to be used as an interim account when a payment run takes place.SAP Documentation Page 300 of 1289 Bank Account Validation Object House Bank Accounts . This field is relevant for Europe only.ABBASOFT\Local Settings\Temp\~hhB0D4. Paper Type Select one of the following options: Blank Paper file://C:\Documents and Settings\Stephen. User No.Setup To open the House Bank Accounts – Setup window. together with the IBAN. State. 1.htm 7/16/2008 . 4 Use these fields for special purposes.

you must insert the zeros after the second digit from the left. For example. SAP Business One considers the value defined in Preferences Administration System Initialization Print (tab Per Document. insert 0 (zero) instead of the missing digits. document Check for Payment) as the maximum lines per check.htm 7/16/2008 . Country – Specific Fields: Switzerland ISR Type Select one of the following types to define the fields to be printed on the invoice slip: ISR – with pre-printed amounts BISR – with pre-printed amounts ISR + – with blank amount fields BISR + – with blank amount fields ISR Biller ID Specify an additional identification number. System Initialization Print Preferences Maximum Lines Enter the maximum number of lines to be printed on each check issued for the account.SAP Documentation Page 301 of 1289 Checks are printed on blank paper. Default Checks are printed as defined in Administration (tab Per Document. If you leave this field blank. you add 3 zeros to complete to 9 digits.ABBASOFT\Local Settings\Temp\~hhB0D4. document Check for Payment). If you leave this field blank. End of the caution. The structure of this number is XXXXXXXX-X. Caution Caution If the ISR Biller ID is shorter than 9 digits. Template Name Specify the print layout template to be used when printing checks. The result is: 120003456.SAP Business One 2007 A . Customer ID Number Specify the ID number of the company. Bank Statement Processing file://C:\Documents and Settings\Stephen. The number must have 9 digits. the original number is 123456. it is printed on blank paper. Overflow Blank Paper If the check print overflows from the check entered to the printer. Since there are only 6 digits. Overflow Prenumbered Check Stock If the check information overflows the preprinted check paper in the printer. SAP Business One uses the default template defined for the document. Since the structure of the number is significant. Use this field if the selected ISR type is BISR. it is printed on the next check.

file://C:\Documents and Settings\Stephen. Specify numbering series to be used for journal entries. Note This column appears only if the option Permit More than One Document Type per Series is deselected in Administration End of the note. If this field remains empty. incoming and outgoing payments that are created through bank statement processing. the default numbering series defined for outgoing payments in Administration Note System Initialization Company Details Basic Initialization tab . If this option is deselected. the default numbering series defined for incoming payments in Administration Note System Initialization Company Details Basic Initialization tab . If this field remains empty.SAP Documentation Page 302 of 1289 The following columns appear only if the option Install Bank Statement Processing is selected in Administration System Initialization Company Details Basic Initialization tab . System Initialization Document Numbering is used. the bank statement is entered System Initialization Company Details Basic Initialization tab . Note This column appears only if the option Permit More than One Document Type per Series is deselected in Administration End of the note. System Initialization Document Numbering is used. Series This column appears only if the option Permit More than One Document Type per Series is selected in Administration System Initialization Company Details Basic Initialization tab . Outgoing Payment Series Specify the numbering series to be used for outgoing payments documents that are created through bank statement processing. Journal Entry Series Specify the numbering series to be used for journal entries that are posted through bank statement processing. Incoming Payment Series Specify the numbering series to be used for incoming payments documents that are created through bank statement processing. If this field remains empty.ABBASOFT\Local Settings\Temp\~hhB0D4. Imported Bank Statement Indicates that the bank statement is imported automatically.SAP Business One 2007 A . Note This column appears only if the option Permit More than One Document Type per Series is deselected in Administration End of the note.htm 7/16/2008 . the default numbering series defined for journal entries in Initialization Note Administration System Document Numbering is used.

and by which you pay your vendors. More Information Credit Cards . Import File Name If Imported Bank Statement is selected. G/L Account G/L account that is debited or credited when an incoming or outgoing payment for this credit card is created. enter the details of the credit cards that you accept as a means of payment from your customers. To open the window. Credit Cards .SAP Business One 2007 A . Administration Setup Banking Credit Credit Cards – Setup Window Credit Card Name Name of the credit card. Telephone Telephone number of the credit card company to be used when an inquiry or approval is required. file://C:\Documents and Settings\Stephen. you enter the appointed times when a credit card company credits your account for credit card vouchers generated by the creation of incoming payments.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 303 of 1289 manually. you must specify the XML file format that is used to download the bank statement data of this bank account. choose Cards . choose More Information Credit Cards – Setup Window Object Administration Setup Banking Credit Cards .Setup Window To open the Credit Cards – Setup window.Setup In this window.htm 7/16/2008 .Setup To set up credit card payments. Function Credit Cards . Company ID Company ID of the credit card company to be used in communications.Setup Function Credit Card Payment .

the credit card payment methods are mandatory.. Voucher Date of Receipt Determines that the credit card company credits you on a fixed date. If you intend to accept credit cards as a payment means.. choose Credit Card Payment .Setup Window To open the Credit Card Payment . Payment.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4..Setup Function Credit Card Payment Methods . To. From. For each range defined under Voucher Date of Receipt. and depends on the time at which the credit card vouchers are deposited. enter the required values in the Days and Months fields. Enter a range or ranges of dates through the month.Setup You define the payment methods to be used when an incoming payment for a credit card is created. More Information file://C:\Documents and Settings\Stephen.Setup window. More Information Credit Card Payment .. On Day. based on the creation date of the voucher.. The total number of days in these date ranges must be 31..SAP Documentation Page 304 of 1289 The appointed time of the credit varies from one credit card company to another. enter on which day in the month and after how many months the credit card company credits you. Administration Setup Banking Credit Card Payment – Setup Window Code. Define the dates in the table as follows: Voucher Date of Receipt.. More Information Credit Card Payment – Setup Window Object Credit Card Payment . Name Specify the code and the name of the credit card payment.. To define this period.htm 7/16/2008 . Payment After Determines that the credit card company credits you after a fixed period passes from the date on which the voucher is created. Months+.

htm 7/16/2008 .Setup Window Object Credit Card Payment Methods . Credit Voucher Specify the minimum amount that may be paid by credit card for this credit card payment method. Min. file://C:\Documents and Settings\Stephen.Setup Window To open the Credit Cards Payment Methods . The credit card company credits you for the total amount of the transaction. Payment Specify the minimum amount of a payment made using this credit card payment method. Yes Allows the creation of multiple payment transactions. according to the credit card payment defined. Rd Creates payment transactions in which the remittance is immediate. Without Approval Specify the maximum credit card transaction amount that may be processed without getting approval from the credit card company. If the amount of each payment is lower than defined. Payments Select the required option: No Prevents the creation of multiple payment transactions when this credit card payment method is used. Card Specify whether to assign the method to a specific credit card or all credit cards.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. choose Banking Credit Card Payment Methods . regardless of the value date of the credit vouchers. Administration Setup Credit Card Payment Methods – Setup Window Name Specify a name for the credit card payment method.SAP Documentation Page 305 of 1289 Credit Card Payment Methods . Payment Code Specify the credit card payment code according to which the credit card company credits you whenever the credit card payment method is used. while the customer makes multiple payments plus interest to the credit cards. Min. In return.Setup window. This information is checked whenever a credit card transaction consisting of more than one payment is generated. the credit card vouchers are not created. you pay a predefined commission to the credit vendor. Cr Allows the creation of multiple payment transactions for this credit type.

htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . choose Payment Methods Note Administration Setup Banking . To open this window. These codes can be used as sorting or filtering parameters in the OPEX table that is created by SAP Business One and processed by the payment engine.SAP Documentation Page 306 of 1289 More Information Credit Card Payment Methods . To open this window. Payment Methods .Setup Payment Method Code.Setup To open the Payment Methods – Setup window. Description Enter a code and a description for the payment method.Setup Administration Setup Credit Vendors . Function Bank Charges Allocation Codes . you define codes for the allocation of bank charges to originator and receiver.Setup In this window. choose Credit Vendors . choose Codes Object Administration Setup Banking Bank Charges Allocation . Payment Methods . Note This topic includes explanations of some of the fields and other elements in this window.Setup Use this window to define the credit vendors with whom your company works. Vendor Code. End of the note.Setup Object Credit Vendors . Key Code file://C:\Documents and Settings\Stephen. Name Specify a code and a name for the credit vendor.

select a country. This option is available only when the selected payment means is Bank Transfer. End of the example. To view this address. Street/P. City. Once you have made your choice.SAP Business One 2007 A . House Bank Choose to open the Choose Bank window in which you select the required house bank. Transaction Type Specify a transaction type to be used when the electronic file is produced. and Country on the Master Data Addresses tab. click Example in each field and select the required value. Box. Payment Types Specify whether the payment method refers to outgoing payments (for vendors) or incoming payments (for customers).ABBASOFT\Local Settings\Temp\~hhB0D4. Alternatively. The Choose Bank window displays only You click in the Country field. Incoming Only Bank Transfer is available. the bank details are displayed in the respective fields in the house bank section. Check Address Verifies whether the pay to address of the business partner is fully defined. Post to G/L Interim Account Records the transaction created by the payment to the interim account that is linked to the bank account ( Administration Setup Banking House Bank Accounts ) and not to the regular G/L account. Zip Code.O. and then choose the banks defined for the selected country. This option is available only when the selected payment type is Outgoing. Choose to open the List of File Formats window from which you can choose the required file format to be used when the electronic file is created for the bank.htm 7/16/2008 . Example . Group Invoices by Pay To Bank Groups the invoices for vendors with multiple “pay to” addresses by “pay to” address. File Format This field appears only when the Bank Transfer or Bill of Exchange payment means is selected.SAP Documentation Page 307 of 1289 Enter a key code to be used while the electronic file is produced. Business Partners Business Partner file://C:\Documents and Settings\Stephen. see the Pay to fields Name. Payment Means The payment means depends on the selected payment type: Outgoing Select Check or Bank Transfer.

which uses this payment method.htm 7/16/2008 . Verifies whether the Collection Authorization checkbox is selected on the Partner Master Data Payment System tab. System Initialization Company Details Currency Selection You can restrict a payment method to certain currencies in which you make or receive payments. Browse Creates a corresponding indication in the OPEX file created by the payment wizard. a weighted average is calculated in order to determine the overall due date of the payment. Payment Terms file://C:\Documents and Settings\Stephen. Foreign Payment Block Blocks this payment method for business partners for whom the bill to country is different than the country defined for your company ( tab). The selected currencies apply to both the business partner's currency and the offsetting G/L account used for the journal entry created by the payment wizard. Due Date in Checks This section appears only if the selected payment means is Check. Business Partners Business This checkbox appears only in customer records. Post Office Bank Verifies whether the house bank account selected in the payment method is defined as Post Office in Administration Setup Banking Banks .SAP Documentation Page 308 of 1289 Check Bank Details Verifies whether the business partner's bank details exist in full.ABBASOFT\Local Settings\Temp\~hhB0D4. Administration System Initialization Foreign Bank Block Blocks this payment method for business partners for whom the bank country ( Business Partner Master Data company ( Administration Payment Terms Business Partners Company Details General tab) is different than the country defined for your General tab). Select one of the following options: Date of Payment Run If this option is selected. see the Bank and Account fields on the Business Partners Business Partner Master Data Check Collection Authorization Payment Terms tab. in which you select the currencies to be used by the current payment method.SAP Business One 2007 A . and is therefore relevant for incoming payments only. the due date of the payment is determined by the due date of the invoice in Step 6 – Recommendation Report of the payment wizard. If more than one invoice is chosen in that window.Setup Debit Memo . Due Date of Invoice If this option is selected. Choose (Browse) to open the Currency Selection window. the due date of the payment is similar to the posting date set in Step 2 – General Parameters of the payment wizard. The Debit Memo indication is required for the Payment Engine add-on. To view the bank details.

. Send for Acceptance Sets all bills of exchange created automatically by the payment wizard to Sent status. Country – Specific Fields: Belgium. Italy. the due date of the payment is determined according to the date of the payment run plus a number of additional days according to the payment terms selected in the dropdown box displayed next to this field. This is relevant for incoming payments only. the check amount is unrestricted. Single Check Restrictions This section appears only if the selected payment means is Check: If these fields are blank. the payment wizard does not create checks for amounts smaller than the amount defined here. The payment's due date is calculated in the same way as the due date is calculated in a standard invoice. Spain & Portugal Payment Means You can select the payment means Bill of Exchange for both payment types. Currency Restriction Window file://C:\Documents and Settings\Stephen.SAP Documentation Page 309 of 1289 If this option is selected. incoming and outgoing. Chile. MaximumAmount If you define a maximum amount per check. Then choose the Browse Administration Setup Banking Payment (Browse) button next to the Currency Selection checkbox.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . Deposit Norm You can enter the deposit norm number here. MinimumAmount If you define a minimum amount per check. Group by Due Date Sorts the bills of exchange by their due date. This is relevant for incoming payments only. choose Methods. France. This number does not affect the selection criteria and is displayed in the OPEX file only. the payment wizard does not create checks for amount greater than the amount defined here. Object Currency Selection Window To open the Currency Selection window. Bill of Exchange Options This section appears only if the selected payment mean is Bill of Exchange: Agent Collection Displays only invoices related to agents in the payment wizard.

More Information Payment Run Defaults – Setup Object Payment Run Defaults . More Information Payment Run Defaults Object Browse Payment Run .htm 7/16/2008 . choose Payment Run Defaults .Payment Methods window in which you select the payment methods to be used by the payment wizard. Payment Methods Select this option and click (Browse) to open the Payment Run . Cash Discount % (A/P) The minimum cash discount percentage you enter here determines which open invoices are displayed in the payment wizard.SAP Business One 2007 A .Setup Function Payment Run Defaults Use this window to define general data for the payment wizard. You can change this data at any time. Min. Name Code and name of the currencies defined in SAP Business One.Setup window.Setup To open the Payment Run Defaults . Choose Select the checkbox for each currency you want to include in the payment method. Tolerance Days (A/P) Administration Setup Banking The number of days you enter here determines which open invoices are displayed in the payment wizard. The amount of the payment may not be less than the amount defined here. More Information Payment Methods .ABBASOFT\Local Settings\Temp\~hhB0D4. This setting is valid only if the Currency Selection checkbox is selected in the Payment Method – Setup window. Payment Sets a minimum amount for a single incoming or outgoing payment. Min.SAP Documentation Page 310 of 1289 Code.Payment Methods file://C:\Documents and Settings\Stephen. This data is used by default in every payment run.

you can define more than one list of codes.SAP Business One 2007 A . In the External Bank Operation Codes window. choose Banking Browse Payment System (Browse). or by each bank with which your company works. External Code Enter the external bank code as it appears in the bank’s list. To access this window.htm 7/16/2008 . A list of these codes may be provided by each bank.ABBASOFT\Local Settings\Temp\~hhB0D4. and click More Information Payment Run Defaults Object External Bank Operation Codes External bank operation codes are used to identify the different types of payment transactions that appear in the bank statement. Specify the list(s) of external codes as provided by the national bank. End of the note. You can relate the same internal code to more than one external code. This allows SAP Business One to identify the different types of transactions that appear in the bank statement. Payment Run Defaults . Note Administration Setup Banking Bank Statement Processing Note This window appears only if the option Install Bank Statement Processing is selected on the Basic Initialization tab in Administration System Initialization Company Details . Internal Code Specify the relevant internal code as defined in Administration Setup Banking Bank Statement Processing Internal Bank Operation Codes . Filter Records with Internal Bank Operation Codes Only file://C:\Documents and Settings\Stephen. select the Payment Methods checkbox. To open the window. choose .SAP Documentation Page 311 of 1289 Use this window to specify the payment methods you want the payment wizard to use by default. but usually the national bank publishes one list of codes that is used by all other banks. and create the respective transactions. Operation Description Describe the transaction type that is identified by this code. External Bank Operation Codes Window Operation Code Category Specify a name for the list of external codes.

Object Warehouses: General Tab In this window.htm 7/16/2008 .Setup Manufacturers .SAP Documentation Page 312 of 1289 Only the external codes with linked internal codes are displayed.Setup Inventory Cycles . Function Inventory You make the settings for the Inventory module under More Information Item Groups .Setup Length and Width UoM .Setup In this window. There are two tabs: General Accounting To open the window choose Administration Setup Inventory Warehouses To duplicate the warehouse.Setup Locations .Setup Function Administration Setup Inventory . define all the general information regarding the warehouses used by your company.Setup Customs Groups .Setup Weight UoM . define all the general information regarding the warehouses used by your company. Warehouses .Setup Shipping Types .SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4.Setup Package Types .Setup Warehouses . file://C:\Documents and Settings\Stephen. right click on the window and choose Duplicate.

the tax number is taken from the delivery address. but receives commission for every order.htm 7/16/2008 . End of the note. USA Tax Code Specify the default tax code for purchasing documents created for items related to this warehouse. choose Warehouses. Accounting Tab Object Warehouses: Accounting Tab Use this tab to define all the accounts relevant for inventory management per warehouse. When an outgoing invoice is created for the delivery address. This field does not appear on the first invoice address. The field for the tax number is then activated. If you have to maintain a deviating number. If you determined G/L file://C:\Documents and Settings\Stephen. Use the tax number field in the top section of the template. Country Specific Fields. you have to enter a second invoice address.ABBASOFT\Local Settings\Temp\~hhB0D4. Federal Tax ID Enter the relevant tax ID for this ship-to address. Address Fields Enter the address of the warehouse. More Information Warehouses Warehouses. Allow Use Tax Select this check box to determine whether the shipping address of the warehouse may apply use tax. If you create a deviating delivery address. Nettable Select this check box if you want the warehouse to be involved in the MRP process. Drop Ship Select this option to define the warehouse as a drop ship warehouse. Location Specify the required location.SAP Documentation Page 313 of 1289 To open this window. This number is saved in the documents and will be used for calculating the EU Sales Report.SAP Business One 2007 A . General Tab Administration Setup Inventory Warehouses . the tax number can be stored in the delivery address. Use when the company does not manage inventory. Note Note Drop ship warehouses cannot be used for serial or batch items.

Inventory Offset – Increase These accounts are used as balancing accounts when the stock value is increased or decreased due to the creation of material revaluation document.SAP Business One 2007 A . Inventory Account Reflects the stock final value and recorded in every stock transaction which involves items of this warehouse. these differences will be recorded in the variance account. Sales Revenue – Foreign Define an account to be used whenever items of this warehouse are sold out of the European Union. Purchase Acct Define an account to be used whenever a purchasing transaction is created for items in this warehouse. In specific scenarios. Foreign Expenses Acct Define an account to be used for expenses related to documents created for countries outside of the European Union. The balance of this G/L account reflects the total amount of open goods receipt POs and goods returns related to items in this warehouse Variance Acct This G/L account is used only in a standard price inventory system. Price differences between the base document and the target document will be recorded in this account in specific situations. Price Differences Account Used in purchasing transactions only. Purchase Returning Acct Define an account to be used whenever purchased items from this warehouse are returned to vendors. Sales Returns Specify the G/L account to be used when a goods return transaction is created. Items Administration System Initialization General Settings sub-tab). if there are differences between the standard price and the actual price in the purchasing document. Revenues Account Specify an account in which the income incurred by sales are posted.SAP Documentation Page 314 of 1289 account settings by warehouse ( Inventory window. EU Expenses Acct Define an account to be used for expenses related to documents created for the European Union. Expense Account Specify an account in which the expenses incurred by purchasing are posted. Sales Revenue – EU Define an account to be used whenever items of this warehouse are sold in the European Union. Accounting Tab Administration Setup Inventory Warehouses . Cost of Goods Sold Define the G/L account to be used when transactions of selling goods are created Allocation Acct This clearing account is used as an offsetting account to the stock account in goods receipt POs and A/P credit memos. Inventory Offset – Decrease.htm 7/16/2008 . file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4. once you create a new item it will be related to the accounts defined in this To open the window choose Warehouses.

In the SAP Business One main menu. In this case.Setup Warehouses. In certain scenarios. You can change this account manually while creating its corresponding document. WIP Material Variance Account This account holds the variance amounts of the items involved in the production process.htm 7/16/2008 . this account is used as an offsetting account for the freight value included in the purchasing postings. Expense Offset Account If freight charges are defined as influencing inventory values. WIP Material Account This account maintains the value of the items that are in the process of production.SAP Documentation Page 315 of 1289 Exchange Rate Differences Acct Used in purchasing transactions only. however. More Information Warehouses . Expenses Clearing Account If freight charges are defined as influencing on inventory values. Object Customs Groups . no inventory entry is registered.Setup file://C:\Documents and Settings\Stephen. but the production has already begun. that is.Setup Use this window to enter different package types. a difference in local currency occurs and is posted to this account. a journal entry is created and includes this G/L account. choose Types . G/L Increase Acct Offsetting account to the stock account used in goods receipts and positive differences in stock postings (updates after inventory). creating a target document from a base document when the item price is in a foreign currency and the target document is connected to a different exchange rate. Administration Setup Inventory Package Package Types Type Enter the type of the package. Goods Clearing Acct An offsetting account to the allocation costs used when closing goods receipt POs or goods returns.SAP Business One 2007 A . that is. when the final product is not ready yet. You can change this account manually while creating its corresponding document.ABBASOFT\Local Settings\Temp\~hhB0D4. this account used as a clearing account for the expense amounts included in the postings created by the Goods Receipt PO. the variance between the cost of the products and the cost of the components in a production order. G/L Decrease Acct Offsetting account to the stock account used in goods issues and negative difference in stock postings (updates after inventory). General Tab Object Package Types .

The customs duty is calculated when you enter the import data in the Purchasing application.SAP Documentation Page 316 of 1289 You define customs groups to determine the customs duty for an item purchased abroad. End of the note.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. Total Displays the total customs percentage. To display this window. Customs Groups – Setup Name Enter the name for the customs group. choose Note Administration Setup Inventory Customs Groups . Purchase Enter the purchase deduction(percentage). Function Service You make the settings for the Service module under More Information Contract Templates Queues Function Administration Setup Service .htm 7/16/2008 . Other Enter an additional deduction (percentage) if necessary. Contract Templates In SAP Business One. coverage file://C:\Documents and Settings\Stephen. Note This topic includes explanations of some of the fields and other elements in this window. you define a basic structure for a service contract that includes the contract type. Number Enter the number for the customs group. Customs Allocation Account Specify an account to which the customs duty can be allocated. Customs Enter the customs deduction (percentage).

5. you must base it on a contract template. You can modify a contract template at any time.SAP Business One 2007 A . you change its status to Expired. 4. 6. On the Attachments tab. Enter a new contract code and define its duration. For example. resolution time. but you cannot delete it. the attachment is then copied to all service contracts based on the template. and so on. define the days and time for the service and select whether the cost is included. Choose Add. This structure is called a contract template. When you create a new contract. More Information Contract Templates file://C:\Documents and Settings\Stephen. On the Coverage tab. choose Activities Adding Contract Templates Updating Contract Templates More Information Contract Templates: General Area Contract Templates: Coverage Tab Contract Templates: Remarks Tab Contract Templates: Attachments Tab Procedure Administration Setup Service Contract Templates . The contract template enables you to work with several basic contracts at one time and simplifies the creation of service contracts for each customer. The Contract Template window appears. Select the contract type.SAP Documentation Page 317 of 1289 time. On the Remarks tab. you can add remarks about the contract template. 2. you can add an attachment to the contract template. coverage details are automatically copied from the contract template. Choose Administration Setup Service Contract Template . 3. Adding Contract Templates Procedure 1.htm 7/16/2008 . if you add an attachment to a contract template. To access the window. To prevent a contract template from being used in the future. 7.ABBASOFT\Local Settings\Temp\~hhB0D4.

Expired Defines the template as expired. you can base such contracts on a different template. VIP template. For example. For example. or months for an alert to appear prior to the termination of the contract. Item Group To provide service for the defined item groups. Renewal Allows the contract to be renewed. only for monitors and printers. However. Description Enter a description of the contract template. Response Time Enter the maximum amount of time necessary to respond to the service call.SAP Business One 2007 A . Contract Type Specify the type of contract template: Serial Number To provide service for the selected serial numbers. weeks. More Information Contract Templates file://C:\Documents and Settings\Stephen. You can enter a value in this field only after you select Renewal. choose .htm 7/16/2008 . Duration Enter the number of months for which the contract is valid. General Area Fields Administration Setup Service Contract Templates Name Enter the name of the contract template. Customer To provide service for all items the customer has. Resolution Time Enter the maximum amount of time necessary to solve the problem. To access the general area.SAP Documentation Page 318 of 1289 Object Contract Templates: General Area Use this window to define different types of contract templates.ABBASOFT\Local Settings\Temp\~hhB0D4. Once expired. You cannot renew contracts based on this template either. Reminder Enter the number of days. a template cannot be used as the basis for contracts.

More Information Contract Templates Object Contract Templates: Remarks Tab Use this tab to enter. choose Remarks .SAP Documentation Page 319 of 1289 Object Contract Templates: Coverage Tab Use this tab to define the hours during which the customer is entitled to receive service. or delete any free text or other necessary details regarding the contract template. update.SAP Business One 2007 A .htm 7/16/2008 . Administration Setup Service Contract Templates More Information file://C:\Documents and Settings\Stephen. Monday through Sunday. End Time Enter the hour at which the company ends its workday. choose Coverage Tab Fields Administration Setup Contract Templates Coverage . on which service will be provided to the customer. Include Select one or more of the following to include them in the service coverage: Parts Items used by a technician to fix broken goods Labor Amount of time it takes a technician to fix the problem at the customer's site Travel Amount of time it takes a technician to travel to and from the customer's site Including Holidays Allows a customer to receive service on public holidays. To access the tab. To access this tab. Start Time Enter the hour at which the company starts its workday. You can later use this information as a reference for the contract you have selected. Week Days Select the days.ABBASOFT\Local Settings\Temp\~hhB0D4.

Switch to Find mode as described in Working With the Find Mode. 1. End of the note. More Information Adding Contract Templates Contract Templates Object Queues . Choose Update. you can mark it as Expired.SAP Business One 2007 A . 2. 4. However. Make the necessary changes.SAP Documentation Page 320 of 1289 Contract Templates Object Contract Templates: Attachments Tab Use this tab to add and view attachments related to the contract template. Choose Administration Setup Service Contract Template .Setup window appears. choose Attachments .htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. 5. The Contract Template . Expired templates cannot be used to create or renew contracts. Display the contract template.Setup file://C:\Documents and Settings\Stephen. To access the tab. Administration Setup Service Contract Templates More Information Contract Templates Procedure Updating Contract Templates Procedure Note Note You cannot delete a contract template. 3.

In this case. if new customer numbers are added. to update certain other companies. in the system. or from external software applications.SAP Business One 2007 A . or products and transactions. such as customers and vendors. More Information Importing Data file://C:\Documents and Settings\Stephen. you must update master data. Queue Manager Specify the code of the employee assigned to be the queue manager. items. Queues Fields Administration Setup Service Queues Queue ID Enter an alphanumeric value to define Queue ID. Note that the migration of documents is affected if master data is modified during data transfer. you can import files from companies within SAP Business One. and transactions such as journal entries. Function Data Import/Export Prior to using SAP Business One. a combination of manual and automatic data migration may be appropriate. inventory transfer. choose . for example. Queue Email Enter the email address of the queue. Inactive Select if you want to define the queue as inactive. for example. The company may choose to add new accounts or customer codes during system initialization. Description Enter a full description of the queue. From the SAP Business One Main Menu.Setup window. In addition. You can also enter the queue’s manager and include a list of members.SAP Documentation Page 321 of 1289 Use this window to define a team of employees responsible for managing service calls. chart of accounts. Queue Members Choose to display the Queue Members – Setup window and to add the list of employees.Setup In this window.ABBASOFT\Local Settings\Temp\~hhB0D4. and so on. These can include master data. choose members for the team that you defined in the Queues .htm 7/16/2008 . Object Queue Members . business partners. The mode of import depends upon considerations such as the types and the volume of data to be imported.

Master data includes customers and vendors. You can import the following: Data for business partners and items. Note Note This method is not valid for importing accounts. End of the note. from a Microsoft Excel file.ABBASOFT\Local Settings\Temp\~hhB0D4. It can also be used for a combination of loading and updating master data manually. This tool provides an easy-to-use wizard that imports new data into the system and updates existing data. More Information Data Import/Export Importing Transactions from SAP Business One Importing an MS Excel File Exporting Data Procedure Importing a Microsoft Excel File You can import data for business partners and items from a Microsoft Excel file to a company in SAP Business One. The Excel import is used only for importing very basic data. see the online help in Data Transfer Workbench for SAP Business One. Use this method to add new master records for business partners or items.SAP Documentation Page 322 of 1289 Exporting Data Function Data Import The setup of SAP Business One requires the migration of legacy data from an external software product into the system. The data is copied from the cells of the Microsoft Excel table and written to the corresponding fields in SAP Business One. The fields to be imported must be reconciled with the fields available in SAP Business One. Transactions from one company into another in SAP Business One Sales and purchasing postings from an external software product Selected data and transactions using Data Transfer Workbench.htm 7/16/2008 . such as opening balances. SAP Business One features import programs that copy the data from a transfer file to the system and save it in the database. or product data and transactions. To simplify the preparation of the data for import. or to update existing master records. file://C:\Documents and Settings\Stephen. The data must be available as Microsoft Excel or Microsoft Access files.SAP Business One 2007 A . predefined data file templates are provided.

either Business Partners or Items. Procedure 1. Choose Administration Data Import/Export Import Data Import from Excel . you have ensured that other users will be logged off the system during the import. The numbers of the master records for business partners or items cannot be overwritten. in accordance with the column definition from the Microsoft Excel spreadsheet. select Update Existing Records. according to the following rules: Files must not contain a title row or any blank rows. file://C:\Documents and Settings\Stephen. The system overwrites the data in the corresponding fields of the existing master records. For example. If SAP Business One is running on a network.txt files (text files with Text Only). The number of characters in the cells of the Microsoft Excel table must not be greater than the length of the corresponding fields in SAP Business One. 4. Log on to the company into which the data is to be imported (target). 5. Select Update Accts in Existing Items to overwrite the respective Item Master Data record. Business partner and item numbers must not contain any of the following invalid characters: ! < > * ? % { } = Microsoft Excel files must be closed before the import. 6. Iimport data must be saved in columns A to BT in the Microsoft Excel table. Prerequisites You have backed up the database. Some columns can have empty fields. choose the required entry.htm 7/16/2008 . to import a price list. 2. To update existing data records in the system during the import procedure. Choose the corresponding field for each row from the list. you can also update the information for the expense and revenue accounts.SAP Business One 2007 A .SAP Documentation Page 323 of 1289 You must first configure the definitions for the import. When the file manager opens. The type of a business partner cannot be changed once business transactions have been entered for that partner. Microsoft Excel files must be saved as . Choose OK. 7. 8. select the file to be imported and choose Open.ABBASOFT\Local Settings\Temp\~hhB0D4. When importing item data. From Data Type to Import. Each row in the price list represents a column in the Microsoft Excel spreadsheet being imported. choose Items. 3. The status bar displays the progress of the import.

The next time you import data in this window. choose the Stop button that appears in the status bar. All the entries in the list are deleted and you can redefine the sequence of the fields. Choose Save in the Message window and enter a meaningful name for the file. the system opens a Message window that contains the messages generated during the import process. The window displays the number of imported business partner/item master records. the fields you selected during the last run are displayed by default.SAP Business One 2007 A . compare the number of master records reported in the message with the number of rows in the Excel table. Length Data Type 15 Alphanumeric 100 Alphanumeric C – Customer S – Vendor BP Type 1 L – Interested party Entries must be upper case. to enable tracking any errors that may have occurred. Invalid Entry The entry in the cell of the Microsoft Excel table is longer than the corresponding field in SAP Business One. Invalid Code The number of the business partner or item contains an invalid character.SAP Documentation Page 324 of 1289 To interrupt the import process.htm 7/16/2008 . can be contained in a Microsoft Excel file: Field Name BP Code BP Name Max. Result Once the import process is complete. and therefore. Alpha (in accordance with the defined currencies in SAP Business file://C:\Documents and Settings\Stephen. Close the Excel file and restart the import. To make sure that all the rows have been imported from the Microsoft Excel table.ABBASOFT\Local Settings\Temp\~hhB0D4. More Information Preparing an MS Excel Import File for Business Partners Preparing an MS Excel Import File for Items Function Preparing a Microsoft Excel Import File for Business Partners The following fields for Business Partners can be imported into SAP Business One. if necessary. The following error messages may appear after an import: Error 47 The Microsoft Excel file was open when the import was attempted. We recommend that you save this import report. Choose Clear to delete this information.

SAP Documentation Page 325 of 1289 BP Currency (see 1) Foreign Name Group Code (see 2) Bill to Street (Address) Bill to City (Address) Bill to Zip Code (Address) Bill to County Bill to State (Address) Bill to Country (Address) Ship to Street (Delivery Address) Ship to Block Ship to City (Delivery Address) Ship to Zip Code (Delivery Address) Ship to County Ship to State (Delivery Address) Ship to Country (Delivery Address) Ship to Default Telephone 1 Mobile Telephone 2 Fax Number E-Mail Additional ID No. Date for -% of Deduction Contact Person (see 3) Remarks Sales Employee Code (see 4) Re (1) 90 100 32 Alphanumeric Alphanumeric Alphanumeric If an imported currency is not yet defined in the system.htm 7/16/2008 . Exp. Tax Definition 1 Liable for Ded. Re (3) file://C:\Documents and Settings\Stephen.SAP Business One 2007 A . during the import you see a query window in which you can confirm the information for the new currency. Federal Tax ID 3 100 20 100 100 20 100 100 100 100 20 100 100 20 50 20 20 100 8 32 One) Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Y – Liable to pay tax N – Not liable to pay tax Entries must be upper case. at Source % W/holding Tax Ded. Re (2) If an imported group is not yet defined in the system. a new group is automatically created.ABBASOFT\Local Settings\Temp\~hhB0D4. The system automatically adds the currency to its list of defined currencies.

Tax Definition 1 Price List Code (3) Price in the Price List Currency of the Price List Sales Account Expense Account Regular Vendor (4) Vendor Catalog Number Unit of Measure for Purchasing Quantity per Purchase Unit Unit of Measure for Sales Quantity per Sales Unit Target Warehouse Inventory in Purchasing Unit Minimum Warehouse Inventory 6 17 3 15 15 20 17 5 20 5 20 20 20 Purchasing Item (5) 1 file://C:\Documents and Settings\Stephen. a new entry is automatically created for the sales employee. Contact employees are also automatically added to new master records. More Information Importing a Microsoft Excel File Object Preparing an MS Excel Import File for Items The following fields for items can be imported into SAP Business One and can therefore be contained in the Microsoft Excel file: Field Name Item Code Item Description Foreign Description Group (1) EAN Code (Barcode) Max.SAP Documentation Page 326 of 1289 The system automatically creates a new contact employee if one is not yet defined for an existing business partner.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. Length 20 100 100 20 16 Data Type Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Y – Liable to pay tax N – Not liable to pay tax Entries must be upper case.htm 7/16/2008 . Numeric Numeric Alpha (in accordance with the defined currencies in SAP Business One) Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Numeric Alphanumeric Numeric Numeric Numeric Y – Yes N – No Entries must be upper case. Re (4) If an imported sales employee is not yet defined in the system.

Re (3) The price list with this number must already exist in the system. height.htm 7/16/2008 . Therefore. the default tax groups for the items defined under G/L account determination are used. Re (4) If no master record for the imported regular vendor exists yet in the system. you may have to define the corresponding price list before the import. Y – Yes Fixed Assets 1 N – No Entries must be upper case. and warehouse items. file://C:\Documents and Settings\Stephen. the system will automatically add it during the import. weight and volume.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . Re (5) If these fields do not contain entries during the import. Re (1) If the imported group has not been defined in the system yet. Alphanumeric Alphanumeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Brand (6) Customs Group (7) Sales Factor 1 Sales Factor 2 Sales Factor 3 Sales Factor 4 Purchasing Factor 1 Purchasing Factor 2 Purchasing Factor 3 Purchasing Factor 4 30 20 20 20 20 20 20 20 20 20 Additional fields are available for importing information on length. the system automatically adds the master records as purchasing. You can also import the packaging unit and the quantity per packaging unit for an item. Re (2) If items that are liable for tax are involved. Y – Yes Warehouse Item (5) 1 N – No Entries must be upper case.SAP Documentation Page 327 of 1289 Y – Yes Sales Item (5) 1 N – No Entries must be upper case. width. the system automatically creates a new group. sales.

htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. If no currency is specified in the Price List Currency field of the import file. use Excel to import the prices into the remaining price lists. and are assigned the corresponding currency symbol. you will not be able to import the data. Procedure Preparing a Microsoft Excel Import File for Price Lists When importing a new item. Re (7) The customs groups specified for the import must be defined in SAP Business One before the import. End of the note. use the key combination Alt+0128 if the keyboard does not have a special key. However. You must add to the Microsoft Excel table. Procedure Define the following three columns for the price information (in addition to the item number and any other item data) in the Microsoft Excel table: file://C:\Documents and Settings\Stephen. The three columns of a price list must be imported together. When an item is already in the system. This automatically inserts the price for the new item in this price list. specify the following mandatory fields when importing a price list: Item code Price list code Price Price list currency This ensures that the prices for existing items are inserted into the specified price list. You can import several price lists for items simultaneously. the prices are automatically assumed to be in the defined local currency.SAP Business One 2007 A . to maintain several price lists. define a Microsoft Excel table that contains the number of the item and the price information.SAP Documentation Page 328 of 1289 Re (6) If the imported brand has not been defined in the system yet. If one of the customs groups in the Microsoft Excel table has not been defined in the system. additional columns for these price lists. To add the euro symbol to its corresponding column in the import table. Ensure the Price List Code column appears before the Price List Currency column in the Excel spreadsheet. Note Note A price list can be defined in different currencies. To import price lists. you can also specify a price in a certain price list. The procedure is identical to the one used to import items. the system automatically creates a new brand.

If you run SAP Business One in a network. contact SAP Business One Support. For more details about this procedure and for information about the file format. Select the imported journal voucher.DAT is a standard format for import and export files that also defines the fields that can be contained in the file. 5. Choose Transactions Administration Data Import/Export Import Data Import Foreign Journal (MOVEIN. confirm that you want to save the journal vouchers to the permanent file://C:\Documents and Settings\Stephen. and choose Open. Select the MOVEIN. the Messages window displays any error and warning messages.DAT file. MOVEIN. log on to the company into which you want to import data. In SAP Business One. Prerequisites You have backed up the SAP Business One database. as well as remarks about the import operation.SAP Business One 2007 A . 4. 3. The transactions are added as journal vouchers. When the confirmation prompt appears. The file manager opens.DAT).SAP Documentation Page 329 of 1289 Number of the price list Price in the price list Currency of the price list More Information Preparing an MS Excel Import File for Items Procedure Importing Foreign Journal Transactions (MOVEIN.DAT): Israel You can import. Choose Financials Journal Voucher . This window is only available in certain countries. 2. 6.DAT file to import. sales and purchasing documents that have been prepared in a MOVEIN.htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. and choose Save. You can also convert other file formats to a MOVEIN. Procedure 1. After the import operation is complete. you have made sure that other users will be logged off the system during the import. from an external software product into SAP Business One.DAT file and then import them into SAP Business One.

are identical in both companies. More Information file://C:\Documents and Settings\Stephen. Procedure Importing Transactions from SAP Business One Transactions – accounting documents – can be copied from one company to another in SAP Business One. the system creates this object automatically.ABBASOFT\Local Settings\Temp\~hhB0D4. If importing and exporting transactions are executed on a regular basis. 2. it is advisable to keep a separate. Procedure 1. written record of the transactions that were copied during each operation. Log on to the target company. Financials Journal 5. confirm that you want to save the journal vouchers to the permanent file. 4. Select the imported journal vouchers and choose Save. and choose Open. you have ensured that other users are logged off the system during the import. The transactions must first be exported from one company (source). a window appears containing any error and warning messages. Choose Administration . After the import operation is complete. and then imported into another (target). 6.SAP Documentation Page 330 of 1289 file. You have ensured that the master record numbers in the G/L Accounts and the Business Partners that are contained in the postings. If a master record for a G/L Account or Business Partner does not exist yet in the target company. Prerequisites You have backed up the database before starting the import. The transactions are added as journal vouchers. Any new master records for G/L Accounts or Business Partners that were added as a result of the import are also listed. If SAP Business One is running on a network. When the confirmation prompt appears. Data Import/Export Data Import Import Transactions from SAP Business One 3. When the file manager opens.SAP Business One 2007 A . choose Voucher . To add the journal vouchers to the permanent journal entries file.htm 7/16/2008 . as well as remarks on the import operation. The system imports the data into SAP Business One. select the export file that has been prepared. in accordance with the data in the posting.

Log on to the company in SAP Business One into which you want to import the data.htm 7/16/2008 . Background Import Accounts from Foreign Software: Israel This window is used to import accounts from external software applications into SAP Business One. to ensure an orderly import of the data. The import file must be organized in a specific format. Data Import/Export Data Import Trans. To display this window. contact SAP Business One Support. contact SAP Business One Support. Data Import/Export Data Import Import For more details about this procedure and for information about the file format. This window is only available in ceratin countries. The Messages window displays the success and error messes at the end of the procedure. file://C:\Documents and Settings\Stephen. if Customers are not defined in this window. It is preferable that the fields in the left side of the window in the Accounts area also be defined. and it is highly recommended that the fields in the Sort area be defined.ABBASOFT\Local Settings\Temp\~hhB0D4. Choose the prepared file and select Open. If you run SAP Business One in a network. in the File Name field click Tab. 3. For example. For more details about this procedure and for information about the file format. Import from External Software Window This window is used to import transactions from external applications into SAP Business One.SAP Business One 2007 A . 2. This window is only available in certain countries.SAP Documentation Page 331 of 1289 Importing Data Importing Data From MS Excel Procedure Trans. and from the browser window select the file. To select the prepared file. The import file must be organized in a specific format. Import from External Software The browser window opens. make sure that no other users are logged on to the system during the import. Procedure 1. these ranges are imported as accounts. Choose Administration . choose Accounts from Foreign Software Administration . choose Execute. To complete the import. Prerequisites Back up the SAP Business One database before you start the import.

For more details about this procedure and for information about the file format. If you want to use this import function.htm 7/16/2008 . choose Items from Foreign Software More Information Importing Data Function Administration . item data. contact SAP Business One Support. account data.SAP Documentation Page 332 of 1289 More Information Import Items from Foreign Software Background Import Items from Foreign Software: Israel To import Item data from external software applications into SAP Business One. the file must be prepared in a specific format. This opens the window from which the file can be selected. to ensure that the imported items are linked correctly to the required accounts after the import.SAP Business One 2007 A . The G/L Accounts should be defined in this window. and stock movements into SAP Business One. transactions. Choose the required G/L Accounts for the following: Sales Revenue Follow-Up Account Tax Exempt Revenues Account Costs Follow Up Revenues Account Select the required account by choosing Tab. Background Comprehensive Import Window: Israel Note Note This function is available in other localizations as well.ABBASOFT\Local Settings\Temp\~hhB0D4. only if you have upgraded to SAP Business One 2007 A from previous releases. You can use this function to import documents. To display this window. file://C:\Documents and Settings\Stephen. business partners. Data Import/Export Data Import Import Import Selection: Israel You can use this function to import data from an external software product into SAP Business One. SAP Business One features import programs that copy the data from a transfer file to the system and save it in the database. the data must be available as Microsoft Excel or Microsoft Access files. please contact your SAP Business One Support Center for more information. To do so.

SAP Documentation Page 333 of 1289 End of the note. contact SAP Business One Support. To display this window. You can perform the following types of exports: Transactions to another company in SAP Business One Accounting documents to an external software product You can export nearly all objects and data directly into Microsoft Excel or Microsoft Word. Data Import-Export Data Import Data Export Use this function to export data from SAP Business One. An account defined in an account field on the left side of the window can become a G/L Account in the import.ABBASOFT\Local Settings\Temp\~hhB0D4. To do so. Columns within the file can remain empty. For more details about this procedure and for information about the file format. Fields on the right side of the window should be defined.DAT format. choose Comprehensive Import Window More Information Importing Data Function Administration . Sales and Purchasing and Item data. This window is only available in certain localizations. choose the Print Layout Designer icon in the toolbar when editing an object or a report. including report results that are defined in the SAP Business One system. The standard also contains a definition of the fields that can be contained in the file. This window is used to import Accounts. Journal Entries. The exported data is saved in a file with MOVEIN. specific ranges can be defined for the accounts and customers and/or vendors. this procedure applies to export to the file://C:\Documents and Settings\Stephen.SAP Business One 2007 A .htm 7/16/2008 . For the Israeli localizations. to ensure that the correct columns are imported into the most specific locations. but cannot be deleted as the order of the columns is crucial. for example the G/L Accounts field must have a value when importing an Accounts file. This window is only available in ceratin countries. Certain fields are mandatory. The import file must be in a specific Excel format or an Access text file. More Information Export Transactions to SAP Business One Exporting Transactions for an External Software Product Exporting Transactions for Hashavshevet Software Procedure Exporting Transactions for an External Software Product: Israel You can export accounting documents from SAP Business One in order to import them into an external software product. If required. which is a standard format for import and export files.

PRM. 5. Prerequisites The master record numbers in the G/L accounts. 8. 7.SAP Documentation Page 334 of 1289 Sharoni. Procedure 1. filter the export by Properties. and specific customers and/or vendor groups can also be defined. If required. MOVEIN.htm 7/16/2008 . Select the accounting documents to be exported by marking the G/L Accounts checkbox. For more details about this procedure and for information about the file format. 9. Select Choose All to select all the document types. Choose Save in the file manager. file://C:\Documents and Settings\Stephen. If you regularly perform export/import operations of transactions. Only documents that fulfill all the criteria will be exported. and the business partners that are contained in the postings. 6. Choose OK to start the export. we recommend writing down which transactions were copied during each operation.DAT. The first file contains the exported data. A message appears as soon as the document export has been completed successfully. 3.SAP Business One 2007 A . Choose Administration Data Import/Export Data Export Export Transactions to Sharoni or Pinkasit or SuperTaktziv or other relevant accounting package. To do this.DAT. The export operation generates at least three files: MOVEIN. and MOVEIN. Select the ranges of dates by selecting the required fields in the Transactions area. choose specific business partner Properties in the window that displays. contact SAP Business One Support. while the latter two contain information about the structure of the MOVEIN. Pinkasit and SuperTaktziv accounting packages. 10. Specify where to save the export file.ABBASOFT\Local Settings\Temp\~hhB0D4. either on the hard drive or on a data medium. Choose the accounts by selecting via Find or increasing the levels which displays more details of the Accounts. If required the range can be filtered according to the business partners code ranges. Specify any combination of selection criteria.ERR. More Information Exporting Data Procedure Exporting Transactions to Another Company in SAP Business One You can copy transactions – accounting documents – from one company to another in SAP Business One.DAT file. The system opens the file manager. you export the transactions from one company (source) and import them into another (target). 4. 2. Log on to the company in SAP Business One from which you want to export the data. MOVEIN. Select the business partners by marking the BP checkbox.

system. Choose the flag on the left of the parameter field to select it. only the documents that fit all the parameters are exported. and/or foreign currency. Only the documents that contain this text or string in their Details fields are selected. If you run SAP Business One in a company network. the system will create this object automatically in accordance with the data in the posting. In SAP Business One. For example. 1. You can select several original journals simultaneously.SAP Business One 2007 A . If a master record for a G/L account or business partner does not exist yet in the target system. 1.ABBASOFT\Local Settings\Temp\~hhB0D4. If you specify multiple parameters. you can also select accounting documents through certain original journals on the right side. you can export all accounting documents that were created as a result of incoming (AP) invoices. log on to the source company. Procedure 1. You can select documents by specifying a text or string from the Details Contain field.htm 7/16/2008 . choose the selection parameters for the transactions to be exported. Choose Original Journal to specify original journals as an export criterion. Choose Administration Export Data Export Transactions to SAP Business One . In this case. 2. Original Journal You can select accounting documents for export through the underlying original journal documents. the file://C:\Documents and Settings\Stephen. Enter a value range for each parameter. You can specify both selection parameters and original journals for an export operation.SAP Documentation Page 335 of 1289 are identical in both companies. Specify the value range for that parameter in the fields to the right. 2. 3. you have made sure that other users are logged off when you start exporting the transactions. 3. Selection Parameters You can select accounting documents by: Document number Reference numbers Ref 1 and Ref 2 Transaction code Project number You can limit the export to documents with a specific total amount in local. You can specify the parameters for selecting the accounting documents on the left side of the window. In the dialog box that appears.

If you run SAP Business One in a network at your company. for example. The checkbox on left of each parameter field must be checked for that range to be selected. When you have selected all the necessary accounting documents. make sure that no other users are logged on when you start exporting the transactions. When the file manager opens.txt format. Data Import/Export Export Data Export Export Transactions to SAP Business One 3. ensure that the master record numbers in the G/L accounts and the business partners that are contained in the postings are identical in both companies. you can export all accounting documents that were created as the result of incoming (AP) invoices. In the file manager. If you specify multiple parameters. indicate where you want to save the file. 2. choose the parameters for selecting the transactions to be exported. You can also select accounting documents for export through the underlying original journal documents. If a master record for a G/L account or business partner does not exist yet in the target system. For example. In the Export Transactions to SAP Business One window. it is recommend to keep a record outside SAP Business One of the transactions that were copied during each operation.SAP Business One 2007 A . Log on to the company in SAP Business One from which you want to export the data. The selection you make here becomes the default when you next call the function. choose Save. the system creates this object automatically in accordance with the data in the posting. If you want to export all the accounting documents.SAP Documentation Page 336 of 1289 documents from the original journals that fulfill the parameters in the left half of the screen are exported. The file must be saved in . The transactions are exported from the source company and then imported into target company. A message appears as soon as the document export has been completed successfully. Choose Administration . More Information Importing Transactions from SAP Business One Procedure Exporting Transactions to SAP Business One Transactions recorded in sales and purchasing documents can be copied from one company to another in SAP Business One.htm 7/16/2008 . on the hard drive or on a data medium. Before exporting the transactions. select Choose All. choose OK. file://C:\Documents and Settings\Stephen. only the documents that meet all the parameters will be exported. overwrite the default proposal. If you want to specify a custom file name. You can also select several original journals at the same time. Procedure 1.ABBASOFT\Local Settings\Temp\~hhB0D4. 2. 4. 3. If you regularly export transactions from the source company and import them into the target company.

If required. If you want to specify a custom file name. 6. and the project number. 7.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Administration . Original Journal must be checked for any of the fields in the column on the right to be selected. 4. When you have selected all the necessary accounting documents. Specify the value range for that parameter in the fields to the right. The transaction date and or posting date ranges can be selected by marking the checkbox beside either field. type this text or string in the Details Contain field. Indicate where you want to save the file. To display this window. The file must be saved in a . the reference numbers Ref 1 and Ref 2 (from the Journal Entries. the number of transactions to be exported in each batch can be defined to suit the batch definitions in Hashavshevet. the documents from the original journals that fulfill the parameters in the left half of the screen will be exported. Choose Convert Reference to truncate the account number to either the first or the last four digits once exported. The file can be exported in foreign currency instead of the local or system currency. simply overwrite the default. The Message window displays as soon as the document export has been completed successfully. Data Import/Export Data Export Export Transactions to Hashavshevet Software file://C:\Documents and Settings\Stephen. 5. choose OK. You can limit the export to documents with a specific total amount in the local. The file manager displays. the export can be filtered according to certain criteria.SAP Documentation Page 337 of 1289 You can select accounting documents by the document number. and/or foreign currency. select accounting documents through certain original journals on the right side.htm 7/16/2008 . To select only certain documents. In addition. select Choose All. choose Original Journal and select the required documents. the transaction code. To export all the accounting documents. For more details about this procedure and for information about the file format. for example an Invoice number). To select documents that contain a certain text or string. This selection becomes the default the next time this window is selected. A Stop button appears in the status bar during the export to enable termination of the procedure if required. For Hashavshevet. system. on the hard drive or on a data medium. for example. More Information Data Import/Export Importing Transactions from SAP Business One Background Export Transactions for Hashavshevet Software: Israel SAP Business One supports export to certain accounting software packages. and if required entering the range to filter the selection.SAP Business One 2007 A . The progress of export is displayed in the status bar. available in the Israeli localization. contact SAP Business One Support. You can specify both selection parameters and original journals for an export operation. In this case. Choose Save in the file manager.txt format. by selecting Export FC Values.

2005. The Export window appears. Note Note P&L balances are also added. Scenario: You are working with a multi year database.06 period. You want to export data for 2006 to Sharoni/Pinkasit/Super-Takziv and define the date range as 1.2006. Procedure 1. and 2007 You have performed Period End Closing process for the years: 2004. The system adds all transactions prior to the selected period. To export data for the year 2006 in the scenario above: 1. Defines the required data range.htm 7/16/2008 . and 2006. Select the options Add Closing Balances and CB before Selected Period Only. All closing balances are included in the balance except for closing balance of 31. Under Display in Report. 2005.SAP Business One 2007 A . select the currency in which you want to generate the report. 3. Select the options Add Opening Balance for Period and OB from Start of Company Activity. but the options Add Closing Balances and CB before Selected Period Only zero the P&L accounts.12. companies are able to export data in system currency as well. 4. 5. In addition. 2. You are working on the same database in the years: 2004.SAP Documentation Page 338 of 1289 More Information Exporting Data Procedure Export to Sharoni: Israel. Choose Execute. file://C:\Documents and Settings\Stephen. This enhancement allows companies working with multi year database to export accounting data (Sharoni/Pinkasit/Super-Takziv) when all periods are closed including the current period. Choose the appropriate export function to your company: Administration > Data Import/Export > Data Export > Export Accounts to “Sharoni”/“Pinkasit”/“Super Takziv” Software.1. 2006.12.ABBASOFT\Local Settings\Temp\~hhB0D4. The final result is opening balances only for balance sheet accounts. End of the note. 2.2006 – 31.

The latter is required to ensure smooth operation of the system. Period-End Closing Window The following table describes the fields appear in the Period-End Closing window.SAP Business One 2007 A . choose Administration Utilities Period-End Closing EndClosing – SelectionCriteria window and choose Execute. To open this window. file://C:\Documents and Settings\Stephen. From. and Portugal. Specify where to save the export file. as well as for regular maintenance work. Function Period-End Closing The Period-End Closingwindow enables you to create postings in the accounting system when a fiscal year or posting period ends. Spain. To open this window.htm 7/16/2008 . To Displays the period range selected in the previous window.SAP Documentation Page 339 of 1289 The system opens Windows File Manager. You can transfer the balance sheet account balances from one fiscal year or period to another in the following local versions of the software: Italy. Period-End Closing Window . France. choose More Information Period-End Closing – Selection Criteria Period-End Closing Settings Window Period-End Closing Window Object Administration Utilities Period-End Closing . Set the required parameters in the Period- For Closing Period Displays the period category selected in the previous window.ABBASOFT\Local Settings\Temp\~hhB0D4. More Information Trial Balance – Selection Criteria Function Utilities You use the utilities to perform period-end and year-end closings. This window allows the transfer of previous profit and loss G/L account balances from one fiscal year or period to another.

Execute Choose this button to create period-end closing journal entries for all the G/L accounts you have approved to close. This draft can be displayed later and be executed. You can overwrite them if required. these would be displayed here.1. Approve Select this checkbox to approve the creation of a period-end closing journal entry for the G/L account. Country-Specific Fields: France. These fields are mandatory Remarks Enter any remarks for the journal entry if required. Remarks Select this checkbox to add automatic remarks to the journal entries.SAP Business One 2007 A . If you had set default values in the previous window using the Settings option. Balance (SC These columns display the account’s closing balances in each one of the currencies: Local. Due Date. · Due Date – Enter the appropriate due date for closing balance journal entries. Balance (FC). You can overwrite them if required. Tax Date Enter required dates for the journal entries. If you had set default values in the previous window using the Settings option.htm 7/16/2008 .Enter the appropriate document date for closing balance journal entries. You can overwrite them if required. 2 . Account Code. these would be displayed here.Enter the appropriate posting date for opening balance journal entries file://C:\Documents and Settings\Stephen. Balance (LC). Ref. Italy.2 Enter required references for the journal entries. · Document Date . Save Choose this button to save your selection as a draft. Foreign and System currency. 1. Ref. The automatic remarks string will contain the period's name.Enter appropriate references for closing balance journal entries. 2 .Enter the appropriate document date for opening balance journal entries. Create Auto. Portugal & Spain Closing Balance Enter the relevant values to the following fields: · Ref.Enter appropriate references for opening balance journal entries. Opening Balance Enter the relevant values to the following fields: · Ref.. If you had set default values in the previous window using the Settings option. · Posting Date . Ref. · Document Date . 1.ABBASOFT\Local Settings\Temp\~hhB0D4. Account Name These columns display the account’s code and name. these would be displayed here. · Due Date – Enter the appropriate due date for opening balance journal entries.SAP Documentation Page 340 of 1289 Ref. Currency Displays the account’s currency. To display draft data click on Previous Report in the Period-End Closing – Selection Criteria window.

to cancel a selection. If the box is cleared all the fields related to the P/L Accounts selection criteria are not displayed. you actually select all the accounts that are displayed under this title. Period Select the required posting period category. In addition. If you choose Level 1. More Information Period-End Closing Object Period-End Closing . If you select a row in the table. and provides a link to it. To open this window choose Administration Utilities Period-End Closing . From. clear the X from the relevant account. The chosen accounts are marked with an X after the selection in this window is made. to clear all selections in the table.htm 7/16/2008 . Period-End Closing – Selection Criteria P/L Accounts Select to include P/L Accounts in the report. you will have to select values in these fields. You can overwrite them if required.SAP Business One 2007 A . If a row is marked with X. in which you can define the selection of G/L accounts to be displayed in the report. When you choose a category that contains more than one period. the table will display the highest level titles for the accounts. G/L Acct/BP Name Display the code and name of G/L account or business partner. Level Choose the Level of the accounts to be displayed in the table. click on the X in the column header. G/L Acct/BP Code.SAP Documentation Page 341 of 1289 If you had set default values in the previous window using the Settings option. Find Choose to open the G/L Accounts window. relevant values will be displayed in the From and To fields. Click it again to choose all the accounts that appear in the table. these would be displayed here. You can view details of each account by using the arrow that appears next to its code and name. Retained Earnings Account file://C:\Documents and Settings\Stephen. To select an account.ABBASOFT\Local Settings\Temp\~hhB0D4. click in the selected row. Click the icon and choose an entry. X This column indicates which accounts or titles have been selected. that specific account or group of accounts will appear in the report. To When you choose a category in the Period field. or. Account Displays the codes and the names of the accounts. Control Account Displays the control account linked to the G/L account or business partner in the row.Selection Criteria The following table describes the fields appear in the Period-End Closing – Selection Criteria window. Click the icon in the fields and choose the relevant sub-period range for closing.

Properties Choose to open the Properties window.. Execute Choose this button to open the Period-End Closing window that recommends the transactions that should be created. Your choice will appear in the field next to this button. divided between customers and vendors. More Information Period-End Closing Object Period-End Closing Settings Window The following table describes the fields that appear in the Period-End Closing Settings window.. Settings Opens the Period-End Closing Setting window allowing you to set relevant values for the Period-End Closingtransactions. Portugal. Period-End Closing Account Choose the relevant G/L account to be used as a clearing account to the P&L account. France. Customer Group. Vendor Group Enables you to include business partners from a specific group.SAP Business One 2007 A . ChooseSetting in the Period-End Ref..2 file://C:\Documents and Settings\Stephen. Hungary. To. For example. Profit and loss account Choose the relevant G/L account to be used as the profit and loss account.SAP Documentation Page 342 of 1289 Choose the relevant G/L account to be used as the clearing account in the journal posting made in the accounting system. Period-End Closing Settings Window Period-End Closing . and define the required selection of properties. and to the retained earnings account. to display only customers. To open this window choose Administration Utilities Closing – Selection Criteria window. choose None in the Vendor Group field..htm 7/16/2008 . Code From. When this option is not selected. & Spain BP Select this option to display business partners in the report. the other fields related to business partner selection criteria are not displayed. Ref. Italy. Country-Specific Fields: Czech Republic. Hungary.1. based on the selections made. Country-Specific Fields: Czech Republic. Use these fields to define a range of business partner codes. Slovakia Period-end opening account Choose the relevant G/L account to be used as the period-end opening balance sheet account.ABBASOFT\Local Settings\Temp\~hhB0D4. Slovakia.

Ref.htm 7/16/2008 . choose Closing Administration Utilities Period-End .Enter appropriate references for closing balance journal entries. Procedure 1. Document Date Enter appropriate dates for the journal entries.Enter appropriate references for opening balance journal entries. 2 . Portugal & Spain Closing Balance Settings Enter the relevant values to the following fields: · Ref.Enter the appropriate posting date for opening balance journal entries Display Control Accounts in Report/Display Business Partners in Report Select whether to display in the Period-End Closing window control accounts or business partners. These would be used as a default in each period-end closing posting. Choose the required criteria. The Period-End Closing Selection Criteria window displays. To display the Period End Closing Window. · Document Date . The Period-End Closing Window displays. see Period End-Closing Selection Criteria Window. file://C:\Documents and Settings\Stephen. 2 . More Information Period-End Closing Procedure Defining the Period-End Closing Use the period-end closing function to create postings in the accounting system when a fiscal year or posting period ends. Italy. 2. 3. · Posting Date . These would be used as a default in each period-end closing posting Due Date.SAP Business One 2007 A .Enter the appropriate document date for opening balance journal entries. 1. liabilities or equity. · Due Date – Enter the appropriate due date for closing balance journal entries. Country-Specific Fields: France. · Document Date . · Due Date – Enter the appropriate due date for opening balance journal entries. Ref. This procedure transfers previous G/L account balances from one fiscal year or period to another for accounts defined as assets. 1.Enter the appropriate document date for closing balance journal entries Opening Balance Settings Enter the relevant values to the following fields: · Ref. Choose Execute.ABBASOFT\Local Settings\Temp\~hhB0D4. Additional settings can be defined by choosing Settings.SAP Documentation Page 343 of 1289 Enter appropriate references for the journal entries.

User-defined objects transfer – In this step you can transfer to the new company the data stored in user-defined objects. Document transfer – In this step. Process The Year Transfer process comprises five stages: 1. file://C:\Documents and Settings\Stephen. Balance transfer – In this step you transfer balances of accounts.SAP Business One 2007 A .com/smb/support for more information. accounting and inventory related data from the previous year. Transfer of system initialization. definitions. 5. More Information Period-End Closing Window Process Year Transfer: Israel & Netherlands As the current fiscal year ends and towards the new fiscal year. that are relevant for proper bookkeeping and inventory management in the coming year. a Year Transfer process is required to maintain data continuity. Result By the end of the Year Transfer process.htm 7/16/2008 . 2. items. End of the caution. based on the definitions and settings of the company from which you perform the process. you transfer to the new company open documents that should be processed during the coming year. Choose the required criteria. 3.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 344 of 1289 4. 5. Transfer of indexes – In this step. 4. print layout designer templates. Choose the Previous Report button in the Period-End Closing Window to display the draft. contact SAP Business One support at http://service. Caution Caution Before commencing this procedure. general settings. SAP Business One provides an automatic Year Transfer function that allows you to transition quickly and easily to the new fiscal year. business partners. and the accounts in Chart of Accounts. To create the Accounting Postings for all the selected accounts that have been selected for closure. choose Execute. and user queries – In this stage you create a new company for the coming fiscal year. the new company contains all the settings. see Period-End Closing Window. and items to the new company. 6. To save the Report as a draft. choose Save.sap. you transfer to the new company the business partners.

Make sure you back up both data bases (source company and target company) before you initiate the process. fields.. To.. range AND also those linked to the selected item group...htm 7/16/2008 . SAP Business One transfers the items that are included in the From .SAP Business One 2007 A . or the range of business partners for which you want to transfer the opening balance to next year’s company. This process may cause a loss of data if performed incorrectly. It means that if you define a range of item numbers in the From.Selection Criteria Use this window to define the range of items you want to transfer to next year’s company. To...SAP Documentation Page 345 of 1289 Object Select Database Use this window to select the company database to which you want to transfer data from the current company. To. To. End of the caution. select a specific item group.. More Information Year Transfer Object Year Transfer .. fields. and/or select properties linked to the items you want to transfer.. Caution Caution We strongly recommend that you consult support before transferring data from one company to another. Note Note The relation between the different selection parameters is AND.. and/or by specifying properties linked to the relevant business partners. You can do this by using the From. See also: Year Transfer Object Items .ABBASOFT\Local Settings\Temp\~hhB0D4.. End of the note. More Information Year Transfer Object BP Properties Use this window to define the range of business partners you want to transfer to next year’s company..Document Selection file://C:\Documents and Settings\Stephen. by choosing specific vendor/customer groups... fields and you also choose an item group... You can use the From.

More Information Year Transfer Object Update Control Report Use this report to view database information after restoring the application and the database. business partners. Once you select a specific document type. More Information Year Transfer Object Year Transfer . To.User-Defined Objects Use this window to select the user-defined objects you want to transfer to next year’s company. fields.. If the number of records is different.Selection Criteria Use this window to define a range of G/L accounts for which you want to transfer the opening balance to next year’s company. and items.ABBASOFT\Local Settings\Temp\~hhB0D4. or select the required G/L account drawers. More Information Year Transfer Object Accounts .SAP Business One 2007 A .htm 7/16/2008 . all the documents of this type are transferred.. If you select a specific drawer.SAP Documentation Page 346 of 1289 Use this window to select the documents you want to transfer to next year’s company. Caution Caution The Records Before and Records After columns should match.. the system includes all its G/L accounts. check the system file://C:\Documents and Settings\Stephen. You can use the From .. See also: Year Transfer Object Transaction Settings Use this window to define the details of the opening balance transactions of G/L accounts.

Restore should be undertaken only with the explicit instruction and assistance of SAP Business One support consultant. for example. Records After Displays the number of records in the database after the restoration of the database has been completed. Restoring Function Execute Commands: Israel Use this function to execute automatic procedures based on the defined files. See also: Admininstration Utilities Update Control Report . process. Object Restore During regular work in SAP Business One. Display Incorrect Entries Only Select this checkbox to define whether to display incorrect database entries only. It might damage your database permanently. In specific scenarios.SAP Documentation Page 347 of 1289 message. choose Table Displays the name of the database table. this data can be corrupted or disrupted due to certain user actions or global malfunctions.SAP Business One 2007 A . Processes are first defined (in an internal macro language) and can then be executed automatically.ABBASOFT\Local Settings\Temp\~hhB0D4. Caution Caution Do not run any of the restore functions yourself. To display this window. Contact your SAP Business One Support Center before trying to use this function. You can resolve some of these cases by using the restore functions. Message Displays system messages. Table Displays the name of the database table. an error or alert message. and update data. Function Transfer Posting Correction Wizard: Germany file://C:\Documents and Settings\Stephen. End of the caution. you enter. Records Before Displays the number of records in the database table before the restore operation. End of the caution.htm 7/16/2008 .

. for amounts transferred from revenue or expense accounts to new accounts. 2007. End of the note. the transactions within the posting date range are selected. To transfer the posting manually. To.. choose Note Administration Utilities Transfer Posting Correction Wizard .Transaction Selection Transfer Posting Correction Wizard . End of the caution. Note Ensure that you execute the wizard only once for the selected period and the selected accounts.ABBASOFT\Local Settings\Temp\~hhB0D4.. More Information Transfer Posting Correction Wizard . Note Note All documents that you post after executing the wizard. By default. End of the note.Selection Criteria Window Use this window to specify the selection criteria for the wizard run..Selection Criteria Transfer Posting Correction Wizard . create a journal entry. must be transferred manually. To access the wizard.htm 7/16/2008 . This wizard guides you in defining parameters required to generate these postings.Summary Object Transfer Posting Correction Wizard . that are valid for this period.Transaction Confirmation Transfer Posting Correction Wizard . Caution Caution file://C:\Documents and Settings\Stephen. The Transfer Posting Correction Wizard enables you to post corrections resulting from VAT changes. Specify the date range for the wizard run.SAP Business One 2007 A .SAP Documentation Page 348 of 1289 Caution Caution Use this wizard only after January 1. Selection Criteria Fields Date From.

file://C:\Documents and Settings\Stephen. End of the caution.ABBASOFT\Local Settings\Temp\~hhB0D4. you could correct the same posting twice. G/L Accounts Limits the selection to specific G/L accounts only. you print the screen or export it to Excel. you may use it for future verification. End of the note. End of the caution. More Information Transfer Posting Correction Wizard: Germany Object to open the Accounts .SAP Documentation Page 349 of 1289 There should be no overlap of the date ranges specified in different wizard runs. otherwise.Transaction Selection Window Use this window to select the transactions that you want to include in the wizard run. Recommendation Recommendation We recommend that after selecting the needed transactions. Doc. Date Selects documents within the document date range.SAP Business One 2007 A . Code Tax group code Name Tax group name Display Deselect the tax group that you do not need in the wizard run. Note Note Only those tax groups with the tax rate of 16% or 19% are valid for the wizard.htm 7/16/2008 . Tax Rate Specify the tax rate of the transaction – 16% or 19% – that the wizard uses to select documents. otherwise. Caution Caution Always use the selected option during the rest of the period.Selection Criteria window Transfer Posting Correction Wizard . you could correct the same posting twice. Click where you can select the needed G/L accounts.

End of the note. Expense Account Specify the account to which the expense is posted. Input Tax Group Specify the input tax group to be used in the correction posting. End of the note.htm 7/16/2008 . Transaction Selection Fields App Select the posting that you want to correct G/L Account The revenue or expense account relevant to a transaction Tax Code The tax group code associated with a transaction Tax % The tax rate that was effective for the tax code at the time the transaction was posted Doc. Revenue Account Specify the account to which the revenue is posted.SAP Business One 2007 A . accounts. SC) The debit or credit tax amount (in terms of foreign currency or system currency) More Information Transfer Posting Correction Wizard: Germany Object Transfer Posting Correction Wizard .ABBASOFT\Local Settings\Temp\~hhB0D4.Transaction Confirmation Window Use this window to confirm the amount. file://C:\Documents and Settings\Stephen. Transaction Confirmation Fields Interim Account Specify the clearing account to be used during the correction posting process.SAP Documentation Page 350 of 1289 Note Note This topic includes explanations of some of the fields and other elements in this window. The document number in SAP Business One Debit. and tax codes for which correction posting will be created. Credit (FC. Note Note This topic includes explanations of some of the fields and other elements in this window. No.

a request for approval is sent to the appropriate employee (according to the definitions in SAP Business One). Procedure Defining Approval Procedures Prerequisites Identify the approval processes at the company. Approval procedures are conducted by the authorization stages and authorizing users. A document’s approval procedure begins as you add it as a draft document in SAP Business One.htm 7/16/2008 . The number appearing is twice the number of the corrected transactions. Users defined as Originatorsof the documents requiring approval cannot change this setting.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 351 of 1289 Acquisition Tax Group Specify the acquisition tax group to be used in the correction posting. More Information Transfer Posting Correction Wizard: Germany Object Transfer Posting Correction Wizard . More Information Transfer Posting Correction Wizard: Germany Function Approval Procedures Approval procedures are used in companies in which the standard work procedure requires an approval from a manager or senior member in order to generate certain documents. At that same moment.SAP Business One 2007 A . This can include approvals for purchase orders or for a customer to exceed a defined credit limit. select the Manage Document Generation Authorizationscheckbox. The procedure ends when you receive a final approval and add the document. Non-Deductible Tax Group Specify the non-deductible tax group to be used in the correction posting. From the SAP Business One Main Menu. Output Tax Group Specify the output tax group to be used in the correction posting. on the Sales tab.Summary Window In this window. file://C:\Documents and Settings\Stephen. you can see how many journal entries have been made during the correction process. choose Administration System Initialization General Settings and. You can view the transactions created by the wizard in the Journal Entry window of the Financials module.

Enter the name of each of the users with approval privileges. The Choosecolumn allows users to apply one or more tests using the predefined variables. On the Stages tab. You can override this when you define approval procedures. of Approvals Required field. The upper table contains predefined conditions that can be selected. 5. enter the number of users that are required for approval of each stage.SAP Business One 2007 A . select the documents that will be processed through this approval procedure.htm 7/16/2008 . 2.ABBASOFT\Local Settings\Temp\~hhB0D4. then the approval procedure is triggered. The lower table permits selection of one or more saved queries for execution. enter a name for each stage and. The Ratiocolumn contains a list of predefined mathematical operators to compare to the selected variable. In the No. choose Add. if one of the approvers is absent. If you choose When the Following Applies. enter the user who requires approval for his or her documents. select When the Following Applies. If this template is required as part of the approval procedure. An approval procedure can be contingent upon both multiple predefined variable file://C:\Documents and Settings\Stephen. On the Termstab. a description of the stage. if you select Always. To save the data. such as budget. 3. If the term is compared to this amount using the selected ratio and the comparison holds true. their department is taken from the user account. 10. 6. 4.SAP Documentation Page 352 of 1289 Procedure 1. The Termcolumn contains the list of predefined variables. A template can be inactive for certain situations where a conflict might arise with other procedures. Since you may have several procedures for the same topic. If the result of the saved query is True . To define specific conditions when this approval procedure should be followed. By default. Enter the threshold amount in the V aluecolumn. On the Originator tab. exceed credit limit. or when it is no longer required. 7. and so on (see Approval Templates Window). If approval stages have not been defined. two tables are displayed. On the Documents tab. It is often useful to have more than one approver. if preferred. Multiple users can be assigned to an approval procedure 8. then the approval procedure is triggered. it is also useful to provide a description. under Approval Stages Administration Approval Procedures . another approver can still approve a document. select the Activecheckbox. this approval procedure is applied to all combinations of the selected originators and documents. Choose Administration Approval Procedures Approval Templates and enter the name of the approval procedure. select one or more approval stages (or steps) that have been defined in the Approval Stages– Setupwindow. 9. See Approval Stages – Setup Window.

Only users linked to the selected department will be displayed More Information Approval Procedures file://C:\Documents and Settings\Stephen.SAP Business One 2007 A . choose Add. switch the Define Stageswindow to the Findmode and use standard search functions to locate the required stage. 13. Administration Approval Approval Stages – Setup Window Stage Name Enter a name for the stage.g.SAP Documentation Page 353 of 1289 comparisons and multiple saved queries A total for the number of selected conditions displays at the bottom of the window.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Procedures Approval Stages . Stage Description Type a short description that explains the stage essence. No. this stage will be completed even if only 1 of the 2 users will approve it. To access this window from the SAP Business One Main Menu. in case 2 authorizing users have been defined for this stage. To save the data. Department Displays the department linked to the user. select the appropriate department and click Tab in the field User to open a List of Users window.Setup Window Use this window to define which users may approve specific transactions and how many approvers are required in each case. but only 1 is required in order to complete it and move on to the next stage. then OK to save the data. 12. 11. Modify the information as required and choose Update.htm 7/16/2008 . The stage name is unique. User Select the authorizing users for this stage. More Information Define Approval Stages Window Define Approval Templates Window Object Approval Stages . A specific approval stage can be assigned to one or more approval procedures. To select only users from a certain department. Define a name that is not too specific so as to allow its use for multiple approval procedures. of Approvals Required Set the minimal number of approvals required to complete this stage e. To update an Approval Stage.

Stages Tab Stage Name Select the stages that the approval template should contain. Only users from the selected department can be now selected.htm 7/16/2008 . An approval template that is applied on Inventory documents cannot be applied on Sales – A/R and/or Purchasing – A/P documents. Nam Enter a unique name for the approval template. and therefore cannot bypass the approval procedure. Documents Tab Documents Select this option to apply the approval template on Sales – A/R and/or Purchasing – A/P documents. Department To narrow the user selection into specific department. Originator Tab User Select the users to whom the approval template applies. Then. If an approval procedure is no longer required. Users who are defined as originators in an approval template cannot change this option.SAP Business One 2007 A .SAP Documentation Page 354 of 1289 Object Approval Templates – Setup Window Use approval templates to define the various approval procedures for the company. Stage Description Displays the name of the selected stage. use the arrow up and arrow down buttons. file://C:\Documents and Settings\Stephen. To change the stage order. Then select the specific sales and/or purchasing documents. choose Procedures General Area Administration Approval Approval Templates . To access this window from the SAP Business One Main Menu. An approval template that is applied on Sales – A/R and/or Purchasing – A/P documents cannot be applied on Inventory documents. select the specific documents. deselect this option to deactivate it. Description Specify relevant description for the template Active Select to activate the approval template. Inventory Select this option to apply the approval template on Inventory related documents.ABBASOFT\Local Settings\Temp\~hhB0D4. Order buttons The appearance order of the stages in this tab is the order according to which the stages will be activated in the approval procedure. select the required department. and return to the user column.

Realization of only part of the defined terms will not activate the approval template. Choose Select the checkboxes of the terms you want to apply on the approval template. Value Specify the required value for each selected term. When the following applies Select to define a term or set of terms that only when fulfilled.Setup: Terms Tab Define in this tab the certain term or set of terms that should be fulfilled in order to activate the approval template. Specify the values for the ratios In Range and Not in Range in the following format: Low amount-high amount. the approval procedure is activated.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 355 of 1289 More Information Approval Procedures Object Approval Templates .SAP Business One 2007 A . Term Displays the name of the different predefined terms. End of the note. Ratio Select the relevant ratio for each selected term. the approval template will be activated only when all the defined terms are fulfilled. Note Note If you defined more than one term. Example Example file://C:\Documents and Settings\Stephen. To access this tab choose: .htm 7/16/2008 . End of the note. The terms appear here depends on the selected option in the Documents tab. Approval Templates – Setup: Terms Tab Administration Approval Procedures Approval Templates Terms Always Select to activate the approval template whenever the selected users (in the Originator tab) initiate the selected documents (in the Documents tab). Note Note You can not select ratio for a deselected term.

2. 3.SAP Documentation Page 356 of 1289 For gross profit percentage lower than 20% and higher than 50%. An approval procedure can be triggered for the credit limit for some originators of invoices.htm 7/16/2008 . If you specify an amount only. The Query Manager window appears. select the ratio Not in Range and in the Value column type: 20-50. the local currency is taken by default. 4. Procedure Adding Approval Templates Several approval templates or approval procedures can be defined for a document type. Select the requires query.SAP Business One 2007 A . End of the example. For example. When the specified values are amounts. Double click on the Query Name column. enter the required approval stages. enter the user for whom the specified documents trigger an approval procedure. and choose OK. Total Selected Terms Displays the number of the selected terms. More Information file://C:\Documents and Settings\Stephen. Select whether the approval procedure is always triggered.000. or only when certain conditions occur. On the Originator tab. If you do not select this option. 2. or define a new stage. see Define Approval Templates Window. choose Add. It includes both predefined terms and user queries.00 must be run through the approval procedure. Procedure 1. Base the variance on queries if required. Choose Administration Approval Procedures Define Approval Templates . and an approval procedure for the gross profit and the credit limit for other originators. (either instead or in addition to the predefined terms) follow the steps below: 1. 7. Change the sequence of the stages as necessary. Also enter his or her department. approval procedures can be defined with different terms for different originators. a template can be defined so that all purchase orders created by a certain originator that have a value greater than EUR 1. Select Active. Define the required queries and save them. the approval procedure cannot occur. 3. In addition. specify the required currency as well. To save the template. Enter a unique name and description for the approval template. On the Stages tab. Query Name To define terms based on user queries.ABBASOFT\Local Settings\Temp\~hhB0D4. 5. 6.

SAP Business One 2007 A .SAP Documentation Page 357 of 1289 Define Approval Templates Window Procedure Updating Existing Approval Stages Procedure 1. More Information Defining Approval Stages Procedure Canceling and Restarting Approval Procedures Approval procedures can be cancelled. position the cursor on the row of an approval template in the report results and choose Cancel from the Data menu. switch to Search mode. choose Status Report Administration Approval Procedures Approval . the OK button is replaced with the Update button. 2.ABBASOFT\Local Settings\Temp\~hhB0D4. Other approval stages may be necessary before the transaction is ultimately approved. More Information file://C:\Documents and Settings\Stephen. Choose Data Restore in the menu bar. Select to confirm and save your changes. display it. To restart a approval procedure.Selection Criteria window displays. The approval procedure is restarted from this point. 4. 4. To view the approval procedure. To cancel an approval procedure.htm 7/16/2008 . Go to Administration Release Procedure Define Approval Stages . If you want to search for an existing approval stage. select the transaction from within the report. You can then use the familiar search functions to search for an existing approval stage. The transaction can be located later based on this status. 3. 2. The creator of the document receives an appropriate message. and restarted at a later date if required. 5. 3. then OK to display the report. The creator of the document receives an appropriate message. Procedure 1. When you change an approval stage. The window is opened in Add mode. The Approval Status Report . Select at least one of the document types. Click the row with the cancelled approval template in the report results. and change it if necessary.

More Information Define Approval Templates Window Procedure Generating the Approval Status Report The system differentiates between documents that are pending.ABBASOFT\Local Settings\Temp\~hhB0D4. The Approval 2. 7. such as Sales Orders. Use the search functions to locate an existing approval template. The report results initially only display the categories for each document type. Authorizer. Choose Administration Approval Procedure Status Report – Selection Criteria window displays. The selection becomes the default for the next report selection. 6. All the transactions that meet the criteria selected in the selection window are displayed in a list. and rejected. see Define Approval Templates Window. click the arrow beside the document in the Template column. and/or Template. The approval procedure itself can be canceled. 4. To filter the report. Choose Add to save the changes. already approved. The draft can either be changed but not deleted. 3. 2. and updates can be made. Choose the Document Types to display in the report.SAP Documentation Page 358 of 1289 Defining Approval Procedures Procedure Updating Existing Approval Templates Approval templates can be modified. Enter a selection range for Originator.SAP Business One 2007 A . and modify it if necessary. switch to Find mode. Use the Expand and Collapse buttons to expand/collapse all the detailed rows of the report at the same time. The Define Approval Templates window displays. when the detailed documents rows are displayed. To update the approval template for a document. The window is opened in Add mode. Procedure 1. Approval Status Report . When a document is rejected. 3. file://C:\Documents and Settings\Stephen. 5. Choose Administration Approval Procedure Define Approval Templates .htm 7/16/2008 . To search for an existing approval template. Procedure 1. but the stages of an approval template cannot be deleted once documents have been created for that approval procedure. Choose OK to generate the report. the document remains in the system as a draft. select the required Document Status for which to filter the report.

Generated A transaction is assigned this status when the originator of a document has converted the draft document to a regular document after approval. in the Answer column select either Approved. If there are documents awaiting your approval.SAP Business One 2007 A . Request Date. If the approval procedure is cancelled. Rejected A transaction is assigned this status when approval for a transaction has been rejected. based on their processing progress.Selection Criteria Transactions are assigned status values during a approval procedure. The selection becomes the default for the next report. including the approval stage. Document Status Fields Administration Approval Procedures Approval Status Reports Pending A transaction is assigned this status when it is waiting for approval. The authorizer can grant approval for a rejected transaction by changing the status accordingly. choose . Templates are defined in the Define Approval Templates window. Use these status values to display and monitor the various transactions that are currently subject to approval procedures. Not Approved or leave the status as Undecided. authorizer and the decision. To display this window. One or more criteria can be specified. This table is only displayed when the user clicks a line without using the collapse/expand icon. The report displays a list of documents with their approval status and the history of the transaction. Generated by Authorizer A transaction is assigned this status when the authorizer of a document has converted the draft document to a regular document after approval.htm 7/16/2008 . The draft document has not yet been converted to a regular document. clicking the row of a specific document displays additional details of the specific approval in the lower section of the window. Authorizer. file://C:\Documents and Settings\Stephen. the draft document cannot be converted to a regular document. Approved A transaction is assigned this status when it has been approved. More Information Approval Status Report –Selection Criteria Approval Decision Report Object Approval Status Report . Document originators can use this report to display the status of the documents they have created. Total (LC) Enter a selection range for these fields to narrow the range of the report. Cancelled An approval procedure can be cancelled and restarted as necessary. In the lower table. Originator.ABBASOFT\Local Settings\Temp\~hhB0D4. Template. The draft document cannot be converted to a regular document in this case.SAP Documentation Page 359 of 1289 In addition. BP Code. you can approve them from this report by clicking the row of the specific document.

choose Update. Therefore.SAP Business One 2007 A . or Not Approved . Authorizer. Decide whether or not to approve a transaction directly from the report result window: 1. and/or Request Date. 3. click the required rows. In the Global Update window. To filter the report. More Information Approval Decision Report.SAP Documentation Page 360 of 1289 Sales – A/R. to save the data. Purchasing –A/P.htm 7/16/2008 . Administration Approval Procedures 2. choose OK. See also: Defining an Approval Procedure Generating the Approval Status Report Procedure Generating the Approval Decision Report The Answer column is only active for a defined authorizer for that document. in the Answer column. From the SAP Business One Main Menu. but involve a different authorizer each time. To approve or reject a document. assuming the selection criteria were not limited to a single authorizer. Approved . In addition. 2. 4. Inventory To limit the report to certain document types. The approval can file://C:\Documents and Settings\Stephen. and enter a range for Originator. The Request date is the date on which the original document that triggered the approval procedure was created. choose the required decision statuses. the document status must be Pending . Template. A row is displayed in the report results for each authorizer. choose Approval Decision Report . To enter an approval decision for several transactions at the same time. 5.Selection Criteria Authorizers can use this report to display all documents for which an approval decision is pending. The remark is copied to all the documents in the report results. The Report R esultswindow shows the documents that correspond to the specified selection criteria. Documents waiting for approval display as Pending . Once all the documents have been processed. To start the report. Procedure 1. the same transaction may appear several times in the list. select either Approvedor Not Approved from the list. you can approve or reject all the selected documents and include a remark.ABBASOFT\Local Settings\Temp\~hhB0D4. Selection Criteria Object Approval Decision Report . choose the required sales or purchasing documents. then choose Global Update.

a message is sent to the users who are required to approve the transaction. Process 1. Templates are defined in the Define Approval Templates window. The document number and the draft are displayed. 4. Template. and rejected.SAP Documentation Page 361 of 1289 be made directly within the results list. the status of that document appears in the header of the window. along with the approval details. for example. The draft can either be changed or deleted. The user can then convert the approved draft to a regular document. One or more criteria can be specified. The file://C:\Documents and Settings\Stephen. Choosing the orange triangle displays the approval history. a message window appears indicating that an approval procedure is required. This enables the user to see. SAP Business One differentiates between documents that are pending. The authorizer can approve or reject the transaction from within the Messages/Alerts Overview window. When the document (or draft) is displayed. The Approvals Status Reportcan also be generated from the Windows menu. Document Production Not Approved Choose the approval status of the documents to display. as the Approvals Status Reportoption is added to this menu during the document processing. already approved. The document is initially saved as a draft. 2.htm 7/16/2008 .SAP Business One 2007 A . When a document is created that is subject to an approval procedure. The details of the approval procedure for the document are also displayed. and can also enter a remark. The Messages/Alerts Overviewwindow contains information about the document that is pending approval. 3. whether other authorizers are involved in the transaction. Approval Decision Report – Selection Criteria Fields Administration Approval Procedures Approval Decision Report No decision yet. informing all involved users of the transaction status at any time. Document Production Approved. The originator of the document can add a remark that then appears in the message to the authorizer.ABBASOFT\Local Settings\Temp\~hhB0D4. the document remains in the system as a draft. When a release is rejected. To access this window. the originator of the document receives an appropriate message. Request Date. When a document is entered. If the transaction is approved. The selection becomes the default for the next report. This function is also available within the message. The release procedure itself can also be cancelled. Originator. Enter a selection range for these fields to narrow the range of the report. The user can display the various objects by clicking on the corresponding orange arrows. More Information Generating the Approval Decision Report Process Approval Processes SAP Business One provides internal messages to support the workflow of an approval procedure. Authorizer. The authorizer can approve or reject a transaction in the Answer field. choose .

the other for the authorizer.htm 7/16/2008 . while you are logged on to a specific company. If the transaction is rejected. For more information. The draft document can be deleted or canceled. the originator of the document receives an appropriate message. you must allocate them with one of the SAP Business One licensing options (CRM-Sales. Therefore. the originator of the document receives an appropriate message. More Information License Administration Add-on Identifier Generator Procedure Allocating Licenses To allow users to access the application. End of the note. In this case.SAP Documentation Page 362 of 1289 user can open the underlying document and then convert it. and Professional). If an approval step was canceled and the approval procedure was restarted at a later point in time. Note Note The total number of licenses is shared between all the companies connected to the same license service. In addition. One of these reports is intended primarily for the document originator. the approval step is created again. see Defining Users. 5. 9. that is.SAP Business One 2007 A . If an authorizer cancels the approval procedure during an approval stage. 7. CRM-Service. the originator of the document receives an appropriate message. The user can execute the next respective work step from within each received message. 6. the draft document cannot be converted to a regular document. More Information Defining Approval Procedures Function License The functions listed under this menu enables you to set the license related parameters. Prerequisites Define users in the system. Additional remarks can be added to each message to provide additional information about the approval procedure. 8. but first the approval procedure must be canceled.ABBASOFT\Local Settings\Temp\~hhB0D4. two reports are available that enable authorized users to monitor and process all the transactions that are currently subject to an approval procedure in the system. file://C:\Documents and Settings\Stephen. you may see less available licenses than what you have expected. The draft document cannot be converted to a regular document in this case.

and modifying the license server. License Administration Fields License Server Displays the name of the license server machine to which the company is connected. viewing license file information.htm 7/16/2008 . Choose the icon and choose Refresh to get the most recent status of available licenses. We recommend that you do not change the default port – 30000. importing a new license file. For more information. From Administration License . Information include: Total number of licenses Number of available licenses Begin and expiry dates Machine name of the license server More Information Getting a License Key (Upgrades) Getting a License Key (New Installations) Importing a New License Key File Object License Administration Window Use this window to manage and allocate licenses to users. This will prevent other users from allocating licenses at the same time as you. 4. refer to the License Guide located in the Documentation folder of the installation CD. Select a user and choose the appropriate license in the Used column. Make sure all users are logged off from the application.ABBASOFT\Local Settings\Temp\~hhB0D4. choose License Configuration. License administration includes allocating licenses.SAP Documentation Page 363 of 1289 Allocating licenses requires Superuser permissions in SAP Business One. To change the license server. The change will take file://C:\Documents and Settings\Stephen. The Components Tab displays license information from the current license key file. 3. The Available column is updated accordingly. You can choose the Properties tab to view current license information. Procedure 1. choose Browse and select a machine from the window that opens.SAP Business One 2007 A . 2. Displays the port on which the license service runs.

Note Note You cannot import a new license file while the DI Server service is running. the license service uses these identifier strings to recognize your add-ons before allowing them to connect to the SAP Business One application. [Insert icon] Prevents users from connecting to the license service. During run time.ABBASOFT\Local Settings\Temp\~hhB0D4. Refresh Gets the most updated status of your license service. Used/Available Show allocation of licenses and the number of licenses currently available for each option. choose Refresh and lock the license service by choosing the [insert icon] icon. End of the note. Import License File Opens the Select License File window. Choose a license component to display additional information for this component: Total number of licenses Available licenses Start date and expiry date Object Add-On Identifier Generator Window Use this window to generate unique identifier strings to your SDK add-ons. Licenses Lists the available license components.SAP Documentation Page 364 of 1289 effect in the next logon to the company and will affect all companies connected to this server. where you browse and select a new license file. file://C:\Documents and Settings\Stephen. Note Note Any user with Superuser permissions can allocate licenses.htm 7/16/2008 . Therefore. Licenses Shows available licensing options as defined in your license key file. This will block other users trying to allocate license at the same time. End of the note. Allocation Tab Fields Users Lists all the users defined in the company to which you logged on.SAP Business One 2007 A . Other administrators will still be able to allocate licenses. before allocating licenses. Use this option while allocating licenses to users.

For example.SAP Business One 2007 A .htm 7/16/2008 . To get your license key name. set the AddonIdentifier property with the generated string. Procedure Getting a License Key (New Installations) Use this procedure to get and activate a license key for new installations. For more information. post a request on the SAP Service Marketplace.ABBASOFT\Local Settings\Temp\~hhB0D4. This is required only for running add-ons in Solution license. to run your add-on in Development license. License Key Name Enter a license key name. choose the appropriate licensing option. The license key file is required to run SAP Business One permanently. Enter only the add-on name without the database type.SAP Documentation Page 365 of 1289 Each licensing option in the SDK (Development. choose Development.) Licenses were expired Additional licenses are required Procedure file://C:\Documents and Settings\Stephen. You will be required to get a new license key in the following situations: Hardware key was changed Note that the hardware key may change when the computer host name or domain change (including removing from and adding back to the same domain. End of the caution. Generate Creates an add-on identifier string. In your add-on code. Solution Depending on the type of SDK license you have. Add-On Identifier Generator Window Development. Installation. refer to the License Guide located in the Documentation folder of the installation CD. Caution Caution The license key name is composed of two parts: <add-on name>_<database type>. and Solution) requires its own identifier. Implementation. You cannot use the same identifier for the same add-on but in a different license.

For more information. From the Internet address service. More Information Getting a License Key (Upgrades) Procedure Getting a License Key (Upgrades) Use this procedure to upgrade your current license key. Import the license key file. select your installation number and follow the instructions provided onscreen. SAP will generate a license key file and will send it to you via e-mail. 2. 3. End of the caution. 1. choose SAP Solutions for SMB. 2. 4. Choose Request License Key. while there are users logged on to the application. Make sure that all users log off from their respective companies. then locate and select your file in the window that opens. using the application License Administration window: 1.com\licensekey.) Licenses were expired Additional licenses are required Caution Caution You will not be able to complete the upgrade process. without a valid license key. Choose Administration License License Configuration .SAP Business One 2007 A . Prerequisites file://C:\Documents and Settings\Stephen. Choose Import License File. Post a request for license key in the SAP Service Marketplace and provide the hardware key. see SAP Notes 578256 and 622998.htm 7/16/2008 . 2.sap.SAP Documentation Page 366 of 1289 1.ABBASOFT\Local Settings\Temp\~hhB0D4. You will not be able to import a new file. The license key file is required to run SAP Business One permanently. Extract the hardware key of your SAP Business One application from Help About . You will be required to get a new license key in the following situations: Hardware key was changed Note that the hardware key may change when the computer host name or domain change (including removing from and adding back to the same domain.

Select the License Manager service and choose Settings. From the Internet address service. 3. Run the Service Manager from SAP Business One Server Tools . Make sure that all users log off from their respective companies. You will not be able to import a new file.SAP Business One 2007 A . 2. For more information. 5. 4. Under Install License File. see SAP Notes 578256 and 622998. while there are users logged on to the application.SAP Documentation Page 367 of 1289 To begin the upgrade process. 2. For more information.ABBASOFT\Local Settings\Temp\~hhB0D4. see the Upgrade Guide on the installation CD. select your installation number and follow the instruction provided on-screen. SAP will generate a license key file and will send it to your via e-mail. The hardware key appears in the corresponding field. choose and then locate and select your license key file.sap. 1. 8. import the license key file.htm 7/16/2008 . Enter the name of the License Service Machine and choose Connect. Select the License Manager service and choose Settings. choose SAP Solutions for SMB. Post a request for license key in the SAP Service Marketplace and provide your hardware key. Choose Request License Key.com\licensekey. you must have the Server Tools application installed. Procedure 1. 6. 9. More Information Add-On Manager Add-On Administration Object Add-On Manager Window file://C:\Documents and Settings\Stephen. 7. More Information Getting a License Key (New Installations) Function Add-Ons This menu option lists the functions that enable you to manage the add-on activation and to define add-on preferences in company level and user level. Choose Import License File. Using the Service Manager.

htm 7/16/2008 . To run add-ons with the SAP Business One application. In the Pending Add-Ons tab. Registering addons allows the SAP Business One application to identify the add-on and also lets you set company-wide preferences and user-specific preferences. Add-On Name. You cannot stop add-ons that are classified as Mandatory. For more information. Version Displays add-on version number Object Add-On Administration Window Use this window to deploy and manage add-ons for end-user workstations. Status Displays the add-on status: Running Disconnected Failed to install Group Displays the add-on assigned group. refer to the License Guide located in the Documentation folder of the installation CD. Partner Name. Manual – You can start or stop the add-on manually. but not yet installed on this client machine.ABBASOFT\Local Settings\Temp\~hhB0D4. you must register them with the application. Add-On Manager Window Add-On ID. Mandatory – The add-on is mandatory to your SAP Business One application. Automatic – The add-on is stated automatically.SAP Documentation Page 368 of 1289 Use this window to monitor running add-ons and to manually start or stop an add-on. Your SAP Business One administrator assigns groups in the Add-On Administration window. This window displays add-ons that were specifically assigned to you or to the company to which you have logged on. You cannot start or stop it manually. For more information. refer to the License Guide located in the Documentation folder of the installation CD.SAP Business One 2007 A . Display add-on information. Stat/Stop Starts or stops the selected add-on. file://C:\Documents and Settings\Stephen. You can stop it manually. you can view a list of add-ons that are registered for the company. You can start and stop multiple add-ons at the same time.

Company Assigned Add-Ons Displays a list of add-ons that were assigned to the company that is currently logged on. Send Notification to Users Opens a window in which you can create a notification on new add-ons and send it to all the users of the company. This position determines the order in which company-assigned add-ons receive events from the SAP Business One application. The add-on is started automatically by the application at start-up. Order Displays the add-on position within the event-receiving order. Mandatory – add-on is necessary to the successful operation of the SAP Business One application.SAP Documentation Page 369 of 1289 More Information Company Preferences Tab User Preferences Tab Object Add-On Administration: Company Preferences Tab Use this tab to register and assign add-ons and to set company-wide preferences.SAP Business One 2007 A . refer to the License Guide located in the Documentation folder of the installation CD. If the add-on is terminated for any reason. Company Preferences Tab Fields Available Add-Ons Displays a list of add-ons available for registration and assignment. the application will shut down as well. You can modify this order using and . Register Add-On Opens the Add-On Registration window that allows you to register add-ons. Use and to assign or un-assign registered addons. end-users can manually start and stop the add-on at their discretion. file://C:\Documents and Settings\Stephen. Manual – add-on is not started automatically. For more information. Default Group Defines the way this add-on will be launched when the SAP Business One application launches. Remove Add-On Removes the selected add-on from the list.htm 7/16/2008 . Automatic – add-on is started automatically by the SAP Business One application.ABBASOFT\Local Settings\Temp\~hhB0D4. End-users can stop and restart automatic addons. End users cannot start or stop mandatory add-ons.

A disabled add-on is not available for the assigned company and all its users. Function Alerts Management file://C:\Documents and Settings\Stephen. Automatic – add-on is started automatically by the SAP Business One application. The settings you define in this tab override the settings in the Company Preferences tab. Note Note You cannot set user preferences for add-ons defined as Mandatory in the Company Preferences tab.ABBASOFT\Local Settings\Temp\~hhB0D4. The selected users can manually start and stop the add-on at their discretion. the application does not reinstall it. The selected users can stop and restart automatic addons.SAP Documentation Page 370 of 1289 Force Install Forces the SAP Business One application to install the add-on each time this client logs on to the assigned company.SAP Business One 2007 A .htm 7/16/2008 . If the add-on is already installed. mandatory add-ons receive the Default setting. Default– preferences for the selected user are as defined in the company preferences. For more information. Active Temporarily activates or disables the selected add-on. This is used mainly for debugging purposes. Add-On Administration: User Preferences Tab Users Displays a list of defined users in the company. In the User Preferences tab. End of the note. Disable – add-on is disabled for the selected users. except for mandatory add-ons. Preferences Defines the add-on start-up behavior specifically for the selected user. refer to the License Guide located in the Documentation folder of the installation CD. Manual– add-on is not started automatically. More Information User Preferences Tab Object Add-On Administration: User Preferences Tab Use this tab to set the start-up behavior of add-ons for specific users in the company.

htm 7/16/2008 . choose Window Messages/Alerts Overview. or externally by e-mail. by E-mail or fax. Deviation from Budget: Alerts when a new Purchase Order is calculated and a divergence from the budget occurs. Minimum Stock Deviation: Detects when the inventory for an Item falls below the minimum level. predefined alerts and user-defined. Deviation from Discount (in %): Each BUSINESS PARTNER can have a predefined discount percentage. Alerts just notify the appropriate parties. They do not stop a document from being posted. This Alert is triggered when a document has a gross profit less than this value. This Alert is triggered when the discount for a certain document varies from this discount. The settings for the Alert Services are optional and can be changed at any time. deactivated or removed at any time.ABBASOFT\Local Settings\Temp\~hhB0D4. to selected users in the system whenever certain events occur. More Information Alerts Management Window Messages/Alerts Overview Window Defining Alerts Services Procedure Defining Alert Services You can define alerts to automatically send an internal or external message. For the above predefined alerts. This Alert is triggered when a quotation or other type of document varies from this Credit Limit. Alerts are optional and can be modified. or fax To display the Alerts. as defined by the sum of the credit limit and the cheques received but not cashed yet is breached. or fax. Procedure file://C:\Documents and Settings\Stephen. SMS message. or externally via e-mail. the user can decide which documents to check and therefore limit or expand the scope of the alert. Messages triggered by alerts can be sent internally.SAP Documentation Page 371 of 1289 Use the alert function to have the system automatically notify selected users in SAP Business One whenever certain system events occur. There are two types of Alerts. if Saved History has been chosen in the Alerts Management window. SMS message. The following pre-defined Alerts are available for immediate use: Deviation from Credit Limit: Each business partner can have a predefined discount percentage. Deviation from Commitment: Alerts when the Commitment limit. The notified user can reply to the alert using the messaging function and this reply like the original alert can be sent internally. which has been defined in the Item Master Record.SAP Business One 2007 A . In addition. approval procedures also generate alerts if their conditions are met. Deviation from % of Gross Profit: The conditions for the Profit Percentage in the document can be defined in the Conditions tab of the Alerts Management window.

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1. Choose

Administration

System Initialization

General Settings, Services

.

2. Select the Inbox check box to display the Inbox when a message arrives. 3. Define the refresh time for the Inbox. The default is 5 minutes. 4. Select the Display Recurring Postings on Execution check box to enable same. 5. Select the Send Alert for Contacts Scheduled for Today check box to enable same. 6. Choose Update and then OK to save the settings. More Information Alerts Management
Object

Alerts Management Window

The Alerts Management window is used to configure User-defined Alerts, and Pre-defined Alerts. After a Pre-defined Alert has been selected, the Conditions and Documents tabs are displayed. In the Conditions tab, the deviation amount is set according to the Alert type. In the Documents tab, the relevant documents are selected, so that the Alert is triggered only for those document types.
Fields in the Alerts Management Window, Find and Add Mode

Name Enter a name for a new User Define Alert, or in Find mode, search for Pre-defined Alert. Because the message generated by the Alert has the same title as the Alert function itself, it may be preferable to modify the name of the Alert to a name in accordance with the company's terminology. Priority Choose Low, Regular or High. Messages sent with High Priority are displayed in red in the recipient’s inbox with an exclamation mark. Active Click this checkbox to ensure that the Alert will be sent. Query Double-click to open the Open Saved Query window and select the required query. To Choose the User (s) to whom the Alert is sent. Int. Click this checkbox for each user to whom the Internal message is sent. Internal Alerts can be viewed in the Messages / Alerts Overview window if the Saved History checkbox has been clicked. E-mail, SMS Fax Choose some or all of these options per user. Frequency Select how often the Alert should be sent. New time periods can also be defined. Save History

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Click this checkbox so that a log of the Alerts is saved in the Messages/Alerts Overview window.
See also

Alerts Management Adding a User-Defined Alert
Procedure

Adding a User-Defined Alert

Users can define many types of Alerts to their specifications. Prerequisites Users to whom the Alerts are to be sent, must be defined. A Query must be defined before the Alert can be configured. Procedure 1. Choose Add mode. Administration Alerts Management . The window displays in Find mode. Switch to

2. Enter a Name for the Alert. 3. Choose the Priority, either Low, Normal or High. 4. Click the Active checkbox, otherwise no messages are sent for this Alert. 5. Double-click on the Query field. The Open Saved Queries window displays. 6. Choose the required Query by double-clicking on it. 7. Select the recipient(s) of the message from the list of Users. Click the checkboxes to determine how the Alerts are sent to each user, e.g. by SMS. 8. In the Frequency field enter a value for the time interval, i.e., how often the Alert should be sent. If this field is empty, the message will be sent only once. 9. Click the Save History checkbox for the log of Alerts to display in the Messages / Alerts Overview window. If it is left unchecked, each new Alert overwrites the previous one. 10. Choose Add to save the Alert. The Alert is now active and triggers a message to the selected user(s) as soon as the event defined in the specific Query occurs. More Information Alerts Management Window
Procedure

Updating Alerts

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Alerts can be modified, for example to keep the settings of the Alert but activate it for a different Query. Since the message generated by the Alert has the same title as the alert itself, it may be preferable to change the name of a predefined alert to correspond to the company's terminology. Procedure
Updating Alerts

1. To change the details of an alert function, open the relevant alert window and make the necessary changes to the message, the message type, the terms, or the documents. 2. To change the name of an Alert, open the alert window and overwrite the name. Choose Update then OK to save the changes. 3. To change the Query for a user-defined alert, hold down the Ctrl key and double-click on the Query field. The Saved Query window displays. 4. Search for the required query and double-click on it to select it. 5. Choose Update, then OK to save the data. More Information Alerts Management Window
Procedure

Activating a Predefined Alert

It is recommend to set Alerts for deviation from discount percentage for all outgoing sales documents, such as quotation, order, delivery, and invoice. Prerequisites Messages can only be sent externally when the corresponding address details for the user have been defined in the system. Procedure 1. Choose Administration Alert Management . The window displays in Find mode.

2. Choose one of the Predefined Alerts using the standard search method. The window displays with the Conditions and Documents tabs. 3. In the Priority field, choose Low, Normal, or High priority. Messages sent with High priority are displayed in red in the recipient’s inbox. 4. Click the check box in the Active field, otherwise, no messages are sent for this alert. 5. In the Conditions tab, enter the Profit Percentage. 6. In the Documents tab, select the document types that trigger the alert.

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7. Choose Update, then OKto save the entries. More Information Alerts Management
Procedure

Deactivating an Alert

Procedure 1. To deactivate an alert, choose Administration Alert Management .

2. In the Alert Management window, select the required Alert using Find mode. 3. Uncheck the Active checkbox. 4. Choose Update. The alert function is now inactive. More Information Alerts Management Window
Function

Messages/Alerts Overview Window

The Messages/Alerts Overview window provides an overview of the user's messages and alerts. The information in this window is updated whenever a new message is received, or at regular intervals, according to the settings defined in the Administration module, Alerts Management. The inbox contains all the received messages, the sender, and status of the message. It also contains the objects that belong to a message. These can include a list of materials whose warehouse stocks have fallen below the defined minimum inventory level, or information regarding a document involved in a release procedure. The outbox contains the pending messages or the messages that could not be sent by the system. Messages to external recipients cannot be sent, for example, when the fax server or mail server is down. It also displays the recipients of the message. This tab contains all the messages sent as well as the recipients along with the send date and time for the various methods (e-mail, SMS, or fax) used to send the message. If the message is an email to an internal user, it is possible to view whether or not the user has already viewed the message. To display this window, choose More Information Alerts Management Window
Function

Window

Messages/Alert Overview

.

Send Message

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In SAP Business One, you can define different messages to be sent as internal messages, emails, SMS messages, and faxes. The messages can be sent to the system users as well as to defined business partners. You can also send messages to any other recipients. You can either send messages to individual recipients or use the distribution list to send messages to groups of recipients. You can also utilize alerts to send messages to selected users each time a specific event occurs. You can predefine such messages. In addition, if you have defined a release procedure for entering purchasing and sales documents, the workflow for an approval procedure also utilizes these messages. If you want to send emails, SMS and fax messages from SAP Business One you must install the necessary communication software . Note that sending by SMS is only available in Israel and Panama. More Information Send Message Window
Procedure

Using the Messages/Alerts Overview

1. To display a message, double-click on the column to the far left in a message row. The system displays the message in a new window. 2. To forward a message, choose the row with the message to select it and then choose the Forward button. The system opens the window for sending a message. The data from the original message is copied to the new message. You can change, delete, or add to the message as necessary. 3. To reply to a message, choose the row with the message to select it and then choose the Reply button. The system opens the window for sending a message. The data, including the sender of the original message, is copied to the reply. You can change, delete, or add to the recipients and data as necessary. 4. To delete a message, choose the row with the message to select it and then choose the Delete button. The message is deleted from your inbox. You can also select several rows and delete them all at once. Procedure
Object

Send Message Window

To send a message, use the address information of a contact employee originally entered in the Business Partner Master Data. You can also send a message to a recipient who is not defined in the system. In this case, enter the address data manually. Once you have selected recipients, you can choose the means for sending a message, such as by fax or email. You can send various messages of different types to the same contact employees by making the necessary selections.

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You can also use the Send command in the File menu to call up the function for sending an e-mail, SMS, or fax message. Alternatively, you can choose one of the corresponding icons in the toolbar. The Send Message window appears, on which you can enter and send a message: To open this window, choose File Send Send Message , or choose one of the email or SMS, fax icons from the toolbar. Note that SMS is only available in Panama and Israel. To The name of the recipient is displayed. Int. (Internal message) Select the check box to send an internal message to an employee in SAP Business One. You can only send internal messages to employees You can send internal message only to users defined in the system. See Define Users. E-Mail Select the check box to send an e-mail message to the recipient. E-Mail Address The email address appears automatically, if you have previously defined the value in the system. You can change it if necessary SMS Select the check box to send an SMS message to the recipient. Phone No. The mobile telephone number appears automatically, if you have previously defined it in the system. You can change the value if necessary. Fax Select the check box to send a fax message to the recipient. Fax No. The Fax number appears automatically, if you have previously defined it in the system. You can change the value if necessary. Text Tab Enter any free text for the message. Data Tab Choose an existing document or a report and send the message selecting a relevant icon on the toolbar. The Data tab becomes enabled in this case. Attachments Tab Attach an Excel or Word document, or an image file to the document. Choose Browse to select the necessary file. Choose Display to display the contents of the attachment. Choose Delete to delete the attachment. Save as Distribution List Choose Save as Distribution List to create a list of recipients to whom you send messages most frequently. Add Recipient Choose Add Recipient to select a recipient from the contact persons list.
See also

Send Message

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Object

Add Recipients

You use the window to select users, contact persons, or distribution lists for whom you want to create and to send different types of messages. The window contains three tab pages: Users – displays all SAP Business One users. Contact Persons – displays a list of Business Partners and enables you to include Business Partners into the Contact Persons list. Distribution Lists – displays predefined lists of permanent recipients.
See also:

Defining and Deleting Recipients
Object

Add Recipients Window: Contact Persons Tab

The window displays the list of customers and vendors that you have defined as your contacts. Use the window to select such contact persons and to include them in the message.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note. Find Enter a full or a partial name of the contact Business Partner to whom you send the message and press Tab to display the results. Item Displays the position of the Business Partner within his company or enterprise. BP Displays the name of the company or enterprise. Select the check box next to the contact person to include the recipient in the message. Display Default Contact Persons Only Select the check box to display only contact persons defined as default. Clear Table Clears all the entries in the table. BP Displays the Choose BP table where you can enter your search criteria.

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Object

Add Recipients Window: Users Tab

The window displays the list of all the users of SAP Business One. Use this tab to choose one or several recipients in the message.
Users Tab Fields

Find Enter a full or a partial name of the user to whom you send the message and press Tab to display the results. For more information about the search functions see Search Functions in SAP Business One in the online help. User name Select the check box next to the user name to include the user in the message.
Object

Add Recipients Window: Distribution Lists Tab

The window displays distribution lists you have defined for sending messages. Use the window to select recipients to whom you send messages most frequently.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note. Find Enter a full or a partial name of the distribution list and press Tab to display the results. List Name Select the check box next to the distribution list to include the recipients from the list in the message. More Information Creating a Distribution List Adding Additional Recipients to a Distribution List Using a Distribution List to Send a Message
Procedure

Adding Additional Recipients to a Distribution List

Procedure 1. Choose Administration Send Message .

2. Call up the distribution list and copy the members of the distribution to the window for editing the message. 3. Now add the additional recipients to the list.

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These can be system users, contact employees at your business partners, or other users. You can also call up other distribution lists and add their members. 4. When you have entered all new recipients, choose OK. The system then returns to the Send Message window. The list of recipients now contains both the members of the original distribution list and the added recipients. 5. Now choose Save as Distribution List. The window with the list of distribution list names appears. 6. Instead of entering a new name, choose the distribution list that you want to supplement to select it. The name of the distribution list appears in the List Name field. 7. Choose Save. 8. When the confirmation prompt appears, confirm that you want to replace the selected distribution list. The system saves the changed distribution list.
Procedure

Creating a Distribution List

Procedure 1. Choose Administration Send Message .

2. Select the recipients who you want to add to the distribution list.
Note

Note

You do not have to enter or send a message to create a distribution list. Once you have created the distribution list, you can exit the message editing window without sending a message. End of the note. 3. Choose Save as Distribution List . 4. The system opens a window with the distribution lists. 5. Enter a name for the distribution list in the List Name field. Distribution lists that are already defined in the system appear in the lower section of the screen. 6. Choose Save. The names of the recipients and all their address details are saved in the distribution list.
Procedure

Defining / Deleting Recipients

Procedure

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1. To define any other recipients for a message, choose Add Row (from the menu bar).

Administration

Send Message

Data

The system activates a row in the recipient table for entry. 2. Enter the name of the recipient in the To column. Set the flag for the appropriate message type, depending on which method(s) you want to use to send the message. Enter the corresponding e-mail address, mobile phone number, and/or fax number. 3. To delete a recipient from the recipient list in the message, select the recipient’s line in the Send Message window and then choose
Procedure

Data

Delete Row

from the menu bar.

Using the Distribution List to Send a Message

Procedure 1. Choose Administration Send Message .

Alternatively, you can use the Send command in the File menu to call up the function for sending an e-mail, SMS, or fax message. Or choose one of the corresponding icons in the toolbar. The Send Message window appears, in which you can now enter and send a message. 2. Choose Send Message Add Recipient .

3. Select the Distribution List tab. All the distribution lists defined in the system appear in the tab. The following options are available to select distribution lists for the message: 1. Select a distribution list by selecting the flag in the column to the right of that list. 2. To select all the distribution lists as recipients of the message, choose the title of the column containing the flags. 3. To deselect one or more distribution lists, choose the flag again. 4. To deselect all the distribution lists, choose the title of the column containing the flags again. 4. When you have selected all the required distribution lists, choose OK. The system then returns to the window for editing the message. All the members of the distribution list(s) are added to the table of recipients for the message. 5. To delete a distribution list, choose Save as Distribution List in the window for editing a message. 6. Select the distribution list that you want to delete and then select Remove. When the confirmation prompt appears, choose OK to confirm the deletion.

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The distribution list is deleted.
Procedure

Sending Data or Documents from Within the System

Documents, for example the results of a report, or any other data such as the content of a processing window can be sent internally as a message. These messages can be sent by email or fax, as the data volume involved exceeds the supported length of an SMS message. When internal messages are sent to a system user, the user receives these messages in the overview of messages and alerts. An internal message can be sent in the following cases: An internal message is entered manually by another user. The system sends an automatic message due to a defined alert function. The system sends an automatic message for steering a document release workflow based on a defined aproval procedure. Procedure 1. Open the required document. 2. Choose the File Send from the menu bar to call to send an email, SMS, or fax message, or choose one of the corresponding icons in the toolbar. The query window displays. If you choose Yes, the document is copied to the email in accordance with the default template defined for the user. If you choose No, the operation is cancelled. The system opens the Send Message window. The contact employee at the customer who is defined in the document is automatically inserted as the document recipient, including all address details. If no email address has been specified for the contact employee in the customer master record, the system uses the customer’s name and general email address as the recipient. If this email address is not defined in the SAP Business One, the system proposes the user who is entering the message as the recipient. 3. Add any other necessary recipients to the message. 4. Add any necessary texts or other attachments to the message. 5. Choose Send to send the message. The message contains the following information: - Data: If the message was entered from within a document, a brief summary of the data from that document appears here. You can also navigate directly to the document. - Attachments: The corresponding document is added to the message in accordance with the default template of the user who entered the message. This tab contains the path under which the system has saved the document. The document is saved in JPEG format. 6. Select the document and choose the Display button to display the document.

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The document is opened in the Microsoft Photo Editor. You can edit the document here if necessary. You can also delete the attachment, if necessary. To do this, choose the attachment to select it and then choose Delete. More Information Send Message Window
Procedure

Entering an Out of Office Message

Procedure 1. In the Message/Alert Overview window, choose the Out of Officebutton. The system opens a window in which you can set the flag indicating that you are out of the office. Indicate whether incoming messages should be forwarded to your external e-mail address, mobile phone as an SMS message, and/or by fax. These address details must be defined in the Define User window. 2. Upon return to the office, uncheck the I'm not in the office checkbox. Incoming messages are then no longer forwarded to the selected addresses. The selection for forwarding incoming messages is saved so that the next time the Out of Office function is used, the previous selection displays automatically. More Information Messages/Alerts Overview Window
Object

Out of Office Window

This window is opened from the

Messages/Alert Overview window

Out of Office button

.

Use the window to select the out of the office option and to forward incoming messages to: Email address SMS Fax
Component

Financials

This module: Includes all functions and reports required for the accounting and financial operations of the company

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Includes all tax-related reports according to the regulations in each country Enables you to document all financial and accounting-related transactions More Information Chart of Accounts Edit Chart of Accounts Account Code Generator Journal Entry Journal Vouchers Posting Templates Recurring Posting Reverse Transactions Exchange Rate Differences Conversion Differences 1099 Editing (USA) Financial Report Templates Budget Cost Accounting Revaluation Financial Reports
Function

Chart of Accounts

The chart of accounts is an index of all general ledger (G/L) accounts used by one or more companies. Each G/L account has a code, a description, and information that determines its functions. To access the chart of accounts, from the SAP Business One Main Menu, choose Accounts . Recommendation Financials Chart of

Recommendation

For more information, go to the Education tab of the SAP Business One Customer Portal and take the following

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training: Accounts

Financials .

Prepare for Financials

Start Using Financials

Navigate the Chart of

More Information Creating New G/L Accounts Chart of Accounts Window G/L Accounts Details
Procedure

Creating New G/L Accounts

Procedure 1. From the SAP Business One Main Menu, choose The Chart of Accounts window appears in Add mode. 2. Choose the drawer to which you want to add the new account. 3. Enter a unique code in the G/L Account field, and then specify all other relevant details. 4. Choose Add. Result The new account is: Added to the selected drawer Located at the end of the drawer Created by default as an active account at level two You can change any details/parameters in the Edit Chart of Accounts window, as long as no transactions have been posted. More Information Chart of Accounts
Procedure

Financials

Chart of Accounts

.

Assigning Distribution Rules to G/L Accounts

Use this procedure to assign distribution rules to G/L accounts of type Expenditure or Sales.

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Note

Note

You cannot assign distribution rules to G/L accounts of type Other. End of the note. Prerequisites You have defined the required profit centers in . You have defined the required distribution rules in Distribution Rules . Financials Chart of Accounts , and Financials Cost Accounting Financials Cost Accounting Profit Centers

You have defined the required G/L Accounts in specified them as Expenditure or Sales. Procedure 1. From the SAP Business One Main Menu, choose

Financials

Chart of Accounts

.

2. Select the G/L Account to which you want to assign a distribution rule. 3. In the G/L Account Properties section, select Distribution Rule. A drop-down menu appears. 4. Select the required distribution rule, or specify a new one. 5. To save your choice, choose Update. Result Every transaction involving the G/L account to which the distribution rule was assigned is recorded automatically in the appropriate profit center(s), according to the ratio defined in the distribution rule.
Note

Note

The distribution rule assigned to G/L accounts according to this procedure functions as the default distribution rule when you post different transactions in SAP Business One. You might have transactions or documents in which you may be required to assign a different distribution rule to a specific G/L account. In such cases, the default distribution rule can be changed in most forms in the application. For the complete list, click here. End of the note. More Information One time update of distribution rules

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Procedure

Linking Transaction Code to G/L Accounts: France

Use this procedure to link a default transaction code to a G/L account. This can be useful for: Using transaction codes as selection criteria in reports Assigning a specific transaction code to G/L accounts that represent bank accounts
Note

Note

If you intend to generate a Journal Centralisateur report, you must define a default transaction code for the bank account. End of the note. Prerequisites You have defined the bank accounts to which you want to link the default transaction code (see Administration Setup Banking Banks ).

You have linked the relevant G/L account from the chart of accounts to each bank account (see Administration
Note

Setup

Banking

House Bank Accounts

).

Note

To achieve accurate results in the Journal Centralisateur report, we recommend that you link a different G/L account to each bank account. End of the note. Recommended: You have defined the required transaction codes (see Financials Procedure 1. From the SAP Business One Main Menu, choose Financials Chart of Accounts the G/L account linked to the bank account to which you want to set the transaction code. 2. To open the G/L Account Details window, choose Account Details. 3. Select the Transaction Code checkbox and choose the required transaction code from the drop-down box. To create a new transaction code, choose Define New. 4. Choose Update. Result and select Transaction Codes ). Administration Setup

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The selected transaction code is assigned by default to each transaction posted to the bank account. A transaction can be either a manual journal entry or a journal entry created by SAP Business One documents such as incoming or outgoing payments.
Note

Note

You can change the transaction code in the journal entry even after the journal entry is added. End of the note.
Note

Note

You can change the transaction code linked to a G/L account at any time – although it is not recommended to do so after transactions have been posted to the account, since that would affect the results of the Journal Centralisateur report. End of the note. More Information Chart of Accounts
Object

Chart of Accounts Window

Use this window to define a chart of accounts. To open the window, choose
Chart of Accounts Window

Financials

Chart of Accounts

.

Title, Active Account Account categories. You can select the desired classification after you define the account / title code. Classifying an account as a title is conditional on the account having child accounts that can be summarized. If you classify an account as an active account, you must associate it to one of the groups in order for it to be totaled. G/L Account Enter an alphanumeric code of up to fifteen characters (letters, numbers or a combination of both) for the account. Name Specify an account name of up to 100 characters. External Code Define an additional code for sorting purposes. The additional code is informational only and allows you to refine queries (customized reports). Currency

The account currency is the currency in which all journal entries for that account are recorded. By default, the currency is defined as All Currencies.

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In an all currencies account, transactions can be executed in a foreign currency without the account’s foreign currency balance having any significance. Therefore, the account can accept journal entries in different currencies.
Example

Example

A foreign sales account can be used for every sale abroad, even though the sales are in different currencies. Accounts are then settled with these customers in their account currency (an American customer buys in US dollars). However, the revenue account accumulates revenue from all the various currencies. Since this account is not a debit/credit account, its updated foreign currency balance is not relevant, and you refer only to its LC (local currency) balance. End of the example. If you work with a number of countries but use only one revenue account, define this account as All Currencies. If the account currency is defined as a foreign currency, all postings in this account are recorded in both the local currency (as required by law) and in the defined foreign currency. If you define a foreign currency account and record transactions for it, you cannot later change the account currency or perform transactions in any currency other than the defined account currency. Accounts defined as foreign currency accounts are usually foreign bank accounts, and so on. A foreign currency account has two balances: a local currency balance and the account currency balance. Confidential Defines certain accounts as confidential, preventing unauthorized users (according to defined permissions) from using them or viewing their activities in the system. Level Define the level of the account. Level 1 is the drawer level, so you cannot define an account or a title as Level 1. Levels 2 to 4 are for either titles or accounts. Only an active account can be defined in Level 5. Balance The account balance displayed in the currency defined for the account, after various journal entries have been recorded.
Note

Note

End of the note. If the account is defined in a foreign currency, select LC from the field drop-down list to display the balance in local currency. Account Type Appears only in the last five drawers, which contain the consequential accounts. Use this list to define an account as a revenue or expense account. Control Account Defines this account as a control account.

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In the business partner master data, you can select this account as a reconciliation account. This checkbox appears in the first three drawers. Cash Account This checkbox appears in the first three drawers that include the balance sheet accounts, and defines an account as a monetary account. Cash flow statements refer only to monetary accounts. SAP Business One defines the following as monetary accounts: cash funds and bank accounts (current and short-term deposits).
Note

Note

End of the note. An account cannot be defined as indexed and monetary at the same time. Therefore, selecting the Indexed Account option automatically clears the Monetary Account option and vice versa. Indexed Defines an account as indexed. SAP Business One: Revalues only indexed accounts when performing valuations of financial statements to an index Defines every consequential account as indexed, by default Reval. (Currency) Select this box for companies whose defined currency is not the local currency. Selecting this box enables you to: Generate a conversion differences report for the account. Produce an automatic differences reconciliation to adjust the balance of the account in the system currency to the balance in the account currency. Distribution Rule Links an account to a distribution rule. Appears only in accounts located in Revenues, Expenses and Financing. Account Details Opens the G/L Account Details window in which you can define and add more information pertaining to the account.
Country-Specific Fields: Mexico & Chile

Reval. by Index G/L account is subject to G/L accounts revaluation. Post G/L Reval. Differences to Account This field appears only after the option Reval. by Index is selected. Enter a G/L account, in which the revaluation differences transaction will be recorded.
Country-Specific Fields: Israel

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Tax Exempt The Tax report considers the transactions pertaining to this account as tax-exempt. Advance Payment Includes the transactions related to this account in the Advances on Corporate Income Tax on Sales Report. More Information Chart of Accounts G/L Account Details
Object

G/L Account Details

Use this window to display data from a specific account according to your selection criteria. To open the window, choose choose Account Details.
G/L Account Details

Financials

Chart of Accounts

. Then select the required account and

G/L Account, Account Name Read-only account code and name, as defined in the Chart of Accounts window. Foreign Name Name that appears in several reports (on screen and in printed reports) when Display Foreign Names is selected in the selection criteria window of the report. Code for Exporting Additional code for the account, used only when exporting transactions from SAP Business One to another software. Project Specify whether to relate the account to one of the projects defined in SAP Business One. Details Specify additional details regarding the account. Default Tax Posting Account Field in GUI, but not in IO.(Spelling mistake in GUI) Default Tax Code Field in GUI, but not in IO. Active Enables you to determine an active date range for the account: From...To... – Specify the date range. Remarks – Specify a relevant comment.
Note

Note

If a user tries to add a journal entry, for example, on a date that exceeds the defined range, the remark appears

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in an error message. End of the note. On Hold Enables you to deactivate an account for a determined period of time. From...To... – Specify the date range during which the account cannot be used. Remarks – Specify a relevant comment.
Note

Note

If you try to add a journal entry on a date within the defined range, the remark appears in an error message. End of the note. Relevant to Budget Enables you to define budgets for the account.
Note

Note Administration System Initialization General

Only available if Budget Initialization is selected in Settings Budget .

End of the note. Exchange Rate Differences Includes the account in the automatic creation of exchange rate differences transactions. Rate Conversion Includes the account in the automatic creation of rate conversion transactions.
Country-Specific Fields: Europe

Default VAT Group Specify a default VAT group for the account. The chosen group is applied automatically, and appears when you create a manual journal entry or service document for the selected account. Permit other VAT Group Enables you to change the default VAT group defined for the account, when creating manual journal entries or service documents.
Country-Specific Fields: France

Transaction Code

Links a default transaction code to the G/L account. The transaction code you specify is automatically linked to every transaction posted to the account – both manual journal entries and transactions created as a result of incoming payments and other documents.

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Example

Example

If you set a transaction code to an account that represents one of your bank accounts, you can later generate a report that lists all transactions posted to the account. End of the example.
Country-Specific Fields: USA

Category Supports the creation of the Cash Flow report: In the first field, choose between: Balance Sheet – Accounts from the Assets, Liabilities and Equity drawers are related by default to the Balance Sheet category. Profit and Loss – Accounts located in the other drawers are linked to the Profit and Loss category. In the second field, choose between predefined subcategories, depending on the category selected in the first field (29 for balance sheet and 15 for profit and loss). Link the required category and subcategory to each account included in the cash flow report.
Note

Note

You can define new subcategories if required. You cannot delete or modify subcategories provided by SAP Business One. You can change the category and subcategory defined for G/L accounts at any time. End of the note. More Information Chart of Accounts
Object

Balance Sheet Categories - Setup: Canada & USA

Use this window to define new categories that can be linked to balance sheet accounts included in the Cash Flow report. SAP Business One offers predefined categories, which you cannot modify or delete. To open the window, choose Financials Chart of Accounts Account Details Category field, choose Balance Sheet, and then in the appurtenant field, choose Define New. More Information . In the

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G/L Account Details
Procedure

Defining Profit and Loss Categories

SAP Business One offers predefined categories that can be linked to profit and loss accounts included in the Cash Flow report. Since these cannot be modified or deleted, use this procedure to define new categories. Procedure 1. From the SAP Business One Main Menu, choose 2. Choose Account Details. 3. In the Category field, choose Profit and Loss. 4. In the appurtenant field, choose Define New. 5. Enter a description of the category and choose Update. More Information G/L Account Details Cash Flow
Procedure

Financials

Chart of Accounts

.

Deleting G/L Accounts

Prerequisites No transactions have been posted to the account, including the opening balance. The account is not: Defined as a control account Included in G/L Account Determination Procedure 1. From the SAP Business One Main Menu, choose Financials Edit Chart of Accounts .

The Edit Chart of Accounts – Selection Criteria window appears. 2. Select the required drawers and choose OK. 3. Select the account you want to delete. 4. In the Data menu on the menu bar, choose Advanced Delete Account .

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More Information Chart of Accounts
Procedure

Moving Accounts Within the Chart of Accounts

Procedure 1. From the SAP Business One Main Menu, choose 2. Do one of the following, and choose OK. To change the location of accounts within a drawer, select the relevant drawer. To move accounts between drawers, select the relevant drawers. The Edit Chart of Accounts window appears, listing the accounts included in the selected drawer(s). 3. Select the account you want to move. The G/L Account Location section displays the current location parameters.
Note

Financials

Edit Chart of Accounts

.

Note

To find an account, press CTRL+F, enter its code and/or name in the Find Account window, and choose OK. End of the note. 4. In the Drawer, Parent Article, and Loc. in Drawer fields, specify the target location of the account.
Note

Note

The options in the G/L Account Location fields depend on the selections made in the Edit Chart of Accounts – Selection Criteria window. End of the note. 5. Choose Update to move the account.
Note

Note

Moving a parent account also moves its sublevel accounts. End of the note. More Information Edit Chart of Accounts
Procedure

Displaying Business Partner Codes in the G/L Account Balance

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You can display the business partner code in the G/L account balance. Procedure 1. From the SAP Business One Main Menu, choose 2. Choose an account and click the arrow next to Balance. The Account Balance – XXX window appears, where XXX stands for the account title. 3. Choose
Function Form Settings

Financials

Chart of Accounts

.

(Form Settings) and select the Visible option for the BP/Account Code column.

Account Code Generator

Use this function to create: An unlimited number of active accounts from a combination of different segments A specific G/L account in several different account groups (for example, departments), simultaneously More Information Account Code Generator Window Account Code List Window
Object

Account Code Generator Window

Use this window to create an unlimited number of active accounts from a combination of different segments. To open the window, choose
Account Code Generator Window

Financials

Account Code Generator

.

G/L Account Details For all G/L accounts to be created, define the following: Natural Account – Number of characters is limited to the value of the Size field in the Account Segmentation Setup window for the first segment: Natural Account Account Name – String you enter here, plus a suffix from the short name of every segment Currency – Specify the appropriate currency Level – Specify the level in the chart of accounts G\L Account Location

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Division.SAP Documentation Page 397 of 1289 Drawer: Specify the chart of accounts drawer to which to add the G/L accounts.. Region. Example Example When you select 3 in the Level field.ABBASOFT\Local Settings\Temp\~hhB0D4. To open the window. where you select the required codes from each segment to be included. Code These columns display identifying details regarding the segments defined in SAP Business One. More Information file://C:\Documents and Settings\Stephen. or Department options. The drop-down box displays titles from one level below the value you set in Level of G\L Account Details.Selection Criteria window Object Segment Codes . you can set the appropriate title in the drawer to which the accounts are added.SAP Business One 2007 A . Choose the . End of the example. Selection Criteria Account Code Generator . Department Choose the button for each segment to open the Segment Code – Selection Criteria window. G\L Account Properties The fields from the Chart of Accounts window appear according to the selected drawer. Parent Article: If you create G/L accounts in Levels 3 to 5. End of the note.Selection Criteria Use this window to specify selection criteria for the Segment Codes. choose Financials the Division. Note Note You must use all the segments defined in SAP Business One when you create new G/L accounts..htm 7/16/2008 . the Parent Article field displays titles from Level 2 of the selected drawer. button next to Choose Includes the accounts defined under this segment in your selection criteria. Region. More Information Account Code Generator Chart of Accounts Window Segment Code .

SAP Business One 2007 A . All the accounts will be created according to the level set in the Account Code Generator window. Note Note Manual entries are recorded directly in the database and cannot be deleted. Change the name if required. Add Adds the selected accounts to the chart of accounts. End of the note. create a correction journal entry (storno). Recommendation Recommendation For more information. You can change the currency if required. Name Combination of the specified account name and the short name for the selected segment codes. under the selected title. You can view and create journal entries in expanded or reduced editing mode.SAP Documentation Page 398 of 1289 Account Code Generator Object Account Code List Window This window displays accounts that you can create in the chart of accounts. G/L Account Code that will be assigned for each new account.htm 7/16/2008 . go to the Education tab of the SAP Business One Customer Portal and take the following file://C:\Documents and Settings\Stephen. More Information Account Code Generator Function Journal Entry Use this function to manually create journal entries for accounts and business partners. according to the parameters you set in the Account Code Generator Window. Currency Currency code. To cancel a journal entry. Account Code List Window Add Select the accounts you would like to create. Parent Article Drawer in the chart of accounts.ABBASOFT\Local Settings\Temp\~hhB0D4.

Choose Add. From the SAP Business One Main Menu. 2. In the header fields. in local currency. Result The transaction is recorded in the database and affects financial and accounting reports. including amounts and additional details. 3. go to the Education tab of the SAP Business One Customer Portal and take the following training: Financials General Ledger Post a Journal Entry Post to a Different Posting file://C:\Documents and Settings\Stephen. dates. using a separate row per G/L account or business partner. Note Financials Journal Entry . After inserting all the rows. enter accounting information. foreign currency and system currency. ensure that the debit and credit total amounts are balanced.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. Recommendation For more information. choose The Journal Entry window opens in Add mode. such as reference number. choose Form General End of the note. Procedure 1. Recommendation .htm 7/16/2008 . In the table area. 5. and so on. More Information Journal Entry Window Procedure Creating Journal Entries Manually Caution Caution You cannot delete a journal entry after it has been added manually to the database. Note Settings Document To enable creating unbalanced transactions in foreign currency. enter the relevant transaction information.SAP Documentation Page 399 of 1289 training: Financials General Ledger Post a Journal Entry Post a Journal Entry . 4. and select Allow Unbalanced Transaction in FC. End of the caution.

select the required category: Percentage – to use a template defined in Recurring Posting – to use a template defined in Financials Financials Posting Templates Recurring Postings Financials Journal Entry . If you selected Posting Template. 3. In the Template Type field.SAP Business One 2007 A . More Information file://C:\Documents and Settings\Stephen. enter the relevant amount in one of the rows and press TAB. and check the dates. and/or business partners and amounts. 5. Note Note Choosing the Recurring Posting template type displays a list of instances of the recurring posting templates.SAP Documentation Page 400 of 1289 Period / Post to a Business Partner . 7. together with the respective percentages representing the amounts of debit and credit. 4. Choose Add. as necessary. Procedure 1. including all G/L accounts. 6. choose The Journal Entry window appears. In the Template field. Selecting a Recurring Posting instance displays the complete journal entry in the window. From the SAP Business One Main Menu. End of the note. such as reference numbers. The amounts in the remaining rows are updated accordingly.ABBASOFT\Local Settings\Temp\~hhB0D4. press TAB to open a list of available templates of the selected template type. 2. More Information Journal Entry Procedure Creating Journal Entries Based on Posting Templates You can manually create journal entries by using previously defined posting templates. Select the required posting template or instance: Selecting Posting Template displays the G/L accounts and/or business partner codes in the table area.htm 7/16/2008 . Enter any other details that might be required. You can change the amounts.

From the SAP Business One Main Menu. choose The Journal Entry window appears. Note Note It is not possible to change the control account in the G/L account row. and choose OK. Move to the Control Acct column in the business partner row and delete the control account you want to replace.ABBASOFT\Local Settings\Temp\~hhB0D4. 3. select the options Visible and Active for the Control Acct column. Open the Journal Entry – Form Settings window. To achieve more detailed reports.htm 7/16/2008 .SAP Business One 2007 A . 2. General Control Accounts Business Control Accounts – Accounts Payable/Receivable Procedure 1. The Control Acct column appears in the table area of the Journal Entry window. On the Table Format tab. you can change the control account. press TAB and choose the required account. Financials Journal Entry . This procedure: Explains how to change the control account for a business partner when you create manual journal entries Is also relevant for the journal entries that are first recorded as journal vouchers Prerequisites You have defined all accounts you want used as control accounts for a specific business partner (see Partners Business Partner Master Data Accounting ). Notice that once you choose a G/L account or business partner code. This enables SAP Business One to reflect in the accounting system and the financial reports all business activities carried on with business partners.SAP Documentation Page 401 of 1289 Journal Entry Posting Templates Procedure Changing the BP Control Account in Journal Entries Whenever a journal entry is posted to a business partner. but can be changed. the defaulted control account is recorded in the Control Acct column. 4. 5. it is also automatically posted to a control account defined for the business partner. To view the available control accounts. The control account to which a journal entry is posted is defaulted. file://C:\Documents and Settings\Stephen. End of the note. Create the journal entry.

If required. Note Note If the selected journal entry has been reconciled. The dates of the new transaction are the same as in the original transaction. you can change the dates. To continue. Note Note You can reverse journal entries created by documents by creating the opposite document or a manual journal entry that reflects the reversal. End of the note. The following message appears: Create reversal for this transaction? 4. a notification appears and you can decide whether to continue or not. Prerequisites The transaction is a manual journal entry of type JE (displayed in the Origin field of the Journal Entry window). choose 2. Procedure 1. 3. choose Yes. Financials Journal Entry. More Information Journal Entry Procedure Canceling Journal Entries You cannot delete journal entries from the database.ABBASOFT\Local Settings\Temp\~hhB0D4. From the SAP Business One Main Menu.htm 7/16/2008 .SAP Business One 2007 A . The Journal Entry window displays the reversed transaction.SAP Documentation Page 402 of 1289 6. Use this procedure to cancel manual journal entries. From the menu bar. choose Data Cancel . file://C:\Documents and Settings\Stephen. Display the journal entry you want to cancel. Choose Add. Result The system posts the journal entry to the selected control account. but you can create a reversal journal entry that voids the original transaction. End of the note.

The fields in the General area are relevant for the entire journal entry. 1. Change it if necessary. The document date is the journal entry date for tax reporting purposes. or leave these fields blank. Ref. Origin.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . but with a minus sign. no. the posting date is the current date. End of the note. Trans. Choose Add. If Use Negative Amount for Reverse Transaction is selected. Doc. End of the note. Due Date. Date By default. Remarks Enter any relevant information regarding the journal entry. Trans. No. file://C:\Documents and Settings\Stephen. Ref. General Area Series Displays the default numbering series of the journal entries. Result The reversed transaction is added to the database. Object Journal Entry Window Use this window to display journal entries. Choosing a code automatically inserts the code description as the default setting in the Details field. Code Select a transaction sort code from a previously defined list of codes to help you find a particular transaction. to the transaction details for reporting purposes. while the fields in the Expanded Editing Mode section reflect the data relevant to the selected row in the journal entry. the same amounts appear on opposite sides. Choose another series if required. If the option is not selected. 5.. The due date is the date on which the entry takes place. SAP Business One automatically adds the text (Reversal) – original trans. Number Entry number allocated by the system according to the selected numbering series. To open the window. choose Note Financials Journal Entry . Origin No.SAP Documentation Page 403 of 1289 Note Note The reversed transaction format is determined by the selection made in the Company Details. Posting Date.SAP Business One 2007 A . Note This topic includes explanations of some of the fields and other elements in this window. the amounts in the reversed transaction appear on the same sides as in the original transaction. 2 Specify relevant references for the journal entry.

Reverse Enables you to create a reversal transaction for the current journal entry and define the date on which the reversal transaction should be created. SAP Business One performs the revaluation according to the exchange rate you specify in this field. from that template. VAT If this option is selected. once you create a row in the journal entry for a G/L account for which a default VAT group was defined.SAP Documentation Page 404 of 1289 The Origin field displays the abbreviated name of the original journal. When setting the parameters for revaluation. Choose to display the document that generated the transaction. the abbreviation IN is displayed. Trans. Display in FC. The Trans. SAP Business One automatically creates a row for the VAT transaction. Template You can record transactions according to one of the defined posting templates. Autom. No. and not the actual rate used in the journal entry. Display in SC By default. This information is essential if you revaluate reports.SAP Business One 2007 A . The Origin No. select the appropriate template code. you can exclude closing entries when generating a report. select this check box and specify the exchange rate used for that specific journal entry. Select these options to display the amounts in foreign and/or system currency. and you do not select this option. Fixed Exchange Rate If you create a journal entry with an exchange rate different than the one defined in the Exchange Rate and Indexes table.htm 7/16/2008 . field displays the number of the document that was generated by the transaction. Template Type. journal entry amounts are displayed in local currency. Indicator Select the relevant indicator code from a list of previously defined codes to help you find a particular transaction.(Period 13) Enables you to mark the closing entries. the revaluation results for this kind of journal entry might be inaccurate. Use the icon to link the transaction to a project in the list of projects defined for the company. If the journal entry was created when you added an A/R invoice. Adj. and choosing the option to refer to the rates defined in journal entries. Project You can link a transaction to a previously defined project in order to use the project as a selection criteria in reports. file://C:\Documents and Settings\Stephen. The check box is not editable once the journal entry is added. Choose Template Type (percentage or recurring) and in the Template Code field.ABBASOFT\Local Settings\Temp\~hhB0D4. If required. Clear Template Disconnects a journal entry based on a specific posting template. End of the caution. field displays the automatically assigned number of the journal entry. Caution Caution If you create a journal entry with a different exchange rate. since SAP Business One considers the exchange rate defined in the Exchange Rate and Indexes table.

and so on. 2 Displays different information. Ref. choose No. and so on. nothing is displayed. the document number of the cancelled document is displayed./BP Code. To have all rows of the journal entry deleted. G/L Acc. 1 Displays the document number for all the rows in the journal entry. depending on the document through which the journal entry was created: Displays the customer/vendor reference number assigned to the document. if the entry resulted from a document such as an A/R Invoice. if the journal entry was created manually. automatically inserts the G/L account/business partner name. if the journal entry resulted from an A/R Invoice. if the journal entry resulted from a reversing document (A/R Credit Memo based on A/R Invoice). if the journal entry was created through one of these windows. Incoming Payment. such as Goods Receipt./BP Name Selecting the G/L Account/BP Code in the table.ABBASOFT\Local Settings\Temp\~hhB0D4. if the journal entry was created manually. Ref. 2 field. Displays the data specified in the Ref. 2 field of the Opening Balance or Period-End Closing Balance window. Incoming Payment.htm 7/16/2008 . 3 The information displayed here depends on the document through which the journal entry was created: A/R and A/P Invoice. A/R and A/P Reserve Invoice: Business partner row: sequential installment number Withholding tax row: sequential number of the last installment Incoming and Outgoing Payments: Business partner row: document number Check payment: check number Credit card payment: credit card voucher number Bank transfer payment: reference number specified by the user In the case of a cash payment. Displays for all the rows. file://C:\Documents and Settings\Stephen.SAP Business One 2007 A . Displays the data specified in the document header Ref. A/R and A/P Down Payment Invoice. To keep the journal entry rows while clearing the Template Type and Template fields. A/R and A/P Credit Memo. When canceling an incoming or outgoing payment.SAP Documentation Page 405 of 1289 A message asking whether to clear the table appears. Ref. Expanded Editing Mode G/L Acc. if the journal entry resulted from an inventory transaction document. choose Yes. Displays the number of the base document. Displays data specified by the user. the data specified by the user in the header field Ref. 1.

You can specify any account from those that were posted in this document. and system currency. Credit (SC) Display the credit or debit amount of every row in the transaction currency. The offset account is then displayed in accounting reports. foreign currency. The document date is the journal entry date for tax reporting purposes. Posting Date. Due Date. the posting date is the current date. Tax Group Tax group connected to the G/L account or business partner that appears in the selected row. Tax Amount Gross Value file://C:\Documents and Settings\Stephen. the document number is displayed in the Ref. Debit. Doc. Change it if necessary./BP Code. Debit (SC). G/L Acc. 3 field of the account rows. Project Enter the project to which the line refers. Credit. The default entry consists of details for the entire transaction. Due Date Due date of each line in the transaction. Table Fields G/L Acc.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . Distr. Credit (FC). Debit (FC). Deposits: Check deposit: check number Credit card voucher deposit: credit card voucher number Cash deposit: deposit number Offset Account Automatically specifies the offset account of the posting. Rule The pricing code defined for the account in the chart of accounts. Date By default./BP Name Business partners and/or accounts involved in the transaction. You can change the pricing code for the entire transaction using the Preferences – Journal Entries window (on the Table subtab of the Document tab). 3 field in the tax line. The due date is the date on which the entry takes place.SAP Business One 2007 A .SAP Documentation Page 406 of 1289 When creating an incoming or outgoing payment on account (not based on selected transactions) the document number is displayed in the Ref. Use the expanded editing mode to change the pricing code for a specific line in the transaction. Remarks Specify row details. When creating an incoming or outgoing payment to account.

End of the note. when you choose a tax code for the journal entry: Only the stamp tax group is displayed in the drop-down list The VAT groups cannot be chosen Country-Specific Fields: Israel Tax Refund file://C:\Documents and Settings\Stephen. End of the note.SAP Business One 2007 A . Tax Group Country-Specific Fields: Portugal Stamp Tax Enables creating a manual journal entry that involves the stamp tax. Recommendation Recommendation For more information. General Ledger Post a Journal Entry Post with Automatic Tax Country-Specific Fields: Europe EU Report Includes the journal entry in the EU Sales report.ABBASOFT\Local Settings\Temp\~hhB0D4. End of the caution. As such. the status of this checkbox cannot be changed.SAP Documentation Page 407 of 1289 Note Note The above-mentioned fields appear in the table section by default. and the report is approved. Note Note A journal entry that includes more than one or no business partner. Use the Form Settings window to add more columns to the table. cannot be specified as relevant to the EU Sales report.htm 7/16/2008 . go to the Education tab of the SAP Business One Customer Portal and take the following training: Calculation Financials . Caution Caution Once this journal entry is reported.

ABBASOFT\Local Settings\Temp\~hhB0D4. and the report is approved.SAP Documentation Page 408 of 1289 Indicates whether the tax pertaining to the journal entry was refunded or not. & USA Tax Posting Account Tax Code Tax Jurisdiction Code file://C:\Documents and Settings\Stephen. the status of this checkbox cannot be changed. End of the note. Note Note A journal entry that includes more than one or no business partner. End of the caution. Country-Specific Fields: Canada. Mexico. this field is automatically updated from No to Yes in all the report transactions. End of the caution. the status of this checkbox cannot be changed. Chile. End of the note. Once you generate the Tax report. You can change the value in this field at any time. cannot be specified as relevant to the 347 report. Caution Caution Once this journal entry is reported. cannot be specified as relevant to the EU Sales report and/or the 349 report. Caution Caution Once this journal entry is reported and the report is approved. Note Note A journal entry that includes more than one or no business partner.htm 7/16/2008 . 347 Report Includes this journal entry in the 347 report.SAP Business One 2007 A . Country-Specific Fields: Spain 349/EU Report Includes the journal entry in the 349 report and/or the EU Sales report.

Remains empty for journal entries that result from cancellation of documents with Folio numbers. Hungary. as well as in other windows in the application. Transaction Type Abbreviations Legend Transaction Type Opening Balance Closing Balance Journal Entry Delivery Return A/R Invoice A/R Invoice + Payment A/R Reserve Invoice A/R Debit Memo A/R Invoice Exempt A/R Bill Abbreviation OB BC JE DN RE IN IN IN IN IN IN file://C:\Documents and Settings\Stephen. Poland. This field is disabled and is updated automatically after you print the document. & Slovakia VAT Date More Information Journal Entry Defining and Using Transaction Templates Reverse Transactions EU Sales Report: Europe 349 Report: Spain 347 Report: Spain Background Transaction Type Abbreviations Legend The following table lists abbreviations and their meanings for the transaction types that exist in SAP Business One. and for manual journal entries.SAP Documentation Page 409 of 1289 Country-Specific Fields: Chile & Mexico Folio Number The Folio number assigned to the document that initiated the journal entry. Country-Specific Fields: Czech Republic.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . The abbreviated transaction types appear in the Origin field in the Journal Entry window.htm 7/16/2008 .

htm 7/16/2008 .SAP Documentation Page 410 of 1289 A/R Exempt Bill IN A/R Export Invoice IN A/R Down Payment Invoice DT A/R Credit Memo CN Goods Receipt PO PD Goods Return PR A/P Invoice PU A/P Reserve Invoice PU Internal Invoice PU A/P Debit Memo PU A/P Down Payment Invoice DT A/P Credit Memo PC Landed Costs IF Incoming Payment RC Deposit DP Postdated Credit Voucher Deposit DD Outgoing Payments PS Checks for Payment CP BoE – Deposit to Paid BT Goods Issue SO Goods Receipt SI Inventory Transfer IM Stock Posting ST Inventory Revaluation MR Production Order PW Receipt from Production SI Issue for Production SO Function Journal Vouchers A journal voucher is a draft stage document that creates no values in the general ledger. file://C:\Documents and Settings\Stephen. The input template is identical to that of the Journal Entry window. To open a journal voucher. choose More Information Adding New Journal Vouchers Adding Entries to Existing Journal Entries Posting Journal Vouchers Deleting Entries from Journal Vouchers Removing Journal Vouchers Financials Journal Vouchers .ABBASOFT\Local Settings\Temp\~hhB0D4. and then recorded. the journal voucher can be checked and completed. At this stage.SAP Business One 2007 A .

Adding Entries to Existing Journal Vouchers Prerequisites At least one journal voucher with the status Open exists in the upper table of the Journal Vouchers window. 2. Selecting the record displays. Result The system adds a new record to the upper table in the Journal Vouchers window. file://C:\Documents and Settings\Stephen. 3.htm 7/16/2008 . In the upper table. The Journal Voucher Entry window appears. Procedure 1. in the lower table. choose The Journal Vouchers window appears. Choose Add Entry to New Voucher. More Information Journal Vouchers Procedure Financials Journal Vouchers .ABBASOFT\Local Settings\Temp\~hhB0D4. Note You can add new entries only to vouchers with the status Open. From the SAP Business One Main Menu. From the SAP Business One Main Menu.SAP Documentation Page 411 of 1289 Journal Vouchers Window Journal Voucher Entry Procedure Adding New Journal Vouchers Use the following procedure to create a new journal voucher for temporary recording of journal entries. Choose Add to Voucher.SAP Business One 2007 A . 4. Procedure 1. select the voucher to which you want to add the new entry. Record the journal entry you want to save in the new journal voucher. choose The Journal Vouchers window appears. a row representing the journal entry you saved in the new journal voucher. Note Financials Journal Vouchers . 2.

choose The Journal Vouchers window appears. More Information Journal Vouchers file://C:\Documents and Settings\Stephen. Note You can post journal vouchers as long as they have the status Open.SAP Business One 2007 A . To return to the Journal Vouchers window. Once you have checked and approved the journal voucher content. Procedure To post journal vouchers to the database and record them as any other journal entry: 1. In the upper table of the window. Choose Add Entry to Existing Voucher. A system message appears prompting you to save the voucher to the permanent file.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Close. 4. Choose Yes. Result The status of the posted voucher changes to Closed. End of the note. Result Selecting the voucher containing the new entry displays the new record in the lower table of the window. 5. choose the journal voucher you want to post. 4. To record the new entry. More Information Journal Vouchers Procedure Posting Journal Vouchers Use journal vouchers as a temporary storage facility for journal entries that cannot yet be posted to the company database.htm 7/16/2008 . 2. 3. From the SAP Business One Main Menu. Choose Post Voucher. Note Financials Journal Vouchers .SAP Documentation Page 412 of 1289 End of the note. It is then reflected in the accounting system. 3. The Journal Voucher Entry window appears. you save it to the database. choose Add to Voucher.

choose The Journal Vouchers window appears.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . 2. From the SAP Business One Main Menu. 2. Until such a time. Note Note You can only remove one voucher at a time.SAP Documentation Page 413 of 1289 Procedure Deleting Entries from Journal Vouchers Prerequisites The journal voucher from which you want to delete entries has the status Open. you can remove them. In the upper table of the window.SAP Business One 2007 A . Removing Journal Vouchers The system saves journal vouchers as temporary files until a user posts them to the database. The lower table of the window displays the entries recorded in the selected voucher. Procedure 1. Procedure 1. In the menu bar. Use this procedure to remove irrelevant journal vouchers. In the lower table. 4. In the upper table. file://C:\Documents and Settings\Stephen. More Information Journal Vouchers Procedure Financials Journal Vouchers . End of the note. choose the journal voucher from which you want to delete entries. select the voucher to remove. choose The Journal Vouchers window appears. select the row(s) for the entries you want to delete. choose 5. Data Delete Row . Choose Update. along with their recorded entries. Financials Journal Vouchers . Prerequisites The journal voucher has the status Open. From the SAP Business One Main Menu. 3.

Choose OK. Voucher-Related Fields Find Trace a journal voucher by its number.htm 7/16/2008 . 4. From the menu bar. Entry-Related Fields Trans.SAP Business One 2007 A . End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. its status changes to Closed. To open the window.SAP Documentation Page 414 of 1289 3. Post Voucher Posts the journal entries of the selected journal voucher (one that you have finished processing) to the database. Open Only Displays only open journal vouchers. Status file://C:\Documents and Settings\Stephen. User Name of the user who created the journal voucher. Object Data Remove . choose Note Financials Journal Vouchers . Note Note When a journal voucher is posted. Date Date when the journal voucher was created. Journal Vouchers Window Use this window to view and enter journal vouchers. Total (LC) Total value in local currency of all journal entries included in the journal voucher. Note This topic includes explanations of some of the fields and other elements in this window. The successive number of the journal entries for each journal voucher. No. choose A confirmation message appears. End of the note.

End of the note.SAP Documentation Page 415 of 1289 Status of the journal voucher containing the journal entry. Number of the voucher to which the journal entry is added.. Note Note To view these fields. Trans. not displayed by default. 2. More Information Journal Voucher Function Posting Templates file://C:\Documents and Settings\Stephen. Add Entry to Existing Voucher Opens the Journal Voucher Entry window where you can create a journal entry for the journal voucher selected in the upper table. Total (LC). Base Ref. End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Form Settings in the toolbar. Code. Ref. Posting Date. This window is identical to the Journal Entry Window except for the following field: Voucher No. 1. More Information Journal Voucher Entry Object Journal Voucher Entry Use this window to add a journal entry to a journal voucher. Remarks Content of the Remarks field in the Journal Voucher Entry window. in local currency and foreign currency. Total (FC) Total value of each journal entry. Project Code Details taken from journal entries.SAP Business One 2007 A .htm 7/16/2008 . Add Entry to New Voucher Opens the Journal Voucher Entry window where you can create a journal entry for a new journal voucher. Ref. Note Note Journal entries can be added for open journal vouchers only.

choose The Posting Templates window appears. specify the G/L accounts and/or business partners for inclusion in the template. When recording this type of transaction. End of the note. SAP Business One enables you to create fixed templates for such recurrent journal entries. SAP Business One separates the amounts in accordance with the account assignment template.htm 7/16/2008 . 2. From the SAP Business One Main Menu.SAP Business One 2007 A . For each G/L account/business partner. in which only the recorded amounts vary from transaction to transaction (for example. More Information Creating Posting Templates Removing Posting Templates Posting Templates Window Procedure Creating Posting Templates You can create a percentage-based posting template for journal entries requiring a format that: Includes the same accounts and/or business partners Is characterized by a specific ratio of amounts Procedure 1. Choose Add.SAP Documentation Page 416 of 1289 Every commercial organization has transactions presented in template format. Note The default control accounts for the business partners included in the posting template can be changed. Specify a unique code and description for the template. specify the ratio that reflects the debit or credit amount in the transaction. End of the note. though it need not be 100%. 4. 3. the separation of VAT in purchasing or sales). therefore. Note Financials Posting Templates . Result file://C:\Documents and Settings\Stephen. choose the relevant template and fill in the missing items. journal entries based on this template are posted to the selected control accounts. Note Note The total percentage in the debit and credit sides must be equal. 5.ABBASOFT\Local Settings\Temp\~hhB0D4. In the table area.

SAP Documentation Page 417 of 1289 The posting template is saved in the database and can be updated. and are stored in the Confirmation for Recurring Posting window until you execute or remove them. End of the note. use the Valid Until option. Enter the accounts and/or business partners and expected amounts. set the frequency according to which you want SAP Business One to create instances for the transaction. From the SAP Business One Main Menu. To set a date after which SAP Business One should not create instances of the transaction. In the window header. Example You can use the following posting template to create journal entries that reflect A/R Invoices: Posting Template G/L Account/BP Code Debit % Credit % Customer 117 Tax Account 17 Sales Credit Account 100 Total 117 117 More Information Posting Templates Procedure Setting Templates for Recurring Postings Use this procedure to create a template for recurring postings and set its frequency and expiration date. 3. build the transaction. In the table area. The default frequency is Monthly. 4.SAP Business One 2007 A . More Information file://C:\Documents and Settings\Stephen. Note Financials Recurring Postings . 5. 2.ABBASOFT\Local Settings\Temp\~hhB0D4. Result SAP Business One creates the recurring posting template. The instances are created according to the frequency you set. an expressive description. specify a unique code. and ensure that the transaction is balanced. Note You can change the amounts of each instance of the transaction before you confirm it. In the footer.htm 7/16/2008 . and other relevant details. choose The Recurring Postings window appears. Procedure 1.

Deselect the rows you do not want to execute. Procedure 1. 3. To complete the action and create journal entries. You can also change control accounts for business partners. in which each row represents one instance of a recurring posting template. choose Add. Financials Recurring Postings The Confirmation of Recurring Postings window appears.SAP Documentation Page 418 of 1289 Recurring Posting Procedure Executing Instances of Recurring Postings Use this procedure to add instances of recurring posting templates and turn them into journal entries. see General Settings: Services Tab. For more information. All are selected by default. choose General Settings Services .ABBASOFT\Local Settings\Temp\~hhB0D4. From the SAP Business One Main Menu. such as updating amounts or dates. A message appears. Note Note You can display each instance and make required changes. End of the note.htm 7/16/2008 . Note Note Every change you make in a specific instance is valid only for that instance and does not affect other instances of the same template. asking whether you want to save the posting to the permanent file. Result The selected instances become journal entries and no longer appear in the Confirmation of Recurring Postings window. 4. 2.SAP Business One 2007 A . More Information file://C:\Documents and Settings\Stephen. Choose Execute. Note Note Administration System Initialization To set the automatic display of this window. End of the note. End of the note. choose Confirmation List .

From the SAP Business One Main Menu. choose Confirmation List .ABBASOFT\Local Settings\Temp\~hhB0D4. To open the window. However. Ref. Deselect instances you do not want to remove. choose Recurring Posting Window Financials Recurring Postings . Choose Remove. Trans. 1. or to specify them just before adding the transaction on the defined date. By default you can leaf only between instance 0. Choose Remove. A confirmation message appears. one that will be understandable to users when they need to choose a recurring posting template in a journal entry. 3. Ref.SAP Documentation Page 419 of 1289 Recurring Postings Procedure Removing Recurring Postings Procedure 1. if you search using an asterisk (*). choose either the required code or Define New to open the Transaction Codes .SAP Business One 2007 A . We recommend that you choose a meaningful code. Financials Recurring Postings The Confirmation of Recurring Postings window appears. Code Enter a unique code of up to 8 characters for the recurring posting template. 2 Use these fields to predefine the transaction details. 2. Instance Indicates the instance of the transaction.htm 7/16/2008 . Description Enter a short description of the recurring posting. Code From the drop-down list.Setup file://C:\Documents and Settings\Stephen. More Information Recurring Postings Object Recurring Posting Window This window lets you define and display a recurring posting template according to your defined criteria. 4. you can see all the instances and you can display a specific instance.

Tax Group Specify the tax group to which the line refers. otherwise. The chosen code automatically appears in the Tran. you can still manually enter the details you prefer. the exact number of days. For more information. To Balance Indicates the amount you need to enter in the Debit / Credit column in order to balance this recurring posting template. Note Note End of the note. Rule Specify the distribution rule for each row in the template. Choosing any other option disables the field to the right. Debit.SAP Business One 2007 A . Remember that – as for a regular journal entry – the debit and credit must be balanced. Credit Fill in the required amounts. Distr.htm 7/16/2008 . Selecting one automatically inserts the account in the line. To display this column in the table area. G/L Account/BP Name Enter the account code or business partner code to be associated to a journal entry created with this template. use the drop-down list for the field to the right to specify a value. the amounts recorded in the journal entries resulting from this Recurring Posting template. the day of the week. If a distribution rule was defined for the accounts that appear in the Recurring Posting template. Frequency Choose the required frequency for making the recurring posting. Weekly or Monthly. select it in the Form Settings . The drop-down list displays all the tax groups to which the account is linked. Remarks After you choose a code. G/L Acc. or the day of the month the recurring posting should be made. and it then appears in the Remarks field in the Journal Entry window. its description is copied automatically to this field. You can change the control account in the business partner rows. If you choose Daily. click here. you will not be able to add the recurring posting template.Recurring Posting window. that is. file://C:\Documents and Settings\Stephen.SAP Documentation Page 420 of 1289 window. Total Indicates the sum of the amounts that were already entered in the Credit column and in the Debit column of the recurring posting template./BP Code. are posted to the distribution rule(s) defined in the chart of accounts.ABBASOFT\Local Settings\Temp\~hhB0D4. the relevant amounts are posted to the respective profit centers. The account name or business partner name appears automatically in the G/L Account/BP Name field. When a journal entry based on this Recurring Posting template is created. if required. Code field of the Journal Entry window. Control Account Displays the default control accounts defined for each business partner and/or G/L accounts included in the template. Regardless of the chosen code.

ABBASOFT\Local Settings\Temp\~hhB0D4. this field is not shown. When you choose a tax code for the recurring posting template: Only the stamp tax groups are displayed in the drop-down list The VAT groups cannot be chosen More Information Recurring Postings Confirmation of Recurring Postings Object Confirmation of Recurring Posting This window displays a list of all instances of recurring posting templates.htm 7/16/2008 . This will be the posting date. due date and document date of the journal entry created as a result of executing this recurring posting. Description Displays the description of the recurring posting template. This is the base date from which SAP Business One calculates the value defined in the Frequency field. As such. choose Confirmation of Recurring Postings Financials Recurring Postings Confirmation List . Next Execution Enter the required date for the next execution of the recurring posting. Date Displays the date of the recurring posting. If you chose Template for the Frequency field. file://C:\Documents and Settings\Stephen. To open the window. Country-Specific Fields: Portugal Stamp Tax Enables creating a recurring posting template that involves stamp tax.SAP Business One 2007 A . The default value for this field is the current system date.SAP Documentation Page 421 of 1289 Choose Template to create a posting template that is not subject to any execution dates or frequency. Use this window to define which instances you want saved to the database and which can be removed from the list. Posting No. Displays the recurring posting template code. After the defined date. Choose the arrow to view the recurring posting template. Confirmation List Opens the Confirmation of Recurring Postings window. Valid Until Select this option to define an expiration date for the validity of the recurring posting template. in which you can view all recurring postings to be executed. it will not appear in the list of transactions for execution. no further instances of this template will be created or appear in the list of transactions for execution.

Instance Instance number of the recurring posting. Data Remove . a new journal entry is added. More Information Recurring Postings Procedure Removing Posting Templates Use this procedure to remove posting templates that are no longer relevant. 2. Procedure 1. Remove Removes the selected recurring postings.ABBASOFT\Local Settings\Temp\~hhB0D4. 3. From the menu bar. Removed recurring postings cannot be executed and they are deleted from this window. choose The Posting Templates window appears. Caution Caution Removing a posting template is irreversible. Posting Templates Window file://C:\Documents and Settings\Stephen. Choose OK. increases incrementally each time the recurring posting is executed. You can view it in the Journal Entry window. Display the posting template you want to remove. Total Displays the total debit/credit of the selected recurring postings. Once a recurring posting is executed. choose A confirmation message appears. Execute Choose to execute the selected recurring postings.SAP Business One 2007 A .htm 7/16/2008 .SAP Documentation Page 422 of 1289 Value Displays the total debit/credit in the recurring posting. Object Financials Posting Templates. especially when preparing to remove complicated templates. Number of Postings to be Executed The number of the selected recurring postings. 4. We strongly recommend that you perform this action carefully. From the SAP Business One Main Menu. End of the caution.

htm 7/16/2008 . Automatic VAT Applies the automatic VAT functionality on transactions you create through the Posting Templates window.SAP Documentation Page 423 of 1289 This window displays Posting Templates according to your defined criteria. If the option Permit Other VAT Group is selected for the G/L account. As in a regular journal entry. you may select another VAT group. Rule Specify the distribution rule for each row in the template. but you still want to create a template for the percentage distribution. the relevant amounts are posted to the respective profit centers. G/L Account/BP Name Specify the account code or business partner code to be associated with a journal entry created with this template.ABBASOFT\Local Settings\Temp\~hhB0D4. This option is selected by default if the option Use Automatic VAT is selected. the default tax group. The drop-down list displays all the tax groups to which the account is linked. Credit % Enter the appropriate percentages used to separate the amounts in the journal entry for which you are defining the template. Tax Group Specify the tax group to which the line refers. is displayed automatically. Distr. The account name or business partner name appears automatically in the G/L Account/BP Name field. Debit %. We recommend that you choose a meaningful code. if defined for the G/L account. one that will be understandable to users when they need to choose a posting template in a journal entry. the debit and credit sides must be balanced in a posting template.SAP Business One 2007 A . file://C:\Documents and Settings\Stephen. or even the entire template. When a journal entry based on this Posting Template is created. G/L Acct/BP Code. Selecting one automatically inserts the account in the line. Posting Templates Window Code Enter a unique code of up to 8 characters for the posting template. SAP Business One does not allow you to add it. If the Automatic VAT option is selected. leave these fields blank. Note Note End of the note. Note Note This topic includes explanations of some of the fields and other elements in this window. If there is no constant account or business partner associated with a specific row. otherwise. End of the note.

Note Note If you select a G/L account for which the tax code is already defined. End of the note. If the option Permit other tax code in the Account Details window is selected. Total Indicates the percentages entered in the Debit and Credit columns of the posting template. To Balance Indicates what percentages you need to enter in the Debit / Credit column to balance this posting. When you choose a tax code for the posting template: Only the stamp tax groups are displayed in the drop-down list The VAT groups cannot be chosen Country-Specific Fields: Canada and US Tax Posting Account Select whether to use sales tax account or purchasing tax account. the defined value is displayed automatically in this column. End of the note. Changing the displayed value affects only this posting template. that code is displayed automatically in this field.ABBASOFT\Local Settings\Temp\~hhB0D4. This field is editable only if the option Automatic Tax is selected.htm 7/16/2008 . the amounts recorded in the journal entries based on this Posting Template. the change applies only to this posting template. Note Note If you select a G/L Account for which the tax posting account is already defined. you can change the tax posting account.SAP Business One 2007 A . and does not influence the definition made in the Chart of Accounts window. and does not influence the definition made in the Chart of Accounts window. Tax Code Select the tax code to be used when creating journal entries based on this posting template. If you change the displayed value. you can replace the displayed tax code with a different one. are posted to the distribution rule(s) defined in the chart of accounts. file://C:\Documents and Settings\Stephen. Country-Specific Fields: Portugal Stamp Tax Enables creating a posting template for a journal entry that involves stamp tax. If the option Permit other Tax Codes in the Account Details window is selected.SAP Documentation Page 424 of 1289 If a distribution rule was defined for the account(s) that appears in the Posting Template.

Example Example Recurring journal entries can be payroll orders or standing instructions that are paid by the bank every month. End of the example. which you can execute. Although the transactions recur on predefined dates. Prerequisites file://C:\Documents and Settings\Stephen. nor do the percentages have to be fixed. the transaction amounts are not necessarily the same each time. Tax Jurisdiction Code Tax jurisdiction code included in the selected tax code.htm 7/16/2008 .SAP Documentation Page 425 of 1289 Tax Jurisdiction Type Tax jurisdiction types included in the selected tax code.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . More Information Posting Templates Function Recurring Posting Every business has transactions that recur monthly or weekly. More Information Reverse Transactions Window Procedure Posting Reverse Transactions Use this procedure to post reverse transactions that are defined in the Journal Entry window. and usually comprise the same objects. More Information Setting Templates for Recurring Postings Executing Instances of Recurring Postings Removing Recurring Postings Recurring Postings Window Function Reverse Transactions This function displays a list of all manual journal entries scheduled for automatic reversal.

the Reverse option is not visible. Note Note in the Transaction field. Choose Execute. Result New transactions are created. Deselect transactions you do not want to reverse. choose Financials Reverse Transactions .ABBASOFT\Local Settings\Temp\~hhB0D4. From the SAP Business One Main Menu.SAP Documentation Page 426 of 1289 Reverse transactions can be posted only if the reverse date has already arrived. Note Note You can reverse each journal entry only once. one for each selected row. End of the note. displaying all transactions to which a reverse date earlier than the current date was assigned. choose End of the note. 2. End of the note. The Remarks field of these transactions displays the text (Reversal) and the number of the original transaction. To change the date of a reverse transaction. The Reverse Transactions window appears. 3. choose Note Financials Reverse Transactions .SAP Business One 2007 A . Procedure 1. The Reverse option is disabled. In the original transactions. Reverse Transactions Window Cancel Deselect this option for each transaction that you do not want to reverse. To open the window. Note This topic includes explanations of some of the fields and other elements in this window. and the word Cancelled indicates that the transactions were cancelled.htm 7/16/2008 . Object Reverse Transactions Window Use this window to create reverse transactions for selected journal entries. file://C:\Documents and Settings\Stephen.

SAP Documentation Page 427 of 1289 Transaction Displays the journal entry number. Since you also conduct the bookkeeping system in local currency (LC). The Exchange Rate Differences function reconciles the FC card balance and the LC balance.Selection Criteria Exchange Rate Differences Window Procedure Generating Exchange Rate Differences Report If you run business activities with foreign business partners or manage foreign currency accounts. Value Displays the debit/credit value of the journal entry.ABBASOFT\Local Settings\Temp\~hhB0D4. SAP Business One expresses every FC transaction in LC according to the FC exchange rate on the date of transaction. Cancellation Date Displays the date on which the journal entry should be reversed. More Information Exchange Rate Differences . More Information Reverse Transactions Function Exchange Rate Differences When you maintain foreign currency (FC) business partners and/or accounts. considering the fluctuation in the FC exchange rate. Use the arrow to the left of this field to open the Journal Entry window. Original Date Posting date of the journal entry. Description Displays the content of the Details field in the Journal Entry window. SAP Business One conducts all related bookkeeping in FC.htm 7/16/2008 . you have to handle exchange rate differences. Procedure file://C:\Documents and Settings\Stephen. Daily fluctuations in FC exchange rates may cause mismatches between the balances in LC and FC. You can generate a report that lists the recommended transactions pertaining to exchange rate differences. SAP Business One provides recommendations for executing automatic journal transactions for exchange rate differences in FC business partners and accounts. Number of transactions to be canceled The number of the selected transactions. correct to a given date.SAP Business One 2007 A . as defined in the Journal Entry window. The Exchange Rate Differences function periodically recalculates the LC and FC balances according to the exchange rate on the day the differences are calculated.

To view the transactions behind a specific row. End of the note. double-click the row. In the Rate Differences – Row Details window. file://C:\Documents and Settings\Stephen. 3. select the transactions you want to post. The Exchange Rate Differences – Selection Criteria window opens. you can include all the transactions in the exchange rate differences posting or just part of them.SAP Business One 2007 A . In the App.htm 7/16/2008 . In the header of the Exchange Rate Differences window. Choose Add. 3. Result SAP Business One adds a new transaction for each row you selected. you can choose Save to save the modified report for later processing. choose Financials Exchange Rate Differences . The rows in the table area represent transactions. column. Note Note Each row in the table can refer to more than one transaction. Prerequisites You have created the Exchange Rate Differences report. specify the relevant details.ABBASOFT\Local Settings\Temp\~hhB0D4. Choose Execute. 2. Specify the parameters according to which you want SAP Business One to generate the recommendations for the exchange rate differences transactions. 2.SAP Documentation Page 428 of 1289 1. From the SAP Business One Main Menu. More Information Exchange Rate Differences Procedure Posting Exchange Rate Differences Transactions Use this procedure to post exchange rate differences transactions according to recommendations provided by SAP Business One. End of the note. Values in the recommended exchange rate differences transaction are updated accordingly. You can recognize the new transactions according to the details you assigned to them in the header of the Exchange Rate Differences window. Procedure 1. Note Note If you are not sure whether or not to add the transactions .

If not selected.SAP Documentation Page 429 of 1289 Note Note If you chose to save the recommendations. End of the note. Show Level Choose the account level to display in the table. Object Exchange Rate Differences . file://C:\Documents and Settings\Stephen. End of the note. separated into customers and vendors. Note Note This topic includes explanations of some of the fields and other elements in this window. The Account column displays the codes and the names of the accounts. choose None in the Vendor Group field. specify which account or title to include by clicking the appropriate row. no new transactions are added to the database. Customer Group.htm 7/16/2008 . Properties Opens the Properties window where you can specify required properties. Your choices appear in the field next to the Properties button. you can view it in the Exchange Rate Differences window.Selection Criteria Use this window to specify selection criteria for the Exchange Rate Differences report. all fields related to G/L accounts selection criteria are not displayed. G/L Accounts Calculates exchange rate differences for G/L accounts. Example Example To display only customers. Vendor Group Specify whether to display business partners from a specific group.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4. In column X. Selection Criteria Business Partner Calculates exchange rate differences for business partners. To open the window. choose Financials Exchange Rate Differences . other fields pertaining to business partner selection criteria are not displayed. After defining the report. End of the example. If not selected.

the exchange rate differences are calculated as if the transaction has not been reconciled. the system revaluated the open item again and calculated exchange rate differences again. but for which the accumulated exchange rate differences must be revaluated. This is usually the end of the year or quarter. the balances on G/L exchange rate differences gain/loss accounts might not be accurate to the payment date and must be adjusted accordingly. Currency Specify the currency for which you want to calculate the exchange rate differences. Exch. RU. vendors. Rate Gain Acct(G/L). When selecting a title in the table. Exch. HU. Administration Specify whether to calculate the exchange rate differences for the gain side. Exch.SAP Documentation Page 430 of 1289 Level 1 displays the highest level titles for the accounts. End of the example. Example Example You ran the Exchange Rate Differences for an open item. Rate Gain Acct(A/P). and then the open item was fully paid. loss side or both sides.ABBASOFT\Local Settings\Temp\~hhB0D4. Exch. Exch. Exch. During the payment. You can define different or identical accounts for customers. Consider Recon. SK Revaluate Only Closed Documents Revaluates only documents that are already closed (fully paid or reconciled). Execution Date Specify the cut-off date for calculating exchange rate differences. Date Reflects the reconciliation status of the transactions for the selected date.SAP Business One 2007 A . The accounts are divided into gain and loss accounts and used accordingly. you select all the accounts that appear under this title. In this case.htm 7/16/2008 . End of the example. Rate Loss Acct(A/R). Country-Specific Fields: CZ. and accounts. Rate Gain Acct(A/R). The default exchange rate differences accounts of purchasing and sales are defined in Setup Financials G/L Account Determination Data Side . Previous Report Opens the latest saved recommendation report. Example Example If a transaction is reconciled now but was not reconciled on the execution date. PL. More Information file://C:\Documents and Settings\Stephen. Rate Loss Acct(G/L) Specify which of the exchange rate differences accounts should be applied when the automatic journal transaction is executed. Rate Loss Acct(A/P).

Exchange Rate The exchange rate of the System Currency in Local Currency for the Execution Date. Or. Object Exchange Rate Differences Window This window displays the Exchange Rate Differences report according to your defined selection criteria. Note Note This topic includes explanations of some of the fields and other elements in this window. End of the note. Note Note This topic includes explanations of some of the fields and other elements in this window. Or expands the selection so each business partner having at least one of the selected properties is included in the selection. Property Specify required properties by selecting their boxes. Link. End of the note. And Specify the logic link between the selected properties: And narrows the selection.htm 7/16/2008 . so the selected business partners are only those containing all properties defined in the properties window. Properties Ignore Properties Ignores properties as business partner selection criteria.SAP Documentation Page 431 of 1289 Properties G/L Accounts Determination Object Properties This window opens when you choose the Properties button in selection criteria windows.ABBASOFT\Local Settings\Temp\~hhB0D4. file://C:\Documents and Settings\Stephen. Exchange Rate Differences Window Execution Date Date up to which the exchange rate differences are calculated.SAP Business One 2007 A .

choose Financials Transaction Codes . App. The description of the selected code is displayed automatically in the Remarks field. Balance Balance of the G/L account or business partner. More Information Reverse Transaction Object Exchange Rate Differences . Rate Rate set for calculating the difference. To define a new transaction code. Difference Suggested difference calculated in LC for the journal entries recorded up to the date of execution. Save Saves the recommendations as a draft. Auto. Code – Specify the required transaction code. Balance (FC) Balance of the G/L account or business partner. 1 – Specify the details you want to display in the Ref. Auto Reverse – Automatically creates a reverse transaction for the exchange rate differences transaction. Journal ID Entry number allocated by SAP Business One according to the selected numbering series. Code. you can specify the date for the reverse transaction.htm 7/16/2008 . In the Reversal Date field. To display the journal file://C:\Documents and Settings\Stephen.SAP Business One 2007 A . Name The details of the G/L account or business partner to which this row refers. Remarks – Automatically displays the text Exchange rate differences for <currency name> in the Remarks field of the journal entry. Administration Setup Remarks – Enter a remark to display in the Remarks field in the journal entry.Row Details This window displays the exchange rate difference for the selected row.SAP Documentation Page 432 of 1289 Details on Transactions Determine the following details regarding the exchange rate differences transactions you want to execute: Ref. calculated in the G/L account/business partner currency (the mark of the currency displayed in the next column). 1 field of the transactions. Select the transactions you want to execute.ABBASOFT\Local Settings\Temp\~hhB0D4. Currency The currency in which the exchange rate difference is calculated. without creating journal entries. calculated in local currency.

SAP Documentation Page 433 of 1289 entry for the selected row. The values in the recommended conversion differences transaction are updated accordingly. To view the transactions behind a row.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . file://C:\Documents and Settings\Stephen. Function Conversion Differences This function is relevant for companies whose defined system currency is different from the local currency. Prerequisites You have generated the Conversion Differences report. column in the table area. These fields are maintained automatically. SAP Business One recommends making journal entries automatically for differences in system currency. In the window that appears. Rate Displays the rate of exchange between the system currency and the local currency on the date the transaction is carried out. click ButtonLink (ButtonLink) . 2. or just some of them. Field: Balance. More Information Conversion Differences . Procedure 1. specify the relevant details. double-click the row. In the header of the Conversion Differences window. Note Note Each row can refer to more than one transaction. select the rows (transactions) you want to post. Difference Displays the difference (in the system currency) between the amount in the (system) Balance column and the amount in the (foreign) Balance (FC) column.Selection Criteria Conversion Differences Window Procedure Posting Conversion Differences Transactions Use the procedure to post conversion differences transactions according to the recommendations provided by SAP Business One. In the App. you can define whether to include all the listed transactions in the conversion differences posting. Balance (FC) The balance of the selected G/L account/business partner displayed in the system currency and the foreign currency.htm 7/16/2008 . Use the Conversion Differences function to make adjustments between the account/business partner balance in the system currency and the balance in the local currency.

where you specify the required selection of properties. Selection Criteria Business Partner Select to calculate conversion differences for business partners. Result A new transaction is added for each row selected. To open the window.SAP Documentation Page 434 of 1289 End of the note. More Information Conversion Differences Object Conversion Differences . choose Financials Conversion Differences . Note Note If you are not sure whether or not to add transactions. Properties Opens the Properties window. Note Note If you save the recommendations.ABBASOFT\Local Settings\Temp\~hhB0D4. no new transactions are added to the database.Selection Criteria Use this window to specify values for a conversion differences template. In the header of the Conversion Differences window. 3. After defining the template. Your choices appear in the field next to this button. Choose Add. you can recognize the new transactions according to the details you assigned to them. End of the note. you can choose Save to save the modified report for later processing. you can view it in the Conversion Differences window. End of the note. G/L Accounts file://C:\Documents and Settings\Stephen. all other fields pertaining to business partner selection criteria are not displayed.SAP Business One 2007 A .htm 7/16/2008 . Note Note This topic includes explanations of some of the fields and other elements in this window. When this checkbox is cleared. End of the note.

click in the relevant row. click the X appearing in the column header. and accounts. You can define different or identical accounts for customers. Acct for Vendors. Acct for Customers. Ex. The X column indicates a selected account or title. If the checkbox is cleared.SAP Business One 2007 A . More Information Conversion Differences Properties Object Financials G/L Accounts Determination . Ref. Ex. Execution Date Define the cut-off date for calculating conversion differences. Rate Diff. Conversion Differences Window Execution Date Displays the date until which conversion differences are calculated. Rate Diff. Ex. To select/clear all rows. This date is entered in the selection criteria window. Details on Transactions Use this section to determine the following details pertaining to the conversion differences transactions you choose to execute. Option 1 displays the highest level titles of the accounts. The default values for the conversion differences accounts of purchasing and sales are taken from Administration Definitions Previous Report Choose to view saved recommendation report. If you select a row in the table you actually select all the accounts appearing under this title. Acct for Accounts Define which of the conversion differences accounts SAP Business One should use to execute the automatic journal transaction. View details of each account by using the link appearing next to its code and name.htm 7/16/2008 . file://C:\Documents and Settings\Stephen. the fields related to G/L accounts selection criteria are not displayed.ABBASOFT\Local Settings\Temp\~hhB0D4. 1 field of the transactions. Usually this is the end of the year or quarter. vendors. To select/clear accounts. 1 – Specify the details to display in the Ref. Show Level Choose the account level to display in the table. Rate Diff. Conversion Differences Window This window displays conversion differences templates according to your defined criteria.SAP Documentation Page 435 of 1289 Select to calculate conversion differences for G/L accounts. The Account column displays the codes and names of the accounts.

Auto Reverse – Select to automatically create a reverse transaction for the conversion differences transaction. without creating journal entries. This is the amount for the Differences transaction that will be generated. Administration Setup Financials Remarks – Enter the remarks you want displayed in the Details field of the journal entry. and enable the Reversal Date field. The description of the code is displayed automatically in the Remarks field. Balance (SC). Name The details of the G/L account or business partner to which this row refers. displayed in the system currency and the local currency. file://C:\Documents and Settings\Stephen. where you specify the date for the reverse transaction. Auto. Remarks – Select to automatically display the text Conversion differences for (currency name) in the Details field of the journal entry. choose Transaction Codes . More Information Conversion Differences Object Conversion Differences . Difference Displays the difference (in the system currency) between the amount in the (system) Balance column and the amount in the (account/business partner currency) Balance column. App. Approve All Choose to clear the selection you made or to select all the transactions. Code. Code.ABBASOFT\Local Settings\Temp\~hhB0D4. To display the journal entry for the selected row. Exchange Rate Displays the rate of exchange between the system currency and the local currency on the date the transaction is carried out.SAP Documentation Page 436 of 1289 Code – Choose the required transaction code. click ButtonLink (ButtonLink) . Select the check box of each transaction you wish to execute.Row Details This window displays the conversion difference for the selected row. Balance (LC) The balance of the G/L account or business partner. Save Saves the recommendations displayed in this window as a draft. Journal ID Entry number allocated by SAP Business One according to the selected numbering series. Name The details of the G/L account or business partner to which this row refers. Reject All.htm 7/16/2008 .SAP Business One 2007 A . To define a new transaction code. Add Creates the selected transactions and adds them to the database.Setup .

These fields are maintained automatically. Because CUs are not real currencies.SAP Business One 2007 A . even though transactions with the business partner are made in CUs. with minor fluctuations.Procedure: RU. Note This topic includes explanations of some of the fields and other elements in this window.Selection Criteria Object Amount Differences . Balance (LC) The balance of the selected G/L account or business partner displayed in the system currency and the local currency. Function Amount Differences: Russia Amount differences result from differing exchange rates for Conventional Units (CU). choose Note Financials Amount Differences . Note Note CUs are virtual currencies applied by businesses because of local currency fluctuations.ABBASOFT\Local Settings\Temp\~hhB0D4. you must calculate the amount differences and post them to the relevant accounts.htm 7/16/2008 . End of the note. The CU exchange rate to the local currency is defined by a contract between your organization and the business partner and can be based on an exchange rate of the Central Bank to a foreign currency. If the posted amount in local currency on the date of payment differs from the posted amount in local currency on the invoice posting date. Difference Displays the difference (in the system currency) between the amount in the (system) Balance (SC) column and the amount in the (local) Balance (LC) column.Selection Criteria Use this window to specify selection criteria for the creation of amount differences transactions. see Amount Differences .SAP Documentation Page 437 of 1289 Balance (SC). To calculate amount differences. payments are realized in the local currency. Amount differences arise when there is an agreement that payables or receivables are equal to a particular sum in the CU and the exchange rate to the local currency changes over time. End of the note. More Information Amount Differences . use the Amount Differences report. For more information on how to work with CUs. Selection Criteria file://C:\Documents and Settings\Stephen. To open the window.

Properties Opens the Properties window.. where you can specify business partner properties as selection criteria. exchange rate differences are not calculated for this currency when a full payment is received on an invoice. Previous Report Opens a saved recommendation report. Instead. use this report to determine the difference. Note Note This topic includes explanations of some of the fields and other elements in this window.ABBASOFT\Local Settings\Temp\~hhB0D4. When this option is set. End of the note. Amount Differences – Row Details App.htm 7/16/2008 . Payment Number Payment that was made on the invoice.SAP Documentation Page 438 of 1289 Posting Date From.To If you want to restrict the set of payments for which the report is generated.. Vendor Offset Account Specify the account to which amount differences resulting from A/P transactions are posted. Deselect the transactions you want to exclude from the amount difference calculation. BP Code Identification code of business partner that participated in the transaction for which amount differences have been calculated. specify the code range for business partners. Invoice Number Invoice posted in a conventional unit.To Specify the posting date range for payments that you want to evaluate..SAP Business One 2007 A . BP Code From. More Information Amount Differences Define Currencies: Russia Object Amount Differences .. Currency Specify the currency for which the option Is a Conventional Unit is set in the Currencies Setup.Row Details: RU This window displays the transactions that are included for the selected row in the Amount Differences Window. Payment Date file://C:\Documents and Settings\Stephen.

4. More Information Amount Differences: Russia Procedure Amount Differences .SAP Documentation Page 439 of 1289 Date of payment when the amount differences were realized. this field stays unchanged. At the time of actual payment.htm 7/16/2008 . you have to create a new currency that will be defined as a Conventional Unit. see Define Currencies: Russia. In the payment means window. 3. Any business partner participating in this type of transactions must be set as Multi-currency. Note Note Relevant for A/R invoices only. Next. According to its exchange rate. Tax in Revenue Account Used G/L account used for tax in revenue when an A/R invoice is posted. End of the note. you select the payment type and the currency the actual payment is going to be in (most likely in local currency).Procedure: RU This task explains how to work with conventional units and how to calculate amount differences. you specify. the value of Total Payment in conventional units the business partner (or you) is going to pay. in case of a partial payment. For more information. End of the note. you lower the value accordingly. you can issue Invoices (and its base or target marketing documents) in the defined conventional units. Choose Administration Definition General Ledger currency. Note Note Relevant for A/R invoices only. 5. in the selected currency. First. Define Currencies and create a new file://C:\Documents and Settings\Stephen. you specify the amount to be paid. Revenue Account Used G/L account used when an A/R invoice was posted. Next. on the appropriate line representing the invoice issued in conventional units. Set the flag Is a Conventional Unit as active. Procedure 1. 2. All marketing document you issue should use exchange rate defined on the document level or on the level of the conventional unit or its base unit.ABBASOFT\Local Settings\Temp\~hhB0D4. In case of a full payment.SAP Business One 2007 A . the marketing document will be posted to the system with the appropriate value in the Local Currency.

the system calculates the exchange rated between these two currencies for this payment. you run the Amount Differences report (for more information. in different rows of financial statements Prerequisites You need to specify a transaction code for each posting on the control account.htm 7/16/2008 . see Activities The system summarizes in the control account all transactions for specific business partners. if required. Hungary. Depending on the calculated amount differences and their relation to the transaction itself (receivables or payables). If control account file://C:\Documents and Settings\Stephen. In financial statements: The source account should be under the same title as the control account (it decreases the balance of the control account). balances on the control account are not affected. This function can be useful when: You are preparing financial statements during end-of-year procedures You need to present certain transactions. Poland. Slovakia This function creates a new journal entry from a posting on the control account. For more information. Next. Target accounts should be presented under a different title than the control account. journal entry). amount differences influence VAT liabilities reported in the sales ledger. You can do this by editing the journal entry that is behind the marketing document. The application uses this for posting special accounts that are parallel to the control account. Remarks If you are using the On Shipment taxation method. 7. Function Control Account Reposting: Czech Republic.Selection Criteria: RU). for example. which is going to calculate the amount differences. You can still select or deselect individual transactions in the results. an A/P invoice. down payments to a business partner. see Amount Differences . Russia. create a tax invoice based on this journal entry to register this change within the appropriate ledger. for example. You have to post a manual journal entry to correct the VAT accordingly and then.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A . Note The Transaction Code field remains editable after transaction posting (for example. the Amount Differences report will perform any necessary postings to the General Ledger. specific transaction codes. and displays them in a window. and depending on your selection of the transactions. Note Financials Journal Entry . therefore. and defined dates.SAP Documentation Page 440 of 1289 Due to the fact that you specified the amount to be paid in the conventional unit and the actual amount paid in the selected currency. 6. The system posts the sum of all selected transactions to source and target accounts.

Additionally. if set.SAP Business One 2007 A . End of the note.Execution Object Control Account Reposting . End of the note. but with a changed transaction code.ABBASOFT\Local Settings\Temp\~hhB0D4. You can also specify automatic reversal of the posting on a future date. Example We have selected the following transactions with a business partner for re-posting: Transaction number Debit side Credit side 1 100 2 50 3 100 The system performs reposting as follows: Account Debit side Credit side Source account 150 Target account 150 The system performs automatic reversal. This action is not recommended because of inconsistency between transactions with a particular transaction code value and those with a re-posted amount.SAP Documentation Page 441 of 1289 re-posting is performed you can still change the transaction code value for individual posting/journal entries. Selection Criteria BP file://C:\Documents and Settings\Stephen.htm 7/16/2008 . Note Note This topic includes explanations of some of the fields and other elements in this window.Selection Criteria Control Account Reposting . as follows: Account Debit side Credit side Source account -150 Target account -150 More Information Control Account Reposting . a high level of inconsistency might occur if the control account reposting function is executed twice for the same transaction(s).Selection Criteria Use this window to specify details for control account reposting.

The system performs reversal with opposite values on the source and target accounts. Code Define the transaction code to which the system should relate. This is the offsetting account to the Source Account. and vice versa. End of the note. a detailed selection window appears displaying the following fields: Ref 1 Specifies the reference for journal entry. Remarks Specifies the remarks for a journal entry. Source Account Specifies the source account (first account for the posting) for the journal entry..SAP Business One 2007 A . App. use the Reject All or Approve All buttons. Reversal Date Specifies the date for reversal journal entry. Your choices appear in the adjoining field. Trans. other fields pertaining to business partner selection criteria are not displayed. Note Note If not selected.To Specify a posting date range for control account transactions. When you choose Execute. Control Account Define the control account to be scanned by the system for transactions. If the balance of selected transactions is on the debit side. Press TAB to display a list of control accounts. This field is effective only if Auto Reverse is selected. Posting Date From. file://C:\Documents and Settings\Stephen.SAP Documentation Page 442 of 1289 Displays business partners in the report. Properties Opens the Properties window. Target Account Specifies the target account for the journal entry. then posting on the source account is on the credit side. You can determine the business partners whose transactions the system should consider. Auto Reverse Automatically reverses the journal entry on the reversal date. Trans. Code Specifies the transaction code for journal entry.ABBASOFT\Local Settings\Temp\~hhB0D4. Execution Date Specifies the posting and document date of the journal entry. where you can select the required properties to be used as selection criteria.. To select or deselect all business partners.htm 7/16/2008 .

SAP Business One 2007 A . Additionally.Execution: Czech Republic. Note Note The Transaction Code field remains editable after transaction posting (for example.htm 7/16/2008 . You can then select the individual transactions that the system should consider for that partner. Slovakia SAP Business One performs journal entry posting of selected transactions. Function 1099 Editing: USA Use this function to update the 1099 values and 1099 amounts in existing A/P invoices. End of the note. End of the note. Russia. The application performs posting in local and system currencies only. the system takes appropriate local and system currency values as they are recorded.ABBASOFT\Local Settings\Temp\~hhB0D4.Selection Criteria 1099 Editing Window Object 1099 Editing . This action is not recommended because of inconsistency between transactions with a particular transaction code value and those with a re-posted amount. but with a changed transaction code. file://C:\Documents and Settings\Stephen. journal entry). Hungary. Function Control Account Reposting . a high level of inconsistency might occur if the control account reposting function is executed twice for the same transaction(s). and in A/P credit memos that are not based on A/P invoices. you can still change the transaction code value for individual posting/journal entries. More Information 1099 Editing . If control account re-posting is performed. Activities The application summarizes all selected transactions and posts a journal entry document with one item on the source and one item on the target account.Selection Criteria Use this window to specify selection criteria for the 1099 Editing: USA function.SAP Documentation Page 443 of 1289 Note Note Double-click a table row to display all transactions for a specific business partner. for foreign currency transactions. Therefore. Poland.

file://C:\Documents and Settings\Stephen.. Note Note This topic includes explanations of some of the fields and other elements in this window. Group Specify a vendor group to display only documents linked to the vendors assigned to the selected group. 1099 Forms Opens the 1099 Report – Selection Criteria window. End of the note.. Properties Opens the Properties window..SAP Documentation Page 444 of 1289 To open the window. After defining the criteria.htm 7/16/2008 .To. in which you can select the 1099 boxes to be included in the selection criteria.. choose Financials 1099 Editing .ABBASOFT\Local Settings\Temp\~hhB0D4. in which you can set additional selection criteria based on business partner properties.SAP Business One 2007 A . you can view the results in the 1099 Editing Window. More Information Properties Object 1099 Editing Window This window displays the 1099 Editing: USA results according to your defined selection criteria. where you can select the 1099 forms to be included in the selection criteria. Specify a range of vendor codes to display only documents linked to the vendors within the defined range. Selection Criteria Report Type Select one of the following display options: Open Invoices and Credit Memos Invoices and Credit Memos Not Marked as Submitted From. 1099 Boxes Opens the 1099 Boxes – Selection Criteria window. Note Note This topic includes explanations of some of the fields and other elements in this window.

Payment Date Date when the invoice was paid. 1099 Form. without making any changes in the chart of accounts. requiring customized formatting and presentation solutions.SAP Business One 2007 A . 1099 Editing Window Invoice No. Payment No. Procedure file://C:\Documents and Settings\Stephen. Posting Date Posting date of the invoice/credit memo. Number of the outgoing payment created for the invoice. 1099 Amount 1099 amount included in the payment. Change the amount if required.ABBASOFT\Local Settings\Temp\~hhB0D4. Use this procedure to build financial report templates.htm 7/16/2008 . Function Financial Report Templates Use this function to create financial report templates that you can customize for your business needs. Number of the invoice or credit memo and a link to the document. Display 1099 Vendors Only Displays only vendors that are linked to the 1099 form and 1099 box.SAP Documentation Page 445 of 1289 End of the note. Invoice Amount Total amount of the A/P invoice. 1099 Box 1099 form and box related to the document. and a link to it. You can create templates for the following reports: Balance Sheet Trial Balance Profit and Loss Statement More Information Financial Report Templates Window Procedure Creating Financial Report Templates Financial reports are presented to different parties for various purposes.

To link relevant G/L accounts to an account in the template. Specify the required account(s). Choose the report for which you want to create a template. the chart of accounts structure is displayed. select an existing one. Accounts defined as Level 5 and lower are grouped under their Level 4 parent article and displayed in the Account Category . 7.Details window appears. Define a new template or.Selection Criteria window lists the option My Balance Sheet. The Account Category . Object Financial Report Templates Window Use this window to create or edit Financial Report Templates.ABBASOFT\Local Settings\Temp\~hhB0D4. choose The Financial Report Templates window appears. Example Example If you create a template for a balance sheet and name it "My Balance Sheet". if you only need modifications. End of the example. 3. 5. End of the note. file://C:\Documents and Settings\Stephen. End of the note. Financials Financial Report Templates . or a blank page to define a new one. 6.SAP Business One 2007 A . the Template field in the Balance Sheet . double-click the account. The accounting data of the low-level accounts are reflected through the fourth-level parent article. The window displays the existing template. Add the required accounts and titles to the template and place them in the required hierarchy and order. From the SAP Business One Main Menu.Details window as fourth-level accounts. the financial report templates can only include accounts of up to four levels. Note Note Although the chart of accounts may contain accounts at more than four levels. You can remove non-relevant accounts and rearrange the others as required. Result The new template is added to the database and is available in the selection criteria of the report for which the template was created.SAP Documentation Page 446 of 1289 1. 2. Choose Update. 4. Note Note If you choose Generate Chart of Accounts Template for a new template.htm 7/16/2008 .

you can change its location to another drawer. Totals Formula calculates the subtotals from a formula you specify using the Formula option on the right. Template – Specify whether to use an existing template or to define a new one. Automatic Summary calculates the default subtotals. Note Note You can change the name and foreign name of the account for display in the report. G/L Account Location Current parent article and account location in the tree. Template Details Report – Specify whether to create the template for a balance sheet. G/L Account Details Name and foreign name of the selected account. Note Note You can change the location of the account. Transfer Accounts with Negative Sign Transfers negative accounts to a location that you specify.ABBASOFT\Local Settings\Temp\~hhB0D4. Show Missing Accounts Displays accounts that are not included in the template. Add Same— Level Acct Enables you to add a new account on the same level as the selected account. select Subtotal and specify its title in the field on the right.SAP Documentation Page 447 of 1289 To open the window.SAP Business One 2007 A .htm 7/16/2008 . or a profit and loss statement. Example Example If the account balance is negative. Group Data For Balance Sheet: Select whether to group the data from the Active side or the Passive side. End of the note. Select the account under which you want to locate the subtotal. For Profit and Loss: Subtotal displays subtotals in the report. End of the note. Add Sub-Level Acct Enables you to create an account on a level lower than that of the selected account. choose Financial Report Templates Window Financials Financial Report Templates . a trial balance. file://C:\Documents and Settings\Stephen.

Hide Accounts Hides selected accounts in the report. according to selected scenarios. End of the note. Note Note When setting up a new company. More Information Budget Scenarios .XXX) Window Object Import Budget Scenarios Window Use this window to import a budget scenario from another company database. To open the window. Budget Scenarios Use this function in budgetary reports to create a prognosis of a particular situation in the company budget. choose .Setup (Scenario .SAP Business One 2007 A . To use the function.ABBASOFT\Local Settings\Temp\~hhB0D4.XXX) Window Function Financials Budget Setup Budget . and to obtain important information on what the budgetary balance would be according to the selected scenario.htm 7/16/2008 .Setup (Scenario . there is a main scenario called the "main budget". Financials Budget Setup Budget Scenarios Import Scenario Note Note file://C:\Documents and Settings\Stephen. Each budget scenario is assigned to a particular financial period. Dummy Title Hides the selected account in the financial report. Function Budget Use this function to define budgets to relevant accounts.SAP Documentation Page 448 of 1289 End of the example. choose More Information Budget Scenarios . You cannot alter this scenario.

choose Copy Scenario.specify the target scenario to which you want to copy the original budget scenario data.htm 7/16/2008 . Choose Company – Opens the Choose Company window. Company Name – your current database and company name Original Scenario – specify the scenario you want to copy Destination Data Database Name. The list displays all budget scenarios defined in the selected company. To open the window. Destination Data Database Name. Company Name – Displays the details of the current company. Company Name – Displays the details of the selected source company. Destination Scenario – Specify the scenario to which you want to import the original scenario.Setup (Scenario .SAP Documentation Page 449 of 1289 This topic includes explanations of some of the fields and other elements in this window. Database Name.ABBASOFT\Local Settings\Temp\~hhB0D4. Import Budget Scenarios Window Original Data Specify the data of the source company. Company Name – your current database and company name. End of the note.SAP Business One 2007 A . where you select the source company. and then choose Note This topic includes explanations of some of the fields and other elements in this window. Original Scenario – Specify the budget scenario you wish to import. End of the note. Find file://C:\Documents and Settings\Stephen. Destination Scenario . Copy Budget Scenarios Window Original Data Database Name. Note Financials Budget Setup Budget Scenarios . More Information Budget Scenarios .XXX) Window Object Copy Budget Scenarios Window Use this window to copy an existing budget scenario to a new budget scenario in the present company.

SAP Business One 2007 A .Setup (Scenario . Example Example In January you use only a small portion of your budget amount. each company in SAP Business One has three common methods for budget distribution: Equal – Distributes the budget amount equally among the months of the year.htm 7/16/2008 . and so on. End of the example. Example Example In January you use the largest portion of your budget amount. in February you use a little less.Setup Window file://C:\Documents and Settings\Stephen. can be used when you increase your budget expenses over the course of the year. Descending Order – Distributes the budget amount in a descending order. [Accounts Selection Table] Specify the required accounts by selecting their rows in the X column. More Information Budget Scenarios . Ascending Order – Distributes the budget amount in an ascending order. Click the column header to choose all or no accounts.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 450 of 1289 Opens the Account – Selection Criteria window where you can define a range of accounts to be selected for the copy budget scenario procedure. can be used when you decrease your budget expenses over the course of the year. you can choose the account display level.XXX) Window Function Budget Distribution Methods Use this function to define the required distribution methods for your budget(s). Budget ). By default. More Information Budget Distribution Methods . in February you increase your expenses. and so on. In the upper right corner. End of the example. Note Note Administration System Initialization This function is not relevant if you manage an annual budget (see General Settings End of the note.

Clear Clears the definitions made in the Factor column.Setup Window Use this window to specify budget distribution methods. Factor Specify the proportion of the total to be distributed to each month.SAP Business One 2007 A . choose Financials Budget Setup Budget Distribution Methods . Method Name Specify a description of the distribution method. file://C:\Documents and Settings\Stephen. Financials Budget Setup Budget Scenarios Administration System Initialization General Settings The required budget scenario was defined in . The factor total should match the total distribution.htm 7/16/2008 . The required distribution methods were defined in Distribution Methods Procedure 1. Month A numerical representation of the month of the year. Total Specify the total value to be distributed among the months. From the SAP Business One Main Menu. Financials Budget Setup Budget Financials Budget Setup Budget .ABBASOFT\Local Settings\Temp\~hhB0D4. Budget Distribution Method – Setup Window Method Internal number automatically assigned to the distribution method.SAP Documentation Page 451 of 1289 Object Budget Distribution Methods . choose . To open the window. Set as Default Sets a distribution method as the default. Procedure Defining the Budget Prerequisites The Budget Initialization option in Budget tab is selected.

Parent Acct A percentage of this account will be the budget for the account in focus. For each account.htm 7/16/2008 . Note Note When you create a new budget that includes accounts without previous budget definition.SAP Business One 2007 A . The Budget Scenarios – Setup window appears.ABBASOFT\Local Settings\Temp\~hhB0D4. Acct Name Account code and name as defined in the chart of accounts.. enter the budget amount. To open the window.Setup (Scenario . Set the required parameters Display Accounts with no Budget Displays G/L accounts for which no budget amount has been entered. with the name of the selected scenario. 4. file://C:\Documents and Settings\Stephen. choose Financials Budget Setup in the Budget Scenario Definition window and choose OK. More Information Budget Object Budget Scenarios . select the option Display accounts with no budget. % Percentage of the parent account amount. Choose OK. 2. End of the note. Acct No. the rate can exceed 100%. percentage. Choose the scenario on which to base the budget and select the G/L accounts to be included. Note Note Since the amount in the parent account is not divided between the child accounts.XXX) Window Use this window to specify a budget according to a specific budget scenario. Result The budget is defined for the selected accounts and you can make an analysis by comparing the defined budget with the actual business activity. the window does not display any accounts.SAP Documentation Page 452 of 1289 The Budget Scenario Definition window appears. In this case. Budget Scenarios – Setup (Scenario – XXX) Window Budget . 3. and distribution method.

Report Background Profit Centers and Distribution Rules A profit center is a company unit or division that performs a specific business function. Budget calculation is always performed against the debit side.related information. Generating the respective reports provides you with important cost. Define New – Opens the Budget Distribution Method window where you can define new budget distribution methods. and the amount assigned to each month decreases as the year progresses. Actual Actual amount in this account based on its journal entries. decide that the budget is distributed among two months only. and only a small part is used during the first months. Manual – Enables you to manually specify how the budget is distributed among the different months. You can. for example. The Cost Accounting functionality in SAP Business One enables you to define sets of profit centers and distribution rules that are updated automatically on a regular basis.ABBASOFT\Local Settings\Temp\~hhB0D4. Credit Budget amount for incoming payment accounts. many businesses perform cost analyses that measure the profitability of each of their business activities or departments.htm 7/16/2008 . More Information Define Profit Centers Define Distribution Rules Table of Profit Centers and Distribution Rules Profit Center . file://C:\Documents and Settings\Stephen. for reporting purposes only.SAP Business One 2007 A . Debit Budget amount in local currency. Method Specify the required method according to which the budget is distributed over months: Equal – The budget amount is distributed equally among 12 months. Ascending Order – The budget is distributed in such a way that most of it is dedicated to the last months. Component Cost Accounting In addition to their regular bookkeeping. Descending Series – The budget is distributed in such a way that most of it is dedicated to the first months of the year.SAP Documentation Page 453 of 1289 End of the note.

you can define an indirect distribution rule. End of the note. The default values of the rule are: direct debit. the costs are written to the zero profit center. you can assign the costs to a "zero profit center" and then distribute them by running reports and evaluations at regular intervals.ABBASOFT\Local Settings\Temp\~hhB0D4. When it is not possible to determine the profit center to which to assign the costs and revenues.Setup Window Profit Centers and Distribution Rules Procedure Reallocating Costs/Revenues Between Profit Centers Procedure 1. and is used to consolidate the expenditures and revenues resulting from the ongoing activity of the specific organizational unit. 2. When you create a profit center.htm 7/16/2008 . If it is not practical or possible to distribute indirect costs as soon as they are incurred. enter a debit posting for the amount required and for the account affected by the transaction. This distribution rule cannot be changed.SAP Business One 2007 A . Function Profit Centers A profit center is a company unit or division that performs a specific business function. Note A distribution rule is automatically created for each profit center you create. and by which time the distribution key has been defined. SAP Business One automatically defines a distribution rule with the same name and code as the profit center. More Information Profit Centers . and factor 100 for a total value of 100. choose Note Financials Cost Accounting Profit Centers . Example Example If the distribution key is unknown when the costs are incurred. To define profit centers. In the first line. such as manufacturing specific products or providing a specific service. file://C:\Documents and Settings\Stephen. At the end of a predefined period. you define a direct distribution rule. End of the example. Enter profit center A in this line. all costs collected on this profit center are allocated to the appropriate profit centers using the distribution key.SAP Documentation Page 454 of 1289 For costs and revenues that can be assigned directly to a profit center. The profit center you define here represents the respective division or department. Create a new accounting document with two line items.

Choose OK. 3. Procedure Assigning Profit Centers for Revenue and COGS Accounts When you create a marketing document that involves revenue and cost of goods sold accounts (such as a delivery. In the second line. When you create the accounting document. In the COGS Profit Center field. 3. Choose OK. and A/R credit memo). 4. Choose Form Settings Document Table . A/R invoice + payment. Choose OK. 2. Select the Visible and Active options for the Profit Center and COGS Profit Center columns. The application adds the Profit Center and COGS Profit Center columns to the Contents tab of the marketing document. You have prepared the relevant marketing document. Financials Cost Accounting Profit Centers 2. Procedure 1.SAP Business One 2007 A . assign the required profit center for the cost of goods sold account. Enter profit center B in this line. 5. 4. assign the required profit center for the revenue account. A system message appears asking whether you want to apply your selections to the document rows. the transactions are: Posted to the default revenue and cost of goods sold accounts Allocated to the profit centers that were linked to these accounts via the Chart of Accounts The following procedure explains how to link different profit centers to the revenue and cost of goods sold accounts at the document and/or row level. but have not yet added it to the database. 5.SAP Documentation Page 455 of 1289 3. return. To assign profit center(s) at the document level: 1. enter a credit posting for the same amount for the account. Prerequisites You have defined the required profit centers in . A/R invoice. In the Profit Center field. the amount in question is reallocated. To assign profit center(s) at the row level: file://C:\Documents and Settings\Stephen.htm 7/16/2008 . Open the Form Settings window of the relevant marketing document and go to the Table Format tab.ABBASOFT\Local Settings\Temp\~hhB0D4.

Place the cursor in the Profit Center field in the item row and insert the required profit center for the revenue account. Result The application displays the selected profit centers in the Profit Center and COGS Profit Center columns in the marketing document you created. 6.Setup Window Use this window to define profit centers in your company. To open the window. When the document is completed. choose Note Financials Cost Accounting Profit Centers . Profit Centers – Setup Window file://C:\Documents and Settings\Stephen.SAP Documentation Page 456 of 1289 1. The selected profit centers are linked to the amounts posted to the revenue and cost of goods sold accounts as a result of creating the document. 2. End of the note. Note This topic includes explanations of some of the fields and other elements in this window.SAP Business One 2007 A .htm 7/16/2008 . Note Note If a COGS profit center is not defined.ABBASOFT\Local Settings\Temp\~hhB0D4. at both the document and row levels. End of the note. you can first assign profit centers at the document level and then assign profit centers to the exceptional rows. More Information Cost Accounting Object Profit Centers . End of the note. the profit center defined for the revenue account is assigned automatically to the cost of goods sold account. choose Add. Note Note If most of the document rows have the same profit centers. These amounts are reflected in the Profit Center Report. Place the cursor in the COGS Profit Center field in the item row and insert the required profit center for the cost of goods sold account.

ABBASOFT\Local Settings\Temp\~hhB0D4. you need to link the distribution rules to the respective expenditure and sales G/L accounts of the business. and the company management wants to know which category is most profitable. you can assign the distribution rules to the appropriate expense accounts and revenue accounts.Setup Window Assigning Distribution Rules to G/L Accounts Procedure Changing the Distribution Rule in an Accounting Document file://C:\Documents and Settings\Stephen. Open Table Opens the Table of Profit Centers and Distribution Rules window. The products are divided among three different categories. the amount of each accounting transaction that is posted to these accounts is recorded in the respective profit centers. To activate the cost accounting functionality. Example Example To distribute the indirect costs incurred by rent you could specify what portion of the total rented space a specific profit center uses. To achieve this. and the other used only 50 square yards. You can assign to each profit center a sort code that represents the relevant product category.htm 7/16/2008 . for selection by future reports and analyses. End of the example.SAP Documentation Page 457 of 1289 Profit Center Specify a code or short description of the profit center. Another way of defining such a distribution key would involve expressing the number of employees belonging to a profit center as a proportion of the total head count in the company. More Information Distribution Rules . End of the example. If one store used 150 square yards of the total rented floor space of 200 square yards. for each of which you defined a profit center. Sort Code Specify a sort code for the profit center. thus containing information regarding the portion of the costs or revenues to be allocated to each individual profit center. Function Distribution Rules A distribution rule is used to allocate direct and indirect costs and revenues to one or more profit centers. Example Example A company manufactures 10 different products. you could distribute the costs incurred by rent and professional cleaning services proportionately among the stores on the basis of the space they occupy.SAP Business One 2007 A . As a result. Generating the Profit Center report summarized by sort code provides the answer.

The system will then use the distribution rule defined for this account (in the Costing Code field of the document).SAP Business One 2007 A . 3. In such a case. Choose the field in question and in the displayed drop-down list. Procedure 1. if you have some cleaning work done that also involves renovation. The expenses or revenues in this accounting document will now be posted using the changed distribution rule. for example. you might want to post the costs to your usual cleaning costs account. Procedure Displaying and Editing a Distribution Rule Procedure You can only display (not change) a direct distribution rule that was generated automatically by the system for a profit center. but to a different profit center. you may want to post to a different profit center than the one proposed by the system. You can change other distribution rules. you may have to use a different profit center than usual for a transaction. including indirect distribution rules. if a store other than the usual one has sold a product. You see the distribution rule or profit center in the Profit Center field. At times. 3. the distribution rule/profit center defined for the account is also included in the accounting document. file://C:\Documents and Settings\Stephen. For example. This triggers the posting in Cost Accounting. 2. you would need to change the distribution rule or profit center specified in the accounting document.SAP Documentation Page 458 of 1289 If you use an accounting document to make a posting to an account. You can use the Tab key to generate a list of the distribution rules or profit centers defined in the system. In the Costing Code field. select the entry you require. Based on information from the sold or purchased item or service. Display the row information of the accounting document in question. Select a different account for the invoice in this window by entering a different account number in the Account Number field for the invoice item in question. Go to Line Details information for the invoice in question to change the profit center in one particular invoice. Procedure 1. At times.ABBASOFT\Local Settings\Temp\~hhB0D4. If a distribution rule or profit center with direct distribution has been defined for this account. the system writes this account automatically to the invoice.htm 7/16/2008 . Procedure Changing the Distribution Rule in an Invoice Each row in an invoice represents a posting to an expense or revenue account (depending on whether the invoice is an incoming or outgoing invoice). select a distribution rule or profit center other than the one proposed by the system. Select a different distribution rule or profit center for the transaction in the Profit Center field. 2. then credit or debit posting is also made to the relevant profit center(s).

3. Cost Accounting Define Distribution Rules 2. you can add new profit centers to a distribution rule.SAP Documentation Page 459 of 1289 1. The Direct Debit distribution rule is used for allocating amounts that are directly related to specific profit center. or change the factors used to allocate costs and revenues. The distribution rule used in this case is Indirect Debit.SAP Business One 2007 A . such as raw material expenses for a production division. Value file://C:\Documents and Settings\Stephen. From the SAP Business One Main Menu. Center Name Specify the code of the profit center. each of which is a profit center. specify the date from which you want the distribution rule to be activated. Distribution Rules – Setup Window Total Specify the reference value to be used for defining factors. Effective from For reporting purposes. End of the note. Object Distribution Rules . For example.htm 7/16/2008 . choose . Since the company cannot calculate the exact amount of electricity consumed by each department. End of the example. Choose Update to save your changes.Setup Window Use this window to specify and view distribution rules.ABBASOFT\Local Settings\Temp\~hhB0D4. Example Example A company consists of four departments. choose Note Financials Cost Accounting Distribution Rules . the global amount is distributed among the departments according to each department's office size. The electricity bill covers the consumption of the entire company for a defined period. use the search functions to find the required distribution rule. Note This topic includes explanations of some of the fields and other elements in this window. as it is impossible to relate a specific amount of the electricity bill directly to a specific department. In Search mode. Center Code. To open the window. Direct Debit Specify whether the allocation of amounts based on this distribution rule is done directly or indirectly. You can change an indirect distribution rule.

cookies.cookies 30 % . Table Total Total of all values entered in the table.chocolate 40 % . SAP Business One automatically allocates the difference to the zero profit center (Centr_z). you can allocate all costs from the zero profit center using the appropriate distribution key. leave the default total value (100) unchanged. between 01. Note Note If the values you enter in the table do not add up to the total value.20xx and 28. More Information Distribution Rule History Function Distribution Rule History This window gives an overview of the changes made to a specific distribution rule.20xx) the sugar consumption of the factory is distributed among the three profit centers as follows: 30 % .08. Distribution Rule History Displays the Distribution Rule History window. you can allocate the expenses and revenues from the zero profit center to the appropriate profit centers. which provides an overview of the changes made to the specific distribution rule.SAP Business One 2007 A . and ice cream. and the sugar consumption is distributed as follows: 40 % . and enter the percentages for the individual profit centers as whole numbers in the table. At the end of the period. In the spring and summer periods (01.03. If you want to distribute costs and revenues as percentages. At the end of a predefined period.ice cream However. which is not necessarily the same as the total value specified in the Total field above. End of the note. The changes are displayed according to the Effective From value.cookies file://C:\Documents and Settings\Stephen.02.20xx 31.SAP Documentation Page 460 of 1289 Specify the portion of the costs or revenue to be debited from/credited to the profit center. Example Example A sweets factory produces chocolate. the factory does not produce ice cream. If you do not know the distribution key when the expenses and revenues are incurred. you can use the zero profit center.ABBASOFT\Local Settings\Temp\~hhB0D4.20xx.09.htm 7/16/2008 .

SAP Documentation Page 461 of 1289 60 % .the column Distr. Features In all places listed below the distribution rule can be changed at any time (before and after the transaction/document is added) unless otherwise is written.htm 7/16/2008 . you need to assign to these G/L accounts a distribution rule. Rule column from the Form Settings . This might be required in the following cases: You have assigned to the G/L accounts that are involved in the transaction/series of transactions/document a default distribution rule.ABBASOFT\Local Settings\Temp\~hhB0D4. file://C:\Documents and Settings\Stephen.chocolate After the first year the Distribution Rule History window displays the following rows: Effective From 01. Journal Vouchers . Recurring Postings .Setup window (Administration Setup Freight the Distr.SAP Business One 2007 A .the same behavior described for Posting Templates applies on Recurring Postings function. End of the example. Use the last option to assign the same distribution rule to all of the journal entry rows. Background Centr_z Chocolate_PC Cookies_PC 30 30 60 40 Ice Cream_PC 40 Where can I specify one time distribution rule? Following are listed the transactions and documents in the application where you can assign distribution rule to G/L accounts that are involved in a specific transaction/series of transactions/document. but for the specific transaction/document you need to assign different distribution rule. Rule column enables you to specify the required distribution rule for each freight item defined. or by updating the Profit Center field in the Form Settings .09.Journal Entry window -> Table Format tab.the same behavior described for Journal Entry applies on the Journal Voucher Entry window Posting Templates . To do so. by adding the Distr. select the Distr. You haven't assigned default distribution rule to the G/L accounts involved in the specific document/transaction. Financial Module Journal Entry .the field Distr. but for the specific transaction/series of transactions/document.03.Journal Entry window-> Document tab -> Table sub tab. It can be accessed either when working with the expended editing mode. Assign to each row the required distribution rule.20xx . Rule is displayed by default in the Posting Templates window. Journal entries that are created based on this posting template will be recorded automatically in the profit centers of the distribution rules specified in the posting template.20xx 01. Freight In the Freight . Rule is active on the row level.

specify the distribution rule required for each freight.you can specify a distribution rule for each document row. Sales Documents Note Note The following functionality is relevant only for companies who run perpetual inventory accounting system. open the Form Setting window of the document. Then. open the Freight Charges window from the relevant document. The amount posted to the Inventory account defined for the item is recorded to profit center(s) according to the specified distribution rule. Rule. End of the note. either in row level or document level. Inventory Revaluation . End of the note. and Stock Posting . Rule column from the Form Settings . The column Distr.SAP Business One 2007 A . and Inventory Transfer. Rule.Freight Charges window.you can specify distribution rule to each row in the Recommendation Report file://C:\Documents and Settings\Stephen. Freight 2 Distr. and select the required distribution rule for each freight row. add the column COGS Profit Center to the document window. Now specify the required distribution rule. by selecting the required distribution rule in the Distr. you can specify distribution rule for Cost of Goods Sold account. In sales documents of type Item.in Goods Receipt. choose the Document tab. To do so. Rule. Specify the required distribution rule in the COGS Profit Center field. To specify distribution rule in row level. it is possible to assign distribution rule to each item row. in the row level and in the document level. Inventory Module Inventory Documents . The distribution rule you specify is used by default whenever the specific freight is used.when inserting initial quantities or generating stock posting. Rule column. by selecting it from the Form Settings window of the document. Rule is added to the document table. and Freight 3 Distr. and then the Table tab. is used by default. Note Note If you do not specify any distribution rule for COGS account while creating the document. Rule column. a distribution rule for each freight item used (up to three freight items in one row).ABBASOFT\Local Settings\Temp\~hhB0D4. the distribution rule (if defined) for the COGS account in Chart of Accounts. Then specify distribution rule for the Cost of Goods Sold account for the whole document.htm 7/16/2008 . open the Form Setting window of the relevant inventory document. the option Distr. Payment Wizard . Rule. Banking Module Incoming and Outgoing Payments .SAP Documentation Page 462 of 1289 Rule column in the Form Settings . Rule column. To specify distribution rule for freight in the document level. select the Distr. Do it by selecting from the Form settings window of the relevant document the column(s) Freight 1 Distr.Freight . Inventory Tracking. you can specify distribution rule to each document row. by specifying the relevant distribution rule in the Distr. Goods Issue. and select in the Table Format tab. Initial Quantities.you can specify for each item row the required distribution rule in the Distr. In all purchasing and sales documents you can specify.Setup window.

SAP Documentation Page 463 of 1289 Function Table of Profit Centers and Distribution Rules Use this window to get an overview of the profit centers and distribution rules defined in SAP Business One. Table of Profit Centers and Distribution Rules Window Use this window to get an overview of the profit centers and distribution rules defined in SAP Business One.Setup window. New Profit Center Opens the Profit Centers . Additional columns All profit centers defined in the system. If the rule is for a profit center. choose Distribution Rules More Information Table of Profit Centers and Distribution Rules Window Object Financials Cost Accounting Table of Profit Centers and . To open the window. it has the same name as the profit center and you cannot make any changes to it. More Information Table of Profit Centers and Distribution Rules Function Profit Center Report file://C:\Documents and Settings\Stephen. Total Total value of each distribution rule.SAP Business One 2007 A . the value in this column is 0. Financials Cost Accounting Table of Profit Centers and Table of Profit Centers and Distribution Rules Factor/PC Lists the distribution rules. Centr_Z Portion allocated to the zero profit center. To open the window. If the total value is allocated in its entirety to individual profit centers. New Distribution Rule Opens the Distribution Rules .htm 7/16/2008 . choose Distribution Rules .Setup window.ABBASOFT\Local Settings\Temp\~hhB0D4. The appropriate distribution key for distributing costs among the profit centers is displayed for each distribution rule.

SAP Business One 2007 A . posting dates and document dates to restrict the transactions in the report. End of the note. choose Financials Cost Accounting Profit Center Report .. Specify ranges of due dates.. Due Date From....... To open the window.Selection Criteria Use this window to specify selection criteria for the Profit Center Report.. Selection Criteria Profit Center From... More Information Profit Center Report . Summary by Sort Code Displays a summary for each sort code in the report. The report can then include only profit centers with the selected sort codes.. Note Note file://C:\Documents and Settings\Stephen..To..To. After defining the report.ABBASOFT\Local Settings\Temp\~hhB0D4. Sort Code From.SAP Documentation Page 464 of 1289 Use this report to analyze the financial situation of a profit center in detail. Specify a range of sort codes. Document Date From. You can display all of the expenses and revenues that were credited to or debited from the profit center.To.To.Selection Criteria Profit Center Report Window Object Profit Center Report .. Posting Date From.To. Object Profit Center Report Window This window displays the Profit Center Report according to your selection criteria.... Specify a range of profit centers to include in the report... Note Note When selecting Months you can choose to display the report by posting date or by value date..htm 7/16/2008 .. or filter the information by selection criteria. you can view it in the Profit Center Report Window. Summary of Specify how to summarize the report.

End of the example. Example Example IN is displayed for a transaction created by an A/R invoice. from the SAP Business One Main Menu.No. G/L Accounts Revaluation: Chile and Mexico file://C:\Documents and Settings\Stephen.SAP Documentation Page 465 of 1289 This topic includes explanations of some of the fields and other elements in this window. Origin Transaction number and origin type of the transaction. End of the note. Total Total amount for each row. divided into expenses and revenues. and inventory.ABBASOFT\Local Settings\Temp\~hhB0D4. Function Revaluation The revaluation functions enable you to update values of G/L account balances. Note Note Only available when the selected Summary of option is Linked Accounts.htm 7/16/2008 . Indirect Allocation Amounts referring to indirect allocation. Profit Center Report Window Trans. divided into expenses and revenues. choose More Information G/L Account Revaluation Cost of Sale Revaluation Inventory Revaluation Wizard Function Financials Revaluation . End of the note. cost of sale account balances. Direct Allocation Amounts referring to direct allocation. To perform revaluation.SAP Business One 2007 A .

make sure you entered the correct values for the revaluation period. and automatically creates the required posting for the revaluation. To perform G/L account revaluation choose . you have updated the prices in that price list.htm 7/16/2008 . To perform revaluation for cost of sale accounts. Guatemala & Mexico Cost of Sale Revaluation Wizard Function Inventory Revaluation Wizard: Mexico and Chile Inventory revaluation is the first step in the revaluation process performed by SAP Business One.ABBASOFT\Local Settings\Temp\~hhB0D4. You cannot use this wizard if you manage your inventory according to the standard price method. Financials Revaluation Cost of Sale More Information Revaluation: Chile. More Information Revaluation: Chile. Prerequisites Your company runs a perpetual inventory system. observing revaluation recommendations. To perform inventory revaluation according to a specific price list in SAP Business One. choose Financials Revaluation Inventory Revaluation Wizard file://C:\Documents and Settings\Stephen. and valuates inventory by the moving average method or by the FIFO method. Costa Rica. Activities To perform inventory revaluation. and performing the revaluation. You have entered values in the index table: Since the revaluation process is based on the Index values. The Inventory Revaluation Wizard guides you through the multistep process of defining the required parameters for inventory revaluation.SAP Business One 2007 A .SAP Documentation Page 466 of 1289 This wizard guides you through the revaluation of G/L accounts defined in SAP Business One. choose Revaluation . the revaluation fails. Guatemala & Mexico G/L Accounts Revaluation Wizard Function Financials Revaluation G/L Accounts Revaluation Cost of Sale Revaluation: Mexico This wizard guides you in defining the necessary parameters for revaluating the cost of sale in SAP Business One. If there is no price defined for an item. Costa Rica.

Costa Rica.SAP Documentation Page 467 of 1289 . More Information Revaluation: Chile. More Information G/L Accounts and Business Partners General Ledger Aging Transaction Journal Report Transaction Report by Projects Document Journal 1099 Report: USA Tax Financial Reports Accounting .htm 7/16/2008 .ABBASOFT\Local Settings\Temp\~hhB0D4. The reports comprise the following main categories: Financial Accounting Comparison Budget Setup Function Accounting The Accounting Reports folder contains: Reports that provide an overview of the objects and data in your accounts Tax reports that you must submit to the tax authorities To access these reports. Alternatively. and follow the instructions for each step. choose Financials access them from the Reports module. Guatemala & Mexico Function Financial Reports This menu option includes all reports pertaining to the analysis of the financial and accounting activities of the company. file://C:\Documents and Settings\Stephen.SAP Business One 2007 A .

htm 7/16/2008 . End of the note. open it from the Reports module. Note This topic includes explanations of some of the fields and other elements in this window.SAP Documentation Page 468 of 1289 Object G/L Accounts and Business Partners This report enables you to generate a list of G/L accounts and/or business partners. options related to G/L account selection criteria are not available. End of the note. Note Note When not selected. Customer Group. Vendor Group Specify the group from which to display business partners. Alternatively. Display Leads Report includes business partners defined as leads. file://C:\Documents and Settings\Stephen. G/L Accounts Includes G/L accounts in the report. Properties Opens the Properties window where you select the required properties. choose None in the Vendor Group field. Your choices appear in the adjoining field. To access the report. End of the note. other options pertaining to business partner selection criteria are not available. Use this window to specify selection criteria for the report. Example Example To display only customers.ABBASOFT\Local Settings\Temp\~hhB0D4. Note Note When not selected. Selection Criteria BP Displays business partners in the report. choose Business Partners Note Financials Financial Reports Accounting G/L Accounts and .SAP Business One 2007 A . End of the example.

Account Indicates accounts selected to appear in the report. Note Note The following fields appear only if you have selected Use Segmentation Accounts for the company (see Administration System Initialization only Code From. Clear the X from a row to deselect the account.To appears.. If not. file://C:\Documents and Settings\Stephen. More Information G/L Accounts and Business Partners Object Find G/L Accounts Use this window to find G/L accounts according to several parameters and search criteria. More Information Find G/L Accounts Window Properties G/L Accounts and Business Partners Window Object G/L Accounts Use this window to select the G/L accounts you want to specify in the G/L Accounts and Business Partners Selection Criteria window. Company Details Basic Initialization ). respectively.SAP Business One 2007 A .SAP Documentation Page 469 of 1289 Find Opens the Find G/L Accounts window where you select G/L accounts for the report. Selecting Level 1 displays the account titles on the highest level. Note Note A selected row includes all accounts appearing under the title. in the table. End of the note. [Level] Select the level of the accounts to display in the table. Click the X in the column header to select or clear all accounts or selections..ABBASOFT\Local Settings\Temp\~hhB0D4. X.htm 7/16/2008 .

More Information G/L Accounts and Business Partners Segment Codes ... Code From. open it from the Reports module.To. and group for each account in a combined list of G/L accounts and business partners.Selection Criteria Object G/L Accounts and Business Partners Window This window displays the G/L Accounts and Business Partners report according to your defined selection criteria.. number. and departments in which this account code exists.SAP Documentation Page 470 of 1289 End of the note. or respective account foreign currency. Object General Ledger This report enables you to generate a list of journal entries posted to the company database according to various criteria. G/L Accounts/BP Displays the name. To open the window. Specify the account code..Selection Criteria window. Use this window to specify selection criteria for the report. Find G/L Accounts By Segmentation Lets you specify search criteria according to the account segmentation.. BP Displays the list of business partners. Division..ABBASOFT\Local Settings\Temp\~hhB0D4. to view all the divisions. file://C:\Documents and Settings\Stephen.To.. Natural Account From. Region. By G/L Account. Alternatively. Department Opens the Segment Codes . where you can choose which division. choose Financials Financial Reports Accounting General Ledger . system currency.. regions. region or department to include in the account selection. Specify a range of account codes as a search criteria.SAP Business One 2007 A .htm 7/16/2008 . G/L Accounts and Business Partners Window G/L Accounts Displays only the list of G/L accounts. Display Currency Specify whether to display the balance in the local currency.

G/L Accounts Includes G/L accounts in the report. Properties Opens the Properties window. choose None in the Vendor Group field.htm 7/16/2008 . other fields pertaining to business partner selection criteria are not displayed. Vendor Group Enables you to include business partners from a specific group. Customer Group. Selection Criteria Business Partner Displays business partners in the report. Note Note If not selected. End of the note. file://C:\Documents and Settings\Stephen. Selecting Level 1 displays the account titles on the highest level. where you specify G/L accounts for the report. Note Note This topic includes explanations of some of the fields and other elements in this window.ABBASOFT\Local Settings\Temp\~hhB0D4. where you select the required properties. Find Opens the G/L Accounts window. you can view it in the General Ledger window. Level Select the level of the accounts displayed in the table. Your choices appear in the adjoining field. Note Note If not selected. Note Note To display only customers. End of the note.SAP Business One 2007 A . End of the note. other fields related to G/L account selection criteria are not displayed. Note Note A selected row includes all accounts appearing under the title. divided between customers and vendors. End of the note.SAP Documentation Page 471 of 1289 After defining the report.

(Period 13) selected. If Posting Date is not selected. where you define additional parameters for the transactions to be included in the general ledger report.. SAP Business One calculates opening balance as follows: If Posting Date is one selected option. Due Date From.SAP Documentation Page 472 of 1289 End of the note. If you specified more than one date range. Display OB for Periods Displays the balance of the business partners and accounts.. Page Prints the transactions related to each account on a separate page..To..SAP Business One 2007 A .... all transactions with document date earlier than the date defined in Document Date From are included.. Print Each Account on Sep.. clear the X from its row. Document Date From. Posting Date From.ABBASOFT\Local Settings\Temp\~hhB0D4. all transactions with posting date earlier than the date defined in Posting Date From are included..htm 7/16/2008 ..To. Specify the date type by which to define the transaction range for the report. Otherwise. Print Directly to Printer Prints the report without displaying it on the screen. End of the caution. file://C:\Documents and Settings\Stephen. click the X in the column header. You can: Use more than one date range Specify a specific financial period Expanded Opens the Expanded Selection Criteria window. Level Indicates accounts selected to appear in the report.To.. Trans. To select/clear all accounts/selections in the table... Foreign Names The report displays the foreign names defined for business partners and accounts. Order Acct By Chart of Accounts Report displays accounts in the same order as in the Chart of Accounts window. the transactions are printed successively. Ignore Adjustments Report excludes transactions with Adj. Caution Caution The calculation of the opening balance is determined by the date range specified for the report. Display Postings Summary Includes a summary of the postings displayed in the bottom line of the report. as calculated for the day before the first day in the date range defined for the report. To deselect an account.

End of the note. according to the selection criteria Unreconciled – All unreconciled postings Reconciled only – Only reconciled postings Unreconciled Externally – Only postings that are not reconciled externally (relevant mostly for bank accounts) Reconciled externally – Only postings that are reconciled externally Hide Zero Balanced Acct Excludes zero balanced accounts from the report.SAP Documentation Page 473 of 1289 Display Choose the transactions to display in the report: All Postings – All postings found.ABBASOFT\Local Settings\Temp\~hhB0D4. Note Note Available only if Hide Zero Balanced Acct is not selected. Hide Acct with no Postings Report excludes accounts with no postings. specify: Required field Order Summarize or not Revaluation Opens the Revaluation Selection Criteria window where you can specify how to revaluate report results. specify what is to be sorted. In each row. End of the note. Sort and Summarize Enables you to specify sorting criteria for displaying the report on the screen: In the field below. define up to three levels of sort.htm 7/16/2008 . In the table. Note Note The revaluation is for display purposes only and does not affect the postings values. More Information Properties G/L Accounts file://C:\Documents and Settings\Stephen.SAP Business One 2007 A .

open it from the Reports module. choose Financials Financial Reports Accounting General Ledger . and in the Expanded Selection Criteria window. choose Expanded. Expanded Selection Criteria Original Journal Document and transaction types by which journal entries are created in SAP Business One. open it from the Reports module.. file://C:\Documents and Settings\Stephen. To open the window.SAP Documentation Page 474 of 1289 Expanded Selection Criteria Revaluation Selection Criteria Object Expanded Selection Criteria This window appears when you specify selection criteria for the General Ledger.SAP Business One 2007 A . select the respective ones.To. In the General Ledger – Selection Criteria window. Note Note This topic includes explanations of some of the fields and other elements in this window.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Financials Financial Reports Accounting General Ledger .htm 7/16/2008 . Alternatively. and specify the required range in the respective From. Clear Sel. Parameters Select the parameters you want to apply to optimize the range of transactions to display in the General Ledger report. then.. Alternatively. in the General Ledger – Selection Criteria window. choose Expanded.. More Information Series Selection Object Series Selection This window appears when you specify selection criteria for the General Ledger. choose Series. Clears all selections made in this window. Series Opens the Series Selection window where you can choose to view only journal entries related to specific numbering series. fields. To access the window. To display in the report only journal entries created by specific documents or transaction types.

Series Selection Document No description Series Numbering series defined in the Document Numbering window for documents available in the Expanded Selection Criteria window. In the General Ledger – Selection Criteria window choose Revaluation. Select whether to revaluate multi-currency G/L accounts or business partners by local currency or by system currency. Average Rate from Interval (in Days) Specify the number of days for calculating an average rate in case an exchange rate was not defined for a specific date. FC Tab Currency Choose the currency to which you want to revaluate. open it from the Reports module. End of the note.htm 7/16/2008 . choose Financials Financials Reports Accounting General Ledger.SAP Business One 2007 A . Revaluate Multi-Currency G/L Account/BP Multi-currency accounts and business partners must have their values converted to one currency before they can be revaluated. Object Revaluation . Note Note This topic includes explanations of some of the fields and other elements in this window. file://C:\Documents and Settings\Stephen. enter the required fixed rate. or according to Fixed Rate. if it is different from the rate defined in the Define Foreign Currency Exchange Rates window. Revaluation Method Choose whether to calculate the revaluation according to the rate defined in the Posting Date or Due Date of the transaction. Alternatively.ABBASOFT\Local Settings\Temp\~hhB0D4. To open the window.SAP Documentation Page 475 of 1289 End of the note. Refer to Rates in Posting (Journal Entry) Select this check box to use the rate defined in the journal entries. If you choose the last option.Selection Criteria Use this window to specify selection criteria for the Revaluation report.

In the General Ledger – Selection Criteria window.SAP Documentation Page 476 of 1289 Index Tab To Choose the required month and year of the index. Financials Financial Reports Accounting 2. Revaluation Method Choose whether to calculate the revaluation according to the index defined for the Posting Date or the Due Date of the transaction. For more information.ABBASOFT\Local Settings\Temp\~hhB0D4. 3. 4. file://C:\Documents and Settings\Stephen.SAP Business One 2007 A . To run the report. In the General Ledger – Selection Criteria window.htm 7/16/2008 . 4. select the desired control accounts. Procedure 1. Change this value if required. you can summarize the transactions posted on the control accounts. 3. To run the report. Financials Financial Reports Accounting 2. choose General Ledger . Procedure 1. select the BP checkbox and specify the selection criteria for the report. From the SAP Business One Main Menu. If you want to summarize the transactions per control account. If required. From the SAP Business One Main Menu. see General Ledger. select the Accounts checkbox and specify the selection criteria for the report. choose OK. Procedure Summarizing Control Accounts in the General Ledger Report In the General Ledger report (G/L view). More Information General Ledger Procedure Selecting Control Accounts in the General Ledger Report (BP View) In the General Ledger report (BP view). you can select the transactions per control account. choose OK. select the Summarize Control Accounts option. choose General Ledger . see General Ledger. Value Displays the index defined for the chosen month and year. For more information.

recorded cumulatively with each posting. Due Date Posting date and due date of the accounting document. Deb. Doc. Credit postings are in green and placed in brackets. No. General Ledger Window Posting Date. No. you can print the totals per control account for each business partner and a summary of the control accounts at the end of the report. Procedure Printing Totals by Control Account in the General Ledger Report (BP View) In the General Ledger report (BP view). Procedure file://C:\Documents and Settings\Stephen. End of the example. Number of the document that created the transaction and its original journal entry (IN for A/R Invoice. RC for Incoming Payments./Cred. Series Numbering series assigned to the displayed journal entry. Remarks Text entered in the Remarks field in the journal entry. the cash fund account is displayed.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 477 of 1289 5.(LC) Posting amounts in local currency. SAP Business One creates a general ledger report that displays only the selected accounts and prints only the totals for the control accounts. To print the report. in the national currency. Number of the journal entry.htm 7/16/2008 . Trans. choose Result Print General Ledger .SAP Business One 2007 A . Offset Acct Offsetting account from the journal entry. and so on). Balance (LC) Account balance. Object General Ledger Window This window displays the General Ledger report according to your defined selection criteria. Example Example In a journal entry created by an incoming payment.

Click Set as Default and Cancel. create them from the Reports module. To print the report. From the SAP Business One Main Menu. For more information. choose General Ledger . Print Expand Ledger . To create aging reports. 3. as well as the age of each customer receivable. To run the report. Financials Financial Reports Accounting 2. 4. Alternatively. choose Financials Financial Reports Accounting Aging. It analyzes customer receivables owed to you by your customers. Choose Result SAP Business One creates a report that displays the transactions with totals per control account for each business partner and a summary by control account at the end of the report. 6. customer receivables are sorted according to their age. file://C:\Documents and Settings\Stephen. Function Print Layout Designer (Print Layout Designer) Expand Ledger . and the age of unpaid liabilities to the vendors of the company. choose OK.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A .htm 7/16/2008 . In the General Ledger – Selection Criteria window. select BP and specify the selection criteria for the report. Aging The aging reports give you a general or detailed overview of the age of unpaid customer debts.SAP Documentation Page 478 of 1289 1. More Information Customer Receivables Aging Vendor Liabilities Aging Customer Receivables Aging Use This report contains information about the number of open receivables for a customer. In this report. see General Ledger. You can load the report results to Microsoft Word and automatically create standard letters that contain information about a customer’s account status. choose General Ledger by Control Account 5.

Use this window to specify selection criteria for the Customer Receivables Aging report. Alternatively. To open the window. To access the window from the SAP Business One Main Menu. sorted by age.SAP Business One 2007 A . See also: Customer Receivables Aging – Selection Criteria Customer Receivables Aging Report Object Customer Receivables Aging This report lists all open customer receivables. choose one of the following: Business Partners Business Partner Reports Aging Customer Receivables Aging Financials Financial Reports Accounting Aging Customer Receivables Aging Alternatively. open it from the Reports module. you can also print the selection criteria on a separate page.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Documentation Page 479 of 1289 When you print the report. Note Note When you print the report. Note Note This topic includes explanations of some of the fields and other elements in this window. file://C:\Documents and Settings\Stephen. End of the note. and provides an analysis of each customer receivable owed to you. End of the note. choose Sales – A/R ? Sales Reports ? Customer Receivables Aging.htm 7/16/2008 . You can load the report results to Microsoft Word and automatically create standard letters with information about a customer’s account status. you can print the selection criteria on a separate page. choose Reports ? Sales and Purchasing ? Customer Receivables Aging.

choose Aging Customer Receivables Aging . Display Customers with Zero Balance Includes customers with a zero balance in the report. In the Customer Receivables Aging – Selection Criteria window.SAP Documentation Page 480 of 1289 Customer Receivables Aging Selection Criteria Fields Properties Opens the Properties window. or Periods. Example Example Specifying 30 days as the interval subdivides the receivables as follows: Up to 30 days old 31 to 60 days old 61 to 90 days old 91 days or older End of the example. Display Reconciled Transactions Displays reconciled journal entries of the accounting documents generated for the customers. for example. Aging Date The age of a receivable is determined using this date. Procedure 1. file://C:\Documents and Settings\Stephen. which is therefore set as the default. From the drop-down box select Days.SAP Business One 2007 A . specify the selection criteria for the report. Financials Financial Reports Accounting 2. another field appears for specifying the number of grouping days. From the SAP Business One Main Menu. where you can select customer properties. you want to display all receivables that are due for payment during the following week. this is the current date. Interval Specify a time interval for grouping receivables.Filtering by Control Accounts You can generate the Customer Receivables Aging report to show only the transactions and balances for selected control accounts.htm 7/16/2008 . More Information Customer Receivables Aging Procedure Customer Receivables Aging Report .ABBASOFT\Local Settings\Temp\~hhB0D4. Usually. If you choose Days. Months . You can change the default if.

Object Customer Receivables Aging Report SAP Business One displays the results of this report according to your selection criteria. the system displays documents together with the respective receivables. 5.htm 7/16/2008 . To display the control account number.SAP Business One 2007 A . Note Note This topic includes explanations of some of the fields and other elements in this window. Note Note In the localization for France. the print layouts for the Aging report now contain the Control Account field. file://C:\Documents and Settings\Stephen. Double-click one customer. choose Form Settings Browse (Browse). Aging Date The aging date entered in the selection criteria window. Balance Due Total amount of open receivables. When processing this report. posting date.SAP Documentation Page 481 of 1289 For more information. The Customer Receivables Aging Report – Details window appears and shows the transactions and balances for selected control accounts. Age By Choose whether to calculate the age of the receivable according to the due date. To generate the report. select the Visible and Active fields for the Control Account column. 6. see Customer Receivables Aging. or document date of the document/journal entry. select the Control Accounts checkbox and choose 4. To select the control accounts. End of the note. Customer Receivables Aging Report Currency Specify the currency for displaying the report results. End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. 3. choose OK. On the Table Format tab in the Form Settings window. you can also display detailed information about customers in each row. In the detailed view. 7. The report provides the size of the debt the customer has acquired and the length of time that the debt has remained unpaid. (Form Settings).

starting from the aging date period and moving back. Future Remit Displays all open receivables owed by the customer according to the date selected in the Age By field and for which the date specified in the Aging Date field has not yet been reached.htm 7/16/2008 . Since the invoice is due after the aging date.ABBASOFT\Local Settings\Temp\~hhB0D4. Example Example The customer has an open A/R invoice for USD100. Months – Each column represents one month starting from the aging date month and moving back. the non-relevant columns are titled as Not Valid. If the number of periods in your company is fewer than four. The Aging Date is April 28th. Doubtful Debt Displays any existing doubtful debt amount. Due Date is selected. as defined in Administration System Initialization Posting Periods . The amount of future remit is first subtracted from the total sum of receivables. SAP Business One displays the relevant open receivables for the time interval in four columns. [Top Total Row] Displays the sum of amounts listed in one column. Days – Each column represents the number of days entered in the selection criteria window. Periods – Each column represents one period. [Time Intervals] These four columns are constructed according to the specifications you made in the Interval field in the selection criteria window. More Information Customer Receivables Aging Customer Receivables Aging – Selection Criteria file://C:\Documents and Settings\Stephen.SAP Documentation Page 482 of 1289 Figures in brackets indicate payments received from a customer that exceed the amount of the receivables for the period. The last column includes open receivables for the periods prior to the first three periods. In the Age By field. due on May 1st. End of the example. The fourth column includes open receivables for the days prior to those in the first three columns.SAP Business One 2007 A . starting from the aging date and moving back. The last column includes open receivables for months prior to the first three months. [Bottom Total Row] Displays the percentage of open receivables for each time interval. the invoice amount is displayed in the Future Remit column.

End of the example. Future Remit Displays all open receivables owed by the customer. according to your selection criteria. posting date.ABBASOFT\Local Settings\Temp\~hhB0D4. Note Note This topic includes explanations of some of the fields and other elements in this window. 2. No. Business partner reference number. Age By Choose whether to calculate the age of the receivable according to the due date. this field displays the amount still to be paid. Israel Object Customer Receivable Aging . each installment is displayed in a separate row. To open the window. If the document was partially paid. and 3 accordingly. or document date of the document/journal entry. BP Ref. Displays the successive number of the installment.htm 7/16/2008 . End of the note. Installment No. file://C:\Documents and Settings\Stephen. generate the Customer Receivables Aging report. according to the date selected in the Age By field.Details This window displays the details. and then double-click the row number of the required customer. and for which the date specified in the Aging Date field has not yet been reached. for one specific customer.Details Currency Click and specify the currency for displaying the report results. Type Displays the document type and provides a link to the document window. Customer Receivable Aging . from the Customer Receivables Aging report.SAP Documentation Page 483 of 1289 Customer Receivables Aging Window: Doubtful Debts Europe. Total Displays the debt amount for the document displayed in the row. Aging Date Displays the aging date entered in the selection criteria window.SAP Business One 2007 A . Example Example If a document contains three installments. and this field displays the values 1.

ABBASOFT\Local Settings\Temp\~hhB0D4. Interest Displays the interest amount that should be paid. The fourth column in each category includes open receivables for the respective category prior to the first three columns. moving backwards from the aging date month. the invoice amount is displayed in the Future Remit column. moving backwards from the aging date period. as defined on the Posting Periods tab in System Initialization Doubtful Debt . Administration Displays any existing doubtful debt amount. Letter Select the check box in this column to create a dunning letter for that document. Due Date is selected in the Age By field. Interval columns SAP Business One displays the relevant open receivables in four columns representing the specifications you made in the Interval field in the selection criteria window.SAP Business One 2007 A . The calculation for this field depends on the definitions in the Define Doubtful Debts window. End of the example. Level Displays the dunning level assigned to the debt. Since the invoice is due after the aging date. The amount of future remit is first subtracted from the total sum of receivables. The Aging Date is April 28. Months – Each column represents one month. Periods – Each column represents one period. The sum of the file://C:\Documents and Settings\Stephen.SAP Documentation Page 484 of 1289 Example Example The customer has an open A/R invoice for USD 100. due on May 1. Days – Each column represents the number of days entered in the selection criteria window.htm 7/16/2008 . More Information Customer Receivables Aging Object Customer Receivables Aging: Doubtful Debts in Europe and Israel The Customer Receivables Aging report contains a column displaying the Doubtful Debt amount of a customer's late invoices. In this report you are able to issue a journal entry to credit the customer for the lost debt. moving backwards from the aging date.

Aging Date Aging date entered in the selection criteria window. file://C:\Documents and Settings\Stephen.htm 7/16/2008 . In the detailed view. or document date of the document/journal entry. posting date. More Information Customer Receivables Aging Window Function Vendor Liabilities Aging This report analyzes vendor liabilities. The report provides the size of the vendor liability and the time that the debt has remained unpaid. you can also display the detailed information for each vendor in the row. Vendor Liabilities Aging Report Currency Specify the currency to use for displaying the report results.SAP Business One 2007 A . sorted by age. End of the note. you can print the selection criteria on a separate page.ABBASOFT\Local Settings\Temp\~hhB0D4. When processing this report. Vendor Code Vendor code as defined in the business partner master data.SAP Documentation Page 485 of 1289 invoices for each range of days is multiplied by the percentage defined for this range of days. Age By Specify by which date to calculate the age of the liabilities: due date. the documents are displayed together with the respective liabilities. More Information Vendor Liabilities Aging – Selection Criteria Vendor Liabilities Aging Report Object Vendor Liabilities Aging Report SAP Business One displays the results of the report according to your selection criteria. Vendor Name Name of the vendor as defined in the business partner master data. Note Note When you print the report. You can load the report results to Microsoft Word and automatically create standard letters with information about an account status.

The amount of future remit is first subtracted from the total sum of receivables. End of the example. column. Figures in brackets indicate amounts owing to vendors. Bottom Total Row Displays the percentage of open receivables for each time interval. Due Date is selected in the Age By field.Selection Criteria Use this window to specify selection criteria for the Vendor Liabilities Aging report. Future Remit. Since the invoice is due after the aging date. the invoice amount is displayed in the Future Remit.SAP Documentation Page 486 of 1289 Total Total amount of open liabilities. The Aging Date is April 28th.htm 7/16/2008 . Displays all open liabilities owed to vendors according to the date selected in the Age By field and for which the date specified in the Aging Date field has not yet been reached.SAP Business One 2007 A . Days – Each column represents the number of days entered in the selection criteria window. Periods – Each column represents one period as defined in General Settings: Posting Periods Tab. Top Total Row Displays the sum of amounts listed in one column.ABBASOFT\Local Settings\Temp\~hhB0D4. More Information Vendor Liabilities Aging Vendor Liabilities Aging – Selection Criteria Object Vendor Liabilities Aging . moving backwards from the aging date. Example Example You have an open A/P Invoice for USD100. Time Intervals SAP Business One displays the relevant open receivables in four columns representing the specifications you made in the Interval field in the Vendor Liabilities Aging – Selection Criteria window. file://C:\Documents and Settings\Stephen. moving backwards from the aging date month. Months – Each column represents one month. Not Valid – Non-relevant columns. if the number of periods in your company is less than the 4. moving backwards from the aging date period. The fourth column in each category includes open receivables for the respective category prior to the first three columns. due on May 1st.

you can view it in the Vendor Liabilities Aging Report window.SAP Business One 2007 A . for example... Select All Report includes all vendors.. in which you can select the vendor properties..ABBASOFT\Local Settings\Temp\~hhB0D4. Vendor Group Specify a vendor group as a selection criterion. Months. Posting Date From . you want to display all liabilities that are due for payment during the following week. file://C:\Documents and Settings\Stephen.. If you choose Days. To Specify a range for the business partner number. choose one of the following options: Purchasing Financials A/P Purchasing Reports Financials Reports Vendor Liabilities Aging Accounting Aging Vendor Liabilities Aging Reports Sales and Purchasing Vendor Liabilities Aging After defining the report. or Periods. From the drop-down box select Days. Vendor Liabilities Aging Selection Criteria Fields Code From . Aging Date Used to determine a liability age. The current date is the default setting.htm 7/16/2008 . Properties Opens the Properties window. To. You can change the default if. Interval Specify a time interval for grouping liabilities. another field appears for specifying the number of grouping days.SAP Documentation Page 487 of 1289 To open the window.. Example Example Specifying 30 days as the interval subdivides the liabilities as follows: Up to 30 days old 31 to 60 days old 61 to 90 days old 91 days or older End of the example.

. Enter a range of document dates for the transactions you chose to display in the report.Filtering by Control Account You can generate the vendor liabilities aging report to show only the transactions and balances for selected control accounts.. To. [Selection Column] Deselect the vendors you want to exclude from the report. Display Vendors with Zero Balance Report includes vendors with zero balance.SAP Documentation Page 488 of 1289 Specify a range of posting dates to filter for transactions to be displayed in the report. BP Name Code and name of each vendor defined in SAP Business One. Object Vendor Selection Use this window to define the required vendor range for a report. To. Due Date From . where you can specify a vendor range. Clear Table Removes all vendors from the table. Display Reconciled Transactions Displays reconciled journal entries according to their reconciliation date. rather than the journal entry dates. Add Opens the Properties window.... Procedure 1.. click the column header. Note Note To deselect all vendors.SAP Business One 2007 A . End of the note..ABBASOFT\Local Settings\Temp\~hhB0D4. From the SAP Business One Main Menu. Document Date From .. Vendor Selection BP Code. choose Financials Financial Reports Accounting file://C:\Documents and Settings\Stephen.htm 7/16/2008 . More Information Properties Procedure Vendor Liabilities Aging Report . Enter a range of due dates for the transactions you chose to display in the report.

or document date of the document/journal entry. 5. Select the Control Accounts checkbox and click 4.Details This window displays details about the liabilities of a specific vendor. in the Vendor Liabilities Aging report.Details Currency Click to choose the currency in which you want to display the report results. choose OK.ABBASOFT\Local Settings\Temp\~hhB0D4. posting date. End of the note. End of the note. In the Vendor Liabilities Aging – Selection Criteria window. (Form Settings).htm 7/16/2008 . Note Note This topic includes explanations of some of the fields and other elements in this window. To generate the report. Aging Date Aging date entered in the selection criteria window. The Vendor Liabilities Aging Report – Details window appears. the print layouts for the Aging report now contain the Control Account field. On the Table Format tab in the Form Settings window. Vendor Liabilities Aging . see Vendor Liabilities Aging – Selection Criteria. 3. To display the control account number. specify the selection criteria for the report. Object Vendor Liabilities Aging . 2. 6. Age By file://C:\Documents and Settings\Stephen. To access the window. select the Visible and Active fields for the Control Account column.SAP Documentation Page 489 of 1289 Aging Vendor Liabilities Aging . Age By Choose whether to calculate the age of the liabilities according to the due date. choose Form Settings Browse (Browse) to select the control accounts.SAP Business One 2007 A . displaying the transactions and balances for selected control accounts. For more information. double-click the row number of the vendor whose details you want to view. Note Note In the localization for France.

Interval columns SAP Business One displays the relevant open liabilities in four columns representing the specifications you made in the Interval field in the selection criteria window. Fut. Displays the successive number of the installment. Business partner reference number. Since the invoice is due after the aging date. as defined on the Posting Periods tab in System Initialization . Periods – Each column represents one period. due on May 1st.ABBASOFT\Local Settings\Temp\~hhB0D4. Example Example If a document contains three installments. If the document was partially paid.SAP Business One 2007 A . and 3 accordingly. this field displays the amount still owing. moving backwards from the aging date month.SAP Documentation Page 490 of 1289 Click this icon to open the Business Partner Master Data record related to the displayed vendor. BP Ref. Type Displays the document type and provides a link to the document window. The amount of future remit is first subtracted from the total sum of liabilities. End of the example. 2. No. Administration file://C:\Documents and Settings\Stephen. and this field displays the values 1. The fourth column in each category includes open liabilities for the respective category prior to the first three columns. moving backwards from the aging date period. Installment No. The Aging Date is April 28th. Due Date is selected in the Age By field. each installment is displayed in a separate row. End of the example. the invoice amount is displayed in the Future Remit column. moving backwards from the aging date. Example Example You have an open A/P Invoice for USD100. Months – Each column represents one month. Remit Displays all open liabilities owed to the vendor according to the date selected in the Age By field and for which the date specified in the Aging Date field has not yet been reached. Days – Each column represents the number of days entered in the selection criteria window.htm 7/16/2008 . Total Debt amount for the document displayed in the row.

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Object

Transaction Journal Report

Use this window to specify selection criteria for the Transaction Journal report, which displays a list of transactions according to a selected transaction type. To open the window, choose Journal Report Financials Financial Reports Accounting Transaction

. Alternatively, open it from the Reports module.

After defining the report, you can view it in the Transaction Journal Report window.
Selection Criteria

Original Journal Specify the type of transaction to display. Transaction No. From...To... Specify a range of transaction numbers to include only transactions whose numbers fall within the range. Series Opens the Series Selection window, where you can choose to display only transactions with numbers of specific numbering series. More Information Series Selection Window
Object

Transaction Journal Report Window

This window displays the Transaction Journal Report according to the defined selection criteria.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Transaction Journal Report Window

Original Journal Original journal defined for the report. Currency Currency to use for displaying transaction amounts. Date Posting date of each transaction. Series

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Numbering series assigned to each transaction. Type Type of transaction.
Note

Note

Each document has a different transaction type. For example, IN is for A/R invoice. End of the note. Trans.# Transaction number with a link to the transaction. Creator User who created the document or the transaction. G/L Acct /BP Code Code of the G/L account and/or business partner involved in the transaction. G/L Acct/BP Name Name of the G/L account and/or business partner involved in the transaction. Debit, Credit Debit or credit values in the transaction, per G/L account/business partner. Total debit and credit amounts are displayed at the bottom of the columns. Series Opens the Series Selection window, where you can choose to display only transactions with numbers of specific numbering series. The report is updated accordingly. More Information Series Selection Window
Object

Transaction Report by Projects

This report displays the transactions made in SAP Business One and groups them by their related projects.
Note

Note

Failure to consistently relate projects to transactions may result in an inaccurate report. End of the note. Use this window to specify selection criteria for the Transaction Report by Projects. To open the window, choose by Projects Financials Financial Reports Accounting Transaction Report

. Alternatively, open it from the Reports module.

After defining the report, you can view it in the Transaction Report by Projects window.

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Selection Criteria

Project From...To..., G/L Account From...To... Specify the required project/range of projects, and the required G/L account/range of G/L accounts. Due Date From...To..., Posting Date From...To..., Document Date From...To... Specify the required date ranges for the report.
Note

Note

The default values for these fields are the date ranges defined for the current posting period. End of the note.
Object

Transaction Report by Projects Window

This window displays the Transaction Report by Projects according to your defined selection criteria.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Transaction Report by Projects Window

Trans. No. Number and link to journal entry. Project Code Project code to which the transaction is linked. Account Number Code of the G/L account involved in the transaction that is linked to the project code. Posting Date Posting date of the transaction. Debit, Credit Credit and debit amounts of the rows in the transaction that are linked to the project code. Total Total amount per account, per project code. Credit amounts are marked with a negative sign.
Object

Document Journal

This report displays in detail journal entries created manually or automatically by documents produced in SAP Business One. The large variety of selection criteria can create the most accurate report as per company requirements.

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Use this window to specify selection criteria for the Document Journal report. To open the window, choose Report Financials Financial Reports Accounting Document Journal

. Alternatively, open it from the Reports module.

After defining the report, you can view it in the output modes Detailed Transactions or Month Totals.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Selection Criteria

BP Displays business partners in the report.
Note

Note

When not selected, all other fields pertaining to business partner selection criteria are unavailable. End of the note. Customer Group, Vendor Group Specify whether to display business partners from specific groups, divided into customers and vendors.
Note

Note

To display only customers, choose None in the Vendor Group field. End of the note. Properties Opens the Properties window where you can specify properties as selection criteria. Your choices appear in the adjoining field. Accounts Includes G/L accounts in the report.
Note

Note

When not selected, all other fields related to G/L accounts selection criteria are unavailable. End of the note. Find Opens the Find G/L Accounts window, where you can specify G/L accounts to be included in the report. [Level] Select the level of the accounts to display in the table. Selecting Level 1 displays the account titles on the highest level.

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Note

Note

A selected row includes all accounts appearing under the title. End of the note. X, Account Indicates accounts selected to appear in the report: Clear the X from a row to deselect the account. Click the X in the column header to select/clear all accounts/selections in the table. Posting Date From...To, Creation Date From...To, Document Date From...To Define the transaction range by posting, creation and/or document date, and specify a date range. Output Mode: Detailed Specify the output mode of the report: No Total: Displays all journal entries Month (Posting Date): Displays all journal entries per month based on the posting date Month (Posting Date) and Original Journal: Displays all journal entries per month based on the posting date and original journal Period (Posting Date) and Original Journal: Displays all journal entries per period based on the posting date and original journal Output Mode: Totals Specify the output mode of the report: Month (Posting Date): Displays the totals per month based on the posting date Month (Creation Date): Displays the totals per month based on the creation date Month (Posting Date) and Original Journal: Displays the totals per month based on the posting date and original journal Period (Posting Date) and Original Journal: Displays the totals per period based on the posting date and original journal Creation Date Groups the postings by month, based on the creation date.
Note

Note

Only available for Month Totals Mode. End of the note. Display Postings Summary

Displays the postings summary in a separate row at the end of the report.

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Note

Note

Only relevant for Month Totals Mode. End of the note. Display OB for Periods Displays the opening balance in one of the following specified ways: OB from Start of Company Activity – from day one of company activity through the date range defined for the report. OB from Start of Fiscal Year – accumulated from the start of the fiscal year to which the earliest posting period included in the date range of the report refers.
Example

Example

If the date range defined is 1.4.05–31.3.06 and the posting periods defined are four quarters per calendar year, the date to be considered as "Start of Fiscal Year" is 1.1.2005 . End of the example.
Caution

Caution

The calculation of the opening balance is influenced by the date range defined for the report. If you specify more than one date range, SAP Business One calculates opening balance as follows: End of the caution. If Posting Date is one of the selected options, all transactions with posting date earlier than the date defined in the Posting Date From field are included. If Posting Date is not one of the selected options, all transactions with document date earlier than the date defined in the Document Date From field are included. Ignore Adjustment Report excludes adjustment transactions. Display Installments in One Row Group installments included in transactions in one row. The row representing the installments displays the cumulative amount of all the installments in the transaction, while all the other details of that row refer to the last installment.
Note

Note

Only relevant for the Detailed Transactions output mode. End of the note. Numbering for Detailed Mode, First Sequential No., No. on First Printed Page Specify the first sequential number and the first page number to be displayed in the detailed mode of the report.
Note

Note

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Page numbering is only relevant for printed reports. End of the note. Sort Report sorts using the criteria that you specify. In the table, specify the required sorting fields and their preferred order. More Information Properties Find G/L Accounts Expanded Selection Criteria
Object

Document Journal: Detailed Transactions

This window displays the Document Journal in the Detailed Transactions output mode, according to your selection criteria.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Document Journal: Detailed Transactions

Succ. No. Successive numbers of transactions, according to the value entered in the First Sequential No. field in the selection criteria. Trans. No. Transaction number and a link to the journal entry. Posting Date Posting date of each row in the transaction.
Note

Note

If you selected Display Installments in One Row in the selection criteria, the posting date displayed in the installment rows is the one assigned to the last installment. End of the note. Series Numbering series linked to the transaction. G/L Acct/BP Code, G/L Acct/BP Name

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Code and name of the G/L account or business partner to which the row of the transaction is related. Debit/Credit (LC) Total amount of the credit or debit fields, in local currency. Remarks Additional details for the document or journal entry.
Object

Document Journal: Month Totals Mode

This window displays the Document Journal in the Month Totals Mode output mode, according to your selection criteria.
Document Journal: Month Totals Mode

Date Month and year when the transactions summarized in this row were created. Total Credit (LC), Total Debit (LC) Sum of G/L account, customer and vendor credit or debit, in local currency. Credit Account (LC), Debit Account (LC) Cumulative credit and debit amounts related to G/L accounts, in local currency. Credit Customers (LC), Debit Customers (LC) Cumulative credit and debit amounts related to customers, in local currency. Credit Vendors (LC), Debit Vendors (LC) Cumulative credit and debit amounts related to vendors, in local currency.
Function

1099/1096 Report: USA

1099 forms are used for sending the details of outgoing payments paid to vendors within given calendar year, to the tax authorities. There are three different legal forms to be used when generating the 1099 report in SAP Business One: Miscellaneous Interest Dividend 1096 form is an annual summary of all payments grouped by type of form (Miscellaneous, Interest, and Dividend) This report enables you to retrieve the information required for both 1099 and 1096 reports, and print it on the pre printed official forms. You can create the report in the following formats: More Information

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1099/1096 Report — Selection Criteria 1099/1096 Report Window
Object

1099/1096 Report - Selection Criteria

Use this window to specify selection criteria for the 1099/1096 Report: USA report. To open the window, choose Financials Financial Reports Accounting 1099/1096 Report

. Alternatively, open it from the Reports module. After defining the report, you can view it in the 1099/1096 Report Window.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Selection Criteria

1099 Vendor Summary Report Specifies that the 1099 report should be summarized by vendors. 1099 Summary by Form/Box Report Specifies that the 1099 report should be summarized by 1099 forms or 1099 groups. 1099 Form Generates the 1099 report for one 1099 form only. The report results are summarized by vendors. The print layout for this report is designed for printing on official 1099 forms. 1096 Form Generates the 1096 report. This is an annual report that summarizes all the payments by box type. The print layout is designed for printing on an official 1096 form. Show Not Submitted Report includes only documents that are not yet marked as submitted. Show Submitted Report includes documents that are marked as submitted. 1099 Forms Opens the 1099 Report – Selection Criteria window, where you can select specific 1099 forms to be included in the report. 1099 Boxes Choose the button to open the 1099 Boxes – Selection Criteria window, where you can select specific 1099 boxes to be included in the report. Include Payments Which Are Not Based on Invoices Report includes payments created for vendors, not based on invoices. Include Vendors with 1099 Amount Lower than Required

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Report includes vendors with 1099 amounts lower than the minimum amount defined for the box assigned to them. Vendor Group Report includes only vendors linked to the group specified here. Choose All to include vendors of all groups. Properties Opens the Properties window, where you can select business partner properties as selection criteria for the report. Posting Date From, To Specify the posting date range to be included in the report. By default the range representing the calendar year of the current system date appears. More Information Properties
Object

1099 Report - Selection Criteria

This window lists the 1099 forms that you can include in the 1099/1096 Report - Selection Criteria window for the 1099/1096 Report: USA report. To open the window, choose Financials Financial Reports Accounting 1099/1096 Report

, and then choose 1099 Forms window from the Reports module.
Note

in the 1099 Report – Selection Criteria window. Alternatively, open the

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Selection Criteria

Choose Select the 1099 forms you want to include in the report.
Object

1099 Box - Selection Criteria

This window lists the 1099 boxes linked to the 1099 forms selected in the 1099/1096 Report - Selection Criteria window. To open the window, choose , and then choose 1099 Boxes the Reports module. Financials Financial Reports Accounting 1099/1096 Report

in the 1099 Report – Selection Criteria window. Alternatively, open it from

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Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Selection Criteria

Form 1099 form name to which the box is linked. Choose Select the 1099 boxes you want to include in the report. More Information 1099/1096 Report: USA
Object

1099/1096 Form Printing

This window displays the 1099/1096 Report: USA according to your defined selection criteria.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
1099/1096 Form Printing

Vendor Name Vendor’s name, and a link to the relevant Business Partner Master Data record.
Note

Note

If you selected 1099 Summary by Form/Box Report in the selection criteria, you also see the 1099 form name. End of the note. Vendor Tax ID Vendor tax ID as defined in the Federal Tax ID field in the Business Partner Master Data.
Note

Note

If you selected 1099 Summary by Form/Box Report in the selection criteria, you also see the 1099 box name. End of the note. 1099 Form, 1099 Box

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Names of the 1099 forms and boxes.
Note

Note

Available only if you selected 1099 Vendor Summary Report in the selection criteria. End of the note. Address Pay To address appearing in the payment document.
Note

Note

Available only if you selected 1099 Summary by Form/Box Report in the selection criteria. End of the note. Total Payments Total amount paid through the payment documents included in the report. 1099 Payments Total 1099 amount paid through the payment documents included in the report.
Object

1099 Detailed Report per Vendor Window

This window displays a detailed 1099/1096 Report for the vendor selected in the 1099 Vendor Summary Report window or the 1099 Summary by Form/Box window, according to your defined selection criteria.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
1099 Detailed Report per Vendor Window

Tax ID Vendor tax ID as defined in the Federal Tax ID field in the Business Partner Master Data window. Address Pay To address appearing in the payment documents created for the vendor. Invoice No. Number of the paid invoice, and a link to the document.
Note

Note

If a payment document not based on an invoice was created, Advance Payment is displayed. End of the note.

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Payment No. Number of the payment document created for the invoice that appears in the row above, and a link to the payment document. Posting Date Posting date of the invoice. Payment Date Due date of the payment document. Total Payment Total amount of the payment document.
Note

Note

In case an invoice was partially paid, the amount paid and not the total amount of the original invoice, is displayed in the invoice row. End of the note. 1099 Payments Total amount of the 1099 payment.
Function

Tax

This menu option includes tax reports according to the company’s localization. To create tax reports, choose Financials Financial Reports Alternatively, create them from the Reports module. More Information Tax Report Withholding Tax Report Tax Reconciliation Report Tax Declaration Box Report
Function

Accounting

Tax

.

Tax Report Generation: Germany and UK

Use this function to generate and save the report to be submitted to tax authorities. Prerequisites You have enabled the Extended Tax Report function.

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Choose Administration tab, select Extended Tax Report.
Object

System Initialization

Company Details

, and on the Accounting Data

Tax Report: Europe

Use this report to display documents and manual journal entries that include tax amounts sorted by tax code. The report includes the following documents: A/R and A/P invoices and credit memos Stock transfer documents – The stock transfer transactions are displayed only in order to report the transactions in the report because the tax percentage is 0. Manual journal entries Incoming payments and payments to vendors that are not based on invoices Incoming payments and payments to vendors that include cash discounts
Note

Note

When printing the report, you can print the selection criteria on a separate page. End of the note. Use this window to specify selection criteria for the Tax Report. To open the window, choose Report Financials Financial Reports Accounting Tax Tax

. Alternatively, open it from the Reports module.

After defining the report, you can view it in the Tax Report Window.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Selection Criteria

Selection Criteria Name Criteria by which the report is created. Choose specify new selection criteria. for a list of existing selection criteria, or press CTRL+A and Date From...To.. Choose whether to generate the report according to Posting Date or Document Date, and specify the date range for the report.

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Example

Example

A/R invoice no. 15 was created with a posting date 25.3.07 and a document date 1.4.07. Generating the report according to Posting Date and defining the date range as 1.1.07 – 31.3.07, includes A/R invoice no. 15 in the report. However, generating the report according to Document Date and defining the same date range of 1.1.07 – 31.3.07, excludes A/R invoice no. 15, as the Document Date assigned to it is not in the range. End of the example. Document Date Generates the report according to document, not posting, date. Once this option is selected, the defined date range represents document dates. Round Amount Rounds the total amounts calculated in the report. Series Generates the report for documents created according to specific numbering series. After selecting, choose the ... button to open the Series – Filter window in which you can define the required numbering series. Transact. Generates a report for specific document types. After selecting, choose the ... button to open the Document Type window in which you can define the document types to include in the report. Output This table displays all the tax groups defined as output tax groups ( Financials Tax Define Tax Groups Category Administration column). Definitions

Code – displays the tax group code Name – displays the tax group name Display – displays the tax group in the report Amount – summarizes the total amount of the tax groups, from the beginning of the table until the selected tax group included in the report - to change the order of the tax groups, highlight a group and click the arrows to position it Input

This table displays all the tax groups defined as input tax groups (see Financials Tax Define Tax Groups Category

Administration column).

Definitions

Code – displays the tax group code Name – displays the tax group name Display – displays the tax group in the report Amount – summarizes the total amount of the tax groups, from the beginning of the table until the selected tax group included in the report.

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- To change the order of the tax groups, highlight a group and click the arrows to position it. Display Credit Memos in a Separate Column The credit memos that were based on invoices from previous periods (previous to the range of dates defined in the Selection Criteria window) appear in a separate section, at the end of the report. Hide Tax Codes without Transactions Excludes from the report those tax codes with no transactions related during the defined period. Update/ OK When you change the preferences in the Tax Report – Selection Criteria window, the OK option changes to the Update mode. Choose Update to save the report under the name you entered in the Report Name field. The preferences chosen for the report are saved.
Country-Specific Fields: Czech Republic and Slovakia

VAT Date Generates the report according to VAT date, not posting or document date. Once this option is selected, the defined date range represents VAT dates.
Country-Specific Fields: Germany and UK

Tax Declaration Name Select one of the previously saved reports from the drop-down list.
Note

Note

This field is available only when the Extended Tax Report option is selected on the Accounting tab of the Company Details window. End of the note. Adjustment Select the adjusted version of a report.
Object

Tax Report - Generation

Use this window to generate tax reports to submit to local tax authorities.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Tax Report - Generation Window

Confirmed

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Select the documents required by the tax authorities and save them with this report. Already Approved? Shows whether this document has already been saved in previous reports.
Note

Note

The documents that were saved before you enable the Extended Tax Report function are still shown as unchecked in this column. End of the note. End of the note. Tax Code Displays the code of a specific tax group. Click to display the transactions associated with the tax code. EU

Indicates whether a tax code is relevant to the European Union. Tax % Tax rate of a tax code, displayed as a percentage. Doc. No. The document number in the system and its type For example, an A/P invoice with the number 110007 is displayed as PU 110007 in this column. Base Amount Total amount of a document before tax Tax Amount Amount calculated for a document by Total Tax minus Non-Deductible Total Tax All the tax calculated for a document Non-Deductible Tax amount that cannot be deducted for a document Doc. No. The document number in the system and its type For example, an A/P invoice with the number 110007 is displayed as PU 110007 in this column. Vendor Ref. No. Vendor reference number in a document Error Report Displays error messages pertaining to the report More Information Tax Report Generation — Selection Criteria
Function

Tax Report

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Use this report to display documents and manual journal entries that include tax amounts sorted by tax code. The report includes the following documents: A/R and A/P invoices and credit memos Stock transfer documents – The stock transfer transactions are displayed only in order to report the transactions in the report because the tax percentage is 0. Manual journal entries Incoming payments and payments to vendors that are not based on invoices Incoming payments and payments to vendors that include cash discounts
Note

Note

When printing the report, you can print the selection criteria on a separate page. End of the note. More Information Tax Report - Selection Criteria Tax Report Window
Object

Tax Report - Declaration

The following table describes the fields appear in the Tax Report – Declaration window. To open the window, choose Financials Financial Reports Accounting Tax Tax

Report , select the Tax Declaration option, set the other required parameters in the Tax Report – Selection Criteria window, then choose OK. Alternatively, open it from the Reports module.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Tax Report - Declaration

Tax Code

Displays the code and of the tax codes selected for the report.

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Choose the

icon to display a list of transactions involving that tax code. EU

Indicates whether the tax code is EU relevant. Tax % Displays the tax rate as a percentage, as defined for the tax code. Doc. No. Displays the internal number of the document and its type. For example A/P invoice number 110007 is displayed as PU 110007. Posting Date Displays the posting date of the documents. If the Tax Date option is selected in the Selection Criteria window, this column displays the tax date of the documents. Base Amount Total amount of the document before taxes, summarized for each tax code. Tax Amount Tax amount calculated for the tax group: Total Tax field minus Non Deductible field. Total Tax Displays the amount of the tax. Non Deductible The amount which cannot be deducted. Account Displays the control account in which the journal entry of the document is posted. Vendor Ref. No. Displays the vendor’s reference number from the document, if defined. Error Report Choose to display error messages regarding the displayed report. More Information Tax Report: Europe
Object

Tax Report - Register Book

The following table describes the fields appear in the Tax Report – Register Book window. To open the window, choose Financials Financial Reports Accounting Tax Tax

Report , select the Register Book option and set the other required parameters in the Tax Report – Selection Criteria window, and then choose OK. Alternatively, open it from the Reports module.

Note

Note

This topic includes explanations of some of the fields and other elements in this window.

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End of the note.
Tax Report – Register Book

Reg. No. Displays the successive number of the records, beginning with the value defined in the selection criteria window. Date Displays either the posting date of the documents, or, if the Tax Date option is selected in the Selection Criteria window, the tax date. Doc. No. Displays the internal number of the document and its type. For example, A/P invoice number 110007 is displayed as PU 110007. Base Amount Total amount of the document before taxes. Tax % The tax rate defined for the tax code, as a percentage. Tax Displays the amount of the tax in the document. Non-Deductible The amount of the non-deductible tax in the document, calculated according to the tax code definition. Total Amount (LC) Displays the total amount of the document in local currency. More Information Tax Report: Europe
Object

Tax Report Window

This window displays the Tax Report according to your defined selection criteria.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Tax Report Window: Europe

Tax Code Displays the tax code. Choose to display a list of transactions involving this tax code. EU

Indicates whether the tax group is used for transactions with other European Union countries, as defined in the EU

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field of the Define Tax Groups window. Relevant only for output tax groups. Tax % Displays the tax rate of the tax group as a percentage. Posting Date Displays the posting date of the documents included in the report. Appears in expanded display only. Document Date Displays the document date defined for the document or transaction. Base Amount Total amount of the document, excluding tax; serves as the base value for the tax calculation. Tax Amount Tax amount calculated for the tax group: Total Tax field minus Non-Deductible field. Total Tax Displays the total amount of tax. Non-Deductible The tax amount that cannot be deducted. Vendor Ref. No. Displays the vendor’s reference number as recorded in the A/P invoice.
Country-Specific Fields: Czech Republic and Slovakia

Unified Fed. Tax ID Displays the Tax ID defined for the business partner in the Unified Federal Tax ID field in the business partner master data record. Fed. Tax ID Displays the federal tax ID as defined in the Business Partner Master Data window. VAT Date Displays the VAT date as defined in the document/transaction.
Function

Tax Report: Canada and USA

This report summarizes sales tax collected from sales and purchase invoices for a specified period of time (typically quarterly or monthly). You can display the report according to tax codes or jurisdiction codes. More Information Tax Report - Selection Criteria Tax Jurisdiction Report Window Tax Code Report Window
Object

Tax Report - Selection Criteria

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Use this window to specify the selection criteria for the Tax Report. To open the window, choose Report Financials Financial Reports Accounting Tax Tax

. Alternatively, open it from the Reports module.

Once you have created the report, you can view it in the relevant Tax Report window.
Selection Criteria

Date From...To... Define a date range for the report. The start and end dates of the current fiscal year are displayed by default. Document Date Generates the report according to the document, not posting, date range. By Jurisdiction Tax Code This tab displays the code, name, and type of all defined tax codes, enabling you to generate the report by jurisdictions. The options in the following columns are selected by default: Use the Display column to select the tax codes for the report. Use the Sum column to choose whether to calculate and display subtotals under the tax codes that appear in the report. By Tax Code This tab displays the code, name, and type of all the defined tax codes, enabling you to generate the report by tax code. The options in the following columns are selected by default: In the Display column, select the tax codes for the report. In the Sum column, choose whether to calculate and display subtotals under the tax codes that appear in the report. [Arrow Up/Down] Use these buttons to determine the appearance order of the selected tax codes or tax type in the report display and in the printed report. Print Each Tax Code on Separate Page Prints the details of each tax code on a separate page. Expand Opens the Tax Report – Selection Criteria window, in which you can define additional parameters for the report.
Country-Specific Fields: Canada

Declaration Type This field is active only when you generate a report by tax code. Choose type of declaration: Original – the report includes all the documents within the specified date range that are not yet approved. Substitute – the report includes all the documents within the specified date range, including the approved

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documents. Complementary – the report includes only documents within the specified date range not marked as approved. Tax Settlements Account (Liability) This field is active only when you are generating the report by tax code. Define an account to which you want to post the tax settlements posting. The total tax amount calculated in the report for A/R transactions will be transferred to this account when the tax settlements posting takes place. Tax Settlements Accounts (Claim) This field is active only when you are generating the report by tax code. Define an account to which you want to post the tax settlements posting. The total tax amount calculated in the report for A/P transactions will be transferred to this account when the tax settlements posting takes place. A/R Documents Includes A/R documents in the report. A/P Documents Includes A/P documents in the report.
Country-Specific Fields: USA

Normal Tax Generates the report for normal tax transactions. After selecting, choose whether to generate the report for A/P documents only, A/R documents only, or both. Use Tax Select to generate the report for tax transactions.
Object

Tax Code Report Window

This window displays the results of the tax report grouped by tax codes. To open the window, choose Financials Financial Reports Accounting Tax Tax

Report Choose the By Tax Code tab in the Tax Report – Selection Criteria window, fill in the required parameters and choose OK. For detailed field descriptions, click here. More Information Tax Report: Canada & USA
Object

Tax Jurisdiction Report Window

This window displays the Tax Jurisdiction report according to your defined selection criteria.

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To create and display the report, choose Tax Report
Note

Financials

Financial Reports

Accounting

Tax

, choose the By Jurisdiction Tax Code tab, specify the required parameters, and choose OK.

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Tax Jurisdiction Report Window

Jurisdiction Tax Code Displays the jurisdiction tax code. Click code. Name, Type, Rate
Expand

(Expand) to display all the records linked to this jurisdiction tax

Display the name, type, and rate defined for the jurisdiction tax code. Posting Date Displays the posting date of the transaction, only in expanded view mode. Source Displays the type and the number of the document by which the transaction was created. For example, IN 3 represents A/R invoice number 3. Click (Link) to open the relevant document. Total Amount
Link

Displays the total amount of the document after discount, but before tax and freight charges. Taxable Amount Displays the amount subject to tax. Taxable Freight Amount of the freight that is subject to tax. Non-Taxable Amount Amount that is not subject to tax. Tax Amount Tax amount calculated for that transaction. More Information Tax Report: Canada & USA
Object

Tax Settlements - Transaction Details: Canada

This window displays detailed information about a specific tax settlement transaction.
Tax Settlements – Transaction Details

Posting Date, Due Date, Doc. Date

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Specify the dates that should be assigned to the tax settlements transaction. Ref. 1 Specify a reference number to be assigned to the Ref.1 field of the tax settlements transaction. Code Assign a relevant transaction code if required. Remarks By default, this editable field displays the remark Tax Settlement. More Information Tax Report: Canada & USA
Function

Tax Report: Israel

This function enables you to create: A tax report An 835874 report A monthly-based tax report
Note

Note

When printing a report, you can print the selection criteria on a separate page. End of the note. More Information Tax Report Window Tax Report Detailed by Months 835874 Report - Refund Report
Object

835874 Report - Refund Report

This window displays the 835874 Report – Refund Report according to your defined selection criteria for the Tax Report: Israel. To create the report, choose Report, Financials Financial Reports Accounting Tax Tax

and then choose 835874 Report. Alternatively, create it from the Reports module.

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X Indicates which accounts or titles have been selected. Find Opens the G/L Accounts window. [Level] Specify the account level to display in the table. If a row is marked with X. End of the note. Transaction Code From.. that specific account or group of accounts appears in the report. 2 field of the Journal Entry window.htm 7/16/2008 . Import Log Report includes manual transactions created for import entries. Note Note When creating a manual journal entry that represents the A/P invoice.To Specify a range of transaction codes to have the report include only manual transactions created for import entries with transaction codes within the defined range. all other fields related to G/L account selection criteria are unavailable. file://C:\Documents and Settings\Stephen.. you select all accounts displayed under this title. click its row. End of the note. where you can define the selection of G/L accounts to be displayed in the report. 1 or Ref. enter the number of the A/P invoice either in the Ref. Reference in Journal for Report Specify whether to include Reference 1 or Reference 2. SAP Business One considers the last six characters (from the right). Note Note Only available when Import Log is selected. When the report is generated. Note Note If you select Level 1.SAP Business One 2007 A . If you select a row. To select or deselect an account. When not selected. the table will display the highest level titles for the accounts. End of the note.SAP Documentation Page 516 of 1289 Note Note This topic includes explanations of some of the fields and other elements in this window. 835874 Report – Refund Report Accounts Includes G/L accounts in the report. End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4.

Export to File Creates an electronic file. If relevant. Calculate Creates the report. This is the current print layout. Field Report includes only transactions in which the Tax Refund field contains the value No. This field is relevant for manual journal entries that represent import entries. 3. Generate the report for all vendors. Choose Report. 1 or Ref. choose: 856 Report Part A – the system prints only Part A of the report.SAP Documentation Page 517 of 1289 A/P Invoice No. Path for File Creation Specify the path for the file created by the report. in Journal Entry from Field Specify whether to include Reference 1 or Reference 2. A message confirming the creation of the file appears. The file name is PC835874 and it is located in the path you specified. field in the Journal Entry window. More Information G/L Accounts Function Report 856: Israel This report is generated in the electronic file format that should be submitted to the tax authorities. 2. 856 Report Part B – the system prints only Part B of the report. 2. When the report is generated. End of the note. Enter the number of the import entry either in the Ref. 856 Report Part A + Part B – the system prints both parts of the report. information about problematic transactions is displayed in a separate window.htm 7/16/2008 . Each report starts on a new Financials Financial Reports Accounting Tax Withholding Tax file://C:\Documents and Settings\Stephen. Selection Criteria by Adjustment Trans. To create the report: 1. In the Withholding Tax Report window.ABBASOFT\Local Settings\Temp\~hhB0D4. Display Previous A/P Invoices Includes in the report A/P invoices whose dates are prior to the date range defined for the report. Note Note Only available when Import Log is selected. SAP Business One considers the last nine characters (from the right).SAP Business One 2007 A .

In the Withholding Tax Report window.htm 7/16/2008 . choose Financials Financial Reports Accounting Tax Withholding Tax Report . Payer Item Indicate your type of business.SAP Documentation Page 518 of 1289 page. The report is generated in electronic file format and printed document. Report 856 Window Does a manual report exist? Select one of the following: Documentation Report Does Not Exist – If you submit only the electronic file to the tax authorities. Documentation Report Exists – If you submit both a printed report and an electronic file to the tax authorities. Generate the report for all vendors. To open the window. Alternatively. file://C:\Documents and Settings\Stephen. Tax Report Window Posting Date Report includes transactions whose posting date is within the defined range. Does a complete report exist? Specify whether or not an additional completion or automatic report exists.SAP Business One 2007 A . open it from the Reports module. Object Tax Report Window This window displays the Tax Report according to parameters you define in the window header. Note Note This topic includes explanations of some of the fields and other elements in this window. End of the note. More Information Report 856 Window Withholding Tax Report Object Report 856 Window This window displays Report 856 according to your defined selection criteria.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Report 856.

Error Report Opens a report of errors identified by SAP Business One during the report run. Other Purchasing Related Tax Total amount of tax paid on all company purchases.SAP Documentation Page 519 of 1289 Document Date Report includes transactions whose document date is within the defined range. Tax Rate Tax rate calculated by the report. Monthly Basis Displays the report divided into months. Note Note Administration System Initialization Should be equal to the rate defined on the Accounting Data tab in Company Details End of the note. Object Tax Report Detailed by Months This window displays the Tax Report detailed by months.SAP Business One 2007 A . excluding equipment and assets.htm 7/16/2008 . Tax-Exempt Transactions Total amount from tax-exempt sales transactions. Total tax amount owed by the company to the tax authorities. 835874 Report Creates the 835874 report. Amount Due . and the equipment and assets tax account are on the debit side Tax on Postings Total amount of tax recorded in the sales tax account within the defined date range. not including tax. file://C:\Documents and Settings\Stephen. Calculate Creates the report. Equipment and Assets Total amount of tax paid on purchased equipment and assets. Tax-Liable Transactions Total amount from tax-liable sales transactions. or the tax refund owed to the company. Scan Journal by Pages Report includes only transactions for which: The revenue accounts and the sales tax account are on the credit side The purchase tax account.ABBASOFT\Local Settings\Temp\~hhB0D4.

Alternatively.htm 7/16/2008 . Financials Financial Reports Accounting Tax Tax Then.Selection Criteria Use this window to specify selection criteria for the Withholding Tax Report. Amount Due The sum due (payment or refund) per month. Input Tax Amount of input tax for each month Equipment and Assets Tax Total amount of tax paid each month on purchased equipment and assets. Amount of tax-exempt transactions for each month.SAP Documentation Page 520 of 1289 To open the window.ABBASOFT\Local Settings\Temp\~hhB0D4. Tax Report Detailed by Months Month Months included in the defined date range. choose Monthly Basis.SAP Business One 2007 A . Tax-Exempt Trans. More Information Withholding Tax Report . Note Note When you print the report. Output Tax Amount of output tax for each month. Amount from tax-liable transactions for each month. End of the note.Selection Criteria Withholding Tax Report by WTax Code Withholding Tax Report by Business Partner Object Withholding Tax Report . file://C:\Documents and Settings\Stephen. Tax-Liable Trans. you can print the selection criteria on a separate page. choose Report. Function Withholding Tax Report This report displays the withholding tax amounts collected and paid during specific periods. open it from the Reports module.

including documents already marked. After defining the report. Deselect tax codes that should be excluded. choose Withholding Tax Report. The following display the report related to purchasing documents: file://C:\Documents and Settings\Stephen.. where you can select the documents to include in the report. Financials Financial Reports Accounting Tax Alternatively. Type Opens the Document Type window. Selection Criteria Selection Criteria Name Specify the previously saved selection criteria you want to apply for the report.. Note Note To clear the entire column. click the column header. Doc.SAP Documentation Page 521 of 1289 To open the window. Declared Period Specify the required declaration period. When you approve the report. Date From.ABBASOFT\Local Settings\Temp\~hhB0D4.htm 7/16/2008 . Substitute: The report includes all documents within the specified date range. To display subtotals for tax codes.To. [Arrow Up/Down] Determines the order of appearance of the tax codes in the report display and print layout. you can view it in the Withholding Tax Report by Business Partner Window or the Withholding Tax Report by WTax Code Window. Output Mode Choose the required layout of the report. these documents will be marked as printed. Customers Opens the Customer Selection window.. open it from the Reports module. Choose whether to include documents based on document date or posting date and specify the date range of the current year. where you can choose the customers to include in the report.SAP Business One 2007 A . Declaration Type Specify the type of declaration: Original: The report includes all documents within the specified date range. End of the note. or press CTRL+A to specify new ones. select the relevant tax codes in the Amount column. Vendors Opens the Vendor Selection window. Withholding Tax Codes and names of all tax codes relevant for the report.. Complementary: The report includes only unmarked documents within the specified date range. where you can select the vendors to include in the report.

SAP Business One 2007 A . To deselect all customers. Note Note This topic includes explanations of some of the fields and other elements in this window. More Information Properties Object Withholding Tax Report by Business Partner Window This window displays the Withholding Tax Report by Business Partner according to your defined selection criteria.ABBASOFT\Local Settings\Temp\~hhB0D4. More Information Vendor Selection Customer Selection Document Type Object Customer Selection Use this window to specify the customer range for a report. Add Opens the Properties window. where you can specify the customer range. click the column header.htm 7/16/2008 . file://C:\Documents and Settings\Stephen. Customer Selection [Selection Column] Deselect the customers you want to exclude from the report.SAP Documentation Page 522 of 1289 WTax Code Layout-Purchasing: grouped by tax codes Vendor Layout-Purchasing: grouped by vendors The following display the report related to sales documents: WTax Code Layout-Sales: grouped by tax codes Customer Layout-Sales: grouped by customers Save Saves your selection criteria for future use. End of the note.

WTax % Tax percentage for the code. Payment Amount Total payment amount for each business partner. Approved Marks the report as reported to the authorities. Document Amount Total amount of documents. grouped by withholding tax code.SAP Documentation Page 523 of 1289 Note Note This topic includes explanations of some of the fields and other elements in this window. Taxable Amount Total taxable amount for each business partner.SAP Business One 2007 A . for each business partner. End of the note. Withholding Tax Report by WTax Code Window WTax Code. Non-Subject Amount Total amount not subject to tax for each business partner. Document Date Document posting date or tax date as defined in the Withholding Tax Report – Selection Criteria window. Federal Tax ID Business partner’s federal tax ID. Note Note This topic includes explanations of some of the fields and other elements in this window.htm 7/16/2008 . file://C:\Documents and Settings\Stephen. Withholding Tax Report by Business Partner Window # Double-click a row to open a window with detailed information about the relevant business partner. including tax. Object Withholding Tax Report by WTax Code Window This window displays the Withholding Tax Report by WTax Code according to your defined selection criteria. End of the note.ABBASOFT\Local Settings\Temp\~hhB0D4. WTax Amount Total amount of withholding tax for each business partner. WTax Name Tax code and name as defined in the Withholding Tax Codes – Setup window.

Note Note file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4. Approved Marks the report as reported to the authorities. the amount subject to tax. Non-Sbj. Taxable Amount For invoices.SAP Documentation Page 524 of 1289 Payment Date Posting date of the payment document. Payment Amount Zero for invoices and net amount (before tax) for payments.SAP Business One 2007 A .Selection Criteria Withholding Tax Report Window Object Withholding Tax Report Window This window displays the Withholding Tax Report according to your selection criteria. Country-Specific Fields: Italy Exempted Amount Amount from the document not liable for tax. Country-Specific Fields: Chile & Mexico Folio Number Folio number given to the document. Amount Amount not subject to tax from the document. Document Amount Invoice amount including tax. For payments. More Information Vendor Withholding Tax . Function Withholding Tax Report: Israel Create this report to obtain a detailed or summarized overview of all withholding tax amounts deducted by your company from vendors. if created.htm 7/16/2008 . WTax Amount Withholding tax amount included in the invoice or payment. the amount subject to tax included in the payment total.

Note Note This topic includes explanations of some of the fields and other elements in this window. Defined Deduct. including the withholding tax amounts.SAP Documentation Page 525 of 1289 This topic includes explanations of some of the fields and other elements in this window. and choose OK.htm 7/16/2008 . Double-click the row number of the vendor for which you want to display the Specified Deduction at Source report. Amount of value-added tax deducted for self-employed vendors. Tax Ded. Withholding Tax Report Window Federal Tax ID : Federal tax ID assigned to each vendor. To open the window. Total Payments Total amount paid to each vendor.ABBASOFT\Local Settings\Temp\~hhB0D4. Original Type of transaction. Report 856 Creates the 856 report in an electronic file format. set the required parameters in the Vendor Withholding Tax – Selection Criteria window. file://C:\Documents and Settings\Stephen. Object Specified Deduction at Source Report for Vendor This window displays the Specified Deduction at Source for Vendor report. End of the note. Specified Deduction at Source Report for Vendor Federal Tax ID: Federal tax ID assigned to the vendor.SAP Business One 2007 A . No. Transaction number and a link to it. Deduction Total amount deducted from each vendor. Trans. choose Financials Financial Reports Accounting Tax Withholding Tax Report . Amount of withholding tax to be deducted from each vendor according to the percentage defined. Defined Deduction Amount of withholding tax that should be deducted according to the deduction rate defined for the vendor. End of the note.

End of the example. including the tax amount. you can view it in the Withholding Tax Report Window. if the amount deducted was more than required.ABBASOFT\Local Settings\Temp\~hhB0D4. Deduction Amount of withholding tax deducted. To open the window. After defining the report. choose Withholding Tax Report. Financials Financial Reports Accounting Tax Alternatively. More Information Withholding Tax Report: Israel Object Vendor Withholding Tax . Note Note This topic includes explanations of some of the fields and other elements in this window. Amount of tax deducted. for instance. Characteristics file://C:\Documents and Settings\Stephen. open it from the Reports module.Selection Criteria Use this window to specify selection criteria for the Withholding Tax Report. Date Transaction date. Create Correction Trans. relevant for self-employed vendors only. Total Payments Total payment made to the vendor. Tax Ded.htm 7/16/2008 . Selection Criteria Choose Date Range Specify a time period for the report. Opens the Payment Means window where you can create a payment for the vendor. Remarks Content of the Remarks field in the Journal Entry window.SAP Business One 2007 A .SAP Documentation Page 526 of 1289 Example Example JE represents Journal Entry. End of the note.

More Information Properties Function Withholding Tax Report: UK This report displays the withholding tax amounts collected and paid during specific periods.Selection Criteria Withholding Tax Report by Business Partner Withholding Tax Report by WTax Code Function Tax Summary Report: Italy Use this report to present a high level distribution of tax amounts over a selected period. you can print the selection criteria on a separate page.htm 7/16/2008 . Note Note When you print the report. Display BP Without Postings Displays in the report business partners without transactions in the period defined for the report.SAP Documentation Page 527 of 1289 Opens the Properties window where you can set additional selection criteria based on business partner properties. such as sales and purchases. More Information Tax Summary Report . End of the note.SAP Business One 2007 A .ABBASOFT\Local Settings\Temp\~hhB0D4.Selection Criteria Tax Summary Report Window file://C:\Documents and Settings\Stephen. The report calculates and displays the total amounts of taxes collected and paid in a few categories. The three print options available for this report are: A general withholding tax report A detailed withholding tax report that includes payment data and business partner data A statement of payment to vendor More Information Withholding Tax Report Withholding Tax Report . It also displays the deferred taxes on sales and purchases.

SAP Documentation Page 528 of 1289 Object Tax Summary Report . Selection Criteria Declared Period Select whether you want to generate the report for a year. Unpaid Tax on Previous Month Specify the amount of the unpaid tax for the previous month. After defining the report..Selection Criteria Use this window to specify selection criteria for the Tax Summary Report. To open the window. The value is displayed in the Tax Summary report and influences the report total.htm 7/16/2008 . Credit Transactions From Previous Year Specify the amount that represents credit transactions from the previous year. The value is displayed in the Tax Summary Report and influences the report total. The first and last days of the current year are displayed by default. choose Summary Report Financials Financial Reports Accounting Tax Tax . End of the note. and specify the date range for the report. Object Tax Summary Report Window file://C:\Documents and Settings\Stephen.. A negative number represents a credit value. you can view it in the Tax Summary Report Window. Date From. Alternatively. The value is displayed in the Tax Summary Report and influences the report total. open it from the Reports module. Note Note The date range must match the value selected in the Declared Period field. Mistake From Previous Month Specify the amount that represents the potential mistake from the previous month: A positive number represents a debit value.To Choose whether to generate the report according to document date or posting date. a quarter or a month. Eventual Tax Credit Specify the amount that represents the eventual tax credit. The value is displayed in the Tax Summary Report and influences the report total.ABBASOFT\Local Settings\Temp\~hhB0D4.SAP Business One 2007 A .

SAP Documentation Page 529 of 1289 This window displays the Tax Summary report according to your defined selection criteria. you can print the selection criteria on a separate page. if you deselect the Automatic Tax option in the Journal Entry window. The tax amounts are distributed over different categories. End of the note. such as: Sales Tax Purchase Tax Other taxes When you print the report. based on the tax codes defined for each transaction.htm 7/16/2008 .SAP Business One 2007 A . you cannot view the journal entry in this report.ABBASOFT\Local Settings\Temp\~hhB0D4. Note Note file://C:\Documents and Settings\Stephen. for example: VAT amount paid Date of payment Reason for payment Tax office identification Payment method Function Tax Reconciliation Report This report enables you to track the tax amounts that were posted in sales and purchasing documents and in manual transactions. The report covers the following transactions: A/P and A/R invoices A/P and A/R credit memos Manual journal entries A/P and A/R down payment invoices Incoming and outgoing payments Note Note When saving a journal entry. The report displays the G/L accounts involved in these transactions and calculates the tax amounts that should have been paid. You can also enter additional information to be printed.

SAP Business One 2007 A . Selection Criteria Selection Criteria Name Click Choose (Choose) to select previously saved report selection criteria and use them to generate the report. More Information Tax Reconciliation Report . press CTRL+A and enter a name in this field. including non-tax transactions. This display lets you crosscheck between the tax report. these fields display the start and end dates of the current fiscal year.ABBASOFT\Local Settings\Temp\~hhB0D4. Opening Balance. To open the window. After creating the report. End of the note. End of the note.To Define a date range for the report. the document date. Note Note This field is available only when the Extended Tax Report option is selected on the Accounting tab of the Company Details window. and the balance of the connected G/L account in the system.Reconciliation window. To save new selection criteria..Selection Criteria Accounts . Document Date file://C:\Documents and Settings\Stephen.Reconciliation Window Object Tax Reconciliation Report . In addition. Date From. the report displays the opening balance of the specified tax based accounts. open it from the Reports module.Selection Criteria Use this window to specify selection criteria for the Tax Reconciliation report.. you can view it in the Tax Report . additional non-tax transactions that were posted to this account.Selection Criteria Tax Report .htm 7/16/2008 . choose Reconciliation Report Financials Financial Reports Accounting Tax Tax . and the journal amount. By default. Alternatively.SAP Documentation Page 530 of 1289 When printing the report. Tax Declaration Name Select one of the previously saved reports from the drop-down list. you can print the selection criteria on a separate page. tax and tax based account balances. Non VAT Transactions The report displays transactions posted per tax group and divided by tax codes.

htm 7/16/2008 .SAP Business One 2007 A . The codes in the Display column are selected by default. Save Choose to save your report selection criteria for future use. in which you choose the G/L accounts to include in the report. date. products. click the column header.Selection Criteria file://C:\Documents and Settings\Stephen. [Arrow Up/Down] Use these buttons to determine the appearance order of the selected tax codes in the report display and in the printed report. Series Choose the report. Use the Amount column to select the tax codes for which you want to display subtotals. not posting. for example. Deselect the tax codes that should be excluded from the report. click the column header. To clear the entire column. Show Payments with Deferred Tax Report includes payments with deferred tax.ABBASOFT\Local Settings\Temp\~hhB0D4. Output Codes and names of all the tax codes defined as output tax and relevant for this report. More Information Tax Reconciliation Report: Europe Accounts – Selection Criteria Object Browse Accounts . The codes in the Display column are selected by default. Deselect the tax codes that should be excluded from the report.SAP Documentation Page 531 of 1289 Generates the report according to document. to include in Doc. regions or brands. services. To clear the entire column. Type Choose Browse (Browse) to select the types of documents to include in the report. G/L Accounts Choose (Browse) to open the Accounts – Selection Criteria window. Browse (Browse) to select the series. Round Amount Report rounds off its amounts. Input Codes and names of all the tax codes that are defined as input tax and relevant for this report. Use the Amount column to select the tax codes for which you want to display subtotals.

Selected accounts are marked with an X. Account This column displays the codes and names of the accounts.htm 7/16/2008 . use the arrow that appears next to the code and name. Level This column shows which accounts or titles have been selected. click in the selected row. When you select a row in the table. the specific account or group of accounts appears in the report. More Information Tax Reconciliation Report Object Tax Report . To clear all selections/select all accounts in the table. you select all the accounts that appear under this title.Reconciliation Window This window displays the Tax Reconciliation report according to your defined selection criteria. in the Selection Criteria Find Opens the G/L Accounts window for selecting the G/L accounts to be displayed in the report. To cancel a selection. Note Note This topic includes explanations of some of the fields and other elements in this window. Tax Report – Reconciliation Window file://C:\Documents and Settings\Stephen.SAP Documentation Page 532 of 1289 Use this window to specify selection criteria for the current report. clear its X. End of the note. choose the window of the relevant report.ABBASOFT\Local Settings\Temp\~hhB0D4. If a row is marked with X. To open this window. click the X in the column header. Selection Criteria Browse (Browse) button in the G/L Accounts field. To select an account. To view details of each account. Choosing Level 1 displays the highest level titles for the accounts.SAP Business One 2007 A . Level Choose the Level of the account display in the table.

SAP Documentation Page 533 of 1289 # Choose to expand or collapse the display of each account.htm 7/16/2008 . EQ Amount Displays the equalization amount that was calculated for the report. Tax Base Amount Displays the amount that is the basis for the tax calculation and was posted to the G/L account.SAP Business One 2007 A . for each G/L account. this column displays the tax date of the document/journal entry. Click Expand (Expand) to display a list of the transactions involving that tax code. Tax Amount Tax amount calculated for the report. if defined for the tax code. It includes transactions that involve tax and pertain to tax codes. Tax Code Displays the tax codes involved in the transactions included in the report. Tax % Posting Date Displays the tax rate of the tax code. The following documents and transactions are covered in the report: A/R and A/P invoices A/R and A/P credit memos Incoming payments and outgoing payments Manual journal entries Down payments Note Note file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4. Country-Specific Fields: Spain EQ % Displays the equalization rate in percent. If Tax Date is selected in the Selection Criteria window. More Information Tax Reconciliation Report: Europe Function Tax Declaration Box Report This tax report should be generated monthly or quarterly. Displays the posting date of the document/journal entry.

open it from the Reports module. After creating the report you can view it in the Tax Report-Declaration window. Selection Criteria Selection Criteria Name Click (Choose) to select previously saved report selection criteria and use them to generate the report.Declaration Window Object Tax Declaration Box . Tax Declaration Boxes This table includes the following columns: Code – displays the code of the box file://C:\Documents and Settings\Stephen. To save new selection criteria. By default. End of the note.. these fields display the start and end dates of the current fiscal year. Note Choose Note This field is available only when the Extended Tax Report option is selected on the Accounting tab of the Company Details window. Tax Declaration Name Select one of the previously saved reports from the drop-down list.SAP Documentation Page 534 of 1289 When printing the report. To Define a date range for the report.SAP Business One 2007 A . Round Amount Report rounds off its displayed amounts. press CTRL+A and enter a name. Alternatively. More Information Tax Declaration Box Report .Selection Criteria Tax Report . choose Declaration Box Report Financials Financial Reports Accounting Tax Tax .ABBASOFT\Local Settings\Temp\~hhB0D4. To open the window.Selection Criteria Use this window to specify selection criteria for the Tax Declaration Box report. you can print the selection criteria on a separate page. Date From. Adjustment Select the adjusted version of a report.htm 7/16/2008 . Document Date Generates the report according to a document date range.. End of the note.

and vice versa. Use the drill-down icon next to the tax code to display a list of documents which use that tax code.htm 7/16/2008 . Note Note This topic includes explanations of some of the fields and other elements in this window.ABBASOFT\Local Settings\Temp\~hhB0D4. A negative amount indicates a greater debit side. Debit Amount In a collapsed view mode.Declaration Window This window displays the Tax Declaration Box report according to your defined selection criteria.SAP Documentation Page 535 of 1289 Name – displays the name of the box Opening Balance . End of the note.SAP Business One 2007 A . Deselect the check boxes of the boxes you want to exclude from the report. More Information Tax Declaration Box Report: Europe Object Tax Report . Credit Amount. Box Component Code Displays the code of the component included in the box. Doc. Posting Date Displays the posting date of each document. Tax Code This column displays tax codes only in expanded view mode. Tax Report – Declaration Window Box Code Displays the box code and a drill-down option to display the tax group or boxes that are combined to calculate the value for this box. the credit column displays the cumulative amounts of both the credit and debit sides.you can manually enter the opening balance relevant for each box Display – all the check boxes in this column are selected by default. Tax % Displays the rate of each tax group. these columns display the credit or debit amounts per row in the transaction created by file://C:\Documents and Settings\Stephen. and provides a drill-down icon that enables you to display the tax codes included in each component. In an expanded view mode. Save Choose to save the Report Selection Criteria for future use. Date Displays the document date of each document.

open it from the Reports module. an error message appears. In such a case. such as: A/R invoices A/R credit memos Down payments Manual journal entries created for sales purposes Note Note If a journal entry that should be included in the report involves more than one customer. and is based on Belgian laws. Summary Field Displays the summary criteria defined in the Define Tax Declaration Box window. To open the window.SAP Documentation Page 536 of 1289 each document. file://C:\Documents and Settings\Stephen. More Information Tax Declaration Box Report: Europe Function Annual Sales List: Belgium This report is used for tax declarations regarding customers only. only the first customer appears in the report.htm 7/16/2008 . The report covers: All customers who have federal tax IDs beginning with a Belgian ISO code All sales transactions that are tax-liable. Financials Financial Reports Accounting Tax Annual Alternatively.Selection Criteria Use this window to specify selection criteria for the Annual Sales List report. saying that the specific transaction involves more than one customer. More Information Annual Sales List . linked to the entire amount of the transaction.SAP Business One 2007 A . Debit/Credit Displays the choice made in the Credit/Debit column of the Define Tax Declaration Box window.ABBASOFT\Local Settings\Temp\~hhB0D4. choose Sales List. End of the note.Selection Criteria Annual Sales List Window Object Annual Sales List .

If you approved a report made for specific selection criteria.. even if new transactions have been added. Specify a date range for the report. [Arrow Up/Down] Determines the order of appearance of the tax codes in the report display and print layout. Selection Criteria Selection Criteria Name Specify the previously saved selection criteria you want to apply for the report. End of the note. Deselect tax codes you want to exclude from the report. By default. a message saying No Data appears. If you approved the report and new transactions have been added. Note Note This topic includes explanations of some of the fields and other elements in this window. Date From.SAP Documentation Page 537 of 1289 Note Note This topic includes explanations of some of the fields and other elements in this window. click the column header. file://C:\Documents and Settings\Stephen. To deselect all.ABBASOFT\Local Settings\Temp\~hhB0D4. More Information Customer Selection Object Annual Sales List Window This window displays the Annual Sales List: Belgium report according to your defined selection criteria. Substitute: Displays the same report as if you selected the Original option. Declaration Type Choose one of the following: Original: Creates a report that contains all transactions in the specified period. this option displays the approved report and the new transactions. these fields display the start and end dates of the current fiscal year. If the report was not approved. Document Date Creates the report according to document. date...SAP Business One 2007 A .htm 7/16/2008 . Complementary: Displays only new transactions that were added after a report was approved.To. Output Codes and names of all tax codes relevant for the report.. the result will be the same as the approved report. and you use it again to run the report. Customers Opens the Customer Selection window where you can select the customers to include in the report. or press CTRL+A to specify new ones. not posting.

Date Document date of each document. VAT Amount Amount of VAT included in the A/R invoices created for the customer. subject to VAT. create it from the Sales and Purchase Ledger . Doc. choose Financials Financial Reports Accounting Tax Sales file://C:\Documents and Settings\Stephen.Selection Criteria Use this window to specify selection criteria for the Deferred Sales and Purchase Ledger report. Amount The total of the base amounts for all A/R invoices created for a customer.SAP Documentation Page 538 of 1289 End of the note. To open the window. Tax Sales .htm 7/16/2008 . Error Report Displays the Messages window containing messages.SAP Business One 2007 A . Approved Marks the report as reported to the authorities. warnings and remarks regarding the report. Function Sales and Purchase Report: Chile. Costa Rica. Number and type of each transaction or document. Annual Sales List Window Federal Tax ID Federal tax ID of the customer as defined in the Business Partner Master Data window.ABBASOFT\Local Settings\Temp\~hhB0D4. grouped by tax code or tax type. Guatemala & Mexico This report creates a list of all sales or purchasing transactions. No. End of the example. Alternatively. choose and Purchase Report More Information Sales and Purchase Ledger – Selection Criteria Object Financials Financial Reports Reports Accounting module. Example Example A/R invoice 12 displays as IN 12. To generate the report. with a link to the original document or transaction.

Sales Documents. The start and end dates of the current fiscal year are displayed by default.ABBASOFT\Local Settings\Temp\~hhB0D4.. The options in the following columns are selected by default. Country-Specific Fields: Chile Print Each Document Type on Separate Page Prints each document type. Guatemala & Costa Rica Tax Report . Print Each Tax Type/Code on Separate Page Prints the details for each tax type or tax code on a separate page. The options in the following columns are selected by default. More Information Sales and Purchase Report: Mexico.. Alternatively.SAP Documentation Page 539 of 1289 and Purchase Report . Define a date range for the report. select the tax codes for the report. In the Display column. Purchase Documents Select whether to generate the report for sales or purchase documents. In the Sum column. Chile. select the tax codes for the report.htm 7/16/2008 .. name. In the Display column. Expand Opens the Tax Report – Selection Criteria window. choose whether to calculate and display subtotals under the codes that appear in the report.To. In the Sum column. such as invoice or credit memo. enabling you to generate the report according to tax types. By Tax Type This tab displays the code. specify whether to calculate and display subtotals under the tax codes that appear in the report. [Arrow Up/Down] Use these buttons to determine the order of the selected tax codes or tax type in the report display and in the printed report. and category of each defined tax type. dates. Selection Criteria Date From. on a separate page..SAP Business One 2007 A . in which you can define additional parameters for the report. Document Date Generates the report according to document.Selection Criteria file://C:\Documents and Settings\Stephen. enabling you to generate the report according to tax codes. open it from the Reports module. By Tax Code This tab displays the code and name of all the defined tax codes. not posting.

htm 7/16/2008 .Selection Criteria Use this window to specify a transaction range and a tax account range to be included in the report. It is called either the Sales Ledger or Purchase Ledger window.SAP Documentation Page 540 of 1289 Object Tax Report ... define a range of G/L accounts to appear in the A/P Tax Account column of the Define Tax Code window.Selection Criteria Object Sales or Purchase Ledger : Chile This window displays the sales or purchase ledger report according to the specifications you made